Carmel-by-the-Sea City Council
May 5, 2025

CITYOF CARMEL-BY-THE-SEA

CITY COUNCIL AGENDA
Mayor Dale Byrne, Councilmembers Jeff Baron, Hans
Buder, Bob Delves, and Alissandra Dramov
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, May 5, 2025
4:30 PM

HYBRID MEETING ATTENDANCE OPTIONS
This meeting will be held in person and via teleconference ("hybrid"). The public is welcome to attend the meeting in person or remotely via Zoom, however, the meeting will proceed as normal even if there are technical difficulties accessing Zoom. The City will do its best to resolve any technical issues as quickly as possible. To view or listen to the meeting from home, you may also watch the live stream on the City's YouTube page at: https://www.youtube.com/@CityofCarmelbytheSea/streams. To participate in the meeting via Zoom, copy and paste the link below into your browser.
https://ci-carmel-ca-us.zoom.us/j/81991221369 Webinar ID: 819 9122 1369 Passcode:
055985 Dial in: (253) 215-8782

HOW TO OFFER PUBLIC COMMENT
The public may give public comment at this meeting in person, or using the Zoom teleconference module, provided that there is access to Zoom during the meeting. Zoom comments will be taken after the in-person comments. The public can also email comments to [email protected]. Comments must be received at least 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 made part of the record.

PUBLIC COMMENT GUIDELINES FOR SPECIAL MEETINGS - During Special City Council Meetings, public comments are permitted for items listed on the agenda. After each item on the agenda is introduced, the Mayor will invite public comment on that item. Each speaker has 3 minutes to speak unless otherwise adjusted by the Mayor. While stating your name is optional, it helps to identify speakers in the meeting minutes.

Remote or in-person participants who do not comply with the requirements of the Brown Act will be muted.

CALL TO ORDER AND ROLL CALL

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. March 24, 27, and 31, 2025, Special Meeting Minutes and April 1, 2025, Regular Meeting Minutes

2. March 2025 Monthly Reports

3. March 2025 Check Register Summary

4. Adopt Resolution 2025-038, authorizing the City Administrator to execute an Agreement for Contractor Services with QOVO Solutions Inc. for Police Department Access Control and Door upgrade, with a not-to-exceed budget of $81,082.42

5. Receive the Carmel Police Department's 2024 Military Equipment Annual Report per AB 481

6. Resolution 2025-039 amending the Professional Services Agreement with Conti, LLC, and Purchase Order with OuttaTheWoods, to increase total project costs by $36,963 from $110,543 to $147,506, to complete Audio/Visual upgrades to the Council Chambers

ORDERS OF BUSINESS
Orders of Business are agenda items that require City Council, Board or Commission discussion, debate, direction to staff, and/or action.

7. Consideration and recommendation of FY 2025-2026 Council Discretionary Grant Funds and provide direction for the disbursement of the funds to various organizations (Estimated time - 30 min)

8. Discuss proposed changes to the Budget Policies and Financial Guidelines for inclusion in the FY 2025-2026 Operating Budget Book and provide direction to staff (Estimated time 30 min)

9. Receive a presentation on street addresses public vote options; presentation will include a brief overview of the street addresses work group and election costs and timeline requirements for a ballot measure in a 2025 Special Election and a 2026 Election. Staff recommends City Council action and direction on (1) whether to proceed in preparation for a ballot measure and election, and (2) which, if any, election year. (Estimated time - 90 min)

10. Receive a report and provide direction to staff on the allocation of 14-acre feet of water received by the Monterey Peninsula Water Management District (Estimated time - 45 min)

11. Receive a presentation and provide direction on the 2025 Fire Hazard Severity Zone map, Wildland-Urban Interface areas and associated Carmel-by-the-Sea Municipal Code modifications (Estimated time - 60 min)

ADJOURNMENT

1. Correspondence Received After Agenda Posting

2. Presentations received after agenda posting
This agenda was posted at City Hall, Monte Verde Street between OceanAvenue and 7thAvenue, Harrison Memorial Library, located on the NE corner of Ocean Avenue and Lincoln Street, the Carmel-by-the-Sea Post Office, 5th Avenue 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
May 5, 2025

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

March 24, 27, and 31, 2025, Special Meeting Minutes and April 1, 2025, Regular Meeting Minutes
RECOMMENDATION:

Approve Draft Minutes.

BACKGROUND/SUMMARY:

The City Council routinely approves minutes of its meetings.

FISCAL IMPACT:

None.

PRIOR CITY COUNCIL ACTION:

None
ATTACHMENTS:

Attachment 1) March 24, 2025, Special Meeting Minutes
Attachment 2) March 27, 2025, Special Meeting Minutes
Attachment 3) March 31, 2025 Special Meeting Minutes
Attachment 4) April 1, 2025, Regular Meeting Minutes

CITY OF CARMEL-BY-THE-SEA

CITY COUNCIL

SPECIAL MEETING MINUTES
Monday, March 24, 2025

CALL TO ORDER AND ROLL CALL
Mayor Byrne called the meeting to order at 4:35 p.m.

Roll call: Councilmembers Jeff Baron, Hans Buder, Alissandra Dramov, Mayor Pro Tem Delves, and Mayor Dale Byrne were present.

ORDERS OF BUSINESS
Item 1 - Receive a recap of the February Council Priorities Workshop and Provide Direction on the Project List
Assistant City Administrator Brandon Swanson gave a brief presentation on the item, summarizing the direction received during the February 27th Council Priorities Workshop, and requesting clarification on the official council priorities list to include in the list and confirming the proposed strategic categories.

Public Comment:

Nancy Twomey
Maria Ruess
Councilmember Baron suggested that the current list of 40 strategic priorities is too detailed and hard to manage. He recommended simplifying the current list by grouping maintenance tasks under broader categories and separating strategic goals from operational tasks. Councilmember Buder and Mayor Pro Tem Delves agreed, and said they like the staff’s refreshed 5 priority goals with detailed action items listed under each. Councilmember Buder favored assigning a priority level to each item to provide more direction. Mr. Swanson proposed reorganizing the list into three tiers: priority categories, actionable items, and responsible departments.

The Council discussed items they would like added to the list such as: the Library Renovation Project, tree maintenance, and residential street improvements. Mayor Byrne also suggested including City Support Group utilization and revisiting the Charter City topic. Councilmember Baron advocated for reinstating the Design Review Board, separating design review responsibilities from the Planning Commission. Councilmember Dramov proposed adding longterm plans for downtown beautification, beach infrastructure maintenance, and a 20–40 year infrastructure plan. Mayor Pro Tem Delves requested regular updates on priority project progress and a plan for identifying new revenue sources.

Attachment 1
City Council Special Meeting Minutes – March 24, 2025

The Council agreed that more public workshops are needed on street addressing before any public vote. Council directed staff to return at the May meeting with a reorganized list, structured by category, with actionable items under each. Council suggested changing the name of the “hygiene” list to “Day to day” or “routine”, and changing the name of the “parking lot list” to “inactive” to avoid confusion.

Item 2 - Receive a presentation on the Five-Year Financial Forecast and provide direction to staff Finance Manager Jayme Fields presented a five-year financial forecast to the Council, emphasizing anticipated yearly deficits due to decreasing revenues and escalating expenditures.

Ms. Fields requested initial guidance from the Council on prioritizing capital projects for the upcoming fiscal year. She noted that around 30% of projected revenue is currently designated for capital outlay, which aligns with financial policy. However, Ms. Fields cautioned that any adjustments to the capital outlay allocation should consider potential impacts on service levels and pension liabilities.

Public Comment:

Donna Jett
Maria Ruess
The Council discussed presenting a budget that more accurately reflects actual spending and suggested that the CIP budget exclude the Police Department Building project, as its high value distorts the overall CIP budget picture. The Council acknowledged that the City has a history of conservative revenue estimates and high budget allocations, resulting in excess funds at the end of the year that can be carried over.

Recess:

Council took a 10-minute recess at 6:39 p.m. and returned to the dais at 6:52 p.m.

Item 3 - Receive a presentation on the proposed Fiscal Year (FY) 2025/26 Capital Improvement Program (CIP) and Five-Year Capital Improvement Plan, and provide direction to staff Acting Public Works Director Mary Bilse presented an update on the Capital Improvement Plan (CIP) for fiscal year 2025–2026 and introduced the updated five-year CIP covering FY 2025–26 through 2029–30. She reported that of the 25 current CIP projects:
● 11 are completed,
● 7 are expected to be completed by June 2025,
● 5 are in progress and scheduled for completion in FY 2025–26, and ● 2 have undetermined completion timelines.

She also reviewed projects to be carried over into FY 2025–26 and discussed potential new projects eligible for funding through the Vehicle and Equipment Fund and the CIP Fund. Director Attachment 1
City Council Special Meeting Minutes – March 24, 2025

Bilse requested the Council’s input on the number of projects to fund in FY 2025–26 and on setting funding priorities for future CIP projects.

Public Comment:

Donna Jett
Maria Ruess
Council discussion followed and staff responded to Council questions.

Item 4 - Receive a presentation on revisions to the Financial Policies Finance Manager Jayme Fields presented proposed updates to the city’s financial policies to clarify existing policies and aid in policy compliance. She highlighted proposed changes which include:
● Separating budget guidelines from fiscal policies
● 10% revenue minimum for capital projects
● Carrying forward uncompleted capital project budgets
● 15% reserve target for General and Hostelry Funds
● Eliminating the 20% general capital reserve target
Public Comment:

Nancy Twomey
Donna Ruess
Maria Ruess
Councilmember Baron emphasized the importance of keeping policies flexible for future Councils and requested a redlined version of the current policy showing proposed changes. Council directed staff to revise the financial policies to make them less restrictive and return with draft policy updates for further review

ADJOURNMENT
Council adjourned the meeting at 9:17 p.m.

APPROVED: ATTEST:
________________________________ _________________________________ Dale Byrne, Mayor Nova Romero, MMC, City Clerk
Attachment 1

CITY OF CARMEL-BY-THE-SEA

CITY COUNCIL

SPECIAL MEETING MINUTES
Monday, March 3, 2025

CALL TO ORDER AND ROLL CALL
Mayor Byrne called the meeting to order at 4:30 p.m.

Roll call: Councilmembers Jeff Baron, Hans Buder, Alissandra Dramov, Mayor Pro Tem Delves, and Mayor Dale Byrne were present.

PUBLIC APPEARANCES
None.

ORDERS OF BUSINESS
Item 1 - Status Report and Policy Guidance on Carmel Police and Public Works Building Project City Administrator Chip Rerig introduced the presentation, emphasizing the need for additional time for the project architect and encouraging Council and public feedback.

Presentation and Discussion:

Project Architect, John Hammond, presented prior Council direction, design considerations, and operational needs. He outlined the project plan and discussed possible reductions in the two buildings. He summarized future steps include refining the Conceptual Program and Building Design.

Councilmember Dramov asked about the need for the Community Room and gym, and if the space is too large given Carme’s current reduced policing model. Chief Tomasi said the Community Room, which would double as an Emergency Operations Center (EOC), could be removed if needed, and the option of having a gym is up for discussion. He also noted that staffing levels could grow and that volunteers also use the space. Mayor Byrne asked about relocating the Public Works corporation yard to Rio Park. Mr. Hammond said it wasn’t necessary but noted it could impact the Junipero site’s appearance. Mayor Byrne also suggested a shared EOC with nearby cities, which Chief Tomasi confirmed was possible, citing Pacific Grove’s partnership with Monterey. Councilmember Buder asked if the reduced space plan would meet long term needs.

Mr. Hammond responded that future needs were hard to predict due to changing operations.

Chief Tomasi detailed potential safety and security upgrades for the current buildings, estimating costs between $215,000 and $240,000, excluding essential infrastructure repairs. City Administrator Rerig emphasized that while upgrades address safety, fundamental operational issues remain, raising concerns about investing in a suboptimal building.

Attachment 2
City Council Special Meeting Minutes – March 27, 2025

Public Comment:

Ian Martin
Andi Carr
Nancy Twomey
Mel Ahlborn
Karyl Hall
Donna Jet
Council discussion resumed. Councilmember Dramov opposed continuing with Indigo or Mr.

Murer, advocating for a community-driven, budget-conscious design. Councilmember Delves raised fiscal concerns, prioritizing salaries and benefits over facilities, and opposed the current project cost and suggested repairing critical elements instead.

Councilmember Buder favored a broader conversation about the long-term need for a police department before finalizing any building plans. Councilmember Baron highlighted the importance of reviewing the requirements list before altering the building size and suggested relocating some department functions to other public buildings.

The Council reached a consensus to reevaluate the facility’s needs and financial feasibility and directed the following steps:
• Form an ad hoc committee (Mayor Byrne and Councilmember Baron) to review community input and project needs.
• Have Chip Rerig compile a summary of police department requirements and legal obligations.
• Extend consultant support for an additional 60 days for further analysis. • Plan to revisit the project discussion by late May or early June.

ADJOURNMENT
Council adjourned at 12:03 p.m.

APPROVED: ATTEST:
_______________________________ _________________________________ Dale Byrne, Mayor Shelby Gorman, Recording Secretary
Attachment 2

CITY OF CARMEL-BY-THE-SEA

CITY COUNCIL

SPECIAL MEETING MINUTES
Monday, March 31, 2025
TOUR OF INSPECTION - 3:30 PM
The Council conducted an on-site tour of inspection of the properties listed below:

A. Casanova Street 2 Southeast Palou Ave, Carmel (APP 25038, Lim) B. Scenic Avenue 3 Southeast of 12th Avenue, Carmel (APP 25031, Brown) C. Northeast Corner of Torres and 2nd Ave, Carmel (APP 25034, Faia

CALL TO ORDER AND ROLL CALL
Mayor Byrne called the meeting to order at 4:40 p.m.

Roll call: Councilmembers Jeff Baron, Hans Buder, Alissandra Dramov, Mayor Pro Tem Delves, and Mayor Dale Byrne were present.

CONSENT AGENDA
Consent agenda items #2 and #9 were pulled for discussion by Mayor Byrne and Councilmember Dramov.

Motion by Mayor Pro Tem Delves to approve consent agenda items #1, and #3-8, seconded by Councilmember Dramov, and approved 5-0-0-0 by the following roll call vote:

AYES: Councilmembers Baron, Buder, Delves, Dramov, and Mayor Byrne NOES: None
ABSENT: None
ABSTAIN: None
Item 1 - February 27 & March 3, 2025, Special Meeting Minutes and March 4, 2025, Regular Meeting Minutes. Approved 5-0-0-0
Item 3 - February 2025 Check Register Summary. Approved 5-0-0-0 Item 4 - Second Reading and Adoption of Ordinance No. 2025-001 Amending Section 1.04.010 (Definitions) and Adding Sections to Chapter 12.36 (Camping on Public Lands). Approved 5-0- 0-0
Item 5 - Adopt Resolution 2025-029 granting partial approval of Permanent Encroachment Application (PERM EN 250005, Salehi) allowing the legalization and maintenance of perimeter Attachment 3
City Council Special Meeting Minutes – March 31, 2025

retaining walls bordering the 1st Avenue and Santa Rita property lines; a Carmel stone walkway between 1st Avenue and the primary entry; and a planter-style retaining wall within the public right-of-way east of and adjacent to the driveway fronting 1st Avenue, and denying the legalization and maintenance of non-conforming planter curbs, and a concrete step landing in the public rightof-way located at the southwest corner of Santa Rita Street and 1st Avenue in the Single-Family Residential (R-1) District. APN: 010-027- 001-000. Approved 5-0-0-0 Item 6 - Adopt Resolution 2025-030 Approving the Appeal (APP 25032) by Mary & John Jensen, upholding the Planning Commission’s approval of the Track 1 Design Study (DS 24321, Jensen) and associated Coastal Development Permit to allow the replacement of the wood shake roof of a two-story single-family residence located on Santa Lucia 2 NE of Scenic (Planning Commission Resolution 2025-003-PC), and deleting Condition of Approval No. 20 requiring the applicant to submit revised plans identifying an alternate roofing material. Approved 5-0-0-0 Item 7 - Resolution 2025-031, Adopting Policy 2025-01 “Social Media Policy” establishing guidelines and procedures for the City’s participation in social media and authorizing the City Administrator to administer the City’s social media program. Approved 5-0-0-0 Item 8 - Resolution 2025-032 Authorizing one (1) free use day of the Sunset Cultural Center theater and lobby for the Monterey Symphony's Harmony on the Move benefit "Overlapping Halos", on May 19, 2025. Approved 5-0-0-0

ITEMS PULLED FROM CONSENT
Item 2 - February 2025 Monthly Reports
Mayor Byrne asked Chief Tomasi for clarification on the response times for fire and ambulance.

Chief Tomasi explained that 911 calls in Carmel for police go directly through Carmel PD dispatchers, while fire and ambulance calls go to Carmel dispatchers first for address verification and then are transferred to Monterey County regional 911 after. He said this process is necessary because the county system doesn't recognize Carmel's address system. He also noted that inaccurate addresses provided by residents can hinder emergency response.

Public Comment:

Karen Ferlito
Item 9 - Receive and file Staff Report regarding the designation of Mary Wagner as Assistant City Attorney.

City Attorney Pierik introduced Mary Wagner as the designated Assistant City Attorney. In response to Councilmember Dramov's inquiry, City Attorney Pierik explained that Wagner was selected by the city's contracted law firm, Burke, Williams and Sorensen (BWS), to assist with workload management.

Attachment 3
City Council Special Meeting Minutes – March 31, 2025

Public comment:

Nancy Twomey
Motion by Mayor Pro Tem Delves to approve consent items #2 and #9, seconded by Councilmember Dramov, and approved 5-0-0-0 by the following roll call vote:

AYES: Councilmembers Baron, Buder, Delves, Dramov, and Mayor Byrne NOES: None
ABSENT: None
ABSTAIN: None

ORDERS OF BUSINESS
Item 10 - Discuss City Policy C89-02: City Council Meetings, Orders of Council, Agenda Packets, Minutes of Meeting and Agenda Distribution, and provide direction to the City Administrator Mayor Byrne and City Attorney Pierik presented proposed updates to City Policy C89-02 regarding Council meeting procedures and public participation. City Attorney Pierik outlined a potential change to the policy making staff presentations optional, noting that agenda packets are available to both Council and the public 72 hours in advance, to streamline meetings. He also outlined proposed changes to the public comment section of the policy. Mayor Byrne suggested aligning public comment procedures with models used by other legislative bodies, such as the City of Monterey or Coastal Commission.

Public comment:

Nancy Twomey
Donna Jett
Karen Ferlito
Maria Ruess
Kevin Ruess
Charles Najarian
Cindy Lloyd
Council discussion resumed. Councilmembers generally opposed making staff presentations optional, noting their value in providing context beyond the staff report and recognizing staff effort.

Council discussed other possible changes to the policy, such as:
• Agenda Preparation – the Mayor and Mayor Pro Tem will look 3-6 months ahead when planning the Council agenda
• Extraordinary Business Items - Keep to 3 min per item • Meeting Procedures - Requiring presentation slides to be made available to Council and the public by 5 pm on the Friday before meetings.
• Curfew - Implement a 9:30 pm meeting curfew. Council must vote to continue the meeting past 9:30 pm.

Attachment 3
City Council Special Meeting Minutes – March 31, 2025

• Adding a special meeting on the third Wednesday of the month, or start meetings earlier in the day, such as 3 pm.
• Consider the Monterey meeting model, with an afternoon session general public comment, a dinner break/closed session, and an evening session with another general public comment period.
• Set specific start times for items likely to draw high public interest (e.g. street addresses). • Hold appeal hearings on a separate meeting date during the day, if possible. • Acknowledge receipt of written public comments (emails/letters). • Include general public comment on Regular Meeting agendas, but not Special Meeting Agendas.
• Consider a time limit for the general public comment period. • The Mayor will ask for the number of people who wish to speak on a particular item and may adjust the public comment time accordingly.
• Ask speakers to avoid repeating prior comments and instead express agreement with the previous comment.
• Consider ordering public comments by duration: 1-minute speakers first, followed by 2- minute and then 3-minute speakers.
• Brown Act Requirements: general public comments must be on matters related to matters of the legislative bodies jurisdiction. Comments on agenda items must relate to that agenda item. Anyone who does not follow these requirements of the Brown Act in person or via teleconference will be muted.

Council directed staff to return with a draft of the revised meeting procedures policy incorporating the proposed changes that were discussed.

RECESS
Council took a recess at 7:04 p.m. and resumed the meeting at 7:20 p.m.

Item 11 - General Plan and Housing Element Annual Progress Reports for Calendar Year 2024 Principal Planner Marnie Waffle gave an oral presentation on the 2024 Annual Housing Element Report, summarizing the City Council's actions in 2024 on housing, such as the issuance of building permits, and the development of market-rate, low-income, and accessory dwelling units (ADUs), and answered questions from Council.

Public comment:

Nancy Twomey
Maria Ruess
Council requested that staff come back in May with a brief presentation on the numbers reported to the
Attachment 3
City Council Special Meeting Minutes – March 31, 2025

Motion by Mayor Pro Tem Delves to approve the report, seconded by Councilmember Baron, and approved 5-0-0-0 by the following roll call vote:

AYES: Councilmembers Baron, Buder, Delves, Dramov, and Mayor Byrne NOES: None
ABSENT: None
ABSTAIN: None

CLOSED SESSION
City Attorney read the closed session titles.

Public comment on closed session:

None
A. CONFERENCE WITH LABOR NEGOTIATORS PURSUANT TO GOVERNMENT CODE SECTION 54957.6:

Agency Designated Representatives: City Administrator Chip Rerig, Assistant City Administrator Brandon Swanson, City Attorney Brian Pierik, Senior HR Analyst Marisa Bermudez, Police Chief Paul Tomasi, Police Commander Todd Trayer
Employee Organization: Carmel Fire Ambulance Association B. CONFERENCE WITH LABOR NEGOTIATORS PURSUANT TO GOVERNMENT CODE SECTION 54957.6
Agency Designated Representatives: City Administrator Chip Rerig Assistant City Administrator Brandon Swanson City Attorney Brian Pierik Senior HR Analyst Marisa Bermudez Police Chief Paul Tomasi Police Commander Todd Trayer
Employee Organization: Police Officers Association (POA)

ADJOURNMENT
Council moved to closed session at 7:33 p.m.

APPROVED: ATTEST:
__________________________ __________________________
Dale Byrne, Mayor Nova Romero, MMC, City Clerk
Attachment 3

CITY OF CARMEL-BY-THE-SEA

CITY COUNCIL

REGULAR MEETING MINUTES
Tuesday, April 1, 2025

CALL TO ORDER AND ROLL CALL
Mayor Byrne called the meeting to order at 4:32 p.m.

Roll call: Councilmembers Jeff Baron, Hans Buder, Alissandra Dramov, Mayor Pro Tem Delves, and Mayor Dale Byrne were present.

PLEDGE OF ALLEGIANCE
Mayor Pro Tem Delves led the pledge of allegiance.

EXTRAORDINARY BUSINESS
A. Carmel High School Report Out - Juliette Norman, CHS Associate Student Body President, updated on events and happenings at the high school.

B. Non-Profit Spotlight - Project Healing Waters - Brian Steckler presented his organization’s goals, mission, and how people can get involved or give support.

PUBLIC APPEARANCES
Cindy Lloyd
Hugo Ferlito
Donna Jett

ANNOUNCEMENTS
A. City Administrator - Cautioned residents to be wary of people coming to their house saying they are with the census bureau, and to contact the Police Department if they seem suspicious.

B. City Attorney - Announced that there is no reportable action from closed session yesterday.

C. Councilmembers -
Councilmember Dramov - Announced that the Tor House will hold its Annual Garden Party on May 4th and welcomed everyone to attend.

Mayor Byrne - Reported that he met with Michael Kovak, a resident who volunteered to do work at the post office and Youth Center and has worked with PW staff. The Mayor also reported on the ReGen meeting he attended.

Attachment 4
City Council Regular Meeting Minutes – April 1, 2025

ORDERS OF BUSINESS
Council moved to hear item #3 first.

Item 3 - Receive the Fiscal Year 2025-2026 Fee Schedule for Administrative Services, Community Planning and Building, Public Safety, Public Works, Community Activities and Library services
Finance Manager Jayme Fields presented the proposed updates to the citywide fee schedule, which includes Community Activities and Library Fees, to align them with the consumer price index (CPI). She also clarified that the ambulance fees are included in the city’s proposed fee schedule to match those published by the County of Monterey. She said that the proposed fee schedule will come back to Council on May 5th during a public hearing for further discussion and adoption, with an effective date 60 days after adoption.

Public comment:

None
Councilmember Buder suggested hourly billing for Design Track 1 fees instead of a flat rate.

Councilmember Dramov inquired about tree permit fees, and Councilmember Baron requested a column showing lowered fees in the May report.

Council gave consensus direction to approve the proposed fee schedule update and to bring it back on May 5th for a public hearing and adoption.

Item 1 - Draft Agreement with Carmel Public Library Foundation Regarding Harrison Memorial Library Centennial Restoration Project and Draft Agreement with Architectural firm Moore Ruble Yudell
City Attorney Pierik presented the item to Council highlighting the changes that were made to the agreement between the City and CPLF based on the Council’s direction at the last meeting. He summarized the changes address the concerns of the Council and the CPLF and were mutually agreed upon through the City and the CPLF.

Public Comment:

Marci Meaux
Pam Nyman
Susan Prest
Dan (man in a suit)
Ken Cranstone
Erik Dyar
Cynthia McCoy
Valera Loyals
Gail Sheridan
Attachment 4
City Council Regular Meeting Minutes – April 1, 2025

Cindy Lloyd
Mayor Pro Tem Delves reported that the City and the Carmel Public Library Foundation (CPLF) successfully negotiated a fair contract with the City. He noted that the revised agreement establishes a two-person Council ad hoc committee in place of the five-member executive committee, and that it includes contractor payment and indemnification of the CPLF.

Councilmember Dramov proposed adding a plaque to the Harrison Memorial Library (HML) to acknowledge MJ Murphy as the building's designer. She noted that Exhibit A of the draft agreement contains inaccurate information about the designer and requested that it be removed and replaced. City Attorney Pierik said the CPLF would need to agree to an amendment to the agreement to change Exhibit A. Mayor Byrne suggested that the plaque approval be considered separately from the approval of the agreement with the CPLF. Councilmember Baron expressed support for Councilmember Dramov's proposal and concern about the inaccurate information in the contract.

The Council expressed gratitude to the City Attorney for his effective negotiations with the CPLF Board members and attorney, resulting in a contract that addresses all concerns. The Council’s appreciation was also extended to current and future donors to the project, as well as all staff involved in moving this contract forward.

Motion by Councilmember Buder to adopt Resolution 2025-033 approving the agreement with Carmel Public Library Foundation Regarding Harrison Memorial Library Centennial Restoration Project, and authorize the Mayor to execute the agreement, seconded by Mayor Pro Tem Delves, and approved 5-0-0-0 by the following roll call vote:

AYES: Councilmembers Baron, Buder, Delves, Dramov, and Mayor Byrne NOES: None
ABSENT: None
ABSTAIN: None
Item 2 - Receive Staff presentation regarding street addresses; the presentation will include an overview of a draft street address system implementation plan and a draft community engagement plan, a legal analysis by the City Attorney regarding street identification and City Options, and estimated costs and timelines for elections (ballot measure); Discussion item only and no action by City Council is proposed at this meeting.

Mayor Pro Tem Delves introduced the item and posed key questions for Council consideration regarding street addresses. Administrative Analyst Emily Garay presented staff research, including historical context, Council directives, current knowledge, and remaining questions. City Attorney Pierik provided a legal analysis of street address identification requirements. Ms. Garay and Mr. Pierik then responded to Council questions. Assistant Fire Chief Moore confirmed that the Monterey Fire Department can enforce street addresses in alignment with Council policy direction.

Attachment 4
City Council Regular Meeting Minutes – April 1, 2025

Public Comment:

Hugo Ferlito
No name
No name
Linda Califiore
Donna Jett
Kevin Ruess
Carrie White
Joe DiNucci
Andi Carr
Connie Hess
Harvey Billig
Maria Ruess
Todd Muck
Karen Ferlito
Ole Pedersen
Betty Kullas
Cindy Lloyd
Randall
Melanie Billig
Shirley Moon
Karyl Hall
Lindamarie Rosier
Council discussion resumed. Mayor Pro Tem Delves proposed several questions for Council consideration:
● Election timing? (2025 or 2026)
● Formation of a citizen advisory group (such as the AHA group for housing alternatives), for street address alternatives that are AMS compatible? ● What address scheme would be appropriate for Carmel?
● What are the different numbering options? Pros and cons of each? ● What would the cost and process of assigning addresses and notifying utilities be? ● What role does the County play in this process?
● Would it be possible for residents to “opt-in” to addresses? ● Do we need a city code to prevent future encroachments for the installation of mailboxes? Councilmember Dramov said that if we did go to a vote, it makes more sense to do it in November 2026 during a regularly scheduled election for cost reasons. Councilmember Baron disagreed with waiting and advocated for making a decision and moving forward with street address implementation, emphasizing the Council's responsibility to act in the public's interest. He noted strong resident support for addresses based on his campaign and several meetings of public input. He argued that after three years of discussion, further delay is unnecessary.

Councilmember Buder also noted strong resident support for street addresses due to public safety, findability, and insurance concerns.

Attachment 4
City Council Regular Meeting Minutes – April 1, 2025

Mayor Byrne expressed support for creating a citizen advisory group with diverse views and research experience on street addresses, similar to the AHA group. He suggested that the group should aim to develop a “Carmel-style” AMS-compatible address plan by the end of the year.

The Council agreed to revisit the discussion in May to decide whether or not to hold a special election in 2025 regarding street addresses. Mayor Pro Tem Delves stated he would meet with City Staff, City Administrator, and few select residents in the meantime to conduct further research on the proposed questions and provide an update to the Council by July.

RECESS
Council took a recess at 7:56 pm and returned to the dais at 8:16 pm.

PUBLIC HEARINGS
Item 4 - Consideration of an Appeal (APP 25034 (Faia) of the Planning Commission's decision to Approve a Track 1 Design Study referral (DS 24203, 24216, 24217 (Faia)) with conditions for the replacement of the wood shake roof of a two-story single-family residence located on the Northeast corner of Torres and 2 nd Avenue in the Single-Family Residential (R-1) District. APN:
010-101-021, 010-101-020, & 010- 101-012. CEQAAction: Find denying the Appeal and upholding the Planning Commission’s approval of a Track 1 Design Study categorically exempt from environmental review pursuant to CEQA Guidelines Section 15301 and no exceptions listed under Section 15300.2 can be made in this case.

City Planner Jacob Olander presented Ms. Faia's appeal (APP 25034), challenging the Planning Commission's denial of her request for a metal roof. He summarized that Ms. Faia’s appeal seeks Council approval to overturn the decision and allow her to install a metal roof. Mr. Olander then answered Council questions regarding the appeal.

Public comment:

Brandi Faia, appellant and homeowner, addressed the council with reasons why her appeal should be granted
Andi Carr
Maria Ruess
Kevin Ruess
Nathan Smith
Council discussion resumed. Mayor Pro Tem Delves noted that the Planning Commission lacks clear guidelines on approving metal roofs, and that fire concerns and insurance coverage issues have increased over the last few months. Council gave consensus support for the appeal after considering the appellant’s arguments supporting approval for her metal roof. Councilmember Buder reiterated that adopting a clear policy on metal roofs or roof materials is necessary to prevent future appeals.

Attachment 4
City Council Regular Meeting Minutes – April 1, 2025

Motion by Mayor Pro Tem Delves to approve the appeal by Faia, overturning the Planning Commission’s decision, and allowing the applicant to get her metal roof, seconded by Councilmember Buder.

Mayor Byrne made a friendly amendment to the Motion on the floor, to include the addition of a refund to Faia for the appeal fee. Motion amendment was accepted by Mayor Pro Tem Delves.

Motion by Mayor Pro Tem Delves to approve the appeal by Faia, overturning the Planning Commission’s decision to deny the metal roof, and therefore allow the metal roof, and to refund Faia’s appeal fee, seconded by Councilmember Buder, and approved 5-0-0-0 by the following roll call vote:

AYES: Councilmembers Baron, Buder, Delves, Dramov, and Mayor Byrne NOES: None
ABSENT: None
ABSTAIN: None
Item 5 - Consideration of an Appeal (APP 25038, Brown) by Dorothy Jernstedt, for the Approval of a Combined Concept and Final Design Study (DS 24164, Brown), and associated Coastal Development Permit for substantial alterations to an existing single-family residence, and Variance (VA 24263, Brown) for modifications to maximum site coverage regulations located at Scenic Road 3 southeast of 12th Avenue located in the Single Family Residential (R-1) Zoning District, Beach and Riparian (BR) Overlay, and Park (P) Overlay (APN: 010-292-011).

Mayor Byrne recused himself from this item due to the proximity of his home to the project and left the dais at 9:03 p.m.

City Planner Evan Kort presented the appeal, summarizing the project, the Planning Commission's approval and rationale, and the appellant's arguments, along with an analysis of their validity.

Public comment:

Krista Ostoich, attorney for the appellant
Dorothy Jernstedt, appellant
Anthony Lombardo, attorney for the project applicant (Brown) Eric Miller, project architect
Steve Brown, property owner
Councilmember Dramov left the dais and the meeting at 9:35 p.m.

Councilmembers Baron and Buder found the appellant's view and privacy concerns to be unsubstantiated, and their primary concern was the variance request for the deck due to its disproportionate scale and inconsistent materials.

Attachment 4
City Council Regular Meeting Minutes – April 1, 2025

Councilmember Buder proposed remanding the variance decision back to the Planning Commission for further design review. Assistant City Administrator Swanson said that this action would only result in a design study on the merits of the design and wouldn't address the variance concerns. Councilmember Baron preferred a compromise that would satisfy the appellant and the project applicant by partially granting the appeal.

Motion by Councilmember Baron to partially grant the appeal, by approving the variance just to accommodate a deck that is 4 ft less wide from the house, as well as a special condition that the variance doesn’t run with the land but runs with the house, seconded by Mayor Pro Tem Delves, and approved 2-1-1-1
AYES: Councilmembers Baron, and Mayor Pro Tem Delves
NOES: Councilmember Buder
ABSENT: Councilmember Dramov
ABSTAIN: Mayor Byrne (recused)
Item 6 - APP 25038 (Lim): Consideration of an Appeal (APP 25038, Lim) by Hastings Construction on behalf of Liyoong Lim, for the Denial of a Track 2 Design Study and associated Coastal Development Permit, DS 22-057 (Lim) for the demolition of an existing 1,053 square-foot, onestory single-family residence, inclusive of a 205 square-foot detached garage, and the construction of a 1,793 square-foot, two-story single-family residence, inclusive of a 288 squarefoot attached garage, located at Casanova Street 2 southeast of Palou Avenue in the SingleFamily Residential (R-1) District, Archaeological Significance (AS) Overlay, and Beach/Riparian (BR) Overlay. APN: 010-225-003-000
Mayor Byrne returned to the dais at 10:26 p.m.

Mayor Pro Tem Delves recused himself from the item due to proximity of his home to the project and left the dais at and the meeting at 10:26 p.m.

City Planner Evan Kort presented the appeal, summarizing the project, the Planning Commission's denial and rationale, and the appellant's arguments that they have met design guidelines and the direction of the Planning Commission. Mr. Kort presented the applicant’s initial design, revised plan 1, and revised plan 2, and the analysis of the appeal’s merits, and outlined the Council's options: uphold the Planning Commission's decision, overturn it, or modify it with amended findings or conditions.

Public Comment:

Anthony Lombardo, attorney for the applicant
Liyoong Lim, applicant/appellant
Adam Jesselnick
Angie Ferris, designer
Mike McCall
Ace Construction
Peter Blatman
Attachment 4
City Council Regular Meeting Minutes – April 1, 2025

Gwen McCall
Ian Martin
Greg Meissner
Council discussion resumed. Council raised concerns about the second-story massing and noted that the applicant’s revised plans do not appear to be significantly different from the original. Mr.

Kort responded that the massing on the second level had been noticeably shifted to the south to help mitigate impacts on neighbors’ light and views. Councilmember Baron recommended that the Lim’s return to the Planning Commission with a full redesign of the second story, and work with the neighbors to address the view and light concerns as the Planning Commission requested after the first hearing.

Motion by Councilmember Baron to deny the appeal, and remand the applicant back to the Planning Commission with a full redesign of the project, directing the applicant (Lim) to work with staff and the neighbors to mitigate view and light impacts, following the direction given at the first Planning Commission hearing, seconded by Mayor Byrne, and approved 3-0-1-1 by the following roll call vote:

AYES: Councilmembers Baron, Buder, and Mayor Byrne
NOES: None
ABSENT: Councilmember Dramov
ABSTAIN: Mayor Pro Tem Delves (recused)

FUTURE AGENDA ITEMS
None

ADJOURNMENT
Council adjourned the meeting at 11:51 p.m.

APPROVED: ATTEST:
______________________________ _____________________________ Dale Byrne, Mayor Nova Romero, MMC, City Clerk
Attachment 4

CITY OF CARMEL-BY-THE-SEA

CITY COUNCIL
Staff Report
May 5, 2025

CONSENT AGENDA
TO: Honorable Mayor and City Council Members
SUBMITTED BY: Nova Romero, City Clerk
APPROVED BY: Chip Rerig, City Administrator
SUBJECT: March 2025 Monthly Reports
RECOMMENDATION:

Review and receive monthly reports.

BACKGROUND/SUMMARY:

This is a monthly series of reports:

City Administrator Contract Log (no contracts unders $60k in March) Community Planning and Building Department Reports
Police, Fire, and Ambulance Reports
Public Records Act Requests
Public Works Department Reports
FISCAL IMPACT:

N/A
PRIOR CITY COUNCIL ACTION:

N/A
ATTACHMENTS:

Attachment 1) Community Planning & Building Report
Attachment 2) Police, Fire, and Ambulance Reports
Attachment 3) Public Records Act Requests
Attachment 4) Public Works Department Reports

CITY OF CARMEL-BY-THE-SEA
Monthly Report

Community Planning and Building Department
MARCH 2025 – DEPARTMENT ACTIVITY REPORT
I. PLANNING PERMIT APPLICATIONS:

In March 2025, 37 planning permit applications were received.

II. BUSINESS LICENSE APPLICATIONS:

In March 2025, 7 business license applications were received.

III. BUILDING PERMIT APPLICATIONS:

In March 2025, 46 building permit applications were received.

IV. CODE COMPLIANCE CASES:

In March 2025, 30 new code compliance cases were created.

V. TRANSIENT RENTAL COMPLIANCE CASES:

In March 2025, 3 new transient rental compliance cases were created.

VI. ENCROACHMENT PERMIT APPLICATIONS:

In March 2025, 23 encroachment permit applications were received.

VII. TREE PERMIT APPLICATIONS:

In March 2025, 31 tree permit applications were received.

TO: Honorable Mayor and City Council Members

SUBMITTED BY: Shelby Gorman, Administrative Coordinator SUBMITTED ON: April 1, 2025
APPROVED BY: Anna Ginette, Director of Community Planning and Building Attachment 1
VIII. YEAR-TO-DATE TRENDS
Table 1 includes the following March 2025 totals:
• Planning Permit Applications
• Business License Applications
• Building Permit Applications
• Code Compliance Cases
• Transient Rental Cases
• Encroachment Permit Applications
• Tree Permit Applications
March 2025 totals are provided alongside March 2024 totals for comparison. Compared to the same time period in the year 2024, Table 1 denotes percentage changes in the year 2025.

Table 1
Permit Application Totals and YTD Percentage Changes

PLANNING BUSINESS

LICENSES BUILDING CODE COMPLIANCE

TRANSIENT
RENTAL

COMPLIANCE
ENCROACHMENTS
TREE

REMOVAL &

PRUNING
2024 YTD
Totals 86 22 137 57 10 59 105
2025 YTD
Totals 98 14 136 45 6 72 103
YTD %
Difference +13.95% - 36.36% -0.73% - 21.05% -40.00% +22.03% -1.90% Attachment 1
Permit # Permit Type Permit Identifier Track Project Description Address/Location Date Received
Date
Approved
Status
25098 Preliminary
Review -
Planning
Commission
Addition of Detached One Car Garage Casanova 4 NW of 13th Pending Assignment
25097 Design Study Replace all windows size for size with new wood windows. Remove 2 doors and 1 window.
build new 172 sf 1st floor wood deck.

Mountainview 2 SE of
Guadalupe
Pending
Assignment
25096 Sign SI 25096 (Stationaery
Restaurant)
3/31/2025 Pending
Assignment
25095 Design Study DS 25095 (DCV Enterprise
Partners II, LLC)
DEMO (E) SFR AND BUILD NEW SFR Camino Real 2 SW of 7th Pending Assignment
25094 Sign SI 25094 (Owl & Kittycat) Single sided sign for storefront. 30.875" x

19.75"
SE Corner of San Carlos
and 7th
3/26/2025 In Review
25093 Preliminary
Site
Assessment
PSA 25093 (Palco Land &
RE Group LLC)
REMODEL: Remodel of existing SFR: Remodel
of existing single-family residence, demolition
of existing garage and pivot to new footprint,
reconfiguration of off-street parking, minor
structural reinforcement of portions of
foundation, replacement of exterior materials,
lower ridgeline/pitch, updates to existing
landscape and hardscape, reconstruction of
existing trash and recycling enclosure and
addition of new ADU
SAN ANTONIO 5 NE OF
4TH CARMEL
In Review
25092 Design Study DS 25092 (Pike Brothers
LLC)
Residential Remodel - Raise Roof 9", Plate
Height Stays Same; Replace Full Mech, Elect,
Plumbing; Replace Windows, Doors, Exterior
Siding, Insulation and New Exterior Colors. New
Flooring, Remodel Interior, Reconfigure Primary
Suite & Laundry, Reconfigure Kitchen,
Bedrooms 1 &2, Closets and Bathrooms;
Repaint (E) Deck, Lattice, Fence, House. No
Change to Footprint, No Exterior Site Changes.

Guadalupe 4 SE of 4th Ave 3/26/2025 In Review
Planning Permit Report
03/01/2025 - 03/31/2025
Page: 1 of 5
25091 Lot Line
Adjustment
LLA 25091 (Esperanza
Carmel, LLC)
Lot Line Adjustment shall be between Parcel A
(APN 010-302-019 and Lot 6A (APNOS. 010-
302-011 & 010). The New Parcels created will
be Parcel A-1 (APN 101-302-019 & 010-302-
011) and Parcel A-2 (APN 010-302-010).

Scenic Road 2-4 SE of 9th
Avenue
3/26/2025 In Review
25090 Use Permit UP 25090 (Sea Shack
Candy Co)
Sea Shack Candy Co. will introduce a one-of-akind retail candy store experience specializing in imported Scandinavian sweets, with a focus
on pre-packaged candies from Sweden
San Carlos btw Ocean and
7th
3/26/2025 In Review
25089 Design Study DS 25089 (Hunter) One Amendment to a previously approved Design Study (DS 23-208) for amendments to the tree
protection and planting plan including the
removal of one Monterey Pine previously
proposed to remain
Casanova 2 NW 13th In Review
25088 Design Study DS 25088 (Borden) One I need a track one design review streamlined application permit. I would like to put a 4 foot
grape steak fence along my front property line
extending approximately 25 feet with a 7 foot
arbor and gate to match existing side fences..

Mission 4 NE Vista Pending
Assignment
25087 Design Study DS 25087 (Lecomte) One Replacement of clay tile roof + new window upfront
Lincoln 5 NE of 13th In Review
25086 Authorized
Work
AW 25086 (Westphal) This approval is for new landscaping throughout the property as shown on the
landscape plan stamped approved by the
Planning Division and on file in the Community
Planning & Building Department.

SWC Santa Fe & Mountain
View
3/10/2025 3/21/2025 Approved
25085 Historic
Evaluation
HE 25085 (Tietgens) Historic Evaluation Santa Fe 6 SE Ocean 3/19/2025 In Review 25084 Design Study DS 25084 (Bozzo) One 37 S.F. ADDITION TO SINGLE STORY 1568 S.F. SINGLE FAMILY RESIDENCE. REMODEL OF
APPROXIMATELY 700 S.F. AND EXTERIOR

CHANGES THAT INCLUDE NEW ALUMINUM

CLAD FRAME WINDOWS AND DOORS AND
NEW PAINT.

JUNIPERO 4 SE 8TH 3/20/2025 In Review
25083 Historic
Evaluation
HE 25083 (SavojFaulhaber)ASSOCIATED APPLICATION: DS 25081.

PROPOSED PROJECT: Remove three (3)
windows with "prairie grids" at NE corner of
second floor; install Pella wood windows to
match existing.

SE Corner of Carmelo &
2nd
3/19/2025 In Review
Page: 2 of 5
25082 Design Study DS 25082 (Bellingham) One ASSOCIATED APPLICATION: BP 240401.

PROPOSED WORK (See "Plan Check
Correction" dated 12-16-2024 & 03-17-2025
from Evan Kort.): Retaining walls (#4), new
walkway, stair steps, (#6) windows (#10), and
exterior lights (#11), as part of application for
separate ADU to existing residential building.

Santa Rita Street 1 NE of
4th Avenue
Pending
Assignment
25081 Design Study DS 25081 (SavojFaulhaber)One Remove three (3) windows with "prairie grids" at NE corner of second floor; install Pella wood
windows to match existing.

SE Corner of Carmelo &
2nd
3/13/2025 Pending
Assignment
25080 Design Study DS 25080 (Kadar) One Upgrade kitchen, add second bathroom, update electrical, upgrade windows, upgrade garage
door.

Forest 5 SW of Ocean 3/17/2025 In Review
25079 Sign SI 25079 (Amy Carman
Design)
ASSOCIATED APPLICATION: BL 25008.

NEW SIGN, 1 QTY: "Amy Carman Design"
SIGN SPECS: Exterior signage - Black
composite sign with white vinyl die-cut
lettering, powder coated steel mounting post
and hardware. Sign dimensions 16--"H x 2 7"W
(3 SF) with 3"H logo and 31"L post. Bottom of
sign will be 78"H, min.

Mission Street between
5th & 6th Avenues
3/12/2025 In Review
25078 Design Study DS 25078 (Casanova All
the Way LLC)
One Rebuild garage / Guest Room and add attached
ADU
NE Corner of Casanova &
13th Ave
3/14/2025 In Review
25077 Design Study DS 25077 (Cosmero) One RETROACTIVE PERMIT. ASSOCIATED CASE 25017.

PROPOSED PROJECT: REMOVE EXISTING
HARDSCAPE; ADD NEW HARDSCAPE, 556 SQ
FT MAX.

SANTA FE 7 SW OF 8TH 3/14/2025 In Review
25076 Banners BA 25076 (Carmel Bach
Festival)
Installation of 30"x72" banners for the Carmel
Bach Festival to be installed on 10 banner poles
at Ocean Avenue on both sides, and two
banner poles at Sunset Center from July 12,
2025 through July 26, 2025.

Ocean Ave from Junipero
to Monte Verde
3/14/2025 3/17/2025 Approved
25075 Historic
Evaluation
HE 25075 (Sonik) HISTORIC EVALUATION - INITIAL.

ASSOCIATED APPLICATION: DS 25033.

PROPOSED PROJECT: Remove old single pane
window and upgrading with new double pane
window and paint to match existing. Window
size shall remain the same as existing.

Dolores 3 SE of 11th In Review
Page: 3 of 5
25074 Design Study DS 25074 (Ahmed) Two Create a 2nd floor entry door from street level, build entryway gable roof overhang, extend car
bridge for entry walkway, change exterior
building color, renovate a bathroom, relocate
inside walls for the creating the new entry way,
and replace wood shingle roof covering with
composite materials.

Santa Fe 3 SW of 4th
Avenue
3/12/2025 In Review
25073 Landscape
Plan
Check/Inspec
tion
LD 25073 (Slater-Polizzi) RETROACTIVE PERMIT. ASSOCIATED CASE 25020. Landscape work performed in the public
right-of-way.

NW Corner of 10th &
Dolores
3/10/2025 In Review
25072 Design Study DS 25072 (GrigsbyWinfrey)One REPAIR/REPLACE: exterior wall shingles with same type/grade, Medium #1 Western Red
Cedar; building wrap behind existing, as
needed; facia with same type/grade lumber.

Palou 5 NW of Casanova 3/5/2025 In Review
25071 Design Study DS 25071 (Morsello) One Replacing 8 windows with retrofit Fibrex windows. 2 in living room, 3 in bedroom, 2 in
bathroom, 1 in kitchen.

NE Corner of 8th Ave. &
Santa Fe St.
3/7/2025 In Review
25070 Design Study DS 25070 (Le-Barktow) One Replace (e) attached aluminum greenhouse structure with wood solarium structure.

Remodel two existing bathrooms.

Junipero 5 SE of Eighth 3/15/2025 In Review
25069 Design Study DS 25069 (Arabaci) One RETROACTIVE PERMIT. A new fence was constructed without permits. See Code
Compliance Case 25039. Replace the old rotten
6’ fence with a new one. On the north side of
the house. Both neighbors agreed to replace
due to safety hazard and ivy damage to oak
trees. Neighboring house is Lincoln St. 6 NE of
5th.

Lincoln Street 5 NE of 5th
Avenue
3/6/2025 In Review
25068 Design Study DS 25068 (Pimentel) One Repair deck; add 12 x 12 section of tile; install fire pit; repair driveway and extend small deck
outside of "cottage."
SW Corner of Monte Verde
& 7th
In Review
25067 Historic
Evaluation
HE 25067 (Ohana) HISTORIC EVALUATION - INITIAL. Casanova 3 NE of Ocean 3/4/2025 In Review 25066 Sign SI 25066 (Carmel Modern) NEW SIGN, 1 QTY: "Carmel Modern" SPECS: 24"W x 16"H x 1.75"D; double-sided
wood (orange); v-groove routed lettering
(white and black); sign to hang from eave of
building with eye hooks, link chain, and Shooks.
6th Ave between Dolores
and Lincoln
3/4/2025 In Review
25065 Historic
Evaluation
HE 25065 (Pine Terrace
HOA)
HISTORIC EVALUATION - PHASE 1 INTENSIVE SWC of Mission and 3rd 3/4/2025 In Review Page: 4 of 5
25064 Design
Review
DR 25064 (Brunello
Cucinelli)
One Business Space: Brunello Cucinelli. New tenant
improvement within existing retail space. No
change to use or occupancy. Improvements to
include revised storefront.

SW Corner of Ocean &
Junipero, Carmel Plaza,
Suite 204
2/19/2025 In Review
25063 Design Study DS 25063 (Coria) One Proposing to add new 36" x 36" window on North side house (outside landing leading to
lower floor)
Mission 3 NE of 10th 3/3/2025 In Review
25062 Sign SI 25062 (Carmel's
Christmas Magic)
NEW SIGN, 1 QTY: "Carmel's Christmas Magic"
SPECS: 18"L x 18"W x 1 3/4 D
Ocean Ave between San
Carlos & Dolores
2/11/2025 In Review
Total Records: 37 4/1/2025
Page: 5 of 5
Entity # Application
Type
Business Name Business Description Location Date
Received
Date
Approved
Status
25014 New Business Lighthouse Wellness Studio Wellness studio and office for individuals and small group wellness classes/workshops
San Carlos 2 NW of 8th, Unit
210
3/28/2025 In Review
25013 New Business Jeremy Carter Agency Farmers
Insurance
Insurance Agency Mission St 2 NE of 5th Ave 3/27/2025 In Review 25012 New Business Carmel Cottage Studio Fused Glass Artist 2nd 2SW of Carpenter 3/26/2025 In Review 25011 Business
Name Change
Cypress Grove Winery Wine tasting and sales SW Corner of San Carlos & 7th 3/17/2025 In Review 25010 New Business TEST Business Name: Business Description: Business Address: 3/14/2025 25009 New Business JayBird Unlimited, LLC Conference, video, or in-person meetings SW Corner of Ocean & Mission 3/7/2025 In Review 25008 New Business Amy Carman Design Interior design consulting Mission Street BTW 5th & 6th Avenues
2/22/2025 In Review
Total Records: 7 4/1/2025
Business License Report
03/01/2025 - 03/31/2025
Page: 1 of 1
Permit # Date
Submitted
Date
Approved
Project Description Valuation Permit Type Property Location 250136 3/31/2025 Add Awning, Fire Table, and Elec. patio heaters (2) to (E) patio/deck
12,000 Building Torres Street 1 NE of
Tenth Ave.
250135 3/31/2025 Add new sink 1,000 Plumbing SW corner of 6th Avenue and Dolores
250134 3/28/2025 3/28/2025 Reroofing: Detached Garage only - remove and replace existing composition roofing with
CertainTeed Brand, Landmark TL, replace with
same color as house, Moire Black
19,960 Roofing NE Corner of Monte
Verde & 13th
250133 3/28/2025 Update exterior lighting per use permit 23-385 Will no longer be installing wall lights on South
side of alleyway, no aditional wire to be run.

Update to current lighting only
2,500 Electrical San Carlos 2 SE of 5th
250132 3/27/2025 3/28/2025 Remove cedar wood shakes and replace with 7/16 OSB. Install Duration Max shingle in the
color Sycamore.
31,000 Roofing SE Corner of San Carlos
and 12th
250131 3/27/2025 Re-roof wood shake to comp. 25,900 Roofing SE Corner of Monte Verde & 4th
250130 3/26/2025 3/27/2025 Replace flat roof deck section to include new floor drain, flashing, and downspouts. Repair
siding and stucco as necessary.
25,000 Plumbing SW Corner of Ocean &
Mission
250129 3/26/2025 3/26/2025 Remove loose pavers, recompact base and reinstall pavers to flatten/smooth walking
surface. No additional square footage to be
added or removed.
0 Exempt Work Junipero 2 SW of 5th
250128 3/26/2025 3/26/2025 Replacement of bathroom tile and cabinets in two bathrooms. Paint interior of both
bathrooms. No plumbing or electrical work to
take place.
0 Exempt Work NE Corner of Torres &
6th
Building Permit Report
03/01/2025 - 03/31/2025
Page: 1 of 5
250127 3/26/2025 Installation of Energy Storage Batteries - ESS - no solar
32,000 Electrical Lopez 3 NW of 4th,
Carmel By The Sea CA
93921
250126 3/26/2025 3/26/2025 Tear off existing wood shake roof and install new underlayment on entire roof. Install 33
squares of new comp shingle, CertainTeed
Presidential TL, in the color "Autumn Blend".
113,930 Roofing Forest 3 SE of 8th
250125 3/26/2025 3/27/2025 1) Primary Bathroom remodel (125 s.f.) / 2) Existing Deck Repairs (308 s.f.) - replace
existing decking boards
48,000 Building Torres 2 SE of
Mountain View
250124 3/25/2025 Install EC-5 Water Treatment System 9,150 Plumbing Camino Real 3 NW of 4th
250123 3/25/2025 3/25/2025 Exploratory demolition of deck over living space to locate water intrusion.

CONDITION: WORK TO BE EXPLORATORY
ONLY, LIMITED TO 100SF OR LESS OF
REMOVAL. NO CONSTRUCTION OR REPAIR

AUTHORIZED UNTIL BUILDING DEPARTMENT
HAS BEEN CONTACTED.
1,500 Demolition SE Corner of Carmelo &
7th
250122 3/25/2025 Solar PV - Roof-mounted -10 Solar Panels AC - Total system size 4.25 kW
29,985 Electrical San Antonio 3 NE of
4th
250121 3/25/2025 3/26/2025 212 sf kitchen remodel and window replacement of kitchen and dining room windows.
75,000 Building SW Corner of Lincoln &
10th
250120 3/21/2025 3/21/2025 Paint exterior of house. EXTERIOR COLOR:

Sherwin-Williams, Greek Villa. FRONT DOOR:

Sherwin-Williams, Sea Salt.
0 Exempt Work Torres 4 SW of 10th
250119 3/20/2025 3/25/2025 New range requires moving gas and electrical outlet from right side of opening to the left sideapproximately 20" 400 Electrical Carpenter 2 NW of 4th
250118 3/20/2025 3/25/2025 Remove existing shingle roof and install new 50- year Ownes Corning shingle in color "Chestnut".
28,700 Roofing Casanova 3 SW of 7th
Page: 2 of 5
250117 3/19/2025 3/19/2025 Replacement of two cracked window panes at the front elevation of Barmel.
0 Exempt Work San Carlos 2 NE of 7th
250116 3/19/2025 3/27/2025 Installation of 17 Replacement Lights of 3 different varieties at the Pine Inn parking lot. All
New/Replacement light fixtures are proposed to
be shielded and downward facing and shall
comply with the lighting requirements for the
single-family (R-1) zoning district. The project
shall be consistent with the plans approved by
Community Planning and Building Department
on 02/27/2025 unless modified by the conditions
of approval contained herein.
3,500 Building NE Corner of Monte
Verde & 6th
250115 3/17/2025 3/19/2025 Exploratory demolition of approximately 2'x16" exterior element to access drainage system
behind.
3,500 Plumbing SW Corner of Ocean &
Mission
250114 3/17/2025 ESS System and rapid shutdown 18,078 Electrical San Carlos 8 SW of 13th
250113 3/17/2025 3/27/2025 Tenant improvements and kitchen remodel. 200,000 Building Lincoln 7 SW of 13th 250112 3/14/2025 3/14/2025 Remove and replace water heater. Install Bradford White BRG250T6N 50 gallon natural
gas heater.
2,000 Plumbing San Carlos 3 NW of
Santa Lucia
250111 3/13/2025 3/14/2025 Remove existing gray cedar shake roof and replace with new CertainTeed Presidential TL
composition shingles in color "Country Gray".
33,940 Roofing Camino Real 3 SE of
8th
250110 3/13/2025 3/13/2025 Upgrade electrical panel from 100 amp to 200 amp. Move from lower level to upper level.
4,000 Electrical Lincoln 5 NE of 2nd
250109 3/13/2025 3/13/2025 Reroof: Remove the existing roofing shingles on the house and detached garage. Replace with a
Class A, CertainTeed Landmark TL Composition
Shingle, Color: Shenandoah.
52,980 Roofing 25940 JUNIPERO ST
250108 3/13/2025 3/13/2025 Remove and replace 100K BTU furnace. 9,608 Mechanical 25979 MISSION ST Page: 3 of 5
250107 3/13/2025 3/13/2025 Re-roof: Remove the existing roofing materials and replace with Class A, CertainTeed Landmark
TL, Country Grey color.
55,960 Roofing San Antonio 3 NE of
4th
250106 3/12/2025 3/12/2025 Paint exterior of house. Body and trim color to be the same color, "Sea Haze."
0 Exempt Work SW Corner of San
Carlos & 2nd
250105 3/11/2025 Installation of a new 7.2 kW PV system and 28.6 kWh ESS. Installation of new 200amp main
service panel.
25,000 Electrical SE Corner of Torres &
5th
250104 3/7/2025 Creation of a new 360sf JADU
addition/conversion located beside the existing
garage in the inner courtyard.
60,000 Building SE Corner of Camino
Real & 8th
250103 3/7/2025 3/7/2025 Abandon underground leaking gas line by installing a new line from meter to point of
connection at branch line under building.

CONDITION: An engraved copper tag will be
required to be placed in the immediate vicinity
of the gas meter stating 'there is an abandoned
disconnected gas pipe located under the
driveway - do not reuse or reconnect. To be
removed at such time the driveway is replaced
9,000 Plumbing NE Corner of Monte
Verde & 13th
250102 3/6/2025 3/26/2025 Existing exterior railings to be brought up to 42" to meet current code requirements.
10,000 Building NE Corner of Monte
Verde & 13th
250101 3/5/2025 3/5/2025 Replace WH in Outside Closet with new RG240T6N. Install Pan and run T&P and Pan to
Daylight. Replace Existing Recirculating Pump.
3,000 Plumbing SW Corner Perry
Newberry & 5th
250100 3/5/2025 Construction of a new 1900 SF 2-story residence with attached garage.
978,500 Building Santa Fe 4 SE of 2nd
250099 3/5/2025 3/5/2025 Replace existing furnace. Like for like. 14,800 Mechanical Carmelo 2 SE of 10th 250098 3/4/2025 3/28/2025 New roof-mounted PV system with energy storage system.
46,971 Electrical NE Corner of Torres &
8th
250097 3/4/2025 3/4/2025 Emergency repair of gas line leak 1,500 Plumbing NW Corner of Mission & 8th
Page: 4 of 5
250096 3/4/2025 Demo riser, wood flooring, ceiling tiles, and request after-the-fact permit for old electrical
work. Partial removal of non-structural wall to
remove equipment, patch and repair wall to
current state, and further patching/painting of
interior walls.
4,000 Building San Carlos 2 NE of 7th
#6
250095 3/3/2025 3/26/2025 Replace flooring throughout, replace cabinetry in kitchen, bath one and two, and retile bath two.

Update electrical throughout.
150,000 Building San Antonio 2 SE of 7th
250094 3/3/2025 Redemize and tenant improvement of existing retail space to include new non-load bearing
walls, MEP, finishes, and furnishings. No change
to storefront.
1,500,000 Building Carmel Plaza STE 204
250093 3/3/2025 3/3/2025 R&R 70K BTU FURNACE 8,297 Mechanical Vizcaino 4 SE of Mountain View
250092 3/3/2025 Construction of a new mixed use three-story structure include an underground podium
structure consisting of 27 parking stalls and
utility rooms, a 9,000sf commercial space on the
first floor, and a total of 13,317sf for twelve
residential apartments on the first, second, and
mezzanine levels.
11,900,000 Building SW Corner of Dolores &
5th
250091 3/3/2025 3/7/2025 Repair four of the thirteen sections of one driveway as well as the wood separating the
sections. All materials will be mating the existing
driveway.
0 Exempt Work San Antonio 2 NW of
4th
Total Records: 46 4/1/2025
Page: 5 of 5
Case # Case Date Status Location Problem Description Date Received
Date Closed
25066 3/28/2025 Open SWC Mission and 3rd New downspouts installed 3/28/2025 25065 3/28/2025 Potential STR
identified
Torres 2 SE of 1st Transient Rental 3/26/2025
25064 3/25/2025 Open Ocean SE of Casanova Unrepaired roof creating a public safety hazard 3/25/2025 25063 3/24/2025 Potential STR
identified
Torres 7 SW of Mountain View Transient Rental 3/24/2025 25062 3/21/2025 Closed NE Corner of Santa Fe & 1st Possible tree work in public right-of-way without a permit
3/20/2025 3/21/2025
25061 3/19/2025 Open Foot massages offered during wine tasting. 3/18/2025 25060 3/19/2025 Closed Monte Verde 3 NW of 7th Cones illegally blocking off public parking. 3/17/2025 25059 3/14/2025 Open SWC Ocean and Mission Demolition and site drainage changes without a permit
3/14/2025
25058 3/13/2025 Closed SEC Ocean and Lincoln Prohibited water discharge 3/13/2025 3/14/2025 25057 3/6/2025 Closed NWC Lincoln and 12th Landscaping in the public right-of-way 3/6/2025 3/6/2025 25056 3/6/2025 Closed NEC Monte Verde and 10th Cone in public right-of-way 3/6/2025 3/6/2025 25055 3/6/2025 Open NEC Guadalupe and 6th Sign in public right-of-way 3/6/2025 25054 3/5/2025 Open Guadalupe 2 NW of 7th Rocks in public right-of-way 3/5/2025 25053 3/14/2025 Closed Gas leaf blowers; landscaping crew trespassing on neighboring property.
3/14/2025 3/14/2025
25052 3/4/2025 Closed NEC Monte Verde and 10th Cone and stake in public right-of-way 3/4/2025 3/4/2025 25051 3/4/2025 Open Junipero 8 SW of 8th (NWC
Junipero and 9th)
Tall weeds and dilapidated structures 2/25/2025
25050 3/4/2025 Open Junipero 2 SW of 8th Rodent harborage and dilapidated fence 2/25/2025 25049 3/4/2025 Open SEC Mission and 8th Tall weeds 2/25/2025 Code Compliance Report
03/01/2025 - 03/31/2025
Page: 1 of 2
25048 3/4/2025 Open Mission 2 SE of 8th Tarp on roof and tall weeds 2/25/2025 25047 3/4/2025 Open Mission 3 SE of 8th Abandoned vehicles and weeds 2/25/2025 25046 3/3/2025 Open Lincoln 6 NE of 5th Fence construction without a permit 3/3/2025 25045 3/3/2025 Closed San Carlos 3 SE of 4th Signage on roof 3/3/2025 3/6/2025 25044 3/3/2025 Open Lincoln 3 SE of Ocean Unpermitted exterior lighting 2/24/2025 25043 3/3/2025 Open NEC San Carlos and 7th Unpermitted exterior lighting 2/24/2025 25040 3/3/2025 Closed San Carlos 3 NW of 7th Unpermitted exterior lighting 2/24/2025 2/28/2025 25039 3/5/2025 Open Lincoln 5 NE of 5th Fence construction without a permit 3/3/2025 25038 3/3/2025 Open 5th 2 SW of Mission Unpermitted exterior lighting 2/24/2025 25037 3/3/2025 Open San Carlos 2 SE of 5th Unpermitted exterior lighting 2/24/2025 25030 3/4/2025 Open San Carlos 3 NW of 7th Unpermitted exterior lighting; string lights around seating area.
2/22/2025
25029 3/3/2025 Open NW Corner of Carpenter & 4th Construction fencing blocking visibility. TEMP EN 250057 (Nute).
3/3/2025
Total Records: 30 4/1/2025
Page: 2 of 2
Page: 1 of 1
Transient Rental Report
01/01/2025 - 03/31/2025
Case # Street Status Date Received Last Status Date Date Closed 25067 Junipero 1st NOV sent 3/28/2025 3/28/2025
25065 Torres Potential STR identified 3/26/2025 3/26/2025 25063 Torres Potential STR identified 3/24/2025 3/24/2025 25016 Casanova Closed 1/21/2025 3/3/2025 3/3/2025
25014 Lobos Closed 1/16/2025 2/17/2025 2/17/2025
25006 San Antonio 1st NOV sent 1/6/2025 3/31/2025
Total Records: 6 4/3/2025
Permit # Permit Type Date
Submitted
Project Description Property Location Date Issued Status 250072 Temp Ench 3/27/2025 Increase and relocated service for fire protection. Increase from a 3/4" service to a 1"
service.

Carmelo 2 NW of 12th In Review
250071 Temp Ench 3/26/2025 Installation of storm drains, repair of potholes, manhole maintenance, and trench restoration.

San Antonio & 11th; Santa
Fe & 8th; Lincoln & 2nd;
Lincoln & 1st
3/26/2025 Issued
250070 Temp Ench 3/25/2025 3'x5' asphalt for CalAm job #0886. NE Corner of Monte Verde & 3rd
3/26/2025 Issued
250069 Temp Ench 3/25/2025 Placement of storage pod infront of garage in the public right of way.

San Antonio 2 SE of 7th 3/25/2025 Approved
250068 Temp Ench 3/25/2025 PG&E to install underground service and replace riser. Tree trimming required. PM#
35605827
Mission 5 NW of Santa
Lucia
3/25/2025 Approved
250067 Temp Ench 3/21/2025 Full sewer replacement Alta 2 SW of Mission Issued 250066 Temp Ench 3/20/2025 Replace sewer lateral using pipe bursting. Carmelo 2 NW of Ocean 3/25/2025 Issued 250065 Temp Ench 3/18/2025 Connect new sewer lateral from new house to city main.

Mission 3 NE of 10th 3/19/2025 Issued
250064 Temp Ench 3/18/2025 Dig from meter panel to splice box location.

Backfill and repair asphalt.

Camino Real 3 SW of 4th 3/25/2025 Issued
250063 Temp Ench 3/17/2025 Reserve four parking spots in front of Girl Boy Girl for a flat bed truck to unload materials.

SW Corner of Mission & 7th 3/17/2025 Issued
250062 Temp Ench 3/14/2025 Trench across the street from property for new electric and gas service.

Carmelo 2 SW of 11th 3/17/2025 Issued
250061 Temp Ench 3/13/2025 5'x20' asphalt patch for CalAm job #1921. Mission 2 NE of 10th 3/17/2025 Issued 250060 Temp Ench 3/13/2025 PG&E to perform gas maintenance with a 4'x4' bellhole. PM# 47082399
NE Corner of Lincoln & 7th In Review
250059 Perm Ench 3/13/2025 Existing Drainage line to overflow into the public right of way
Santa Fe 5 SW of 6th In Review
Encroachment Permit Report
03/01/2025 - 03/31/2025
Page: 1 of 2
250058 Temp Ench 3/11/2025 Increase and relocate service for fire protection.

Increase from 3/4" service to a 1" service.

Carmelo 2 NW of 12th In Review
250057 Temp Ench 3/7/2025 Install temporary construction fencing 42" from property line in tow ROW on 4th and 15' down
driveway towards 4th. Install portable toilet in
ROW behind fence. Install crushed rock at
vehicle egress.

CONDITION: If visibility becomes an issue, the
fence may be required to be moved.

NW Corner of Carpenter &
4th
3/13/2025 Issued
250056 POD 3/6/2025 Placement of storage pod in the public right of way for storing personal belongings.

Lobos 5 NE of 2nd 3/7/2025 Issued
250055 Temp Ench 3/5/2025 Closure of sidewalk and reservation of parking stalls to facilitate window replacement project.

NW Corner of San Carlos &
8th
3/6/2025 Approved
250054 Temp Ench 3/5/2025 Full replacement of sewer line to main. SW Corner of Vista & San Carlos
3/6/2025 In Review
250053 Temp Ench 3/4/2025 Closure of sidewalk and parking stalls to facilitate display case replacement.

NE Corner of Ocean &
Dolores
3/5/2025 Issued
250052 Temp Ench 3/3/2025 Replace sewer lateral using pipe bursting. 24728 San Carlos St 3/4/2025 Issued 250051 Temp Ench 3/3/2025 PG&E to trench and backfill a 5'x5' bellhole, 4'x4' bellhole, and 14' trench to abandon
existing gas service and install new gas service.

PM#s 35613986 & 35616098.

Scenic 3 SW of Ocean In Review
250050 Temp Ench 3/3/2025 PG&E to trench and backfill a 5'x5' bellhole to abandon existing gas service. PM# 35614212.

Casanova 4 SW of 4th 3/4/2025 Issued
Total Records: 23 4/1/2025
Page: 2 of 2
Permit # Permit Date Permit Type Location of Property Description Status Approved Date
25073 3/1/2025 1. Tree Evaluation Front, Southeast corner Oak tree Approved 3/13/2025 25074 3/3/2025 2. Tree
Removal/Pruning
25987 Mission St PRUNING: Remove large limb
on oak tree touching cottage
In Review
25075 3/3/2025 2. Tree
Removal/Pruning
25981 Ridgewood Rd, Carmel Tree Trimming Approved 3/6/2025 25076 3/4/2025 2. Tree
Removal/Pruning
Left Side of the Property Dead Oak Removal Approved 3/21/2025 25077 3/5/2025 1. Tree Evaluation back yard Emergency Tree Branch Removal
Approved 3/21/2025
25078 3/6/2025 2. Tree
Removal/Pruning
3 Trail View (SE of Flanders
Way)
2 Large Oaks, 2 Medium to
Small Oaks (1 wind damaged,
3 close to house wildfire risk)
REMOVAL: 1 Large Oak
(through deck)
Approved 3/10/2025
25079 3/10/2025 2. Tree
Removal/Pruning
Dolores 3 SW of 13th Tree removal In Review
25080 3/10/2025 2. Tree
Removal/Pruning
Torres 3 NE of 8th Oak oak tree, Approximately
16" diameter, 20+ ft tall
In Review
25081 3/10/2025 1. Tree Evaluation Oak Knoll Way 4 SE of Forest Rd.

See details attached In Review
25082 3/11/2025 1. Tree Evaluation Monte Verde 4 NE of 3rd Inspection for tree going over house
In Review
25083 3/11/2025 2. Tree
Removal/Pruning
SE Corner of Lincoln and 13th 1 pine tree, 40 foot tall Approved 3/11/2025 25084 3/12/2025 2. Tree
Removal/Pruning
Perry Newberry Way 3 NW of
6th
1 40' Acacia Tree on NE Corner
of lot; seeking permit to
remove tree entirely
Approved 3/13/2025
25085 3/13/2025 2. Tree
Removal/Pruning
Carmelo 4 SW of 2nd Oak tree Approved 3/14/2025
Tree Permit Report
03/01/2025 - 03/31/2025
Page: 1 of 4
25086 3/14/2025 1. Tree Evaluation SW Corner of Dolores & 9th EVALUATION: See attached In Review 25087 3/18/2025 2. Tree
Removal/Pruning
2601 Fraser Way REMOVAL: 1 Coast Live Oak 30" Approved 3/18/2025 25088 3/18/2025 2. Tree
Removal/Pruning
Carmelo 2 SW of 13th Tree is hazardous because it is
leaning towards the properties.

Last night a branch fail & cause
the power out. (wire damage)
911 was called.

In Review
25089 3/19/2025 1. Tree Evaluation Torres 4 NE of 6th One (probably 60 foot tall) Monterey pine
Approved 3/25/2025
25090 3/19/2025 2. Tree
Removal/Pruning
Santa Lucia 2 NW of Rio Tree Removal In Review
25091 3/19/2025 1. Tree Evaluation Lincoln 4 NE of Santa Lucia Remove one tree and evaluate the other for removal
In Review
25092 3/21/2025 1. Tree Evaluation SE Corner of 3rd Ave and Lobos St.

Combination of private tree
removal (1) and city tree
removal (4). 5 Monterey Pines
approximately 50 to 100 ft tall.

Approved 3/26/2025
25093 3/21/2025 2. Tree
Removal/Pruning
back yard Emergency Tree Branch
Removal
Approved 3/25/2025
25094 3/25/2025 2. Tree
Removal/Pruning
Torres 4 NE of 6th One (probably 60 foot tall)
Monterey pine
In Review
25095 3/26/2025 2. Tree
Removal/Pruning
Dolores Street, 2 SE of 9th Oak Tree Pruning In Review
25096 3/26/2025 2. Tree
Removal/Pruning
SE Corner of 3rd Ave and
Lobos St.

Combination of private tree
removal (1) and city tree
removal (4). 5 Monterey Pines
approximately 50 to 100 ft tall.

In Review
25097 3/27/2025 1. Tree Evaluation Casanova 3SW of 10th Ave Tree evaluation for removal In Review Page: 2 of 4
25098 3/27/2025 2. Tree
Removal/Pruning
Santa Fe 3 NE of 5th, Santa Fe
2 NE of 5th
PRUNING: 1 Multi Oak on
private property, one multi oak
& 1 pine on City property
In Review
25099 3/27/2025 1. Tree Evaluation Monte Verde 5SW of 5th, Carmel By The Sea
Remove one eucalyptus tree on
the left in the backyard
In Review
25100 3/28/2025 1. Tree Evaluation 25955 Junipero Ave. 1 (one) approximately 100' Monterey pine on private
property
In Review
25101 3/31/2025 2. Tree
Removal/Pruning
Lobos 2 SE of 3rd-Rear
southeast corner of property
along fence line.

Tree removal - tree diseased
with Rust - danger of falling on
adjacent homes.

In Review
25102 3/31/2025 1. Tree Evaluation South side of property against home
Evaluate monterey pine
growing into home and roof,
with leaning and weak spot
In Review
25103 3/31/2025 2. Tree
Removal/Pruning
Monte Verde 3 SW of 2nd 1- pine approx 80' Height 18"
BH, 1 Cypress 10" BH growing
next to Redwood
In Review
Total Records: 31 4/1/2025
Page: 3 of 4
*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%.

CITY OF CARMEL-BY-THE-SEA
Monthly Report
Public Safety
March 2025

AMBULANCE REPORT
Summary of Carmel Fire Ambulance March 2025 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 March 2025, the ambulance was unable to meet the performance measure. The response was 83% with (8) code-3 calls over 5 minutes.
52 Calls for service in CBTS Average response time: 4:09 min. 47 Code 3 calls for service –Three calls over 5:00 min. 51 Calls for service outside CBTS
3/4/25; 3:14am; Monte Verde & 9th; (6:06 min)-
3/11/25; 9:42am; Dolores & 4th; (6:06 min)-
3/17/25; 1:02am; Scenic & 11th; (5:35 min)-
3/21/25; 6:02am; San Antonio & 10th; (5:33 min)-
3/13/25; 10:50am; Lincoln & 1st; (5:14 min)-
3/17/25; 8:04pm; Carmelo & Santa Lucia; (5:10 min)-
3/4/25; 11:57am; Lasuen Dr.; (5:14 min)-
3/21/25; 4:29pm; San Antonio & 13th; (5:09 min)-

MONTEREY FIRE REPORT
Summary of Monterey Fire March 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 March 2025 the fire TO: Honorable Mayor and City Council Members
SUBMITTED BY: Paul Tomasi, Director of Public Safety
APPROVED BY: Chip Rerig, City Administrator
Attachment 2
*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%.
department was unable to meet the performance measure. The response was 88% with (2) code-3 call over 5 minutes.
69 total calls for service in CBTS Average response time: 4:10 min. 60 total Code-3 calls
3/4/25; 3:31am; Monte Verde & 9th; (5:43 min)- time of day 3/17/25; 1:01am; Scenic & 11th; (5:14 min)- time of day/ distance 3/25/25; 2:16pm; Ridgewood Dr.; (11;17 min)- Multiple response in CBTS- Engine from another station 3/15/25; 1:40pm; San Antonio & 11th; (5:42 min)-Delayed due to traffic 3/27/25; 6:23pm; Guadalupe & 2nd; (7:18 min)-Distance to call 3/26/25; 4:27am; Casanova & 13th; (7:05 min)-Distance to call 3/4/25; 2:10pm; San Antonio & 10th; (10:12 min)- Multiple response in CBTS- Engine from another station

BEACH FIRES
There were no illegal beach fires recorded during the month of March.

Attachment 2
Incident Alarm Date Incident Number Response
Time Combined Address Cross Street Priority
Medical assist, assist EMS crew 3/4/2025 3:13 AM 250304-MNT01748 0:05:43 MONTE VERDE ST 9TH AVE 3 Medical assist, assist EMS crew 3/14/2025 4:30 PM 250314-MNT02033 0:04:59 CARPENTER ST 4TH AVE 3 Medical assist, assist EMS crew 3/17/2025 1:01 AM 250317-MNT02099 0:05:14 SCENIC RD 11TH AVE 3 Medical assist, assist EMS crew 3/19/2025 4:09 PM 250319-MNT02189 0:00:54 MISSION ST 6TH AVE 3 Medical assist, assist EMS crew 3/21/2025 6:02 AM 250321-MNT02230 0:04:58 SAN ANTONIO AVE 10TH AVE 3 Medical assist, assist EMS crew 3/25/2025 6:29 PM 250325-MNT02348 0:03:49 CAMINO REAL ST 8TH AVE 3 Medical assist, assist EMS crew 3/29/2025 2:47 PM 250329-MNT02448 0:02:53 7TH AVE LINCOLN ST 3 EMS call, excluding vehicle accident with injury 3/4/2025 2:04 PM 250304-MNT01763 0:02:51 MISSION ST 7TH AVE 3 EMS call, excluding vehicle accident with injury 3/11/2025 9:40 AM 250311-MNT01942 0:04:16 DOLORES ST 4TH AVE 3 EMS call, excluding vehicle accident with injury 3/11/2025 12:11 PM 250311-MNT01951 0:02:11 SAN CARLOS ST OCEAN AVE 3 EMS call, excluding vehicle accident with injury 3/11/2025 1:14 PM 250311-MNT01953 0:04:17 LOBOS ST 4TH AVE 2 EMS call, excluding vehicle accident with injury 3/12/2025 12:13 PM 250312-MNT01974 0:03:00 JUNIPERO AVE 4TH AVE 3 EMS call, excluding vehicle accident with injury 3/16/2025 10:22 AM 250316-MNT02076 0:02:50 JUNIPERO AVE S MOUNTAIN VIEW AVE 3 EMS call, excluding vehicle accident with injury 3/18/2025 5:33 PM 250318-MNT02155 0:02:35 JUNIPERO AVE 3RD AVE 3 EMS call, excluding vehicle accident with injury 3/19/2025 4:28 PM 250319-MNT02190 0:03:51 SANTA RITA ST 5TH AVE 3 EMS call, excluding vehicle accident with injury 3/21/2025 9:44 PM 250321-MNT02251 0:02:56 SAN CARLOS ST 7TH AVE 3 EMS call, excluding vehicle accident with injury 3/22/2025 11:33 AM 250322-MNT02260 0:02:17 SAN CARLOS ST 7TH AVE 3 EMS call, excluding vehicle accident with injury 3/24/2025 11:58 AM 250324-MNT02307 0:02:12 TORRES ST 5TH AVE 3 EMS call, excluding vehicle accident with injury 3/24/2025 1:44 PM 250324-MNT02313 0:01:23 DOLORES ST 5TH AVE 3 EMS call, excluding vehicle accident with injury 3/24/2025 3:11 PM 250324-MNT02318 0:02:37 5TH AVE DOLORES ST 3 EMS call, excluding vehicle accident with injury 3/24/2025 4:10 PM 250324-MNT02319 0:03:51 JUNIPERO AVE 4TH AVE 2 EMS call, excluding vehicle accident with injury 3/25/2025 7:05 AM 250325-MNT02332 0:00:27 6TH AVE MISSION ST 3 EMS call, excluding vehicle accident with injury 3/25/2025 2:16 PM 250325-MNT02341 0:11:17 26010 RIDGEWOOD RD 3 EMS call, excluding vehicle accident with injury 3/27/2025 1:29 PM 250327-MNT02394 0:04:15 13TH AVE LINCOLN ST 3 EMS call, excluding vehicle accident with injury 3/29/2025 7:32 PM 250329-MNT02458 0:02:05 OCEAN AVE LINCOLN ST 3 EMS call, excluding vehicle accident with injury 3/31/2025 12:56 AM 250331-MNT02496 0:04:43 9TH AVE TORRES ST 3 26 0:03:33
Gas leak (natural gas or LPG) 3/3/2025 8:50 PM 250303-MNT01742 0:03:40 8TH AVE MISSION ST 3 Gas leak (natural gas or LPG) 3/15/2025 1:40 PM 250315-MNT02055 0:05:42 SAN ANTONIO AVE 11TH AVE 3 Gas leak (natural gas or LPG) 3/20/2025 8:59 AM 250320-MNT02202 0:03:59 OCEAN AVE LINCOLN ST 3

RESPONSE SUMMARY REPORT BY INCIDENT TYPE
27060 CARMEL-BY-THE-SEA
Alarm Date From: 03/01/2025 To: 03/31/2025
300-321 Series (EMS)
400 Series (Hazardous Material)
25 03 Carmel Fire Activity Report.xlsx 1
Incident Alarm Date Incident Number Response
Time Combined Address Cross Street Priority
300-321 Series (EMS)
Carbon monoxide incident 3/9/2025 6:18 AM 250309-MNT01888 0:03:36 MISSION ST 7TH AVE 3 Electrical wiring/equipment problem, other 3/27/2025 6:23 PM 250327-MNT02403 0:07:18 GUADALUPE ST 2ND AVE 3 Power line down 3/17/2025 8:03 PM 250317-MNT02135 0:04:59 CARMELO ST SANTA LUCIA AVE 3 Arcing, shorted electrical equipment 3/3/2025 3:36 PM 250303-MNT01735 0:04:56 LINCOLN ST 8TH AVE 3 Arcing, shorted electrical equipment 3/5/2025 9:23 AM 250305-MNT01791 0:02:08 TORRES ST 5TH AVE 3 Accident, potential accident, other 3/18/2025 3:59 PM 250318-MNT02154 0:04:48 SAN CARLOS ST 9TH AVE 2 9 0:04:34
Water problem, other 3/16/2025 1:54 PM 250316-MNT02082 0:02:54 S MOUNTAIN VIEW AVE SANTA FE ST 3 Water or steam leak 3/11/2025 3:05 PM 250311-MNT01959 0:03:48 GUADALUPE ST OCEAN AVE 2 Smoke or odor removal 3/7/2025 7:17 PM 250307-MNT01844 0:03:35 2ND AVE SANTA RITA ST 3 Public service 3/4/2025 3:54 PM 250304-MNT01768 0:02:29 MISSION ST 3RD AVE 3 Public service 3/12/2025 2:41 PM 250312-MNT01977 0:03:53 MISSION ST 3RD AVE 3 Public service 3/16/2025 7:39 AM 250316-MNT02073 0:05:10 3RD AVE SANTA FE ST 2 Public service 3/16/2025 10:07 PM 250316-MNT02097 0:04:32 25905 JUNIPERO ST 2 Public service 3/24/2025 12:10 PM 250324-MNT02308 0:03:16 3RD AVE SANTA FE ST 3 Assist invalid 3/11/2025 5:46 AM 250311-MNT01937 0:03:43 DOLORES ST 4TH AVE 3 Assist invalid 3/18/2025 7:18 AM 250318-MNT02143 0:05:04 26010 RIDGEWOOD RD 2 Assist invalid 3/25/2025 8:51 PM 250325-MNT02351 0:04:49 CARMELO ST 11TH AVE 3 No incident found on arrival at dispatch address 3/8/2025 4:09 PM 250308-MNT01870 0:02:50 DOLORES ST 4TH AVE 3 No incident found on arrival at dispatch address 3/11/2025 4:38 PM 250311-MNT01963 0:03:23 SCENIC RD 10TH AVE 3 No incident found on arrival at dispatch address 3/12/2025 12:11 PM 250312-MNT01975 0:11:36 MONTE VERDE ST 7TH AVE 2 No incident found on arrival at dispatch address 3/16/2025 12:54 PM 250316-MNT02081 0:02:23 JUNIPERO AVE S MOUNTAIN VIEW AVE 3 No incident found on arrival at dispatch address 3/25/2025 2:14 PM 250325-MNT02340 0:04:44 SAN ANTONIO AVE 13TH AVE 3 16 0:04:16
System malfunction, other 3/14/2025 6:16 AM 250314-MNT02018 0:03:56 4TH AVE JUNIPERO AVE 3 Smoke detector activation due to malfunction 3/16/2025 1:59 AM 250316-MNT02070 0:04:20 SANTA FE ST 5TH AVE 3 Smoke detector activation due to malfunction 3/23/2025 1:39 AM 250323-MNT02277 0:04:28 LINCOLN ST 7TH AVE 3 Alarm system sounded due to malfunction 3/8/2025 12:25 AM 250308-MNT01848 0:03:32 5TH AVE MISSION ST 3 Alarm system sounded due to malfunction 3/17/2025 6:44 AM 250317-MNT02108 0:04:18 4TH AVE JUNIPERO AVE 3 Alarm system sounded due to malfunction 3/17/2025 5:20 PM 250317-MNT02130 0:03:16 JUNIPERO AVE 4TH AVE 3 Alarm system sounded due to malfunction 3/19/2025 8:00 AM 250319-MNT02173 0:04:29 LINCOLN ST 7TH AVE 3 Alarm system sounded due to malfunction 3/19/2025 1:06 PM 250319-MNT02181 0:04:58 4TH AVE JUNIPERO AVE 3 Alarm system sounded due to malfunction 3/19/2025 2:20 PM 250319-MNT02188 0:00:54 JUNIPERO AVE 4TH AVE 3 Alarm system sounded due to malfunction 3/19/2025 11:46 PM 250319-MNT02198 0:04:08 LINCOLN ST OCEAN AVE 3 Unintentional transmission of alarm, other 3/26/2025 4:27 AM 250326-MNT02357 0:07:05 CASANOVA ST 13TH AVE 3 500 & 600 Series (Service Calls)
700 Series (False Alarms)
400 Series (Hazardous Material) cont.
25 03 Carmel Fire Activity Report.xlsx 2
Incident Alarm Date Incident Number Response
Time Combined Address Cross Street Priority
300-321 Series (EMS)
Smoke detector activation, no fire - unintentional 3/4/2025 11:56 AM 250304-MNT01757 0:04:57 2992 LASUEN DR 3 Detector activation, no fire - unintentional 3/4/2025 3:14 PM 250304-MNT01767 0:04:51 LINCOLN 3 NE SANTA LUCIA AVE ST SANTA LUCIA AVE 3 Detector activation, no fire - unintentional 3/26/2025 10:06 AM 250326-MNT02361 0:03:28 SANTA FE ST 8TH AVE 3 Alarm system activation, no fire - unintentional 3/3/2025 5:53 PM 250303-MNT01739 0:03:31 10TH AVE DOLORES ST 3 Alarm system activation, no fire - unintentional 3/4/2025 2:10 PM 250304-MNT01764 0:10:42 SAN ANTONIO AVE 10TH AVE 3 Alarm system activation, no fire - unintentional 3/5/2025 9:14 AM 250305-MNT01790 0:00:10 MISSION ST 6TH AVE 2 Medical Alarm Device Activation - unintentional 3/10/2025 5:32 PM 250310-MNT01920 0:03:55 DOLORES ST 5TH AVE 3 18 0:04:17
Code 2 Calls 9
Code 3 Calls 60
69 88%
Over 5 Minute Response Times Cause of Delay: Code 3 Responses Total # of Incidents
% Under 5 Minute Response Time
250304-MNT01748 Delay due to time of day.
250317-MNT02099 Delay due to distance.
250326-MNT02357 Delay due to distance.
250304-MNT01764 Simultaneous incidents in Carmel. Response from 2nd unit. 700 Series (False Alarms) cont.
250325-MNT02341 Simultaneous incidents in Carmel. Response from 2nd unit. 250315-MNT02055 Delay due to traffic.
250327-MNT02403 Delay due to distance.
25 03 Carmel Fire Activity Report.xlsx 3
Type of Call Number Average Response Time
Fire 0 0:00
EMS 26 3:33
Rescue 0 0:00
Hazardous Condition 9 4:34
Service Calls 16 4:16
Severe Weather 0 0:00
False Call 18 4:17
Total Responses 69 4:10
Total Code 3 Calls: 60
Response Times for Code 3
Calls ≤ 5 minutes: 88%

CARMEL-BY-THE-SEA
MARCH 2025
Response Summary Report by Incident Type
Fire
0%
EMS
38%
Rescue
0%
Hazardous Condition
13%
Service Calls
23%
Severe
Weather
0%
False Call
26%
Fire
EMS
Rescue
Hazardous Condition
Service Calls
Severe Weather
False Call
S:\600-Public-Safety\601-Fire-Safety-Admin\601-05-Fire-Services-OtherAgencies\Carmel\Carmel Monthly Response Report\25 03 Carmel Fire Response Summary.xlsx 4/3/2025 Incident Alarm Date Incident Number Response
Time Combined Address Cross Street Priority
100 Series (Fires)
Fire, other 03/16/2025 02:00 AM 250316-CFA00297 00:04:44 SANTA FE ST 5TH AVE 3 1 0:04:44
300-321 Series (EMS)
Medical assist, assist EMS crew 03/10/2025 05:33 PM 250310-CFA00272 00:02:36 DOLORES ST 5TH AVE 3 Medical assist, assist EMS crew 03/11/2025 05:47 AM 250311-CFA00275 00:02:35 DOLORES ST 4TH AVE 3 EMS call, excluding vehicle accident with injury 03/01/2025 07:41 AM 250301-CFA00239 00:04:30 ACACIA WAY FLANDERS WAY 3 EMS call, excluding vehicle accident with injury 03/01/2025 01:19 PM 250301-CFA00240 00:01:49 OCEAN AVE MISSION ST 3 EMS call, excluding vehicle accident with injury 03/02/2025 01:08 PM 250302-CFA00242 00:03:48 SCENIC RD 11TH AVE 3 EMS call, excluding vehicle accident with injury 03/03/2025 06:06 AM 250303-CFA00244 00:04:12 4TH AVE DOLORES ST 3 EMS call, excluding vehicle accident with injury 03/04/2025 03:14 AM 250304-CFA00250 00:05:47 MONTE VERDE ST 9TH AVE 3 EMS call, excluding vehicle accident with injury 03/04/2025 02:05 PM 250303-CFA00253 00:02:57 8TH AVE MISSION ST 3 EMS call, excluding vehicle accident with injury 03/11/2025 09:42 AM 250311-CFA00277 00:06:06 DOLORES ST 4TH AVE 3 EMS call, excluding vehicle accident with injury 03/11/2025 12:12 PM 250311-CFA00278 00:02:02 SAN CARLOS ST OCEAN AVE 3 EMS call, excluding vehicle accident with injury 03/11/2025 01:14 PM 250311-CFA00279 00:05:02 LOBOS ST 4TH AVE 2 EMS call, excluding vehicle accident with injury 03/12/2025 12:13 PM 250312-CFA00287 00:01:00 SW CORNER JUNIPERO 4TH AVE 3 EMS call, excluding vehicle accident with injury 03/14/2025 04:30 PM 250314-CFA00294 00:04:33 CARPENTER ST 4 SW 4TH AVE 3 EMS call, excluding vehicle accident with injury 03/17/2025 01:02 AM 250317-CFA00306 00:05:35 SCENIC RD 11TH AVE 3 EMS call, excluding vehicle accident with injury 03/18/2025 05:33 PM 250318-CFA00314 00:02:46 JUNIPERO AVE 3RD AVE 3 EMS call, excluding vehicle accident with injury 03/19/2025 02:21 PM 250319-CFA00320 00:02:15 JUNIPERO AVE 4TH AVE 2 EMS call, excluding vehicle accident with injury 03/19/2025 11:46 PM 250319-CFA00322 00:03:51 LINCOLN ST OCEAN AVE 3 EMS call, excluding vehicle accident with injury 03/21/2025 06:02 AM 250321-CFA00327 00:05:33 SAN ANTONIO AVE 10TH AVE 3 EMS call, excluding vehicle accident with injury 03/21/2025 09:45 PM 250321-CFA00331 00:02:54 SAN CARLOS ST 7TH AVE 3 EMS call, excluding vehicle accident with injury 03/22/2025 11:34 AM 250322-CFA00332 00:02:30 SAN CARLOS ST 7TH AVE 3 EMS call, excluding vehicle accident with injury 03/25/2025 02:14 PM 250325-CFA00343 00:02:40 SAN ANTONIO AVE 13TH AVE 3 EMS call, excluding vehicle accident with injury 03/25/2025 06:31 PM 250325-CFA00345 00:02:13 CAMINO REAL ST 8TH AVE 3 EMS call, excluding vehicle accident with injury 03/27/2025 03:27 AM 250327-CFA00351 00:03:17 5TH AVE DOLORES ST 3 EMS call, excluding vehicle accident with injury 03/27/2025 01:30 PM 250327-CFA00353 00:03:56 13TH AVE LINCOLN ST 3 EMS call, excluding vehicle accident with injury 03/29/2025 02:49 PM 250329-CFA00363 00:01:14 7TH AVE LINCOLN ST 3 EMS call, excluding vehicle accident with injury 03/29/2025 07:33 PM 250329-CFA00364 00:01:40 OCEAN AVE LINCOLN ST 3 EMS call, excluding vehicle accident with injury 03/31/2025 12:57 AM 250331-CFA00366 00:04:49 9TH AVE TORRES ST 3 27 0:03:25

RESPONSE SUMMARY REPORT BY INCIDENT TYPE
27015 CARMEL-BY-THE-SEA FIRE AMBULANCE
Alarm Date From: 03/01/2025 To: 03/31/2025
25 03 CFA Activity Report.xlsx 1
Incident Alarm Date Incident Number Response
Time Combined Address Cross Street Priority
400 Series (Hazardous Material)
Hazardous condition, other 03/20/2025 08:59 AM 250320-CFA00324 00:04:01 OCEAN AVE LINCOLN ST 3 Gas leak (natural gas or LPG) 03/15/2025 01:41 PM 250315-CFA00296 00:04:10 SAN ANTONIO AVE 11TH AVE 3 Electrical wiring/equipment problem, other 03/05/2025 09:25 AM 250305-CFA00258 00:01:03 TORRES ST 5TH AVE 3 Electrical wiring/equipment problem, other 03/13/2025 10:50 AM 250313-CFA00289 00:05:14 LINCOLN ST 1ST AVE 3 Electrical wiring/equipment problem, other 03/17/2025 08:04 PM 250317-CFA00310 00:05:10 CARMELO ST SANTA LUCIA AVE 3 5 0:03:56
500 & 600 Series (Service Calls)
Service Call, other 03/25/2025 08:52 PM 250325-CFA00346 00:06:02 CARMELO ST 11TH AVE 2 Water or steam leak 03/16/2025 01:55 PM 250316-CFA00303 00:02:55 S MOUNTAIN VIEW AVE SANTA FE ST 3 Smoke or odor removal 03/07/2025 07:18 PM 250307-CFA00263 00:03:55 2ND AVE SANTA RITA ST 3 Assist invalid 03/16/2025 07:40 AM 250316-CFA00298 00:04:31 3RD AVE SANTA FE ST 2 Assist invalid 03/18/2025 07:19 AM 250318-CFA00311 00:05:18 26010 RIDGEWOOD RD 2 HazMat release investigation w/no HazMat 03/09/2025 06:19 AM 250309-CFA00271 00:02:05 MISSION ST 7TH AVE 3 6 0:04:08
700 Series (False Alarms)
False alarm or false call, other 03/03/2025 03:36 PM 250303-CFA00246 00:03:45 LINCOLN ST 8TH AVE 3 False alarm or false call, other 03/03/2025 05:57 PM 250303-CFA00248 00:01:42 10TH AVE DOLORES ST 3 False alarm or false call, other 03/04/2025 11:57 AM 250304-CFA00252 00:05:14 2992 LASUEN DR 3 False alarm or false call, other 03/08/2025 04:10 PM 250308-CFA00269 00:02:16 DOLORES ST 4TH AVE 3 False alarm or false call, other 03/16/2025 12:55 PM 250316-CFA00301 00:02:30 JUNIPERO AVE S MOUNTAIN VIEW AVE 3 False alarm or false call, other 03/16/2025 10:08 PM 250316-CFA00305 00:04:32 25905 JUNIPERO ST 3 False alarm or false call, other 03/17/2025 06:45 AM 250317-CFA00307 00:04:25 4TH AVE JUNIPERO AVE 3 False alarm or false call, other 03/21/2025 04:29 PM 250321-CFA00329 00:05:09 13TH AVE SAN ANTONIO AVE 3 Alarm system sounded due to malfunction 03/14/2025 06:17 AM 250314-CFA00291 00:03:43 4TH AVE JUNIPERO AVE 3 Alarm system sounded due to malfunction 03/17/2025 05:21 PM 250317-CFA00309 00:03:11 JUNIPERO AVE 4TH AVE 3 Alarm system activation, no fire - unintentional 03/05/2025 09:15 AM 250305-CFA00257 00:01:31 MISSION ST 6TH AVE 3 Alarm system activation, no fire - unintentional 03/18/2025 03:30 PM 250318-CFA00312 00:04:25 2992 LASUEN DR 3 Alarm system activation, no fire - unintentional 03/26/2025 10:07 AM 250326-CFA00348 00:03:49 SANTA FE ST 8TH AVE 3 13 0:03:33
Code 2 Calls 5
Code 3 Calls 47
52 83%
0:03:57
250313-CFA00289 Delayed due to time of day
250317-CFA00310 Delayed due to distance
250304-CFA00252 Delayed due to distance
250321-CFA00329 Delayed due to distance
Total Average Response Time
Over 5 Minute Response Times Cause of Delay: Code 3 Responses Total # of Incidents
% Under 5 Minute Response Time
250304-CFA00250 Delayed due to time of day
250311-CFA00277 Delayed due to distance
250317-CFA00306 Delayed due to distance
250321-CFA00327 Delayed due to distance
25 03 CFA Activity Report.xlsx 2
Incident Alarm Date Incident Number Response
Time Combined Address Cross Street Priority

CARMEL HIGHLAND
Emergency medical service incident, other 3/20/2025 250320-CFA00326 00:09:52 HWY 1 PETER PAN RD 3 EMS call, excluding vehicle accident with injury 3/18/2025 250318-CFA00316 00:14:40 18 MENTONE RD 3 EMS call, excluding vehicle accident with injury 3/29/2025 250329-CFA00361 00:07:01 2830 RIBERA RD 3 3 0:10:31

CARMEL VALLEY
EMS call, excluding vehicle accident with injury 3/28/2025 250328-CFA00356 00:04:40 211 HACIENDA CARMEL 3 1 0:04:40

CYPRESS
EMS call, excluding vehicle accident with injury 3/2/2025 250302-CFA00241 00:11:44 2830 RIBERA RD 3 EMS call, excluding vehicle accident with injury 3/3/2025 250303-CFA00247 00:06:19 26265 CARMEL RANCHO BLVD 3 EMS call, excluding vehicle accident with injury 3/4/2025 250304-CFA00251 00:04:40 24777 SANTA RITA ST 3 EMS call, excluding vehicle accident with injury 3/7/2025 250307-CFA00262 00:04:49 HWY 1 MORSE DR 3 EMS call, excluding vehicle accident with injury 3/8/2025 250308-CFA00267 00:07:25 4860 CARMEL VALLEY RD 3 EMS call, excluding vehicle accident with injury 3/9/2025 250309-CFA00270 00:07:58 26207 VALLEY VIEW AVE 3 EMS call, excluding vehicle accident with injury 3/10/2025 250310-CFA00273 00:06:31 3665 RIO RD 3 EMS call, excluding vehicle accident with injury 3/11/2025 250311-CFA00274 00:03:36 3665 RIO RD 3 EMS call, excluding vehicle accident with injury 3/11/2025 250311-CFA00280 00:08:05 5 CROSSROADS MALL 3 EMS call, excluding vehicle accident with injury 3/11/2025 250311-CFA00283 00:05:52 24520 OUTLOOK DR 3 EMS call, excluding vehicle accident with injury 3/11/2025 250311-CFA00285 00:07:32 24525 OUTLOOK DR 3 EMS call, excluding vehicle accident with injury 3/12/2025 250312-CFA00286 00:07:04 24777 SANTA RITA ST 2 EMS call, excluding vehicle accident with injury 3/14/2025 250314-CFA00290 00:06:55 6 CROSSROADS MALL 3 EMS call, excluding vehicle accident with injury 3/14/2025 250314-CFA00293 00:04:23 7 CARMEL CENTER PL 3 EMS call, excluding vehicle accident with injury 3/14/2025 250314-CFA00295 00:06:04 6 CROSS ROADS MALL 3 EMS call, excluding vehicle accident with injury 3/16/2025 250316-CFA00299 00:06:49 26245 CARMEL RANCHO BLVD 3 EMS call, excluding vehicle accident with injury 3/16/2025 250316-CFA00302 00:05:06 4380 CARMEL VALLEY RD 3 EMS call, excluding vehicle accident with injury 3/17/2025 250317-CFA00308 00:05:19 3771 RIO RD 3 EMS call, excluding vehicle accident with injury 3/18/2025 250318-CFA00317 00:06:12 3472 LAZARRO DR 3 EMS call, excluding vehicle accident with injury 3/20/2025 250320-CFA00325 00:07:35 3626 THE BARNYARD 3 EMS call, excluding vehicle accident with injury 3/21/2025 250321-CFA00328 00:05:51 26265 CARMELO ST 3 EMS call, excluding vehicle accident with injury 3/23/2025 250323-CFA00337 00:05:41 3645 RIO RD 2 EMS call, excluding vehicle accident with injury 3/23/2025 250323-CFA00334 00:08:17 3645 RIO RD 2 EMS call, excluding vehicle accident with injury 3/24/2025 250324-CFA00338 00:07:25 5315 CARMEL VALLEY RD 3 EMS call, excluding vehicle accident with injury 3/25/2025 250325-CFA00344 00:08:35 275 CROSSROADS BLVD 3 EMS call, excluding vehicle accident with injury 3/26/2025 250326-CFA00349 00:07:07 26135 3

RESPONSE SUMMARY REPORT BY DISTRICT
27015 CARMEL-BY-THE-SEA FIRE AMBULANCE
Alarm Date From: 03/01/2025 To: 03/31/2025
25 03 CFA Activity Report.xlsx 1
Incident Alarm Date Incident Number Response
Time Combined Address Cross Street Priority
CYPRESS cont.

EMS call, excluding vehicle accident with injury 3/27/2025 250327-CFA00350 00:10:59 5315 CARMEL VALLEY RD 3 EMS call, excluding vehicle accident with injury 3/27/2025 250327-CFA00352 00:05:54 3370 OCEAN AVE 3 EMS call, excluding vehicle accident with injury 3/28/2025 250328-CFA00357 00:06:06 26245 CARMEL RANCHO BLVD 3 EMS call, excluding vehicle accident with injury 3/28/2025 250328-CFA00359 00:05:16 26600 OLIVER RD 3 EMS call, excluding vehicle accident with injury 3/30/2025 250330-CFA00365 00:08:08 3772 THE BARNYARD 2 Motor vehicle accident with injuries 3/27/2025 250327-CFA00354 00:04:58 CARMEL RANCHO SHOPPING CENTER CARMEL RANCHO BLVD 3 32 0:06:42

MONTEREY
EMS call, excluding vehicle accident with injury 3/3/2025 250303-CFA00245 00:08:36 200 GLENWOOD CIR 3 EMS call, excluding vehicle accident with injury 3/8/2025 250308-CFA00268 00:09:24 1164 6TH ST 3 EMS call, excluding vehicle accident with injury 3/11/2025 250311-CFA00276 00:13:32 800 SCOTT ST 2 EMS call, excluding vehicle accident with injury 3/16/2025 250316-CFA00304 00:07:00 SLOAT AVE 9TH ST 3 4 0:09:38

PACIFIC GROVE
EMS call, excluding vehicle accident with injury 3/2/2025 250302-CFA00243 00:15:19 324 PRESCOTT LN 3 EMS call, excluding vehicle accident with injury 3/4/2025 250304-CFA00256 00:09:20 390 LIGHTHOUSE AVE 3 2 0:12:19

PEBBLE BEACH
Rescue, EMS incident, other 3/26/2025 250326-CFA00347 00:12:25 1576 CYPRESS DR 3 EMS call, excluding vehicle accident with injury 3/11/2025 250311-CFA00282 00:09:13 1411 CANTERA CT 3 EMS call, excluding vehicle accident with injury 3/11/2025 250311-CFA00284 00:07:31 1683 CRESPI LN 3 EMS call, excluding vehicle accident with injury 3/25/2025 250325-CFA00341 00:07:58 SEVENTEEN MILE DR CARMEL WAY 3 EMS call, excluding vehicle accident with injury 3/29/2025 250329-CFA00362 00:07:23 3260 STEVENSON DR 3 EMS call, excluding vehicle accident with injury 3/31/2025 250331-CFA00367 00:09:11 1439 OLEADA RD 3 Accident, potential accident, other 3/23/2025 250323-CFA00335 00:10:41 SUNSET POINT SEVENTEEN MILE DR 3 7 0:09:12

SEASIDE
EMS call, excluding vehicle accident with injury 3/12/2025 250312-CFA00288 00:12:21 30 LOS ENCINOS DR 3 EMS call, excluding vehicle accident with injury 3/25/2025 250325-CFA00342 00:16:43 1237 LUXTON ST 2 2 0:14:32
Code 2 Calls 6
Code 3 Calls 45
51 Total Average Response Time 0:10:29
Total # of Incidents
25 03 CFA Activity Report.xlsx 2
District Response Number Average Response Time
Carmel-By-The-Sea 52 3:57
Carmel Highlands 3 10:31
Carmel Valley 1 4:40
Cypress 32 6:42
Marina 0 0:00
Monterey 4 9:38
Pacific Grove 2 12:19
Pebble Beach 7 9:12
Seaside 2 14:32
Total Responses 103 8:56
Total Code 3 Calls: 47
CFA Response Times for Code 3
Calls ≤ 5 minutes: 83%

CITY OF CARMEL - FIRE AMBULANCE DEPARTMENT
MARCH 2025
Response Summary Report by District Type
Carmel-By-The-Sea
50% Carmel Highlands
3%
Carmel Valley
1%
Cypress
31%
Marina
0%
Monterey
4%
Pacific Grove
2%
Pebble Beach
7%
Seaside
2% Carmel-By-The-Sea
Carmel Highlands
Carmel Valley
Cypress
Marina
Monterey
Pacific Grove
Pebble Beach
Seaside
S:\600-Public-Safety\601-Fire-Safety-Admin\601-05-Fire-Services-OtherAgencies\Carmel\CFA Reports\25 03 CFA Response Summary.xlsx 4/1/2025 City Cterk PRA Log
March, 2025
records sent on U14, 3/17, and
414
414t2025
l. Atencio, NorCaL
Construction
lndustry
Comptiance -
NOC
documents pertaining to the San Antonio
Pathway Reconstruction project, DIR
2024055447.
.The construction contract/agreeme nt
documents includinB anV side a8reements,
nda, or agreementS between Your
agency and Sharp EnEineering and
Construction,lnc.
.All subcontractor listings
.lnsoechon logs/work logs and inspecto/s
photos ofwork performed on the project
.Daily work 5ite siSn-in sheets for this projed
.All photos and videos of work performed in
addition to the inspedo/s Photos
.All invoices submitted to your a8ency for this
oroiect bv Sharp Engrneering and
Construction,lnc.
.The Nodce of completion for this project and
date the Notice of Completion was filed
.Unredacted certified payroll records for
Sharp EngineerinB and Construction, lnc.
.Statement of Employer Payments (DlR Form
PW 25)
25-23 3t1t2025 3t77t2025
3t72J2025 recolds sent Councitmeeting minutes ol7 8- 1931 0oug Schmitr 25'23.s 3t1/2025 3t1712025 no records. Location is in
Monterey county. Requester was
notified
3t7412025 Vincent
Costantino
Vou please verifv that the current owner
157 Spindrift Road, Carmel, California 93923
is Highlands 8i8 Sur GatewaY LLC?
25-24 3t17t2025 3t2112025
records sent on 3i/17, and rV15.

Additionat records witl be sent
on a rottinE basis with next
production on Y1
RatfiSutahain ongoing
all documents and inf ormation regarding
code compliance case No. 2025-m2 (26090
Ladera Drive) for numerous serious building
code violations, unpermitted work, etc.
25-25 3t7312025 3t24/2025 511t2025
SherriRains 317412025
copy of the city's "equivalency matix,
comparing generat pLa n use designation to
imptemenling zone districts", which is usuatly
eral n ot 2oni found in the ca
25-26 3114t2025 3/24t2025

3.t1912025 tink to online records sent l4etissa Radowicz Requesting copies for atl
buitding/planning/permit recotds for APN*
00+ 202- 01& 000
25-21 3t1412025 3124t2025
Request
Number
Req!est
Date
10-day
tesponse
date
7+day
extension
duedate
Records Requested Requester Name
Da te
CompLeted
Notes
records maited on &14'2025
Attachment 3
Alex Lorca u19t2025 link to online records sent
all oty recorcls related to APNs 010M20090m
& 01m42011000. These are Lots m and 24 in
Vol. 11"Parcel Maps" P112 in the Official
Records, Oounty of Monterey.
25-28 3177t2025 a2t t2025
3t24t2025 recotds sent
Venkata
Pillarisetty,
Cattrans
fhis is a requestkom Cattrans to atl cities and
countes asking lor venlication ol Ownership
and Miteage ol merr roadway networks that
are in our Slatewide Ljnear Reterencing
qEtem.

This request is partof our etfort in having city
and county-maintained roads correc(y
reported on $ate and FIIWA maintained
mileage system for safety anatysis and
funding aLtocation purposes. shapelites or
25-29 3179t2025 313112025
no records. Location is in
l'lonterey Cou nty. Requester was
notified
Emma Hoffman 4t412025
Phase I EnvironmentaI assessment on seve.at
properties in Carmel: 1) 8940 CARMEL VALtfY
RD, CARMEI. CA 93923, 2) 8990 CARMEL VAI.IEY
RD, CAR|\,1 Et- CA 93923
25-30 a3!2025 4t74t2025
Request
Number
Request
0ate
lGday
response
date
l+day
ertension
due date
Records Requested Requester Name
Date
Compteted
Notes
Attachment 3
Potice Records Request Log
March,2025
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03/29/25 mw Deniat ttr 3127t2025 41l1J2025 cG2500030 2025-015 Marties Hammer 04/06/2025 DA Picked up 202s-016 3/3r2025 r.1S u10t2025 cA2500156 03t3v2025 AU maited f.4etropotitan
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Request Date &
Received By
lGDay Due
Date
lnfo Requ€sted Requestor
Date completed
by PSO
Status
Dept of Reat Estate maited
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LexisNexis
Attachment 3

CITY OF CARMEL-BY-THE-SEA
Public Works Department
March 2025 Report
City Council Meeting of March 3, 4, 24, 27, and 31, 2025 • Council received a presentation from the Carmel Area Wastewater District on the Scenic Road Pipeline Replacement Project and authorized issuance of an Encroachment Permit with special conditions of approval.
• Council approved a Professional Services Agreement with Moffatt & Nichol, Inc. for coastal engineering and environmental services, including the beach access ramp related to the Carmel Beach Coastal Protection and Access Improvement Projects, with a not-to-exceed fee of $399,013.
• Council approved an amendment to the Professional Services Agreement with Advance Design Consultants, Inc. for electric panel upgrades and electric vehicle charging-related projects, for a not-to-exceed fee of $58,020.
• Council received a recap of the February Council priorities workshop, five-year financial forecast, proposed Fiscal Year 2025/26 Capital Improvement Program,Capital Improvement Plan and revisions to Financial Policies.
• Council received a status report on the Carmel Police Department/Public Works Department Project.

Forest and Beach Commission Meeting of March 13, 2025
• Friends of Mission Trail Nature Preserve presented their Work Effort Overview to the Forest & Beach Commission.
• The Transportation Agency for Monterey County (TAMC) made a presentation on E-Bikes and E-Bike regulations.
• The Carmel Beach Pick Up Posse presented their efforts to clean up trash at Carmel Beach. • The Commission received a presentation by Integral Consulting/EMC Planning Group on adaptation strategies to protect the beach, coastal infrastructure, and minimizing coastal erosion from storm events and sea level rise.
• The Commission recommended approval to the City Council regarding an ordinance to balance pickleball and tennis activities at Forest Hill Park.

Volunteer Groups
• The Garden Club is working to maintain and beautify the Picadilly Park, Harrison Memorial Library, and North Dunes gardens.

Environmental Programs
• Worked with Integral and EMC Planning on the Coastal Engineering Study Adaptation Strategies to present in the March Forest & Beach and Planning Commission meetings.

TO: Honorable Mayor and City Council Members
SUBMITTED BY: Mary Bilse, Acting Public Works Director
SUBMITTED ON: April 10, 2025
APPROVED BY: Chip Rerig, City Administrator
Attachment 1 Attachment 4
• Continued to distribute the Community Survey on Sea Level Rise and coordinated a workshop for May 15, 2025.
• Set up an Environmental Purchasing program on with staff from various City departments. • Reviewed and conducted final stormwater plan checks for private construction sites. • Researched grant opportunities for projects within Mission Trails Nature Preserve and electric vehicle chargers for Vista Lobos and Sunset Center parking lots. • Attended regional agency meetings (Monterey Regional Stormwater Management Program and ReGen Monterey).
• Issued new waivers in accordance with SB 1383 for recycling/organics program collection services.
• Continued to coordinate with vendors for the Earth/Arbor Day on April 26, 2025.

Facility Maintenance
• Managed the project for the Norton Court roll-up door replacement. • Completed training on the Brivo security access system for the Norton Parking Garage. • Coordinated the replacement of the Sunset Center facility-wide emergency lighting system. • Assisted with the waterline repair at the Lester Rountree Plant Garden. • Assisted with building racks at the Local History Vault. • Completed city-wide belt and filter replacements.
• Replaced all faulty hand dryers at public restroom facilities. • Conducted roof leak repairs and preventative maintenance at the Public Works administrative office facility.
• Restored a window at the City Hall Planning Department. • Painted the custom wood gutters on the City Hall Council Chambers roof. • Replaced the failing motor at the Public Works rear access gate. • Completed environmental air testing at the Carmel Police Department. • Topped off fuel levels in the Fire Station’s emergency generator. • Replaced faucets in the Fire Station kitchen and lower restroom. • Repaired the Fire Station’s dishwasher leak.
• Coordinated backflow prevention replacement due to a fallen tree at Forest Hill Park. • Coordinated quotes for several Public Works/Police Department projects. • Hydro-jetted plumbing lines at all public restroom facilities. • Successfully eliminated rodents at Flanders Mansion and Public Works. • Continuing assistance with Pickleball-related items.

Project Management for the Capital Improvement Program
4 Leaf Projects:
• For the Police Building Project, the Council received a report on the Police/Public Works Department Project.

Ausonio, Inc. Projects:
• For the City Hall Roof Replacement Project, contract was awarded to California Constructors in the amount of $175,340, which includes a 10% contingency, is complete. Construction is 100% complete and Contractor completed their final punch list items. • The Sunset Center Cottage Window Repairs Project contract in the amount of $161,040, which includes a 10% contingency, to Pro-Ex Construction was awarded at the August City Council Meeting. Construction is 100% complete. The Notice of Completion has been filed with the County of Monterey.
• For the San Antonio Pathway Repair Project, Second to Fourth Avenues, contract was awarded at the October 2024 City Council meeting to Sharp Engineering and Construction in the amount of $503,470. Construction was completed in February 2025. The Notice of Completion will be filed with the County this week.

Attachment 1 Attachment 4
• For the Sunset Center Retaining Walls Repair Project, ZFA submitted 100% plans and technical specifications. Additional funding is on hold pending Council direction at upcoming CIP meetings.

Wallace Group Projects:
• For the FY 2023/2024 City-wide Paving Project, bidding is anticipated in spring 2025. • For the Shoreline Infrastructure Repair Project, the Request for Proposal was issued seeking coastal engineering and environmental firms to design and acquire environmental permitting for the repair of two structurally-damaged beach access stairs, reconstruction of the Fourth Avenue seawall/outfall, and to assess, prioritize, and provide cost estimates for all other shoreline infrastructure identified in the Coastal Engineering Study, Phase 1 Condition Assessment Report. The city selected Moffat & Nichol and staff if working through their Professional Services Agreement.

Additional Capital Improvement Projects:
• For the four City-wide Drainage Improvement Projects, Coastal Paving & Excavation began construction in February 2025. Construction is anticipated to be completed by the end of May 2025.

Street Maintenance
• Implemented changes approved during the Traffic Safety Committee’s February meeting. • Rented a compact track loader to redistribute sand at the Del Mar and volleyball dunes. • Fabricated and installed four permanent farmers market signs on Mission Street, between 6th and Ocean.
• Installed a new aluminum gate at the entrance to Rio Park. • Removed approximately 10 yards of overgrown poison oak from Mission Trail Nature Preserve.
• Assisted Local History at the Library Park Branch by removing and installing new shelving. • Installed 125 feet of grape stake fencing on the San Antonio walkway, between 2nd and 4th. • Fabricated and installed six new "No Parking Anytime" signs for the San Antonio walkway. • Repaired the wooden boardwalk at Del Mar.
• Continued working on the sidewalk repair list.
• Conducted the annual safety inspection of the Forestry Division's Hi-Ranger bucket truck. • Contracted the repair of a failed storm drain at the intersection of Mission Street and 2nd Avenue.
• Continued with in-house vehicle services.

Forestry, Parks, and Beach
• Refer to City Forester’s Report.

Attachment 1 Attachment 4

CITY OF CARMEL-BY-THE-SEA
Monthly Report
City Forester’s Report
Forestry, Parks, and Beach Highlights:

Carmel Forest Master Plan (CFMP):
• Biological consultant Nikki Nedeff is working with F&BC and staff to finalize edits to CFMP arising from the previous public meeting in October 2024.

Contractors:
• West Coast Arborists hauled away logs from Rio Park and completed a clean-up project at Forest Theater including the removal of 2 large trees and the pruning of 12 trees. • Tope Tree Service finishing task order for 40 dead, dying, and poor trees. Tope’s also responded to 2 after-hours emergency tree calls.
• Community Tree Service completed a task order for 15 trees including pruning/removal of 11 dead or poor conditions trees and the removal of 4 large stumps previously used as Utility Poles. • Community Tree Service was issued a Task order to grind all the stumps in the downtown business district with 60 stumps being ground and backfilled with new soil to be replanted with new trees.

City Staff and Crews:
• City Forestry Crew removed 10 dead, dying, or dangerous trees, removed one stump, and pruned 27 trees providing clearance for roads and stop signs, as well as maintaining tree health. • City Tree Crew picked up logs in the right of way that were left from several large PG&E tree removals.

TO: Forest and Beach Commissioners
FROM: Justin Ono, City Forester
SUBJECT: March 2025 Forester’s Report
Attachment 4
. Permit Information
Attachment 4

Re-planting of upper Re-planting of lower
2013 31 29
2014 35 20
2017 15 28
2018 1 18
2019 53 63
2020 70 28
2021 81 54
2022 48 37
2023 164 72
2024 118 113
2025* 13 19
*Year to date
Historic permitted removals and required planting
Historic permitted removals and required planting
Year
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 149 82 67 85 48 37 57.05% 155
2023 324 211 113 223 164 72 68.83% 336
2024 231 110 121 231 118 113 100.00% 391
2025 42 24 18 32 13 19 76.19% 103
Attachment 4
Calendar year to date – Includes stumps removed by City crew as well as on call tree contractors. *Numbers only represent correspondences received via the City’s website and do not incude live calls, voicemails, drop-in visitors, and emails sent directly to employees from residents, nor return calls and emails from staff.

City Forestry, Parks, and Beach Activities Attachment 4 Catch-up Plan Goals
---> Goal: Remove 128 trees this Fiscal Year
Goal: Remove 221 stumps this Fiscal Year
--->
--->
Total Trees Removed as of 3/31/25: 162
Total Stumps Removed as of 3/31/25: 128
Stumps Expected to be removed this FY: 300
*X-axis represents condition at time of removal, Y-axis represents condition at time of inventory.

Monthly catch up info Excellent Good Fair Poor Very Poor Dead Stumps Beginning of Fiscal Year 24/25 136 5082 5094 750 133 191 664 Mar-25 136 5074 5076 731 125 82 536
(Trees and Stumps Removed) 0 8 18 19 8 109 128
Change in Condition of City Tree Crew Removals (TK = X, Time of Removal = Y) Excellent Good Fair Poor Very Poor Dead
Excellent
Good 2 1 3
Fair 1 1
Poor
Very Poor 1 1
Dead
Master Plan Inventory Catch up
Attachment 4

CITY OF CARMEL-BY-THE-SEA

CITY COUNCIL
Staff Report
May 5, 2025

CONSENT AGENDA
TO: Honorable Mayor and City Council Members
SUBMITTED BY: Jane Hogan, Accountant
APPROVED BY: Chip Rerig, City Administrator
SUBJECT: March 2025 Check Register Summary
RECOMMENDATION:

Approve the check register for March 2025.

BACKGROUND/SUMMARY:

The check register is a financial report generated from the City's financial system (Attachment 1). It categorizes checks by the responsible department or function, providing essential information such as the check number, vendor name, purchase description, check issue date, and the check amount.

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 therefore are not subject to disclosure under the Public Records Act.

As a supplement to the check register, staff have included information about the contract balances for vendors who received payments during the month of March 2025. This data can be found on the last page of the report.

The check register provides valuable insights into the City's financial transactions, ensuring transparency and accountability in our financial operations. The exclusion of certain legal services payments adheres to the California Supreme Court's guidelines, safeguarding attorney-client privilege. The contract balance information further enhances our financial transparency.

FISCAL IMPACT:

The check register summary for March 2025, totals $1,576,525.76.

PRIOR CITY COUNCIL ACTION:

Council ratified the February 2025 check register at the March 31, 2025 special council meeting.

ATTACHMENTS:

Attachment 1) March 2025 Check Register
March 2025 Check Register
Check No. Vendor/Employee Transaction Description Date Amount Department: 000 ___
55240 County of Monterey-Treasury Division Citation revenue Feb 2025 03/07/2025 2,300.00 55359 Visit Carmel CRID Contributions Oct-Dec 2024 03/21/2025 72,800.34 20250321 CALPERS Health Premuim Statement - PERS 03/21/2025 151,484.67 Total for Department: 000 ___ 226,585.01
Department: 110 City Council
55316 US Bank Safeway: PD installment ceremony expenses 03/14/2025 178.14 55316 US Bank Costco: Council meeting snacks 03/14/2025 118.17 55377 Mayon Capital, Inc Mail delivery service 03/28/2025 5,500.00 Total for Department: 110 City Council 5,796.31
Department: 111 City Administration
55229 Amazon Capitol Services IT Supplies and Equipment 03/07/2025 21.54 55230 Amazon Web Services Inc Data and cloud storage fees 03/07/2025 464.67 55232 AT&T Telephone service citywide 03/07/2025 4,602.18 55235 Carmel Pine Cone Legal noticing 03/07/2025 1,706.50 55237 Chavan and Associates, LLC Financial auditing services 03/07/2025 5,950.00 55243 DocuSign, Inc eSignature Entreprise Pro Edition renewal 03/07/2025 8,849.88 55248 IAMP Pro Audio/Anthony J. Nocita Set-up, live production, associated support of city meetings and 03/07/2025 3,360.00 55249 Image Sales Employee ID Badges 03/07/2025 24.16
55251 Iron Mountain Records storage and management services 03/07/2025 339.12 55259 MOGO Urgent Care-PD HR Substance testing services-10057 03/07/2025 81.00 55269 Softchoice Corporation SLG Enterprise billing icenses 03/07/2025 33,373.48 55272 T-Mobile Monthly cell service, usage and purchases 03/07/2025 778.91 55275 Xerox Financial Services Xerox copier leases citywide 03/07/2025 2,905.06 55282 AT&T Telephone service citywide 03/14/2025 2,106.18 55288 Digital Deployment Website support agreement:Maint, training, security and updates 03/14/2025 700.00 55293 GovInvest Inc Annual subscription fee Costing Module 03/14/2025 10,000.00 55295 IAMP Pro Audio/Anthony J. Nocita Set-up, live production, associated support of city meetings and 03/14/2025 3,456.38 55298 Minuteman Press Business cards - Buder 03/14/2025 957.50 55303 Office Depot, Inc. Office supplies Admin 03/14/2025 64.24 55308 Potter's Electronics Equipment expense 03/14/2025 131.03 55316 US Bank League of Ca Cities: City Clerk 03/14/2025 35.00 55316 US Bank Canva.com: Canva Teams Subscription 03/14/2025 300.00 55317 Verizon Wireless Telephone sales and usage 03/14/2025 4,441.06 55327 AT&T Telephone service Citywide 03/21/2025 1,025.70 55335 Comcast Cable service PD 03/21/2025 41.43
55336 Comcast Business NonNGEN internet and recurring charges 03/21/2025 644.40 55337 Copies By-The-Sea Agenda printing services 03/21/2025 288.68 55339 General Code Municipal Code updates:Web, paper and electronic 03/21/2025 94.00 55342 Image Sales Employee ID Badges 03/21/2025 47.91
55347 Office Depot, Inc. Office supplies Admin 03/21/2025 126.07 55358 US Bank Alvarado Street Brewery: Employee Appreciation 03/21/2025 61.92 55361 Alhambra Water service-City Hall 03/28/2025 182.37 55362 AT&T Telephone service citywide 03/28/2025 2,070.92 55367 Comcast Cable service PD 03/28/2025 555.08
55371 Image Sales Employee ID Badges 03/28/2025 37.80
55376 Marisa Bermudez Travel expenses 3/19-3/21/2025 NorCal Regional HR Conf 03/28/2025 244.80 55380 MOGO Urgent Care-HR Testing:Marzano 03/28/2025 81.00 55381 MRC Xerox copier usage citywide 03/28/2025 1,002.65 55387 US Bank NYT: Subscription 03/28/2025 23.00
55387 US Bank Monterey Peninsula Chamber 03/28/2025 125.00 55387 US Bank Il Fornaio: Employee Appreciation 03/28/2025 136.63 55387 US Bank Pebble Beach: gate annual fee 03/28/2025 120.00 55387 US Bank US Bank: Finance charges 03/28/2025 392.70 55387 US Bank Carmel Drug Store: Employee Appreciation 03/28/2025 49.00 55387 US Bank Metrofax: HR Subscription 03/28/2025 11.95 55387 US Bank Microsoft: IT Subscription 03/28/2025 858.38 55387 US Bank Junction Networks: Telephone expense 03/28/2025 853.17 55387 US Bank Bitwarden: IT Subscription 03/28/2025 30.00 55387 US Bank Freshworks: IT Subscription 03/28/2025 750.00 55387 US Bank Junction Networks: Telephone expense 03/28/2025 388.80 55387 US Bank Zoom: IT Subscription 03/28/2025 667.84
55387 US Bank Adobe: IT Subscription 03/28/2025 875.68
Attachment 1
55387 US Bank BackBlaze: IT Subscription 03/28/2025 87.30 55387 US Bank Google: Cloud expense 03/28/2025 2.39
55387 US Bank Junction Networks: Telephone expense 03/28/2025 381.80 20250321 CALPERS Health Premuim Statement - PERS 03/21/2025 467.63 Total for Department: 111 City Administration 97,373.89 Department: 112 City Attorney
55284 Burke,Williams & Sorensen, LLP City Attorney services 03/14/2025 20,890.50 55330 Burke,Williams & Sorensen, LLP City Attorney services 03/21/2025 34,419.00 Total for Department: 112 City Attorney 55,309.50
Department: 115 Community Planning & Building
55254 Leah Young CACEO Training March 24-28, 2025 - per diem 03/07/2025 430.00 55261 National Fire Protection Assoc Annual Membership - Jermel Laurie ID #1111486361 03/07/2025 225.00 55290 Engineered Fire Systems Plan Review - February 2025 03/14/2025 810.00 55303 Office Depot, Inc. CP&B Office Supplies - Anna Ginette 03/14/2025 94.35 55315 Total Industries Pacheco CP&B Vehicle 03/14/2025 298.50 55347 Office Depot, Inc. CP&B Office Supplies 03/21/2025 208.44 55358 US Bank ESRI: ArcGIS for Evan Kort 03/21/2025 720.45 55369 EMC Planning Group, Inc FY 23-24: LEAP Grant - 6th Cycle Housing Element 03/28/2025 296.80 55370 FedEx Leah Young to Maura Siciensky, Coastal Program Analyst 03/28/2025 22.02 55383 Past Consultants LLC HCS Additional Consultation Tasks 03/28/2025 1,000.00 55387 US Bank ACEC: 2025 CEQA Guideline for Jake Olander 03/28/2025 108.10 55387 US Bank Airtable.com: Affordable Housing project 03/28/2025 224.17 55387 US Bank ESRI: ArcGIS for Evan Kort 03/28/2025 100.00 55387 US Bank Mad Dogs & Englishmen: meeting re: Afforable Housing 03/28/2025 27.89 55387 US Bank Little Swiss Café: Director onboarding 03/28/2025 45.29 55387 US Bank International Code Council: Membership for Sullivan Carey-Lang 03/28/2025 215.00 Total for Department: 115 Community Planning & Bu 4,826.01 Department: 116 Police
55239 County of Monterey, Dept of Emerg Communications Inform Mobile License 03/07/2025 10,404.00 55242 Department of Justice/Accounting Office PD:Fingerprinting services 03/07/2025 66.00 55250 Intoximeters Blood test kits 03/07/2025 258.71
55252 Jacob Clifford Travel and training exp J Clifford 03/07/2025 904.89 55259 MOGO Urgent Care-PD PD Substance testing services Jan 2025 03/07/2025 150.00 55270 Swift Car Wash Car washes Police Dept 03/07/2025 160.00 55271 T2 Systems Canada Inc. Digital Iris Scanner Service 03/07/2025 75.00 55273 When to Work On line scheduling service PD Inv8058998020-12-PRO-25 03/07/2025 412.00 55278 Alhambra Water service-Police Dept 03/14/2025 189.40 55292 Evident Safety tests and supplies 03/14/2025 275.58 55310 Quality Print & Copy Stationary:Envelopes, letterhead, business cards 03/14/2025 151.04 55313 T2 Systems Canada Inc. Digital Iris Scanner Service 03/14/2025 150.00 55314 T2 Systems, Inc MobilePay subscription monthly fee 03/14/2025 339.25 55328 Better Impact USA Inc Volunteer Impact Standard Edition-Annual subscription up to 50 v 03/21/2025 308.00 55333 Carmel Towing & Garage PD Fuel charges 03/21/2025 969.18 55338 Department of Justice/Accounting Office PD:Fingerprinting services 03/21/2025 32.00 55354 Rapid Assault Tools Safety equipment 03/21/2025 1,650.59 55357 Tracnet Corporation Reconfigure Tracnet applications 3 phases Externally linked file 03/21/2025 6,100.00 55358 US Bank Stickershop: PD Safety expense 03/21/2025 303.50 55358 US Bank CA Animal Welfare: membership and handbook 03/21/2025 199.12 55358 US Bank Taste of Thai Fusion: New hire lunch 03/21/2025 46.08 55358 US Bank Brophy's: PD Incident expense 03/21/2025 78.03 55358 US Bank Zoro Tools: VIPS rain gear 03/21/2025 247.31 55358 US Bank Crossroads BBQ: PD training 03/21/2025 100.85 55358 US Bank Safeway: CERT response expense 03/21/2025 137.47 55368 Department of Justice/Accounting Office PD:Fingerprinting services 03/28/2025 123.00 55373 Lexipol LLC Annual Law Enforcement Daily Training/Policy Update and Training 03/28/2025 2,849.05 55384 Swift Car Wash Car washes Police Dept 03/28/2025 160.00 55386 Transunion Risk & Alterna PD: Monthly fee for information services 03/28/2025 150.00 Total for Department: 116 Police 26,990.05
Department: 117 Fire
55228 Alhambra Water service - Fire Station 03/07/2025 178.76 55238 City Of Monterey FY 24-25 Monthly fee Interim Fire Admin/Emerg Incident Mgmt 03/07/2025 271,133.00 55239 County of Monterey, Dept of Emerg Communications Dispatch Service 03/07/2025 6,556.00 55253 JD Repairs, Inc Fire Dept vehicle repairs 03/07/2025 18,620.99 55258 Mission Linen Service Fire Dept laundry service 03/07/2025 266.28 55299 Mission Linen Service Fire Dept laundry service 03/14/2025 266.28 Attachment 1
55333 Carmel Towing & Garage Fire Dept. Gas Expense 03/21/2025 560.03 55361 Alhambra Water service - Fire Station 03/28/2025 232.01 55365 City Of Monterey FY 24-25 Monthly fee Interim Fire Admin/Emerg Incident Mgmt 03/28/2025 271,133.00 55379 Mission Linen Service Fire Dept laundry service 03/28/2025 256.28 Total for Department: 117 Fire 569,202.63
Department: 118 Ambulance
55238 City Of Monterey Ambulance Administration fee 03/07/2025 26,256.98 55255 LogRx Annual subscription - Drug tracking software 03/07/2025 1,080.00 55263 Peninsula Welding & Medical Supply, inc. Amb Dept:Oxygen/hazardous materials transport service 03/07/2025 181.02 55281 American Supply Company Janitorial Supplies-Amb Dept 03/14/2025 186.54 55283 Bound Tree Medical LLC Medical supplies 03/14/2025 1,119.24 55297 Jonathan Moulton Reimburse for Paramedic license 1/30/2025 03/14/2025 250.00 55305 Peninsula Welding & Medical Supply, inc. Amb Dept:Oxygen/hazardous materials transport service 03/14/2025 34.81 55318 Wittman Enterprises, LLC Ambulance billing service 03/14/2025 2,600.03 55329 Bound Tree Medical LLC Medical supplies 03/21/2025 444.12 55333 Carmel Towing & Garage Amb Dept. Gas Expense 03/21/2025 1,234.82 55363 Bound Tree Medical LLC Medical supplies 03/28/2025 100.20 55365 City Of Monterey Ambulance Administration fee 03/28/2025 2,268.50 Total for Department: 118 Ambulance 35,756.26
Department: 119 Public Works
55231 American Lock & Key Locksmith services 03/07/2025 291.98 55233 Ausonio, Inc On Call PM and Construction Services 03/07/2025 2,302.13 55267 R & S Erection of Monterey Bay Inc FM Misc services 03/07/2025 1,986.96 55277 Ailing House Pest Control FM Pest control services Citywide 03/14/2025 514.00 55278 Alhambra Water for PW 03/14/2025 331.47
55279 Always Under Pressure Service call 2/28/25 #103079 03/14/2025 355.00 55280 American Lock & Key Supplies for Facilities Maint. 03/14/2025 46.34 55286 Chargepoint, Inc. Annual renewal for City EV charging stations. 03/14/2025 4,600.00 55287 Cintas Corporation Uniform Services 03/14/2025 649.61 55291 Eric Miller Fuel reinbursement travel for Arborist Test- EM120624 03/14/2025 76.08 55294 Hayward Lumber Public Works Streets supplies 03/14/2025 3,812.65 55300 Monterey Bay Telecomm, Inc Flanders phone line for fire panel trouble shooting. 2/24/25 #25 03/14/2025 165.00 55301 Monty Everett Work boot Reinbursement 3/1/25 03/14/2025 300.00 55302 Napa Auto Parts Belts for SFD belts exhaust system 114228 2/20/25, 114226 2/20/2 03/14/2025 71.07 55307 Poe's Plumbing & Backflow FM Plumbing services Citywide 03/14/2025 165.00 55309 PSTS, Inc. Oil - Water separator 03/14/2025 960.00 55311 Scarborough Lumber & Building Public Works Streets supplies 03/14/2025 78.93 55312 Signworks Inc MTNP signs 1/13/25 #15936 03/14/2025 1,337.81 55316 US Bank APWA: AI Summit 2 tickets 03/14/2025 350.00 55316 US Bank CVS: Staff meeting refreshments 03/14/2025 13.18 55316 US Bank APWA: Membership dues 03/14/2025 238.00
55316 US Bank Panera Bread: Staff meeting refreshments 03/14/2025 37.98 55316 US Bank Staples: Office chair 03/14/2025 251.26
55316 US Bank Lemos 76: Propane 03/14/2025 44.07
55316 US Bank Amazon: Mirror unit 6 03/14/2025 71.01
55316 US Bank Amazon: Vehicle decal remover 03/14/2025 32.76 55332 Cal-Line Equipment Inc Yoke lift assembly for the chipper 03/21/2025 724.67 55333 Carmel Towing & Garage Fuel for PW vehicles 03/21/2025 2,089.78 55334 Cintas Corporation Uniform Services 03/21/2025 258.65 55341 Granite Rock Company Supplies for PW Streets 03/21/2025 715.32 55343 James Comer Reimburse for log removal and stump grinding Gates inv 3/17/2025 03/21/2025 850.00 55344 M3 Environmental Consulting FM HAZ Mat testing 03/21/2025 1,950.00 55346 Napa Auto Parts PW vehicle supplies 03/21/2025 141.48 55348 Pacific Lift and Equipment Co., Inc Repairs and service or vehicle lift 03/21/2025 8,881.74 55349 Pape's Machinery Inc 2000 hour serivce on the backhoe 03/21/2025 4,179.97 55350 Poe's Plumbing & Backflow FM Plumbing services Citywide 03/21/2025 343.66 55351 Pureserve Building Service FM Janitiorial services Citywide 03/21/2025 22,428.86 55352 Quinn Company Inc Service for the loader 03/21/2025 3,704.08 55353 R & S Erection of Monterey Bay Inc Replace the commercial rollup door and motor at Norton Court par 03/21/2025 20,560.00 55356 Scarborough Lumber & Building FM Materials and Supplies 03/21/2025 79.62 55360 West Coast Door & Gates PW rear gate motor replacement 03/21/2025 4,975.00 Total for Department: 119 Public Works 90,965.12
Department: 120 Library
55304 Pacific Grove Self Storage Storage Unit - Document storage 03/14/2025 407.00 55372 Joe Shabram clean & varnish - oil portrait man w/cigarette and red Eagle 03/28/2025 345.00 Attachment 1
Total for Department: 120 Library 752.00
Department: 121 Community Activities
55236 Carmel Woman's Club, Inc rental agreement cleaning fee - Homecrafters' jury 8.27.25 03/07/2025 200.00 55340 Good Roots Events, Inc. Farmers' Market management & Third Thursday events 2nd half FY 2 03/21/2025 20,700.00 Total for Department: 121 Community Activities 20,900.00 Department: 130 Non-Departmental
55264 PG&E Citywide gas and electric services 03/07/2025 19,167.16 55306 PG&E Citywide gas and electric services 03/14/2025 3,979.82 55364 Cal-Am Water Company Water service citywide 03/28/2025 12,938.78 20250321 CALPERS Health Premuim Statement - PERS 03/21/2025 7,110.00 Total for Department: 130 Non-Departmental 43,195.76
Department: 311 Capital Projects
55233 Ausonio, Inc Lincoln & 4th Street Footbridge 03/07/2025 1,396.50 55260 Moore Twining Assoc, Inc San Antonio Ave. Walkway repairs 03/07/2025 3,153.40 55266 Pro-Ex Construction, Inc CIP Sunset Center Cottage Window replacement project per contrac 03/07/2025 7,709.27 55268 Sharp Engineering and Construction, Inc Construction services:San Antonio Ave Walkway repairs per contra 03/07/2025 227,686.50 55276 4Leaf, Inc Project Management Services:PD/PW Building projects per contract 03/14/2025 7,395.96 55289 EMC Planning Group, Inc Outreach Adaptation Pathway Development 03/14/2025 26,960.72 55296 Indigo/Hammon & Playle Architects, LLP Prep functional program report, concept drawings and cost estima 03/14/2025 62,583.37 55366 Coastal Paving & Excavating, Inc Storm Drain Improvement- Implementation and construction per co 03/28/2025 61,987.50 Total for Department: 311 Capital Projects 398,873.22
Grand Total 1,576,525.76
Attachment 1

CITY OF CARMEL-BY-THE-SEA

CITY COUNCIL
Staff Report
May 5, 2025

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

Adopt Resolution 2025-038, authorizing the City Administrator to execute an Agreement for Contractor Services with QOVO Solutions Inc. for Police Department Access Control and Door upgrade, with a not-to-exceed budget of $81,082.42 RECOMMENDATION:

Adopt Resolution 2025-038 authorizing the City Administrator to execute an Agreement for Contractor Services with QOVO Solutions, Inc. in the amount of $81,082.42 for Police Department Access Control and Door upgrade.

BACKGROUND/SUMMARY:

At the City Council Meeting on February 10, 2025, the City Council received a status update on the Police and Public Works Building Project. During the meeting, both the Council and members of the public raised several questions directed staff to proceed with immediate safety and security improvements to the Police and Public Works Building, as outlined below:

1. Door Access and Security Upgrade
The existing doorways providing access to the Police Department are inefficient and no longer meet the operational needs of modern policing standards.

Staff contacted multiple vendors and obtained bids to replace eight (8) doors—six (6) within the Police Department and two (2) within the Public Works area of the building—with solid core doors equipped with proximity reader access. The project will also include the installation of security cameras in the property room and evidence processing areas.

The total cost for this renovation is $81,082.42. In accordance with City policy, staff must obtain City Council approval for any Professional Services Agreement exceeding $59,999. Such approval must be granted through the adoption of a Resolution by the City Council.

2. Lobby Interview Room
The need for a private interview room adjacent to the lobby is critical for both privacy and compliance with legal requirements.

Staff has obtained bids for the construction of a small interview room off the existing lobby. The estimated cost to complete this renovation is $23,000.

3. Evidence Storage Improvements
To enhance security and ventilation in the evidence storage area, the City will convert the existing Emergency Operations Center (EOC) into the new Property/Evidence Room. The estimated cost for this renovation is $15,000.

4. Evidence Processing Enhancements
A designated evidence processing area will be established in the entry room to the current EOC. This conversion will include the removal of obsolete equipment and the installation of proper ventilation and secure storage systems for the handling of hazardous substances and to maintain chain-of-custody compliance. The estimated cost for this renovation is $25,000.

Relocating the EOC is necessary to accommodate the evidence room. Staff has identified the Vista Lobos facility as a suitable location. The estimated cost to establish an EOC at Vista Lobos is $45,000, which includes required ADA accessibility upgrades and the installation of a generator for backup power. Staff notes that retaining the EOC at the current site may prove to be more cost-effective, and a comparative cost analysis is underway.

5.Secure Rear Parking Lot Access
To improve officer safety and secure detainee handling, the rear parking lot of the Police Department requires a retractable gate. Staff has received a cost estimate of $25,000 for its installation.

The total estimated cost of these preliminary safety and security improvements is between $215,000 and $240,000.

Even with the completion of these improvements, the Police/Public Works Building will still require significant additional repairs, as identified in the 2023 Assessment Report. These include:

Site-wide ADA accessibility improvements
Site drainage and repair of water intrusion from roofs and patio areas Earthquake retrofitting
Replacement of the boiler and HVAC systems
Replacement of the fire alarm system
Upgrades to aging plumbing infrastructure
Replacement of electrical systems affected by water damage These capital improvements are expected to involve significant costs and should be considered in Council’s broader evaluation of whether to renovate or rebuild the facility.

At this time, staff recommends that the City Council adopt Resolution 2025-038 (Attachment 1), authorizing the City Administrator to execute an Agreement for Contractor Services with QOVO Solutions Inc. for the Police Department Access Control and Door Upgrade Project, in an amount not to exceed $81,082.42. This matter is before the City Council because the contract amount exceeds the City Administrator's contracting authority, in spite of the fact that the City Council previously provided direction to make necessary health and safety improvements to the facility.

FISCAL IMPACT:

In June 2024, Council adopted the CIP Budget for FY 2024/2025 which included $3,239,000 for this Project in CIP Account Number 301-311-43008.

PRIOR CITY COUNCIL ACTION:

December 2022, City Council appointed Police Building AD Hoc Committee.

June 2023, City Council approved a Professional Service Agreement with Indigo Architects to assess the current building systems and develop recommended program for an adequate police facility.

January 2024, City Council study session received public comments and direct moving forward on developing schematic designs.

February 2025, City Council received an updated report on the Police and Public Works Building Project.

ATTACHMENTS:

Attachment 1) Resolution 2025-038
Attachment 2) QOVO Solutions Inc. Contractor Agreement

CITY OF CARMEL-BY-THE-SEA

CITY COUNCIL
RESOLUTION NO. 2025-038

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

AUTHORIZING THE CITY ADMINISTRATOR TO EXECUTE A CONTRACTOR SERVICES AGREEMENT WITH QOVO SOLUTIONS, INC., FOR ACCESS CONTROL AND DOOR

UPGRADES AT THE POLICE AND PUBLIC WORKS BUILDING, WITH A NOT-TO-EXCEED BUDGET OF $81,082.42
WHEREAS, on February 10, 2025, the City Council received a project update regarding the Police and Public Works Building; and
WHEREAS, at that meeting, the City Council directed staff to implement immediate facility enhancements aimed at improving operational efficiency and access management within the building; and
WHEREAS, the existing door systems within the Police Department and adjacent Public Works areas require modernization to align with current technology standards and to support the evolving needs of departmental operations; and
WHEREAS, staff solicited quotes from multiple qualified vendors for the replacement of eight (8) doors—six (6) in the Police Department and two (2) in the Public Works section—with upgraded solid core doors featuring proximity reader access; and WHEREAS, the proposed upgrades also include the installation of security cameras in designated operational areas, such as the property room and evidence processing facilities, to further support department procedures and integrity; and WHEREAS, the total cost of the project is $81,082.42, and pursuant to the City’s procurement policy, expenditures exceeding $59,999 require City Council approval via resolution.

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

1. Authorize the City Administrator to execute a contractor services agreement with QOVO Solutions, Inc. for a not-to-exceed amount of $81,082.42 to implement access control and door system upgrades, along with the installation of security equipment at the Police and Public Works Building.

PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA this 5th day of May, 2025, by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:

APPROVED: ATTEST:
______________________________ _________________________________ Dale Byrne, Mayor Nova Romero, MMC, City Clerk
Attachment 1
Attachment 1

CITY OF CARMEL-BY-THE-SEA

AGREEMENT FOR CONTRACTOR SERVICES
QOVO Solutions Inc.

Police Department Project
02542-07PDBLD
THIS AGREEMENT FOR CONTRACTOR SERVICES is made and effective as of ___________, 2025, between the City of Carmel-by-the-Sea, a municipal corporation ("City") and QOVO Solutions Inc., a Partnership, ("Contractor") whose current and valid Contractor’s License #1058025, as duly issued by the California Department of Consumer Affairs. In consideration of the mutual covenants and conditions set forth herein, the parties agree as follows:

1. TERM
This Agreement will commence on April 21, 2025 and will remain and continue in effect until tasks described herein are completed, but in no event later than June 30, 2025, unless sooner terminated pursuant to the provisions of this Agreement.

2. SERVICES
Contractor must perform the tasks described and set forth in Exhibit "A," attached hereto and incorporated herein as though set forth in full. Contractor must complete the tasks according to the schedule of performance which is also set forth in Exhibit "A." Exhibit “A” may include any Scope of Work, Plans, Specifications and other related documents specific to the services to be provided by Contractor. (“Contract Documents”.)

3. PERFORMANCE
(a) Contractor must at all times faithfully, competently and to the best of his/her ability, experience, and talent, perform all tasks described herein. Contractor must employ, at a minimum, generally accepted standards and practices utilized by persons engaged in providing similar services as are required of Contractor hereunder in meeting its obligations under this Agreement.
(b) Contractor must conform to the rules and regulations pertaining to safety established by the California Division of Industrial Safety. Contractor further agrees to take all necessary precautions for the safety of employees and must comply with all applicable provisions of federal, state and local regulations, ordinances and codes. The Contractor will be responsible for erecting and properly maintaining at all times as required by the conditions and progress of the work, all necessary safeguards for the protection of workers and the public and must post danger signs warning against known or reasonably foreseeable or unusual hazards. (c) Contractor acknowledges that it is familiar with City's policies for the protection of trees and agrees to take all reasonable precautions to protect trees not subject to trimming or removal from damage which might be cause during the work to be performed. (See Carmel-by-the-Sea Municipal Code Chapter 12.28). (d) At all times during the term of this Agreement, Contractor must have in full force and effect, all licenses required of it by law for the performance of the services described in this Agreement. (e) The Contractor will obtain a valid City Business License and must maintain said Business License for the term of this Agreement and any extensions thereof.
(f) Contractor will keep itself informed of State and Federal laws and regulations which in any manner affect those employed by Contractor or in any way affect the performance of its service pursuant to this Agreement.

Contractor must at all times observe and comply with all such laws and regulations. City, its officers and employees, will not be liable at law or in equity occasioned by failure of Contractor to comply with this Section.

Contractor further agrees to indemnify and hold City, its officers and employees harmless for any such violation of law or regulation, as further set out under paragraph 11 of this agreement. (g) Contractor agrees to comply with all of the applicable provisions of Sections 1777.5 and 1777.6 of the Labor Code, which Sections are hereby specifically referred to, incorporated herein by reference and made a part hereof as though set forth at length herein.

Attachment 2
(h) Contractor agrees that in the performance of this Agreement or any sub-agreement hereunder, neither Contractor nor any person acting on Contractors behalf may refuse to employ or refuse to continue in any employment any person on the basis of race, religious creed, color, national origin, ancestry, physical handicap, medical condition, marital status, sexual preference, sex or age. Contractor acknowledges that harassment in the workplace is not permitted in any form, and will take all necessary actions to prevent such conduct. Contractor further agrees to comply with all laws with respect to employment when performing this Agreement. (i) Contractor must maintain prior to the beginning of and for the duration of this Agreement insurance coverage as specified in Exhibit "A" attached to and part of this agreement. To insure performance, Contractor and any subcontractor must provide Faithful Performance and Labor and Material Bonds in favor of City, each in the amount of one hundred percent (100%) of the value of the Contract. (j) Contractor declares and warrants that no undue influence or pressure is used against or in concert with any officer or employee of the City of Carmel-by-the-Sea in connection with the award, terms or implementation of this Agreement, including any method of coercion, confidential financial agreement or financial inducement. No officer or employee of the City of Carmel-by-the-Sea will receive compensation, directly or indirectly, from Contractor, or from any officer, employee or agent of Contractor, in connection with the award of this Agreement or any work to be conducted as a result of this Agreement. Violation of this Section will be a material breach of this Agreement entitling City to any and all remedies at law or in equity.

4. CONTENTS OF REQUEST FOR PROPOSAL AND PROPOSAL
Contractor is bound by the contents of City's Request for Proposal, Exhibit "A" hereto and incorporated herein by this reference, and the contents of the proposal submitted by the Contractor, Exhibit "A" hereto. In the event of conflict, the requirements of City's Request for Proposals and this Agreement will take precedence over those contained in the Contractor's proposals.

5. CITY MANAGEMENT
The Public Works Director or Project Manager will represent City in all matters pertaining to the administration of this Agreement, review and approve of all products submitted by Contractor. However, the Public Works Director nor the Project Manager will not have the authority to enlarge the Tasks to Be Performed or change the compensation due to Contractor. City's City Administrator or his designee, will be authorized to act on City's behalf and to execute all necessary change order documents which enlarge the Tasks to Be Performed, or change Contractor's compensation subject to Section 6 hereof.

6. PAYMENT
(a) City agrees to pay Contractor monthly, in accordance with the payment rates and terms and the schedule of payment as set forth in Exhibit "A", attached hereto and incorporated herein by this reference as though set forth in full, based upon actual time spent on the above tasks. This amount may not exceed Eighty-one thousand eighty-two dollars and forty-two cents ($81,082.42) which sum will include all costs, if any, for the total term of the Agreement unless additional payment is approved as provided in this Agreement. (b) The City Administrator's Contract authority is limited to a total threshold of $59,999.00 which includes all costs. Contracts, including any Contract amendments that exceed the total threshold, require City Council approval. Any Contracts, including Contract amendments that exceed the total threshold, which have not received prior City Council approval, will be void.
(c) Contractor will submit invoices monthly for actual services performed. Invoices must be submitted on or about the first business day of each month, or as soon thereafter as practical, for services provided in the previous month. Payment will be made within thirty (30) days of receipt of each invoice as to all non-disputed fees. If the City disputes any of Contractor's fees it will give written notice to Contractor within thirty (30) days of receipt of an invoice of any disputed fees set forth on the invoice.

7. INSPECTION
City may at all times have the right to inspect the work and materials supplied by Contractor. Contractor will furnish all reasonable aid and assistance required by City for the proper examination of the work, materials and parts Attachment 2
thereof. Such inspection will not relieve Contractor from any obligation to perform said work strictly in accordance with the specifications of the Contract or any modifications thereof and in compliance with the law.

8. SUSPENSION OR TERMINATION OF AGREEMENT WITHOUT CAUSE (a) The City may at any time, for any reason, with or without cause, suspend or terminate this Agreement, or any portion hereof, by serving upon the Contractor at least ten (10) days prior written notice of intention to terminate. Upon receipt of said notice, the Contractor must immediately cease all work under this Agreement, unless the notice provides otherwise. If the City suspends or terminates a portion of this Agreement such suspension or termination will not make void or invalidate the remainder of this Agreement. (b) In the event this Agreement is terminated pursuant to this Section, the City will pay to Contractor the actual value of the work performed up to the time of termination, provided that the work performed is consistent with the provisions of the Contract Documents. Upon termination of the Agreement pursuant to this Section, the Contractor will submit an invoice to the City pursuant to Section 6(c).

9. DEFAULT OF CONTRACTOR
(a) Contractor's failure to comply with the provisions of this Agreement will constitute a default. In the event that Contractor is in default for cause under the terms of this Agreement, City will have no obligation or duty to continue compensating Contractor for any work performed after the date of default and can terminate this Agreement immediately by written notice to Contractor. If such failure by Contractor to make progress in the performance of work hereunder arises out of causes beyond Contractor's control, and without fault or negligence of Contractor, it will not be considered a default.
(b) In the event that the City Administrator or his/her delegate determines that Contractor is in default in the performance of any of the terms or conditions of this Agreement, he/she may cause to be served upon Contractor a written notice of the default. Contractor will have ten (10) days after service upon it of said notice in which to cure the default by rendering a satisfactory performance. In the event that Contractor fails to cure its default within such period of time, City will have the right, but not the obligation, notwithstanding any other provision of this Agreement, to terminate this Agreement without further notice and without prejudice to any other remedy to which it may be entitled at law, in equity or under this Agreement.

10. OWNERSHIP OF DOCUMENTS
(a) Contractor must maintain complete and accurate records with respect to costs, expenses, receipts, and other such information required by City that relate to the performance of services under this Agreement.

Contractor must maintain adequate records of services provided in sufficient detail to permit an evaluation of services. All such records must be maintained in accordance with generally accepted accounting principles and must be clearly identified and readily accessible. Contractor must provide free access to the representatives of City or its designees at reasonable times to such books and records; must give City the right to examine and audit said books and records at Contractor’s Office; will permit City to make copies and transcripts there from as necessary; and must allow inspection of all work, data, documents, proceedings, and activities related to this Agreement. Such records, together with supporting documents, will be maintained at the City of Carmel-by-theSea City Hall for a minimum period of three (3) years after receipt of final payment. (b) Upon completion of, or in the event of termination or suspension of this Agreement, all original documents, designs, drawings, maps, models, computer files, surveys, notes, and other documents prepared in the course of providing the services to be performed pursuant to this Agreement will become the sole property of City and may be used, reused, or otherwise disposed of by City without the permission of Contractor. With respect to computer files, Contractor will make available to City, at City's office and upon reasonable written request by City, the necessary computer software and hardware for purposes of accessing, compiling, transferring, and printing computer files.

11. INDEMNIFICATION
(a) Indemnification for Professional Liability. Contractor must indemnify, protect, defend and hold harmless City and any and all of its officials, employees and agents (“Indemnified Parties”) from and against any and all losses, liabilities, damages, costs and expenses, including attorney’s fees and costs to the extent same are actually caused in whole or in part by any negligent or wrongful act, error or omission of Contractor, its officers, Attachment 2
agents, employees or sub -contractors (or any entity or individual that Contractor will bear the legal liability thereof) in the performance of professional services under this Agreement. With respect to the design of public improvements, the Contractor will not be liable for any injuries or property damage resulting from the reuse of the design at a location other than that specified in Exhibit "A" without the written consent of the Contractor. (b) Indemnification for Other Than Professional Liability. Contractor must indemnify, defend, and hold harmless City, and any and all of its employees, officials and agents from and against any liability (including liability for claims, suits, actions, arbitration proceedings, administrative proceedings, regulatory proceedings, losses, expenses or costs of any kind, whether actual, alleged or threatened, including attorneys’ fees and costs, court costs, interest, defense costs, and expert witness fees), where the same arise out of, are a consequence of, or are in any way attributable to, in whole or in part, the performance of this Agreement by Contractor or by any individual or entity for which Contractor is legally liable, including but not limited to officers, agents, employees or subcontractors of Contractor.
(c) General Indemnification Provisions. Contractor agrees to obtain executed indemnity agreements with provisions identical to those set forth here in this section from each and every subcontractor or any other person or entity involved by, for, with or on behalf of Contractor in the performance of this Agreement. In the event Contractor fails to obtain such indemnity obligations from others as required here, Contractor agrees to be fully responsible according to the terms of this section. Failure of City to monitor compliance with these requirements imposes no additional obligations on City and will in no way act as a waiver of any rights hereunder. This obligation to indemnify and defend City as set forth here is binding on the successors, assigns or heirs of Contractor and will survive the termination of this Agreement or this section. (d) Indemnity Provisions for Contracts Related to Construction. Without affecting the rights of City under any provision of this Agreement, Contractor will not be required to indemnify and hold harmless City for liability attributable to the active negligence of City, provided such active negligence is determined by agreement between the parties or by the findings of a court of competent jurisdiction. In instances where City is shown to have been actively negligent and where City’s active negligence accounts for only a percentage of the liability involved, the obligation of Contractor will be for that entire portion or percentage of liability not attributable to the active negligence of City.

12. WARRANTIES
Contractor agrees that it will warrant all work performed and equipment supplied hereunder for a period of one year or, in the case of equipment, for the period of the manufacturer's warranty if such warranty be for a period longer than one year. Contractor must immediately correct all defective workmanship discovered within one year after acceptance of final payment by it and must indemnify and defend City against all loss and damage occasioned by any such defect, discovered within said year, even though the damage or loss may not be ascertained until after the expiration thereof. Nothing herein constitutes a waiver of City's rights or any statute of limitations.

13. INSURANCE
(a) Contractor must submit and maintain prior to the beginning of and for the duration of this Agreement insurance coverage covering the Contractor and designating the City, its officers, officials, and employees as additional insureds under an ISO CG 20 10 07 04 and ISO 20 37 07 04 or their equivalent against any and all claims resulting in injury or damage to persons or property (both real and personal) caused by any aspect of the Contractor’s work, in amounts no less than the following and with such deductibles as are ordinary and reasonable in keeping with industry standards. It must be stated, in the Additional Insured Endorsement, that Contractor’s insurance policies will be primary as respects any claims related to or as the result of Contractor’s work. Any insurance, pooled coverage, or self-insurance maintained by the City, its elected or appointed officials, directors, officers, agents, employees, volunteers, or consultants will be non-contributory. The Additional Insured Endorsement will not apply to the Professional Liability Insurance.

General Liability:
a. General Aggregate $2,000,000
b. Products Comp/Op Aggregate $2,000,000
c. Personal & Advertising Injury $1,000,000
d. Each Occurrence $1,000,000
Attachment 2
e. Fire Damage (any one fire) $ 50,000
f. Medical Expense (any one person) $ 5,000
Workers' Compensation:
a. Workers' Compensation Statutory Limits
b. EL Each Accident $1,000,000
c. EL Disease - Policy Limit $1,000,000
d. EL Disease - Each Employee $1,000,000
Automobile Liability
a. Any vehicle, combined single limit $2,000,000
(b) Other Insurance Requirements
(1) All insurance required under this Agreement must be written by an insurance company admitted to do business in California with a current A.M. Best rating of no less that A: VII. Exception may be made for the State Compensation Insurance Fund when not specifically rated. (2) Each insurance policy required by this Agreement must be endorsed to state that CITY must be given notice in writing at least thirty (30) days in advance of any cancellation thereof, except CITY must be given TEN (10) days’ notice for nonpayment of the premium.
(3) The general liability and auto policies must:
(a) Provide an endorsement naming CITY, its officers, officials, and employees as additional insureds under an ISO CG 20 10 07 04 and ISO 20 37 07 04 or their equivalent. (b) Provide that such insurance is primary and non-contributing insurance to any insurance or selfinsurance maintained by CITY. (c) Contain a “Separation of Insureds” provision substantially equivalent to that used in the ISO form CG 00 01 10 01 or their equivalent.
(d) Provide for a waiver of any subrogation rights against CITY via an ISO CG 24 01 10 93 or its equivalent.
(e) Prior to the start of work under this Agreement Contractor must file certificates of insurance and endorsements evidencing the coverage required by this Agreement with the City Administrator. Contractor must file a new or amended certificate of insurance promptly after any change is made in any insurance policy which would alter the information on the certificate then on file. (f) The Contractor must immediately advise the City of any litigation and/or open claims that may affect these insurance policies.

14. INDEPENDENT CONTRACTOR
(a) Contractor is and will at all times remain as to City a wholly independent Contractor. The personnel performing the services under this Agreement on behalf of Contractor will at all times be under Contractor's exclusive direction and control. Neither City nor any of its officers, employees, or agents may have control over the conduct of Contractor or any of Contractor's officers, employees, or agents, except as set forth in this Agreement. Contractor may not at any time or in any manner represent that it or any of its officers, employees, or agents are in any manner officers, employees, or agents of the City. Contractor may not incur or have the power to incur any debt, obligation, or liability whatever against City, or bind City in any manner. (b) No employee benefits will be available to Contractor in connection with the performance of this Agreement. Except for the fees paid to Contractor as provided in the Agreement, City will not pay salaries, wages, or other compensation to Contractor for performing services hereunder for City. City will not be liable for compensation or indemnification to Contractor for injury or sickness arising out of performing services hereunder. (c) Any and all employees or subcontractors of Contractor under this Agreement, while engaged in the performance of any work or services required by Contractor under this Agreement, will be considered employees or subcontractors of Contractor only and not of City. Any and all claims that may arise under the Workers’ Compensation Act on behalf of said employees or subcontractors, while so engaged and all claims made by a third party as a consequence of any negligent act or omission on the part of the Contractor’s employees or subcontractors, while so engaged in any of the work or services provided for or rendered herein will not be City’s obligation.

Attachment 2

15. PREVAILING WAGE
(a) Contractor agrees to comply with the requirements of California Labor Code sections 1810 through 1815.

Eight hours of labor constitutes a legal day’s work per Labor Code section 1810. Contractor will forfeit the statutory penalty to City for each worker employed in the execution of this Contract by Contractor or any subcontractor for each calendar day during which such worker is required or permitted to work more than eight hours in any one calendar day and 40 hours in any one calendar week in violation of the provisions of Labor Code sections 1810 through 1815.
(b) Copies of the determination of the Director of the Department of Industrial Relations of the prevailing rate of per diem wages for each craft, classification or type of worker needed to execute this Contract are available for download from the State website: http://www.dir.ca.gov/OPRL/dprewagedetermination.htm. (c) Contractor must post at the work site, or if there is no regular work site then at its principal office, for the duration of the Contract, a copy of the determination by the Director of the Department of Industrial Relations of the specified prevailing rate of per diem wages. (Labor Code § 1773.2.) When applicable, copies of the prevailing rate of per diem wages will be on file at City’s Department of Public Works and available to Contractor and any other interested party upon request.
(d) Contractor, and any subcontractor engaged by Contractor, may pay not less than the specified prevailing rate of per diem wages to all workers employed in the execution of the contract. (Labor Code § 1774.) Contractor is responsible for compliance with Labor Code section 1776 relative to the retention and inspection of payroll records.
(e) Contractor must comply with all provisions of Labor Code section 1775. Under Section 1775, Contractor will forfeit the statutory penalty to City for each worker employed in the execution of the Contract by Contractor or any subcontractor for each calendar day, or portion thereof, in which the worker is paid less than the prevailing rates. Contractor may also be liable to pay the difference between the prevailing wage rates and the amount paid to each worker for each calendar day, or portion thereof, for which each worker was paid less than the prevailing wage rate.
(f) Nothing in this Contract prevents Contractor or any subcontractor from employing properly registered apprentices in the execution of the Contract. Contractor is responsible for compliance with Labor Code section 1777.5 for all apprenticeable occupations. This statute requires that contractors and subcontractors must submit contract award information to the applicable joint apprenticeship committee, must employ apprentices in apprenticeable occupations in a ratio of not less than one hour of apprentice’s work for every five hours of labor performed by a journeyman (unless an exception is granted under § 1777.5), must contribute to the fund or funds in each craft or trade or a like amount to the California Apprenticeship Council, and that contractors and subcontractors must not discriminate among otherwise qualified employees as apprentices solely on the ground of sex, race, religion, creed, national origin, ancestry or color. Only apprentices defined in Labor Code section 3077, who are in training under apprenticeship standards and who have written apprentice contracts, may be employed on public works in apprenticeable occupations. (g) Contractor has reviewed and agrees to comply with any applicable provisions for any public work subject to Department of Industrial Relations (DIR) Monitoring and Enforcement of prevailing wages, including the registration requirements of Labor Code Section 1771.1(a) and the payroll record keeping requirements of Labor Code Section 1776. City hereby notifies Contractor that Contractor is responsible for submitting certified payroll records directly to the State Compliance Monitoring Unit (CMU). For further information concerning compliance monitoring please visit the website location at: http://www.dir.ca.gov/dlse/cmu/cmu.html. (h) Contractor must comply with Labor Code section 1771.1(a), which provides that Contractor may award any contracts and subcontracts for work that qualifies as a “public work” only to subcontractors which are at that time registered and qualified to perform public work pursuant to Labor Code section 1725.5. Contractor must obtain proof of such registration from all such subcontractors.” (i) If federal funds are used to pay for the Work, Contractor and any subcontractor agree to comply, as applicable, with the labor and reporting requirements of the Davis-Bacon Act (40 USC § 276a-7), the Copeland Act (40 USC § 276c and 18 USC §874), and the Contract Work Hours and Safety Standards Act (40 USC § 327 and following).

Attachment 2

16. NO BENEFIT TO ARISE TO LOCAL EMPLOYEES
No member, officer, or employee of City, or their designees or agents, and no public official who exercises authority over or responsibilities with respect to the Project during his/her tenure or for one year thereafter, may have any interest, direct or indirect, in any agreement or sub-agreement, or the proceeds thereof, for work to be performed in connection with the Project performed under this Agreement.

17. CONFLICT OF INTEREST
(a) Contractor must at all times avoid conflicts of interest, or the appearance of conflicts of interest, in the performance of this Contract.
(b) Contractor covenants that neither he/she nor any officer or principal of their firm have any interest in, or may acquire any interest, directly nor indirectly, which will conflict in any manner or degree with the performance of their services hereunder. Contractor further covenants that in the performance of this Agreement, no person having such interest may be employed by them as an officer, employee, agent, or subcontractor. Contractor further covenants that Contractor has not Contracted with nor is performing any services, directly or indirectly, with any developer(s) and/or property owner(s) and/or firm(s) and/or partnership(s) owning property in the City or the study area and further covenants and agrees that Contractor and/or its subcontractors will provide no service or enter into any agreement or agreements with a/any developer(s) and/or property owner(s) and/or firm(s) and/or partnership(s) owning property in the City or the study area prior to the completion of the work under this Agreement.
(c) If City determines Contractor comes within the definition of Consultant under the Political Reform Act (Government Code §87100 et seq.) Contractor must complete and file and must require any other person doing work under this Agreement to complete and file a "Statement of Economic Interest" with City disclosing Contractor’s and/or such other person’s financial interests.

18. NO WAIVER OF BREACH/TIME
The waiver by City of any breach of any term or promise contained in this Agreement will not be deemed to be a waiver of such term or provision or any subsequent breach of the same or any other term or promise contained in this Agreement. Time is of the essence in carrying out the duties hereunder.

19. CONFIDENTIAL INFORMATION/RELEASE OF INFORMATION
(a) All information gained by Contractor in performance of this Agreement will be considered confidential and may not be released by Contractor without City's prior written authorization. Contractor, its officers, employees, agents, or subcontractors, may not without written authorization from the City Administrator or unless requested by the City Attorney, voluntarily provide declarations, letters of support, testimony at depositions, response to interrogatories, or other information concerning the work performed under this Agreement or relating to any project or property located within the City. Response to a subpoena or court order will not be considered "voluntary" provided Contractor gives City notice of such court order or subpoena. (b) Contractor must promptly notify City, though the City Attorney’s office, should Contractor, its officers, employees, agents, or subcontractors be served with any summons, complaint, subpoena, notice of deposition, request for documents, interrogatories, request for admissions, or other discovery request, court order, or subpoena from any person or party regarding this Agreement and the work performed there under or with respect to any project or property located within the City. City retains the right, but has no obligation, to represent Contractor and/or be present at any deposition, hearing, or similar proceeding. Contractor agrees to cooperate fully with the City and City Attorney’s office and to provide the opportunity to review any response to discovery requests provided by Contractor. However, City's right to review any such response does not imply or mean the right by City or the City Attorney’s office to control, direct, or rewrite said response.

20. NOTICES
Any notices which either party may desire to give to the other party under this Agreement must be in writing and may be given either by (i) personal service, (ii) delivery by a reputable document delivery service, such as but not limited to, Federal Express, which provides a receipt showing date and time of delivery, or (iii) mailing in the United States Mail, certified mail, postage prepaid, return receipt requested, addressed to the address of the party as set forth below or at any other address as that party may later designate by notice:

Attachment 2
To City: Javier Hernandez
Project Manager
PO Box CC, Carmel-by-the-Sea, CA 93921
(831) 427-7665(o);(831) 975-7939(c)
[email protected]

To Contractor: Garth Gilmour
President
16060 Caputo Drive. Suite 120,
Morgan Hill Ce 95037
408-420-5501
[email protected]

21. THIRD PARTY BENEFICIARIES
Nothing contained in this Agreement may be construed to create, and the parties do not intend to create, any rights in third parties.

22. ASSIGNMENT
Contractor may not assign the performance of this Agreement, nor any part thereof, nor any monies due hereunder, without prior written consent of the City. Subject to the foregoing, all terms of the Agreement will be binding upon, enforceable by and inure to the benefit of the parties and their successors and assigns.

23. GOVERNING LAW
City and Contractor understand and agree that the laws of the State of California will govern the rights, obligations, duties, and liabilities of the parties to this Agreement and also govern the interpretation of this Agreement. Any litigation concerning this Agreement will take place in Monterey County, or the federal district court with jurisdiction over the City. Contractor agrees not to commence or prosecute any dispute arising out of or in connection with this Agreement other than in the aforementioned courts and irrevocably consents to the exclusive persona and in rem jurisdiction and venue of the aforementioned courts.

24. ATTORNEY’S FEES AND COURT VENUE
Should either party to this Agreement bring legal action against the other (formal judicial proceeding, mediation or arbitration) the party prevailing in such action may be entitled to a reasonable attorney's fee which may be fixed by the judge, mediator or arbitrator hearing the case, and such fee will be included in the judgment together with all costs.

25. AUTHORITY TO EXECUTE THIS AGREEMENT
The person or persons executing this Agreement on behalf of Contractor warrants and represents that he/she has the authority to execute this Agreement on behalf of the Contractor and has the authority to bind Contractor to the performance of its obligations hereunder.

26. ENTIRE AGREEMENT
This Agreement contains the entire understanding between the parties relating to the obligations of the parties described in this Agreement. All prior or contemporaneous agreements, understandings, representations, and statements, oral or written, are merged into this Agreement and will be of no further force or effect. Each party is entering into this Agreement based solely upon the representations set forth herein and upon each party's own independent investigation of any and all facts such party deems material.

27. CLAYTON AND CARTWRIGHT ACT ASSIGNMENTS.

In entering into this Contract or a contract with a subcontractor to supply goods, services, or materials pursuant to this Contract for the Project, Contractor and any subcontractor will be deemed to have offered and agreed to assign to City all rights, title, and interest in and to all causes of action it may have under Section 4 of the Clayton Act (15 U.S.C. Sec. 15) or under the Cartwright Act (Chapter 2, commencing with Section 16700 of Part 2 of Division 7 of the California Business and Professions Code), arising from purchases of goods, services, or materials for the Project. This assignment will be deemed made and will become effective at the time City tenders final payment to Contractor, without further acknowledgement by the Parties.

Attachment 2

28. AGREEMENT CONTAINS ALL UNDERSTANDINGS: AMENDMENT
(a) This document represents the entire and integrated Agreement between City and Contractor, and supersedes all prior negotiations, representations and agreements, either written or oral. (b) Any modification or amendment to this Agreement must be in writing. (c) Neither City nor Contractor will be deemed to have waived any obligation of the other, or to have agreed to any modification to this Agreement unless it is in writing, and signed by the party giving the waiver.

29. SEVERABILITY
If any term of this Agreement is held invalid by a court of competent jurisdiction or arbitrator the remainder of this Agreement will remain in effect.

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

CITY OF CARMEL-BY-THE-SEA:

By: _________________________________
City Administrator
Date: ___________________
CONTRACTOR:

By: _________________________________
_________________________________
(Printed Name)
ATTEST:

By: _________________________________
Nova Romero, MMC, City Clerk
Date: ___________________
Date: ___________________
APRROVED AS TO FORM:

By: _________________________________
Brian A. Pierik, City Attorney
Date: ___________________
Attachment 2
We have prepared a quote for you
Carmel by the Sea - Police Department Access
Control and Door upgrade
Quote # Q-NK006688
Version 3
Prepared for:

Carmel By the Sea
Joel Staker
[email protected]
Attachment 2
- MANAGED SERVICES
- VIDEO SURVEILLANCE
- WIRELESS
Wednesday, March 19, 2025
Carmel By the Sea
Joel Staker
Junipero Ave & 4th Ave
Carmel by the sea, CA 93923
[email protected]
Dear Joel,
We are thrilled to present this comprehensive proposal. At QOVO, we firmly believe that our customers are the driving force behind our success, and we take immense pride in serving their needs.

Project Overview: Installation of Verkada Access Control and Intercom at the Carmel by the Sea Police Station.

Replacement doors with Access control:

1. Interior Lobby Doors

2. Door at Stair Well

3. Dutch Door in the basement on the new Evidence room

4. Interior Evidence Dutch door replacement
Access Control Doors:

Additionally we will be replacing existing lock hardware and adding intercoms to the two doors listed below:

1. All doors mentioned above in replacement

2. Front Double glass lobby door

3. Back parking lot door
Cameras:

1. Add a CM42 Mini dome 5 MP Camera in interrogation room

2. Add a CM42 Mini dome 5 MP Camera in back Evidence room

3. Move the existing CD series camera in the evidence room to the new evidence room Additional Requests:

Move existing Environmental sensor and camera from existing evidence room to new evidence room.

This proposal includes 5-year Verkada licensing for all Verkada Hardware and cabling installation to all doors.

As an approved CMAS vendor, QOVO Solutions, Inc. offers CMAS-approved hardware and services. All pricing will be at the agreed CMAS rates, ensuring cost-effectiveness and transparency.

We appreciate the opportunity to present this proposal and demonstrate our commitment to meeting your security needs. QOVO Solutions, Inc. looks forward to delivering a cutting-edge security solution backed by our expertise, professionalism, and dedication to customer satisfaction
Quote #Q-NK006688 v3 16060 Caputo Drive - Suite 120 - Morgan Hill - CA 95037 - Main 844-768-6462 - Lic #1058025 Page: 2 of 14 Attachment 2
- MANAGED SERVICES
- VIDEO SURVEILLANCE
- WIRELESS
Please do not hesitate to contact us if you have any questions or require further clarification.

Sincerely,
All work products included in this proposal and any related documents, diagrams, or communications are confidential and are considered the work product of QOVO Solutions, Inc, as such that cannot be distributed outside of the intended organization without the explicit approval of the executive management team at QOVO Solutions, Inc. Any use of our work product will result in an immediate reimbursement to QOVO Solutions, Inc. of no less than $3,500.00 and not to exceed $10,000.00.

Nick Kygar
Sales
QOVO Solutions, Inc.

Quote #Q-NK006688 v3 16060 Caputo Drive - Suite 120 - Morgan Hill - CA 95037 - Main 844-768-6462 - Lic #1058025 Page: 3 of 14 Attachment 2
- MANAGED SERVICES
- VIDEO SURVEILLANCE
- WIRELESS

VERKADA CAMERA HARDWARE
Line# Qty Description

1.1 2 CM42-256-HW Verkada CM42 Indoor Mini Dome Camera, 5MP, Fixed Lens, 256GB of Storage, Maximum 30 Days of Retention

1.2 1 Misc Material Velcro, zip ties, pulling lubricant, string, chains, j-hooks, rod hanger, threaded rod , unistrut, screws, consumables

1.3 2 IC1078F6WH ICC Cat 6 HD Modular Connector, White
ICC Cat 6 HD Modular Connector, White - 1 x RJ-45
Female - Black

1.4 2 PCSL04-black Cat 6 Molded Patch Cord 4'
Category 6 for Network Device - Patch Cable - 3 ft - 25 Pack - 1 x RJ-45 Male Network - 1 x RJ-45 Male Network - Gold Plated Contact - Blue

1.5 2 202010J RJ45 Pass through Connector

1.6 2 0E-CAT6PWH Plenum - Cat6 4 pair UTP ethernet cable WHT BOX 23/4 C6 CMP/FT6 WHT 1M RL/BOX
Subtotal: $2,015.04
Estimated Tax: $150.35

VERKADA ACCESS CONTROL HARDWARE
Line# Qty Description

2.1 2 AC42-HW Verkada AC42 4-Door controller
4-Door controller
Quote #Q-NK006688 v3 16060 Caputo Drive - Suite 120 - Morgan Hill - CA 95037 - Main 844-768-6462 - Lic #1058025 Page: 4 of 14 Attachment 2
- MANAGED SERVICES
- VIDEO SURVEILLANCE
- WIRELESS

VERKADA ACCESS CONTROL HARDWARE
Line# Qty Description

2.2 4 AD34-HW Verkada AD34 Access Control Door Reader
Verkada AD34 Access Control Door Reader

2.3 1 TD33-HW TD33 Video Intercom
TD33 Video Intercom

2.4 1 TD53–HW TD53 Video Intercom Reader
TD53 Video Intercom Reader

2.5 1 ACC-INT-SURF Intercom Surface Mount
Intercom Surface Mount

2.6 1 ACCX-TBL-1 10.2 inch iPad 64Gb

2.7 1 ACCX-TBL-STD-1 iPad Stand

2.8 1 ACC-EV3-1 100 Verkada Encrypted Cards
100 Verkada Encrypted Cards

2.9 6 0E-RXDST Wbox Request-to-Exit Sensor with Sequential Triggering, Gray Wbox Request-to-Exit Sensor with Sequential
Triggering, Gray
Quote #Q-NK006688 v3 16060 Caputo Drive - Suite 120 - Morgan Hill - CA 95037 - Main 844-768-6462 - Lic #1058025 Page: 5 of 14 Attachment 2
- MANAGED SERVICES
- VIDEO SURVEILLANCE
- WIRELESS

VERKADA ACCESS CONTROL HARDWARE
Line# Qty Description

2.10 1 0E-DC1651W10 3/8" Stubby Press Fit Contact w/Magnet 10pk

2.11 3 31965002 Genesis Plenum Composite Access Control Cable, 500'

2.12 1 Misc Material Velcro, zip ties, pulling lubricant, string, chains, j-hooks, rod hanger, threaded rod , unistrut, screws, consumables

2.13 1 Conduit Conduit, bell boxes, J-Boxes, Fittings, elbows, and mounting straps
Conduit, Mounting Boxes, Velcro, zip ties. Mounting
screws and unistrut.

2.14 2 ACC-BAT-4AH Verkada 4AH Backup Battery for AC41

2.15 2 NP7-12 Yuasa General Purpose Battery - For Multipurpose - Battery Rechargeable - 12 V DC - 7000 mAh - Sealed Lead Acid (SLA)

2.16 2 AL600ULACM 6AMP 12/24VDC PS W/ACM8 8 OTPT

2.17 4 IC1078F6WH ICC Cat 6 HD Modular Connector, White ICC Cat 6 HD Modular Connector, White - 1 x RJ-45
Female - Black
Quote #Q-NK006688 v3 16060 Caputo Drive - Suite 120 - Morgan Hill - CA 95037 - Main 844-768-6462 - Lic #1058025 Page: 6 of 14 Attachment 2
- MANAGED SERVICES
- VIDEO SURVEILLANCE
- WIRELESS

VERKADA ACCESS CONTROL HARDWARE
Line# Qty Description

2.18 4 PCSL04-black Cat 6 Molded Patch Cord 4'
Category 6 for Network Device - Patch Cable - 3 ft - 25 Pack - 1 x RJ-45 Male Network - 1 x RJ-45 Male Network - Gold Plated Contact - Blue

2.19 4 202010J RJ45 Pass through Connector
Subtotal: $12,839.10
Estimated Tax: $964.42
VERKADA LICENSING 2024
Line# Qty Description

3.1 2 LIC-CAM-5Y Verkada 5-Year Camera License

3.2 6 LIC-AC-5Y Verkada 5-Year Access Control License

3.3 2 LIC-TD-5Y Verkada 5-Year Intercom License

3.4 1 LIC-TX-5Y Verkada 5-Year Desk Station App License Subtotal: $8,631.20
Quote #Q-NK006688 v3 16060 Caputo Drive - Suite 120 - Morgan Hill - CA 95037 - Main 844-768-6462 - Lic #1058025 Page: 7 of 14 Attachment 2
- MANAGED SERVICES
- VIDEO SURVEILLANCE
- WIRELESS

QOVO PROFESSIONAL SERVICES
Line# Qty Description

4.1 1 PS-MGMT QOVO Solutions Project management
Project management
Quote #Q-NK006688 v3 16060 Caputo Drive - Suite 120 - Morgan Hill - CA 95037 - Main 844-768-6462 - Lic #1058025 Page: 8 of 14 Attachment 2
- MANAGED SERVICES
- VIDEO SURVEILLANCE
- WIRELESS

QOVO PROFESSIONAL SERVICES
Line# Qty Description

4.2 1 PS-FIELD-TEAM Field Service Technician
Wiring for 3 - Cameras, 2 - Intercoms, and 6 - Doors
· Pulling of CAT6 network cable or Access Control Wire from nearest MDF/IDF to camera maximum run length 330ft following BICSI and TIA standards and practices
· Installation of j-Hooks and mounting cable above drop tile ceiling · Run Wire above ceiling tile, crawl space, open ceilings, or trough single open bay
· Termination of cable ends into Keystones/RJ45
· Patch cords run from patch panel to network switch
· Punch down cable into patch panel
· Wire concealment including clean and tidy cable dressings and fixings
· Penetrate interior wall or ceilings
· Install fire caulk and proper penetration on fire rated walls · Labeling of all cabling
Camera Mounting and Configuration of 3 - Cameras
· Mounting of cameras
· Mounting of arm mounts, L-brackets, and all required hardware for cameras
· Work with the client to adjust cameras to desired FOV and final placement (Sales Team will have assisted with this in the mapping phase of quoting)
· Cross referenced camera information into all documentation (Serial Number, and Location)
· Weatherproofing of all cabling and hardware
· Camera naming in dashboard
· Configure and assist with required alerts such as motion detection sensitivity, line crossing, and other analytic requests Access Control Mounting and Configuration of 2 Access Control Units
· Mounting of (2) Access Control Units (ACU)
· Remove existing ACU (When Applicable)
· Wire concealment including clean and tidy cable dressings and fixings
· Punch down and label all cabling into new ACU
· Access control accessory installation (Readers, Door Contacts, Requests to Exit)
· Check Accessory functionality (Readers, Door Contacts, Requests to Exit)
· Cross referenced Access control information into all documentation (Serial Number, and Location)
· Installation and wiring of additional power supply (AL400/AL600) (When Requires and Sold)
Installation of 2 Verkada Intercom and configuration
· This includes all cabling mentioned above in wiring
· Mounting and Set up of (2) Verkada Intercoms
Quote #Q-NK006688 v3 16060 Caputo Drive - Suite 120 - Morgan Hill - CA 95037 - Main 844-768-6462 - Lic #1058025 Page: 9 of 14 Attachment 2
- MANAGED SERVICES
- VIDEO SURVEILLANCE
- WIRELESS

QOVO PROFESSIONAL SERVICES
Line# Qty Description

4.3 1 PS-TRIP Truck roll and gas
Costs for travel expenses of the Network
specialist.

4.4 1 PS-LOCKSMITH Installation of door and lock and hardware Replacement of three doors:

Interior Lobby Doors
3’ x 6’ 8” RH door with 12” x 12” vision lite.

ND80LD RHO 626 lock, Von Duprin 6211 EL strike and LCN 1461 closer.

Door at Stair Well
3’ x 6’ 8” LH door with 12” x 12” vision lite.

ND80LD RHO 626 lock, Von Duprin 6211 EL strike and LCN 1461 closer.

New Evidence room doors to replace dutch doors
3’ x 6’ 8” LH door
ND80LD RHO 626 lock, Von Duprin 6211 EL strike and LCN 1461 closer.

Cut in slot and reinstall evidence box.

Provide and Install new lock hardware on:

Back Entrance Door
Front Glass Double Doors
Subtotal: $56,482.31

SHIPPING
Line# Qty Description

5.1 1 SHIPPING SHIPPING

SHIPPING
NOTES
Line# Qty Description

6.1 1 Note Terms and Conditions Taxes, shipping, handling and other fee Terms and Conditions Taxes, shipping, handling and other fees may apply. We reserve the right to cancel orders arising from
pricing or other errors. All orders paid by Credit Card will incur and 3% handling and convenience fee.

Quote #Q-NK006688 v3 16060 Caputo Drive - Suite 120 - Morgan Hill - CA 95037 - Main 844-768-6462 - Lic #1058025 Page: 10 of 14 Attachment 2
- MANAGED SERVICES
- VIDEO SURVEILLANCE
- WIRELESS
NOTES
Line# Qty Description

6.2 1 Note
Please note that the proposed system needs to have a Basic High Speed Internet to configure, control to be functional. This allows for remote monitoring and visibility to the camera system.

The cloud model is to remove the need for a local DVR/Machine that draws power and requires maintenance and updates. The High Speed internet can be shared with other facility uses such as Access Control Systems and other shared services.

6.3 1 Note
Pricing in this proposal is based on the proposed quantity and scope of work. In the event that the proposed quantities change the proposed pricing will be adjusted to reflect the revised quantities and scope of work.

Discounts in this proposal as based on the proposed hardware and licensing quantities.

QOVO retains the right to adjust discounts as quantities on hardware and licensing items change.

6.4 1 Exclusion
Qovo Solutions Inc is not providing high speed internet or managed services unless otherwise noted with in this quote.

6.5 6 Note - IDF Power
Each MDF/IDF location will need access to 1 power outlet

6.6 1 Exclusion 110volt
Pwr
All 110volt power in each MPOE closets are to be provided by electrical contractor.

6.7 1 Note
This proposal including all elements, diagrams, documents, and communications are considered the proprietary work product of QOVO Solutions, Inc. Any dissemination of these documents beyond the intended recipients and related entities will be considered a violation of a confidentiality agreement and any items related to this proposal cannot be disclosed to any third party without the express written permission of QOVO Solutions, inc.

6.8 1 Note QOVO Solutions will use existing cabling pathways. If pathwa QOVO Solutions will use existing cabling pathways. If pathways are unusable there may be additional cost to the customer.

6.9 1 Note
The client is responsible for providing network switch ports with PoE and DHCP Quote #Q-NK006688 v3 16060 Caputo Drive - Suite 120 - Morgan Hill - CA 95037 - Main 844-768-6462 - Lic #1058025 Page: 11 of 14 Attachment 2
- MANAGED SERVICES
- VIDEO SURVEILLANCE
- WIRELESS
Quote #Q-NK006688 v3 16060 Caputo Drive - Suite 120 - Morgan Hill - CA 95037 - Main 844-768-6462 - Lic #1058025 Page: 12 of 14 Attachment 2
- MANAGED SERVICES
- VIDEO SURVEILLANCE
- WIRELESS
Carmel by the Sea - Police Department Access Control and Door upgrade Prepared by: Prepared for: Quote Information:

QOVO Solutions, Inc. Carmel By the Sea Quote #: Q-NK006688 Nick Kygar
844-768-6462
Fax 408-877-1606
[email protected]
Junipero Ave & 4th Ave
Carmel by the sea, CA 93923
Joel Staker
831-620-2025
[email protected]
Version: 3
Delivery Date: 03/19/2025
Expiration Date: 03/31/2025
Quote Summary
Description Amount
VERKADA CAMERA HARDWARE $2,015.04
VERKADA ACCESS CONTROL HARDWARE $12,839.10
VERKADA LICENSING 2024 $8,631.20
QOVO PROFESSIONAL SERVICES $56,482.31
Subtotal: $79,967.65
Estimated Tax: $1,114.77
Total: $81,082.42
Payment Details
Description Payments Interval Amount
Hardware / Licensing
Hardware / Licensing Billed Upon Deliver 1 One-Time $22,434.72 Progress Billing
Progress Billing @ 100% Completion 1 One-Time $56,482.31 Quote #Q-NK006688 v3 16060 Caputo Drive - Suite 120 - Morgan Hill - CA 95037 - Main 844-768-6462 - Lic #1058025 Page: 13 of 14 Attachment 2
- MANAGED SERVICES
- VIDEO SURVEILLANCE
- WIRELESS

TERMS AND CONDITIONS
PRICING:

Quote is valid for 30 days from issuance.

PAYMENT TERMS: Net 30
Taxes, shipping, handling and other fees may apply, actual amounts will be provided upon invoicing. Unless otherwise agreed in writing by QOVO Solutions Inc. all invoices are payable with twenty-one (21) days of the date of invoice. All hardware, software, and/or manufacturer related services will be invoiced upon shipment from the manufacturer. We reserve the right to cancel orders arising from pricing or other errors.

LATE PAYMENT POLICY:

Penalties will be applied to all late payment of 3% of the outstanding value.

PURCHASE ORDERS:

In the event your company does not issue Purchase Orders (PO), please utilize the signature option below. Your signature below is considered equivalent to your signed Purchase Order. With your acceptance, you are also signing and agreeing to the purchase of the products and services included and the terms and conditions of this quote. If you have any questions, please contact your sales representative directly.

COMMUNICATIONS:

The information contained in this transmission may be confidential. Any disclosure, copying, or further distribution of confidential information is not permitted unless such privilege is explicitly granted in writing by QOVO Solutions, Inc.(QSI). QSI reserves the right to have electronic communications, including email and attachments, sent across its networks filtered through anti-virus and spam software programs and retain such messages in order to comply with applicable data security and retention requirements. QSI is not responsible for the proper and complete transmission of the substance of this communication or for any delay in its receipt.

QOVO Solutions, Inc. Carmel By the Sea
Signature:

Name: Nick Kygar
Title: Sales
Date: 03/19/2025
Signature:

Name: Joel Staker
Date:

Quote #Q-NK006688 v3 16060 Caputo Drive - Suite 120 - Morgan Hill - CA 95037 - Main 844-768-6462 - Lic #1058025 Page: 14 of 14 Attachment 2
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Attachment 2

CITY OF CARMEL-BY-THE-SEA

CITY COUNCIL
Staff Report
May 5, 2025

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

Receive the Carmel Police Department's 2024 Military Equipment Annual Report per AB 481
RECOMMENDATION:

Receive the Carmel Police Department's 2024 Military Equipment Annual Report per AB 481 BACKGROUND/SUMMARY:

Background on Assembly Bill 481 (AB 481)
On September 30, 2021, California enacted Assembly Bill 481 (AB 481) to increase transparency, oversight, and community involvement regarding the use of military equipment by law enforcement agencies. The law requires agencies to publicly disclose, justify, and report on the acquisition and use of military equipment. The full text of AB 481 is included as Attachment 1.

Key Requirements of AB 481
AB 481 requires the governing body of each law enforcement agency to:

Adopt a publicly reviewed and approved Military Equipment Use Policy through ordinance.

Prepare and submit an Annual Military Equipment Report for all approved equipment, which must be made available online.

Hold at least one public community engagement meeting within 30 days of releasing the annual report.

Carmel-by-the-Sea Police Department’s Implementation
In compliance with AB 481, the Carmel City Council adopted Ordinance No. 2024-001 on July 9, 2024.

This ordinance established Carmel Police Department’s (CPD) Policy 701 (Attachment 2), which outlines the department’s rules for acquiring and using military equipment. The policy is also available on the City’s website: https://ci.carmel.ca.us/post/police-standard-policies-and-practices CPD published its first Annual Military Equipment Report (Attachment 3) on April 14, 2025, which includes required data such as:

Types of military equipment in use.

Authorized purposes and usage.

Frequency of use and any associated incidents.

Fiscal impacts and equipment lifespan.

Public Engagement
To encourage transparency and public input, CPD held a community meeting on April 16, 2025, at the Council Chambers. The purpose was to present and discuss the 2024 Military Equipment Use Report and answer questions from the public. The community meeting presentation slides are included as Attachment

4. Definition of Military Equipment under AB 481
AB 481 defines 15 categories of military equipment subject to regulation. These include, but are not limited to the following categories:

1. Unmanned, remotely piloted, powered aerial or ground vehicles.

2. Mine-resistant ambush-protected (MRAP) vehicles or armored personnel carriers.

3. High mobility multipurpose wheeled vehicles (HMMWV), two-and-one-half-ton trucks, five-ton trucks, or wheeled vehicles that have a breaching or entry apparatus attached.

4. Tracked armored vehicles that provide ballistic protection to their occupants .

5. Command and control vehicles that are either built or modified to facilitate the operational control and direction of public safety units.

6. Weaponized aircraft, vessels, or vehicles of any kind.

7. Battering rams, slugs, and breaching apparatuses that are explosive in nature.

8. Firearms of .50 caliber or greater, excluding standard-issue shotguns.

9. Ammunition of .50 caliber or greater, excluding standard-issue shotgun ammunition.

10. Specialized firearms and ammunition of less than .50 caliber, including firearms and accessories identified as assault weapons in Penal Code § 30510 and Penal Code §30515, excluding standardissue service weapons.

11. Any firearm or firearm accessory that is designed to launch explosive projectiles.

12. Noise-flash diversionary devices (flashbangs), explosive breaching tools, tear gas, and pepper balls.

13. TASER® Shockwave, microwave weapons, water cannons, and long-range acoustic devices.

14. Kinetic energy weapons and munitions.

15. Any other equipment as determined by a governing body or a state agency to require additional oversight.

CPD’s Current Inventory
CPD currently maintains equipment under two categories:

Category 10: Specialized firearms and ammunition (under .50 caliber but designated as assault weapons per Penal Code §§ 30510 and 30515).

The CPD has 6 (six) Colt M4-AR15 Style Semi-Automatic Rifles.

Category 15: Other equipment identified by the City as needing oversight.

The CPD has 4 (four) Keltec KSG Shotguns - Converted for Less Lethal Applications Annual Report Summary
Uses:
1) In October 2024, CPD utilized the Keltec KSG less-lethal launcher. It was deployed in attempt to avoid lethal options during what became an Officer Involved Shooting.

This was the only deployment for this tool in 2024. It was a one-item deployment. 2) The Colt M4-AR15 Style Semi-Automatic rifle deployments were for qualification and training purposes only in 2024.

Monterey Peninsula Regional Special Response Unit (MPSRU):

CPD Participates
MPSRU Uses Military Equipment
CPD does not own any Military Equipment in use by SRU
Equipment Maintenance:

Costs to maintain current items:

Annual costs for ammunition: $2527.50 for rifle rounds.

CPD anticipates spending approximately $1500 in less-lethal rounds for training and use.

The full inventory, including purpose, authorized use, fiscal cost, and expected lifespan of the CPD owned Military Equipment is detailed in Attachment 3.

Ongoing Transparency and Accountability
CPD is committed to annual reporting and public transparency. Each yearly report will document:

Use and deployment of military equipment.

Public complaints and internal investigations.

Costs and effectiveness of the equipment.

Compliance with Policy 701.

These reports will remain available on the department’s website as long as the equipment is in use.

FISCAL IMPACT:

None for this action
PRIOR CITY COUNCIL ACTION:

On July 9, 2024, City Council adopted Ordinance No. 2024-001, adopting a Military Equipment Use Policy.

ATTACHMENTS:

Attachment 1) AB 481 Text
Attachment 2) CPD Military Equipment Policy 701
Attachment 3) CPD Military Equipment List - April 2025
Attachment 4) April 16, 2025, CPD Community Meeting Presentation Slides Assembly Bill No. 481
CHAPTER 406
An act to add Chapter 12.8 (commencing with Section 7070) to Division 7 of Title 1 of the Government Code, relating to military equipment. [Approved by Governor September 30, 2021. Filed with
Secretary of State September 30, 2021.]
legislative counsel’s digest
AB 481, Chiu. Law enforcement and state agencies: military equipment:
funding, acquisition, and use.

Existing law designates the Department of General Services as the agency for the State of California responsible for distribution of federal surplus personal property, excepting food commodities, and requires the department to, among other things, do all things necessary to the execution of its powers and duties as the state agency for the distribution of federal personal surplus property, excepting food commodities, in accordance with specified federal law. Existing law, the Federal Surplus Property Acquisition Law of 1945, authorizes a local agency, as defined, to acquire surplus federal property without regard to any law which requires posting of notices or advertising for bids, inviting or receiving bids, or delivery of purchases before payment, or which prevents the local agency from bidding on federal surplus property.

Existing federal law authorizes the Department of Defense to transfer surplus personal property, including arms and ammunition, to federal or state agencies for use in law enforcement activities, subject to specified conditions, at no cost to the acquiring agency.

This bill would require a law enforcement agency, defined to include specified entities, to obtain approval of the applicable governing body, by adoption of a military equipment use policy, as specified, by ordinance at a regular meeting held pursuant to specified open meeting laws, prior to taking certain actions relating to the funding, acquisition, or use of military equipment, as defined. The bill would also require similar approval for the continued use of military equipment acquired prior to January 1, 2022. The bill would allow the governing body to approve the funding, acquisition, or use of military equipment within its jurisdiction only if it determines that the military equipment meets specified standards. The bill would require the governing body to annually review the ordinance and to either disapprove a renewal of the authorization for a type, as defined, of military equipment or amend the military equipment use policy if it determines, based on an annual military equipment report prepared by the law enforcement agency, as provided, that the military equipment does not comply with the above-described standards for approval. The bill would specify these provisions do not preclude a county or local municipality from implementing

92 Attachment 1
additional requirements and standards related to the purchase, use, and reporting of military equipment by local law enforcement agencies.

This bill would also require a state agency, as defined, to create a military equipment use policy before engaging in certain activities, publish the policy on the agency’s internet website, and provide a copy of the policy to the Governor or the Governor’s designee, as specified. The bill would also require a state agency that seeks to continue use of military equipment acquired prior to January 1, 2022, to create a military equipment use policy.

This bill would also include findings that the changes proposed by this bill address a matter of statewide concern rather than a municipal affair and, therefore, apply to all cities, including charter cities.

By adding to the duties of local officials with respect to the funding, acquisition, and use of military equipment, this bill would impose a state-mandated local program.

The California Constitution requires local agencies, for the purpose of ensuring public access to the meetings of public bodies and the writings of public officials and agencies, to comply with a statutory enactment that amends or enacts laws relating to public records or open meetings and contains findings demonstrating that the enactment furthers the constitutional requirements relating to this purpose.

This bill would make legislative findings to that effect.

The California Constitution requires the state to reimburse local agencies and school districts for certain costs mandated by the state. Statutory provisions establish procedures for making that reimbursement.

This bill would provide that no reimbursement is required by this act for a specified reason.

The people of the State of California do enact as follows:

SECTION 1. The Legislature finds and declares all of the following:
(a)  The acquisition of military equipment and its deployment in our communities adversely impacts the public’s safety and welfare, including increased risk of civilian deaths, significant risks to civil rights, civil liberties, and physical and psychological well-being, and incurment of significant financial costs. Military equipment is more frequently deployed in low-income Black and Brown communities, meaning the risks and impacts of police militarization are experienced most acutely in marginalized communities.
(b)  The public has a right to know about any funding, acquisition, or use of military equipment by state or local government officials, as well as a right to participate in any government agency’s decision to fund, acquire, or use such equipment.
(c)  Decisions regarding whether and how military equipment is funded, acquired, or used should give strong consideration to the public’s welfare, safety, civil rights, and civil liberties, and should be based on meaningful public input.
92 Ch. 406 — 2 —
Attachment 1
(d)  Le
gally enforceable safeguards, including transparency, oversight, and accountability measures, must be in place to protect the public’s welfare, safety, civil rights, and civil liberties before military equipment is funded, acquired, or used.
(e)  The lack of a public forum to discuss the acquisition of military equipment jeopardizes the relationship police have with the community, which can be undermined when law enforcement is seen as an occupying force rather than a public safety service.

SEC. 2. Chapter 12.8 (commencing with Section 7070) is added to Division 7 of Title 1 of the Government Code, to read:

Chapter 12.8. Funding,Acquisition, and Use of Military
Equipment
7070.For purposes of this chapter, the following definitions shall apply:
(a)  “Governing body” means the elected body that oversees a law enforcement agency or, if there is no elected body that directly oversees the law enforcement agency, the appointed body that oversees a law enforcement agency. In the case of a law enforcement agency of a county, including a sheriff’s department or a district attorney’s office, “governing body” means the board of supervisors of the county.
(b)  “Law enforcement agency” means any of the following:
(1)  A police department, including the police department of a transit agency, school district, or any campus of the University of California, the California State University, or California Community Colleges. (2)  A sheriff’s department.
(3)  A district attorney’s office.
(4)  A county probation department.
(c)  “Military equipment” means the following:
(1)  Unmanned, remotely piloted, powered aerial or ground vehicles. (2)  Mine-resistant ambush-protected (MRAP) vehicles or armored personnel carriers. However, police versions of standard consumer vehicles are specifically excluded from this subdivision.
(3)  High mobility multipurpose wheeled vehicles (HMMWV), commonly referred to as Humvees, two and one-half-ton trucks, five-ton trucks, or wheeled vehicles that have a breaching or entry apparatus attached. However, unarmored all-terrain vehicles (ATVs) and motorized dirt bikes are specifically excluded from this subdivision.
(4)  Tracked armored vehicles that provide ballistic protection to their occupants and utilize a tracked system instead of wheels for forward motion. (5)  Command and control vehicles that are either built or modified to facilitate the operational control and direction of public safety units. (6)  Weaponized aircraft, vessels, or vehicles of any kind. (7)  Battering rams, slugs, and breaching apparatuses that are explosive in nature. However, items designed to remove a lock, such as bolt cutters, 92 — 3 — Ch. 406
Attachment 1
or a handheld ram designed to be operated by one person, are specifically excluded from this subdivision. (8)  Firearms of .50 caliber or greater. However, standard issue shotguns are specifically excluded from this subdivision.
(9)  Ammunition of .50 caliber or greater. However, standard issue shotgun ammunition is specifically excluded from this subdivision. (10)  Specialized firearms and ammunition of less than .50 caliber, including assault weapons as defined in Sections 30510 and 30515 of the Penal Code, with the exception of standard issue service weapons and ammunition of less than .50 caliber that are issued to officers, agents, or employees of a law enforcement agency or a state agency. (11)  Any firearm or firearm accessory that is designed to launch explosive projectiles.
(12)  “Flashbang” grenades and explosive breaching tools, “tear gas,” and “pepper balls,” excluding standard, service-issued handheld pepper spray.
(13)  Taser Shockwave, microwave weapons, water cannons, and the Long Range Acoustic Device (LRAD).
(14)  The following projectile launch platforms and their associated munitions: 40mm projectile launchers, “bean bag,” rubber bullet, and specialty impact munition (SIM) weapons.
(15)  Any other equipment as determined by a governing body or a state agency to require additional oversight.
(16)  Notwithstanding paragraphs (1) through (15), “military equipment” does not include general equipment not designated as prohibited or controlled by the federal Defense Logistics Agency.
(d)  “Military equipment use policy” means a publicly released, written document governing the use of military equipment by a law enforcement agency or a state agency that addresses, at a minimum, all of the following:
(1)  A description of each type of military equipment, the quantity sought, its capabilities, expected lifespan, and product descriptions from the manufacturer of the military equipment.
(2)  The purposes and authorized uses for which the law enforcement agency or the state agency proposes to use each type of military equipment. (3)  The fiscal impact of each type of military equipment, including the initial costs of obtaining the equipment and estimated annual costs of maintaining the equipment.
(4)  The legal and procedural rules that govern each authorized use. (5)  The training, including any course required by the Commission on Peace Officer Standards and Training, that must be completed before any officer, agent, or employee of the law enforcement agency or the state agency is allowed to use each specific type of military equipment to ensure the full protection of the public’s welfare, safety, civil rights, and civil liberties and full adherence to the military equipment use policy.
(6)  The mechanisms to ensure compliance with the military equipment use policy, including which independent persons or entities have oversight 92 Ch. 406 — 4 —
Attachment 1
authority, and, if applicable, what le
gally enforceable sanctions are put in
place for violations of the policy.
(7)  For a law enforcement agency, the procedures by which members of the public may register complaints or concerns or submit questions about the use of each specific type of military equipment, and how the law enforcement agency will ensure that each complaint, concern, or question receives a response in a timely manner.
(e)  “State agency” means the law enforcement division of every state office, officer, department, division, bureau, board, and commission or other state body or agency, except those agencies provided for in Article IV (except Section 20 thereof) or Article VI of the California Constitution. (f)  “Type” means each item that shares the same manufacturer model number.
7071. (a)  (1)  A law enforcement agency shall obtain approval of the governing body, by an ordinance adopting a military equipment use policy at a regular meeting of the governing body held pursuant to the Bagley-Keene Open Meeting Act (Article 9 (commencing with Section 11120) of Chapter 1 of Part 1 of Division 3 of Title 2) or the Ralph M.

Brown Act (Chapter 9 (commencing with Section 54950) of Part 1 of Division 2 of Title 5), as applicable, prior to engaging in any of the following:
(A)  Requesting military equipment made available pursuant to Section 2576a of Title 10 of the United States Code.
(B)  Seeking funds for military equipment, including, but not limited to, applying for a grant, soliciting or accepting private, local, state, or federal funds, in-kind donations, or other donations or transfers. (C)  Acquiring military equipment either permanently or temporarily, including by borrowing or leasing.
(D)  Collaborating with another law enforcement agency in the deployment or other use of military equipment within the territorial jurisdiction of the governing body.
(E)  Using any new or existing military equipment for a purpose, in a manner, or by a person not previously approved by the governing body pursuant to this chapter.
(F)  Soliciting or responding to a proposal for, or entering into an agreement with, any other person or entity to seek funds for, apply to receive, acquire, use, or collaborate in the use of, military equipment. (G)  Acquiring military equipment through any means not provided by this paragraph.
(2)  No later than May 1, 2022, a law enforcement agency seeking to continue the use of any military equipment that was acquired prior to January 1, 2022, shall commence a governing body approval process in accordance with this section. If the governing body does not approve the continuing use of military equipment, including by adoption pursuant to this subdivision of a military equipment use policy submitted pursuant to subdivision (b), within 180 days of submission of the proposed military equipment use policy to the governing body, the law enforcement agency shall cease its use of 92 — 5 — Ch. 406
Attachment 1
the military equipment until it recei
ves the approval of the governing body
in accordance with this section.
(b)  In seeking the approval of the governing body pursuant to subdivision (a), a law enforcement agency shall submit a proposed military equipment use policy to the governing body and make those documents available on the law enforcement agency’s internet website at least 30 days prior to any public hearing concerning the military equipment at issue. (c)  The governing body shall consider a proposed military equipment use policy as an agenda item for an open session of a regular meeting and provide for public comment in accordance with the Bagley-Keene Open Meeting Act (Article 9 (commencing with Section 11120) of Chapter 1 of Part 1 of Division 3 of Title 2) or the Ralph M. Brown Act (Chapter 9 (commencing with Section 54950) of Part 1 of Division 2 of Title 5), as applicable.
(d)  (1)  The governing body shall only approve a military equipment use policy pursuant to this chapter if it determines all of the following:
(A)  The military equipment is necessary because there is no reasonable alternative that can achieve the same objective of officer and civilian safety. (B)  The proposed military equipment use policy will safeguard the public’s welfare, safety, civil rights, and civil liberties. (C)  If purchasing the equipment, the equipment is reasonably cost effective compared to available alternatives that can achieve the same objective of officer and civilian safety.
(D)  Prior military equipment use complied with the military equipment use policy that was in effect at the time, or if prior uses did not comply with the accompanying military equipment use policy, corrective action has been taken to remedy nonconforming uses and ensure future compliance. (2)  In order to facilitate public participation, any proposed or final military equipment use policy shall be made publicly available on the internet website of the relevant law enforcement agency for as long as the military equipment is available for use.
(e)  (1)  The governing body shall review any ordinance that it has adopted pursuant to this section approving the funding, acquisition, or use of military equipment at least annually and, subject to paragraph (2), vote on whether to renew the ordinance at a regular meeting held pursuant to the Bagley-Keene Open Meeting Act (Article 9 (commencing with Section 11120) of Chapter 1 of Part 1 of Division 3 of Title 2) or the Ralph M.

Brown Act (Chapter 9 (commencing with Section 54950) of Part 1 of Division 2 of Title 5), as applicable.
(2)  The governing body shall determine, based on the annual military equipment report submitted pursuant to Section 7072, whether each type of military equipment identified in that report has complied with the standards for approval set forth in subdivision (d). If the governing body determines that a type of military equipment identified in that annual military equipment report has not complied with the standards for approval set forth in subdivision (d), the governing body shall either disapprove a renewal of the authorization for that type of military equipment or require modifications 92 Ch. 406 — 6 —
Attachment 1
to the military equipment use policy in a manner that will resolve the lack of compliance.
(f)  Notwithstanding subdivisions (a) to (e), inclusive, if a city contracts with another entity for law enforcement services, the city shall have the authority to adopt a military equipment use policy based on local community needs.
7072. (a)  A law enforcement agency that receives approval for a military equipment use policy pursuant to Section 7071 shall submit to the governing body an annual military equipment report for each type of military equipment approved by the governing body within one year of approval, and annually thereafter for as long as the military equipment is available for use. The law enforcement agency shall also make each annual military equipment report required by this section publicly available on its internet website for as long as the military equipment is available for use. The annual military equipment report shall, at a minimum, include the following information for the immediately preceding calendar year for each type of military equipment:
(1)  A summary of how the military equipment was used and the purpose of its use.
(2)  A summary of any complaints or concerns received concerning the military equipment.
(3)  The results of any internal audits, any information about violations of the military equipment use policy, and any actions taken in response. (4)  The total annual cost for each type of military equipment, including acquisition, personnel, training, transportation, maintenance, storage, upgrade, and other ongoing costs, and from what source funds will be provided for the military equipment in the calendar year following submission of the annual military equipment report.
(5)  The quantity possessed for each type of military equipment. (6)  If the law enforcement agency intends to acquire additional military equipment in the next year, the quantity sought for each type of military equipment.
(b)  Within 30 days of submitting and publicly releasing an annual military equipment report pursuant to this section, the law enforcement agency shall hold at least one well-publicized and conveniently located community engagement meeting, at which the general public may discuss and ask questions regarding the annual military equipment report and the law enforcement agency’s funding, acquisition, or use of military equipment. 7073. (a)  A state agency shall create a military equipment use policy prior to engaging in any of the following:
(1)  Requesting military equipment made available pursuant to Section 2576a of Title 10 of the United States Code.
(2)  Seeking funds for military equipment, including, but not limited to, applying for a grant, soliciting or accepting private, local, state, or federal funds, in-kind donations, or other donations or transfers. (3)  Acquiring military equipment either permanently or temporarily, including by borrowing or leasing.
92 — 7 — Ch. 406
Attachment 1
(4)  Collaborating with a law enforcement agency or another state agency in the deployment or other use of military equipment within the territorial jurisdiction of the governing body.
(5)  Using any new or existing military equipment for a purpose, in a manner, or by a person not previously approved by the governing body pursuant to this chapter.
(6)  Soliciting or responding to a proposal for, or entering into an agreement with, any other person or entity to seek funds for, or to apply to receive, acquire, use, or collaborate in the use of, military equipment. (7)  Acquiring military equipment through any means not provided by this subdivision.
(b)  No later than May 1, 2022, a state agency seeking to continue the use of any military equipment that was acquired prior to January 1, 2022, shall create a military equipment use policy.
(c)  A state agency that is required to create a military equipment use policy pursuant to this section shall do both of the following within 180 days of completing the policy:
(1)  Publish the military equipment use policy on the agency’s internet website.
(2)  Provide a copy of the military equipment use policy to the Governor or the Governor’s designee.
7074. The Legislature finds and declares that ensuring adequate oversight of the acquisition and use of military equipment is a matter of statewide concern rather than a municipal affair as that term is used in Section 5 of Article XI of the California Constitution. Therefore, this chapter applies to all cities, including charter cities and shall supersede any inconsistent provisions in the charter of any city, county, or city and county. 7075. Nothing in this chapter shall preclude a county or local municipality from implementing additional requirements and standards related to the purchase, use, and reporting of military equipment by local law enforcement agencies.

SEC. 3. The Legislature finds and declares that Section 1 of this act, which adds Chapter 12.8 (commencing with Section 7070) to Division 7 of Title 1 of the Government Code, furthers, within the meaning of paragraph (7) of subdivision (b) of Section 3 of Article I of the California Constitution, the purposes of that constitutional section as it relates to the right of public access to the meetings of local public bodies or the writings of local public officials and local agencies. Pursuant to paragraph (7) of subdivision (b) of Section 3 of Article I of the California Constitution, the Legislature makes the following findings:

Requiring local agencies to hold public meetings prior to the acquisition of military equipment further exposes that activity to public scrutiny and enhances public access to information concerning the conduct of the people’s business.

SEC. 4. No reimbursement is required by this act pursuant to Section 6 of Article XIII B of the California Constitution because the only costs that may be incurred by a local agency or school district under this act would 92 Ch. 406 — 8 —
Attachment 1
result from a legislative mandate that is within the scope of paragraph (7) of subdivision (b) of Section 3 of Article I of the California Constitution.

O
92 — 9 — Ch. 406
Attachment 1
Carmel-by-the-Sea Police Department
Carmel PD Policy Manual
Copyright Lexipol, LLC 2022/03/16, All Rights Reserved.

Published with permission by Carmel-by-the-Sea Police Department 1 701 Military Equipment
701.1 PURPOSE AND SCOPE
This policy governs the use of military equipment, as defined in Government Code § 7070, as may be amended. The Carmel-by-the-Sea Police Department (CPD) and its members will comply with provisions of Government Code §§ 7071, 7072, and with otherwise applicable department policies, with respect to military equipment. 701.1.1 DEFINITIONS
This policy adopts the following definitions set forth in Government Code § 7070 (c)(1) through § 7070 (e)(16) as may be amended or superseded:

Governing body – The elected or appointed body that oversees the Department.

Military equipment –

1. Unmanned, remotely piloted, powered aerial or ground vehicles.

2. Mine-resistant ambush-protected (MRAP) vehicles or armored personnel carriers.

However, police versions of standard consumer vehicles are specifically excluded from this subdivision.

3. High mobility multipurpose wheeled vehicles (HMMWV), commonly referred to as Humvees, two-and-one-half-ton trucks, five-ton trucks, or wheeled vehicles that have a breaching or entry apparatus attached.

4. Tracked armored vehicles that provide ballistic protection to their occupants and utilize a tracked system instead of wheels for forward motion.

5. Command and control vehicles that are either built or modified to facilitate the operational control and direction of public safety units.

6. Weaponized aircraft, vessels, or vehicles of any kind.

7. Battering rams, slugs, and breaching apparatuses that are explosive in nature.

However, items designed to remove a lock, such as bolt cutters, or a handheld ram designed to be operated by one person, are specifically excluded from this subdivision.

8. Firearms of.50 caliber or greater. However, standard issue shotguns are specifically excluded from this subdivision.

9. Ammunition of.50 caliber or greater. However, standard issue shotgun ammunition is specifically excluded from this subdivision.

Attachment 2
Carmel-by-the-Sea Police Department
Carmel PD Policy Manual
Copyright Lexipol, LLC 2022/03/16, All Rights Reserved.

Published with permission by Carmel-by-the-Sea Police Department 2 10. Specialized firearms and ammunition of less than_.50 caliber, including assault weapons as defined in sections § 30510 and § 30515 of the Penal Code, with the exception of standard issue service weapons and ammunition of less than.50 caliber that are issued to officers, agents, or employees of a law enforcement agency or a state agency.

11. Any firearm or firearm accessory that is designed to launch explosive projectiles.

12. "Flashbang" grenades and explosive breaching tools, "tear gas," and "pepper balls," excluding standard, service issued handheld pepper spray.

13. TASER® Shockwave, microwave weapons, water cannons, and the Long-Range Acoustic Device (LRAD).

14. The following projectile launch platforms and their associated munitions: 40mm projectile launchers, "bean bag”, rubber bullet, and specialty impact munition (SIM) weapons.

15. Any other equipment as determined by a governing body or a state agency to require additional oversight.

16. Notwithstanding paragraphs (1) through (15), "Military Equipment" does not include general equipment not designated as prohibited or controlled by the Federal Defense Logistics Agency.
701.2 POLICY
It is the policy of the Carmel-by-the-Sea Police Department that members of this department comply with the provisions of Government Code § 7071 with respect to military equipment. Use of military equipment should safeguard public welfare, safety, civil rights, and civil liberties.
701.3 MILITARY EQUIPMENT COORDINATOR
The Chief of Police designates the Police Commander to act as the military equipment coordinator. The responsibilities of the military equipment coordinator include but are not limited to:
(a) Acting as liaison to the governing body for matters related to the requirements of this policy.

Attachment 2
Carmel-by-the-Sea Police Department
Carmel PD Policy Manual
Copyright Lexipol, LLC 2022/03/16, All Rights Reserved.

Published with permission by Carmel-by-the-Sea Police Department 3 (b) Identifying department equipment that qualifies as military equipment in the current possession of the Department, or the equipment the Department intends to acquire that requires approval by the governing body.
(c) Conducting an inventory of all military equipment at least annually. (d) Collaborating with any allied agency that may use military equipment within the jurisdiction of Carmel-by-the-Sea Police Department (Government Code § 7071). (e) Preparing for, scheduling, and coordinating the annual community engagement meeting to include:

1. Publicizing the details of the meeting.

2. Preparing for public questions regarding the department's funding, acquisition, and use of equipment.
(f) Preparing the annual military equipment report for submission to the Chief of Police and ensuring that the report is made available on the department website (Government Code § 7072).
(g) Coordinating the process for a person to register a complaint, concern, or question about the use of a type of military equipment. The Department will respond in a timely manner.

A complaint, concern or question related to Military Equipment utilization by the Carmelby-the-Sea Police Department can be made through any of the below listed methods:

Email: [email protected]
By phone: (831) 624-6403
By mail: Carmel-by-the-Sea Police Department
Attn: Military Equipment Use Coordinator
P.O Box 600
Carmel-by-the-Sea, CA 93921
In person: At the address list above
701.4 APPROVAL
This policy, and any subsequent amendments, will be available on the department website at least 30 days prior to any public hearing concerning the military equipment at Attachment 2
Carmel-by-the-Sea Police Department
Carmel PD Policy Manual
Copyright Lexipol, LLC 2022/03/16, All Rights Reserved.

Published with permission by Carmel-by-the-Sea Police Department 4 issue. This policy will be submitted to the City Council for approval and will remain in effect only if it is approved within 180 days of submission. Approval of this policy or any subsequent amendments requires adoption by ordinance at an open session of a regular meeting providing for public comment. The department will cease use of any military equipment if its use, or the policy for its use, is not approved. An approved military equipment use policy is required prior to engaging in any of the following (Government Code § 7071):
(a) Requesting military equipment made available pursuant to 10 USC § 2576a. (b) Seeking funds for military equipment, including but not limited to applying for a grant, soliciting, or accepting private, local, state, or federal funds, in-kind donations, or other donations or transfers.
(c) Acquiring military equipment either permanently or temporarily, including by borrowing or leasing.
(d) Collaborating with another law enforcement agency in the deployment or other use of military equipment within the jurisdiction of this department. (e) Using any new or existing military equipment for a purpose, in a manner, or by a person not previously approved by the governing body. (f) Soliciting or responding to a proposal for, or entering into an agreement with, any other person or entity to seek funds for, apply to receive, acquire, use, or collaborate in the use of military equipment.
(g) Acquiring military equipment through any means not provided above. 701.5 COORDINATION WITH OTHER JURISDICTIONS
Military equipment used by other jurisdictions providing aid to CPD shall comply with their respective military equipment use policies. CPD is a participating member of the Monterey Peninsula Regional Special Response Unit (MPRSRU) in collaboration with other law enforcement agencies on the Monterey Peninsula. MPRSRU provides capabilities to address specific law enforcement issues, such as active shooter incidents, hostage situations, barricaded subject incidents, etc. CPD also collaborates and works with the Monterey County Sheriff's Department and other local, state and federal law enforcement agencies that may provide aid to CPD. Military equipment owned by other jurisdictions that may be used by MPRSRU inside the City of Carmelby-the-Sea's jurisdiction is listed in Section Two of the Military Equipment Inventory.

Attachment 2
Carmel-by-the-Sea Police Department
Carmel PD Policy Manual
Copyright Lexipol, LLC 2022/03/16, All Rights Reserved.

Published with permission by Carmel-by-the-Sea Police Department 5 CPD is authorized to use that military equipment in connection with MPRSRU activities/responses.
701.6 ANNUAL REPORT
Within one year of approval of the military equipment use policy, and annually thereafter, the Chief of Police or the authorized designee will submit a military equipment report for each type of approved military equipment for as long as the military equipment is available for use. The annual military equipment report will be publicly available on the department website for as long as the military equipment is available for use. The report shall include all information required by Government Code § 7072 for the preceding calendar year for each type of military equipment. 701.7 COMMUNITY ENGAGEMENT
Within 30 days of submitting and publicly releasing the annual report, the Department shall hold at least one well-publicized and conveniently located community engagement meeting, at which the public may discuss and ask questions regarding the funding, acquisition, or use of military equipment.
701.8 MILITARY EQUIPMENT INVENTORY
The following constitutes a list of qualifying equipment owned and/or utilized by the Carmel-by-the-Sea Police Department.

See attachment: CPD 706, CPD Equip Owned Oper.pdf
Attachment 2
Carmel-by-the-Sea Police Department
Carmel PD Policy Manual
Copyright Lexipol, LLC 2022/03/16, All Rights Reserved.

Published with permission by Carmel-by-the-Sea Police Department 6 Attachments
Attachment 2
Carmel-by-the-Sea Police Department
Carmel PD Policy Manual
Copyright Lexipol, LLC 2022/03/16, All Rights Reserved.

Published with permission by Carmel-by-the-Sea Police Department 7 CPD 701
CPD Equip Owned Oper.pdf
Attachment 2
April 2025
Attachment 3
AB 481
Community Meeting
April 2025
Commander Trayer
CITY OF CARMEL-BY-THESEA
Introduction
The purposes of this meeting are to:
• Provide an overview of the specialized equipment
possessed and used by the Carmel-By-the-Sea Police
Department;
• Increase transparency and oversight of equipment
• Allow Community questions and input
CITY OF CARMEL-BY-THESEA
Background
September 30, 2021: Assembly Bill 481 signed into Law
• The Law Enforcement and State Agencies: Military
equipment, funding, acquisition, and use Act.
• Public’s right to know about any funding, acquisition, or use of military equipment by state or local
government officials.
• Increase Transparency
• Accountability
• Oversight
• Law Enforcement agency must obtain approval from
governing body for use, funding, or purchase of
military equipment
• Policy Development
• Ordinance Adoption
• Regular Public Meetings
GC: 7070,7071, and 7072; adopted to codify requirements of AB481 CITY OF CARMEL-BY-THESEA
AB 481 Requirements
CITY OF CARMEL-BY-THESEA
AB 481 Requirements
Other requirements:
 Draft a Military Use Policy- CPD Policy 701
 Post proposed policy: 30 days prior to any Public Hearing  Submit annual equipment and use reports
 Seek Council approval prior to any acquisition of Military Equipment
 Post annual report
 Disclose any complaints, policy violations
 Hold a public meeting w/in 30-days of reports submission CITY OF CARMEL-BY-THESEA
Military Equipment
GC 7070: 16 Categories “Military Equipment”
The items already in possession and use by CPD when
law was enacted.
• #10; Specialized firearms and ammunition of less than .50 caliber, including assault weapons.
• #15; Any other equipment as determined by a
governing body or a state agency to require additional
oversight.

CITY OF CARMEL-BY-THESEA
#10- Assault Weapons
6- Colt M4-AR15 Style Semi-Automatic rifles
CITY OF CARMEL-BY-THESEA
#15- Other Equipment
4- Keltec KSG Shotguns - Converted for Less Lethal
Applications
CITY OF CARMEL-BY-THESEA
2024 Annual Report Summary
Uses:
1) In October 2024, we utilized the Keltec KSG less-lethal launcher. It was deployed in attempt to avoid lethal options during what became an Officer Involved Shooting.

This was the only deployment for this tool in 2024. It was a oneitem deployment. 2) The Colt M4-AR15 Style Semi-Automatic rifle deployments were for qualification and training purposes only in 2024.

CITY OF CARMEL-BY-THESEA
Equipment Usage
Monterey Peninsula Regional Special Response Unit (MPSRU) • CPD Participates
• MPSRU Uses Military Equipment
• CPD does not own any Military Equipment in use by SRU CITY OF CARMEL-BY-THESEA
Equipment Maintenance
Costs to maintain current items:

Annual costs for ammunition: $2527.50 for rifle rounds
Any additional costs?
We anticipate spending approximately $1500 in less-lethal rounds for training and use.

CITY OF CARMEL-BY-THESEA
Questions?

CITY OF CARMEL-BY-THE-SEA

CITY COUNCIL
Staff Report
May 5, 2025

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

Resolution 2025-039 amending the Professional Services Agreement with Conti, LLC, and Purchase Order with OuttaTheWoods, to increase total project costs by $36,963 from $110,543 to $147,506, to complete Audio/Visual upgrades to the Council Chambers
RECOMMENDATION:

Adopt Resolution 2025-039 amending the Professional Services Agreement with Conti, LLC, and Purchase Order with OuttaTheWoods, to increase total project costs by $36,963 from $110,543 to $147,506, to complete Audio/Visual upgrades to the Council Chambers (Attachment 1) authorizing the City Administrator to execute the following:

1. A Professional Services Agreement with Conti LLC for the proposed upgrades to the Council Chambers AV systems, in the amount of $144,604.

2. A Purchase Order with OuttaTheWoods Custom Woodworking for the installation of flush-mount monitors and construction of a new Clerk’s station, in the amount of $2,920.

BACKGROUND/SUMMARY:

EXECUTIVE SUMMARY
On February 3, 2025, the City Council adopted Resolution 2025-014, approving a contract with Conti LLC for $103,333 to upgrade the Council Chambers' audio-visual (AV) systems. The goal of these upgrades is to modernize AV technology, improving meeting functionality, accessibility, and the overall public experience. The Council also approved a $7,210 purchase order with Outta the Woods Custom Woodworking for related carpentry work to construct a new Clerk’s station off of the dais.

Following the contract approval, Conti identified the need for additional equipment and labor during the final layout, increasing their total cost. The updated scope of work is included as Attachment 2, with the updated total of $144,604. However, Outta the Woods' cost decreased from $7,210 to $2,920 because the City chose not to proceed with mounting flush screen monitors under the tabletop.

The total cost of the project, is increasing by $36,963 from $110,543 to $147,506

BACKGROUND/SUMMARY
The Council Chambers AV system is critical for conducting accessible and transparent public meetings.

Over time, the existing equipment has become outdated. The COVID-19 pandemic further emphasized the need for modern technology to support virtual and hybrid meetings.

Conti LLC, the original installer of the AV system, submitted an updated scope of work (Attachment 2), which includes:

Enhanced audio processing and sound quality
Overhead microphone arrays for floor-level discussion
Upgraded assistive listening systems
New monitors and a height-adjustable podium microphone
Two-way communication between the Chambers and City Hall production desk Replacement of outdated cameras
High-definition laser projector for presentations
Improved AV transmission, including to the City Hall lobby Upgraded touch panels and presentation capabilities
Outta the Woods also submitted a revised proposal (Attachment 3) to construct a new off-dais Clerk’s station for $2,920. This work is under the City Administrator’s purchasing authority, but is included in the overall project for Council’s consideration.

STAFF RECOMMENDATION
Staff recommends Council adopt the attached Resolution (Attachment 1) to:

Approve the revised not-to-exceed contract amount of $144,604 with Conti LLC Approve the updated $2,920 purchase order for Outta the Woods Custom Woodworking

SOLE-SOURCE JUSTIFICATION
Staff recommends awarding the AV contract to Conti LLC as a sole-source provider under Carmel Municipal Code Section 3.12.180(C), which permits sole-source procurement when:

Only one vendor can meet the City’s needs, or
It is in the City's best interest to work with a uniquely qualified vendor Conti’s familiarity with the existing AV system makes them the most qualified and cost-effective choice, ensuring efficiency, reducing disruption, and minimizing potential integration issues with a new vendor.

FISCAL IMPACT:

The total cost of the project, including Conti’s AV upgrades ($144,604) and OuttaTheWoods’ work on the Clerk’s station and dais monitors ($2,920), is $147,524. The approved budget for this project had an allocation of $80,000; however, a budget transfer within the IT budget will be executed to cover the full cost. This ensures no additional funding outside of the approved fiscal year budget will be required.

PRIOR CITY COUNCIL ACTION:

Council approved Resolution 2025-014 approving a contract with Conti LLC for A/V upgrades in February 2025.

ATTACHMENTS:

Attachment 1) Resolution 2025-039
Attachment 2) Updated Proposal and Quote for Conti, LLC Attachment 3) Updated Outtathewoods Proposal

CITY OF CARMEL-BY-THE-SEA

CITY COUNCIL
RESOLUTION NO. 2025-039

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA RESCINDING AND REPLACING RESOLUTION NO. 2025-014, AND HEREBY AUTHORIZING

THE CITY ADMINISTRATOR TO EXECUTE AN UPDATED PROFESSIONAL SERVICES

AGREEMENTS WITH CONTI LLC AND A PURCHASE ORDER WITH OUTTA THE WOODS

CUSTOM WOODWORKING TO COMPLETE UPGRADES TO THE COUNCIL CHAMBERS FOR A TOTAL NOT TO EXCEED AMOUNT OF $147,524
WHEREAS, the City Council Chambers serve as the hub for public meetings, fostering transparency, accessibility, and engagement with the community; and WHEREAS, the existing audio-visual (AV) systems in the Council Chambers have become outdated and insufficient to meet modern technological needs, including virtual and hybrid meeting capabilities; and
WHEREAS, the City Council previously approved Resolution No. 2025-014 on February 3, 2025, authorizing a contract with Conti LLC for audio-visual (AV) system upgrades in the Council Chambers in the amount of $103,333; and
WHEREAS, the Council also approved a purchase order with Outta the Woods Custom Woodworking in the amount of $7,210 for related carpentry upgrades including the installation of flush-mount monitors and the construction of a new Clerk’s station; and WHEREAS, during final layout planning and site preparation, Conti LLC identified the need for additional AV equipment and labor necessary to properly implement the upgrades, resulting in a revised total contract amount of $144,604; and
WHEREAS, the scope of work with Outta the Woods was reduced due to the City's decision not to proceed with mounting the monitors under the dais, resulting in a revised total cost of $2,920; and
WHEREAS, Conti LLC is the original installer of the Council Chambers’ AV systems and possesses unique knowledge of the existing infrastructure, qualifying them as a sole-source provider under Carmel Municipal Code Section 3.12.180(C); and
NOW, THEREFORE, BE IT RESOLVED THAT THE CITY COUNCIL OF THE CITY OF CARMELBY-THE-SEA DOES HEREBY:

1. Authorize the City Administrator to execute a professional services agreement with Conti LLC for Council Chambers AV upgrades for a revised not-to-exceed amount of $144,604.

2. Authorize the City Administrator to execute a Purchase Order with OuttaTheWoods Custom Woodworking for a not-to-exceed amount of $2,920 to construct a new Clerk’s station.

Attachment 1

3. Adoption of this Resolution hereby rescinds and replaces Resolution 2025-014.

PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA this 5 th day of May, 2025, by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:

APPROVED: ATTEST:
______________________________ _________________________________ Dale Byrne, Mayor Nova Romero, MMC, City Clerk
Attachment 1
Tel:(916) 900-8111
March 13, 2025
To:

Re:

Description:

Conti Job #:

Attention:

Total Charge
$ 113,390.61
$ 31,212.50
Total $ 144,603.11
Regards,
Bill Famini

TECHNOLOGY DIVISION MANAGER- NORTHERN CALIFORNIA
cc:

Audio System

1.Replace DSP with QSYS Core 110F.

2.Replace Amplifier with QSC QSYS MP-A40V.

3.Re-aim speakers.

4.Install two ceiling microphones (use case TBD).

5.Install Vaddio Bridge Mini in Council Chambers.

6.Install Barco ClickShare for wireless presentatio n.

7.Demo & rewire system.

Video System

1.Replace cameras with PTZ NDI cameras with camera controller

2.Replace switcher with a 4K video switcher

3.Install 8K Laser Projector

4. Replace projection screen with motorized version .

5.Upgrade network switch with a POE+ switch.

6.Install Vaddio AV Bridge for video conferencing.

7.Provide necessary parts & accessories.

8.Program & commission system.
920 Stillwater Road Suite 180
West Sacramento, CA 95605
Carmel Council Chambers Upgrade
Joel Staker
IT Manager
Monte Verde St.

City of Carmel-By-The-Sea, Ca 93923
Phone: 831-620-2025
Please feel free to contact us if you have any questions or concerns.

Thank you for the opportunity to submit this pricing for the work as outlined below.

Item Number
Lift Rental
Material/Tax
Labor
Attachment 2
Job Name / Description :

Customer :

Address :

Description :

A) Labor
165.70 Labor Rate $125.00 Tech 20,712.50 $

70.00 Labor Rate $150.00 Programming 10,500.00 $
TOTAL JOB PREPARATION 31,212.50 $

C) MATERIAL
Material 99,247.80 $
Shipping 4,962.39 $
Incidental labor
Labor Factoring/Lost Time
Sales Tax @9.25 9,180.42 $
TOTAL MATERIAL COST 113,390.61 $
$ 144,603.11

D) SUBCONTRACTORS
Lift rental
TOTAL SUBCONTRACTORS $ -
Units Total On Site Cost $ 144,603.11
Sub-Contractors - $ @ $ -
0 Unit Prices - Each Delivery @ -$ Delivery - $
TOTAL AMOUNT OF THIS CHARGE $ 144,603.00
Total On Site Opening Cost
City of Carmel-By-The-Sea - AV Upgrade
Joel Stalker
Monte Verde St,
Carmel-By-The-Sea, Ca 93923
City of Carmel-By-The-Sea - AV Upgrade
Attachment 2

CONTI LLC
Materials
Date
Matl Matl Labor Labor
Unit U Ext Unit U Ext
AUDIO
QSC QSYS Core110f 1 3,031.20 $ 3,031.20 $ 2.00 2.0
QSC Scripting License SLQSE-8N-P 1 168.00 $ 168.00 $ 0.25 0.3 QSC UCI Deployment Feature License SLQUD-8N-P 1 83.52 $ 83.52 $ 0.25 0.3 QSC QIO-ML4i Network Mic/Line Input 2 525.60 $ 1,051.20 $ 2.00 4.0 QSC QIO-GP8x8 Q-SYS Network I/O Expander 2 327.60 $ 655.20 $ 2.00 4.0 QSC MP-A40V Multi-Channel Amplifier 1 1,375.20 $ 1,375.20 $ 1.00 1.0 QSC Q-SYS NM-T1 Network tabletop microphone for Q-SYS 1 858.00 $ 858.00 $ 1.00 1.0 QSC AC-C4T 4" commercial in-ceiling speakers 2 84.00 $ 168.00 $ 1.00 1.0 Listen Technologies Everywhere Wi-Fi Audio Server LW-100P-02 1 1,004.40 $ 1,004.40 $ 2.00 2.0 Shure MXA920 Ceiling Array Microphone 2 3,781.20 $ 7,562.40 $ 2.00 4.0 Shure MX418D 1 352.80 $ 352.80 $ 2.00 2.0
Demo/Rewire new to old system 1 1,860.00 $ 1,860.00 $ 32.00 32.0 VIDEO
Crestron CP4N Control Processor 1 1,848.00 $ 1,848.00 $ 1.00 1.0 Crestron DM-NVX-E20 Encoder 5 594.00 $ 2,970.00 $ 0.50 2.5 Crestron DM-NVX-D20 Decoder 6 594.00 $ 3,564.00 $ 0.50 3.0 Crestron DM-NVX-C30C Encoder Card 4 858.00 $ 3,432.00 $ 0.50 2.0 Crestron DM-NVX-D30C Decoder Card 4 858.00 $ 3,432.00 $ 0.50 2.0 Crestron DMF-CI-8 DM Card Chassis 1 1,320.00 $ 1,320.00 $ 2.00 2.0 OREI 4K 1x8 4k Video Distribution Amp 1 82.80 $ 82.80 $ 2.00 2.0 Crestron TSD-2220-B Touch Panel (Tech and Clerk) 2 1,320.00 $ 2,640.00 $ 1.00 2.0 Crestron TSW-770-B-S Touch Panel (Lectern) 1 1,320.00 $ 1,320.00 $ 1.00 1.0 Crestron DGE-200-C Graphics Engine (Tech, Clerk, and Graphics) 3 1,800.00 $ 5,400.00 $ 0.50 1.5 Vaddio AV Bridge Mini Audio/Video Encoder 999-8240-000 1 2,005.16 $ 2,005.16 $ 1.00 1.0 Barco/R9861622USB2 CX-50 GEN2 Set, ClickShare Base + 2
Buttons, TAA Compliant - Black 1 3,105.60 $ 3,105.60 $ 3.00 3.0 Barco USB-C Button 2 244.80 $ 489.60 $ 0.10 0.2
PTZ Optics Move 4K 30x-4K-XX-G3 PT30X4KWHG3 4 2,112.00 $ 8,448.00 $ 2.00 8.0 PTZ Optics PT-WM-3-xx Wall Mount 4 145.20 $ 580.80 $ 1.00 4.0 PTZ Optics SuperJoy, a PTZ camera joystick controller 1 864.00 $ 864.00 $ 1.00 1.0 Blacmagic Design ATEM Television Studio 4K8 1 5,040.00 $ 5,040.00 $ 2.00 2.0 Blackmagic Design HDMI to SDI Converters 8 82.80 $ 662.40 $ 0.25 2.0 Panasonic/PT-MZ880WU7
WUXGA 8000 4K Lmns LCD Laser Projector - White 1 8,011.20 $ 8,011.20 $ 4.00 4.0 Dalite Projection Screen 50x80 34456L 1 1,298.40 $ 1,298.40 $ 16.00 16.0 Crestron USB-EXT-2-LOCAL-1G-W
USB over Category Cable Extender Wall Plate, Local, White 1 396.00 $ 396.00 $ 2.00 2.0 Crestron USB-EXT-2-REMOTE
USB over Category Cable Extender, Remote 1 330.00 $ 330.00 $ 2.00 2.0 Extron SMP 401 12G-SDI 4K/60 Multi-Recording and Streaming w/12G-SDI 60-1825-02 1 8262.000 8,262.00 $ 2.00 2.0

15.6" Dais Monitor 8 202.80 $ 1,622.40 $ 1.00 8.0
Demo/Rewire new to old system 1 1,800.00 $ 1,800.00 $ 32.00 32.0 MISC
Netgear AV Line m4250 GSM4248PX 40-Port Switch 1 3,358.80 $ 3,358.80 $ 2.00 2.0 APC by Schneider Electric Smart-UPS 3000VA LCD RM 2U 120V with SmartConnect SMT3000RM2UC 2 2,052.00 $ 4,104.00 $ 2.00 4.0 0 -$ - $ 0.00 0.0
0 -$ - $ 0.00 0.0
Travel 1 1,800.00 $ 1,800.00 $ 0.00 0.0
Material Sub Total 0 E 96,357.08 $ 0.00 0.0
Miscellaneous Materials 3% 0 2,890.71 $ E 2,890.71 $ 0.00 Totals $ 99,247.80 165.70
March 13, 2025
Attachment 2
1 OuttaTheWoods
25777 Tierra Grande Drive
Carmel, CA 93923
831.402.1584 – [email protected]
Business Proposal and Quote
Date: 3/19/2025
To: City of Carmel-by-the-Sea
Attn: City Administrator
From: OuttaTheWoods Custom Woodworking
Department of Industrial Relations Number: PW-LR-1001172172 Subject: Proposal for City Hall Dais Room Council Work Area Shelf Modification and a Custom Recorder Desk
Dear City Administrator,
OuttaTheWoods is pleased to provide this proposal for the work under discussion in the City Hall Dias Chamber. Project grand total is $2,920 for all labor and materials. We would be happy to answer any questions. Proposal details are as follows.

Scope of Work

1. Dais half-round city council stations top shelf modifications. o Trim 5 inches off of the council member station front side of the 10 inch top shelf o Install a redwood trim piece around the half-round shelf face and make best effort to match adjacent trim pieces

2. Custom L-Shaped Recorder Desk Construction:
o Build a custom portable L-shaped desk for the recorder’s station - just the top and base, no drawers.
o Integrate repurposed oak material from existing City Hall recorder desk and new oak materials with best effort.
o Design will prioritize functionality and ergonomic accessibility while incorporating the repurposed oak materials.
o Finish all with best effort to match surrounding materials.

Attachment 3
2 Materials and Labor
Dais city council work space area:
• Materials: redwood trim piece of 1 x 6 x approximately 30’total . • Labor:
o trim top shelf above city council work area.
o Remove old front trim strip and replace with new clear redwood trim strip.

Recorder Desk:
• Materials:
o Repurposed oak from existing City Hall recorder desk as much as practical. o Supplemental oak as needed to maintain structural integrity and aesthetic consistency. o Durable hardware and finishings to enhance longevity. • Labor:
o Skilled craftsmanship for woodworking and assembly.
o Final sanding and finishing.

Estimated Costs

1. Dais shelf trimming:
• Materials: clear high quality redwood 1 x 6 x 30 feet: $300 • Labor (installation): ~10 hours at $76/hourly prevailing wage rate: $760 • Subtotal: $1,060

2. Custom Moveable Recorder Desk:
• Materials (repurposed City owned oak + supplemental materials): $300 • Labor (construction, finishing): ~10 hours at $76/hourly prevailing wage rate: $760 • Subtotal: $1,060

3. General & Administrative Costs:
• Miscellaneous materials, documentation, reporting, and project coordination: $800

4. Total Project Cost:
• Grand Total: $2,920 (not to exceed without prior approval) Attachment 3
3 Timeline
• Project Start Date: To be determined following approval • Recorder Desk Completion: 3 weeks after project start • Project Completion Date: To be determined following approval.

Deliverables

1. Smaller top shelf for dais with redwood trim.

2. Completed and installed custom moveable L-shaped recorder desk.

3. Weekly progress reports.

Terms and Conditions

1. Full payment is due upon completion.

2. Any changes to the scope of work may result in additional costs, which will require prior written approval.

3. OuttaTheWoods is committed to maintaining clean and safe workspaces throughout the project duration.

Authorization
To accept this proposal, please sign and return a copy. Thank you for the opportunity to contribute to the enhancement of City Hall’s facilities.

Authorized Representative:
___________________________
Brandon Swanson
City Administrator
Date: __________
Very respectfully,
Brian Steckler, OuttaTheWoods
Attachment 3

CITY OF CARMEL-BY-THE-SEA

CITY COUNCIL
Staff Report
May 5, 2025

ORDERS OF BUSINESS
TO: Honorable Mayor and City Council Members
SUBMITTED BY: Nova Romero, City Clerk
APPROVED BY: Chip Rerig, City Administrator
SUBJECT:

Consideration and recommendation of FY 2025-2026 Council Discretionary Grant Funds and provide direction for the disbursement of the funds to various organizations (Estimated time - 30 min)
RECOMMENDATION:

Consider applications submitted as part of the Fiscal Year 2025-2026 Council Discretionary Grant Program and provide funding recommendations to staff:

1. Provide direction regarding the total amount of funding to allocate for FY 2025-2026 Council Discretionary Grants to include in the budget for adoption in June; and

2. Provide direction regarding how to distribute the funds allocated to the eligible applicants who applied for a FY 2025-2026 Discretionary Grant.

BACKGROUND/SUMMARY:

Background
The City of Carmel-by-the-Sea recognizes the important role that local nonprofit organizations and Carmel schools play in enhancing the well-being of the community. In support of these efforts, the City historically allocates funding for Discretionary Grants as part of the annual budget process.

In 2017, the City Council adopted the City Council Discretionary Funds Grant Program Policy ("Grant Policy," Attachment 1) to establish a clear and consistent framework for organizations seeking support, and to assist the Council in making funding decisions that prioritize public benefit.

To be eligible for funding, applicants must:

Be located within or serve the Carmel-by-the-Sea community; Be a nonprofit 501(c) organization or Carmel school;
Directly provide the services for which funding is sought; Have no outstanding debt owed to the City; and
Not be financially dependent on City funding for operational needs.

The Grant Policy also outlines specific exclusions, such as scholarships, political activities, debt payments, and general operating expenses like salaries and utilities.

Executive Summary
The Council Discretionary Grant Program operates on an annual cycle, with the overall funding amount determined by Council during the budget process. Although not all applications are guaranteed funding, applications are evaluated for eligibility, completeness, and the positive impact on the community.

For the FY 2025–2026 Grant Cycle:

The application period ran from February 5 to March 21, 2025.

Outreach efforts included postings on the City’s website, the Friday Letter, the Pine Cone newspaper, and targeted email notifications.

Staff received 19 applications requesting a total of $53,600 — a higher volume than usual.

A preliminary budget of $36,000 is proposed for grant funding, subject to Council’s final decision.

Application ReviewProcess
The City Clerk conducted an initial eligibility review of each application based on the Grant Policy criteria. All 19 applicants met the eligibility requirements, and a summary of the grant applications received is included as Attachment 2. Due to the large volume of grant applications received, the applications are included as Attachment 3, and the supporting documents submitted with each application (IRS Letter, Current Operating Budget, Past 2 Years of Financial Statements) are available from the City Clerk's office upon request.

Staff evaluated applications based on the number of Carmel-by-the-Sea residents served, the level of community need addressed, and alignment with Council priorities. Staff recommends awarding partial funding to all eligible applicants, grouped by service or priority category.

Funding Recommendation
The table below summarizes staff's recommended funding allocations by category:

Category Applicant Name GrantAmount
1 Youth Programs and
Education
$6,000
Carmel High Padre Parents $1,000
2 Carmel High School Mock Trial $1,000
3 Carmel High School Interact Club $1,000
4 Carmel Little League $1,000
5 Carmel Youth Center $1,000
6 Pacific Repertory Theatre $1,000
7 Community Safety and
Emergency Services
$6,000
CERT $2,000
8 Carmel Cares $2,000
9 SPCA Monterey County $2,000
10 Housing and Social
Services
Community Human Services $3,000
11 $6,000 Food Bank for Monterey County $3,000
12 Community Engagement
$4,000
Carmel Woman’s Club $2,000
13 Carmel Resident’s Association $2,000
14 Art and Cultural Programs
$4,000
Monterey Symphony $1,000
15 Carmel Dance Festival $1,000
16 Monterey Peninsula Ballet Theatre $1,000
17 New Canon Theatre Co. $1,000
18 Veterans and Seniors
$4,000
American Legion Post 512
Carmel Patriots
$2,000
19 Leadership Carmel, a program of
the Carmel Chamber of
Commerce
$2,000
Total $30,000
Fiscal Impact
A preliminary allocation of $36,000 has been identified in the FY 2025–2026 budget for the Council Discretionary Grant Program. The staff’s recommended allocation total of $30,000, providing flexibility for any Council-directed adjustments, as well as reserving funding for likely off-cycle funding requests after budget adoption.

Recommendation:

Staff requests that the City Council:

1. Confirm the total funding allocation for the FY 2025–2026 Council Discretionary Grants; and

2. Provide direction on the distribution of grant awards to eligible applicants, either by approving staff's proposed funding amounts, or providing alternative direction.

FISCAL IMPACT:

None for this action. A preliminary $36,000 is allocated for FY 2025-2026 Council Discretionary Grants, subject to change upon direction from Council. Funds will be disbursed post-budget adoption, after July 1, 2025.

PRIOR CITY COUNCIL ACTION:

In June 2024, City Council allocated $36,000 for Discretionary Grant Funds for the FY 2024-2025 Budget.

ATTACHMENTS:

Attachment 1) Policy C17-01 Council Discretionary Funds Grant Program Attachment 2) Summary of FY 25-26 Grant Applications
Attachment 3) Grant Applications Received for FY 25-26 (reduced size) Attachment 1
Attachment 1
Attachment 1
Attachment 1
Attachment 1
Attachment 1
Applicant Proposed Grant Use Proposed Grant Budget Benefit Meets Policy Requirements
Grant request
amount
Carmel High School
Padre Parents
Carmel High School is
requesting funding to
support Sober Grad Night,
a safe, alcohol-free
celebration for graduating
seniors held at the Santa
Cruz Beach Boardwalk, as
well as Minute Parties,
monthly events that
promote safe driving habits
and raise awareness about
the dangers of impaired
driving. These initiatives
aim to foster a culture of
safety and responsibility
among all students
throughout the school year.

Sober Grad Night expenses
towards $8000 for
transportation to the Santa
Cruz Boardwalk, $2,150
minute parties (where we
display Sobriety info to
Seniors), $3,000 pre-party in
the gym before loading kids
on busses, $1900 for a
hypnotist and other misc
expenses to keep kids
entertained the entire night
before returning them home
sober and safe at 5:00am
the morning after graduation!
Sober Grad Night
events provide
graduating seniors with
a safe, fun, and
substance-free
environment to
celebrate their
achievements. It helps
prevent underage
drinking and risky
behavior on graduation
night, promoting
student safety and
giving families peace
of mind.
yes ($ 3,000.00)
Carmel High School
Mock Trial
Carmel Mock Trial is
applying for funding to
offset costs associated with
their participation in
regional, state, and
international competitions.

This would help reduce the
financial burden on
students and allow broader
participation.

Funding to offset students
costs for participating in the
World Championship Mock
Trial Competition in the fall
and spring of the 2025-2026
school year.

Carmel High School's
Mock Trial team
cultivates critical
thinking, public
speaking, and
teamwork, providing
legal system
understanding.

Participants gain
confidence and future
preparation through
competition and legal
mentorship.
yes ($ 3,000.00)
Carmel High School
Interact Club
The Interact Club at Carmel
High School seeks funding
to provide branded warm
clothing (jackets and tshirts) for its student
volunteers. These uniforms
will help members be easily
recognized and foster team
identity at community
service events.
$400 for t shirts
$700 for windbreakers
$500 promotion and
recruitment
The CHS Interact Club
fosters leadership,
integrity, and social
responsibility through
community and
international service
projects. It provides
students opportunities
for personal and civic
growth by connecting
them with peers and
community leaders.
yes ($ 1,600.00)
Carmel Woman's
Club
We would utilize the City
Grant to produce and mail
our quarterly newsletters to
our 457 members.

Additionally, we post the
newsletters on our website
to provide access to the
general public worldwide.

We regularly have new
residents review the
website and then become
new members to be part of
the Carmel community.

We would use the $3,000 to
offset printing and postage
costs for the four newsletters
we send out each year.

The Carmel Woman’s
Club provides
members with
personal development,
community
involvement, and
social interaction
through philanthropy
supporting local
nonprofits and
scholarships for
women returning to
college. They also
offer educational
programs, luncheons,
and fundraisers for
fellowship and
learning.
yes ($ 3,000.00)
Attachment 2
Applicant Proposed Grant Use Proposed Grant Budget Benefit Meets Policy Requirements
Grant request
amount
Carmel Resident's
Association
The Association is
requesting funding to
expand the distribution of
The VOICE newsletter, a
professional publication
that fosters civic
engagement, community
awareness, and local
participation. The grant will
cover graphic design,
printing, and mailing costs
to send the newsletter to all
3,200 residents of Carmelby-the-Sea.

Carmel Residents
Association is requesting
$3,000 to help offset
expenses for increasing
production of the "VOICE
Newsletter" and provide an
issue to every resident of
Carmel-by-the-Sea: $2,300
for graphic design, printing,
and stitching of the VOICE
Newsletter (3,200 qty)
- $700 for postage and
mailing of the VOICE
Newsletter (3,200 qty)
The CRA is dedicated
to preserving and
enriching the quality of
life in Carmel-by-theSea. Members benefit
from community
advocacy, educational
programs, and social
events that foster civic
engagement and
neighborhood pride.

The newsletter will be
mailed to all residents,
not only members.
yes ($ 3,000.00)
Carmel Little
League
Carmel Youth Baseball
respectfully requests grant
funding to purchase a new
scoreboard, a Gator utility
vehicle, and backstop netting
for our local baseball fields.

These essential upgrades will
directly benefit the youth
athletes, families, and
residents of Carmel-by-theSea by enhancing safety,
improving field maintenance,
and elevating the overall game
experience.

We would allocate $1,000 to
the scoreboard, $1,000 to
the gator utility vehicle and
$1,000 to the backstop
netting.

Youth Little League
baseball promotes
physical fitness,
teamwork, discipline,
and confidence in a
fun, supportive
environment. It also
fosters friendships and
community
involvement, helping
kids grow both on and
off the field.
yes ($ 3,000.00)
Monterey
Symphony
The Symphony seeks
funding to support in-school
music education visits and
demonstrations for Carmel
students in advance of their
youth concerts. These
interactive sessions aim to
teach students about
orchestral instruments and
concert etiquette, enriching
their concert experience
and musical knowledge.
$1,000 for the musicians to
visit schools; $1,000 for
music educators to prepare
the materials for the visits;
$1,000 to subsidize tickets
for students and families
living in 93921
Access to the
symphony and music
education exposes
students to high-quality
artistic experiences,
enhancing their
cultural awareness and
appreciation for the
arts. Helps to build a
lifelong love of music,
especially for students
who might not
otherwise have
access.
yes, except that $
cannot be used for
salaries.
($ 2,000.00)
CERV of the
Monterey
Peninsula- Carmel
CERT
Carmel CERT is requesting
funds for emergency
medical supplies, training
materials, uniforms, and
tactical equipment to
enhance their capacity to
respond to community
emergencies and
participate in training and
outreach events. This
includes outfitting their new
CERT trailer with essential
safety and extraction tools.
- $700.00 Emergency
Medical Supplies-
- $600.00 Training MaterialsCommunications
- $1000.00 Uniforms - Safety
Helmets.
- $700.00 Tactical
Emergency Equipment
Enhances community
emergency response
capacity, provides
essential medical
supplies, training,
uniforms, and tactical
equipment, and equips
a new CERT trailer
with safety and
extraction tools.
yes ($ 3,000.00)
Food Bank for
Monterey County
The Food Bank requests
funding to provide fresh
produce, dairy, eggs, lean
proteins, and other
nutritious food items to
Carmel residents in need.

These distributions occur
twice monthly at St. Philip’s
Lutheran Church and serve
residents of all ages.
$3000 would be used to
purchase fresh produce,
eggs, dairy, lean proteins,
and other healthful staple
foods to provide to City of
Carmel residents in need.

Provides nutritious
food items to Carmel
residents in need
through twice-monthly
distributions, serving
residents of all ages.
yes ($ 3,000.00)
Attachment 2
Applicant Proposed Grant Use Proposed Grant Budget Benefit Meets Policy Requirements
Grant request
amount
Carmel Dance
Festival
Carmel Dance Festival
seeks funding for the
Terpsichore Project, which
brings youth-led live dance
performances to residential
care facilities, hospitals,
and community spaces.

The initiative promotes
emotional healing, cognitive
stimulation, and
intergenerational
connection while fostering
artistic growth in young
dancers.

Carmel Dance Festival is
requesting $3,000 for the
Terpsichore Project, and if
awarded, the funds will be
used as follows:
$1,600 for professional
choreography and coaching
$600 for costumes and
dance shoes for youth
performers
$500 for photography and
videography
$300 for a portable, highquality sound system
Brings youth-led live
dance performances to
care facilities,
hospitals, and
community spaces,
promoting emotional
healing, cognitive
stimulation, and
intergenerational
connection, and
fostering artistic growth
in young dancers.
yes ($ 3,000.00)
New Canon Theatre
Co.

New Canon Theatre Co. is
requesting funding to
support their 2025
production of Othello at the
Forest Theatre in Carmelby-the-Sea. Grant funds will
cover production costs,
artist compensation, and
community outreach
programs aimed at making
Shakespeare accessible to
a wider audience.

We are requesting $3,000 to
support our production of
Othello:
$1,000 – Pay What You Will
Night (subsidized tickets,
making theatre accessible to
Carmel-by-the-Sea
residents)
$800 – Set Construction -
wood, paint, and scenic
elements
$500 – Costumes
$400 – Lighting Design -
rental and setup of
professional lighting
equipment
$300 – Sound Design -
microphones, speakers
Supports a 2025
production of Othello
at Carmel's Forest
Theatre, offering lowprice tickets to make
Shakespeare
accessible to a wider
audience.
yes ($ 3,000.00)
SPCA Monterey
County
SPCA Monterey County
seeks $3,000 to support the
rescue and rehabilitation of
150–200 injured and
orphaned wild animals from
Carmel. The funds will help
provide expert care,
shelter, and treatment,
promoting local biodiversity
and reducing environmental
strain on city resources.

SPCA Monterey County is
requesting a $3,000 grant to
support its Wildlife Rescue
and Rehabilitation Program
for animals rescued from
Carmel-by-the-Sea. Each
wildlife patient (including
squirrels, songbirds,
raccoons, owls, and more)
requires an average of
$360.42 in care, including
rescue, food, medicine, and
veterinary treatment. With
over 150 animals annually
from Carmel, the SPCA
invests $54,063 in total, and
this grant would help offset
those costs.

Supports the rescue
and rehabilitation of
injured and orphaned
wild animals from
Carmel, promoting
local biodiversity and
reducing
environmental strain
on city resources.
yes ($ 3,000.00)
Carmel Youth
Center
The Carmel Youth Center
requests funding to
continue providing free,
nutritious snacks for youth
in their after-school
program. These snacks
support physical health and
enhance learning and focus
for participating students.

CYC spends an average of
$1.50 - $2.00 per child per
snack. With an average of 45
- 65 kids per day, this costs
CYC approximately $16,900
a year. We supplement 30%
of those costs through inkind donations from the
Monterey county food bank
and All In Monterey County.

The $3,000 requested for
this grant will cover 1,500
snacks for the 475 children
CYC serves annually.

Provides free,
nutritious snacks for
youth in their afterschool program,
supporting physical
health and enhancing
learning and focus.
yes ($ 3,000.00)
Attachment 2
Applicant Proposed Grant Use Proposed Grant Budget Benefit Meets Policy Requirements
Grant request
amount
Pacific Repertory
Theatre
Pacific Repertory Theatre is
seeking support for its
School of Dramatic Arts
(SoDA), which offers
affordable theater arts
education for youth through
classes and camps. The
grant would enable
students to engage in live
theater as performers or
behind-the-scenes crew,
fostering creativity,
confidence, and critical
thinking.

We are requesting $3,000 for
our School of Dramatic Arts
(SoDA). If awarded, funds
will be used to subsidize
Teacher Salaries ($1000),
Marketing ($1000) and
Educational Materials
($1000).

Offers affordable
theater arts education
for youth through
classes and camps,
enabling students to
engage in live theater
and fostering creativity,
confidence, and critical
thinking.

Yes, except that $
cannot be used for
salaries.
($ 2,000.00)
Community Human
Services
Community Human
Services requests funding
for operational support of
Shuman HeartHouse, an
emergency shelter for
unaccompanied women
and families with children.

Funds will cover housing,
case management, meals,
and rapid rehousing
services to help guests
transition into permanent
housing.

A $3,000 grant from the City
of Carmel-by-the-Sea would
be used to fund general
operating support of the
Shuman HeartHouse
emergency shelter for
homeless women and
families with children. This
includes providing case
management and rapid
rehousing services to guests
during their stays, as well as
meals, internet and computer
access, and assistance
accessing employment,
health services, education,
and permanent housing.

Provides emergency
shelter, case
management, meals,
and rapid rehousing
services for
unaccompanied
women and families
with children.
yes ($ 3,000.00)
American Legion
Post 512 Carmel
Patriots
Carmel Patriots request
funding to purchase
outdoor furniture for the
American Legion,
improving its aesthetics and
usability for veterans,
military personnel, and
community events. This
beautification also supports
property values and
community pride in
honoring veterans.

We are requesting $3000 for
the American Legion Post
512 Carmel Patriots:
-$1400 for 8 Polywood
outdoor chairs
-$800 for 2 Polywood
outdoor tables
-$770 for 2 outdoor
umbrellas and 2 stands
-$30 towards shipping costs
Improves the
aesthetics and
usability of the
American Legion for
veterans, military
personnel, and
community events,
supporting property
values and community
pride.
yes ($ 3,000.00)
Carmel Cares
Carmel Cares seeks
funding to purchase safety
vests, T-shirts, and litter
pickup equipment for 50
additional volunteers. This
gear will enhance the
visibility, safety, and
effectiveness of their
beautification efforts
throughout the community.

We are requesting $3,000 to
properly outfit 50 additional
volunteers for purposes of
safety and functionality.

Safety vests - Logo'd mesh -
$500
Safety vests - Logo'd fleece -
$1,500
Buckets for Pick Up Posse -
$500 (branding is done by
volunteers at no cost)
Pickers for Pick Up Posse -
$250
T-shirts - Logo'd long sleeve
- $250
Enhances the visibility,
safety, and
effectiveness of
community
beautification efforts
through the purchase
of safety vests, Tshirts, and litter pickup
equipment for
volunteers.
yes ($ 3,000.00)
Attachment 2
Applicant Proposed Grant Use Proposed Grant Budget Benefit Meets Policy Requirements
Grant request
amount
Monterey Peninsula
Ballet Theatre
MPBT is requesting a grant
to help fund its Free Youth
Arts Community Outreach
Program, which provides
free access to The
Nutcracker for students
from Salinas City
Elementary School District.

The program introduces
students to ballet and
theater while offering MPBT
youth performers additional
performance experience.

We are requesting $3000 for
the "Free Youth Arts
Outreach Community
Program," and if awarded,
the funds will be used as
follows:
- $2,585 for Sunset Center
light, sound, dance floor
rental
- $415 for guest technology
fees (a portion of the $3000
for guest technology fees for
this youth arts program only)
Provides free access
to The Nutcracker for
students from Salinas
City Elementary
School
District, introduces
students to ballet and
theater, and offers
MPBT youth
performers additional
performance
experience.
yes ($ 3,000.00)
Leadership Carmel,
a program of the
Carmel Chamber of
Commerce
Foundation
Leadership Carmel
requests funding to
purchase senior-friendly
fitness equipment for The
Carmel Foundation’s new
wellness studio. The project
promotes successful aging
and provides accessible
fitness opportunities for the
city’s large senior
population.

We are requesting $3,000 to
be used towards the
purchase of:
3 Recumbent Bikes ($7,485
to $11,385), 1 Stationary
Bike ($1,599 to $5,189)
Weight Machines ($6,000 to
$10,000)
Promotes successful
aging and provides
accessible fitness
opportunities for
seniors by purchasing
senior-friendly fitness
equipment for a new
wellness studio.
yes ($ 3,000.00)
Total Grants Eligible for funding: 19
Total Grants Requested: ($ 53,600.00)
Attachment 2
Email *
[email protected]
American Legion Post 512 Carmel Patriots
P.O. Box 512, Carmel-by-the-Sea, CA 93921
Welcome to the FY 25-26 Council
Discretionary Grant Application
The City of Carmel-by-the-Sea recognizes and appreciates the value of local nonpro¬t organizations and schools that provide services bene¬ting the community. Each year, the City Council offers a Discretionary Funds Grant Program to provide support to various organizations, in alignment with the City’s annual budget process. Every organization that submits an application and the required documentation by the deadline will be considered, however, please note that funding is limited and not all applicants may receive a grant.

Before applying, please review the eligibility requirements and evaluation process outlined in Policy 2017- 01: City Council Discretionary Funds Grant Program.

To complete your application, submit this online form and email the following documents to the City Clerk by the application deadline, Friday, March 14, 2025, at 5:00 PM:

Proof of 501(c) status or school documentation
Current annual operating budget
Past two years’ ¬nancial statements
For questions, contact the City Clerk at [email protected] or call 831-620-2016.

Non-profit Organization Name (or name of Carmel School): * Enter the name of the Non-Pro¬t or School applying for this grant Organization Mailing Address: *
4/16/25, 3:07 PM Welcome to the FY 25-26 Council Discretionary Grant Application https://docs.google.com/forms/d/112qeC_pNqA0zgCFL7aUp6qnJ408DFBFYs26u9VI1Xl4/edit#response=ACYDBNg9d-_WWeHece3UO0a3Ofii0kfhP… 1/8 Gerry Paratore
[email protected]
(831)624-9941
Section 1: Eligibility Information
To be eligible for funding, an organization:

Must be located within the City of Carmel-by-the-Sea or provide community, environmental, or social services to the community of Carmel-by-the-Sea.

Must be a nonpro¬t community based 501(c) organization or a Carmel school.

Must directly provide the community service(s) for which City funds are sought.

Must have no outstanding debt due to the City.

Must not be ¬nancially dependent upon receiving City support to meet the organization’s annual budget and operational requirements.

We are a 501(c) nonpro¬t
We are a Carmel School
We are not a 501(c) nonpro¬t or a Carmel School (Your organization is not eligible for this grant) Organization Point of Contact Name and Title: *
(Name of person the City should contact if they have questions about this application) Organization's Contact Email: *
Organization's Phone Number: *
Is your organization a 501(c) nonprofit or a Carmel school? * 4/16/25, 3:07 PM Welcome to the FY 25-26 Council Discretionary Grant Application https://docs.google.com/forms/d/112qeC_pNqA0zgCFL7aUp6qnJ408DFBFYs26u9VI1Xl4/edit#response=ACYDBNg9d-_WWeHece3UO0a3Ofii0kfhP… 2/8 We are located in Carmel-by-the-Sea
We are located outside of Carmel-by-the-Sea, but we provide services to its residents We do not provide services to Carmel-by-the-Sea (Your organization is not eligible for this grant) Yes (Your organization is not eligible for this grant)
No
Yes (Your organization is not eligible for this grant)
No
Yes (Provide a detailed description in the next section) No (Your organization is not eligible for this grant)
Section 2: Project/Program Purpose for Grant
All public funds must, by law, be used for activities that serve a public purpose. A public purpose generally means providing an "activity or service that is open and accessible to all members of the public regardless of race, creed, gender, sexual orientation, religious a®liation, etc., without restriction, and which does not Is your organization located with the City of Carmel-by-the-Sea, or does it provide services to its residents?
*
Does your organization have any outstanding debt to the City? * Is your organization finanically dependent on receiving City funding for its annual budget and operational requirements?
*
Does your organization's project/program that you are requesting a grant for meet the criteria for public purpose as outlined in the City's Discretionary Grant Policy? *
4/16/25, 3:07 PM Welcome to the FY 25-26 Council Discretionary Grant Application https://docs.google.com/forms/d/112qeC_pNqA0zgCFL7aUp6qnJ408DFBFYs26u9VI1Xl4/edit#response=ACYDBNg9d-_WWeHece3UO0a3Ofii0kfhP… 3/8 promote a particular religion". Therefore, organizations applying for grant funding through this program must clearly show how their programs or services will bene¬t the community of Carmel-by-the-Sea.

Demonstrating Public Bene¬t
The City may grant public funds under the following conditions:

The organization offers a service that complements or enhances a service the City already provides.

The service creates an indirect or secondary bene¬t for the City.

The organization provides a service that the City could provide but has chosen not to.

The following chart contains examples that illustrate public benefit:
4/16/25, 3:07 PM Welcome to the FY 25-26 Council Discretionary Grant Application https://docs.google.com/forms/d/112qeC_pNqA0zgCFL7aUp6qnJ408DFBFYs26u9VI1Xl4/edit#response=ACYDBNg9d-_WWeHece3UO0a3Ofii0kfhP… 4/8 Attachment 3
I understand
We would use the grant to purchase some decent quality outdoor furniture: Polywood chairs, tables and umbrellas. This would greatly improve the look of the outside of the American Legion, which would in turn benefit local veterans, active military, and members of the Carmel community who are using the Legion for their own functions. Carmel Patriots are focused on creating connections between military and the Carmel community. Beautification of the Legion will improve property values and show others how important the care and history of veterans are to all members of our Carmel community and government. 1000+
Section 3: Funding Request Amount and Budget
PLEASE NOTE: City grant funds may not be used for any of the following activities:
- General operating expenses such as salaries, utilities, and rent expenses - To support political activities
- Scholarships to high-school or college students
- The payment of outstanding debts
- The purchase of alcoholic beverages
- Travel, meals, lodging, or entertainment expenses
- Services which are primarily commercial, religious or political in nature - Permanent improvements to any non – City owned structure or property so that it becomes integral to the real reporty and removal would do harm to the building or land including those improvements that are bolted, nailed, screwed or wired into the wall, ceiling or floor *
In 500 words or less, please describe the specific proposed use of the grant by your organization. This must be a specific service, project, or program provided by your organization which demonstrates a benefit to residents of Carmel-by-the-Sea. *
Please indicate the estimated number of Carmel-by-the-Sea (93921) residents that will benefit from the specific service, project, or program for which grant funds are being sought:
*
4/16/25, 3:07 PM Welcome to the FY 25-26 Council Discretionary Grant Application https://docs.google.com/forms/d/112qeC_pNqA0zgCFL7aUp6qnJ408DFBFYs26u9VI1Xl4/edit#response=ACYDBNg9d-_WWeHece3UO0a3Ofii0kfhP… 5/8 We are requesting a $3,000 grant
Other:

We are requesting $3000 for the American Legion Post 512 Carmel Patriots, and if awarded, the funds will be used as follows:
-$1400 for 8 Polywood outdoor chairs
-$800 for 2 Polywood outdoor tables
-$770 for 2 outdoor umbrellas and 2 stands
-$30 towards shipping costs
Section 4: Organization's Financial History
Along with submitting an online grant application, applicants must also email the following documentation to the City Clerk at [email protected] by Friday, March 14, 2025, at 5:00 PM for the application to be considered complete:

1. A current, detailed operating budget that includes information on the organization’s annual sources of revenue received.

2. Proof of 501(c) status with a copy of the letter from the IRS as applicable.

Please indicate if you are requesting the maximum grant funding of $3,000 for your organization, or another amount less than the maximum:
*
Provide a Detailed Proposed Project/Program Budget, indicating how the grant funding requested will be utilized if awarded.

For example: "We are requesting $3,000 for the "Kids Zone After School Drama Club Program", and if awarded the funds will be used as follows:
- $300 for costumes
- $700 for printing scripts and programs
- $400 for paint and wood to create a portable and moveable scenery backdrop - $600 for props
- $1,000 for stage lighting and audio equipment
*
4/16/25, 3:07 PM Welcome to the FY 25-26 Council Discretionary Grant Application https://docs.google.com/forms/d/112qeC_pNqA0zgCFL7aUp6qnJ408DFBFYs26u9VI1Xl4/edit#response=ACYDBNg9d-_WWeHece3UO0a3Ofii0kfhP… 6/8

3. The past two year’s ¬nancial statements, including the current year, with balance sheets,sources of revenues, pro¬t/loss statements and indicating the percentage of revenue that isused for administration, salaries and program costs.

I understand this requirement
Section 6: Declaration
I hereby certify that the information provided in this
application is true and correct to the best of my knowledge and that I am authorized by the organization to complete this application.

I understand that in addition to submitting this application form, I must also email the required ¬nancial documents to the City Clerk at [email protected] by Friday, March 14, 2025, at 5:00 PM in order for my grant application to be considered complete.

I further acknowledge that if selected, a grant agreement between the City and my organization is required, and once signed, grant funding awareded to my organization must be utilitzed for the speci¬c service, project, or program outlined in this application between July 1, 2025 and June 30, 2026.

I understand that in order for my application to be considered complete, I must also email the following three (3) documents to [email protected] by grant application deadline of Friday, March 14, 2025, at 5:00 PM:
1) A current, detailed operating budget that includes information on the organization’s annual sources of revenue received.
2) Proof of 501(c) status (copy of the letter from the IRS) or documentation as a school as applicable.
3) The past two year’s financial statements, including the current year, with balance sheets, sources of revenues, profit/loss statements and indicating the percentage of revenue that is used for administration, salaries and program costs.
*
4/16/25, 3:07 PM Welcome to the FY 25-26 Council Discretionary Grant Application https://docs.google.com/forms/d/112qeC_pNqA0zgCFL7aUp6qnJ408DFBFYs26u9VI1Xl4/edit#response=ACYDBNg9d-_WWeHece3UO0a3Ofii0kfhP… 7/8 Gerry Paratore, Commander of the American Legion Post 512 American Legion Post 512 Carmel Patriots
MM
/
DD
/
YYYY
This form was created inside of Carmel-by-the-Sea.

Name and Title of staff applying on behalf of the Organization: * Organization name *
Date Submitted: *
03 13 2025
Forms
4/16/25, 3:07 PM Welcome to the FY 25-26 Council Discretionary Grant Application https://docs.google.com/forms/d/112qeC_pNqA0zgCFL7aUp6qnJ408DFBFYs26u9VI1Xl4/edit#response=ACYDBNg9d-_WWeHece3UO0a3Ofii0kfhP… 8/8 Attachment 3
Email *
[email protected]
Monterey Symphony
PO BOX 7130 Carmel-by-the-Sea, CA 93921
Welcome to the FY 25-26 Council
Discretionary Grant Application
The City of Carmel-by-the-Sea recognizes and appreciates the value of local nonpro¬t organizations and schools that provide services bene¬ting the community. Each year, the City Council offers a Discretionary Funds Grant Program to provide support to various organizations, in alignment with the City’s annual budget process. Every organization that submits an application and the required documentation by the deadline will be considered, however, please note that funding is limited and not all applicants may receive a grant.

Before applying, please review the eligibility requirements and evaluation process outlined in Policy 2017- 01: City Council Discretionary Funds Grant Program.

To complete your application, submit this online form and email the following documents to the City Clerk by the application deadline, Friday, March 14, 2025, at 5:00 PM:

Proof of 501(c) status or school documentation
Current annual operating budget
Past two years’ ¬nancial statements
For questions, contact the City Clerk at [email protected] or call 831-620-2016.

Non-profit Organization Name (or name of Carmel School): * Enter the name of the Non-Pro¬t or School applying for this grant Organization Mailing Address: *
4/11/25, 11:59 AM Welcome to the FY 25-26 Council Discretionary Grant Application https://docs.google.com/forms/d/112qeC_pNqA0zgCFL7aUp6qnJ408DFBFYs26u9VI1Xl4/edit#response=ACYDBNio5fTCf0ibTZsBNC8yz9IC2QRre7g… 1/8 Nicola Reilly, President and CEO
[email protected]
831-645-1131
Section 1: Eligibility Information
To be eligible for funding, an organization:

Must be located within the City of Carmel-by-the-Sea or provide community, environmental, or social services to the community of Carmel-by-the-Sea.

Must be a nonpro¬t community based 501(c) organization or a Carmel school.

Must directly provide the community service(s) for which City funds are sought.

Must have no outstanding debt due to the City.

Must not be ¬nancially dependent upon receiving City support to meet the organization’s annual budget and operational requirements.

We are a 501(c) nonpro¬t
We are a Carmel School
We are not a 501(c) nonpro¬t or a Carmel School (Your organization is not eligible for this grant) Organization Point of Contact Name and Title: *
(Name of person the City should contact if they have questions about this application) Organization's Contact Email: *
Organization's Phone Number: *
Is your organization a 501(c) nonprofit or a Carmel school? * 4/11/25, 11:59 AM Welcome to the FY 25-26 Council Discretionary Grant Application https://docs.google.com/forms/d/112qeC_pNqA0zgCFL7aUp6qnJ408DFBFYs26u9VI1Xl4/edit#response=ACYDBNio5fTCf0ibTZsBNC8yz9IC2QRre7g… 2/8 We are located in Carmel-by-the-Sea
We are located outside of Carmel-by-the-Sea, but we provide services to its residents We do not provide services to Carmel-by-the-Sea (Your organization is not eligible for this grant) Yes (Your organization is not eligible for this grant)
No
Yes (Your organization is not eligible for this grant)
No
Yes (Provide a detailed description in the next section) No (Your organization is not eligible for this grant)
Section 2: Project/Program Purpose for Grant
All public funds must, by law, be used for activities that serve a public purpose. A public purpose generally means providing an "activity or service that is open and accessible to all members of the public regardless of race, creed, gender, sexual orientation, religious a®liation, etc., without restriction, and which does not Is your organization located with the City of Carmel-by-the-Sea, or does it provide services to its residents?
*
Does your organization have any outstanding debt to the City? * Is your organization finanically dependent on receiving City funding for its annual budget and operational requirements?
*
Does your organization's project/program that you are requesting a grant for meet the criteria for public purpose as outlined in the City's Discretionary Grant Policy? *
4/11/25, 11:59 AM Welcome to the FY 25-26 Council Discretionary Grant Application https://docs.google.com/forms/d/112qeC_pNqA0zgCFL7aUp6qnJ408DFBFYs26u9VI1Xl4/edit#response=ACYDBNio5fTCf0ibTZsBNC8yz9IC2QRre7g… 3/8 promote a particular religion". Therefore, organizations applying for grant funding through this program must clearly show how their programs or services will bene¬t the community of Carmel-by-the-Sea.

Demonstrating Public Bene¬t
The City may grant public funds under the following conditions:

The organization offers a service that complements or enhances a service the City already provides.

The service creates an indirect or secondary bene¬t for the City.

The organization provides a service that the City could provide but has chosen not to.

The following chart contains examples that illustrate public benefit:
4/11/25, 11:59 AM Welcome to the FY 25-26 Council Discretionary Grant Application https://docs.google.com/forms/d/112qeC_pNqA0zgCFL7aUp6qnJ408DFBFYs26u9VI1Xl4/edit#response=ACYDBNio5fTCf0ibTZsBNC8yz9IC2QRre7g… 4/8 Attachment 3
I understand
Funding from the city of Carmel-by-the-Sea would support the in school visits and demonstrations to students in Carmel schools, prior to attending the Symphony's youth concerts. During the 25/26 season, the Symphony will present youth concerts in September and May and every student will attend an in-class demonstration or assembly to learn about the instruments in the orchestra and how to be a good audience member!
500
Section 3: Funding Request Amount and Budget
PLEASE NOTE: City grant funds may not be used for any of the following activities:
- General operating expenses such as salaries, utilities, and rent expenses - To support political activities
- Scholarships to high-school or college students
- The payment of outstanding debts
- The purchase of alcoholic beverages
- Travel, meals, lodging, or entertainment expenses
- Services which are primarily commercial, religious or political in nature - Permanent improvements to any non – City owned structure or property so that it becomes integral to the real reporty and removal would do harm to the building or land including those improvements that are bolted, nailed, screwed or wired into the wall, ceiling or floor *
In 500 words or less, please describe the specific proposed use of the grant by your organization. This must be a specific service, project, or program provided by your organization which demonstrates a benefit to residents of Carmel-by-the-Sea. *
Please indicate the estimated number of Carmel-by-the-Sea (93921) residents that will benefit from the specific service, project, or program for which grant funds are being sought:
*
4/11/25, 11:59 AM Welcome to the FY 25-26 Council Discretionary Grant Application https://docs.google.com/forms/d/112qeC_pNqA0zgCFL7aUp6qnJ408DFBFYs26u9VI1Xl4/edit#response=ACYDBNio5fTCf0ibTZsBNC8yz9IC2QRre7g… 5/8 We are requesting a $3,000 grant
Other:
$1,000 for the musicians to visit schools; $1,000 for music educators to prepare the materials for the visits; $1,000 to subsidize tickets for students and families living in 93921 Section 4: Organization's Financial History
Along with submitting an online grant application, applicants must also email the following documentation to the City Clerk at [email protected] by Friday, March 14, 2025, at 5:00 PM for the application to be considered complete:

1. A current, detailed operating budget that includes information on the organization’s annual sources of revenue received.

2. Proof of 501(c) status with a copy of the letter from the IRS as applicable.

3. The past two year’s ¬nancial statements, including the current year, with balance sheets,sources of revenues, pro¬t/loss statements and indicating the percentage of revenue that isused for administration, salaries and program costs.

Please indicate if you are requesting the maximum grant funding of $3,000 for your organization, or another amount less than the maximum:
*
Provide a Detailed Proposed Project/Program Budget, indicating how the grant funding requested will be utilized if awarded.

For example: "We are requesting $3,000 for the "Kids Zone After School Drama Club Program", and if awarded the funds will be used as follows:
- $300 for costumes
- $700 for printing scripts and programs
- $400 for paint and wood to create a portable and moveable scenery backdrop - $600 for props
- $1,000 for stage lighting and audio equipment
*
4/11/25, 11:59 AM Welcome to the FY 25-26 Council Discretionary Grant Application https://docs.google.com/forms/d/112qeC_pNqA0zgCFL7aUp6qnJ408DFBFYs26u9VI1Xl4/edit#response=ACYDBNio5fTCf0ibTZsBNC8yz9IC2QRre7g… 6/8 I understand this requirement
Section 6: Declaration
I hereby certify that the information provided in this
application is true and correct to the best of my knowledge and that I am authorized by the organization to complete this application.

I understand that in addition to submitting this application form, I must also email the required ¬nancial documents to the City Clerk at [email protected] by Friday, March 14, 2025, at 5:00 PM in order for my grant application to be considered complete.

I further acknowledge that if selected, a grant agreement between the City and my organization is required, and once signed, grant funding awareded to my organization must be utilitzed for the speci¬c service, project, or program outlined in this application between July 1, 2025 and June 30, 2026.

Nicola Reilly, President and CEO
I understand that in order for my application to be considered complete, I must also email the following three (3) documents to [email protected] by grant application deadline of Friday, March 14, 2025, at 5:00 PM:
1) A current, detailed operating budget that includes information on the organization’s annual sources of revenue received.
2) Proof of 501(c) status (copy of the letter from the IRS) or documentation as a school as applicable.
3) The past two year’s financial statements, including the current year, with balance sheets, sources of revenues, profit/loss statements and indicating the percentage of revenue that is used for administration, salaries and program costs.
*
Name and Title of staff applying on behalf of the Organization: * 4/11/25, 11:59 AM Welcome to the FY 25-26 Council Discretionary Grant Application https://docs.google.com/forms/d/112qeC_pNqA0zgCFL7aUp6qnJ408DFBFYs26u9VI1Xl4/edit#response=ACYDBNio5fTCf0ibTZsBNC8yz9IC2QRre7g… 7/8 Monterey Symphony
MM
/
DD
/
YYYY
This form was created inside of Carmel-by-the-Sea.

Organization name *
Date Submitted: *
03 05 2025
Forms
4/11/25, 11:59 AM Welcome to the FY 25-26 Council Discretionary Grant Application https://docs.google.com/forms/d/112qeC_pNqA0zgCFL7aUp6qnJ408DFBFYs26u9VI1Xl4/edit#response=ACYDBNio5fTCf0ibTZsBNC8yz9IC2QRre7g… 8/8 Attachment 3
Email *
[email protected]
Carmel Dance Festival
3845 Vía Nona Marie #22181, Carmel CA 93923
Welcome to the FY 25-26 Council
Discretionary Grant Application
The City of Carmel-by-the-Sea recognizes and appreciates the value of local nonpro¬t organizations and schools that provide services bene¬ting the community. Each year, the City Council offers a Discretionary Funds Grant Program to provide support to various organizations, in alignment with the City’s annual budget process. Every organization that submits an application and the required documentation by the deadline will be considered, however, please note that funding is limited and not all applicants may receive a grant.

Before applying, please review the eligibility requirements and evaluation process outlined in Policy 2017- 01: City Council Discretionary Funds Grant Program.

To complete your application, submit this online form and email the following documents to the City Clerk by the application deadline, Friday, March 14, 2025, at 5:00 PM:

Proof of 501(c) status or school documentation
Current annual operating budget
Past two years’ ¬nancial statements
For questions, contact the City Clerk at [email protected] or call 831-620-2016.

Non-profit Organization Name (or name of Carmel School): * Enter the name of the Non-Pro¬t or School applying for this grant Organization Mailing Address: *
4/11/25, 12:04 PM Welcome to the FY 25-26 Council Discretionary Grant Application https://docs.google.com/forms/d/112qeC_pNqA0zgCFL7aUp6qnJ408DFBFYs26u9VI1Xl4/edit#response=ACYDBNgnSFrGGxLAUUodUbaQ-ebKOlk… 1/10 Lillian Barbeito
[email protected]
(310) 923-2766
Section 1: Eligibility Information
To be eligible for funding, an organization:

Must be located within the City of Carmel-by-the-Sea or provide community, environmental, or social services to the community of Carmel-by-the-Sea.

Must be a nonpro¬t community based 501(c) organization or a Carmel school.

Must directly provide the community service(s) for which City funds are sought.

Must have no outstanding debt due to the City.

Must not be ¬nancially dependent upon receiving City support to meet the organization’s annual budget and operational requirements.

We are a 501(c) nonpro¬t
We are a Carmel School
We are not a 501(c) nonpro¬t or a Carmel School (Your organization is not eligible for this grant) Organization Point of Contact Name and Title: *
(Name of person the City should contact if they have questions about this application) Organization's Contact Email: *
Organization's Phone Number: *
Is your organization a 501(c) nonprofit or a Carmel school? * 4/11/25, 12:04 PM Welcome to the FY 25-26 Council Discretionary Grant Application https://docs.google.com/forms/d/112qeC_pNqA0zgCFL7aUp6qnJ408DFBFYs26u9VI1Xl4/edit#response=ACYDBNgnSFrGGxLAUUodUbaQ-ebKOlk… 2/10 We are located in Carmel-by-the-Sea
We are located outside of Carmel-by-the-Sea, but we provide services to its residents We do not provide services to Carmel-by-the-Sea (Your organization is not eligible for this grant) Yes (Your organization is not eligible for this grant)
No
Yes (Your organization is not eligible for this grant)
No
Yes (Provide a detailed description in the next section) No (Your organization is not eligible for this grant)
Section 2: Project/Program Purpose for Grant
All public funds must, by law, be used for activities that serve a public purpose. A public purpose generally means providing an "activity or service that is open and accessible to all members of the public regardless of race, creed, gender, sexual orientation, religious a®liation, etc., without restriction, and which does not Is your organization located with the City of Carmel-by-the-Sea, or does it provide services to its residents?
*
Does your organization have any outstanding debt to the City? * Is your organization finanically dependent on receiving City funding for its annual budget and operational requirements?
*
Does your organization's project/program that you are requesting a grant for meet the criteria for public purpose as outlined in the City's Discretionary Grant Policy? *
4/11/25, 12:04 PM Welcome to the FY 25-26 Council Discretionary Grant Application https://docs.google.com/forms/d/112qeC_pNqA0zgCFL7aUp6qnJ408DFBFYs26u9VI1Xl4/edit#response=ACYDBNgnSFrGGxLAUUodUbaQ-ebKOlk… 3/10 promote a particular religion". Therefore, organizations applying for grant funding through this program must clearly show how their programs or services will bene¬t the community of Carmel-by-the-Sea.

Demonstrating Public Bene¬t
The City may grant public funds under the following conditions:

The organization offers a service that complements or enhances a service the City already provides.

The service creates an indirect or secondary bene¬t for the City.

The organization provides a service that the City could provide but has chosen not to.

The following chart contains examples that illustrate public benefit:
4/11/25, 12:04 PM Welcome to the FY 25-26 Council Discretionary Grant Application https://docs.google.com/forms/d/112qeC_pNqA0zgCFL7aUp6qnJ408DFBFYs26u9VI1Xl4/edit#response=ACYDBNgnSFrGGxLAUUodUbaQ-ebKOlk… 4/10 Attachment 3
I understand
PLEASE NOTE: City grant funds may not be used for any of the following activities:
- General operating expenses such as salaries, utilities, and rent expenses - To support political activities
- Scholarships to high-school or college students
- The payment of outstanding debts
- The purchase of alcoholic beverages
- Travel, meals, lodging, or entertainment expenses
- Services which are primarily commercial, religious or political in nature - Permanent improvements to any non – City owned structure or property so that it becomes integral to the real reporty and removal would do harm to the building or land including those improvements that are bolted, nailed, screwed or wired into the wall, ceiling or floor *
4/11/25, 12:04 PM Welcome to the FY 25-26 Council Discretionary Grant Application https://docs.google.com/forms/d/112qeC_pNqA0zgCFL7aUp6qnJ408DFBFYs26u9VI1Xl4/edit#response=ACYDBNgnSFrGGxLAUUodUbaQ-ebKOlk… 5/10 Carmel Dance Festival (CDF) seeks funding to support the Terpsichore Project, a transformative dance initiative for youth ages 12-17 that fosters artistic growth while bringing the healing power of dance to vulnerable communities. Through this project, young dancers will perform in residential care facilities, community spaces, and hospitals, creating meaningful connections with individuals facing isolation, health challenges, or emotional distress.

The project will serve residents in residential care facilities, where many individuals experience dementia, depression, loneliness, and discomfort. Dance offers a powerful way to engage these individuals, providing both a mental and physical outlet. For those with dementia, dance can stimulate cognitive function and create moments of joy. For those battling depression, live performances uplift spirits and foster a sense of community. Dance provides an emotional release and a unique form of expression for individuals experiencing discomfort or isolation.

These live performances also invite optional participation, allowing individuals to engage in the experience, whether through simple movement or interactive elements. This participation fosters a sense of belonging, helping to break down emotional barriers and create shared moments of joy and connection.

Live dance performances in care facilities help alleviate loneliness and emotional distress, providing a space for engagement and uplifting the spirit. By offering visually and emotionally stimulating performances, dance offers not only entertainment but also an opportunity for connection, purpose, and expression.

The Terpsichore Project provides emotional healing and well-being for those experiencing the challenges of aging and illness. Youth dancers will grow in their artistic abilities while contributing to their community in a meaningful way, bringing light and joy to those who need it most.

In addition to reaching seniors in care facilities and hospital patients, the project will offer free performances at The Carmel Foundation and The Carmel Women’s Club, enriching the cultural fabric of Carmel-by-the-Sea and making live dance accessible to all.

Through intergenerational connections and the power of artistic expression, the Terpsichore Project demonstrates CDF’s commitment to using dance as a source of healing, joy, and inclusion.

In 500 words or less, please describe the specific proposed use of the grant by your organization. This must be a specific service, project, or program provided by your organization which demonstrates a benefit to residents of Carmel-by-the-Sea. *
4/11/25, 12:04 PM Welcome to the FY 25-26 Council Discretionary Grant Application https://docs.google.com/forms/d/112qeC_pNqA0zgCFL7aUp6qnJ408DFBFYs26u9VI1Xl4/edit#response=ACYDBNgnSFrGGxLAUUodUbaQ-ebKOlk… 6/10 The Terpsichore Project will directly benefit an estimated 320 residents of Carmel-by-the-Sea (93921) through free, live dance performances in community spaces, care facilities, and hospitals: 6 youth performers and their families and friends (approx. 30 individuals) 90 audience members at The Carmel Women’s Club 40 audience members at The Carmel Foundation 100 audience members across three residential care facilities (90 residents + 10 caregivers/doctors) 20 patients and their families and caregivers at Carmel’s CHOMP and an adjacent facility (approx. 60 individuals) These performances will bring joy, connection, and emotional relief to individuals who may otherwise lack access to live arts experiences.

Section 3: Funding Request Amount and Budget
We are requesting a $3,000 grant
Other:

Please indicate the estimated number of Carmel-by-the-Sea (93921) residents that will benefit from the specific service, project, or program for which grant funds are being sought:
*
Please indicate if you are requesting the maximum grant funding of $3,000 for your organization, or another amount less than the maximum:
*
4/11/25, 12:04 PM Welcome to the FY 25-26 Council Discretionary Grant Application https://docs.google.com/forms/d/112qeC_pNqA0zgCFL7aUp6qnJ408DFBFYs26u9VI1Xl4/edit#response=ACYDBNgnSFrGGxLAUUodUbaQ-ebKOlk… 7/10 Carmel Dance Festival is requesting $3,000 for the Terpsichore Project, and if awarded, the funds will be used as follows:
$1,600 for professional choreography and coaching, ensuring high-quality artistic direction and creative development for youth dancers.
$600 for costumes and dance shoes for youth performers, enhancing the visual storytelling and performance experience.
$500 for photography and videography to document the performances and share the project’s impact with the community.
$300 for a portable, high-quality sound system, ensuring clear and impactful performances in nontraditional spaces.

These funds will enable the project to reach 320+ individuals across Carmel-by-the-Sea, including free performances by youth dancers for those in need at three residential care facilities, as well as The Carmel Women’s Club and The Carmel Foundation.

Section 4: Organization's Financial History
Along with submitting an online grant application, applicants must also email the following documentation to the City Clerk at [email protected] by Friday, March 14, 2025, at 5:00 PM for the application to be considered complete:

1. A current, detailed operating budget that includes information on the organization’s annual sources of revenue received.

2. Proof of 501(c) status with a copy of the letter from the IRS as applicable.

Provide a Detailed Proposed Project/Program Budget, indicating how the grant funding requested will be utilized if awarded.

For example: "We are requesting $3,000 for the "Kids Zone After School Drama Club Program", and if awarded the funds will be used as follows:
- $300 for costumes
- $700 for printing scripts and programs
- $400 for paint and wood to create a portable and moveable scenery backdrop - $600 for props
- $1,000 for stage lighting and audio equipment
*
4/11/25, 12:04 PM Welcome to the FY 25-26 Council Discretionary Grant Application https://docs.google.com/forms/d/112qeC_pNqA0zgCFL7aUp6qnJ408DFBFYs26u9VI1Xl4/edit#response=ACYDBNgnSFrGGxLAUUodUbaQ-ebKOlk… 8/10 Attachment 3

3. The past two year’s ¬nancial statements, including the current year, with balance sheets,sources of revenues, pro¬t/loss statements and indicating the percentage of revenue that isused for administration, salaries and program costs.

I understand this requirement
Section 6: Declaration
I hereby certify that the information provided in this
application is true and correct to the best of my knowledge and that I am authorized by the organization to complete this application.

I understand that in addition to submitting this application form, I must also email the required ¬nancial documents to the City Clerk at [email protected] by Friday, March 14, 2025, at 5:00 PM in order for my grant application to be considered complete.

I further acknowledge that if selected, a grant agreement between the City and my organization is required, and once signed, grant funding awareded to my organization must be utilitzed for the speci¬c service, project, or program outlined in this application between July 1, 2025 and June 30, 2026.

I understand that in order for my application to be considered complete, I must also email the following three (3) documents to [email protected] by grant application deadline of Friday, March 14, 2025, at 5:00 PM:
1) A current, detailed operating budget that includes information on the organization’s annual sources of revenue received.
2) Proof of 501(c) status (copy of the letter from the IRS) or documentation as a school as applicable.
3) The past two year’s financial statements, including the current year, with balance sheets, sources of revenues, profit/loss statements and indicating the percentage of revenue that is used for administration, salaries and program costs.
*
4/11/25, 12:04 PM Welcome to the FY 25-26 Council Discretionary Grant Application https://docs.google.com/forms/d/112qeC_pNqA0zgCFL7aUp6qnJ408DFBFYs26u9VI1Xl4/edit#response=ACYDBNgnSFrGGxLAUUodUbaQ-ebKOlk… 9/10 Lillian Barbeito
Carmel Dance Festival
MM
/
DD
/
YYYY
This form was created inside of Carmel-by-the-Sea.

Name and Title of staff applying on behalf of the Organization: * Organization name *
Date Submitted: *
03 07 2025
Forms
4/11/25, 12:04 PM Welcome to the FY 25-26 Council Discretionary Grant Application https://docs.google.com/forms/d/112qeC_pNqA0zgCFL7aUp6qnJ408DFBFYs26u9VI1Xl4/edit#response=ACYDBNgnSFrGGxLAUUodUbaQ-ebKOl… 10/10 Email *
[email protected]
Carmel High School Interact Club
3600 Ocean Avenue, Carmel, CA 93923
Welcome to the FY 25-26 Council
Discretionary Grant Application
The City of Carmel-by-the-Sea recognizes and appreciates the value of local nonpro¬t organizations and schools that provide services bene¬ting the community. Each year, the City Council offers a Discretionary Funds Grant Program to provide support to various organizations, in alignment with the City’s annual budget process. Every organization that submits an application and the required documentation by the deadline will be considered, however, please note that funding is limited and not all applicants may receive a grant.

Before applying, please review the eligibility requirements and evaluation process outlined in Policy 2017- 01: City Council Discretionary Funds Grant Program.

To complete your application, submit this online form and email the following documents to the City Clerk by the application deadline, Friday, March 14, 2025, at 5:00 PM:

Proof of 501(c) status or school documentation
Current annual operating budget
Past two years’ ¬nancial statements
For questions, contact the City Clerk at [email protected] or call 831-620-2016.

Non-profit Organization Name (or name of Carmel School): * Enter the name of the Non-Pro¬t or School applying for this grant Organization Mailing Address: *
4/16/25, 3:22 PM Welcome to the FY 25-26 Council Discretionary Grant Application https://docs.google.com/forms/d/112qeC_pNqA0zgCFL7aUp6qnJ408DFBFYs26u9VI1Xl4/edit#response=ACYDBNgl2HBUY-tPKHiLM5FZ2-YHcvIu7I… 1/8 Bruce Dini
[email protected]
624-1821
Section 1: Eligibility Information
To be eligible for funding, an organization:

Must be located within the City of Carmel-by-the-Sea or provide community, environmental, or social services to the community of Carmel-by-the-Sea.

Must be a nonpro¬t community based 501(c) organization or a Carmel school.

Must directly provide the community service(s) for which City funds are sought.

Must have no outstanding debt due to the City.

Must not be ¬nancially dependent upon receiving City support to meet the organization’s annual budget and operational requirements.

We are a 501(c) nonpro¬t
We are a Carmel School
We are not a 501(c) nonpro¬t or a Carmel School (Your organization is not eligible for this grant) Organization Point of Contact Name and Title: *
(Name of person the City should contact if they have questions about this application) Organization's Contact Email: *
Organization's Phone Number: *
Is your organization a 501(c) nonprofit or a Carmel school? * 4/16/25, 3:22 PM Welcome to the FY 25-26 Council Discretionary Grant Application https://docs.google.com/forms/d/112qeC_pNqA0zgCFL7aUp6qnJ408DFBFYs26u9VI1Xl4/edit#response=ACYDBNgl2HBUY-tPKHiLM5FZ2-YHcvIu7I… 2/8 Attachment 3
We are located in Carmel-by-the-Sea
We are located outside of Carmel-by-the-Sea, but we provide services to its residents We do not provide services to Carmel-by-the-Sea (Your organization is not eligible for this grant) Yes (Your organization is not eligible for this grant)
No
Yes (Your organization is not eligible for this grant)
No
Yes (Provide a detailed description in the next section) No (Your organization is not eligible for this grant)
Section 2: Project/Program Purpose for Grant
All public funds must, by law, be used for activities that serve a public purpose. A public purpose generally means providing an "activity or service that is open and accessible to all members of the public regardless of race, creed, gender, sexual orientation, religious a®liation, etc., without restriction, and which does not Is your organization located with the City of Carmel-by-the-Sea, or does it provide services to its residents?
*
Does your organization have any outstanding debt to the City? * Is your organization finanically dependent on receiving City funding for its annual budget and operational requirements?
*
Does your organization's project/program that you are requesting a grant for meet the criteria for public purpose as outlined in the City's Discretionary Grant Policy? *
4/16/25, 3:22 PM Welcome to the FY 25-26 Council Discretionary Grant Application https://docs.google.com/forms/d/112qeC_pNqA0zgCFL7aUp6qnJ408DFBFYs26u9VI1Xl4/edit#response=ACYDBNgl2HBUY-tPKHiLM5FZ2-YHcvIu7I… 3/8 promote a particular religion". Therefore, organizations applying for grant funding through this program must clearly show how their programs or services will bene¬t the community of Carmel-by-the-Sea.

Demonstrating Public Bene¬t
The City may grant public funds under the following conditions:

The organization offers a service that complements or enhances a service the City already provides.

The service creates an indirect or secondary bene¬t for the City.

The organization provides a service that the City could provide but has chosen not to.

The following chart contains examples that illustrate public benefit:
4/16/25, 3:22 PM Welcome to the FY 25-26 Council Discretionary Grant Application https://docs.google.com/forms/d/112qeC_pNqA0zgCFL7aUp6qnJ408DFBFYs26u9VI1Xl4/edit#response=ACYDBNgl2HBUY-tPKHiLM5FZ2-YHcvIu7I… 4/8 I understand
To provided branded warm clothing for CHS Interact club members. Student volunteers have worked aside various members of the community over the last sevaral years and it would be nice to have some sort of matching t-shirts and jackets in order to be easily identified going forward with our growing club.

It’s hard to tell the exact amount, but many residents walk or drive by cleaner beaches, sidewalks as a result our students community service.

Section 3: Funding Request Amount and Budget
PLEASE NOTE: City grant funds may not be used for any of the following activities:
- General operating expenses such as salaries, utilities, and rent expenses - To support political activities
- Scholarships to high-school or college students
- The payment of outstanding debts
- The purchase of alcoholic beverages
- Travel, meals, lodging, or entertainment expenses
- Services which are primarily commercial, religious or political in nature - Permanent improvements to any non – City owned structure or property so that it becomes integral to the real reporty and removal would do harm to the building or land including those improvements that are bolted, nailed, screwed or wired into the wall, ceiling or floor *
In 500 words or less, please describe the specific proposed use of the grant by your organization. This must be a specific service, project, or program provided by your organization which demonstrates a benefit to residents of Carmel-by-the-Sea. *
Please indicate the estimated number of Carmel-by-the-Sea (93921) residents that will benefit from the specific service, project, or program for which grant funds are being sought:
*
4/16/25, 3:22 PM Welcome to the FY 25-26 Council Discretionary Grant Application https://docs.google.com/forms/d/112qeC_pNqA0zgCFL7aUp6qnJ408DFBFYs26u9VI1Xl4/edit#response=ACYDBNgl2HBUY-tPKHiLM5FZ2-YHcvIu7I… 5/8 We are requesting a $3,000 grant
Other: $1,600
$400 for t shirts
$700 for windbreakers
$500 promotion and recruitment
Section 4: Organization's Financial History
Along with submitting an online grant application, applicants must also email the following documentation to the City Clerk at [email protected] by Friday, March 14, 2025, at 5:00 PM for the application to be considered complete:

1. A current, detailed operating budget that includes information on the organization’s annual sources of revenue received.

2. Proof of 501(c) status with a copy of the letter from the IRS as applicable.

3. The past two year’s ¬nancial statements, including the current year, with balance sheets,sources of revenues, pro¬t/loss statements and indicating the percentage of revenue that isused for administration, salaries and program costs.

Please indicate if you are requesting the maximum grant funding of $3,000 for your organization, or another amount less than the maximum:
*
Provide a Detailed Proposed Project/Program Budget, indicating how the grant funding requested will be utilized if awarded.

For example: "We are requesting $3,000 for the "Kids Zone After School Drama Club Program", and if awarded the funds will be used as follows:
- $300 for costumes
- $700 for printing scripts and programs
- $400 for paint and wood to create a portable and moveable scenery backdrop - $600 for props
- $1,000 for stage lighting and audio equipment
*
4/16/25, 3:22 PM Welcome to the FY 25-26 Council Discretionary Grant Application https://docs.google.com/forms/d/112qeC_pNqA0zgCFL7aUp6qnJ408DFBFYs26u9VI1Xl4/edit#response=ACYDBNgl2HBUY-tPKHiLM5FZ2-YHcvIu7I… 6/8 Attachment 3
I understand this requirement
Section 6: Declaration
I hereby certify that the information provided in this
application is true and correct to the best of my knowledge and that I am authorized by the organization to complete this application.

I understand that in addition to submitting this application form, I must also email the required ¬nancial documents to the City Clerk at [email protected] by Friday, March 14, 2025, at 5:00 PM in order for my grant application to be considered complete.

I further acknowledge that if selected, a grant agreement between the City and my organization is required, and once signed, grant funding awareded to my organization must be utilitzed for the speci¬c service, project, or program outlined in this application between July 1, 2025 and June 30, 2026.

Bruce Dini, Adviser
I understand that in order for my application to be considered complete, I must also email the following three (3) documents to [email protected] by grant application deadline of Friday, March 14, 2025, at 5:00 PM:
1) A current, detailed operating budget that includes information on the organization’s annual sources of revenue received.
2) Proof of 501(c) status (copy of the letter from the IRS) or documentation as a school as applicable.
3) The past two year’s financial statements, including the current year, with balance sheets, sources of revenues, profit/loss statements and indicating the percentage of revenue that is used for administration, salaries and program costs.
*
Name and Title of staff applying on behalf of the Organization: * 4/16/25, 3:22 PM Welcome to the FY 25-26 Council Discretionary Grant Application https://docs.google.com/forms/d/112qeC_pNqA0zgCFL7aUp6qnJ408DFBFYs26u9VI1Xl4/edit#response=ACYDBNgl2HBUY-tPKHiLM5FZ2-YHcvIu7I… 7/8 Carmel High School Interact Club
MM
/
DD
/
YYYY
This form was created inside of Carmel-by-the-Sea.

Organization name *
Date Submitted: *
03 13 2025
Forms
4/16/25, 3:22 PM Welcome to the FY 25-26 Council Discretionary Grant Application https://docs.google.com/forms/d/112qeC_pNqA0zgCFL7aUp6qnJ408DFBFYs26u9VI1Xl4/edit#response=ACYDBNgl2HBUY-tPKHiLM5FZ2-YHcvIu7I… 8/8 Email *
[email protected]
Carmel Little League
P.O. Box 222895, Carmel, CA 93922
Welcome to the FY 25-26 Council
Discretionary Grant Application
The City of Carmel-by-the-Sea recognizes and appreciates the value of local nonpro¬t organizations and schools that provide services bene¬ting the community. Each year, the City Council offers a Discretionary Funds Grant Program to provide support to various organizations, in alignment with the City’s annual budget process. Every organization that submits an application and the required documentation by the deadline will be considered, however, please note that funding is limited and not all applicants may receive a grant.

Before applying, please review the eligibility requirements and evaluation process outlined in Policy 2017- 01: City Council Discretionary Funds Grant Program.

To complete your application, submit this online form and email the following documents to the City Clerk by the application deadline, Friday, March 14, 2025, at 5:00 PM:

Proof of 501(c) status or school documentation
Current annual operating budget
Past two years’ ¬nancial statements
For questions, contact the City Clerk at [email protected] or call 831-620-2016.

Non-profit Organization Name (or name of Carmel School): * Enter the name of the Non-Pro¬t or School applying for this grant Organization Mailing Address: *
3/5/25, 4:37 PM Welcome to the FY 25-26 Council Discretionary Grant Application https://docs.google.com/forms/d/112qeC_pNqA0zgCFL7aUp6qnJ408DFBFYs26u9VI1Xl4/edit#response=ACYDBNhRB4ov3XElMGBpC03TPhWjqFb… 1/10 Kristin Torrice
[email protected]
8312775770
Section 1: Eligibility Information
To be eligible for funding, an organization:

Must be located within the City of Carmel-by-the-Sea or provide community, environmental, or social services to the community of Carmel-by-the-Sea.

Must be a nonpro¬t community based 501(c) organization or a Carmel school.

Must directly provide the community service(s) for which City funds are sought.

Must have no outstanding debt due to the City.

Must not be ¬nancially dependent upon receiving City support to meet the organization’s annual budget and operational requirements.

We are a 501(c) nonpro¬t
We are a Carmel School
We are not a 501(c) nonpro¬t or a Carmel School (Your organization is not eligible for this grant) Organization Point of Contact Name and Title: *
(Name of person the City should contact if they have questions about this application) Organization's Contact Email: *
Organization's Phone Number: *
Is your organization a 501(c) nonprofit or a Carmel school? * 3/5/25, 4:37 PM Welcome to the FY 25-26 Council Discretionary Grant Application https://docs.google.com/forms/d/112qeC_pNqA0zgCFL7aUp6qnJ408DFBFYs26u9VI1Xl4/edit#response=ACYDBNhRB4ov3XElMGBpC03TPhWjqFb… 2/10 Attachment 3
We are located in Carmel-by-the-Sea
We are located outside of Carmel-by-the-Sea, but we provide services to its residents We do not provide services to Carmel-by-the-Sea (Your organization is not eligible for this grant) Yes (Your organization is not eligible for this grant)
No
Yes (Your organization is not eligible for this grant)
No
Yes (Provide a detailed description in the next section) No (Your organization is not eligible for this grant)
Section 2: Project/Program Purpose for Grant
All public funds must, by law, be used for activities that serve a public purpose. A public purpose generally means providing an "activity or service that is open and accessible to all members of the public regardless of race, creed, gender, sexual orientation, religious a®liation, etc., without restriction, and which does not Is your organization located with the City of Carmel-by-the-Sea, or does it provide services to its residents?
*
Does your organization have any outstanding debt to the City? * Is your organization finanically dependent on receiving City funding for its annual budget and operational requirements?
*
Does your organization's project/program that you are requesting a grant for meet the criteria for public purpose as outlined in the City's Discretionary Grant Policy? *
3/5/25, 4:37 PM Welcome to the FY 25-26 Council Discretionary Grant Application https://docs.google.com/forms/d/112qeC_pNqA0zgCFL7aUp6qnJ408DFBFYs26u9VI1Xl4/edit#response=ACYDBNhRB4ov3XElMGBpC03TPhWjqFb… 3/10 promote a particular religion". Therefore, organizations applying for grant funding through this program must clearly show how their programs or services will bene¬t the community of Carmel-by-the-Sea.

Demonstrating Public Bene¬t
The City may grant public funds under the following conditions:

The organization offers a service that complements or enhances a service the City already provides.

The service creates an indirect or secondary bene¬t for the City.

The organization provides a service that the City could provide but has chosen not to.

The following chart contains examples that illustrate public benefit:
3/5/25, 4:37 PM Welcome to the FY 25-26 Council Discretionary Grant Application https://docs.google.com/forms/d/112qeC_pNqA0zgCFL7aUp6qnJ408DFBFYs26u9VI1Xl4/edit#response=ACYDBNhRB4ov3XElMGBpC03TPhWjqFb… 4/10 I understand
PLEASE NOTE: City grant funds may not be used for any of the following activities:
- General operating expenses such as salaries, utilities, and rent expenses - To support political activities
- Scholarships to high-school or college students
- The payment of outstanding debts
- The purchase of alcoholic beverages
- Travel, meals, lodging, or entertainment expenses
- Services which are primarily commercial, religious or political in nature - Permanent improvements to any non – City owned structure or property so that it becomes integral to the real reporty and removal would do harm to the building or land including those improvements that are bolted, nailed, screwed or wired into the wall, ceiling or floor *
3/5/25, 4:37 PM Welcome to the FY 25-26 Council Discretionary Grant Application https://docs.google.com/forms/d/112qeC_pNqA0zgCFL7aUp6qnJ408DFBFYs26u9VI1Xl4/edit#response=ACYDBNhRB4ov3XElMGBpC03TPhWjqFb… 5/10 Carmel Youth Baseball respectfully requests grant funding to purchase a new scoreboard, a Gator utility vehicle, and backstop netting for our local baseball fields. These essential upgrades will directly benefit the youth athletes, families, and residents of Carmel-by-the-Sea by enhancing safety, improving field maintenance, and elevating the overall game experience.

Community Benefits

1. Enhancing the Game Experience with a New Scoreboard
A modern scoreboard will increase engagement and excitement for players and spectators, making games more enjoyable and competitive. It will allow families and fans to easily follow the score and game progress, creating a more professional atmosphere. Additionally, a high-quality scoreboard can attract regional tournaments and sponsorships, bringing visitors to Carmel-by-the-Sea and supporting local businesses.

2. Improving Field Maintenance and Efficiency with a Gator Utility Vehicle A Gator utility vehicle will significantly improve the efficiency of field maintenance. Currently, volunteers and coaches manually transport equipment, field chalk, and repair tools, which is time-consuming and physically demanding. A Gator will enable quicker field preparation, easier transportation of injured players, and improved upkeep of the playing surface, ensuring a safe and well-maintained facility for the entire community.

3. Increasing Safety with New Backstop Netting
New backstop netting is crucial for protecting spectators, players, and coaches from errant foul balls. Many families, including young children and seniors, attend games and need reliable safety measures to prevent injuries. Upgraded netting will also reduce game interruptions and enhance the overall experience by In 500 words or less, please describe the specific proposed use of the grant by your organization. This must be a specific service, project, or program provided by your organization which demonstrates a benefit to residents of Carmel-by-the-Sea. *
3/5/25, 4:37 PM Welcome to the FY 25-26 Council Discretionary Grant Application https://docs.google.com/forms/d/112qeC_pNqA0zgCFL7aUp6qnJ408DFBFYs26u9VI1Xl4/edit#response=ACYDBNhRB4ov3XElMGBpC03TPhWjqFb… 6/10 Attachment 3
allowing players to focus on the game while ensuring that the surrounding area remains secure.

A Lasting Impact on the Community
Baseball has long been a beloved tradition in Carmel-by-the-Sea, bringing together residents of all ages to celebrate youth sports, teamwork, and community spirit. These investments will ensure that future generations have a safe, well-maintained, and enjoyable place to play, fostering a lifelong love for the game.

By supporting this grant request, the City of Carmel-by-the-Sea will be making a meaningful investment in the health, safety, and enjoyment of its residents, ensuring that youth sports continue to thrive in our beautiful coastal community.

Thank you for your consideration.
80 Section 3: Funding Request Amount and Budget
We are requesting a $3,000 grant
Other:

Please indicate the estimated number of Carmel-by-the-Sea (93921) residents that will benefit from the specific service, project, or program for which grant funds are being sought:
*
Please indicate if you are requesting the maximum grant funding of $3,000 for your organization, or another amount less than the maximum:
*
3/5/25, 4:37 PM Welcome to the FY 25-26 Council Discretionary Grant Application https://docs.google.com/forms/d/112qeC_pNqA0zgCFL7aUp6qnJ408DFBFYs26u9VI1Xl4/edit#response=ACYDBNhRB4ov3XElMGBpC03TPhWjqFb… 7/10 We are requesting $3,000. We would allocate $1,000 to the scoreboard, $1,000 to the gator utility vehicle and $1,000 to the backstop netting.

Section 4: Organization's Financial History
Along with submitting an online grant application, applicants must also email the following documentation to the City Clerk at [email protected] by Friday, March 14, 2025, at 5:00 PM for the application to be considered complete:

1. A current, detailed operating budget that includes information on the organization’s annual sources of revenue received.

2. Proof of 501(c) status with a copy of the letter from the IRS as applicable.

3. The past two year’s ¬nancial statements, including the current year, with balance sheets,sources of revenues, pro¬t/loss statements and indicating the percentage of revenue that isused for administration, salaries and program costs.

Provide a Detailed Proposed Project/Program Budget, indicating how the grant funding requested will be utilized if awarded.

For example: "We are requesting $3,000 for the "Kids Zone After School Drama Club Program", and if awarded the funds will be used as follows:
- $300 for costumes
- $700 for printing scripts and programs
- $400 for paint and wood to create a portable and moveable scenery backdrop - $600 for props
- $1,000 for stage lighting and audio equipment
*
3/5/25, 4:37 PM Welcome to the FY 25-26 Council Discretionary Grant Application https://docs.google.com/forms/d/112qeC_pNqA0zgCFL7aUp6qnJ408DFBFYs26u9VI1Xl4/edit#response=ACYDBNhRB4ov3XElMGBpC03TPhWjqFb… 8/10 I understand this requirement
Section 6: Declaration
I hereby certify that the information provided in this
application is true and correct to the best of my knowledge and that I am authorized by the organization to complete this application.

I understand that in addition to submitting this application form, I must also email the required ¬nancial documents to the City Clerk at [email protected] by Friday, March 14, 2025, at 5:00 PM in order for my grant application to be considered complete.

I further acknowledge that if selected, a grant agreement between the City and my organization is required, and once signed, grant funding awareded to my organization must be utilitzed for the speci¬c service, project, or program outlined in this application between July 1, 2025 and June 30, 2026.

Kristin Marie Torrice
I understand that in order for my application to be considered complete, I must also email the following three (3) documents to [email protected] by grant application deadline of Friday, March 14, 2025, at 5:00 PM:
1) A current, detailed operating budget that includes information on the organization’s annual sources of revenue received.
2) Proof of 501(c) status (copy of the letter from the IRS) or documentation as a school as applicable.
3) The past two year’s financial statements, including the current year, with balance sheets, sources of revenues, profit/loss statements and indicating the percentage of revenue that is used for administration, salaries and program costs.
*
Name and Title of staff applying on behalf of the Organization: * 3/5/25, 4:37 PM Welcome to the FY 25-26 Council Discretionary Grant Application https://docs.google.com/forms/d/112qeC_pNqA0zgCFL7aUp6qnJ408DFBFYs26u9VI1Xl4/edit#response=ACYDBNhRB4ov3XElMGBpC03TPhWjqFb… 9/10 Carmel Little League
MM
/
DD
/
YYYY
This form was created inside of Carmel-by-the-Sea.

Organization name *
Date Submitted: *
03 05 2025
Forms
3/5/25, 4:37 PM Welcome to the FY 25-26 Council Discretionary Grant Application https://docs.google.com/forms/d/112qeC_pNqA0zgCFL7aUp6qnJ408DFBFYs26u9VI1Xl4/edit#response=ACYDBNhRB4ov3XElMGBpC03TPhWjqF… 10/10 Attachment 3
Email *
[email protected]
Carmel Woman’s Club
P.O. Box 2674, Carmel-by-the-Sea, CA 93921
Welcome to the FY 25-26 Council
Discretionary Grant Application
The City of Carmel-by-the-Sea recognizes and appreciates the value of local nonpro¬t organizations and schools that provide services bene¬ting the community. Each year, the City Council offers a Discretionary Funds Grant Program to provide support to various organizations, in alignment with the City’s annual budget process. Every organization that submits an application and the required documentation by the deadline will be considered, however, please note that funding is limited and not all applicants may receive a grant.

Before applying, please review the eligibility requirements and evaluation process outlined in Policy 2017- 01: City Council Discretionary Funds Grant Program.

To complete your application, submit this online form and email the following documents to the City Clerk by the application deadline, Friday, March 14, 2025, at 5:00 PM:

Proof of 501(c) status or school documentation
Current annual operating budget
Past two years’ ¬nancial statements
For questions, contact the City Clerk at [email protected] or call 831-620-2016.

Non-profit Organization Name (or name of Carmel School): * Enter the name of the Non-Pro¬t or School applying for this grant Organization Mailing Address: *
3/5/25, 4:36 PM Welcome to the FY 25-26 Council Discretionary Grant Application https://docs.google.com/forms/d/112qeC_pNqA0zgCFL7aUp6qnJ408DFBFYs26u9VI1Xl4/edit#response=ACYDBNjdk9WecZnM5ylDb0vakQTaSsYCD… 1/8 Heidi Mozingo, President
[email protected]
(831) 624-2866
Section 1: Eligibility Information
To be eligible for funding, an organization:

Must be located within the City of Carmel-by-the-Sea or provide community, environmental, or social services to the community of Carmel-by-the-Sea.

Must be a nonpro¬t community based 501(c) organization or a Carmel school.

Must directly provide the community service(s) for which City funds are sought.

Must have no outstanding debt due to the City.

Must not be ¬nancially dependent upon receiving City support to meet the organization’s annual budget and operational requirements.

We are a 501(c) nonpro¬t
We are a Carmel School
We are not a 501(c) nonpro¬t or a Carmel School (Your organization is not eligible for this grant) Organization Point of Contact Name and Title: *
(Name of person the City should contact if they have questions about this application) Organization's Contact Email: *
Organization's Phone Number: *
Is your organization a 501(c) nonprofit or a Carmel school? * 3/5/25, 4:36 PM Welcome to the FY 25-26 Council Discretionary Grant Application https://docs.google.com/forms/d/112qeC_pNqA0zgCFL7aUp6qnJ408DFBFYs26u9VI1Xl4/edit#response=ACYDBNjdk9WecZnM5ylDb0vakQTaSsYCD… 2/8 We are located in Carmel-by-the-Sea
We are located outside of Carmel-by-the-Sea, but we provide services to its residents We do not provide services to Carmel-by-the-Sea (Your organization is not eligible for this grant) Yes (Your organization is not eligible for this grant)
No
Yes (Your organization is not eligible for this grant)
No
Yes (Provide a detailed description in the next section) No (Your organization is not eligible for this grant)
Section 2: Project/Program Purpose for Grant
All public funds must, by law, be used for activities that serve a public purpose. A public purpose generally means providing an "activity or service that is open and accessible to all members of the public regardless of race, creed, gender, sexual orientation, religious a®liation, etc., without restriction, and which does not Is your organization located with the City of Carmel-by-the-Sea, or does it provide services to its residents?
*
Does your organization have any outstanding debt to the City? * Is your organization finanically dependent on receiving City funding for its annual budget and operational requirements?
*
Does your organization's project/program that you are requesting a grant for meet the criteria for public purpose as outlined in the City's Discretionary Grant Policy? *
3/5/25, 4:36 PM Welcome to the FY 25-26 Council Discretionary Grant Application https://docs.google.com/forms/d/112qeC_pNqA0zgCFL7aUp6qnJ408DFBFYs26u9VI1Xl4/edit#response=ACYDBNjdk9WecZnM5ylDb0vakQTaSsYCD… 3/8 promote a particular religion". Therefore, organizations applying for grant funding through this program must clearly show how their programs or services will bene¬t the community of Carmel-by-the-Sea.

Demonstrating Public Bene¬t
The City may grant public funds under the following conditions:

The organization offers a service that complements or enhances a service the City already provides.

The service creates an indirect or secondary bene¬t for the City.

The organization provides a service that the City could provide but has chosen not to.

The following chart contains examples that illustrate public benefit:
3/5/25, 4:36 PM Welcome to the FY 25-26 Council Discretionary Grant Application https://docs.google.com/forms/d/112qeC_pNqA0zgCFL7aUp6qnJ408DFBFYs26u9VI1Xl4/edit#response=ACYDBNjdk9WecZnM5ylDb0vakQTaSsYCD… 4/8 Attachment 3
I understand
We would utilize the City Grant to produce and mail our quarterly newsletters to our 457 members.

Additionally, we post the newsletters on our website to provide access to the general public worldwide. We regularly have new residents review the website and then become new members to be part of the Carmel community.

Over 500 residents
Section 3: Funding Request Amount and Budget
PLEASE NOTE: City grant funds may not be used for any of the following activities:
- General operating expenses such as salaries, utilities, and rent expenses - To support political activities
- Scholarships to high-school or college students
- The payment of outstanding debts
- The purchase of alcoholic beverages
- Travel, meals, lodging, or entertainment expenses
- Services which are primarily commercial, religious or political in nature - Permanent improvements to any non – City owned structure or property so that it becomes integral to the real reporty and removal would do harm to the building or land including those improvements that are bolted, nailed, screwed or wired into the wall, ceiling or floor *
In 500 words or less, please describe the specific proposed use of the grant by your organization. This must be a specific service, project, or program provided by your organization which demonstrates a benefit to residents of Carmel-by-the-Sea. *
Please indicate the estimated number of Carmel-by-the-Sea (93921) residents that will benefit from the specific service, project, or program for which grant funds are being sought:
*
3/5/25, 4:36 PM Welcome to the FY 25-26 Council Discretionary Grant Application https://docs.google.com/forms/d/112qeC_pNqA0zgCFL7aUp6qnJ408DFBFYs26u9VI1Xl4/edit#response=ACYDBNjdk9WecZnM5ylDb0vakQTaSsYCD… 5/8 We are requesting a $3,000 grant
Other:

We would use the $3,000 to offset printing and postage costs for the four newsletters we send out each year.

Section 4: Organization's Financial History
Along with submitting an online grant application, applicants must also email the following documentation to the City Clerk at [email protected] by Friday, March 14, 2025, at 5:00 PM for the application to be considered complete:

1. A current, detailed operating budget that includes information on the organization’s annual sources of revenue received.

2. Proof of 501(c) status with a copy of the letter from the IRS as applicable.

3. The past two year’s ¬nancial statements, including the current year, with balance sheets,sources of revenues, pro¬t/loss statements and indicating the percentage of revenue that isused for administration, salaries and program costs.

Please indicate if you are requesting the maximum grant funding of $3,000 for your organization, or another amount less than the maximum:
*
Provide a Detailed Proposed Project/Program Budget, indicating how the grant funding requested will be utilized if awarded.

For example: "We are requesting $3,000 for the "Kids Zone After School Drama Club Program", and if awarded the funds will be used as follows:
- $300 for costumes
- $700 for printing scripts and programs
- $400 for paint and wood to create a portable and moveable scenery backdrop - $600 for props
- $1,000 for stage lighting and audio equipment
*
3/5/25, 4:36 PM Welcome to the FY 25-26 Council Discretionary Grant Application https://docs.google.com/forms/d/112qeC_pNqA0zgCFL7aUp6qnJ408DFBFYs26u9VI1Xl4/edit#response=ACYDBNjdk9WecZnM5ylDb0vakQTaSsYCD… 6/8 I understand this requirement
Section 6: Declaration
I hereby certify that the information provided in this
application is true and correct to the best of my knowledge and that I am authorized by the organization to complete this application.

I understand that in addition to submitting this application form, I must also email the required ¬nancial documents to the City Clerk at [email protected] by Friday, March 14, 2025, at 5:00 PM in order for my grant application to be considered complete.

I further acknowledge that if selected, a grant agreement between the City and my organization is required, and once signed, grant funding awareded to my organization must be utilitzed for the speci¬c service, project, or program outlined in this application between July 1, 2025 and June 30, 2026.

Heidi Mozingo, President
I understand that in order for my application to be considered complete, I must also email the following three (3) documents to [email protected] by grant application deadline of Friday, March 14, 2025, at 5:00 PM:
1) A current, detailed operating budget that includes information on the organization’s annual sources of revenue received.
2) Proof of 501(c) status (copy of the letter from the IRS) or documentation as a school as applicable.
3) The past two year’s financial statements, including the current year, with balance sheets, sources of revenues, profit/loss statements and indicating the percentage of revenue that is used for administration, salaries and program costs.
*
Name and Title of staff applying on behalf of the Organization: * 3/5/25, 4:36 PM Welcome to the FY 25-26 Council Discretionary Grant Application https://docs.google.com/forms/d/112qeC_pNqA0zgCFL7aUp6qnJ408DFBFYs26u9VI1Xl4/edit#response=ACYDBNjdk9WecZnM5ylDb0vakQTaSsYCD… 7/8 Carmel Woman’s Club
MM
/
DD
/
YYYY
This form was created inside of Carmel-by-the-Sea.

Organization name *
Date Submitted: *
02 27 2025
Forms
3/5/25, 4:36 PM Welcome to the FY 25-26 Council Discretionary Grant Application https://docs.google.com/forms/d/112qeC_pNqA0zgCFL7aUp6qnJ408DFBFYs26u9VI1Xl4/edit#response=ACYDBNjdk9WecZnM5ylDb0vakQTaSsYCD… 8/8 Attachment 3
Email *
[email protected]
Carmel Mock Trial
P.o. box: 222780 Carmel 93923
Welcome to the FY 25-26 Council
Discretionary Grant Application
The City of Carmel-by-the-Sea recognizes and appreciates the value of local nonpro¬t organizations and schools that provide services bene¬ting the community. Each year, the City Council offers a Discretionary Funds Grant Program to provide support to various organizations, in alignment with the City’s annual budget process. Every organization that submits an application and the required documentation by the deadline will be considered, however, please note that funding is limited and not all applicants may receive a grant.

Before applying, please review the eligibility requirements and evaluation process outlined in Policy 2017- 01: City Council Discretionary Funds Grant Program.

To complete your application, submit this online form and email the following documents to the City Clerk by the application deadline, Friday, March 14, 2025, at 5:00 PM:

Proof of 501(c) status or school documentation
Current annual operating budget
Past two years’ ¬nancial statements
For questions, contact the City Clerk at [email protected] or call 831-620-2016.

Non-profit Organization Name (or name of Carmel School): * Enter the name of the Non-Pro¬t or School applying for this grant Organization Mailing Address: *
4/11/25, 12:34 PM Welcome to the FY 25-26 Council Discretionary Grant Application https://docs.google.com/forms/d/112qeC_pNqA0zgCFL7aUp6qnJ408DFBFYs26u9VI1Xl4/edit#response=ACYDBNjQOH9SIZe3EIrJxB8QSGhRche06… 1/8 Bill Schrier, Coach
[email protected]
8319154804
Section 1: Eligibility Information
To be eligible for funding, an organization:

Must be located within the City of Carmel-by-the-Sea or provide community, environmental, or social services to the community of Carmel-by-the-Sea.

Must be a nonpro¬t community based 501(c) organization or a Carmel school.

Must directly provide the community service(s) for which City funds are sought.

Must have no outstanding debt due to the City.

Must not be ¬nancially dependent upon receiving City support to meet the organization’s annual budget and operational requirements.

We are a 501(c) nonpro¬t
We are a Carmel School
We are not a 501(c) nonpro¬t or a Carmel School (Your organization is not eligible for this grant) Organization Point of Contact Name and Title: *
(Name of person the City should contact if they have questions about this application) Organization's Contact Email: *
Organization's Phone Number: *
Is your organization a 501(c) nonprofit or a Carmel school? * 4/11/25, 12:34 PM Welcome to the FY 25-26 Council Discretionary Grant Application https://docs.google.com/forms/d/112qeC_pNqA0zgCFL7aUp6qnJ408DFBFYs26u9VI1Xl4/edit#response=ACYDBNjQOH9SIZe3EIrJxB8QSGhRche06… 2/8 We are located in Carmel-by-the-Sea
We are located outside of Carmel-by-the-Sea, but we provide services to its residents We do not provide services to Carmel-by-the-Sea (Your organization is not eligible for this grant) Yes (Your organization is not eligible for this grant)
No
Yes (Your organization is not eligible for this grant)
No
Yes (Provide a detailed description in the next section) No (Your organization is not eligible for this grant)
Section 2: Project/Program Purpose for Grant
All public funds must, by law, be used for activities that serve a public purpose. A public purpose generally means providing an "activity or service that is open and accessible to all members of the public regardless of race, creed, gender, sexual orientation, religious a®liation, etc., without restriction, and which does not Is your organization located with the City of Carmel-by-the-Sea, or does it provide services to its residents?
*
Does your organization have any outstanding debt to the City? * Is your organization finanically dependent on receiving City funding for its annual budget and operational requirements?
*
Does your organization's project/program that you are requesting a grant for meet the criteria for public purpose as outlined in the City's Discretionary Grant Policy? *
4/11/25, 12:34 PM Welcome to the FY 25-26 Council Discretionary Grant Application https://docs.google.com/forms/d/112qeC_pNqA0zgCFL7aUp6qnJ408DFBFYs26u9VI1Xl4/edit#response=ACYDBNjQOH9SIZe3EIrJxB8QSGhRche06… 3/8 promote a particular religion". Therefore, organizations applying for grant funding through this program must clearly show how their programs or services will bene¬t the community of Carmel-by-the-Sea.

Demonstrating Public Bene¬t
The City may grant public funds under the following conditions:

The organization offers a service that complements or enhances a service the City already provides.

The service creates an indirect or secondary bene¬t for the City.

The organization provides a service that the City could provide but has chosen not to.

The following chart contains examples that illustrate public benefit:
4/11/25, 12:34 PM Welcome to the FY 25-26 Council Discretionary Grant Application https://docs.google.com/forms/d/112qeC_pNqA0zgCFL7aUp6qnJ408DFBFYs26u9VI1Xl4/edit#response=ACYDBNjQOH9SIZe3EIrJxB8QSGhRche06… 4/8 Attachment 3
I understand
Carmel Mock Trial intends to use this grant in order to reduce costs associated with participating in county, state, and international Mock Trial competitions.

We believe that the entirety of the community would benefit as Carmel Mock Trial reflects so well on the city of Carmel.

Section 3: Funding Request Amount and Budget
PLEASE NOTE: City grant funds may not be used for any of the following activities:
- General operating expenses such as salaries, utilities, and rent expenses - To support political activities
- Scholarships to high-school or college students
- The payment of outstanding debts
- The purchase of alcoholic beverages
- Travel, meals, lodging, or entertainment expenses
- Services which are primarily commercial, religious or political in nature - Permanent improvements to any non – City owned structure or property so that it becomes integral to the real reporty and removal would do harm to the building or land including those improvements that are bolted, nailed, screwed or wired into the wall, ceiling or floor *
In 500 words or less, please describe the specific proposed use of the grant by your organization. This must be a specific service, project, or program provided by your organization which demonstrates a benefit to residents of Carmel-by-the-Sea. *
Please indicate the estimated number of Carmel-by-the-Sea (93921) residents that will benefit from the specific service, project, or program for which grant funds are being sought:
*
4/11/25, 12:34 PM Welcome to the FY 25-26 Council Discretionary Grant Application https://docs.google.com/forms/d/112qeC_pNqA0zgCFL7aUp6qnJ408DFBFYs26u9VI1Xl4/edit#response=ACYDBNjQOH9SIZe3EIrJxB8QSGhRche06… 5/8 We are requesting a $3,000 grant
Other:

We request $5,000 for the funding of travel, lodging, and food for competitions Carmel Mock Trial will attend in the fall and spring of the 2025-2026 school year. We do not yet have the exact break down of these costs.

Section 4: Organization's Financial History
Along with submitting an online grant application, applicants must also email the following documentation to the City Clerk at [email protected] by Friday, March 14, 2025, at 5:00 PM for the application to be considered complete:

1. A current, detailed operating budget that includes information on the organization’s annual sources of revenue received.

2. Proof of 501(c) status with a copy of the letter from the IRS as applicable.

3. The past two year’s ¬nancial statements, including the current year, with balance sheets,sources of revenues, pro¬t/loss statements and indicating the percentage of revenue that isused for administration, salaries and program costs.

Please indicate if you are requesting the maximum grant funding of $3,000 for your organization, or another amount less than the maximum:
*
Provide a Detailed Proposed Project/Program Budget, indicating how the grant funding requested will be utilized if awarded.

For example: "We are requesting $3,000 for the "Kids Zone After School Drama Club Program", and if awarded the funds will be used as follows:
- $300 for costumes
- $700 for printing scripts and programs
- $400 for paint and wood to create a portable and moveable scenery backdrop - $600 for props
- $1,000 for stage lighting and audio equipment
*
4/11/25, 12:34 PM Welcome to the FY 25-26 Council Discretionary Grant Application https://docs.google.com/forms/d/112qeC_pNqA0zgCFL7aUp6qnJ408DFBFYs26u9VI1Xl4/edit#response=ACYDBNjQOH9SIZe3EIrJxB8QSGhRche06… 6/8 I understand this requirement
Section 6: Declaration
I hereby certify that the information provided in this
application is true and correct to the best of my knowledge and that I am authorized by the organization to complete this application.

I understand that in addition to submitting this application form, I must also email the required ¬nancial documents to the City Clerk at [email protected] by Friday, March 14, 2025, at 5:00 PM in order for my grant application to be considered complete.

I further acknowledge that if selected, a grant agreement between the City and my organization is required, and once signed, grant funding awareded to my organization must be utilitzed for the speci¬c service, project, or program outlined in this application between July 1, 2025 and June 30, 2026.

Bill Schrier, Coach
I understand that in order for my application to be considered complete, I must also email the following three (3) documents to [email protected] by grant application deadline of Friday, March 14, 2025, at 5:00 PM:
1) A current, detailed operating budget that includes information on the organization’s annual sources of revenue received.
2) Proof of 501(c) status (copy of the letter from the IRS) or documentation as a school as applicable.
3) The past two year’s financial statements, including the current year, with balance sheets, sources of revenues, profit/loss statements and indicating the percentage of revenue that is used for administration, salaries and program costs.
*
Name and Title of staff applying on behalf of the Organization: * 4/11/25, 12:34 PM Welcome to the FY 25-26 Council Discretionary Grant Application https://docs.google.com/forms/d/112qeC_pNqA0zgCFL7aUp6qnJ408DFBFYs26u9VI1Xl4/edit#response=ACYDBNjQOH9SIZe3EIrJxB8QSGhRche06… 7/8 Carmel Mock Trial
MM
/
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/
YYYY
This form was created inside of Carmel-by-the-Sea.

Organization name *
Date Submitted: *
03 13 25
Forms
4/11/25, 12:34 PM Welcome to the FY 25-26 Council Discretionary Grant Application https://docs.google.com/forms/d/112qeC_pNqA0zgCFL7aUp6qnJ408DFBFYs26u9VI1Xl4/edit#response=ACYDBNjQOH9SIZe3EIrJxB8QSGhRche06… 8/8 Attachment 3
Email *
[email protected]

CARMEL HIGH SCHOOL PADRE PARENTS, SOBER GRAD NIGHT
P O BOX 222780 CARMEL, CA 93922
Welcome to the FY 25-26 Council
Discretionary Grant Application
The City of Carmel-by-the-Sea recognizes and appreciates the value of local nonpro¬t organizations and schools that provide services bene¬ting the community. Each year, the City Council offers a Discretionary Funds Grant Program to provide support to various organizations, in alignment with the City’s annual budget process. Every organization that submits an application and the required documentation by the deadline will be considered, however, please note that funding is limited and not all applicants may receive a grant.

Before applying, please review the eligibility requirements and evaluation process outlined in Policy 2017- 01: City Council Discretionary Funds Grant Program.

To complete your application, submit this online form and email the following documents to the City Clerk by the application deadline, Friday, March 14, 2025, at 5:00 PM:

Proof of 501(c) status or school documentation
Current annual operating budget
Past two years’ ¬nancial statements
For questions, contact the City Clerk at [email protected] or call 831-620-2016.

Non-profit Organization Name (or name of Carmel School): * Enter the name of the Non-Pro¬t or School applying for this grant Organization Mailing Address: *
3/5/25, 4:33 PM Welcome to the FY 25-26 Council Discretionary Grant Application https://docs.google.com/forms/d/112qeC_pNqA0zgCFL7aUp6qnJ408DFBFYs26u9VI1Xl4/edit#response=ACYDBNjJwXaujwAEIOiBr9ZD33YpVa-BBw… 1/9

LISA FALKEL, VOLUNTEER, TREASURER
[email protected]
8312773461
Section 1: Eligibility Information
To be eligible for funding, an organization:

Must be located within the City of Carmel-by-the-Sea or provide community, environmental, or social services to the community of Carmel-by-the-Sea.

Must be a nonpro¬t community based 501(c) organization or a Carmel school.

Must directly provide the community service(s) for which City funds are sought.

Must have no outstanding debt due to the City.

Must not be ¬nancially dependent upon receiving City support to meet the organization’s annual budget and operational requirements.

We are a 501(c) nonpro¬t
We are a Carmel School
We are not a 501(c) nonpro¬t or a Carmel School (Your organization is not eligible for this grant) Organization Point of Contact Name and Title: *
(Name of person the City should contact if they have questions about this application) Organization's Contact Email: *
Organization's Phone Number: *
Is your organization a 501(c) nonprofit or a Carmel school? * 3/5/25, 4:33 PM Welcome to the FY 25-26 Council Discretionary Grant Application https://docs.google.com/forms/d/112qeC_pNqA0zgCFL7aUp6qnJ408DFBFYs26u9VI1Xl4/edit#response=ACYDBNjJwXaujwAEIOiBr9ZD33YpVa-BBw… 2/9 We are located in Carmel-by-the-Sea
We are located outside of Carmel-by-the-Sea, but we provide services to its residents We do not provide services to Carmel-by-the-Sea (Your organization is not eligible for this grant) Yes (Your organization is not eligible for this grant)
No
Yes (Your organization is not eligible for this grant)
No
Yes (Provide a detailed description in the next section) No (Your organization is not eligible for this grant)
Section 2: Project/Program Purpose for Grant
All public funds must, by law, be used for activities that serve a public purpose. A public purpose generally means providing an "activity or service that is open and accessible to all members of the public regardless of race, creed, gender, sexual orientation, religious a®liation, etc., without restriction, and which does not Is your organization located with the City of Carmel-by-the-Sea, or does it provide services to its residents?
*
Does your organization have any outstanding debt to the City? * Is your organization finanically dependent on receiving City funding for its annual budget and operational requirements?
*
Does your organization's project/program that you are requesting a grant for meet the criteria for public purpose as outlined in the City's Discretionary Grant Policy? *
3/5/25, 4:33 PM Welcome to the FY 25-26 Council Discretionary Grant Application https://docs.google.com/forms/d/112qeC_pNqA0zgCFL7aUp6qnJ408DFBFYs26u9VI1Xl4/edit#response=ACYDBNjJwXaujwAEIOiBr9ZD33YpVa-BBw… 3/9 promote a particular religion". Therefore, organizations applying for grant funding through this program must clearly show how their programs or services will bene¬t the community of Carmel-by-the-Sea.

Demonstrating Public Bene¬t
The City may grant public funds under the following conditions:

The organization offers a service that complements or enhances a service the City already provides.

The service creates an indirect or secondary bene¬t for the City.

The organization provides a service that the City could provide but has chosen not to.

The following chart contains examples that illustrate public benefit:
3/5/25, 4:33 PM Welcome to the FY 25-26 Council Discretionary Grant Application https://docs.google.com/forms/d/112qeC_pNqA0zgCFL7aUp6qnJ408DFBFYs26u9VI1Xl4/edit#response=ACYDBNjJwXaujwAEIOiBr9ZD33YpVa-BBw… 4/9 Attachment 3
I understand
PLEASE NOTE: City grant funds may not be used for any of the following activities:
- General operating expenses such as salaries, utilities, and rent expenses - To support political activities
- Scholarships to high-school or college students
- The payment of outstanding debts
- The purchase of alcoholic beverages
- Travel, meals, lodging, or entertainment expenses
- Services which are primarily commercial, religious or political in nature - Permanent improvements to any non – City owned structure or property so that it becomes integral to the real reporty and removal would do harm to the building or land including those improvements that are bolted, nailed, screwed or wired into the wall, ceiling or floor *
3/5/25, 4:33 PM Welcome to the FY 25-26 Council Discretionary Grant Application https://docs.google.com/forms/d/112qeC_pNqA0zgCFL7aUp6qnJ408DFBFYs26u9VI1Xl4/edit#response=ACYDBNjJwXaujwAEIOiBr9ZD33YpVa-BBw… 5/9 Sober Grad Night (SGN) is a safe, alcohol-free graduation celebration for high school seniors that takes place after graduation. The event is organized by parents, community members, and volunteers to provide an alternative to drinking and driving. The California Highway Patrol (CHP) established Sober Grad Night in 1985 to reduce the number of alcohol-related crashes, injuries, and deaths that occur during graduation season. Since then, the number of young drivers involved in alcohol-related collisions during June has decreased significantly.

Carmel High participates in this by hosting SGN on graduation night for seniors at The Santa Cruz Beach Boardwalk. It is a very fun, safe and celebratory event, totally free for all seniors.

CHS takes the SGN concept one step further, to promote healthy habits and safe driving all year long, and for all drivers in the form of Minute Parties. A monthly Minute Party celebrates seniors with small snacks at the morning break and serves to get the message out that every minute someone is in a drunk driving accident, and we don't want any of those minutes to involve our students or community. While the snacks celebrate seniors, the message is for all students.

We hope that the messaging and theme of the Minute Parties and SGN inspire our CHS community to never drive while under the influence, and to never get in the car with someone under the influence. It takes funds to put these on, and through the year you will see some requests for donations. We humbly ask for your participation. We also invite any parents of all grade levels to participate in the SGN committee, which meets Wednesdays 8am once a month.
100
Section 3: Funding Request Amount and Budget
In 500 words or less, please describe the specific proposed use of the grant by your organization. This must be a specific service, project, or program provided by your organization which demonstrates a benefit to residents of Carmel-by-the-Sea. *
Please indicate the estimated number of Carmel-by-the-Sea (93921) residents that will benefit from the specific service, project, or program for which grant funds are being sought:
*
3/5/25, 4:33 PM Welcome to the FY 25-26 Council Discretionary Grant Application https://docs.google.com/forms/d/112qeC_pNqA0zgCFL7aUp6qnJ408DFBFYs26u9VI1Xl4/edit#response=ACYDBNjJwXaujwAEIOiBr9ZD33YpVa-BBw… 6/9 We are requesting a $3,000 grant
Other:

We are requesting $3,000 for the Sober Grad Night which includes expenses of $8000 for transportation to the Santa Cruz Boardwalk, $2,150 minute parties (where we display Sobriety info to Seniors), $3,000 preparty in the gym before loading kids on busses, $1900 for a hypnotist and other misc expenses to keep kids entertained the entire night before returning them home sober and safe at 5:00am the morning after graduation!
Section 4: Organization's Financial History
Along with submitting an online grant application, applicants must also email the following documentation to the City Clerk at [email protected] by Friday, March 14, 2025, at 5:00 PM for the application to be considered complete:

1. A current, detailed operating budget that includes information on the organization’s annual sources of revenue received.

2. Proof of 501(c) status with a copy of the letter from the IRS as applicable.

Please indicate if you are requesting the maximum grant funding of $3,000 for your organization, or another amount less than the maximum:
*
Provide a Detailed Proposed Project/Program Budget, indicating how the grant funding requested will be utilized if awarded.

For example: "We are requesting $3,000 for the "Kids Zone After School Drama Club Program", and if awarded the funds will be used as follows:
- $300 for costumes
- $700 for printing scripts and programs
- $400 for paint and wood to create a portable and moveable scenery backdrop - $600 for props
- $1,000 for stage lighting and audio equipment
*
3/5/25, 4:33 PM Welcome to the FY 25-26 Council Discretionary Grant Application https://docs.google.com/forms/d/112qeC_pNqA0zgCFL7aUp6qnJ408DFBFYs26u9VI1Xl4/edit#response=ACYDBNjJwXaujwAEIOiBr9ZD33YpVa-BBw… 7/9

3. The past two year’s ¬nancial statements, including the current year, with balance sheets,sources of revenues, pro¬t/loss statements and indicating the percentage of revenue that isused for administration, salaries and program costs.

I understand this requirement
Section 6: Declaration
I hereby certify that the information provided in this
application is true and correct to the best of my knowledge and that I am authorized by the organization to complete this application.

I understand that in addition to submitting this application form, I must also email the required ¬nancial documents to the City Clerk at [email protected] by Friday, March 14, 2025, at 5:00 PM in order for my grant application to be considered complete.

I further acknowledge that if selected, a grant agreement between the City and my organization is required, and once signed, grant funding awareded to my organization must be utilitzed for the speci¬c service, project, or program outlined in this application between July 1, 2025 and June 30, 2026.

I understand that in order for my application to be considered complete, I must also email the following three (3) documents to [email protected] by grant application deadline of Friday, March 14, 2025, at 5:00 PM:
1) A current, detailed operating budget that includes information on the organization’s annual sources of revenue received.
2) Proof of 501(c) status (copy of the letter from the IRS) or documentation as a school as applicable.
3) The past two year’s financial statements, including the current year, with balance sheets, sources of revenues, profit/loss statements and indicating the percentage of revenue that is used for administration, salaries and program costs.
*
3/5/25, 4:33 PM Welcome to the FY 25-26 Council Discretionary Grant Application https://docs.google.com/forms/d/112qeC_pNqA0zgCFL7aUp6qnJ408DFBFYs26u9VI1Xl4/edit#response=ACYDBNjJwXaujwAEIOiBr9ZD33YpVa-BBw… 8/9 Attachment 3
Lisa Falkel, Treasurer & Volunteer
Carmel High School Padre Parents, Sober Grad Night
MM
/
DD
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YYYY
This form was created inside of Carmel-by-the-Sea.

Name and Title of staff applying on behalf of the Organization: * Organization name *
Date Submitted: *
02 10 2025
Forms
3/5/25, 4:33 PM Welcome to the FY 25-26 Council Discretionary Grant Application https://docs.google.com/forms/d/112qeC_pNqA0zgCFL7aUp6qnJ408DFBFYs26u9VI1Xl4/edit#response=ACYDBNjJwXaujwAEIOiBr9ZD33YpVa-BBw… 9/9 Email *
[email protected]
Community Human Services
P.O. Box 3076 Monterey CA 93942
Welcome to the FY 25-26 Council
Discretionary Grant Application
The City of Carmel-by-the-Sea recognizes and appreciates the value of local nonpro¬t organizations and schools that provide services bene¬ting the community. Each year, the City Council offers a Discretionary Funds Grant Program to provide support to various organizations, in alignment with the City’s annual budget process. Every organization that submits an application and the required documentation by the deadline will be considered, however, please note that funding is limited and not all applicants may receive a grant.

Before applying, please review the eligibility requirements and evaluation process outlined in Policy 2017- 01: City Council Discretionary Funds Grant Program.

To complete your application, submit this online form and email the following documents to the City Clerk by the application deadline, Friday, March 14, 2025, at 5:00 PM:

Proof of 501(c) status or school documentation
Current annual operating budget
Past two years’ ¬nancial statements
For questions, contact the City Clerk at [email protected] or call 831-620-2016.

Non-profit Organization Name (or name of Carmel School): * Enter the name of the Non-Pro¬t or School applying for this grant Organization Mailing Address: *
4/11/25, 12:35 PM Welcome to the FY 25-26 Council Discretionary Grant Application https://docs.google.com/forms/d/112qeC_pNqA0zgCFL7aUp6qnJ408DFBFYs26u9VI1Xl4/edit#response=ACYDBNiCPEDG0_K1tVvbyjSMfglPlbOscl-y… 1/9 Anab Mohamed, Grants Manager
[email protected]
(831) 658-3811
Section 1: Eligibility Information
To be eligible for funding, an organization:

Must be located within the City of Carmel-by-the-Sea or provide community, environmental, or social services to the community of Carmel-by-the-Sea.

Must be a nonpro¬t community based 501(c) organization or a Carmel school.

Must directly provide the community service(s) for which City funds are sought.

Must have no outstanding debt due to the City.

Must not be ¬nancially dependent upon receiving City support to meet the organization’s annual budget and operational requirements.

We are a 501(c) nonpro¬t
We are a Carmel School
We are not a 501(c) nonpro¬t or a Carmel School (Your organization is not eligible for this grant) Organization Point of Contact Name and Title: *
(Name of person the City should contact if they have questions about this application) Organization's Contact Email: *
Organization's Phone Number: *
Is your organization a 501(c) nonprofit or a Carmel school? * 4/11/25, 12:35 PM Welcome to the FY 25-26 Council Discretionary Grant Application https://docs.google.com/forms/d/112qeC_pNqA0zgCFL7aUp6qnJ408DFBFYs26u9VI1Xl4/edit#response=ACYDBNiCPEDG0_K1tVvbyjSMfglPlbOscl-y… 2/9 We are located in Carmel-by-the-Sea
We are located outside of Carmel-by-the-Sea, but we provide services to its residents We do not provide services to Carmel-by-the-Sea (Your organization is not eligible for this grant) Yes (Your organization is not eligible for this grant)
No
Yes (Your organization is not eligible for this grant)
No
Yes (Provide a detailed description in the next section) No (Your organization is not eligible for this grant)
Section 2: Project/Program Purpose for Grant
All public funds must, by law, be used for activities that serve a public purpose. A public purpose generally means providing an "activity or service that is open and accessible to all members of the public regardless of race, creed, gender, sexual orientation, religious a®liation, etc., without restriction, and which does not Is your organization located with the City of Carmel-by-the-Sea, or does it provide services to its residents?
*
Does your organization have any outstanding debt to the City? * Is your organization finanically dependent on receiving City funding for its annual budget and operational requirements?
*
Does your organization's project/program that you are requesting a grant for meet the criteria for public purpose as outlined in the City's Discretionary Grant Policy? *
4/11/25, 12:35 PM Welcome to the FY 25-26 Council Discretionary Grant Application https://docs.google.com/forms/d/112qeC_pNqA0zgCFL7aUp6qnJ408DFBFYs26u9VI1Xl4/edit#response=ACYDBNiCPEDG0_K1tVvbyjSMfglPlbOscl-y… 3/9 Attachment 3
promote a particular religion". Therefore, organizations applying for grant funding through this program must clearly show how their programs or services will bene¬t the community of Carmel-by-the-Sea.

Demonstrating Public Bene¬t
The City may grant public funds under the following conditions:

The organization offers a service that complements or enhances a service the City already provides.

The service creates an indirect or secondary bene¬t for the City.

The organization provides a service that the City could provide but has chosen not to.

The following chart contains examples that illustrate public benefit:
4/11/25, 12:35 PM Welcome to the FY 25-26 Council Discretionary Grant Application https://docs.google.com/forms/d/112qeC_pNqA0zgCFL7aUp6qnJ408DFBFYs26u9VI1Xl4/edit#response=ACYDBNiCPEDG0_K1tVvbyjSMfglPlbOscl-y… 4/9 I understand
PLEASE NOTE: City grant funds may not be used for any of the following activities:
- General operating expenses such as salaries, utilities, and rent expenses - To support political activities
- Scholarships to high-school or college students
- The payment of outstanding debts
- The purchase of alcoholic beverages
- Travel, meals, lodging, or entertainment expenses
- Services which are primarily commercial, religious or political in nature - Permanent improvements to any non – City owned structure or property so that it becomes integral to the real reporty and removal would do harm to the building or land including those improvements that are bolted, nailed, screwed or wired into the wall, ceiling or floor *
4/11/25, 12:35 PM Welcome to the FY 25-26 Council Discretionary Grant Application https://docs.google.com/forms/d/112qeC_pNqA0zgCFL7aUp6qnJ408DFBFYs26u9VI1Xl4/edit#response=ACYDBNiCPEDG0_K1tVvbyjSMfglPlbOscl-y… 5/9 The grant funds will be used for general program operating support for Shuman HeartHouse (SHH), an emergency shelter for homeless women and families with children. This includes providing case management to guests; meals; assistance accessing employment, health services, education, and permanent housing; food; program materials and supplies, and access to Rapid Rehousing funds that assist shelter guests with rent, deposits, applications, moving expenses, basic household items, etc. SHH is the first shelter in Monterey to exclusively serve unaccompanied women and families with children, serving all Monterey County residents, including those from the city of Carmel-by-the-Sea.

In Monterey County, 14,038 low-income renters lack affordable housing, and many experiencing homelessness face barriers to stable housing. The 2024 PIT Count found 2,436 individuals are experiencing homelessness in Monterey County, a 19% increase from last count. The count showed 79% struggle with rent, 60% lack jobs/income, and many don’t apply for aid due to eligibility concerns or documentation issues, highlighting the need for supportive services.

SHH is staffed with dedicated Case Manager/Housing Navigators who work with guests to provide supportive services; assess immediate and ongoing needs; create person-centered plans focused on securing permanent housing, employment, income, educational resources, mainstream benefits; and provide information and referrals to other community services. They meet with clients where they are, work with them to set individual goals, provide counseling as needed, and monitor their progress towards their goals throughout their stay at SHH.

An important aspect of the work that our Case Manager/Housing Navigators do at the shelter is providing Rapid Rehousing services. These services include assisting with housing searches; rental applications, and housing voucher applications; arranging for and providing financial assistance for housing application fees; rental assistance; utility costs; security deposits and moving expenses that are paid directly to the vendor or landlord to facilitate a quick move into a home and out of homelessness. Additionally, staff also coordinate and connect clients with community resources needed to help them move into their new home and sustain permanent housing.

SHH has a capacity of up to 35 beds of shelter to women and families, depending on the size of the families and ages of the children. Amenities include meals, full baths, laundry room, mail service, computers, and internet access. The length of stay is determined by the guests’ individual progress towards their goals for housing, income, and employment.

Once clients are placed in our shelter, we ensure their basic and immediate needs are met (i.e. food and housing), then work with them to stabilize and identify other needs and any critical personal documents that are absent. We support them in getting those essential documents such as identification, birth certificates, and social security cards.

Our shelter is a Housing First shelter, which means eligibility requirements such as income, employment, sobriety, and mandatory program participation sobriety are not prerequisites for program participation, so In 500 words or less, please describe the specific proposed use of the grant by your organization. This must be a specific service, project, or program provided by your organization which demonstrates a benefit to residents of Carmel-by-the-Sea. *
4/11/25, 12:35 PM Welcome to the FY 25-26 Council Discretionary Grant Application https://docs.google.com/forms/d/112qeC_pNqA0zgCFL7aUp6qnJ408DFBFYs26u9VI1Xl4/edit#response=ACYDBNiCPEDG0_K1tVvbyjSMfglPlbOscl-y… 6/9 that homeless women and families with children can find a safe place to begin rebuilding their lives and exit the cycle of homelessness once and for all.

In FY23-24, we served 16 Carmel-by-the-Sea residents (93921 zip code), and another 34 in 93922, 93923, and 93924 zip codes.

Section 3: Funding Request Amount and Budget
We are requesting a $3,000 grant
Other:

A $3,000 grant from the City of Carmel-by-the-Sea would be used to fund general operating support of the Shuman HeartHouse emergency shelter for homeless women and families with children. This includes providing case management and rapid rehousing services to guests during their stays, as well as meals, internet and computer access, and assistance accessing employment, health services, education, and permanent housing.

Please indicate the estimated number of Carmel-by-the-Sea (93921) residents that will benefit from the specific service, project, or program for which grant funds are being sought:
*
Please indicate if you are requesting the maximum grant funding of $3,000 for your organization, or another amount less than the maximum:
*
Provide a Detailed Proposed Project/Program Budget, indicating how the grant funding requested will be utilized if awarded.

For example: "We are requesting $3,000 for the "Kids Zone After School Drama Club Program", and if awarded the funds will be used as follows:
- $300 for costumes
- $700 for printing scripts and programs
- $400 for paint and wood to create a portable and moveable scenery backdrop - $600 for props
- $1,000 for stage lighting and audio equipment
*
4/11/25, 12:35 PM Welcome to the FY 25-26 Council Discretionary Grant Application https://docs.google.com/forms/d/112qeC_pNqA0zgCFL7aUp6qnJ408DFBFYs26u9VI1Xl4/edit#response=ACYDBNiCPEDG0_K1tVvbyjSMfglPlbOscl-y… 7/9 Attachment 3
Section 4: Organization's Financial History
Along with submitting an online grant application, applicants must also email the following documentation to the City Clerk at [email protected] by Friday, March 14, 2025, at 5:00 PM for the application to be considered complete:

1. A current, detailed operating budget that includes information on the organization’s annual sources of revenue received.

2. Proof of 501(c) status with a copy of the letter from the IRS as applicable.

3. The past two year’s ¬nancial statements, including the current year, with balance sheets,sources of revenues, pro¬t/loss statements and indicating the percentage of revenue that isused for administration, salaries and program costs.

I understand this requirement
Section 6: Declaration
I hereby certify that the information provided in this
application is true and correct to the best of my knowledge and that I am authorized by the organization to complete this application.

I understand that in addition to submitting this application form, I must also email the required ¬nancial documents to the City Clerk at [email protected] by Friday, March 14, 2025, at 5:00 PM in order for my grant application to be considered complete.

I understand that in order for my application to be considered complete, I must also email the following three (3) documents to [email protected] by grant application deadline of Friday, March 14, 2025, at 5:00 PM:
1) A current, detailed operating budget that includes information on the organization’s annual sources of revenue received.
2) Proof of 501(c) status (copy of the letter from the IRS) or documentation as a school as applicable.
3) The past two year’s financial statements, including the current year, with balance sheets, sources of revenues, profit/loss statements and indicating the percentage of revenue that is used for administration, salaries and program costs.
*
4/11/25, 12:35 PM Welcome to the FY 25-26 Council Discretionary Grant Application https://docs.google.com/forms/d/112qeC_pNqA0zgCFL7aUp6qnJ408DFBFYs26u9VI1Xl4/edit#response=ACYDBNiCPEDG0_K1tVvbyjSMfglPlbOscl-y… 8/9 I further acknowledge that if selected, a grant agreement between the City and my organization is required, and once signed, grant funding awareded to my organization must be utilitzed for the speci¬c service, project, or program outlined in this application between July 1, 2025 and June 30, 2026.

Anab Mohamed, Grants Manager
Community Human Services
MM
/
DD
/
YYYY
This form was created inside of Carmel-by-the-Sea.

Name and Title of staff applying on behalf of the Organization: * Organization name *
Date Submitted: *
03 13 2025
Forms
4/11/25, 12:35 PM Welcome to the FY 25-26 Council Discretionary Grant Application https://docs.google.com/forms/d/112qeC_pNqA0zgCFL7aUp6qnJ408DFBFYs26u9VI1Xl4/edit#response=ACYDBNiCPEDG0_K1tVvbyjSMfglPlbOscl-y… 9/9 Email *
[email protected]
Carmel Residents Association
PO Box 13, Carmel-by-the-Sea, CA 93921
Welcome to the FY 25-26 Council
Discretionary Grant Application
The City of Carmel-by-the-Sea recognizes and appreciates the value of local nonpro¬t organizations and schools that provide services bene¬ting the community. Each year, the City Council offers a Discretionary Funds Grant Program to provide support to various organizations, in alignment with the City’s annual budget process. Every organization that submits an application and the required documentation by the deadline will be considered, however, please note that funding is limited and not all applicants may receive a grant.

Before applying, please review the eligibility requirements and evaluation process outlined in Policy 2017- 01: City Council Discretionary Funds Grant Program.

To complete your application, submit this online form and email the following documents to the City Clerk by the application deadline, Friday, March 14, 2025, at 5:00 PM:

Proof of 501(c) status or school documentation
Current annual operating budget
Past two years’ ¬nancial statements
For questions, contact the City Clerk at [email protected] or call 831-620-2016.

Non-profit Organization Name (or name of Carmel School): * Enter the name of the Non-Pro¬t or School applying for this grant Organization Mailing Address: *
3/5/25, 4:36 PM Welcome to the FY 25-26 Council Discretionary Grant Application https://docs.google.com/forms/d/112qeC_pNqA0zgCFL7aUp6qnJ408DFBFYs26u9VI1Xl4/edit#response=ACYDBNgrhbMNnzvvrb5g4N5on9xf3s2yxu9… 1/9 Tim Twomey, Treasurer
[email protected]
916-335-3399
Section 1: Eligibility Information
To be eligible for funding, an organization:

Must be located within the City of Carmel-by-the-Sea or provide community, environmental, or social services to the community of Carmel-by-the-Sea.

Must be a nonpro¬t community based 501(c) organization or a Carmel school.

Must directly provide the community service(s) for which City funds are sought.

Must have no outstanding debt due to the City.

Must not be ¬nancially dependent upon receiving City support to meet the organization’s annual budget and operational requirements.

We are a 501(c) nonpro¬t
We are a Carmel School
We are not a 501(c) nonpro¬t or a Carmel School (Your organization is not eligible for this grant) Organization Point of Contact Name and Title: *
(Name of person the City should contact if they have questions about this application) Organization's Contact Email: *
Organization's Phone Number: *
Is your organization a 501(c) nonprofit or a Carmel school? * 3/5/25, 4:36 PM Welcome to the FY 25-26 Council Discretionary Grant Application https://docs.google.com/forms/d/112qeC_pNqA0zgCFL7aUp6qnJ408DFBFYs26u9VI1Xl4/edit#response=ACYDBNgrhbMNnzvvrb5g4N5on9xf3s2yxu9… 2/9 Attachment 3
We are located in Carmel-by-the-Sea
We are located outside of Carmel-by-the-Sea, but we provide services to its residents We do not provide services to Carmel-by-the-Sea (Your organization is not eligible for this grant) Yes (Your organization is not eligible for this grant)
No
Yes (Your organization is not eligible for this grant)
No
Yes (Provide a detailed description in the next section) No (Your organization is not eligible for this grant)
Section 2: Project/Program Purpose for Grant
All public funds must, by law, be used for activities that serve a public purpose. A public purpose generally means providing an "activity or service that is open and accessible to all members of the public regardless of race, creed, gender, sexual orientation, religious a®liation, etc., without restriction, and which does not Is your organization located with the City of Carmel-by-the-Sea, or does it provide services to its residents?
*
Does your organization have any outstanding debt to the City? * Is your organization finanically dependent on receiving City funding for its annual budget and operational requirements?
*
Does your organization's project/program that you are requesting a grant for meet the criteria for public purpose as outlined in the City's Discretionary Grant Policy? *
3/5/25, 4:36 PM Welcome to the FY 25-26 Council Discretionary Grant Application https://docs.google.com/forms/d/112qeC_pNqA0zgCFL7aUp6qnJ408DFBFYs26u9VI1Xl4/edit#response=ACYDBNgrhbMNnzvvrb5g4N5on9xf3s2yxu9… 3/9 promote a particular religion". Therefore, organizations applying for grant funding through this program must clearly show how their programs or services will bene¬t the community of Carmel-by-the-Sea.

Demonstrating Public Bene¬t
The City may grant public funds under the following conditions:

The organization offers a service that complements or enhances a service the City already provides.

The service creates an indirect or secondary bene¬t for the City.

The organization provides a service that the City could provide but has chosen not to.

The following chart contains examples that illustrate public benefit:
3/5/25, 4:36 PM Welcome to the FY 25-26 Council Discretionary Grant Application https://docs.google.com/forms/d/112qeC_pNqA0zgCFL7aUp6qnJ408DFBFYs26u9VI1Xl4/edit#response=ACYDBNgrhbMNnzvvrb5g4N5on9xf3s2yxu9… 4/9 I understand
PLEASE NOTE: City grant funds may not be used for any of the following activities:
- General operating expenses such as salaries, utilities, and rent expenses - To support political activities
- Scholarships to high-school or college students
- The payment of outstanding debts
- The purchase of alcoholic beverages
- Travel, meals, lodging, or entertainment expenses
- Services which are primarily commercial, religious or political in nature - Permanent improvements to any non – City owned structure or property so that it becomes integral to the real reporty and removal would do harm to the building or land including those improvements that are bolted, nailed, screwed or wired into the wall, ceiling or floor *
3/5/25, 4:36 PM Welcome to the FY 25-26 Council Discretionary Grant Application https://docs.google.com/forms/d/112qeC_pNqA0zgCFL7aUp6qnJ408DFBFYs26u9VI1Xl4/edit#response=ACYDBNgrhbMNnzvvrb5g4N5on9xf3s2yxu9… 5/9 Specific proposed use of the grant by our organization:

The Carmel Residents Association publishes and provides The VOICE Newsletter five times/year to our 950 members. This grant will allow us to increase production and provide an issue of this 8-page professional publication to every resident of Carmel-by-the-Sea. The funding awarded will be used to cover graphic design, printing, and postage for distribution of an issue of the VOICE newsletter to all residents of Carmelby-the-Sea.

Benefit to residents of Carmel-by-the-Sea:

Our publication stimulates full and part time residents of Carmel-by-the Sea to get involved in subjects that they care about and activities that fit their schedules, skills and interests. With this professional newsletter, citizens are encouraged to speak up, participate in City Commissions and Boards and volunteer and connect with fellow community members. The number of community members that will be served is 3,200. This publication’s goal and purpose is to inform residents and businesses and motivate participation on/in civic topics, activities, and programs. More specifically this publication’s content:
- Fosters engagement in civic topics and advances our sense of community. - Informs on recent results and upcoming meetings critical to the future of our Village. - Provides new insights into our Village history, our people, and our resources. - Encourages socializing and participating in our community events and programs. - Promotes events and programs hosted by the City and other local nonprofit organizations. 3,200
Section 3: Funding Request Amount and Budget
In 500 words or less, please describe the specific proposed use of the grant by your organization. This must be a specific service, project, or program provided by your organization which demonstrates a benefit to residents of Carmel-by-the-Sea. *
Please indicate the estimated number of Carmel-by-the-Sea (93921) residents that will benefit from the specific service, project, or program for which grant funds are being sought:
*
3/5/25, 4:36 PM Welcome to the FY 25-26 Council Discretionary Grant Application https://docs.google.com/forms/d/112qeC_pNqA0zgCFL7aUp6qnJ408DFBFYs26u9VI1Xl4/edit#response=ACYDBNgrhbMNnzvvrb5g4N5on9xf3s2yxu9… 6/9 Attachment 3
We are requesting a $3,000 grant
Other:

Carmel Residents Association is requesting $3,000 to help offset expenses for increasing production of the "VOICE Newsletter" and provide an issue to every resident of Carmel-by-the-Sea. If awarded, the funds will be used as follows:
- $2,300 for graphic design, printing, and stitching of the VOICE Newsletter (3,200 qty) - $700 for postage and mailing of the VOICE Newsletter (3,200 qty) Section 4: Organization's Financial History
Along with submitting an online grant application, applicants must also email the following documentation to the City Clerk at [email protected] by Friday, March 14, 2025, at 5:00 PM for the application to be considered complete:

1. A current, detailed operating budget that includes information on the organization’s annual sources of revenue received.

2. Proof of 501(c) status with a copy of the letter from the IRS as applicable.

Please indicate if you are requesting the maximum grant funding of $3,000 for your organization, or another amount less than the maximum:
*
Provide a Detailed Proposed Project/Program Budget, indicating how the grant funding requested will be utilized if awarded.

For example: "We are requesting $3,000 for the "Kids Zone After School Drama Club Program", and if awarded the funds will be used as follows:
- $300 for costumes
- $700 for printing scripts and programs
- $400 for paint and wood to create a portable and moveable scenery backdrop - $600 for props
- $1,000 for stage lighting and audio equipment
*
3/5/25, 4:36 PM Welcome to the FY 25-26 Council Discretionary Grant Application https://docs.google.com/forms/d/112qeC_pNqA0zgCFL7aUp6qnJ408DFBFYs26u9VI1Xl4/edit#response=ACYDBNgrhbMNnzvvrb5g4N5on9xf3s2yxu9… 7/9

3. The past two year’s ¬nancial statements, including the current year, with balance sheets,sources of revenues, pro¬t/loss statements and indicating the percentage of revenue that isused for administration, salaries and program costs.

I understand this requirement
Section 6: Declaration
I hereby certify that the information provided in this
application is true and correct to the best of my knowledge and that I am authorized by the organization to complete this application.

I understand that in addition to submitting this application form, I must also email the required ¬nancial documents to the City Clerk at [email protected] by Friday, March 14, 2025, at 5:00 PM in order for my grant application to be considered complete.

I further acknowledge that if selected, a grant agreement between the City and my organization is required, and once signed, grant funding awareded to my organization must be utilitzed for the speci¬c service, project, or program outlined in this application between July 1, 2025 and June 30, 2026.

I understand that in order for my application to be considered complete, I must also email the following three (3) documents to [email protected] by grant application deadline of Friday, March 14, 2025, at 5:00 PM:
1) A current, detailed operating budget that includes information on the organization’s annual sources of revenue received.
2) Proof of 501(c) status (copy of the letter from the IRS) or documentation as a school as applicable.
3) The past two year’s financial statements, including the current year, with balance sheets, sources of revenues, profit/loss statements and indicating the percentage of revenue that is used for administration, salaries and program costs.
*
3/5/25, 4:36 PM Welcome to the FY 25-26 Council Discretionary Grant Application https://docs.google.com/forms/d/112qeC_pNqA0zgCFL7aUp6qnJ408DFBFYs26u9VI1Xl4/edit#response=ACYDBNgrhbMNnzvvrb5g4N5on9xf3s2yxu9… 8/9 Tim Twomey, Treasurer
Carmel Residents Association
MM
/
DD
/
YYYY
This form was created inside of Carmel-by-the-Sea.

Name and Title of staff applying on behalf of the Organization: * Organization name *
Date Submitted: *
03 05 2025
Forms
3/5/25, 4:36 PM Welcome to the FY 25-26 Council Discretionary Grant Application https://docs.google.com/forms/d/112qeC_pNqA0zgCFL7aUp6qnJ408DFBFYs26u9VI1Xl4/edit#response=ACYDBNgrhbMNnzvvrb5g4N5on9xf3s2yxu9… 9/9 Carmel Residents Association
Budget Plan
For Use of
Carmel-by-the-Sea City Grant Fund
Carmel-by-the-Sea
Fiscal Year
2025-2026
(7-01-2025 to 6-30-2026)
INCOME
City Grant Fund 3,000
TOTAL INCOME 3,000

EXPENSES
VOICE Newsletter - Graphic Design, Printing & Stitching (3,200 qty) 2,300 VOICE Newsletter - Postage & Mailing (3,200 qty) 700
TOTAL EXPENSES 3,000
NET INCOME 0
Confidential
To be used only for the Carmel-by-the-Sea City Council
Discretionary Funds Grant Program Application process. 3/4/2025 Attachment 3
Email *
[email protected]
Carmel Youth Center
Torres St. and 4th Ave., P.O. Box 2399, Carmel, CA 93921 Welcome to the FY 25-26 Council
Discretionary Grant Application
The City of Carmel-by-the-Sea recognizes and appreciates the value of local nonpro¬t organizations and schools that provide services bene¬ting the community. Each year, the City Council offers a Discretionary Funds Grant Program to provide support to various organizations, in alignment with the City’s annual budget process. Every organization that submits an application and the required documentation by the deadline will be considered, however, please note that funding is limited and not all applicants may receive a grant.

Before applying, please review the eligibility requirements and evaluation process outlined in Policy 2017- 01: City Council Discretionary Funds Grant Program.

To complete your application, submit this online form and email the following documents to the City Clerk by the application deadline, Friday, March 14, 2025, at 5:00 PM:

Proof of 501(c) status or school documentation
Current annual operating budget
Past two years’ ¬nancial statements
For questions, contact the City Clerk at [email protected] or call 831-620-2016.

Non-profit Organization Name (or name of Carmel School): * Enter the name of the Non-Pro¬t or School applying for this grant Organization Mailing Address: *
4/11/25, 12:23 PM Welcome to the FY 25-26 Council Discretionary Grant Application https://docs.google.com/forms/d/112qeC_pNqA0zgCFL7aUp6qnJ408DFBFYs26u9VI1Xl4/edit#response=ACYDBNiXngAJf0x8XFPjO7bC_rYsuqeLozv… 1/8 Ann Madsen, Grant Writer
[email protected]
(831) 624-3285
Section 1: Eligibility Information
To be eligible for funding, an organization:

Must be located within the City of Carmel-by-the-Sea or provide community, environmental, or social services to the community of Carmel-by-the-Sea.

Must be a nonpro¬t community based 501(c) organization or a Carmel school.

Must directly provide the community service(s) for which City funds are sought.

Must have no outstanding debt due to the City.

Must not be ¬nancially dependent upon receiving City support to meet the organization’s annual budget and operational requirements.

We are a 501(c) nonpro¬t
We are a Carmel School
We are not a 501(c) nonpro¬t or a Carmel School (Your organization is not eligible for this grant) Organization Point of Contact Name and Title: *
(Name of person the City should contact if they have questions about this application) Organization's Contact Email: *
Organization's Phone Number: *
Is your organization a 501(c) nonprofit or a Carmel school? * 4/11/25, 12:23 PM Welcome to the FY 25-26 Council Discretionary Grant Application https://docs.google.com/forms/d/112qeC_pNqA0zgCFL7aUp6qnJ408DFBFYs26u9VI1Xl4/edit#response=ACYDBNiXngAJf0x8XFPjO7bC_rYsuqeLozv… 2/8 We are located in Carmel-by-the-Sea
We are located outside of Carmel-by-the-Sea, but we provide services to its residents We do not provide services to Carmel-by-the-Sea (Your organization is not eligible for this grant) Yes (Your organization is not eligible for this grant)
No
Yes (Your organization is not eligible for this grant)
No
Yes (Provide a detailed description in the next section) No (Your organization is not eligible for this grant)
Section 2: Project/Program Purpose for Grant
All public funds must, by law, be used for activities that serve a public purpose. A public purpose generally means providing an "activity or service that is open and accessible to all members of the public regardless of race, creed, gender, sexual orientation, religious a®liation, etc., without restriction, and which does not Is your organization located with the City of Carmel-by-the-Sea, or does it provide services to its residents?
*
Does your organization have any outstanding debt to the City? * Is your organization finanically dependent on receiving City funding for its annual budget and operational requirements?
*
Does your organization's project/program that you are requesting a grant for meet the criteria for public purpose as outlined in the City's Discretionary Grant Policy? *
4/11/25, 12:23 PM Welcome to the FY 25-26 Council Discretionary Grant Application https://docs.google.com/forms/d/112qeC_pNqA0zgCFL7aUp6qnJ408DFBFYs26u9VI1Xl4/edit#response=ACYDBNiXngAJf0x8XFPjO7bC_rYsuqeLozv… 3/8 promote a particular religion". Therefore, organizations applying for grant funding through this program must clearly show how their programs or services will bene¬t the community of Carmel-by-the-Sea.

Demonstrating Public Bene¬t
The City may grant public funds under the following conditions:

The organization offers a service that complements or enhances a service the City already provides.

The service creates an indirect or secondary bene¬t for the City.

The organization provides a service that the City could provide but has chosen not to.

The following chart contains examples that illustrate public benefit:
4/11/25, 12:23 PM Welcome to the FY 25-26 Council Discretionary Grant Application https://docs.google.com/forms/d/112qeC_pNqA0zgCFL7aUp6qnJ408DFBFYs26u9VI1Xl4/edit#response=ACYDBNiXngAJf0x8XFPjO7bC_rYsuqeLozv… 4/8 Attachment 3
I understand
Carmel Youth Center provides a free, nutritious snack to youth participating in afterschool programming.

These snacks provide CYC youth with nutrition during after-school care, ultimately enhancing their learning abilities by contributing to their physical and mental well-being. CYC prioritizes dietary diversity in its snacks to meet the needs of all youth and ensure nutritional content is being received. 50 Section 3: Funding Request Amount and Budget
PLEASE NOTE: City grant funds may not be used for any of the following activities:
- General operating expenses such as salaries, utilities, and rent expenses - To support political activities
- Scholarships to high-school or college students
- The payment of outstanding debts
- The purchase of alcoholic beverages
- Travel, meals, lodging, or entertainment expenses
- Services which are primarily commercial, religious or political in nature - Permanent improvements to any non – City owned structure or property so that it becomes integral to the real reporty and removal would do harm to the building or land including those improvements that are bolted, nailed, screwed or wired into the wall, ceiling or floor *
In 500 words or less, please describe the specific proposed use of the grant by your organization. This must be a specific service, project, or program provided by your organization which demonstrates a benefit to residents of Carmel-by-the-Sea. *
Please indicate the estimated number of Carmel-by-the-Sea (93921) residents that will benefit from the specific service, project, or program for which grant funds are being sought:
*
4/11/25, 12:23 PM Welcome to the FY 25-26 Council Discretionary Grant Application https://docs.google.com/forms/d/112qeC_pNqA0zgCFL7aUp6qnJ408DFBFYs26u9VI1Xl4/edit#response=ACYDBNiXngAJf0x8XFPjO7bC_rYsuqeLozv… 5/8 We are requesting a $3,000 grant
Other:

CYC spends an average of $1.50 - $2.00 per child per snack. With an average of 45 - 65 kids per day, this costs CYC approximately $16,900 a year. We supplement 30% of those costs through in-kind donations from the Monterey county food bank and All In Monterey County. The $3,000 requested for this grant will cover 1,500 snacks for the 475 children CYC serves annually.

Section 4: Organization's Financial History
Along with submitting an online grant application, applicants must also email the following documentation to the City Clerk at [email protected] by Friday, March 14, 2025, at 5:00 PM for the application to be considered complete:

1. A current, detailed operating budget that includes information on the organization’s annual sources of revenue received.

2. Proof of 501(c) status with a copy of the letter from the IRS as applicable.

3. The past two year’s ¬nancial statements, including the current year, with balance sheets,sources of revenues, pro¬t/loss statements and indicating the percentage of revenue that isused for administration, salaries and program costs.

Please indicate if you are requesting the maximum grant funding of $3,000 for your organization, or another amount less than the maximum:
*
Provide a Detailed Proposed Project/Program Budget, indicating how the grant funding requested will be utilized if awarded.

For example: "We are requesting $3,000 for the "Kids Zone After School Drama Club Program", and if awarded the funds will be used as follows:
- $300 for costumes
- $700 for printing scripts and programs
- $400 for paint and wood to create a portable and moveable scenery backdrop - $600 for props
- $1,000 for stage lighting and audio equipment
*
4/11/25, 12:23 PM Welcome to the FY 25-26 Council Discretionary Grant Application https://docs.google.com/forms/d/112qeC_pNqA0zgCFL7aUp6qnJ408DFBFYs26u9VI1Xl4/edit#response=ACYDBNiXngAJf0x8XFPjO7bC_rYsuqeLozv… 6/8 I understand this requirement
Section 6: Declaration
I hereby certify that the information provided in this
application is true and correct to the best of my knowledge and that I am authorized by the organization to complete this application.

I understand that in addition to submitting this application form, I must also email the required ¬nancial documents to the City Clerk at [email protected] by Friday, March 14, 2025, at 5:00 PM in order for my grant application to be considered complete.

I further acknowledge that if selected, a grant agreement between the City and my organization is required, and once signed, grant funding awareded to my organization must be utilitzed for the speci¬c service, project, or program outlined in this application between July 1, 2025 and June 30, 2026.

Ann Madsen, Grant Writer
I understand that in order for my application to be considered complete, I must also email the following three (3) documents to [email protected] by grant application deadline of Friday, March 14, 2025, at 5:00 PM:
1) A current, detailed operating budget that includes information on the organization’s annual sources of revenue received.
2) Proof of 501(c) status (copy of the letter from the IRS) or documentation as a school as applicable.
3) The past two year’s financial statements, including the current year, with balance sheets, sources of revenues, profit/loss statements and indicating the percentage of revenue that is used for administration, salaries and program costs.
*
Name and Title of staff applying on behalf of the Organization: * 4/11/25, 12:23 PM Welcome to the FY 25-26 Council Discretionary Grant Application https://docs.google.com/forms/d/112qeC_pNqA0zgCFL7aUp6qnJ408DFBFYs26u9VI1Xl4/edit#response=ACYDBNiXngAJf0x8XFPjO7bC_rYsuqeLozv… 7/8 Carmel Youth Center
MM
/
DD
/
YYYY
This form was created inside of Carmel-by-the-Sea.

Organization name *
Date Submitted: *
03 13 2025
Forms
4/11/25, 12:23 PM Welcome to the FY 25-26 Council Discretionary Grant Application https://docs.google.com/forms/d/112qeC_pNqA0zgCFL7aUp6qnJ408DFBFYs26u9VI1Xl4/edit#response=ACYDBNiXngAJf0x8XFPjO7bC_rYsuqeLozv… 8/8 Attachment 3
Email *
[email protected]
Food Bank for Monterey County
353 West Rossi Street, Salinas, CA 93907
Welcome to the FY 25-26 Council
Discretionary Grant Application
The City of Carmel-by-the-Sea recognizes and appreciates the value of local nonpro¬t organizations and schools that provide services bene¬ting the community. Each year, the City Council offers a Discretionary Funds Grant Program to provide support to various organizations, in alignment with the City’s annual budget process. Every organization that submits an application and the required documentation by the deadline will be considered, however, please note that funding is limited and not all applicants may receive a grant.

Before applying, please review the eligibility requirements and evaluation process outlined in Policy 2017- 01: City Council Discretionary Funds Grant Program.

To complete your application, submit this online form and email the following documents to the City Clerk by the application deadline, Friday, March 14, 2025, at 5:00 PM:

Proof of 501(c) status or school documentation
Current annual operating budget
Past two years’ ¬nancial statements
For questions, contact the City Clerk at [email protected] or call 831-620-2016.

Non-profit Organization Name (or name of Carmel School): * Enter the name of the Non-Pro¬t or School applying for this grant Organization Mailing Address: *
4/11/25, 12:03 PM Welcome to the FY 25-26 Council Discretionary Grant Application https://docs.google.com/forms/d/112qeC_pNqA0zgCFL7aUp6qnJ408DFBFYs26u9VI1Xl4/edit#response=ACYDBNi6P9bYR8GHS8Wo_j23XvWZ1iILfk… 1/8 Melissa Kendrick, Executive Director
[email protected]
831-758-1523
Section 1: Eligibility Information
To be eligible for funding, an organization:

Must be located within the City of Carmel-by-the-Sea or provide community, environmental, or social services to the community of Carmel-by-the-Sea.

Must be a nonpro¬t community based 501(c) organization or a Carmel school.

Must directly provide the community service(s) for which City funds are sought.

Must have no outstanding debt due to the City.

Must not be ¬nancially dependent upon receiving City support to meet the organization’s annual budget and operational requirements.

We are a 501(c) nonpro¬t
We are a Carmel School
We are not a 501(c) nonpro¬t or a Carmel School (Your organization is not eligible for this grant) Organization Point of Contact Name and Title: *
(Name of person the City should contact if they have questions about this application) Organization's Contact Email: *
Organization's Phone Number: *
Is your organization a 501(c) nonprofit or a Carmel school? * 4/11/25, 12:03 PM Welcome to the FY 25-26 Council Discretionary Grant Application https://docs.google.com/forms/d/112qeC_pNqA0zgCFL7aUp6qnJ408DFBFYs26u9VI1Xl4/edit#response=ACYDBNi6P9bYR8GHS8Wo_j23XvWZ1iILfk… 2/8 We are located in Carmel-by-the-Sea
We are located outside of Carmel-by-the-Sea, but we provide services to its residents We do not provide services to Carmel-by-the-Sea (Your organization is not eligible for this grant) Yes (Your organization is not eligible for this grant)
No
Yes (Your organization is not eligible for this grant)
No
Yes (Provide a detailed description in the next section) No (Your organization is not eligible for this grant)
Section 2: Project/Program Purpose for Grant
All public funds must, by law, be used for activities that serve a public purpose. A public purpose generally means providing an "activity or service that is open and accessible to all members of the public regardless of race, creed, gender, sexual orientation, religious a®liation, etc., without restriction, and which does not Is your organization located with the City of Carmel-by-the-Sea, or does it provide services to its residents?
*
Does your organization have any outstanding debt to the City? * Is your organization finanically dependent on receiving City funding for its annual budget and operational requirements?
*
Does your organization's project/program that you are requesting a grant for meet the criteria for public purpose as outlined in the City's Discretionary Grant Policy? *
4/11/25, 12:03 PM Welcome to the FY 25-26 Council Discretionary Grant Application https://docs.google.com/forms/d/112qeC_pNqA0zgCFL7aUp6qnJ408DFBFYs26u9VI1Xl4/edit#response=ACYDBNi6P9bYR8GHS8Wo_j23XvWZ1iILfk… 3/8 promote a particular religion". Therefore, organizations applying for grant funding through this program must clearly show how their programs or services will bene¬t the community of Carmel-by-the-Sea.

Demonstrating Public Bene¬t
The City may grant public funds under the following conditions:

The organization offers a service that complements or enhances a service the City already provides.

The service creates an indirect or secondary bene¬t for the City.

The organization provides a service that the City could provide but has chosen not to.

The following chart contains examples that illustrate public benefit:
4/11/25, 12:03 PM Welcome to the FY 25-26 Council Discretionary Grant Application https://docs.google.com/forms/d/112qeC_pNqA0zgCFL7aUp6qnJ408DFBFYs26u9VI1Xl4/edit#response=ACYDBNi6P9bYR8GHS8Wo_j23XvWZ1iILfk… 4/8 Attachment 3
I understand
Funds will be used to provide fresh produce, eggs, dairy, lean proteins and other nutritious foods to City of Carmel residents in need at our weekly direct distribution site that takes place at St. Philip’s Lutheran Church on the 1st and 3rd Fridays of every month and serves City residents of all ages. 400 households per month
Section 3: Funding Request Amount and Budget
PLEASE NOTE: City grant funds may not be used for any of the following activities:
- General operating expenses such as salaries, utilities, and rent expenses - To support political activities
- Scholarships to high-school or college students
- The payment of outstanding debts
- The purchase of alcoholic beverages
- Travel, meals, lodging, or entertainment expenses
- Services which are primarily commercial, religious or political in nature - Permanent improvements to any non – City owned structure or property so that it becomes integral to the real reporty and removal would do harm to the building or land including those improvements that are bolted, nailed, screwed or wired into the wall, ceiling or floor *
In 500 words or less, please describe the specific proposed use of the grant by your organization. This must be a specific service, project, or program provided by your organization which demonstrates a benefit to residents of Carmel-by-the-Sea. *
Please indicate the estimated number of Carmel-by-the-Sea (93921) residents that will benefit from the specific service, project, or program for which grant funds are being sought:
*
4/11/25, 12:03 PM Welcome to the FY 25-26 Council Discretionary Grant Application https://docs.google.com/forms/d/112qeC_pNqA0zgCFL7aUp6qnJ408DFBFYs26u9VI1Xl4/edit#response=ACYDBNi6P9bYR8GHS8Wo_j23XvWZ1iILfk… 5/8 We are requesting a $3,000 grant
Other:
$3000 would be used to purchase fresh produce, eggs, dairy, lean proteins, and other healthful staple foods to provide to City of Carmel residents in need.

Section 4: Organization's Financial History
Along with submitting an online grant application, applicants must also email the following documentation to the City Clerk at [email protected] by Friday, March 14, 2025, at 5:00 PM for the application to be considered complete:

1. A current, detailed operating budget that includes information on the organization’s annual sources of revenue received.

2. Proof of 501(c) status with a copy of the letter from the IRS as applicable.

3. The past two year’s ¬nancial statements, including the current year, with balance sheets,sources of revenues, pro¬t/loss statements and indicating the percentage of revenue that isused for administration, salaries and program costs.

Please indicate if you are requesting the maximum grant funding of $3,000 for your organization, or another amount less than the maximum:
*
Provide a Detailed Proposed Project/Program Budget, indicating how the grant funding requested will be utilized if awarded.

For example: "We are requesting $3,000 for the "Kids Zone After School Drama Club Program", and if awarded the funds will be used as follows:
- $300 for costumes
- $700 for printing scripts and programs
- $400 for paint and wood to create a portable and moveable scenery backdrop - $600 for props
- $1,000 for stage lighting and audio equipment
*
4/11/25, 12:03 PM Welcome to the FY 25-26 Council Discretionary Grant Application https://docs.google.com/forms/d/112qeC_pNqA0zgCFL7aUp6qnJ408DFBFYs26u9VI1Xl4/edit#response=ACYDBNi6P9bYR8GHS8Wo_j23XvWZ1iILfk… 6/8 I understand this requirement
Section 6: Declaration
I hereby certify that the information provided in this
application is true and correct to the best of my knowledge and that I am authorized by the organization to complete this application.

I understand that in addition to submitting this application form, I must also email the required ¬nancial documents to the City Clerk at [email protected] by Friday, March 14, 2025, at 5:00 PM in order for my grant application to be considered complete.

I further acknowledge that if selected, a grant agreement between the City and my organization is required, and once signed, grant funding awareded to my organization must be utilitzed for the speci¬c service, project, or program outlined in this application between July 1, 2025 and June 30, 2026.

Melissa Kendrick, Executive Director
I understand that in order for my application to be considered complete, I must also email the following three (3) documents to [email protected] by grant application deadline of Friday, March 14, 2025, at 5:00 PM:
1) A current, detailed operating budget that includes information on the organization’s annual sources of revenue received.
2) Proof of 501(c) status (copy of the letter from the IRS) or documentation as a school as applicable.
3) The past two year’s financial statements, including the current year, with balance sheets, sources of revenues, profit/loss statements and indicating the percentage of revenue that is used for administration, salaries and program costs.
*
Name and Title of staff applying on behalf of the Organization: * 4/11/25, 12:03 PM Welcome to the FY 25-26 Council Discretionary Grant Application https://docs.google.com/forms/d/112qeC_pNqA0zgCFL7aUp6qnJ408DFBFYs26u9VI1Xl4/edit#response=ACYDBNi6P9bYR8GHS8Wo_j23XvWZ1iILfk… 7/8 Food Bank for Monterey County
MM
/
DD
/
YYYY
This form was created inside of Carmel-by-the-Sea.

Organization name *
Date Submitted: *
03 06 2025
Forms
4/11/25, 12:03 PM Welcome to the FY 25-26 Council Discretionary Grant Application https://docs.google.com/forms/d/112qeC_pNqA0zgCFL7aUp6qnJ408DFBFYs26u9VI1Xl4/edit#response=ACYDBNi6P9bYR8GHS8Wo_j23XvWZ1iILfk… 8/8 Attachment 3
Email *
[email protected]
Leadership Carmel, a program of the Carmel Chamber of Commerce Foundation PO Box 4444, Carmel-by-the-Sea, CA 93921
Welcome to the FY 25-26 Council
Discretionary Grant Application
The City of Carmel-by-the-Sea recognizes and appreciates the value of local nonpro¬t organizations and schools that provide services bene¬ting the community. Each year, the City Council offers a Discretionary Funds Grant Program to provide support to various organizations, in alignment with the City’s annual budget process. Every organization that submits an application and the required documentation by the deadline will be considered, however, please note that funding is limited and not all applicants may receive a grant.

Before applying, please review the eligibility requirements and evaluation process outlined in Policy 2017- 01: City Council Discretionary Funds Grant Program.

To complete your application, submit this online form and email the following documents to the City Clerk by the application deadline, Friday, March 14, 2025, at 5:00 PM:

Proof of 501(c) status or school documentation
Current annual operating budget
Past two years’ ¬nancial statements
For questions, contact the City Clerk at [email protected] or call 831-620-2016.

Non-profit Organization Name (or name of Carmel School): * Enter the name of the Non-Pro¬t or School applying for this grant Organization Mailing Address: *
4/16/25, 3:32 PM Welcome to the FY 25-26 Council Discretionary Grant Application https://docs.google.com/forms/d/112qeC_pNqA0zgCFL7aUp6qnJ408DFBFYs26u9VI1Xl4/edit#response=ACYDBNjVXs0LU8oH4v-C5jnWJpML-vf8gr… 1/10 Kimberlie Guerrieri, Director of Communications & Membership [email protected]
831-624-3876
Section 1: Eligibility Information
To be eligible for funding, an organization:

Must be located within the City of Carmel-by-the-Sea or provide community, environmental, or social services to the community of Carmel-by-the-Sea.

Must be a nonpro¬t community based 501(c) organization or a Carmel school.

Must directly provide the community service(s) for which City funds are sought.

Must have no outstanding debt due to the City.

Must not be ¬nancially dependent upon receiving City support to meet the organization’s annual budget and operational requirements.

We are a 501(c) nonpro¬t
We are a Carmel School
We are not a 501(c) nonpro¬t or a Carmel School (Your organization is not eligible for this grant) Organization Point of Contact Name and Title: *
(Name of person the City should contact if they have questions about this application) Organization's Contact Email: *
Organization's Phone Number: *
Is your organization a 501(c) nonprofit or a Carmel school? * 4/16/25, 3:32 PM Welcome to the FY 25-26 Council Discretionary Grant Application https://docs.google.com/forms/d/112qeC_pNqA0zgCFL7aUp6qnJ408DFBFYs26u9VI1Xl4/edit#response=ACYDBNjVXs0LU8oH4v-C5jnWJpML-vf8gr… 2/10 We are located in Carmel-by-the-Sea
We are located outside of Carmel-by-the-Sea, but we provide services to its residents We do not provide services to Carmel-by-the-Sea (Your organization is not eligible for this grant) Yes (Your organization is not eligible for this grant)
No
Yes (Your organization is not eligible for this grant)
No
Yes (Provide a detailed description in the next section) No (Your organization is not eligible for this grant)
Section 2: Project/Program Purpose for Grant
All public funds must, by law, be used for activities that serve a public purpose. A public purpose generally means providing an "activity or service that is open and accessible to all members of the public regardless of race, creed, gender, sexual orientation, religious a®liation, etc., without restriction, and which does not Is your organization located with the City of Carmel-by-the-Sea, or does it provide services to its residents?
*
Does your organization have any outstanding debt to the City? * Is your organization finanically dependent on receiving City funding for its annual budget and operational requirements?
*
Does your organization's project/program that you are requesting a grant for meet the criteria for public purpose as outlined in the City's Discretionary Grant Policy? *
4/16/25, 3:32 PM Welcome to the FY 25-26 Council Discretionary Grant Application https://docs.google.com/forms/d/112qeC_pNqA0zgCFL7aUp6qnJ408DFBFYs26u9VI1Xl4/edit#response=ACYDBNjVXs0LU8oH4v-C5jnWJpML-vf8gr… 3/10 promote a particular religion". Therefore, organizations applying for grant funding through this program must clearly show how their programs or services will bene¬t the community of Carmel-by-the-Sea.

Demonstrating Public Bene¬t
The City may grant public funds under the following conditions:

The organization offers a service that complements or enhances a service the City already provides.

The service creates an indirect or secondary bene¬t for the City.

The organization provides a service that the City could provide but has chosen not to.

The following chart contains examples that illustrate public benefit:
4/16/25, 3:32 PM Welcome to the FY 25-26 Council Discretionary Grant Application https://docs.google.com/forms/d/112qeC_pNqA0zgCFL7aUp6qnJ408DFBFYs26u9VI1Xl4/edit#response=ACYDBNjVXs0LU8oH4v-C5jnWJpML-vf8gr… 4/10 Attachment 3
I understand
PLEASE NOTE: City grant funds may not be used for any of the following activities:
- General operating expenses such as salaries, utilities, and rent expenses - To support political activities
- Scholarships to high-school or college students
- The payment of outstanding debts
- The purchase of alcoholic beverages
- Travel, meals, lodging, or entertainment expenses
- Services which are primarily commercial, religious or political in nature - Permanent improvements to any non – City owned structure or property so that it becomes integral to the real reporty and removal would do harm to the building or land including those improvements that are bolted, nailed, screwed or wired into the wall, ceiling or floor *
4/16/25, 3:32 PM Welcome to the FY 25-26 Council Discretionary Grant Application https://docs.google.com/forms/d/112qeC_pNqA0zgCFL7aUp6qnJ408DFBFYs26u9VI1Xl4/edit#response=ACYDBNjVXs0LU8oH4v-C5jnWJpML-vf8gr… 5/10 Leadership Carmel, a program of the Carmel Chamber of Commerce Foundation, is dedicated to developing and inspiring community-minded business and civic leaders. Through a 9-month professional development program, participants gain a behind-the-scenes understanding of regional issues impacting the economy, culminating in a collaborative community betterment project that drives meaningful change.

The Leadership Carmel Class of 2025 has chosen The Carmel Foundation as its community service project, supporting its mission to promote successful aging. Currently, at The Carmel Foundation there is no dedicated space for wellness classes or fitness equipment. Our class project focuses on renovating space to create a new wellness studio for classes and purchasing senior-friendly fitness equipment to enhance mobility, strength, and well-being.

The Leadership Carmel Class of 2025 is requesting City Discretionary grant funding to purchase high quality senior-friendly fitness equipment for this project. This center will serve as a community-wide resource for The Carmel Foundation members, promoting physical health, mobility, and social engagement for Carmelby-the-Sea residents aged 55 and older. (According to the 2020 census, 77% of city’s residents are over 55.) The grant would specifically help fund the purchase of:
• Three Recumbent Bikes and One Stationary Bike – Providing safe, low-impact cardio workouts to support heart health and joint mobility.
• Weight Machines – Designed for safe and effective strength training, helping seniors maintain muscle mass, mobility, and independence.

These additions will enhance The Carmel Foundations capacity to serve the growing senior population, offering a low-cost fitness option for older adults looking to stay active and engaged. The cardio and weight-training equipment complements the City of Carmel’s ongoing efforts to support active lifestyles and community engagement.

By providing a safe, accessible, and inclusive space for fitness and wellness programs, this project:
• Addresses a critical need for senior health services – The City recognizes the importance of active aging, and this facility will help prevent falls, reduce chronic disease risk, and promote mental well-being. • Provides an alternative to City-operated programs – While the City offers some recreation programs, a dedicated senior-focused fitness space is currently unavailable. This project ensures that residents can access specialized wellness classes and programs that the City could provide but has chosen not to. • Supports community-wide wellness & engagement – The Carmel Foundation Wellness center and exercise equipment will be open to all members, regardless of income, background, or fitness level. It provides a welcoming and supportive space where seniors can connect, exercise, and stay independent longer.

By funding this equipment, the City of Carmel will help ensure that local seniors have access to critical equipment for successful aging. This project is a true community investment, as it will improve the wellbeing of residents, reduce strain on public health services, and create a vibrant, active aging environment.

In 500 words or less, please describe the specific proposed use of the grant by your organization. This must be a specific service, project, or program provided by your organization which demonstrates a benefit to residents of Carmel-by-the-Sea. *
4/16/25, 3:32 PM Welcome to the FY 25-26 Council Discretionary Grant Application https://docs.google.com/forms/d/112qeC_pNqA0zgCFL7aUp6qnJ408DFBFYs26u9VI1Xl4/edit#response=ACYDBNjVXs0LU8oH4v-C5jnWJpML-vf8gr… 6/10 We appreciate your consideration and look forward to partnering with the City to make Carmel-by-the-Sea an even healthier and more inclusive place for all.
2337, 77% of City's population over 55 years old
Section 3: Funding Request Amount and Budget
We are requesting a $3,000 grant
Other:

Please indicate the estimated number of Carmel-by-the-Sea (93921) residents that will benefit from the specific service, project, or program for which grant funds are being sought:
*
Please indicate if you are requesting the maximum grant funding of $3,000 for your organization, or another amount less than the maximum:
*
4/16/25, 3:32 PM Welcome to the FY 25-26 Council Discretionary Grant Application https://docs.google.com/forms/d/112qeC_pNqA0zgCFL7aUp6qnJ408DFBFYs26u9VI1Xl4/edit#response=ACYDBNjVXs0LU8oH4v-C5jnWJpML-vf8gr… 7/10 We are requesting $3,000. If awarded, the money will be used for towards the purchase of:

1. Recumbent Bikes (Quantity: 3)
Recumbent bikes are ideal for seniors, offering low-impact cardio workouts that support heart health and joint mobility. Commercial-grade options include:
• HCI Fitness PhysioStep LXT – Approximately $3,795 each • Star Trac 4RB Recumbent Bike – Approximately $2,495 each • TRUE Fitness C400 Commercial Recumbent Bike – Pricing varies; contact for details Estimated Total for 3 Recumbent Bikes: $7,485 to $11,385

2. Stationary Bike (Quantity: 1)
Stationary bikes enhance endurance, balance, and cardiovascular health. Options include:
• Life Fitness Club Series+ Upright Lifecycle – Approximately $5,189 • NordicTrack Commercial VU 19 Upright Bike – Approximately $1,599 Estimated Total for 1 Stationary Bike: $1,599 to $5,189

3. Weight Machines
Weight machines are essential for safe and effective strength training, helping seniors maintain muscle mass, mobility, and independence. The cost varies based on type and functionality:
• Single-Function Machines – Approximately $2,000 to $4,000 each • Multi-Station Machines – Approximately $5,000 to $10,000 each Estimated Total for Weight Machines: $6,000 to $10,000
Summary of Estimated Budget
Equipment Quantity Estimated Cost Range
Recumbent Bikes 3 $7,485 – $11,385
Stationary Bike 1 $1,599 – $5,189
Weight Machines Varies $6,000 – $10,000
Total Estimated Budget $15,084 – $26,574
Provide a Detailed Proposed Project/Program Budget, indicating how the grant funding requested will be utilized if awarded.

For example: "We are requesting $3,000 for the "Kids Zone After School Drama Club Program", and if awarded the funds will be used as follows:
- $300 for costumes
- $700 for printing scripts and programs
- $400 for paint and wood to create a portable and moveable scenery backdrop - $600 for props
- $1,000 for stage lighting and audio equipment
*
4/16/25, 3:32 PM Welcome to the FY 25-26 Council Discretionary Grant Application https://docs.google.com/forms/d/112qeC_pNqA0zgCFL7aUp6qnJ408DFBFYs26u9VI1Xl4/edit#response=ACYDBNjVXs0LU8oH4v-C5jnWJpML-vf8gr… 8/10 Attachment 3
Section 4: Organization's Financial History
Along with submitting an online grant application, applicants must also email the following documentation to the City Clerk at [email protected] by Friday, March 14, 2025, at 5:00 PM for the application to be considered complete:

1. A current, detailed operating budget that includes information on the organization’s annual sources of revenue received.

2. Proof of 501(c) status with a copy of the letter from the IRS as applicable.

3. The past two year’s ¬nancial statements, including the current year, with balance sheets,sources of revenues, pro¬t/loss statements and indicating the percentage of revenue that isused for administration, salaries and program costs.

I understand this requirement
Section 6: Declaration
I hereby certify that the information provided in this
application is true and correct to the best of my knowledge and that I am authorized by the organization to complete this application.

I understand that in addition to submitting this application form, I must also email the required ¬nancial documents to the City Clerk at [email protected] by Friday, March 14, 2025, at 5:00 PM in order for my grant application to be considered complete.

I understand that in order for my application to be considered complete, I must also email the following three (3) documents to [email protected] by grant application deadline of Friday, March 14, 2025, at 5:00 PM:
1) A current, detailed operating budget that includes information on the organization’s annual sources of revenue received.
2) Proof of 501(c) status (copy of the letter from the IRS) or documentation as a school as applicable.
3) The past two year’s financial statements, including the current year, with balance sheets, sources of revenues, profit/loss statements and indicating the percentage of revenue that is used for administration, salaries and program costs.
*
4/16/25, 3:32 PM Welcome to the FY 25-26 Council Discretionary Grant Application https://docs.google.com/forms/d/112qeC_pNqA0zgCFL7aUp6qnJ408DFBFYs26u9VI1Xl4/edit#response=ACYDBNjVXs0LU8oH4v-C5jnWJpML-vf8gr… 9/10 I further acknowledge that if selected, a grant agreement between the City and my organization is required, and once signed, grant funding awareded to my organization must be utilitzed for the speci¬c service, project, or program outlined in this application between July 1, 2025 and June 30, 2026.

Kimberlie Guerrieri, Director of Communicaitons & Membership Carmel Chamber of Commerce Foundation, Leadership Carmel MM
/
DD
/
YYYY
eated inside of Carmel-by-the-Sea.

Name and Title of staff applying on behalf of the Organization: * Organization name *
Date Submitted: *
03 14 2025
Forms
4/16/25, 3:32 PM Welcome to the FY 25-26 Council Discretionary Grant Application https://docs.google.com/forms/d/112qeC_pNqA0zgCFL7aUp6qnJ408DFBFYs26u9VI1Xl4/edit#response=ACYDBNjVXs0LU8oH4v-C5jnWJpML-vf8… 10/10 Email *
[email protected]
Monterey Symphony
PO BOX 7130 Carmel-by-the-Sea, CA 93921
Welcome to the FY 25-26 Council
Discretionary Grant Application
The City of Carmel-by-the-Sea recognizes and appreciates the value of local nonpro¬t organizations and schools that provide services bene¬ting the community. Each year, the City Council offers a Discretionary Funds Grant Program to provide support to various organizations, in alignment with the City’s annual budget process. Every organization that submits an application and the required documentation by the deadline will be considered, however, please note that funding is limited and not all applicants may receive a grant.

Before applying, please review the eligibility requirements and evaluation process outlined in Policy 2017- 01: City Council Discretionary Funds Grant Program.

To complete your application, submit this online form and email the following documents to the City Clerk by the application deadline, Friday, March 14, 2025, at 5:00 PM:

Proof of 501(c) status or school documentation
Current annual operating budget
Past two years’ ¬nancial statements
For questions, contact the City Clerk at [email protected] or call 831-620-2016.

Non-profit Organization Name (or name of Carmel School): * Enter the name of the Non-Pro¬t or School applying for this grant Organization Mailing Address: *
3/5/25, 4:38 PM Welcome to the FY 25-26 Council Discretionary Grant Application https://docs.google.com/forms/d/112qeC_pNqA0zgCFL7aUp6qnJ408DFBFYs26u9VI1Xl4/edit#response=ACYDBNio5fTCf0ibTZsBNC8yz9IC2QRre7g… 1/8 Nicola Reilly, President and CEO
[email protected]
831-645-1131
Section 1: Eligibility Information
To be eligible for funding, an organization:

Must be located within the City of Carmel-by-the-Sea or provide community, environmental, or social services to the community of Carmel-by-the-Sea.

Must be a nonpro¬t community based 501(c) organization or a Carmel school.

Must directly provide the community service(s) for which City funds are sought.

Must have no outstanding debt due to the City.

Must not be ¬nancially dependent upon receiving City support to meet the organization’s annual budget and operational requirements.

We are a 501(c) nonpro¬t
We are a Carmel School
We are not a 501(c) nonpro¬t or a Carmel School (Your organization is not eligible for this grant) Organization Point of Contact Name and Title: *
(Name of person the City should contact if they have questions about this application) Organization's Contact Email: *
Organization's Phone Number: *
Is your organization a 501(c) nonprofit or a Carmel school? * 3/5/25, 4:38 PM Welcome to the FY 25-26 Council Discretionary Grant Application https://docs.google.com/forms/d/112qeC_pNqA0zgCFL7aUp6qnJ408DFBFYs26u9VI1Xl4/edit#response=ACYDBNio5fTCf0ibTZsBNC8yz9IC2QRre7g… 2/8 Attachment 3
We are located in Carmel-by-the-Sea
We are located outside of Carmel-by-the-Sea, but we provide services to its residents We do not provide services to Carmel-by-the-Sea (Your organization is not eligible for this grant) Yes (Your organization is not eligible for this grant)
No
Yes (Your organization is not eligible for this grant)
No
Yes (Provide a detailed description in the next section) No (Your organization is not eligible for this grant)
Section 2: Project/Program Purpose for Grant
All public funds must, by law, be used for activities that serve a public purpose. A public purpose generally means providing an "activity or service that is open and accessible to all members of the public regardless of race, creed, gender, sexual orientation, religious a®liation, etc., without restriction, and which does not Is your organization located with the City of Carmel-by-the-Sea, or does it provide services to its residents?
*
Does your organization have any outstanding debt to the City? * Is your organization finanically dependent on receiving City funding for its annual budget and operational requirements?
*
Does your organization's project/program that you are requesting a grant for meet the criteria for public purpose as outlined in the City's Discretionary Grant Policy? *
3/5/25, 4:38 PM Welcome to the FY 25-26 Council Discretionary Grant Application https://docs.google.com/forms/d/112qeC_pNqA0zgCFL7aUp6qnJ408DFBFYs26u9VI1Xl4/edit#response=ACYDBNio5fTCf0ibTZsBNC8yz9IC2QRre7g… 3/8 promote a particular religion". Therefore, organizations applying for grant funding through this program must clearly show how their programs or services will bene¬t the community of Carmel-by-the-Sea.

Demonstrating Public Bene¬t
The City may grant public funds under the following conditions:

The organization offers a service that complements or enhances a service the City already provides.

The service creates an indirect or secondary bene¬t for the City.

The organization provides a service that the City could provide but has chosen not to.

The following chart contains examples that illustrate public benefit:
3/5/25, 4:38 PM Welcome to the FY 25-26 Council Discretionary Grant Application https://docs.google.com/forms/d/112qeC_pNqA0zgCFL7aUp6qnJ408DFBFYs26u9VI1Xl4/edit#response=ACYDBNio5fTCf0ibTZsBNC8yz9IC2QRre7g… 4/8 I understand
Funding from the city of Carmel-by-the-Sea would support the in school visits and demonstrations to students in Carmel schools, prior to attending the Symphony's youth concerts. During the 25/26 season, the Symphony will present youth concerts in September and May and every student will attend an in-class demonstration or assembly to learn about the instruments in the orchestra and how to be a good audience member!
500
Section 3: Funding Request Amount and Budget
PLEASE NOTE: City grant funds may not be used for any of the following activities:
- General operating expenses such as salaries, utilities, and rent expenses - To support political activities
- Scholarships to high-school or college students
- The payment of outstanding debts
- The purchase of alcoholic beverages
- Travel, meals, lodging, or entertainment expenses
- Services which are primarily commercial, religious or political in nature - Permanent improvements to any non – City owned structure or property so that it becomes integral to the real reporty and removal would do harm to the building or land including those improvements that are bolted, nailed, screwed or wired into the wall, ceiling or floor *
In 500 words or less, please describe the specific proposed use of the grant by your organization. This must be a specific service, project, or program provided by your organization which demonstrates a benefit to residents of Carmel-by-the-Sea. *
Please indicate the estimated number of Carmel-by-the-Sea (93921) residents that will benefit from the specific service, project, or program for which grant funds are being sought:
*
3/5/25, 4:38 PM Welcome to the FY 25-26 Council Discretionary Grant Application https://docs.google.com/forms/d/112qeC_pNqA0zgCFL7aUp6qnJ408DFBFYs26u9VI1Xl4/edit#response=ACYDBNio5fTCf0ibTZsBNC8yz9IC2QRre7g… 5/8 We are requesting a $3,000 grant
Other:
$1,000 for the musicians to visit schools; $1,000 for music educators to prepare the materials for the visits; $1,000 to subsidize tickets for students and families living in 93921 Section 4: Organization's Financial History
Along with submitting an online grant application, applicants must also email the following documentation to the City Clerk at [email protected] by Friday, March 14, 2025, at 5:00 PM for the application to be considered complete:

1. A current, detailed operating budget that includes information on the organization’s annual sources of revenue received.

2. Proof of 501(c) status with a copy of the letter from the IRS as applicable.

3. The past two year’s ¬nancial statements, including the current year, with balance sheets,sources of revenues, pro¬t/loss statements and indicating the percentage of revenue that isused for administration, salaries and program costs.

Please indicate if you are requesting the maximum grant funding of $3,000 for your organization, or another amount less than the maximum:
*
Provide a Detailed Proposed Project/Program Budget, indicating how the grant funding requested will be utilized if awarded.

For example: "We are requesting $3,000 for the "Kids Zone After School Drama Club Program", and if awarded the funds will be used as follows:
- $300 for costumes
- $700 for printing scripts and programs
- $400 for paint and wood to create a portable and moveable scenery backdrop - $600 for props
- $1,000 for stage lighting and audio equipment
*
3/5/25, 4:38 PM Welcome to the FY 25-26 Council Discretionary Grant Application https://docs.google.com/forms/d/112qeC_pNqA0zgCFL7aUp6qnJ408DFBFYs26u9VI1Xl4/edit#response=ACYDBNio5fTCf0ibTZsBNC8yz9IC2QRre7g… 6/8 Attachment 3
I understand this requirement
Section 6: Declaration
I hereby certify that the information provided in this
application is true and correct to the best of my knowledge and that I am authorized by the organization to complete this application.

I understand that in addition to submitting this application form, I must also email the required ¬nancial documents to the City Clerk at [email protected] by Friday, March 14, 2025, at 5:00 PM in order for my grant application to be considered complete.

I further acknowledge that if selected, a grant agreement between the City and my organization is required, and once signed, grant funding awareded to my organization must be utilitzed for the speci¬c service, project, or program outlined in this application between July 1, 2025 and June 30, 2026.

Nicola Reilly, President and CEO
I understand that in order for my application to be considered complete, I must also email the following three (3) documents to [email protected] by grant application deadline of Friday, March 14, 2025, at 5:00 PM:
1) A current, detailed operating budget that includes information on the organization’s annual sources of revenue received.
2) Proof of 501(c) status (copy of the letter from the IRS) or documentation as a school as applicable.
3) The past two year’s financial statements, including the current year, with balance sheets, sources of revenues, profit/loss statements and indicating the percentage of revenue that is used for administration, salaries and program costs.
*
Name and Title of staff applying on behalf of the Organization: * 3/5/25, 4:38 PM Welcome to the FY 25-26 Council Discretionary Grant Application https://docs.google.com/forms/d/112qeC_pNqA0zgCFL7aUp6qnJ408DFBFYs26u9VI1Xl4/edit#response=ACYDBNio5fTCf0ibTZsBNC8yz9IC2QRre7g… 7/8 Monterey Symphony
MM
/
DD
/
YYYY
This form was created inside of Carmel-by-the-Sea.

Organization name *
Date Submitted: *
03 05 2025
Forms
3/5/25, 4:38 PM Welcome to the FY 25-26 Council Discretionary Grant Application https://docs.google.com/forms/d/112qeC_pNqA0zgCFL7aUp6qnJ408DFBFYs26u9VI1Xl4/edit#response=ACYDBNio5fTCf0ibTZsBNC8yz9IC2QRre7g… 8/8 Email *
[email protected]
Monterey Peninsula Ballet Theatre
225 The Crossroads Blvd. #253
Welcome to the FY 25-26 Council
Discretionary Grant Application
The City of Carmel-by-the-Sea recognizes and appreciates the value of local nonpro¬t organizations and schools that provide services bene¬ting the community. Each year, the City Council offers a Discretionary Funds Grant Program to provide support to various organizations, in alignment with the City’s annual budget process. Every organization that submits an application and the required documentation by the deadline will be considered, however, please note that funding is limited and not all applicants may receive a grant.

Before applying, please review the eligibility requirements and evaluation process outlined in Policy 2017- 01: City Council Discretionary Funds Grant Program.

To complete your application, submit this online form and email the following documents to the City Clerk by the application deadline, Friday, March 14, 2025, at 5:00 PM:

Proof of 501(c) status or school documentation
Current annual operating budget
Past two years’ ¬nancial statements
For questions, contact the City Clerk at [email protected] or call 831-620-2016.

Non-profit Organization Name (or name of Carmel School): * Enter the name of the Non-Pro¬t or School applying for this grant Organization Mailing Address: *
4/16/25, 3:30 PM Welcome to the FY 25-26 Council Discretionary Grant Application https://docs.google.com/forms/d/112qeC_pNqA0zgCFL7aUp6qnJ408DFBFYs26u9VI1Xl4/edit#response=ACYDBNhYEUzC3EG86Rt8Eda3M0jq9QW… 1/9 Jennifer Watts, President, Board of Directors
[email protected]
8319980793
Section 1: Eligibility Information
To be eligible for funding, an organization:

Must be located within the City of Carmel-by-the-Sea or provide community, environmental, or social services to the community of Carmel-by-the-Sea.

Must be a nonpro¬t community based 501(c) organization or a Carmel school.

Must directly provide the community service(s) for which City funds are sought.

Must have no outstanding debt due to the City.

Must not be ¬nancially dependent upon receiving City support to meet the organization’s annual budget and operational requirements.

We are a 501(c) nonpro¬t
We are a Carmel School
We are not a 501(c) nonpro¬t or a Carmel School (Your organization is not eligible for this grant) Organization Point of Contact Name and Title: *
(Name of person the City should contact if they have questions about this application) Organization's Contact Email: *
Organization's Phone Number: *
Is your organization a 501(c) nonprofit or a Carmel school? * 4/16/25, 3:30 PM Welcome to the FY 25-26 Council Discretionary Grant Application https://docs.google.com/forms/d/112qeC_pNqA0zgCFL7aUp6qnJ408DFBFYs26u9VI1Xl4/edit#response=ACYDBNhYEUzC3EG86Rt8Eda3M0jq9QW… 2/9 Attachment 3
We are located in Carmel-by-the-Sea
We are located outside of Carmel-by-the-Sea, but we provide services to its residents We do not provide services to Carmel-by-the-Sea (Your organization is not eligible for this grant) Yes (Your organization is not eligible for this grant)
No
Yes (Your organization is not eligible for this grant)
No
Yes (Provide a detailed description in the next section) No (Your organization is not eligible for this grant)
Section 2: Project/Program Purpose for Grant
All public funds must, by law, be used for activities that serve a public purpose. A public purpose generally means providing an "activity or service that is open and accessible to all members of the public regardless of race, creed, gender, sexual orientation, religious a®liation, etc., without restriction, and which does not Is your organization located with the City of Carmel-by-the-Sea, or does it provide services to its residents?
*
Does your organization have any outstanding debt to the City? * Is your organization finanically dependent on receiving City funding for its annual budget and operational requirements?
*
Does your organization's project/program that you are requesting a grant for meet the criteria for public purpose as outlined in the City's Discretionary Grant Policy? *
4/16/25, 3:30 PM Welcome to the FY 25-26 Council Discretionary Grant Application https://docs.google.com/forms/d/112qeC_pNqA0zgCFL7aUp6qnJ408DFBFYs26u9VI1Xl4/edit#response=ACYDBNhYEUzC3EG86Rt8Eda3M0jq9QW… 3/9 promote a particular religion". Therefore, organizations applying for grant funding through this program must clearly show how their programs or services will bene¬t the community of Carmel-by-the-Sea.

Demonstrating Public Bene¬t
The City may grant public funds under the following conditions:

The organization offers a service that complements or enhances a service the City already provides.

The service creates an indirect or secondary bene¬t for the City.

The organization provides a service that the City could provide but has chosen not to.

The following chart contains examples that illustrate public benefit:
4/16/25, 3:30 PM Welcome to the FY 25-26 Council Discretionary Grant Application https://docs.google.com/forms/d/112qeC_pNqA0zgCFL7aUp6qnJ408DFBFYs26u9VI1Xl4/edit#response=ACYDBNhYEUzC3EG86Rt8Eda3M0jq9QW… 4/9 I understand
PLEASE NOTE: City grant funds may not be used for any of the following activities:
- General operating expenses such as salaries, utilities, and rent expenses - To support political activities
- Scholarships to high-school or college students
- The payment of outstanding debts
- The purchase of alcoholic beverages
- Travel, meals, lodging, or entertainment expenses
- Services which are primarily commercial, religious or political in nature - Permanent improvements to any non – City owned structure or property so that it becomes integral to the real reporty and removal would do harm to the building or land including those improvements that are bolted, nailed, screwed or wired into the wall, ceiling or floor *
4/16/25, 3:30 PM Welcome to the FY 25-26 Council Discretionary Grant Application https://docs.google.com/forms/d/112qeC_pNqA0zgCFL7aUp6qnJ408DFBFYs26u9VI1Xl4/edit#response=ACYDBNhYEUzC3EG86Rt8Eda3M0jq9QW… 5/9 Each year since its inception in 2017, MPBT offers a Free Youth Arts Community Outreach Program for the youth of Monterey County who may not otherwise attend such a performance due to prohibitive costs. This program allows students from the Salinas City Elementary School District (“SCESD”) to experience a preprofessional show – The Nutcracker - at no cost to them (no ticket fees) in Carmel’s premier performing arts center – Sunset Center. To stage this free program, MPBT incurs incremental costs: Sunset Center labor & equipment, third-party technology, guest artist fees, etc. MPBT is seeking this grant to help defray a portion of the expenses for this free youth arts program.

MPBT’s youth arts program mirrors various components of Sunset Center’s “Classroom Connections” arts education program and goals. (Please note MPBT is not an official “Sunset Presents” artist in their Arts Education program. However, MPBT’s free program complements Sunset Center arts education programming.) SCESD students witness the entirety of The Nutcracker, listening to Tchaikovsky’s beautiful score while watching their peers from around the Monterey peninsula perform on stage. Approximately 70% of MPBT’s 120 student performers in 2024 attended Tularcitos Elementary, River School, Carmel Middle & High Schools, and Stevenson’s Lower & Middle Divisions, as well as home schooled children living in Carmel. During “intermission,” MPBT’s Artistic Director engages SCESD students in arts education, discussing the various components required to bring The Nutcracker to life (sound, lights, props, backstage crew, etc.). After our 2024 performance, Esabel Cervantes Babione, Director of Curriculum and Instruction at SCESD, provided this impact statement about MPBT’s free program. “The 5th grade [SCESD] students … are very fortunate. They are exposed to a style of art that the majority of them have never been able to experience. They learn about ballet, theater, and music all while making connections to the literature and story that they have read. They are surprised when they realize that the show is put on by kids, many of which are their own age. After the show you hear many students talk about wanting to dance, sing, perform, etc. Their education is enhanced because they are able to connect to a fine art that they realize they could do themselves."
For our 120 youth dancers, this free program allows them one more opportunity to practice their craft and share their gifts with peers prior to the three ticketed performances for the entirety of the Carmel-by-the-Sea and Monterey Peninsula community. MPBT’s dancers hone their performance skills while developing confidence and self-esteem, enhancing their on-stage presence skills, and bringing joy to their fellow students. The free program is a win-win for Carmel-based and other Monterey Peninsula students. MPBT greatly appreciates Carmel City Council’s consideration of our grant application.

In 500 words or less, please describe the specific proposed use of the grant by your organization. This must be a specific service, project, or program provided by your organization which demonstrates a benefit to residents of Carmel-by-the-Sea. *
4/16/25, 3:30 PM Welcome to the FY 25-26 Council Discretionary Grant Application https://docs.google.com/forms/d/112qeC_pNqA0zgCFL7aUp6qnJ408DFBFYs26u9VI1Xl4/edit#response=ACYDBNhYEUzC3EG86Rt8Eda3M0jq9QW… 6/9 Attachment 3
75-85 young artists (and the many residents who see MPBT's annual Nutcracker Performance at the Sunset Center)
Section 3: Funding Request Amount and Budget
We are requesting a $3,000 grant
Other:

We are requesting $3000 for the "Free Youth Arts Outreach Community Program," and if awarded, the funds will be used as follows:
- $2,585 for Sunset Center light, sound, dance floor rental - $415 for guest technology fees (a portion of the $3000 for guest technology fees for this youth arts program only)
Section 4: Organization's Financial History
Please indicate the estimated number of Carmel-by-the-Sea (93921) residents that will benefit from the specific service, project, or program for which grant funds are being sought:
*
Please indicate if you are requesting the maximum grant funding of $3,000 for your organization, or another amount less than the maximum:
*
Provide a Detailed Proposed Project/Program Budget, indicating how the grant funding requested will be utilized if awarded.

For example: "We are requesting $3,000 for the "Kids Zone After School Drama Club Program", and if awarded the funds will be used as follows:
- $300 for costumes
- $700 for printing scripts and programs
- $400 for paint and wood to create a portable and moveable scenery backdrop - $600 for props
- $1,000 for stage lighting and audio equipment
*
4/16/25, 3:30 PM Welcome to the FY 25-26 Council Discretionary Grant Application https://docs.google.com/forms/d/112qeC_pNqA0zgCFL7aUp6qnJ408DFBFYs26u9VI1Xl4/edit#response=ACYDBNhYEUzC3EG86Rt8Eda3M0jq9QW… 7/9 Along with submitting an online grant application, applicants must also email the following documentation to the City Clerk at [email protected] by Friday, March 14, 2025, at 5:00 PM for the application to be considered complete:

1. A current, detailed operating budget that includes information on the organization’s annual sources of revenue received.

2. Proof of 501(c) status with a copy of the letter from the IRS as applicable.

3. The past two year’s ¬nancial statements, including the current year, with balance sheets,sources of revenues, pro¬t/loss statements and indicating the percentage of revenue that isused for administration, salaries and program costs.

I understand this requirement
Section 6: Declaration
I hereby certify that the information provided in this
application is true and correct to the best of my knowledge and that I am authorized by the organization to complete this application.

I understand that in addition to submitting this application form, I must also email the required ¬nancial documents to the City Clerk at [email protected] by Friday, March 14, 2025, at 5:00 PM in order for my grant application to be considered complete.

I further acknowledge that if selected, a grant agreement between the City and my organization is required, and once signed, grant funding awareded to my organization must be utilitzed for the speci¬c service, I understand that in order for my application to be considered complete, I must also email the following three (3) documents to [email protected] by grant application deadline of Friday, March 14, 2025, at 5:00 PM:
1) A current, detailed operating budget that includes information on the organization’s annual sources of revenue received.
2) Proof of 501(c) status (copy of the letter from the IRS) or documentation as a school as applicable.
3) The past two year’s financial statements, including the current year, with balance sheets, sources of revenues, profit/loss statements and indicating the percentage of revenue that is used for administration, salaries and program costs.
*
4/16/25, 3:30 PM Welcome to the FY 25-26 Council Discretionary Grant Application https://docs.google.com/forms/d/112qeC_pNqA0zgCFL7aUp6qnJ408DFBFYs26u9VI1Xl4/edit#response=ACYDBNhYEUzC3EG86Rt8Eda3M0jq9QW… 8/9 project, or program outlined in this application between July 1, 2025 and June 30, 2026.

Jennifer Watts, President, Board of Directors
Monterey Peninsula Ballet Theatre
MM
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eated inside of Carmel-by-the-Sea.

Name and Title of staff applying on behalf of the Organization: * Organization name *
Date Submitted: *
03 14 2025
Forms
4/16/25, 3:30 PM Welcome to the FY 25-26 Council Discretionary Grant Application https://docs.google.com/forms/d/112qeC_pNqA0zgCFL7aUp6qnJ408DFBFYs26u9VI1Xl4/edit#response=ACYDBNhYEUzC3EG86Rt8Eda3M0jq9QW… 9/9 Email *
[email protected]
New Canon Theatre Co.

PO Box 1955 Seaside, CA 93955
Welcome to the FY 25-26 Council
Discretionary Grant Application
The City of Carmel-by-the-Sea recognizes and appreciates the value of local nonpro¬t organizations and schools that provide services bene¬ting the community. Each year, the City Council offers a Discretionary Funds Grant Program to provide support to various organizations, in alignment with the City’s annual budget process. Every organization that submits an application and the required documentation by the deadline will be considered, however, please note that funding is limited and not all applicants may receive a grant.

Before applying, please review the eligibility requirements and evaluation process outlined in Policy 2017- 01: City Council Discretionary Funds Grant Program.

To complete your application, submit this online form and email the following documents to the City Clerk by the application deadline, Friday, March 14, 2025, at 5:00 PM:

Proof of 501(c) status or school documentation
Current annual operating budget
Past two years’ ¬nancial statements
For questions, contact the City Clerk at [email protected] or call 831-620-2016.

Non-profit Organization Name (or name of Carmel School): * Enter the name of the Non-Pro¬t or School applying for this grant Organization Mailing Address: *
4/11/25, 12:04 PM Welcome to the FY 25-26 Council Discretionary Grant Application https://docs.google.com/forms/d/112qeC_pNqA0zgCFL7aUp6qnJ408DFBFYs26u9VI1Xl4/edit#response=ACYDBNivYuGP-67S_sMI3y7DQIZpkUxVxq… 1/9 Attachment 3
Justine Stock
[email protected]
8312380242
Section 1: Eligibility Information
To be eligible for funding, an organization:

Must be located within the City of Carmel-by-the-Sea or provide community, environmental, or social services to the community of Carmel-by-the-Sea.

Must be a nonpro¬t community based 501(c) organization or a Carmel school.

Must directly provide the community service(s) for which City funds are sought.

Must have no outstanding debt due to the City.

Must not be ¬nancially dependent upon receiving City support to meet the organization’s annual budget and operational requirements.

We are a 501(c) nonpro¬t
We are a Carmel School
We are not a 501(c) nonpro¬t or a Carmel School (Your organization is not eligible for this grant) Organization Point of Contact Name and Title: *
(Name of person the City should contact if they have questions about this application) Organization's Contact Email: *
Organization's Phone Number: *
Is your organization a 501(c) nonprofit or a Carmel school? * 4/11/25, 12:04 PM Welcome to the FY 25-26 Council Discretionary Grant Application https://docs.google.com/forms/d/112qeC_pNqA0zgCFL7aUp6qnJ408DFBFYs26u9VI1Xl4/edit#response=ACYDBNivYuGP-67S_sMI3y7DQIZpkUxVxq… 2/9 We are located in Carmel-by-the-Sea
We are located outside of Carmel-by-the-Sea, but we provide services to its residents We do not provide services to Carmel-by-the-Sea (Your organization is not eligible for this grant) Yes (Your organization is not eligible for this grant)
No
Yes (Your organization is not eligible for this grant)
No
Yes (Provide a detailed description in the next section) No (Your organization is not eligible for this grant)
Section 2: Project/Program Purpose for Grant
All public funds must, by law, be used for activities that serve a public purpose. A public purpose generally means providing an "activity or service that is open and accessible to all members of the public regardless of race, creed, gender, sexual orientation, religious a®liation, etc., without restriction, and which does not Is your organization located with the City of Carmel-by-the-Sea, or does it provide services to its residents?
*
Does your organization have any outstanding debt to the City? * Is your organization finanically dependent on receiving City funding for its annual budget and operational requirements?
*
Does your organization's project/program that you are requesting a grant for meet the criteria for public purpose as outlined in the City's Discretionary Grant Policy? *
4/11/25, 12:04 PM Welcome to the FY 25-26 Council Discretionary Grant Application https://docs.google.com/forms/d/112qeC_pNqA0zgCFL7aUp6qnJ408DFBFYs26u9VI1Xl4/edit#response=ACYDBNivYuGP-67S_sMI3y7DQIZpkUxVxq… 3/9 promote a particular religion". Therefore, organizations applying for grant funding through this program must clearly show how their programs or services will bene¬t the community of Carmel-by-the-Sea.

Demonstrating Public Bene¬t
The City may grant public funds under the following conditions:

The organization offers a service that complements or enhances a service the City already provides.

The service creates an indirect or secondary bene¬t for the City.

The organization provides a service that the City could provide but has chosen not to.

The following chart contains examples that illustrate public benefit:
4/11/25, 12:04 PM Welcome to the FY 25-26 Council Discretionary Grant Application https://docs.google.com/forms/d/112qeC_pNqA0zgCFL7aUp6qnJ408DFBFYs26u9VI1Xl4/edit#response=ACYDBNivYuGP-67S_sMI3y7DQIZpkUxVxq… 4/9 I understand
PLEASE NOTE: City grant funds may not be used for any of the following activities:
- General operating expenses such as salaries, utilities, and rent expenses - To support political activities
- Scholarships to high-school or college students
- The payment of outstanding debts
- The purchase of alcoholic beverages
- Travel, meals, lodging, or entertainment expenses
- Services which are primarily commercial, religious or political in nature - Permanent improvements to any non – City owned structure or property so that it becomes integral to the real reporty and removal would do harm to the building or land including those improvements that are bolted, nailed, screwed or wired into the wall, ceiling or floor *
4/11/25, 12:04 PM Welcome to the FY 25-26 Council Discretionary Grant Application https://docs.google.com/forms/d/112qeC_pNqA0zgCFL7aUp6qnJ408DFBFYs26u9VI1Xl4/edit#response=ACYDBNivYuGP-67S_sMI3y7DQIZpkUxVxq… 5/9 Attachment 3
New Canon Theatre Company is proud to present Othello at the historic Forest Theatre June 12th-29th, 2025, in Carmel-by-the-Sea. This production represents a vital opportunity to bring high-quality, thoughtprovoking theatre to local audiences while fostering cultural engagement and education. With the support of this grant, we will ensure that Othello is an accessible, artistically rich, and impactful experience for the Carmel community.

Grant funds will be used to support key aspects of the production, including artist compensation, production design, and community engagement initiatives. Our goal is to create a visually stunning and emotionally resonant performance that speaks to both contemporary and classical audiences. This funding will directly support:

Production Costs: We will use funds for set construction, costumes, lighting, and sound design, ensuring a professional-quality production that enhances the immersive storytelling experience at the Forest Theatre.

Educational and Community Outreach: Othello presents important themes of race, power, and jealousy, making it an excellent piece for community dialogue. We will be doing a "Pay What You "Will" Night so you can pay $5 or $50 per ticket, no one should be denied the access of great theatre at this historic venue. By making Shakespeare’s work more accessible, we aim to inspire the next generation of theatergoers and artists.

Bringing Othello to the Forest Theatre is not just about staging a play—it’s about enriching the cultural landscape of Carmel-by-the-Sea. This production will provide a shared artistic experience that sparks conversation, brings people together, and honors the rich tradition of live theatre in this historic venue. With this grant, we can uphold our mission to create bold, inclusive, and meaningful theatre that resonates with our community.
1,000-1,800
Section 3: Funding Request Amount and Budget
In 500 words or less, please describe the specific proposed use of the grant by your organization. This must be a specific service, project, or program provided by your organization which demonstrates a benefit to residents of Carmel-by-the-Sea. *
Please indicate the estimated number of Carmel-by-the-Sea (93921) residents that will benefit from the specific service, project, or program for which grant funds are being sought:
*
4/11/25, 12:04 PM Welcome to the FY 25-26 Council Discretionary Grant Application https://docs.google.com/forms/d/112qeC_pNqA0zgCFL7aUp6qnJ408DFBFYs26u9VI1Xl4/edit#response=ACYDBNivYuGP-67S_sMI3y7DQIZpkUxVxq… 6/9 We are requesting a $3,000 grant
Other:

We are requesting $3,000 to support our production of Othello, specifically funding a Pay What You Will night to ensure accessibility and key production elements for a high-quality theatrical experience. If awarded, the funds will be allocated as follows:
$1,000 – Pay What You Will Night (covering production costs for one performance with subsidized tickets, making theatre accessible to Carmel-by-the-Sea residents) $800 – Set Construction (materials such as wood, paint, and scenic elements to bring the world of Othello to life)
$500 – Costumes (historically inspired costumes, fabric, and accessories to enhance the visual storytelling) $400 – Lighting Design (rental and setup of professional lighting equipment to create a dynamic and immersive stage environment)
$300 – Sound Design (microphones, speakers, and sound effects to ensure clarity and impact for audiences)
Section 4: Organization's Financial History
Along with submitting an online grant application, applicants must also email the following documentation to the City Clerk at [email protected] by Friday, March 14, 2025, at 5:00 PM for the application to be considered complete:

Please indicate if you are requesting the maximum grant funding of $3,000 for your organization, or another amount less than the maximum:
*
Provide a Detailed Proposed Project/Program Budget, indicating how the grant funding requested will be utilized if awarded.

For example: "We are requesting $3,000 for the "Kids Zone After School Drama Club Program", and if awarded the funds will be used as follows:
- $300 for costumes
- $700 for printing scripts and programs
- $400 for paint and wood to create a portable and moveable scenery backdrop - $600 for props
- $1,000 for stage lighting and audio equipment
*
4/11/25, 12:04 PM Welcome to the FY 25-26 Council Discretionary Grant Application https://docs.google.com/forms/d/112qeC_pNqA0zgCFL7aUp6qnJ408DFBFYs26u9VI1Xl4/edit#response=ACYDBNivYuGP-67S_sMI3y7DQIZpkUxVxq… 7/9

1. A current, detailed operating budget that includes information on the organization’s annual sources of revenue received.

2. Proof of 501(c) status with a copy of the letter from the IRS as applicable.

3. The past two year’s ¬nancial statements, including the current year, with balance sheets,sources of revenues, pro¬t/loss statements and indicating the percentage of revenue that isused for administration, salaries and program costs.

I understand this requirement
Section 6: Declaration
I hereby certify that the information provided in this
application is true and correct to the best of my knowledge and that I am authorized by the organization to complete this application.

I understand that in addition to submitting this application form, I must also email the required ¬nancial documents to the City Clerk at [email protected] by Friday, March 14, 2025, at 5:00 PM in order for my grant application to be considered complete.

I further acknowledge that if selected, a grant agreement between the City and my organization is required, and once signed, grant funding awareded to my organization must be utilitzed for the speci¬c service, project, or program outlined in this application between July 1, 2025 and June 30, 2026.

I understand that in order for my application to be considered complete, I must also email the following three (3) documents to [email protected] by grant application deadline of Friday, March 14, 2025, at 5:00 PM:
1) A current, detailed operating budget that includes information on the organization’s annual sources of revenue received.
2) Proof of 501(c) status (copy of the letter from the IRS) or documentation as a school as applicable.
3) The past two year’s financial statements, including the current year, with balance sheets, sources of revenues, profit/loss statements and indicating the percentage of revenue that is used for administration, salaries and program costs.
*
4/11/25, 12:04 PM Welcome to the FY 25-26 Council Discretionary Grant Application https://docs.google.com/forms/d/112qeC_pNqA0zgCFL7aUp6qnJ408DFBFYs26u9VI1Xl4/edit#response=ACYDBNivYuGP-67S_sMI3y7DQIZpkUxVxq… 8/9 Justine Stock- Managing Director & Co-Founder
New Canon Theatre Co.

MM
/
DD
/
YYYY
This form was created inside of Carmel-by-the-Sea.

Name and Title of staff applying on behalf of the Organization: * Organization name *
Date Submitted: *
03 09 2025
Forms
4/11/25, 12:04 PM Welcome to the FY 25-26 Council Discretionary Grant Application https://docs.google.com/forms/d/112qeC_pNqA0zgCFL7aUp6qnJ408DFBFYs26u9VI1Xl4/edit#response=ACYDBNivYuGP-67S_sMI3y7DQIZpkUxVxq… 9/9 Attachment 3
Email *
[email protected]
Pacific Repertory Theatre
PO Box 222035, Carmel 93922
Welcome to the FY 25-26 Council
Discretionary Grant Application
The City of Carmel-by-the-Sea recognizes and appreciates the value of local nonpro¬t organizations and schools that provide services bene¬ting the community. Each year, the City Council offers a Discretionary Funds Grant Program to provide support to various organizations, in alignment with the City’s annual budget process. Every organization that submits an application and the required documentation by the deadline will be considered, however, please note that funding is limited and not all applicants may receive a grant.

Before applying, please review the eligibility requirements and evaluation process outlined in Policy 2017- 01: City Council Discretionary Funds Grant Program.

To complete your application, submit this online form and email the following documents to the City Clerk by the application deadline, Friday, March 14, 2025, at 5:00 PM:

Proof of 501(c) status or school documentation
Current annual operating budget
Past two years’ ¬nancial statements
For questions, contact the City Clerk at [email protected] or call 831-620-2016.

Non-profit Organization Name (or name of Carmel School): * Enter the name of the Non-Pro¬t or School applying for this grant Organization Mailing Address: *
4/11/25, 12:31 PM Welcome to the FY 25-26 Council Discretionary Grant Application https://docs.google.com/forms/d/112qeC_pNqA0zgCFL7aUp6qnJ408DFBFYs26u9VI1Xl4/edit#response=ACYDBNhwPi9Asy6d5m2q7nlVAKptUmWW… 1/9 John Newkirk - Development Executive
[email protected]
8316220700
Section 1: Eligibility Information
To be eligible for funding, an organization:

Must be located within the City of Carmel-by-the-Sea or provide community, environmental, or social services to the community of Carmel-by-the-Sea.

Must be a nonpro¬t community based 501(c) organization or a Carmel school.

Must directly provide the community service(s) for which City funds are sought.

Must have no outstanding debt due to the City.

Must not be ¬nancially dependent upon receiving City support to meet the organization’s annual budget and operational requirements.

We are a 501(c) nonpro¬t
We are a Carmel School
We are not a 501(c) nonpro¬t or a Carmel School (Your organization is not eligible for this grant) Organization Point of Contact Name and Title: *
(Name of person the City should contact if they have questions about this application) Organization's Contact Email: *
Organization's Phone Number: *
Is your organization a 501(c) nonprofit or a Carmel school? * 4/11/25, 12:31 PM Welcome to the FY 25-26 Council Discretionary Grant Application https://docs.google.com/forms/d/112qeC_pNqA0zgCFL7aUp6qnJ408DFBFYs26u9VI1Xl4/edit#response=ACYDBNhwPi9Asy6d5m2q7nlVAKptUmWW… 2/9 We are located in Carmel-by-the-Sea
We are located outside of Carmel-by-the-Sea, but we provide services to its residents We do not provide services to Carmel-by-the-Sea (Your organization is not eligible for this grant) Yes (Your organization is not eligible for this grant)
No
Yes (Your organization is not eligible for this grant)
No
Yes (Provide a detailed description in the next section) No (Your organization is not eligible for this grant)
Section 2: Project/Program Purpose for Grant
All public funds must, by law, be used for activities that serve a public purpose. A public purpose generally means providing an "activity or service that is open and accessible to all members of the public regardless of race, creed, gender, sexual orientation, religious a®liation, etc., without restriction, and which does not Is your organization located with the City of Carmel-by-the-Sea, or does it provide services to its residents?
*
Does your organization have any outstanding debt to the City? * Is your organization finanically dependent on receiving City funding for its annual budget and operational requirements?
*
Does your organization's project/program that you are requesting a grant for meet the criteria for public purpose as outlined in the City's Discretionary Grant Policy? *
4/11/25, 12:31 PM Welcome to the FY 25-26 Council Discretionary Grant Application https://docs.google.com/forms/d/112qeC_pNqA0zgCFL7aUp6qnJ408DFBFYs26u9VI1Xl4/edit#response=ACYDBNhwPi9Asy6d5m2q7nlVAKptUmWW… 3/9 promote a particular religion". Therefore, organizations applying for grant funding through this program must clearly show how their programs or services will bene¬t the community of Carmel-by-the-Sea.

Demonstrating Public Bene¬t
The City may grant public funds under the following conditions:

The organization offers a service that complements or enhances a service the City already provides.

The service creates an indirect or secondary bene¬t for the City.

The organization provides a service that the City could provide but has chosen not to.

The following chart contains examples that illustrate public benefit:
4/11/25, 12:31 PM Welcome to the FY 25-26 Council Discretionary Grant Application https://docs.google.com/forms/d/112qeC_pNqA0zgCFL7aUp6qnJ408DFBFYs26u9VI1Xl4/edit#response=ACYDBNhwPi9Asy6d5m2q7nlVAKptUmWW… 4/9 Attachment 3
I understand
PLEASE NOTE: City grant funds may not be used for any of the following activities:
- General operating expenses such as salaries, utilities, and rent expenses - To support political activities
- Scholarships to high-school or college students
- The payment of outstanding debts
- The purchase of alcoholic beverages
- Travel, meals, lodging, or entertainment expenses
- Services which are primarily commercial, religious or political in nature - Permanent improvements to any non – City owned structure or property so that it becomes integral to the real reporty and removal would do harm to the building or land including those improvements that are bolted, nailed, screwed or wired into the wall, ceiling or floor *
4/11/25, 12:31 PM Welcome to the FY 25-26 Council Discretionary Grant Application https://docs.google.com/forms/d/112qeC_pNqA0zgCFL7aUp6qnJ408DFBFYs26u9VI1Xl4/edit#response=ACYDBNhwPi9Asy6d5m2q7nlVAKptUmWW… 5/9 The City Council Discretionary Grant will support PacRep’s School of Dramatic Arts (SoDA), which has programs for Monterey Peninsula youth, offering low-cost after-school classes, summer camps, and the Saturday Academy. It is generally accepted by educators and others that the arts are a powerful vehicle for reaching, motivating, and teaching a student. Without the arts to shape imaginations, young people become culturally deprived as they mature into adulthood. SoDA students are able to shape their imaginations, explore new techniques, think “critically” in new ways that expand their interest in learning, as well as develop verbal skills, self-esteem, teamwork, confidence and self-motivation. The more students live up to the expectations of the SoDA program, the more empowered they become. Helping students grow in the arts is one of the best investments that can be made in the future citizens of our community.

The problem is that many people don’t have access to live theatre, whether as a participant or an observer.

PacRep believes there are great benefits to be had from either perspective. Our suite of children’s programs is designed to provide such opportunities for young people.

We are constantly striving to offer curricula that meet the needs of the children we serve, and we vary our class offerings accordingly. At the same time, we are eager for students to receive a well-rounded theater arts education to prepare them for continued training and to strengthen their ability to succeed in college, business and in the community. To that end, we have placed a renewed emphasis on offering our SoDA students chances to perform in fully staged productions. Our Spring 2025 classes offered through SoDA’s premiere educational program, the Saturday Academy, include a Play Production Class, in which all class time will be spent rehearsing, working on sets, costumes and props, and going through the rehearsal and production process. All students will either be in the play or have a job working on the play, such as designer, assistant director, stage manager, and lighting and sound operators. The course’s instructor has more than twenty-five years of experience teaching theatre in Monterey County public schools.

In the 25 years of SoDA activities, the staff has seen some of the participants finding their niche outside of school by continuing their higher education by either majoring in theatre arts or taking theatre classes in college. We have had a number of students who have graduated from college and have returned to the area and are now participating as teachers, directors and actors in our programs. The staff has seen children mature into adults, and many continue to perform and/or become patrons of the arts and PacRep. The staff has been told many times that SoDA helps students build life-long friendships and memories.

In 500 words or less, please describe the specific proposed use of the grant by your organization. This must be a specific service, project, or program provided by your organization which demonstrates a benefit to residents of Carmel-by-the-Sea. *
4/11/25, 12:31 PM Welcome to the FY 25-26 Council Discretionary Grant Application https://docs.google.com/forms/d/112qeC_pNqA0zgCFL7aUp6qnJ408DFBFYs26u9VI1Xl4/edit#response=ACYDBNhwPi9Asy6d5m2q7nlVAKptUmWW… 6/9 SoDA Classes, Camps and SoDAonStage productions include children and young people throughout Monterey County, with the majority of the participants residing in the Carmel area and on the Monterey Peninsula. SoDA activities are available to any child who has the time, interest and discipline to participate.

Based upon a 5-year average, we anticipate that 200-250 unduplicated students will participate in SoDA classes and summer camps over the next twelve months. In addition to enrollment numbers, we continue to conduct surveys of SoDA participants and their parents, assessing how students have progressed in the SoDA programs, if students are improving their communication skills, their ability to work as a member of a team, and if SoDA has made a difference in their traditional schoolwork, as well.

Section 3: Funding Request Amount and Budget
We are requesting a $3,000 grant
Other:

We are requesting $3,000 for our School of Dramatic Arts (SoDA). If awarded, funds will be used to subsidize Teacher Salaries ($1000), Marketing ($1000) and Educational Materials ($1000).

Please indicate the estimated number of Carmel-by-the-Sea (93921) residents that will benefit from the specific service, project, or program for which grant funds are being sought:
*
Please indicate if you are requesting the maximum grant funding of $3,000 for your organization, or another amount less than the maximum:
*
Provide a Detailed Proposed Project/Program Budget, indicating how the grant funding requested will be utilized if awarded.

For example: "We are requesting $3,000 for the "Kids Zone After School Drama Club Program", and if awarded the funds will be used as follows:
- $300 for costumes
- $700 for printing scripts and programs
- $400 for paint and wood to create a portable and moveable scenery backdrop - $600 for props
- $1,000 for stage lighting and audio equipment
*
4/11/25, 12:31 PM Welcome to the FY 25-26 Council Discretionary Grant Application https://docs.google.com/forms/d/112qeC_pNqA0zgCFL7aUp6qnJ408DFBFYs26u9VI1Xl4/edit#response=ACYDBNhwPi9Asy6d5m2q7nlVAKptUmWW… 7/9 Section 4: Organization's Financial History
Along with submitting an online grant application, applicants must also email the following documentation to the City Clerk at [email protected] by Friday, March 14, 2025, at 5:00 PM for the application to be considered complete:

1. A current, detailed operating budget that includes information on the organization’s annual sources of revenue received.

2. Proof of 501(c) status with a copy of the letter from the IRS as applicable.

3. The past two year’s ¬nancial statements, including the current year, with balance sheets,sources of revenues, pro¬t/loss statements and indicating the percentage of revenue that isused for administration, salaries and program costs.

I understand this requirement
Section 6: Declaration
I hereby certify that the information provided in this
application is true and correct to the best of my knowledge and that I am authorized by the organization to complete this application.

I understand that in addition to submitting this application form, I must also email the required ¬nancial documents to the City Clerk at [email protected] by Friday, March 14, 2025, at 5:00 PM in order for my grant application to be considered complete.

I understand that in order for my application to be considered complete, I must also email the following three (3) documents to [email protected] by grant application deadline of Friday, March 14, 2025, at 5:00 PM:
1) A current, detailed operating budget that includes information on the organization’s annual sources of revenue received.
2) Proof of 501(c) status (copy of the letter from the IRS) or documentation as a school as applicable.
3) The past two year’s financial statements, including the current year, with balance sheets, sources of revenues, profit/loss statements and indicating the percentage of revenue that is used for administration, salaries and program costs.
*
4/11/25, 12:31 PM Welcome to the FY 25-26 Council Discretionary Grant Application https://docs.google.com/forms/d/112qeC_pNqA0zgCFL7aUp6qnJ408DFBFYs26u9VI1Xl4/edit#response=ACYDBNhwPi9Asy6d5m2q7nlVAKptUmWW… 8/9 Attachment 3
I further acknowledge that if selected, a grant agreement between the City and my organization is required, and once signed, grant funding awareded to my organization must be utilitzed for the speci¬c service, project, or program outlined in this application between July 1, 2025 and June 30, 2026.

John Newkirk
Pacific Repertory Theatre
MM
/
DD
/
YYYY
This form was created inside of Carmel-by-the-Sea.

Name and Title of staff applying on behalf of the Organization: * Organization name *
Date Submitted: *
03 13 2025
Forms
4/11/25, 12:31 PM Welcome to the FY 25-26 Council Discretionary Grant Application https://docs.google.com/forms/d/112qeC_pNqA0zgCFL7aUp6qnJ408DFBFYs26u9VI1Xl4/edit#response=ACYDBNhwPi9Asy6d5m2q7nlVAKptUmWW… 9/9 Attachment 3

CITY OF CARMEL-BY-THE-SEA

CITY COUNCIL
Staff Report
May 5, 2025

ORDERS OF BUSINESS
TO: Honorable Mayor and City Council Members
SUBMITTED BY: Jayme Fields, Finance Manager
APPROVED BY: Chip Rerig, City Administrator
SUBJECT:

Discuss proposed changes to the Budget Policies and Financial Guidelines for inclusion in the FY 2025-2026 Operating Budget Book and provide direction to staff (Estimated time 30 min)
RECOMMENDATION:

It is recommended:

1. That the City Council discuss and provide direction to staff regarding the proposed changes to the Budget Policies and Financial Guidelines section of the FY 2025-2026 Operating Budget Book; and

2. Provide direction to staff on proposed changes to Policy C94-01: Finance Policies of the City of Carmelby-the-Sea to be adopted by Resolution at a future meeting date.

BACKGROUND/SUMMARY:

BACKGROUND
The purpose of this agenda item is to present a draft of potential revisions to the Budget Policies and Financial Guidelines (hereafter referred to as "Budget Policies") which are routinely included in the annual operating budget book. These policies were part of discussions with the Council appointed Financial Stewardship Workgroup (FSW). The proposed revisions are intended to organize and clarify existing Financial Policies. The proposed changes are also designed to enhance budgeting and fiscal management practices by simplifying and clarifying fiscal guidelines, encouraging the limitation of operating expenses and the increase of spending on Capital Improvement Projects. The proposed revisions were informed by meetings with the FSW, reviewing the policies of other similar cities and discussions with external auditors.

The Budget Policies are included in the operating budget book originate from the City's Policy C94-01:

Financial Policies for the City of Carmel-by-the-Sea which is included for reference as Attachment 3. This policy was adopted in 1994, revised over the years, and last revised by Resolution 2020. This policy can be amended to include the proposed revisions by Resolution at a future meeting at the Council's direction.

EXECUTIVE SUMMARY
Proposed immediate revisions to Budget Policies include:
- Organize Policy into a Budget Section and a Financial section, eliminating duplication between sections (see green edits) and clarifying titles.
- Deleted duplicate policy statements.
- Clarify the definition of Capital Improvement Project (“CIP Project”) - Increased Capital Budget Guideline 1 requirement for CIP expenditures to be 10% of revenue instead of

3.5% of revenue.
- Added Operating Budget Guideline 1 requirement that Operating Expenditures be no more that 90% of revenues, replacing the requirement that the budget surplus be 5% of expenditures. - Change Capital Project Policy to allow approved capital projects to carried over and stay open until completed or closed, instead of automatically closing at the fiscal year end. - Eliminated Fund Balance Guideline 6 requiring a capital reserve target balance of 20% of the estimated total five-year capital improvement plan expenditures, replacing it with the above 90% reserve target. - Eliminated reference to minimum reserve level chart.

The redlined version of the existing Budget Policy is included as Attachment 1. The clean version of these proposed changes is included as Attachment 2.

Next Steps
Following direction regarding the proposed changes to the Budget Policy (Attachment 2) staff will return at the June meeting with a Resolution to formally adopt a revised Policy C94-01 and to include any amended policies in the FY 2025-2026 Annual Operating Budget Book.

FISCAL IMPACT:

No direct fiscal impact for this action.

PRIOR CITY COUNCIL ACTION:

Council received a presentation on the proposed financial policy revisions at their Special Meeting held on March 24, 2025, and provided direction to staff.

On July 13, 1994, the City Council adopted Resolution 94-96, establishing Policy C94-01: Financial Policies for the City of Carmel-by-the-Sea. The policy has been revised periodically since its adoption, with the most recent update approved in 2020 through Resolution 2020-055. A portion of this Policy is included in the Annual Operating Budget Book each year.

ATTACHMENTS:

Attachment 1) REDLINE - Proposed Revisions to Budget Policy Attachment 2) CLEAN VERSION - Revised Budget Policy
Attachment 3) Policy C94-01: Financial Policies of CBTS City of Carmel By The Sea
Changes to Budget Policies and Guidelines and to
Financial Policies and Guidelines
As of May 6, 2025
The following changes to the policy statements are recommended in order to better organize the Budget and Financial Policies so that they may be more clearly implemented and reported upon. Definitions are clarifieded and policy limits are consolidated.
“Track changes” are used to highlight the edits that have been made, Green colored edits represent the move of policy statements (withough change) and the elimination of duplicate statements. In general, “budget” policies have been taken out of the Financial section and added to the Budget section, with duplicate policies being eliminated.

Red track changes indicate changes to policy statements.

Policy Change Overview

 Organize Policy into a Budget Section and a Financial section, eliminating duplication between sections (see green edits) and clarifying titles.  Deleted duplicate policy statements.
 Clarify the definition of Capital Improvement Project (“CIP Project”)  Increased Capital Budget Guideline 1 requirement for CIP expenditures to be 10% of revenue instead of 3.5% of revenue.
 Added Operating Budget Guideline 1 requirement that Operating Expenditures be no more that 90% of revenues, replacing the requirement that the budget surplus be 5% of expenditures.
 Change Capital Project Policy to allow approved capital projects to carried over and stay open until completed or closed, instead of automatically closing at the fiscal year end.
 Eliminated Fund Balance Guideline 6 requiring a capital reserve target balance of 20% of the estimated total five-year capital improvement plan expenditures, replacing it with the above 90% reserve target.
 Eliminated reference to minimum reserve level chart.

Attachment 1

BUDGET POLICIES, AND PROCEDURES

GUIDELINES
The budget process for the City of Carmel‐by‐the‐Sea involves the citizens, City Council, and staff. Each person plays a critical role in the development of the budget for the upcoming year. The annual budget and operating plan balances the public service demands of the community with the fiscal resources of the City. It is intended to achieve the goals and objectives established by the City Council.

The goal of the City Administrator is to present a balanced budget to the City Council for review and adoption. A balanced budget is a budget in which revenue sources meet or exceed expected revenue use. Available funding sources shall be at least equal to recommended appropriations. As a general rule, the year‐end Undesignated General Fund Balance should only be used for one-time costs, not to fund ongoing operations such as fulltime employees.

As set forth in the Carmel Municipal Code, prior to the beginning of each fiscal year the City Council shall adopt a budget for expenditures and anticipated revenues. On or before February 15th of each year, the City Administrator will present to the City Council a proposed budget schedule. The City Administrator prepares and submits to the City Council a proposed operating and capital budget for the forthcoming fiscal year. The City Council shall adopt the budget by July 1st.

The City Administrator shall have the right to approve the transfer of appropriations within a departmental budget; however, no additional positions shall be created without the authorization of the City Council. All transfers of appropriations between departments or in regards to capital items or projects shall be approved by the City Council. The City Administrator shall be charged with the responsibility of controlling the expenditures for all departments in accordance with the approved budget. A report on current year revenues, expenditures and fund balances shall be maintained.

The accounts of the City are organized on the basis of funds. A fund is an independent fiscal and accounting entity with a self‐balanced set of accounts. The minimum number of funds is maintained consistent with legal and managerial requirements. Annually appropriated budgets are legally adopted on a budgetary basis for the governmental fund types (General Fund, Special Revenue Fund, Debt Service Fund, and Capital Projects Fund) and are controlled on a fund and departmental level. These funds are used to account for most of the City’s general government activities. Governmental fund types use the flow of current financial resources measurement focus and the modified‐accrual basis of accounting and budgeting. Expenditures are recognized as encumbrances when a commitment is made. Unencumbered appropriations lapse at year‐end.

Attachment 1

CAPITAL BUDGET POLICY
The City develops an annual five‐year plan for capital improvements; it includes project design, development, implementation, and operating and maintenance costs. Each project in the 5-year Capital Improvement Plan (CIP) shows the estimated capital and on‐going maintenance costs, known and potential funding sources and a design/development schedule. A capital improvement project is typically a permanent structural change to a property or asset to prolong its life, increase its value, or enhance its capabilities. As used in the CIP, projects include land acquisition, buildings and facilities construction, asset upgrades or large-scale maintenance work and the planning needed to facilitate plans and implementation for infrastructure (for example, the Housing Element). T; these projects do not have a cost threshold. A capital outlay (fixed asset) purchase is any single item or piece of equipment that costs more than $510,000 and has an expected useful life exceeding one year. The development of the CIP is coordinated with the development of the operating budget. The CIP is a planning document; the City Council appropriates funding for capital projects in the annual operating budget.

Costs for professional services needed to implement the CIP are to be included in the appropriate year’s operating budget.

Annual operating budgets should provide adequate funds for maintenance of the City’s buildings and maintenance and replacement of the City’s capital equipment. The City will make all capital improvements in accordance with an adopted and funded capital improvement program. Prior to ratification of the capital budget for the forthcoming year by the City Council, the Planning Commission shall review the capital improvement plan and shall advise the City Council as to its recommendations regarding the proposed capital projects conformity with the City’s General Plan in accordance with the Government Code.

Capital expenditures shall be effectively planned and controlled.

Guidelines:

1. The level of capital improvement expenditures, excluding road maintenance program expenditures and lease payments, is established at a minimum of ten percent (10%) three and one‐half percent (3.5%) of total revenues.

2. Funding for the road maintenance program should improve the pavement condition index.

3. The City shall maintain a Five‐Year Capital Improvement Program (CIP), which shall be updated at least annually as part of the budget review process.

4. The City shall annually establish a phasing calendar for capital improvement expenditures.

5. At least ten percent (10%) of the unrestricted funds designated for capital project expenditures shall be set aside for unanticipated expenditures.

6. The City shall conduct periodic reviews of property and facilities to determine the appropriate use and disposition of said property and facilities.

Attachment 1

7. The City shall consider the ongoing impact of operations and maintenance expenses before undertaking any capital improvement expenditure.

8. The City shall maintain a capital reserve policy as described in the Reserve Capital Project Policy.

9. Public participation in the Capital Improvement Program is a priority concern for the City.

10. All projects included in the Capital Improvement Plan shall be consistent with the City’s General Plan.

Capital projects that are not encumbered or completed during the fiscal year are required to be re-budgeted to the next fiscal year and subsequently approved by the City Council. All re-budgeted capital projects should be so noted in the proposed budget

OPERATING BUDGET POLICY
Operating revenues shall exceed operating expenditures.

Guidelines:

1. Total Expenditures, excluding CIP, shall not exceed 90% of budgeted Revenue.

The annual operating budget shall contain a current surplus (or “revenue buffer”) of at least five percent (5%) of projected expenditures (excluding CIP).

2. A balanced budget is a budget in which total funding sources meet or exceed uses.

An appropriated City Discretionary Account of at least one‐half of one percent (0.5%) of total projected General Fund expenditures shall be maintained (excluding CIP).

3. Ongoing expenses shall not be funded with one‐time revenues.

4. The City shall establish salary adjustments in conjunction with the budget process.

5. The City will seek to comply with suggested criteria of the Government Finance Officer’s Association in producing a budget document that meets the Distinguished Budget Presentation criteria.

Attachment 1

FINANCIAL POLICIES AND

PROCEDURESGUIDELINES
The City of Carmel‐by‐the‐Sea has strong financial policies, based on City Council direction, which guide staff toward carryingy out sound fiscal planning and continued management of fiscal integrity. The financial policies are divided into five categories:

Capital Budget Project Policyies, Operating Management, Fund Balance Policy, Debt Policies, and Investment Policies. The City has financial policies that are adopted by the City Council with review every two years during the budget development process. The financial policies help ensure that the City maintains a healthy financial foundation into the future.

The goal of these policies is to promote:
 An extended financial planning horizon to increase awareness of future potential challenges and opportunities;
 Setting aside reserves for contingencies, replacement of capital equipment, and other similar needs;
 Maintaining the effective buying power of fees and charges and increasing cost recovery where directed to do so;
 Accountability for meeting standards for financial management and efficiency in providing services;
 Planning for the capital needs of the City;
 Maintaining manageable levels of debt while furthering quality bond ratings; and,  Communication to residents and customers on how the community goals are being addressed.

CAPITAL PROJECT POLICY
Capital expenditures shall be effectively planned and controlled. Capital projects that have not been completed by the fiscal year-end will be carried over into the subsequent fiscal year. Fund balance equal to the remaining balance of the uncompleted projects will be reserved.

CAPITAL BUDGET POLICY
The City develops an annual five‐year plan for capital improvements; it includes project design, development, implementation, and operating and maintenance costs. Each project in the 5-year Capital Improvement Plan (CIP) shows the estimated capital and on‐going maintenance costs, known and potential funding sources and a design/development schedule. As used in the CIP, projects include land acquisition, buildings and facilities construction; these projects do not have a cost threshold. A capital outlay (fixed asset) purchase is any single item or piece of equipment that costs more than $10,000 and has an Attachment 1
expected useful life exceeding one year. The development of the CIP is coordinated with the development of the operating budget. The CIP is a planning document; the City Council appropriates funding for capital projects in the annual operating budget. Costs for professional services needed to implement the CIP are to be included in the appropriate year’s operating budget.

Annual operating budgets should provide adequate funds for maintenance of the City’s buildings and maintenance and replacement of the City’s capital equipment. The City will make all capital improvements in accordance with an adopted and funded capital improvement program. Prior to ratification of the capital budget for the forthcoming year by the City Council, the Planning Commission shall review the capital improvement plan and shall advise the City Council as to its recommendations regarding the proposed capital projects conformity with the City’s General Plan in accordance with the Government Code.

Capital expenditures shall be effectively planned and controlled.

Guidelines:

1. The level of capital improvement expenditures, excluding road maintenance program expenditures and lease payments, is established at three and one‐half percent (3.5%) of total revenues.

2.1. Funding for the road maintenance program should improve the pavement condition index.

3.1. The City shall maintain a Five‐Year Capital Improvement Program (CIP), which shall be updated at least annually as part of the budget review process.

4.1. The City shall annually establish a phasing calendar for capital improvement expenditures.

5.1. At least ten percent (10%) of the unrestricted funds designated for capital project expenditures shall be set aside for unanticipated expenditures.

6.1. The City shall conduct periodic reviews of property and facilities to determine the appropriate use and disposition of said property and facilities.

7.1. The City shall consider the ongoing impact of operations and maintenance expenses before undertaking any capital improvement expenditure.

8.1. The City shall maintain a capital reserve policy as described in the Reserve Policy.

9.1. Public participation in the Capital Improvement Program is a priority concern for the City.

10.1. All projects included in the Capital Improvement Plan shall be consistent with the City’s General Plan.

11.1. Capital projects that are not encumbered or completed during the fiscal year are required to be re-budgeted to the next fiscal year and subsequently approved by the City Council. All re-budgeted capital projects should be so noted in the proposed budget
Attachment 1

OPERATING MANAGEMENT POLICY
Operating revenues shall exceed operating expenditures.

Guidelines:

1. The annual operating budget shall contain a current surplus (or “revenue buffer”) of at least five percent (5%) of projected expenditures.

2.1. A balanced budget is a budget in which total funding sources meet or exceed uses.

3.1. An appropriated City Discretionary Account of at least one‐half of one percent (0.5%) of total projected General Fund expenditures shall be maintained.

4.1. Ongoing expenses shall not be funded with one‐time revenues.

1. The City shall establish internal service funds for the repair, operation, and replacement of rolling stock and data processing equipment.

5. The level of capital outlay expenditures is established at three percent (3%) of total revenues.[*** see Capital Budget Policy above]

6. The City shall annually establish a phasing calendar for capital outlay expenditures. [*** see Capital Budget Policy above]

7. The City shall develop a five‐year forecast of operating revenue and expenditures. [*** see Capital Budget Policy above]

8. The City shall establish salary adjustments in conjunction with the budget process.

2. The City shall review the relationship between fees/charges and the cost of providing services at least every three years.

3. The City’s fees and charges for services shall be adjusted annually, based upon the San Francisco‐Oakland Consumer Price Index.

9. The City will seek to comply with suggested criteria of the Government Finance Officer’s Association in producing a budget document that meets the Distinguished Budget Presentation criteria. [*** see Operating Budget Policy above]
Attachment 1

FUND BALANCE POLICY
The Fund Balance Policy is designed to develop standards for setting reserve levels for various, significant City funds. Adequate fund balance and reserve levels are a necessary component of the City’s overall financial management strategy and a key factor in external agencies’ measurement of the City’s financial strength. The City shall maintain reserves at a prudent level and shall use reserves appropriately with a focus on contributing to the reserves in good times and drawing on the reserves in times of difficult budget periods to maintain a consistent level of service and quality operations. Use of reserves is meant to supplement the annual budget.

Guidelines:

1. General Fund and Hostelry Fund reserves shall be maintained at no less than ten fifty percent (5010%) of their annual projected operating revenuesexpenditures.

2. The City shall maintain prudent reserves for identified operating liabilities and debt service.

3. A Vehicle Replacement reserve will be maintained sufficient to replace vehicles and heavy equipment at the end of their useful lives, with the target being 10% of the total City fleet replacement value.

4. Technology equipment replacement reserves will be maintained sufficient to repair covered equipment and for replacement at the end of its useful life.

5. The City will maintain a long‐term budget stability reserve consisting of any Unassigned General Fund Balance. When available, the year‐end General Fund operating surplus will be dedicated to the long‐term budget stability reserve.

6. A general capital reserve fund will be maintained with a targeted balance of 20% of the estimated total five‐year capital improvement plan project expenditure.

Net proceeds from the sale of City owned property will be dedicated to the general capital reserve. Funds in the general capital reserve will be allocated through the budget process for capital projects.

7. Reserves shall be used only for established purposes.

8. Depleted reserves shall be restored as soon as possible.

9. A minimum level for each of the reserve funds shall be established (see chart below).

10.9. The City shall maintain reserves required by law, ordinance and/or bond covenants.

Attachment 1

BUDGET POLICIES AND GUIDELINES
The budget process for the City of Carmel‐by‐the‐Sea involves the citizens, City Council, and staff. Each person plays a critical role in the development of the budget for the upcoming year. The annual budget and operating plan balance the public service demands of the community with the fiscal resources of the City. It is intended to achieve the goals and objectives established by the City Council.

The goal of the City Administrator is to present a balanced budget to the City Council for review and adoption. A balanced budget is a budget in which revenue sources meet or exceed expected revenue use. Available funding sources shall be at least equal to recommended appropriations. As a general rule, the year‐end Undesignated General Fund Balance should only be used for one-time costs, not to fund ongoing operations such as fulltime employees.

As set forth in the Carmel Municipal Code, prior to the beginning of each fiscal year the City Council shall adopt a budget for expenditures and anticipated revenues. On or before February 15th of each year, the City Administrator will present to the City Council a proposed budget schedule. The City Administrator prepares and submits to the City Council a proposed operating and capital budget for the forthcoming fiscal year. The City Council shall adopt the budget by July 1st.

The City Administrator shall have the right to approve the transfer of appropriations within a departmental budget; however, no additional positions shall be created without the authorization of the City Council. All transfers of appropriations between departments or in regards to capital items or projects shall be approved by the City Council. The City Administrator shall be charged with the responsibility of controlling the expenditures for all departments in accordance with the approved budget. A report on current year revenues, expenditures and fund balances shall be maintained.

The accounts of the City are organized on the basis of funds. A fund is an independent fiscal and accounting entity with a self‐balanced set of accounts. The minimum number of funds is maintained consistent with legal and managerial requirements. Annually appropriated budgets are legally adopted on a budgetary basis for the governmental fund types (General Fund, Special Revenue Fund, Debt Service Fund, and Capital Projects Fund) and are controlled on a fund and departmental level. These funds are used to account for most of the City’s general government activities. Governmental fund types use the flow of current financial resources measurement focus and the modified‐accrual basis of accounting and budgeting. Expenditures are recognized as encumbrances when a commitment is made. Unencumbered appropriations lapse at year‐end.

Attachment 2

CAPITAL BUDGET POLICY
The City develops an annual five‐year plan for capital improvements; it includes project design, development, implementation, and operating and maintenance costs. Each project in the 5-year Capital Improvement Plan (CIP) shows the estimated capital and on‐going maintenance costs, known and potential funding sources and a design/development schedule. A capital improvement project is typically a permanent structural change to a property or asset to prolong its life, increase its value, or enhance its capabilities. As used in the CIP, projects include land acquisition, buildings and facilities construction, asset upgrades or large-scale maintenance work and the planning needed to facilitate plans and implementation for infrastructure (for example, the Housing Element). These projects do not have a cost threshold. A capital outlay (fixed asset) purchase is any single item or piece of equipment that costs more than $50,000 and has an expected useful life exceeding one year. The development of the CIP is coordinated with the development of the operating budget. The CIP is a planning document; the City Council appropriates funding for capital projects in the annual operating budget.

Annual operating budgets should provide adequate funds for maintenance of the City’s buildings and maintenance and replacement of the City’s capital equipment. The City will make all capital improvements in accordance with an adopted and funded capital improvement program. Prior to ratification of the capital budget for the forthcoming year by the City Council, the Planning Commission shall review the capital improvement plan and shall advise the City Council as to its recommendations regarding the proposed capital projects conformity with the City’s General Plan in accordance with the Government Code.

Capital expenditures shall be effectively planned and controlled.

Guidelines:

1. The level of capital improvement expenditures, excluding road maintenance program expenditures and lease payments, is established at a minimum of ten percent (10%) of total revenues.

2. Funding for the road maintenance program should improve the pavement condition index.

3. The City shall maintain a Five‐Year Capital Improvement Program (CIP), which shall be updated at least annually as part of the budget review process.

4. The City shall annually establish a phasing calendar for capital improvement expenditures.

5. At least ten percent (10%) of the unrestricted funds designated for capital project expenditures shall be set aside for unanticipated expenditures.

6. The City shall conduct periodic reviews of property and facilities to determine the appropriate use and disposition of said property and facilities.

7. The City shall consider the ongoing impact of operations and maintenance expenses before undertaking any capital improvement expenditure.

Attachment 2

8. The City shall maintain a capital reserve policy as described in the Capital Project Policy.

9. Public participation in the Capital Improvement Program is a priority concern for the City.

10. All projects included in the Capital Improvement Plan shall be consistent with the City’s General Plan.

OPERATING BUDGET POLICY
Operating revenues shall exceed operating expenditures.

Guidelines:

1. Total Expenditures, excluding CIP, shall not exceed 90% of budgeted Revenue.

2. A balanced budget is a budget in which total funding sources meet or exceed uses.

3. Ongoing expenses shall not be funded with one‐time revenues.

4. The City shall establish salary adjustments in conjunction with the budget process.

5. The City will seek to comply with suggested criteria of the Government Finance Officer’s Association in producing a budget document that meets the Distinguished Budget Presentation criteria.

Attachment 2

FINANCIAL POLICIES AND GUIDELINES
The City of Carmel‐by‐the‐Sea has strong financial policies, based on City Council direction, which guide staff toward carrying out sound fiscal planning and continued management of fiscal integrity. The financial policies are divided into five categories:

Capital Project Policy, Operating Management, Fund Balance Policy, Debt Policies, and Investment Policies. The City has financial policies that are adopted by the City Council with review every two years during the budget development process. The financial policies help ensure that the City maintains a healthy financial foundation into the future.

The goal of these policies is to promote:
• An extended financial planning horizon to increase awareness of future potential challenges and opportunities;
• Setting aside reserves for contingencies, replacement of capital equipment, and other similar needs;
• Maintaining the effective buying power of fees and charges and increasing cost recovery where directed to do so;
• Accountability for meeting standards for financial management and efficiency in providing services;
• Planning for the capital needs of the City;
• Maintaining manageable levels of debt while furthering quality bond ratings; and, • Communication to residents and customers on how the community goals are being addressed.

CAPITAL PROJECT POLICY
Capital expenditures shall be effectively planned and controlled. Capital projects that have not been completed by the fiscal year-end will be carried over into the subsequent fiscal year. Fund balance equal to the remaining balance of the uncompleted projects will be reserved.

OPERATING MANAGEMENT POLICY
Operating revenues shall exceed operating expenditures.

Guidelines:

1. The City shall establish internal service funds for the repair, operation, and replacement of rolling stock and data processing equipment.

2. The City shall review the relationship between fees/charges and the cost of providing services at least every three years.

Attachment 2

3. The City’s fees and charges for services shall be adjusted annually, based upon the San Francisco‐Oakland Consumer Price Index.

FUND BALANCE POLICY
The Fund Balance Policy is designed to develop standards for setting reserve levels for various, significant City funds. Adequate fund balance and reserve levels are a necessary component of the City’s overall financial management strategy and a key factor in external agencies’ measurement of the City’s financial strength. The City shall maintain reserves at a prudent level and shall use reserves appropriately with a focus on contributing to the reserves in good times and drawing on the reserves in times of difficult budget periods to maintain a consistent level of service and quality operations. Use of reserves is meant to supplement the annual budget.

Guidelines:

1. General Fund reserves shall be maintained at no less than fifty percent (50%) of annual projected operating expenditures.

2. The City shall maintain prudent reserves for operating liabilities and debt service.

3. A Vehicle Replacement reserve will be maintained sufficient to replace vehicles and heavy equipment at the end of their useful lives, with the target being 10% of the total City fleet replacement value.

4. Technology equipment replacement reserves will be maintained sufficient to repair covered equipment and for replacement at the end of its useful life.

5. The City will maintain a long‐term budget stability reserve consisting of any Unassigned General Fund Balance. When available, the year‐end General Fund operating surplus will be dedicated to the long‐term budget stability reserve.

6. Net proceeds from the sale of City owned property will be dedicated to the general capital reserve. Funds in the general capital reserve will be allocated through the budget process for capital projects.

7. Reserves shall be used only for established purposes.

8. Depleted reserves shall be restored as soon as possible.

9. The City shall maintain reserves required by law, ordinance and/or bond covenants.

Attachment 2
1 C94-01

CITY OF CARMEL-BY-THE-SEA

POLICY AND PROCEDURE
Subject: Financial Policies for the City of Carmel-
by-the-Sea
Policy/Procedure No: C94-01
Effective Date: 13 July 1994 Authority: Resolution No. 94-96 Purpose:

To establish financial policies for the City of Carmel-by-the-Sea Policy/Procedure:

As fully set forth in the policy document, attached.

Responsible Party:

City Administrator
Department of Origin:

Administrative Services
Revision Dates:
2 February 1997 (Resolution No. 97-10)
1 June 2000 (Resolution No. 2000-72)
15 August 2000 (Resolution No. 2000-100)
19 June 2001 (Resolution No. 2001-69)
2 February 2002 (Resolution No. 2002-17)
13 June 2006 (Resolution No. 2006-35)
5 February 2013 (Resolution No. 2013-8)
5 March 2013 (Resolution No. 2013-10)
1 September 2020 (Resolution No. 2020-055)

Rescinded Date:

Attachment 3
2 C94-01
The City of Carmel-by-the-Sea has strong financial policies that provide City Council direction to allow staff to provide sound fiscal planning and continued management of fiscal integrity. The financial policies are divided into five categories: Capital Budget Policies, Operating Management, Reserve Policy, Debt Policies, and Investment Policies. The City has financial policies that are adopted by the City Council with review every two years during the budget development process. The financial policies help ensure that the City maintains a healthy financial foundation into the future.

The goal of these policies is to promote:
• An extended financial planning horizon to increase awareness of future potential challenges and opportunities. • Setting aside reserves for contingencies, replacement of capital equipment, and other similar needs. • Maintaining the effective buying power of fees and charges and increasing cost recovery where directed to do so.
• Accountability for meeting standards for financial management and efficiency in providing services. • Planning for the capital needs of the City.
• Maintaining manageable levels of debt while furthering quality bond ratings. • Communication to residents and customers on how the community goals are being addressed.

CAPITAL BUDGET POLICIES
The City develops an annual five-year plan for capital improvements; it includes project design, development, implementation, and operating and maintenance costs. Each project in the Capital Improvement Plan (CIP) shows the estimated capital and on-going maintenance costs, known and potential funding sources, and a design and development schedule. As used in the CIP, projects include land acquisition, buildings and facilities construction; these projects do not have a cost threshold. A capital outlay (fixed asset) purchase is any single item or piece of equipment that costs more than $10,000 and has an expected useful life exceeding one year. The development of the capital improvement plan is coordinated with the development of the operating budget. The CIP is a planning document; the City Council appropriates funding for capital projects in the annual operating budget. Costs for professional services needed to implement the CIP are to be included in the appropriate year’s operating budget.

Annual operating budgets should provide adequate funds for maintenance of the City’s buildings and maintenance and replacement of the City’s capital equipment. The City will make all capital improvements in accordance with an adopted and funded capital improvement program. Prior to ratification of the capital budget for the forthcoming year by the City Council, the Planning Commission shall review the capital improvement plan and shall advise the City Council as to its recommendations regarding the proposed capital projects in accordance with the Government Code.

Attachment 3
3 C94-01
Capital (Policy No. C94-01)
Capital expenditures shall be effectively planned and controlled.

Guidelines:

1. The level of capital improvement expenditures, excluding road maintenance program expenditures and lease payments, is established at three and one-half percent (3.5%) of total revenues.

2. Funding for the road maintenance program should improve the pavement condition index.

3. The City shall maintain a Five-Year Capital Improvement Program (CIP), which shall be updated at least annually as part of the budget review process.

4. The City shall annually establish a phasing calendar for capital improvement expenditures.

5. At least ten percent (10%) of the unrestricted funds designated for capital project expenditures shall be set aside for unanticipated expenditures.

6. The City shall conduct periodic reviews of property and facilities to determine the appropriate use and disposition of said property and facilities.

7. The City shall consider the ongoing impact of operations and maintenance expenses before undertaking any capital improvement expenditure.

8. The City shall maintain a capital reserve policy as described in the Reserve Policy.

9. Public participation in the Capital Improvement Program is a priority concern for the City.

10. All projects included in the Capital Improvement Plan shall be consistent with the City’s General Plan.

11. Capital projects that are not encumbered or completed during the fiscal year are required to be re-budgeted to the next fiscal year and subsequently approved by the City Council. All re-budgeted capital projects should be so noted in the proposed budget.

OPERATING MANAGEMENT (Policy No. C94-01)
Operating revenues shall exceed operating expenditures.

Guidelines:

1. The annual operating budget shall contain a current surplus (or “revenue buffer”) of at least five percent (5%) of projected expenditures.

2. A balanced budget is a budget in which total sources meet or exceed uses.

3. An appropriated City Discretionary Account of at least one-half of one percent (0.5%) of total projected General Fund expenditures shall be maintained.

4. Ongoing expenses shall not be funded with one-time revenues.

5. The City shall establish internal service funds for the repair, operation, and replacement of rolling stock and data processing equipment.

6. The level of capital outlay expenditures is established at three percent (3%) of total revenues.

7. The City shall annually establish a phasing calendar for capital outlay expenditures.

8. The City shall develop a five-year forecast of operating revenue and expenditures.

9. The City shall establish salary adjustments in conjunction with the budget process.

10. The City shall review the relationship between fees/charges and the cost of providing services at least every three years.

11. The City’s fees and charges for services shall be adjusted annually, based upon the San Francisco-Oakland Consumer Price Index.

12. The City will seek to comply with suggested criteria of the Government Finance Officers Association in producing a budget document that meets the Distinguished Budget Presentation criteria.

Attachment 3
4 C94-01
RESERVE POLICY (Policy No. C94-01)
The Reserve Policy is designed to develop standards for setting reserve levels for various, significant City funds.

Adequate fund balance and reserve levels are a necessary component of the City’s overall financial management strategy and a key factor in external agencies’ measurement of the City’s financial strength. The City shall maintain reserves at a prudent level, and shall use reserves appropriately.

Guidelines:

1. General Fund and Hostelry Fund reserves shall be maintained at no less than ten percent (10%) of their annual projected revenues.

2. The City shall maintain prudent reserves for identified liabilities • A Vehicle Replacement reserve will be maintained sufficient to replace vehicles and heavy equipment at the end of their useful lives with the target being 10% of the total City fleet replacement value. • Technology equipment replacement reserves will be maintained sufficient to repair covered equipment and for replacement at the end of its useful life. • A litigation reserve will be maintained to cover potential liability for tort claims or other litigation settlements. The target reserve balance is based on all the known claims against the City and those claims that might have occurred, but are not yet reported. The reserve balance shall be appropriated on an annual basis for immediate access as authorized.

3. A general capital reserve fund will be maintained with a targeted balance of 20% of the total five-year capital improvement plan project expenditure estimate. When available the annual General Fund operating surplus will be dedicated to the general capital reserve. In addition, net proceeds from the sale of City owned property will be dedicated to the general capital reserve. Funds in the general capital reserve will be allocated through the budget process for capital projects.

4. Reserves shall be used only for established purposes.

5. Depleted reserves shall be restored as soon as possible.

6. A maximum level for each of the reserve funds shall be established.

7. The City shall maintain reserves required by law, ordinance and/or bond covenants.

8. The City will maintain a pension obligation bond repayment reserve funded from Measure D proceeds in an amount of $70,000 annually contributed to the reserve.

DEBT POLICIES (Policy No. C94-01)
Purpose of Policies
The purpose of the debt management policies is to establish guidelines for the effective governance, management and administration of City debt. Debt management is an integral part of the City’s fiscal stability. Decisions regarding the issuance of debt impact both the short and long term availability of resources. As such, these debt management policies are intended to assist in making decisions regarding long-term financial commitments that align with other financial policies and planning; that are affordable and do not cause an undue risk or financial burden to the City and its taxpayers; and help achieve other citywide objectives pertaining to capital projects and improvements to the City’s built and “green” infrastructure.

I. Purpose and Use of Debt
A. General Capital Financing Guidelines

1. The City considers the use of debt financing for one-time capital improvements that benefit the residents of Carmel-by-the-Sea when:
a. Capital improvements cannot be financed from current annual revenues Attachment 3
5 b. The term of the financing is no longer than the project’s useful life c. Specific revenues are found to be sufficient to service the long-term debt

2. The City will consider the use of debt financing for one-time capital improvement projects and specific nonrecurring equipment purchases or refunding of existing liabilities under the following circumstances:
a. When the project is included in the City's adopted capital improvement program (CIP) and is in conformance with the City's adopted General Plan.
b. When the project is not included in the City's adopted CIP, but the project is an emerging critical need whose timing was not anticipated or it is a project mandated by State or Federal requirements. c. When the project's useful life, or the projected service life of the equipment, will be equal to or exceed the term of the financing.
d. When there are designated General Fund revenues sufficient to service the debt, whether from project revenues, other specified and/or reserved resources, or infrastructure cost­ sharing revenues.

3. The City will use the following criteria to evaluate pay-as-you-go versus long-term financing in funding capital improvements.
a. Pay-As-You- Go factors
i. Current revenues and adequate fund balances are available and project phasing can be accomplished
ii. Existing debt levels adversely affect the City’s credit rating iii. Market conditions are unstable or present difficulties in marketing b. Long-term Financing Factors
i. Revenues available for debt service are deemed sufficient and reliable so that long-term financings can be marketed with investment grade ratings ii. The project securing the financing is of the type which will support an investment grade rating iii. Market conditions present favorable interest rates and demand for City findings

4. Debt financing (other than tax and revenue anticipation notes) is not considered appropriate for any recurring purpose such as current operating and maintenance expenditures.

5. The City shall continually review outstanding obligations for opportunities to achieve debt service savings through refunding and shall pursue refinancing when economically feasible and advantageous.

B. General Practices for Debt Management

1. The City will not obligate its General Fund to support long-term financings except when marketability can be significantly enhanced.

2. Bond issue proposals are to be accompanied by an analysis defining how the new issue, combined with current debt, impacts the City's debt capacity and conformance with City debt policies. Such analysis shall include identification of the funding source, an assessment of the ability to repay the obligation, the impact on the current budget, commitments to future budgets, maintenance and operational impact of the facility or asset and the impact on the City's credit rating, if any.

3. City Council must review such analysis, including existing debt level, ability to pay debt service, impact on City services, and make a finding that use of debt is appropriate.

4. Debt service costs (COP, Lease Purchase Agreements and other contractual debt that are backed by General Fund Operating Revenues) are not to exceed 25% of the City's General Fund operating revenues.

5. Bonds will be sold on a competitive basis unless it is in the best interest of the City to conduct a negotiated sale. Competitive sales will be the preferred method. Negotiated sales may occur when selling bonds for a defeasance of existing debt, for current or advanced refunding of debt, or for other appropriate reasons.

6. Costs incurred by the City, such as bond counsel and financial advisor fees, printing, underwriter's discount, and project design and construction costs, will be charged to the bond issue to the extent allowable by law.

Attachment 3
6 7. In general, debt should be structured with fixed interest rates. Variable rate bonds may be considered if the variable rate would be cost effective for the City. Debt will be structured with the goal of distributing the payments for the asset over its useful life so that benefits more closely match costs for both current and future residents. Borrowings by the City should be of a duration that does not exceed the useful life of the improvement that it finances. The standard term of long-term borrowing is typically 15-30 years.

8. The City will monitor all forms of debt annually when the City Budget is prepared and will report any concerns and remedies to City Council.

9. The City will strive to maintain good relations with credit rating agencies, investors of the City's long-term financial obligations and those in the financial community that participate in the City's financings and demonstrate City officials are following a prescribed financial plan. The City also will strive to maintain and, if possible, improve its current AA- bond rating in order to minimize borrowing costs and preserve access to credit. The City will follow a policy of full disclosure by communicating with bond rating agencies to inform them of the City's financial condition.

10. The City will follow all State and Federal regulations and requirements related to bonds and debt financing instruments regarding bond provisions, issuance, taxation and disclosure.

11. The City will monitor compliance with bond covenants and adhere to federal arbitrage and disclosure regulations.

12. The City recognizes that it is of the utmost importance that elected and appointed City officials, and all others associated with the issuance of City debt, not only avoid the reality of a conflict of interest, but the appearance thereof as well. City officials must conduct themselves in a fashion consistent with the best interests of the City and taxpayers.

C. Debt Limit
The City will keep outstanding debt within the limits prescribed by State of California statutes and at levels consistent with credit objectives. California Government Code provides that “a city may incur indebtedness for any municipal improvement requiring an expenditure greater than the amount allowed for it by the annual tax levy" (43602). A "city shall not incur an indebtedness for public improvements which exceeds in the aggregate 15 percent of the assessed value of all real and personal property of the city. Within the meaning of this section "indebtedness" means bonded indebtedness of the city payable from the proceeds of taxes levied upon taxable property in the city" (43605). The limit is relative to the principal amount of bonds sold and delivered (43606). The City of Carmel-by-theSea, Policy No C94-01 establishes "the City's debt shall not exceed predetermined levels." The guideline in that policy is that "the City's debt service level shall not exceed eight and one-fourth percent (8.25%) of total expenditures.

II. Types of Debt
The City may issue all such types of debt as are permitted by the State of California Constitution and applicable State statutes. Due diligence review is required in evaluating these financing structures including examining the potential risks and benefits and impacts to the City’s creditworthiness, debt affordability and debt capacity. The issuance of debt may include, but is not limited to, the following:

1. General obligation (GO) bonds. GO bonds are secured by a new tax revenue, which is the levy of an ad valorem property tax to pay debt service, Issuance of a GO Bond requires approval by ⅔ of the majority voting on the bond proposition.

2. Lease obligations including lease revenue bonds (LRB) and certificates of participation (COP). Lease financings are obligations secured by a lease-back arrangement between the City and a counterparty such as the City of Carmel-by-the-Sea Public Improvement Authority, a joint powers authority. The lease payments are obligations to the City’s General Fund, although other revenues may be actually used to make the payments.

The lease payments are then used to pay debt service on the LRB or COP.

3. Revenue bonds. Obligations are paid from specific revenue generated by an enterprise fund or, on occasion, a non-enterprise special fund.

Attachment 3
7 4. Assessment and special tax bonds. The City may form, with approval of a majority of property owners, assessment districts that provide specific benefits to the property and the owners within a defined assessment district. The City may also form, with approval of a majority of property owners, Mello-Roos community facilities districts (“CFD”) to fund public services and improvements within the CFD.

5. Alternative debt structures. These include installment sale agreements, financing agreements and leasepurchase agreements, and lines of credit.

6. Conduit financing. Issuance of tax-exempt securities by a government agency to finance a project of a third party.

7. Inter-fund borrowing. This involves borrowing from funds with temporary surplus cash to meet short term needs in lieu of issuing long-term debt. Funds from which money is borrowed shall be paid back with interest occurring monthly based upon the average earning rates of the City’s investment pool. If the borrowing is for bond anticipation financing, City Council shall adopt a resolution of intent to repay the funds from the taxexempt bond proceeds as applicable by law.

8. State Revolving Loan Funds. Low interest loans from the State of California from agencies such as the State Water Resources Control Board.

9. Bank Loans. Financing directly through a variable or fixed loan from a bank.

10. Refunding Obligations. Existing debt may be refunded, or refinanced, based on the guidelines listed below.

Refunding Obligations Guidelines
The City shall continually review outstanding obligations for opportunities to achieve debt service savings through refunding and shall pursue refinancing when economically feasible and advantageous. In general, the City will seek to achieve debt service savings which, on a net present value basis, are at least 5% of the principal amount of the debt being refinanced. The net present value determination shall factor in all costs, including issuance, escrow, and foregone interest earnings of any contributed funds on hand.

III. Relationship of Debt to Capital Improvement Program (CIP) and Budget The City shall integrate its debt issuances with the goals of its capital improvement program and annual operating budget. The City’s capital improvement program identifies immediate and long-term capital improvements and projects while the annual budget includes funding for specific capital projects for the upcoming fiscal year. The City’s financial policies include guidelines regarding funding to implement the capital improvement plan. The use of debt guidelines include recommendations that the capital projects subject to long-term financing be included within the capital improvement plan when feasible and that debt issuance for capital projects should be incorporated into the capital improvement plan recommended to Council for approval. The City will time the issuance of debt to ensure that funding for projects is available when needed and is in furtherance of the City's public purpose.

IV. Policy Goals Related to Financing Planning Goals and Objectives Debt management policies are one aspect of the City’s overall financial management policies. The other financial policies include capital expenditures, operating budget, fund balance and maintaining of reserves and investments, all of which work in tandem with the issuance and management of debt to ensure the City’s financial stability. Financial forecasting and long-term financial planning should include existing debt obligations as well as analyze projected revenue assumptions and expenditure trends as a part of the review of the City’s capacity to absorb additional debt in the future.

V. Internal Controls and Disclosure Policies and Procedures The Disclosure Policies and Procedures listed below are intended to ensure that the City is in compliance with all applicable federal and state securities laws and that appropriate internal controls are in place to ensure that the proceeds of the proposed debt issuance will be directed to the intended use.

Attachment 3
8 A. Disclosure Coordinator
The Finance Manager of the City shall be the disclosure coordinator of the City (the “Disclosure Coordinator”).

B. Review and Approval of Official Statements

1. The Disclosure Coordinator of the City shall review any Official Statement prepared in connection with any debt issuance by the City in order to ensure there are no misstatements or omissions of material information in any sections that contain descriptions of information prepared by the City.

2. In connection with its review of the Official Statement, the Disclosure Coordinator shall consult with third parties, including outside professionals assisting the City, and all members of City staff, to the extent that the Disclosure Coordinator concludes they should be consulted so that the Official Statement will include all “material” information (as defined for purposes of federal securities law).

3. As part of the review process, the Disclosure Coordinator shall submit all Official Statements to the City Council for approval. The approval of an Official Statement by the City Council shall be docketed as a new business matter and shall not be approved as a consent item. The City Council shall undertake such review as deemed necessary by the City Council, following consultation with the Disclosure Coordinator, to fulfill the City Council’s responsibilities under applicable federal and state securities laws. In this regard, the Disclosure Coordinator shall consult with the City’s disclosure counsel to the extent the Disclosure Coordinator considers appropriate.

C. Continuing Disclosure Filings

1. As part of the continuing disclosures undertakings that the City has entered into in connection with its debt offerings, the City is required to file annual reports with the Municipal Securities Rulemaking Board’s Electronic Municipal Market Access (“EMMA”) system in accordance with such undertakings that contain certain updated financial and operating information and the City’s audited financial statements. In addition, the City is required to file notices of certain events with EMMA.
a. The Disclosure Coordinator will establish a system, which may involve the retention of one or more consultants, to ensure the City’s annual audited financial statements are completed in a timely manner;
b. that the annual filings required by its counting disclosure undertakings are completed on a timely basis; and
c. the notices of enumerated events are filed on a timely basis.

D. Public Statements Regarding Financial information
Whenever the City makes statements or releases information related to its finances to the public that are reasonably expected to reach investors and the trading markets, the City is obligated to ensure that such statements and information are complete, true and accurate in all material respects.

E. Training

1. The Disclosure Coordinator shall ensure that the members of the City staff involved in the initial or continuing disclosure process and the City Council are properly trained to understand and perform their responsibilities.

2. The Disclosure Coordinator shall arrange for disclosure training sessions conducted by the City’s disclosure counsel. Such training sessions shall include education on these Disclosure Procedures, the City’s disclosure obligations under applicable federal and state securities laws and the disclosure responsibilities and potential liabilities of members of the City’s staff and members of the City Council. Such training sessions may be conducted using a recorded presentation.

Attachment 3
9 F. Proceeds and Investments

1. When reasonably possible, the proceeds of debt issuance will be held by a third-party trustee and the City will submit written requisitions for release of proceeds only after obtaining the signature of the City Administrator or his or her designee.

2. All investments of bond proceeds shall adhere to the City's Investment Policy.

INVESTMENT POLICIES
Municipal moneys not required for immediate expenditure will be invested. The City will maintain adequate cash availability and maximum yield on invested idle funds while insuring that invested moneys are protected. The Carmel Municipal Code requires the City Administrator to prepare investment policies and guidelines for adoption by the City Council. The adopted investment policy follows.

Attachment 3
10 C94-01

INVESTMENT POLICY AND GUIDELINES
C89-27
Policy
In accordance with the Municipal Code of the City of Carmel-by-the-Sea and under authority granted by the City Council, the City Treasurer is responsible for investing the unexpended cash in the City Treasury.

The investment of the City of Carmel-by-the-Sea funds is directed to the goals of safety, liquidity and yield, in that order. The authority governing investments for municipal government is set forth in the California Government Code, Sections 53601 through 53659.

The primary objective of the investment policy of the City of Carmel-by-the-Sea is SAFETY OF PRINCIPAL. Investments shall be placed in those securities as outlined by type and maturity sector in this document. Effective cash flow management and resulting cash investment practices are recognized as essential to good fiscal management and control. The City’s portfolio shall be designed and managed in a manner responsive to the public trust and consistent with state and local law. Portfolio management requires continual analysis and as a result the balance between the various investments and maturities may change in order to give the City of Carmel-by-the-Sea the optimum combination of necessary liquidity and optimal yield based on cash flow projections.

Scope
The investment policy applies to all financial assets of the City of Carmel-by-the-Sea as accounted for in the Annual Financial Report. Policy statements outlined in this document focus on the City of Carmel-by-the-Sea’s pooled funds, but will also apply to all funds under the City Treasurer’s control unless specifically exempted by statute or ordinance.

Prudence
The standard to be used by investment officials shall be that of a “prudent person” and shall be applied in the context of managing all aspects of the overall portfolio. Investments shall be made with judgment and care, under circumstances then prevailing, which persons of prudence, direction and intelligence exercise in the management of their own affairs, not for speculation, but for investment, considering the probable safety of their capital as well as the probable income to be derived.

It is the City’s full intent, at the time of purchase, to hold all investments until maturity to insure the return of all invested principal dollars.

Safety
Safety of principal is the foremost objective of the City. Each investment transaction shall seek to ensure that capital losses are avoided, whether from securities default, broker-dealer default, or from erosion of the market value.

Liquidity
Historical cash flow trends are compared to current cash flow requirements on an ongoing basis in an effort to ensure that the City’s investment portfolio will remain sufficiently liquid to enable the City to meet all reasonably anticipated operating requirements.

Attachment 3
11 C94-01
Yield
The investment portfolio should be designed to attain a market average rate of return through budgetary and economic cycles, consistent with the risk limitations, prudent investment principles and cash flow characteristics identified within the financial statements.

Performance Evaluation
Investment performance is continually monitored and evaluated by the City Treasurer. Investment performance statistics and activity reports are generated on a monthly basis for presentation to the City Administrator and City Council.

Delegation of Authority
For short-term investments, the Administrative Services Director has authority to make transfers to and from the City’s Local Agency Investment Funds (LAIF) account in order to maximize interest earned. The transfers are made from the City’s general checking account to the LAIF account, with a minimum balance maintained in the general checking account to meet daily cash requirements.

The City Treasurer is responsible for investment of all unexpended City funds as per California Government Code section 41000 et seq. The City Treasurer makes long-term investments after review and approval by the Administrative Services Director and the City Administrator.

Ethics and Conflict of Interest
Officers and employees involved in the investment process shall refrain from personal business activity that conflicts with the proper execution of the investment program, or impairs their ability to make impartial investment decisions.

Additionally, the City Treasurer and the members of the investment committee are required to annually file applicable financial disclosures as required by the Fair Political Practices Commission (FPPC).

Safekeeping of Securities
To protect against fraud, embezzlement, or losses caused by a collapse of an individual securities dealer, all securities owned by the City shall be held in safekeeping by a third party bank trust department, acting as an agent of the city under the terms of a custody agreement or PSA agreement (repurchase agreement collateral). All trades executed by a dealer will settle Delivery vs. Payment (DVP) through the City's safekeeping agent. Securities held in custody for the City shall be independently audited on an annual basis to verify investment holdings.

All exceptions to this safekeeping policy must be approved by the City Treasurer in written form and included in quarterly reporting to the City Council.

Internal Control
Separation of functions between the City Treasurer's Office and the Administrative Services Department would be an ideal situation. Time and necessity, however, dictate a different approach. Due to the lack of personnel dedicated to the investment function alone, a proper balance must be maintained between Treasury activities and Administrative Services Department functions. The City Treasurer will make the appropriate arrangements to buy and sell securities, which are deemed permissible by the Laws of the State of California as time permits. The Administrative Services Director and/or City Administrator will have the power as granted under the section titled Delegation of Authority in the absence of the City Treasurer. The Administrative Services Director will have the authority to enter into agreements on securities so long as written policies set by the City Treasurer and State Legislature are followed.

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The investment portfolio and all related transactions are reviewed and balanced to appropriate general ledger accounts by the Administrative Services Director on a monthly basis. An independent analysis by an external auditor shall be conducted annually to review internal control, account activity, and compliance with government policies and procedures.

Reporting
The City Treasurer shall review and render monthly reports to the City Administrator and the City Council which shall include the face amount of the cash investment, the classification of the investment, the name of the institution or entity, the rate of interest, the maturity date, and the current market value and accrued interest to date due for all securities.

Qualified Broker/Dealers
The City shall transact business only with banks and broker/dealers that are properly licensed and in good standing.

The Administrative Services Director and the City Treasurer shall investigate dealers who wish to do business with the City to determine if they are adequately capitalized and if they market securities appropriate to the City’s needs.

The City Treasurer shall annually send a copy of the current investment policy to all broker/dealers approved to do business with the City. Confirmation of receipt of the City’s policy by the broker/dealer shall be considered evidence that the broker/dealer understands the City’s investment policies and intends to sell the City only appropriate investments authorized by this investment policy.

Collateral Requirements
Collateral is required for investments in certificates of deposit. In order to reduce market risk, the collateral level will be at least 110% of market value of principal and accrued interest.

In order to conform with the provisions of the Federal Bankruptcy Code which provides for liquidation of securities held as collateral, the only securities acceptable as collateral shall be certificates of deposit, commercial paper, eligible banker’s acceptances, medium term notes or securities that are the direct obligations of, or are fully guaranteed as to principal and interest by, the United States or any agency of the United States.

Authorized Investments
Investment of City funds is governed by the California Government Code Sections 53600 et seq. Within the context of the limitations, the following investments are authorized as further limited herein:
1) United States Treasury Bills, Bonds, and Notes or those for which the full faith and credit of the United States are pledged for payment of principal and interest. There is no percentage limitation of the portfolio which can be invested in this category, although a five-year maturity limitation is applicable. 2) United States agency bonds or obligations issued by the Government National Mortgage Association (GNMA), the Federal Farm Credit Bank (FFCB), the Federal Home Loan Bank (FHLB), the Federal 3) National Mortgage Association (FNMA), the Student Loan Marketing Association (SLMA), and the Federal Home Loan Mortgage Company (FHLMC). There is no percentage limitation of the portfolio which can be invested in this category, although a five-year maturity limitation is applicable. 4) Local Agency Investment Fund (LAIF) which is a State of California managed investment pool may be used up to the maximum permitted by the California State Law. LAIF is a demand account so no maturity limitation is required.

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Investments detailed in items 4 through 10 are further restricted to percentage of the cost value of the portfolio in any one-issuer name to a maximum percentage of 15%. The total value invested in any one issuer shall not exceed 5% of the issuer’s net worth. Again, a five-year maximum maturity is applicable unless further restricted by this policy. 5) Bills of exchange or time drafts drawn on and accepted by commercial banks, otherwise known as bankers acceptances. Bankers acceptances purchased may not exceed 270 days to maturity or 40% of the cost value of the portfolio.
6) Commercial paper rated P1 by Moody's Investor Services, A1 by Standard and Poor's or F1 by Fitch, and issued by domestic corporations having assets in excess of $500,000,000.00 and having an AA or better rating on its long term debentures as provided by Moody's or Standard and Poor's. Purchases of eligible commercial paper may not exceed 180 days to maturity nor represent more than 10% of the outstanding paper of the issuing corporation. Purchases of commercial paper may not exceed 15% of the cost value of the portfolio. 7) Negotiable certificates of deposit issued by nationally or state chartered bank or state or federal savings institutions. Negotiable certificates of deposit shall be rated in a category of “A” or its equivalent or better by two Nationally Recognized Statistical Rating Organizations. Purchases of negotiable certificates of deposit may not exceed 30% of the total portfolio. A maturity limitation of five years is applicable. 8) Repurchase agreements, which specify terms and conditions, may be transacted with banks and broker dealers. The maturity of repurchase agreements shall not exceed 90 days. The market value of the securities used as collateral for the repurchase agreements shall be monitored by the investment staff and shall not be allowed to fall below 102% of the value of the repurchase agreement. A Public Securities Agreement Master Repurchase Agreement is required between the City of Carmel-by-the-Sea and the broker dealer or financial institution for all repurchase agreements transacted.
9) Reverse repurchase agreements which specify terms and conditions may be transacted with broker dealers and financial institutions but cannot exceed 20% of the portfolio value on the date entered into. The City may enter into a reverse repurchase agreement only to fund short term liquidity needs. The term of reverse repurchase agreements may not exceed 90 days.
10) Time deposits, non-negotiable and collateralized in accordance with the California Government Code, may be purchased through banks or savings and loan associations. Since time deposits are not liquid, no more that 25% of the investment portfolio may be invested in this type of investment. 11) Medium Term Corporate Notes, with a maximum maturity of five years may be purchased. Securities eligible for investment shall be rated A or higher by Moody's or Standard and Poor's rating services. Purchase of medium term notes may not exceed 30% of the market value of the portfolio and not more than 15% of the market value may be invested in notes issued by one corporation. Commercial paper holdings should also be included when calculating the 15% limitation.

Ineligible investments are those that are not described herein, including, but not limited to: common stocks and long term (over five years maturity) notes and bonds are prohibited from use in this portfolio unless specifically allowed both by state law and City Council approval. It is noted that special circumstances may arise where these methods of investment may become necessary. When this becomes necessary, the City Council will be asked to take the appropriate action to ratify the means of investment necessary, provided that it is allowable by California Code.

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14 C94-01
Legislative Changes
Any State of California legislative actions that further restrict allowable maturities, investment type, or percentage allocations will supersede any of the material presented herein. In this case, the applicable law will become part and parcel of this investment policy.

Interest Earnings
All moneys earned and collected from investments authorized in this policy shall be allocated monthly to the General Fund and various special funds of the City which legally require interest proration or when City Council action dictates such proration. This distribution will be based on the cash balance in the fund as a percentage of the entire pooled portfolio.

Policy Review
The City of Carmel-by-the-Sea’s investment policy shall be approved by resolution of the City Council. This investment policy shall be reviewed at least annually to ensure its consistency with the overall objectives of preservation of principal, liquidity and yield, and its relevance to current law and financial and economic trends. Any amendments to the policy, other than State and Federal laws, which automatically supersede the relevant sections, shall be forwarded to the City Council for approval by resolution.

Attachment 3

CITY OF CARMEL-BY-THE-SEA

CITY COUNCIL
Staff Report
May 5, 2025

ORDERS OF BUSINESS
TO: Honorable Mayor and City Council Members
SUBMITTED BY: Emily Garay, Administrative Analyst
APPROVED BY: Chip Rerig, City Administrator
SUBJECT:

Receive a presentation on street addresses public vote options; presentation will include a brief overview of the street addresses work group and election costs and timeline requirements for a ballot measure in a 2025 Special Election and a 2026 Election. Staff recommends City Council action and direction on (1) whether to proceed in preparation for a ballot measure and election, and (2) which, if any, election year. (Estimated time - 90 min)
RECOMMENDATION:

Due to timing requirements, staff recommends action by City Council in deciding whether the City will put a ballot measure in an election and, if so, identify the election year.

BACKGROUND/SUMMARY:

On September 10, 2024, staff submitted a staff report with eight attachments to the City Council (Attachment 1) regarding street addresses systems research, implementation, community engagement, a legal analysis of street address identification requirements, and the City’s options for a public vote. The City Council approved a Motion to hold a public vote on street addresses in November 2025, with the type of vote to be determined, and hold more special council meetings for additional public input.

On February 27, 2025, at the City Council Strategic Priorities Workshop (Special Meeting), the City Council requested that staff return at a future date with a presentation on street addresses. The request to staff included a presentation consisting of a proposed street address system implementation plan, proposed community engagement plan, vote options, and estimated timeline and costs of a standalone election and consolidated (county/statewide) election.

On April 1, 2025, a staff report was submitted to City Council (Attachment 2). Administrative Analyst, Emily Garay, presented staff research, including historical context, Council directives, processes and guidelines for street addresses systems development, and remaining questions. City Attorney Pierik provided a legal analysis of street address identification requirements, City options for a public vote, and timelines and costs for a Special Election in November 2025 and a regular Election in November 2026. The topic of street addresses was identified as a discussion item only, with no City Council direction proposed.

During the April 1, 2025 meeting, City Council discussed and proposed that a community work group be formed to further research remaining questions and exploration of street address systems. City Council’s guidance for the formation of a street address work group included that it comprises community members, Mayor Pro Tem Delves, and staff.

Street Addresses Work Group
At the April 1, 2025 City Council meeting, Mayor Pro Tem Delves mentioned that a small group of citizens had approached him, volunteering to do more work to fully explore the address topic, and that he intended to join and sponsor that group. He sought a reaction (unofficial since this was not an agendized topic), from each City Council member and the majority of responses were positive. Since then, the Address Work Group has formed and meets weekly; the Group includes Kevin Ruess, Nancy Twomey, Paula Hazdavac, Administrative Analyst Emily Garay, and Mayor Pro Tem Bob Delves. Mayor Pro Tem Delves will be prepared to provide a brief verbal update on the progress and plans of the Group and the Group Members will be in attendance and available for questions or specific suggestions from City Council.

Elections Timelines and Costs
City Council asked staff for more information on elections timelines and costs based on the proposed election dates considered by City Council on September 10, 2024. The information below was acquired by the City Clerk and explains the timing requirements of the County of Monterey Elections Department. Staff developed estimated timelines and costs based on communication with the County of Monterey Elections Department to enable City Council and staff to work within the appropriate deadlines (Attachment 3).

Table 1 shows the timing requirements for a November 2025 Special Election and Table 2 shows the timing requirements for a November 2026 General Election.

Table 1 – November 2025 Special Election
August 6, 2025 City adopts a Resolution calling for a special municipal election on November 4, 2025, for a street address ballot measure, requests that the Monterey County Elections Office conduct the election.

The Resolution would contain the ballot measure language for the voters.

August 7, 2025 The Resolution is sent to the Monterey County Elections Office and County Board of Supervisors for approval.

The election will be scheduled for 88-103 days from August 6th.

October 2025 The County will mail out ballots to Carmel-by-the-Sea registered voters.

November 4, 2025 Election day
December 4, 2025 Election results certified by the County Table 2 – November 2026 General Election
June 2, 2026 Adopt a Resolution calling for a general municipal election for Mayor, Councilmembers, and ballot measure, and requesting consolidation with the County.

August 9, 2026 Last date to withdraw a ballot measure.

October 2026 County of Monterey will mail out ballots.

November 3, 2026 Election day
December 3, 2026 Election results certified by the County November 2025 Special Election Cost
The County of Monterey Elections office estimated the cost of a standalone election in an odd numbered year would be $16.00-$24.00 per registered voter. Carmel-by-the-Sea has approximately 2,500 registered voters, bringing the estimated cost to hold an election in 2025 to the range of $40,000 - $60,000.

November 2026 General Election Cost
When the City holds a general election consolidated with a county/statewide election, during an even numbered year without a ballot measure (Mayor and City Council election only), the estimated cost is $4.00- $6.00 per registered voter with a total cost in the range of $10,000 - $15,000. Adding a ballot measure to the 2026 election is estimated to be an additional $8,000 - $10,000.

Staff’s Recommendation
Staff recommends City Council action on an election date and guidance on continued exploration, development, and research on the topic of street addresses.

Options presented to City Council regarding a public vote:

1. Direct staff to draft necessary language to meet timeline requirements for a ballot measure in a November 2025 Special Election.

2. Direct staff to prepare necessary language and develop an appropriate timeline for a ballot measure in the November 2026 General Election.

3. Change direction to staff – staff will notify County of Monterey Elections that the City will not hold a Special Election in 2025 for a ballot measure on street addresses and will not add a ballot measure to the General Election in 2026.

FISCAL IMPACT:

Fiscal impact depends on City Council’s direction. Election costs for a 2025 Special Election could range between $40,00-$60,000. For a ballot measure on the 2026 General Election, the additional costs could range between $8,000-$10,000 (the additional cost would be added to the standard estimated cost of $10,000-$15,000 to hold the election).

PRIOR CITY COUNCIL ACTION:

September 10, 2024: The City Council approved a Motion to hold a public vote on street addresses in November 2025, with the type of vote to be determined, and hold more special council meeting for additional public input.

February 27, 2025: At the City Council Strategic Priorities Workshop (Special Meeting), the City Council requested that staff return at a future date with a presentation on street addresses.

ATTACHMENTS:

Attachment 1) September 2024 Staff Report
Attachment 2) April 1 2025 Staff Report
Attachment 3) Elections Timelines and Costs

CITY OF CARMEL-BY-THE-SEA

CITY COUNCIL
Staff Report
September 10, 2024

ORDERS OF BUSINESS
TO: Honorable Mayor and City Council Members
SUBMITTED BY: Emily Garay, Administrative Analyst
APPROVED BY: Chip Rerig, City Administrator
SUBJECT:

Staff presents overview for proposed street address system implementation plan and a community engagement plan; City Attorney will provide a legal analysis for street address identification discussing State and City codes, a draft Ordinance, public vote and City options, and related matters, for City Council consideration and direction.

RECOMMENDATION:

Receive staff presentation for an overview of the proposed street address system implementation plan, a community engagement plan, and the City Attorney’s legal analysis on the subject of address identification, to include a discussion of the following: California Health & Safety Code, Title 24 of the California Code of Regulations, the City Municipal Code, a draft Ordinance, public voting and City options, for City Council’s consideration and provide staff with direction.

BACKGROUND/SUMMARY:

On July 9, 2024, the City Council received a staff presentation explaining research, findings, communication with the USPS, review of the State Fire and Building Code, and critical elements considered during the street address exploration phase.