Table of Contents
7-8-2024 Regular Meeting Agenda.pdf
Item 3 - Genasys Emergency Management Tool presentation - Encinitas - FINAL.pdf Item 4 - Minutes.pdf
Item 5 - List of Demands.pdf
Item 7 - AR Emergency Operations Plan.pdf
Item 8 - Financial Advisory Services Agreement.pdf
Item 9 - Amendment to Agreement - GovInvest.pdf
Item 10 - Riverpath Phase 3 NEPA Agenda Report.pdf
Item 11 - Amendment to Agreement - Civic Solutions.pdf
Item 12 - Amendment to Agreement - DMVA Econ Dev.pdf
Item 13 - FY2024-25 SCEI Task Order.pdf
Item 14 - UUD 1A Award of Construction ContractDM.pdf
Item 15 -Agenda Report (TOT Ballot Measure).pdf
Item 16 - Agenda Report (Council Compensation Ballot Measure).pdf Item 18 - Voting Delegates Cal Cities Annual Conference.pdf 2 10
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Del Mar City Council Meeting Agenda
City of Del Mar, Town Hall
1050 Camino del Mar, Del Mar, California
1050 Camino del Mar, Del Mar, CA 92014 www.delmar.ca.us Civility Works: The Del Mar Code of Civil Discourse: Together we will promote inclusion; listen to understand; show respect; be clear and fair; and focus on the issue.
Regular Meeting
Monday, July 8, 2024 at 4:30 PM
Public Participation/Comment: Members of the public can participate in City Council meetings in-person or via written comment (Red Dot). Anyone may address the City Council for up to three minutes, at the Mayor’s discretion, on items on the agenda.
Members of the public wishing to speak on items not on the agenda may do so under Public Oral Communications. Agenda items may be addressed in any order at the discretion of the Mayor. When addressing the Council, please state your name for the record. Any electronic presentations must be received before 9 a.m. on the date of the Council meeting. No PowerPoint presentations can be loaded during the meeting.
In-Person Participation: Please submit a completed “Speaker Slip”, including the item number you wish to speak on, to the City Clerk prior to the Mayor announcing the agenda item. The forms are located near the door at the rear of the Meeting Room. When called to speak, please approach the podium and state your name for the record.
Written Comments: Members of the public can participate in the meeting by submitting a written red dot comment via email to [email protected]. The deadline to submit written comments is 12 p.m. on the day of the meeting and the subject line of your email should clearly state the agenda item you are commenting on.
Remote Participation: Due to technical issues, remote
participation will not be offered at this City Council meeting.
Viewing the Meeting and Access to Agenda Materials: Members of the public can watch the meeting live on the City’s website at: http://delmar.12milesout.com/Video/Live and on Cable TV Spectrum Ch. 24, AT&T Ch. 99 starting at 4:30 PM. Agenda materials and communications from the public on agenda items, “Red Dots”, are available on the City’s website:
http://www.delmar.ca.us/AgendaCenter and a hard copy of the agenda materials are available at Del Mar City Hall and the Del Mar Library during their business hours.
Assistance for Persons with Disabilities: In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please contact the Administrative Services Department at 1050 Camino del Mar or by calling (858) 755-9313.
Notification of at least 48 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to this meeting.
Dave Druker
Mayor
Terry Gaasterland
Deputy Mayor
Tracy Martinez
Council Member
Dan Quirk
Council Member
Dwight Worden
Council Member
Ashley Jones
City Manager
Leslie E. Devaney
City Attorney
Sarah Krietor
Administrative Services
Manager/City Clerk
Del Mar City Council Regular Meeting July 8, 2024
Agenda Page 2
1050 Camino del Mar, Del Mar, CA 92014 www.delmar.ca.us I. CALL TO ORDER/ROLL CALL
II. CITY ATTORNEY CLOSED SESSION REPORT
III. PLEDGE OF ALLEGIANCE
IV. PUBLIC ORAL COMMUNICATIONS
Each person wishing to speak before the City Council on any matter not on the agenda shall submit a “Speaker Slip” to the City Clerk when Public Oral Communication is announced. Each speaker will have up to three (3) minutes to speak at the discretion of the Mayor and may be asked clarifying questions. Information received during Public Oral Communication may be received, placed on a future agenda, or referred to the City Manager by the City Council. State law generally precludes the City Council from discussing or acting upon any topic presented during oral communications that is not described on the posted agenda.
Note: there is a time limit of 30 minutes for this section of public communications and each speaker will be heard in the order of the submission of their speaker slip. Speakers who have turned in a speaker slip prior to the time oral communications was called on the agenda, but were not heard during the initial time period shall be called to speak at the end of the agenda.
V. CITY COUNCIL COMMENTS
VI. COMMUNITY ANNOUNCEMENTS
VII. CITY MANAGER’S REPORT
VIII. PRESENTATIONS
1. Introduction of North Coastal Station Sheriff Captain Shane Watts Recommended Action: City Manager Ashley Jones will introduce Sheriff Captain Shane Watts.
Reference: Clerk’s File No. 1101-2, 1503-19
2. Breeders Cup Preparations
Recommended Action: Receive presentation from Del Mar Village Association Chief Executive Officer Jen Grove.
Reference: Clerk’s File No. 1502-10
Del Mar City Council Regular Meeting July 8, 2024
Agenda Page 3
1050 Camino del Mar, Del Mar, CA 92014 www.delmar.ca.us
3. Genasys Protect Emergency Communications System (EMS/Fire) Recommended Action: Receive a presentation from City of Encinitas Emergency Manager Marie Jones-Kirk and Deputy Fire Chief Jorge Sanchez.
Reference: Clerk’s File No. 1103-1
IX. CONSENT CALENDAR
All items listed on the Consent Calendar are considered to be routine and will be acted upon with one motion. There will be no separate discussion of these items unless a member of the City Council or the public so requests, in which event, the item will be pulled from the Consent Calendar and considered separately after the motion to approve the Consent Calendar. If you wish to remove an item from the Consent Calendar, please submit a “Speaker Slip” to the City Clerk.
4. Approval of Minutes: June 17, 2024 Regular Meeting, July 1, 2024 Special Meeting
Recommended Action: Approve Minutes.
Reference: Clerk’s Minutes Book
5. Ratification of List of Demands, dated July 8, 2024
Recommended Action: Ratify the List of Demands.
Reference: Clerk’s File No. 201-3
6. Waiver of Reading of Ordinances on Agenda
Recommended Action: Waive Reading of Ordinances.
Reference: Clerk’s File No. 401-4
7. Approval of City of Del Mar Emergency Operations Plan Recommended Action: Staff recommends that the City Council adopt a Resolution (Attachment A) approving the City of Del Mar Emergency Operations Plan.
Reference: Clerk’s File No. 1103-1
8. Agreement for Financial Advisory Services – NHA Advisors, LLC Recommended Action: Staff recommends that the City Council: 1) Approve a professional services agreement with NHA Advisors, LLC (Attachment A) for as- Del Mar City Council Regular Meeting July 8, 2024
Agenda Page 4
1050 Camino del Mar, Del Mar, CA 92014 www.delmar.ca.us needed financial advisory services for an initial three-year period effective July 8, 2024, through July 8, 2027; 2) Approve a $20,000 Task Order (Attachment B) for services related to Task 1 of the Citywide Undergrounding Program financing analysis and authorize the City Manager to execute the Task Order and, if needed, amend the Task Order by up to $10,000; 3) Authorize the City Manager to execute the agreement and any subsequent extensions to the term provided for under the Agreement contingent upon satisfactory performance by the consultant; and 4) Amend the Fiscal Year 2024-2025 Operating and Capital Budget as described in the Fiscal Impact section of the agenda report.
Reference: Clerk’s File No. 406-1
9. Third Amendment to Licensing Agreement for GovInvest Financial Software Recommended Action: Staff recommends that the City Council: 1) Approve a Third Amendment to the Licensing Agreement for financial software use with GovInvest, Inc. to extend the term of the Agreement through July 5, 2025 (Attachment A); and 2) Authorize the City Manager to execute the Third Amendment.
Reference: Clerk’s File No. 406-1
10. Approval of National Environmental Policy Act (NEPA) Findings for the Riverpath Del Mar Extension Phase 3 Project
Recommended Action: Staff recommends the City Council adopt the National Environmental Policy Act (NEPA) findings for the Riverpath Del Mar Extension Phase 3 Project and authorize the City Manager to execute the necessary documents to receive $680,000 in Federal funds from the Fiscal Year (FY) 2023 Community Project Funding Grant.
Reference: Clerk’s File No. 803-3, 1403-4
11. First Amendment to Agreement for Contract Planning Services Recommended Action: Staff recommends that the City Council: 1) Approve the First Amendment to the Agreement between the City of Del Mar and Civic Solutions, Inc. (Attachment A) for contract planning services to extend the term for an additional one-year period ending August 3, 2025, and adjust fees for inflation; and 2) Authorize the City Manager to execute the First Amendment.
Reference: Clerk’s File No. 406-1
12. First Amendment to Agreement with the Del Mar Village Association for Economic Development and Business Support Services
Del Mar City Council Regular Meeting July 8, 2024
Agenda Page 5
1050 Camino del Mar, Del Mar, CA 92014 www.delmar.ca.us Recommended Action: Staff recommends that the City Council approve the First Amendment to the Agreement with the Del Mar Village Association for Economic Development and Business Support Services (Attachment A) to reflect an increase to contractual fees in Fiscal Years 2024-25 and 2025-26 totaling $25,000.
Reference: Clerk’s File No. 406-1, 1202-16
13. Approval of Fiscal Year 2024-25 Scope of Work with Solana Center for Environmental Innovations for Organics Recycling Compliance Support Services
Recommended Action: Staff recommends that the City Council approve a scope of work for Fiscal Year (FY) 2024-25 for services totaling $35,000 with Solana Center for Environmental Innovation (Solana Center) for organics recycling compliance support services under an existing agreement between the Solana Center and the Regional Solid Waste Association (RSWA) Joint Powers Authority, of which the City is a member agency, and authorize the City Manager to execute the required documents.
Reference: Clerk’s File No. 406-1
X. COUNCIL MEETING RECESS
XI. CITY COUNCIL OTHER BUSINESS
14. Award of Construction Contract to Teichert Utilities for Utility Undergrounding District 1A – Stratford Court South Project & General Program Update
Recommended Action: Staff recommends that the City Council take the following actions:
1) Award a $4,706,395 construction contract to Teichert Utilities (Attachment A) for the Utility Undergrounding District 1A – Stratford Court South Project; 2) Approve a $425,228 Task Order with Utility Specialists Southwest, Inc. for Construction Management and Inspection Services (Attachment B); 3) Approve a $71,513 Task Order with NOVA Services, Inc. for Geotechnical Services (Attachment C);
4) Approve a 10% project contingency of $519,316;
5) Authorize the City Manager to execute the required documents and any contract and Task Order changes, within the project contingency, necessary to complete the work; and
6) Amend the Fiscal Year 2024-2025 Operating and Capital Budget as described in the Fiscal Impact section of the agenda report.
Reference: Clerk’s File No. 406-1, 1001-2
Del Mar City Council Regular Meeting July 8, 2024
Agenda Page 6
1050 Camino del Mar, Del Mar, CA 92014 www.delmar.ca.us
15. Transient Occupancy Tax Ballot Measure Argument in Favor Recommended Action: It is recommended that the City Council discuss the Transient Occupancy Tax (TOT) Ballot Measure argument in favor and provide direction to the Mayor and Deputy Mayor who will draft the argument in advance of the August 15, 2024, deadline and direct staff to coordinate signatures from Councilmembers who would like to sign as a proponent of the argument.
Reference: Clerk’s File No. 201-10, 402-1
16. City Councilmember Compensation Ballot Measure Argument in Favor Recommended Action: It is recommended that the City Council discuss the ballot argument in favor of the City Councilmember Compensation Ballot Measure and provide general guidance/direction to the Mayor and Deputy Mayor who will draft the argument in advance of the August 15, 2024, deadline and direct staff to coordinate collection of signatures from Councilmembers who would like to sign as a proponent of the argument.
Reference: Clerk’s File No. 401-1, 402-1, 502-1
17. Continued to July 16, 2024 Special City Council Meeting: Resolution Finalizing City's Comments on SANDAG Rail Alignment NOP and Authorization for Rail Subcommittee to Provide Additional Comments Recommended Action: This item is being continued to July 16, 2024, Special City Council Meeting. Members of the public will have the opportunity to comment on this item as part of the July 16, 2024, Special City Council Meeting.
Reference: Clerk’s File No. 1005-2, 1506-1
18. Designation of Voting Delegate and Voting Delegate Alternate(s) to the League of California Cities 2024 Annual Conference
Recommended Action: Staff recommends that the City Council: 1) Appoint a voting delegate and delegate alternate(s) to represent the City of Del Mar at the League of California Cities 2024 Annual Conference and authorize the City Manager to complete the necessary paperwork and administrative actions; and 2) Provide direction to the selected delegate(s) regarding voting on key issues.
Reference: Clerk’s File No. 1506-2
Del Mar City Council Regular Meeting July 8, 2024
Agenda Page 7
1050 Camino del Mar, Del Mar, CA 92014 www.delmar.ca.us XII. REGIONAL ORGANIZATION REPORTS
A Councilmember assigned as a liaison to a regional organization may make a written or oral report. State law precludes the Council from commenting on, discussing, or acting on a report unless the item of business within the report is described in the agenda.
A. 22nd District Agricultural Association Community Relations Committee (Martinez/Worden)
B. Clean Energy Alliance JPA (CEA) Board of Directors (Druker/Worden) C. CSA-17 Ambulance District Advisory Board (Martinez/Quirk) D. Fire Governance Board, Solana Beach/Del Mar/Encinitas (Martinez/Druker) E. League of California Cities – San Diego Chapter (Martinez/Worden) F. League of California Cities – Coastal Cities Group (Worden) G. North County Transit District (NCTD) (Martinez/Druker) H. Regional Solid Waste Association (Worden/Quirk)
I. San Diego Association of Governments Board (SANDAG)
(Gaasterland/Martinez/Druker)
J. SANDAG Borders Committee (Gaasterland)
K. SANDAG Regional Planning Committee (Martinez)
L. SANDAG Shoreline Preservation Working Group
(Worden/Gaasterland/Martinez)
M. SANDAG LOSSAN Executive Task Force (Druker/Gaasterland) N. San Diego Metropolitan Wastewater Commission/JPA (Worden/Quirk/Druker) O. San Dieguito River Valley Regional Open Space Park JPA –Executive Committee (Worden/Quirk)
P. Other Regional Organization Reports
XIII. COUNCIL COMMITTEES/SUBCOMMITTEES/COMMUNITY ORG REPORTS A Councilmember assigned as a liaison to a City Committee, Council Subcommittee OR Community Organization may make a written or oral report. State law precludes the Council from commenting on, discussing, or acting on a report, unless the item of business within the report is described in this agenda.
A. Arts Advisory Committee (Druker)
B. Clean Water Rate Project
C. Del Mar Community Connections (Martinez/Worden)
D. Del Mar Village Association (Gaasterland/Martinez)
E. Finance Committee (Druker/Worden)
F. Housing Subcommittee (Gaasterland/Martinez)
G. Human Resources Subcommittee (Druker/Worden)
H. Legislative Subcommittee (Gaasterland/Martinez)
I. Measure Q Citizen Oversight Committee (Gaasterland/Quirk) J. Parks and Recreation Committee (Martinez/Gaasterland) K. Del Mar Railroad Committee (Druker/Gaasterland)
L. Lagoon Committee (Quirk/Worden)
M. Sea-Level Rise Adaptation Plan Implementation Subcommittee (Gaasterland/Martinez)
N. Shores Advisory Committee
O. Sustainability Advisory Committee (Martinez/Worden)
P. Traffic and Parking Advisory Committee (Quirk/Worden) Q. Undergrounding Project Advisory Committee (Druker/Gaasterland) Del Mar City Council Regular Meeting July 8, 2024
Agenda Page 8
1050 Camino del Mar, Del Mar, CA 92014 www.delmar.ca.us R. Other Committee-Subcommittee Reports
XIV. UPCOMING AGENDA ITEMS
The following topics/items are tentatively planned for upcoming agendas. The title, wording, and planned date for these items are subject to change. Final agendas are posted at City Hall 72 hours in advance of the meetings and are also posted on our web site with the accompanying staff report. Please watch our web site:
www.delmar.ca.us for City Council Agendas.
August 26, 2024
Pure Water Project Update; City of San Diego
St. Peters License Agreement
Jimmy Durante Boulevard Bluff Repair Project, Structural Engineering and Landscape Architecture Task Order Authorizations
Introduction of Ordinance for Objective Design Standards Manual for Multi-unit/MixedUse By Right Projects Introduction of Ordinance for Purchasing Code Update
RM23-001, CDP24-008, CUP24-001 (La Atalaya Subdivision) EP24-075 (1329 Stratford Ct) - Retention of Existing Structure in the City Right-of-Way XV. CERTIFICATION
I, Sarah Krietor, Administrative Services Manager/City Clerk for the City of Del Mar, hereby certify that a copy of this agenda was posted at City Hall on the 3rd day of July, 2024 at approximately 6:00 p.m.
___________________________________________ 7/3/2024
Sarah Krietor, Administrative Services Manager/ Date
City Clerk
Emergency Notification and Information Tool
GENASYS Emergency Management
AlertSanDiego + Genasys Protect
1 July 8, 2024 Item 03
Suite of Tools
• Alert San Diego (Genasys Alert)
• Location-based alerting
• Multi-channel communication
• Wireless Emergency Alerts (WEA)
• Does not require opt-in
• Genasys Protect
• Geographic notification zones
• Includes Public Website and Mobile App
• Protect.Genasys.com
2 July 8, 2024 Item 03
Alert San Diego
• Opt-in system
• Register at www.AlertSD.org
• Capable of multi-modal
• Voice
• Text
• Email
3 July 8, 2024 Item 03
Wireless Emergency Alerts
• WEAs are broadcast to cell phones
within a targeted area
• Alert residents about an emergency
• Used by local, state, or federal officials
• Minimal characters, intended to:
• Grab residents' attention
• Advise residents to take action
• Direct residents to seek more
information
4 July 8, 2024 Item 03
Genasys Protect
• Protect is a publicly accessible
website and app that:
• Allows community members to view
the status of zones
• Provides information about temporary
evacuation points, shelters, traffic
control points, etc.
• Allows app users to save up to 5
locations to track zone status.
www.protect.genasys.com
5 July 8, 2024 Item 03
6 July 8, 2024 Item 03
Genasys Protect
Zone Status -
displayed on the map with a shaded color
Example
Evacuation
Warning
Evacuation
Order
7 July 8, 2024 Item 03
Genasys Protect
Click on the
desired Zone to
view details about
the status
Example
8 July 8, 2024 Item 03
Additional Resources
• AlertSanDiego.org
• Preparedness
• Emergency
• Recovery
• SD Emergency App
• Social Media
• @CityofEncinitas: Facebook
• @EncinitasGov: Twitter
• @SDSheriff: Twitter
9 July 8, 2024 Item 03
CITY OF DEL MAR
CITY COUNCIL REGULAR MEETING MINUTES
JUNE 17, 2024
City of Del Mar Town Hall
1050 Camino del Mar, Del Mar California 92014
The minutes set forth the actions taken by the City Council on the matters stated. Audio/video recordings of the City Council proceedings are retained for a period of ten years, in accordance with the City's Records Retention Schedule. Audio/video recordings, as well as written materials presented to the City Council, including Red Dots (materials provided to the City Council after the agenda has published), are available on the City’s website at www.delmar.ca.us/AgendaCenter or by contacting the Administrative Services Department at (858) 755-9313.
CALL TO ORDER
Mayor Druker called the Regular Meeting to order at 4:30 p.m.
ROLL CALL
Present: Mayor Dave Druker; Deputy Mayor Terry Gaasterland; Councilmembers Tracy Martinez, Dan Quirk, and Dwight Worden
PLEDGE OF ALLEGIANCE
Councilmembers Worden led the Pledge of Allegiance.
PUBLIC ORAL COMMUNICATIONS
None.
CITY COUNCIL COMMENTS & COMMUNITY ANNOUNCEMENTS
None.
CITY MANAGER’S REPORT
City Manager Ashley Jones reported on the Town Hall audio visual equipment replacement project which is scheduled to be completed during the City Council recess.
PRESENTATIONS
ITEM 1: PROCLAMATION HONORING MARY STERLING-TORRETTI’S LEGACY OF
EDUCATIONAL EXCELLENCE AND LEADERSHIP AT THE WINSTON SCHOOL (CLERK’S FILE NO. 1201-5)
Mayor Druker presented the proclamation to Mary Sterling-Torretti. Mary provided comments expressing gratitude for her time at Winston School and to the City for their partnership with the Winston School.
ITEM 2: PROCLAMATION HONORING PAT FREEMAN: A CHAMPION OF LITERARY AND CULTURAL ENRICHMENT IN DEL MAR (CLERK’S FILE NO. 1201-5) Mayor Druker presented a proclamation to Pat Freeman. Pat provided comments on the history of the Del Mar Library.
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June 17, 2024
City Council comments focused on Pat’s service to the library and community and her role in establishing the current Del Mar library location.
CONSENT CALENDAR
Administrative Services Manager/City Clerk Sarah Krietor read the titles of the items included on the Consent Calendar. There were no public speakers for the consent calendar items.
IT WAS MOVED BY COUNCILMEMBER WORDEN, SECONDED BY DEPUTY MAYOR GAASTERLAND TO APPROVE THE CONSENT CALENDAR ITEMS 3 THROUGH 7 AND ITEMS 10 AND 12 WITH AMENDMENT TO ITEM 3-JUNE 3, 2024 REGULAR MEETING MINUTES; AMENDMENTS TO RESOLUTION 2024-25 FOR ITEM 6 NOTED IN THE STAFF RED DOT; AND CLERICAL AMENDMENTS TO ITEM 12 FOR RESOLUTION 2024-26. (VOTE 5-0) Ayes: Mayor Druker, Deputy Mayor Gaasterland, and Councilmembers Martinez, Quirk and Worden; Noes: 0; Recuse: 0; Absent: 0; Abstain: 0.
ITEM 3: APPROVAL OF MINUTES: JUNE 3, 2024 REGULAR AND SPECIAL MEETING (CLERK’S MINUTES BOOK)
Councilmember Quirk requested an addition to the June 3, 2024, minutes for Item 15.
Council approved the minutes with the addition noted by Councilmember Quirk, on consent.
ITEM 4: RATIFICATION OF LIST OF DEMANDS, DATED JUNE 17, 2024 (CLERK’S FILE NO. 201-3)
Council approved the list of demands, on consent.
ITEM 5: WAIVER OF READING OF ORDINANCES ON AGENDA (CLERK’S FILE NO. 401-4) Council waived the reading of ordinances, on consent.
ITEM 6: RESOLUTION ACCEPTING STATE-MANDATED ANNUAL FIRE INSPECTIONS REPORT (CLERK’S FILE NO. 102-5)
Council adopted Resolution 2024-25, as amended, “A RESOLUTION OF THE CITY
COUNCIL OF THE CITY OF DEL MAR, CALIFORNIA ACKNOWLEDGING RECEIPT OF
A REPORT MADE BY THE FIRE CHIEF OF THE DEL MAR FIRE DEPARTMENT
REGARDING THE INSPECTION OF CERTAIN OCCUPANCIES REQUIRED TO
PERFORM ANNUAL INSPECTIONS IN SUCH OCCUPANCIES PURSUANT TO SECTIONS 13146.2 AND 13146.3 OF THE CALIFORNIA HEALTH AND SAFETY CODE”, also in conjunction with Senate Bill (SB) 1205, on consent.
ITEM 7: AGREEMENT WITH SCA FOR STREET SWEEPING SERVICES (CLERK’S FILE NO. 406-1, 901-2)
Council approved an Agreement with SCA of CA, LLC (SCA) to provide street sweeping services for an initial three-year period effective July 1, 2024, through June 30, 2027; and authorized the City Manager to execute the agreement and any subsequent amendments provided for under the Agreement contingent upon satisfactory performance by the 2 July 8, 2024 Item 04
City Council Regular Minutes
June 17, 2024
contractor and in accordance with the rates identified in Exhibit B to the Attachment A, on consent.
COMMISSION AND COMMITTEE INTERVIEWS
ITEM 8: PLANNING COMMISSION INTERVIEWS AND APPOINTMENTS (CLERK’S FILE NO. 401-5)
An introduction to the item was provided by Mayor Druker.
IT WAS MOVED BY DEPUTY MAYOR GAASTERLAND, SECONDED BY COUNCILMEMBER MARTINEZ TO REAPPOINT PLANNING COMMISSIONER POSNER TO SERVE A 3RD FULL-TERM ON THE PLANNING COMMISSION BEGINNING JULY 1, 2024 AND EXPIRING JULY 31, 2028. (VOTE 5-0)
Ayes: Mayor Druker, Deputy Mayor Gaasterland, and Councilmembers Martinez, Quirk and Worden; Noes: 0; Recuse: 0; Absent: 0; Abstain: 0.
Council consensus was to continue the recruitment for the two remaining Planning Commission vacancies until sufficient (three) applications are received for the two vacancies.
PUBLIC HEARING
ITEM 9: SAN DIEGUITO DRIVE IMPROVEMENTS PUBLIC HEARING, CLOSE OF
BALLOTING, TABULATION OF BALLOTS, AND RESOLUTION ORDERING LEVIES (CLERK’S FILE NO. 406-1, 901-5)
A presentation was provided by Principal Engineer Martin Boyd. City consultant Susan Barnes Vice President with SCI Consultants Inc. was available to answer questions and to complete the ballot tabulation.
Council questions and discussion focused on whether the Council is required to pass the resolution now that the ballots have been tabulated; concerns and questions about the City’s approach to Public Works projects; public benefits associated with the project; appreciation to City staff for their work on the process and project; appreciation for this long-term issue coming to a resolution; appreciation to the Council liaisons for their work on the project; appreciation to the residents for working with the City on the project; project costs and City funding, and agenda report related to Citywide paving and road conditions.
There were no public speakers for the item.
The ballots were tabulated by Susan Barnes with SCI Consultant and verified by Administrative Services Manager/City Clerk Krietor, who read the voting results into the record.
IT WAS MOVED BY DEPUTY MAYOR GAASTERLAND, SECONDED BY COUNCILMEMBER MARTINEZ TO ADOPT RESOLUTION 2024-33 AS AMENDED, “A RESOLUTION OF THE CITY
COUNCIL OF THE CITY OF DEL MAR, CONDUCTING A PUBLIC HEARING, CONSIDERING ALL
ASSESSMENT DISTRICT PROTEST(S), APPROVING THE ENGINEER'S REPORT, CONFIRMING
THE DIAGRAM AND ASSESSMENT, AND ORDERING THE LEVY OF THE SAN DIEGUITO DRIVE IMPROVEMENT DISTRICT FOR FISCAL YEAR 2024-2025”. (VOTE 4-1 WITH COUNCILMEMBER
QUIRK OPPOSED)
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June 17, 2024
Ayes: Mayor Druker, Deputy Mayor Gaasterland, and Councilmembers Martinez and Worden; Noes:
Councilmember Quirk; Recuse: 0; Absent: 0; Abstain: 0.
ITEM 10: CONTINUED TO AUGUST 26, 2024 COUNCIL MEETING: INTRODUCTION OF ORDINANCE FOR OBJECTIVE DESIGN STANDARDS MANUAL FOR MULTIUNIT/MIXED-USE BY-RIGHT PROJECTS (CLERK’S FILE NO. 401-4, 401-9) The item was continued date certain to August 26, 2024, on consent.
COUNCIL MEETING RECESS:
The City Council took a meeting recess from approximately 5:17pm to 5:50 p.m. During the City Council recess, the ballots were tabulated for Item 9.
CITY COUNCIL OTHER BUSINESS
ITEM 11: INITIAL CONSIDERATION OF THE NOTICE OF PREPARATION OF A DRAFT
ENVIRONMENTAL IMPACT REPORT FOR THE LOSSAN RAIL REALIGNMENT PROJECT (CLERK’S FILE NO. 1005-2, 1506-1)
An introduction to the item was provided by Mayor Druker who also reported on the San Diego Association of Governments (SANDAG) Notice of Preparation (NOP) Scoping Meeting scheduled for June 18, 2024, at 6:00 p.m. at the San Diego Marriott Del Mar. A presentation was provided by Assistant City Manager Clem Brown.
Council questions focused on whether the City will receive a cost estimate for the routes or alternatives; whether the NOP includes a cost benefit analysis; whether SANDAG staff will recommend one route to the SANDAG board; overall project costs; whether the City should expect to hear formal statements from various regional, state and local agencies affected by the project at the ; and eminent domain associated with some of the proposed alignments.
Mayor Druker opened the item to public comment and the following people spoke:
1) Angelina Neglia
2) Carol Kerridge with a donation of time from Wade Walker 3) John Spelich
4) Shirli Weiss
5) Ricardo del Rio
6) Mark Rittenbaum
7) Jennifer Anderson
Mayor Druker closed the item to public comment.
Council discussion focused on whether the City should support an alignment as part of the process; eminent domain; portal locations; transportation of hazardous freight near homes; purpose of the NOP; preparation of a list of questions to include in the City’s response to the NOP; California Environmental Quality Act (CEQA) process and documents; City’s ability to address social and economic impacts of the project under CEQA/NEPA (National Environmental Protection Act); whether the City has opportunity to provide additional comments once the EIR is released; relationship between CEQA and eminent domain; whether the City is a responsible agency under CEQA; City’s need to hire outside experts to assist the City throughout the LOSSAN Rail Realignment process; train accidents and emergencies across the country; NEPA and related federal agency; importance of the project; desire to receive a cost benefit analysis for the project; request that the City’s response to the NOP include a request for a rail to trail; 4 July 8, 2024 Item 04
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City of Solana Beaches’ concerns regarding Alignment A and desire to engage constructively with the City of Solana Beach; need for the City to engage with state and federal officials related to the project; whether there is a Brown Act issue with the majority of the Council attending but not commenting at the SANDAG NOP scoping meeting on June 18, 2024; request to read City of Solana Beach Mayor Lesa Heebner’s publicly circulated email into the record; desire for City Council to identify Councilmembers to interface with the City of Solana Beach; use of City CEQA consultants to review the NOP and desire to have SANDAG fund an environmental consultant to assess the project on the City’s behalf; whether the City should have two consultants review the NOP; consideration to have legal review of the NOP and City comments; and timing for knowing whether SANDAG has granted the City’s request for a 15-day extension.
Council consensus was for Mayor Druker and Deputy Mayor Gaasterland to use the City Council feedback and public comments received to draft the City’s NOP comment letter for City Council consideration at the July 8, 2024.
ITEM 12: ADOPTION OF THE FISCAL YEAR 2024-25 BUDGET UPDATE (CLERK’S FILE NO. 202-3, 202-5)
COUNCIL APPROVED THE ADOPTION OF RESOLUTION 2024-26 AS AMENDED, “A
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DEL MAR, CALIFORNIA, AMENDING THE FISCAL YEAR 2024-2025 OPERATING AND CAPITAL BUDGET”; RESOLUTION 2024-27, “A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
DEL MAR, CALIFORNIA, ADOPTING THE COMPENSATION PLANS FOR MANAGEMENT AND PROFESSIONAL, GENERAL, AND MISCELLANEOUS, PARTTIME, TEMPORARY AND HOURLY EMPLOYEES”; RESOLUTION 2024-28, “A
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DEL MAR, CALIFORNIA,
ESTABLISHING THE FIXED CHARGE ASSESSMENTS FOR BONDED
INDEBTEDNESS FOR FISCAL YEAR 2024-2025”; RESOLUTION 2024-29, “A
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DEL MAR, CALIFORNIA, ESTABLISHING THE APPROPRIATIONS LIMIT FOR FISCAL YEAR 2024-25”; RESOLUTION 2024-30, “A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
DEL MAR, CALIFORNIA, APPROVING THE STATEMENT OF INVESTMENT POLICY FOR FISCAL YEAR 2024-2025, AND DELEGATING THE AUTHORITY TO INVEST CITY FUNDS TO THE TREASURER”; RESOLUTION 2024-31, “A RESOLUTION OF
THE CITY COUNCIL OF THE CITY OF DEL MAR, CALIFORNIA, SETTING THE FISCAL YEAR 2024-2025 CITY OF DEL MAR FEE SCHEDULE FOR PLANNING, PUBLIC WORKS, COMMUNITY SERVICES, AND ADMINISTRATION SERVICES” AND RESOLUTION 2024-32, “A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DEL MAR, CALIFORNIA, SETTING THE FISCAL YEAR 2024-2025 PARKING VIOLATION FINES SCHEDULE”, on consent.
ITEM 13: RESOLUTION CALLING FOR THE PLACEMENT OF A GENERAL TAX MEASURE ON THE NOVEMBER 5, 2024 GENERAL MUNICIPAL ELECTION BALLOT FOR
SUBMISSION TO THE QUALIFIED VOTERS OF A PROPOSED ORDINANCE AMENDING, CLARIFYING AND MODERNIZING THE CITY’S EXISTING TRANSIENT OCCUPANCY TAX REGULATIONS (CLERK’S FILE NO. 201-10, 401-4, 401-9) An introduction to the item was provided by City Manager Jones. A presentation was provided by Administrative Services Manager/City Clerk Krietor. Assistant City Attorney Wendy House was available to answer questions.
5 July 8, 2024 Item 04
City Council Regular Minutes
June 17, 2024
Council questions and discussion focused on definition of hotel in the Del Mar Municipal Code (DMMC) and the zoning code; definition of transient; ballot argument process and priority for drafting the argument; whether more than one argument could be printed in the voter materials; whether the rebuttal must be drafted by the original proponents of the argument; and support for placing the measure on the ballot for voter consideration.
There were no public speakers for the item.
IT WAS MOVED BY DEPUTY MAYOR GAASTERLAND, SECONDED BY COUNCILMEMBER MARTINEZ TO ADOPT RESOLUTION 2024-34, “A RESOLUTION OF THE CITY COUNCIL OF THE
CITY OF DEL MAR, CALIFORNIA, CALLING FOR THE PLACEMENT OF A GENERAL TAX MEASURE ON THE NOVEMBER 5, 2024 GENERAL MUNICIPAL ELECTION BALLOT FOR
SUBMISSION TO THE QUALIFIED VOTERS OF A PROPOSED ORDINANCE AMENDING THE CITY’S EXISTING TRANSIENT OCCUPANCY TAX REGULATIONS UNDER CHAPTER 3.12 OF THE
DEL MAR MUNICIPAL CODE TO AUTHORIZE THE COLLECTION OF THE TAX ON LODGING FACILITIES WITH LESS THAN THREE UNITS, INCLUDING SHORT-TERM RENTAL OPERATIONS;
CLARIFY THE TAX APPLIES TO THE ENTIRE RENTAL AMOUNT CHARGED TO TRANSIENT
GUESTS, EXCLUDING BOOKING AND SERVICE FEES CHARGED BY HOSTING PLATFORMS, ONLINE TRAVEL COMPANIES AND THIRD-PARTY BOOKING VENDORS; AND PERMIT HOSTING
PLATFORMS, ONLINE TRAVEL COMPANIES AND THIRD-PARTY BOOKING VENDORS TO COLLECT AND REMIT THE TAX TO THE CITY; AND REQUESTING THE COUNTY OF SAN DIEGO CONSOLIDATE SAID ELECTION WITH THE STATEWIDE GENERAL ELECTION OF NOVEMBER 5, 2024; SETTING RULES AND DEADLINES FOR ARGUMENTS FOR AND AGAINST THE MEASURE; AND DIRECTING THE CITY ATTORNEY TO PREPARE THE IMPARTIAL ANALYSIS”. (VOTE 5-0) Ayes: Mayor Druker, Deputy Mayor Gaasterland, and Councilmembers Martinez, Quirk and Worden; Noes: 0; Recuse: 0; Absent: 0; Abstain: 0.
IT WAS MOVED BY COUNCILMEMBER MARTINEZ, SECONDED BY COUNCILMEMBER WORDEN
TO APPOINT MAYOR DRUKER AND DEPUTY MAYOR GAASTERLAND TO DRAFT AN ARGUMENT IN SUPPORT OF THE BALLOT MEASURE FOR REVIEW AND CONSIDERATION AT THE JULY 8, 2024 COUNCIL MEETING, AND TO ALSO DRAFT REBUTTAL IF NEEDED. (VOTE 5-0) Ayes: Mayor Druker, Deputy Mayor Gaasterland, and Councilmembers Martinez, Quirk and Worden; Noes: 0; Recuse: 0; Absent: 0; Abstain: 0.
ITEM 14: CONSIDERATION TO PLACE A MEASURE ON THE NOVEMBER 5, 2024 GENERAL
MUNICIPAL ELECTION BALLOT FOR SUBMISSION TO THE QUALIFIED VOTERS OF A PROPOSED ORDINANCE AMENDING SECTION 2.20.030 OF THE DEL MAR MUNICIPAL CODE RELATING TO CITY COUNCIL COMPENSATION (CLERK’S FILE NO. 401-1, 401-4, 401-9, 502-1)
A presentation was provided by Administrative Services Manager/City Clerk Krietor.
Council questions and discussion focused on historical City Council compensation; voter approval requirement for Council compensation currently in the Del Mar Municipal Code; concerns and rational regarding the phrasing of the ballot question; regional Council salaries; and rational for bringing the ballot measure forward.
There were no public speakers for this item.
6 July 8, 2024 Item 04
City Council Regular Minutes
June 17, 2024
IT WAS MOVED BY DEPUTY MAYOR GAASTERLAND, SECONDED BY MAYOR DRUKER TO ADOPT RESOLUTION 2024-35, “A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DEL MAR, CALIFORNIA, CALLING FOR THE PLACEMENT OF A MEASURE ON THE NOVEMBER 5, 2024 GENERAL MUNICIPAL ELECTION BALLOT FOR SUBMISSION TO THE QUALIFIED VOTERS OF A PROPOSED ORDINANCE AMENDING SECTION 2.20.030 OF THE DEL MAR MUNICIPAL
CODE TO INCREASE COUNCIL COMPENSATION AND AMEND THE PROCEDURES FOR FUTURE SALARY ADJUSTMENTS VIA ORDINANCE IN ACCORDANCE WITH STATE LAW; REQUESTING
THE COUNTY OF SAN DIEGO CONSOLIDATE SAID ELECTION WITH THE STATEWIDE GENERAL ELECTION OF NOVEMBER 5, 2024; SETTING RULES AND DEADLINES FOR ARGUMENTS FOR AND AGAINST THE MEASURE; AND DIRECTING THE CITY ATTORNEY TO PREPARE THE IMPARTIAL ANALYSIS”. (VOTE 3-2 WITH COUNCILMEMBERS QUIRK AND WORDEN OPPOSED) Ayes: Mayor Druker, Deputy Mayor Gaasterland, and Councilmember Martinez; Noes:
Councilmembers Quirk and Worden; Recuse: 0; Absent: 0; Abstain: 0.
IT WAS MOVED BY DEPUTY MAYOR GAASTERLAND, SECONDED BY COUNCILMEMBER
WORDEN TO APPOINT MAYOR DRUKER AND DEPUTY MAYOR GAASTERLAND TO DRAFT
AN ARGUMENT IN SUPPORT AND IF THERE IS A CON ARGUMENT THEY WILL WRITE THE REBUTTAL. (VOTE 4-1 WITH COUNCILMEMBER QUIRK OPPOSED)
Ayes: Mayor Druker, Deputy Mayor Gaasterland, and Councilmembers Martinez and Worden; Noes:
Councilmembers Quirk; Recuse: 0; Absent: 0; Abstain: 0.
REGIONAL ORGANIZATION AND COUNCIL COMMITTEES/SUBCOMMITTEES/COMMUNITY
ORGANIZATION REPORTS
City Council representatives reported on the Undergrounding Project Advisory Committee (UPAC) and Clean Energy Alliance.
ADJOURNMENT
Mayor Druker adjourned the meeting at 8:24 p.m.
__
Sarah Krietor, Administrative Services Manager/
City Clerk
7 July 8, 2024 Item 04
DEL MAR CITY COUNCIL
SPECIAL MEETING MINUTES
CLOSED SESSION
JULY 1, 2024
City of Del Mar Town Hall
1050 Camino del Mar, Del Mar, California
CALL TO ORDER
Mayor Druker called the meeting to order at 2:15 P.M.
ROLL CALL
Present: Mayor Dave Druker; Deputy Mayor Terry Gaasterland; Councilmembers Tracy Martinez, Dan Quirk, and Dwight Worden
CLOSED SESSION
A) Conference with Legal Counsel - Initiation of Litigation Number of Cases: One
Description: LOSSAN CEQA Analysis
Authority: Government Code Section 54956.9(d)(4)
Reportable Action: None.
B) Conference with Legal Counsel - Significant Exposure to Litigation Number of Cases: One
Description: LOSSAN CEQA Analysis
Authority: Government Code Section 54956.9(d)(2)
Reportable Action: None.
ADJOURNMENT
Mayor Druker adjourned the meeting at 2:55 P.M.
_______________________________________
Sarah Krietor, Administrative Services Manager/
City Clerk
8 July 8, 2024 Item 04
1 July 8, 2024 Item 05
06/12/2024
Check List
City of Del Mar
1 2:41:56PM
apChkLst Final Page:
Bank : eusbnk EFT GENERAL ACCOUNT US BANK
Check # Date Vendor Invoice Inv Date Description Amount Paid Check Total 5959 6/14/2024 all01 ALLSTAR FIRE EQUIPMENT 256254 5/30/2024 TURNOUT UNIFORMS - FIRE 4,110.21 4,110.21 Voucher: 5959
5960 6/14/2024 cha71 CHARTER COMM HOLDINGS LLC, CHARTER COMMUNICATIONS 8448 41 006 01517055/15/2024 FIBER CONNECTION CS MAY 360.15 Voucher: 5960 8448 41 006 01539335/21/2024 PUBLIC WIFI JUN 119.98 8448 41 006 01535865/24/2024 VIDEO TRANSPORT/PEG JUN 447.86 8448 41 006 01517135/15/2024 FIBER CONNECTION PW MAY 360.15 1,288.14 5961 6/14/2024 phi01 CLEAN EARTH 72404116139 6/5/2024 HSHLD HAZ WASTE APR 236.70 236.70 Voucher: 5961
5962 6/14/2024 cor11 CORODATA MEDIA STORAGE INCDS1308903 5/31/2024 STORAGE SRVCS MAY 233.33 233.33 Voucher: 5962
5963 6/14/2024 cor07 CORODATA RECORDS MGT INC RS5019720 5/31/2024 STORAGE SRVCS MAY 155.36 155.36 Voucher: 5963
5964 6/14/2024 cor22 CORVEL CORPORATION 1615016 5/20/2024 MED MAINT FEE - MAY 250.00 Voucher: 5964 1597862 4/19/2024 MED MAINT FEE APR 250.00 1617672 5/31/2024 WC - MEDICAL MAY 185.00 685.00
5965 6/14/2024 dev02 DEVANEY PATE MORRIS & CAMERON 9361 5/30/2024 CITY ATTORNEY APR 10,103.39 Voucher: 5965 9359 5/30/2024 CITY ATTORNEY APR 2,262.00 9366 5/30/2024 CITY ATTORNEY APR 2,147.20
9358 5/30/2024 CITY ATTORNEY APR 669.00
9360 5/30/2024 CITY ATTORNEY APR 257.00
9356 5/30/2024 CITY ATTORNEY APR 145.39
9355 5/30/2024 CITY ATTORNEY APR 122.00
9357 5/30/2024 CITY ATTORNEY APR 104.00
9367 5/30/2024 CITY ATTORNEY APR 97.60 15,907.58
5966 6/14/2024 dix01 DIXIELINE LUMBER CO 06-0555790 5/31/2024 OPERATING SUPPLIES CS 791.25 Voucher: 5966 06-0553272 5/13/2024 OPERATING SUPPLIES CS 465.17 06-0555826 6/3/2024 SHARK INCIDENT SIGN CS 123.95
06-0553223 5/10/2024 OPERATING SUPPLIES CS 61.87
06-0555832 6/3/2024 OPERATING SUPPLIES FIRE 52.80
06-0555661 5/31/2024 PAINT SUPPLIES CS 42.84
06-0554027 5/16/2024 PAINT SUPPLIES CS 36.09
06-0555121 5/27/2024 OPERATING SUPPLIES FIRE 34.73 1,608.70 Page: 1
2 July 8, 2024 Item 05
06/12/2024
Check List
City of Del Mar
2 2:41:56PM
apChkLst Final Page:
Bank : eusbnk EFT GENERAL ACCOUNT US BANK (Continued)
Check # Date Vendor Invoice Inv Date Description Amount Paid Check Total 5967 6/14/2024 fer07 FERGUSON ENTERPRISES LLC, DBA FERGUSON WATERWORKS 0850096 3/21/2024 WATER METER PARTS 1,089.26 Voucher: 5967 0851126 5/20/2024 WATER METER PARTS 263.18 0847807 3/21/2024 WATER METER PARTS 248.52
0845850 1/29/2024 WATER METER PARTS 201.19 1,802.15
5968 6/14/2024 man12 MANERI TRAFFIC CONTROL INC, DBA MTC 21551 5/30/2024 CUSTOM TRAFFIC SIGNS PW 554.63 554.63 Voucher: 5968
5969 6/14/2024 par51 PARKWOOD LANDSCAPE MAINT INC 107450 5/31/2024 LANDSCAPING SRVCS MAY 16,950.00 16,950.00 Voucher: 5969
5970 6/14/2024 pho01 PHOENIX GROUP INFO SYSTEMS040241036 5/16/2024 ADMIN CITE SRVCS APR 1,509.04 1,509.04 Voucher: 5970
5971 6/14/2024 pru01 PRUDENTIAL OVERALL SUPPLY 132255308 5/24/2024 UNIFORMS PW 87.33 Voucher: 5971 132256492 5/31/2024 UNIFORMS PW 79.39
132256490 5/31/2024 FLOOR MATS PW 15.47
132256491 5/31/2024 SHOP TOWELS PW 4.93 187.12
5972 6/14/2024 red04 REDFLEX TRAFFIC SYSTEMS INCINV0078196 5/31/2024 REDLIGHT CAMERA MAY 5,284.44 5,284.44 Voucher: 5972
5973 6/14/2024 tru09 TRUE NORTH COMPLIANCE SRVCSDM24-04 6/4/2024 BLDG CODE PC & INSP APR 63,147.17 Voucher: 5973 DM24-05 6/4/2024 BLDG CODE PC & INSP MAY 40,513.27 103,660.44 5974 6/14/2024 uni29 UNIVERSAL SITE SERVICES INC 06012024-05 6/1/2024 CH GARAGE SWEEPING JUN 160.00 160.00 Voucher: 5974
5975 6/14/2024 wex01 WEX BANK 0496-00-496745-1 5/23/2024 GAS & OIL CS MAY 1,317.09 1,317.09 Voucher: 5975
Sub total for EFT GENERAL ACCOUNT US BANK: 155,649.93
Page: 2
3 July 8, 2024 Item 05
06/12/2024
Check List
City of Del Mar
3 2:41:56PM
apChkLst Final Page:
Bank : gusbnk GENERAL ACCOUNT US BANK
Check # Date Vendor Invoice Inv Date Description Amount Paid Check Total 138307 6/14/2024 adt02 ADT SECURITY SERVICES 1065103703 5/19/2024 ALARM 1700 COAST JUN/SEP 145.47 145.47 Voucher: 138307
138308 6/14/2024 ale04 ALESHIRE & WYNDER LLP 86482 5/29/2024 ATTORNEY SRVCS APR 1,332.50 1,332.50 Voucher: 138308
138309 6/14/2024 sbc03 AT&T 9391031506 5/20/2024 TELEPHONE MAY 56.69 Voucher: 138309 9391026231 5/20/2024 TELEPHONE MAY 56.69 9391026228 5/20/2024 TELEPHONE MAY 29.12
9391065053 5/27/2024 TELEPHONE MAY 27.56
9391065054 5/27/2024 TELEPHONE MAY 27.56
9391065055 5/27/2024 TELEPHONE MAY 27.56
9391065056 5/27/2024 TELEPHONE MAY 27.56 252.74
138310 6/14/2024 avi04 AVIV, TALI 06032024 6/3/2024 PHCC 5/31/24 DAMAGE DEPOSIT REFUND 800.00 800.00 Voucher: 138310
138311 6/14/2024 bad01 BADGER METER INC 1660068 5/24/2024 MAIN/REPAIR SUPP PW 1,003.00 1,003.00 Voucher: 138311
138312 6/14/2024 buc07 BUCH, KINJAL 06032024 6/3/2024 FULL REFUND FOR CXL JR LIFEGUARD REG 400.00 400.00 Voucher: 138312
138313 6/14/2024 cal87 CALIFORNIA BACKFLOW AND, CHLORINATION LLC 4871 6/4/2024 TEST/CERTIFY BACKFLOW DEV 593.00 593.00 Voucher: 138313
138314 6/14/2024 cin02 CINTAS 5214975545 6/6/2024 FIRST AID KIT SUPPLIES CH 153.41 153.41 Voucher: 138314
138315 6/14/2024 cla15 CLAIMS MANAGEMENT ASSOC INC522143 5/27/2024 LOSS RUNS JULY-DEC 750.00 Voucher: 138315 522142 5/27/2024 CLAIMS ADMIN OCT/JAN 127.20 877.20 138316 6/14/2024 coa21 COAST NEWS GROUP 00153020 6/7/2024 AD PUBLIC HEARING 142.50 Voucher: 138316 00152922 5/24/2024 AD ORDIN ADOPT 60.00 202.50 138317 6/14/2024 cou16 COUNTY OF SAN DIEGO - REGIONAL, COMM SYSTEM 24CTOFDMC11 6/1/2024 RCS PAGING SRVCS MAY 70.00 70.00 Voucher: 138317
138318 6/14/2024 dal13 DALTON, HEATHER 05222024 5/22/2024 PHCC 5/16/24 DAMAGE DEPOSIT REFUND 800.00 800.00 Voucher: 138318
138319 6/14/2024 dav05 DAVIS, SHERYL L. 06062024 6/6/2024 SHERYL L. DAVIS VS. CITY OF DEL MAR 2,720.53 2,720.53 Voucher: 138319
138320 6/14/2024 del06 DEL MAR AUTOMOTIVE SERVICE47688 6/4/2024 VEHICLE MAINT PW #81 1,999.76 1,999.76 Voucher: 138320
138321 6/14/2024 dyn02 DYNAMITE ELECTRIC BIKES INC, DBA PEDEGO SOLANA BEACH 06062024 6/6/2024 ELECTRONIC BIKE MAINT 150.00 150.00 Voucher: 138321
Page: 3
4 July 8, 2024 Item 05
06/12/2024
Check List
City of Del Mar
4 2:41:56PM
apChkLst Final Page:
Bank : gusbnk GENERAL ACCOUNT US BANK (Continued)
Check # Date Vendor Invoice Inv Date Description Amount Paid Check Total 138322 6/14/2024 fer14 FERNS, CORY 05292024 5/29/2024 DISMISSED CITATION 59.00 59.00 Voucher: 138322
138323 6/14/2024 fis12 FISHER INTEGRATED INC 2110 6/1/2024 VIDEO STREAMING MAY 1,100.00 1,100.00 Voucher: 138323
138324 6/14/2024 ats01 GARDA CL WEST LOCKBOX #233209 10780727 6/1/2024 ARMORED SRVCS JUN 695.87 695.87 Voucher: 138324
138325 6/14/2024 hom01 HOME DEPOT CREDIT SRVCS 6035 3225 0103 77605/28/2024 FACILITY MAINT SUPP PW 550.41 550.41 Voucher: 138325
138326 6/14/2024 int23 INTERSTATE RESTORATION LLC, DBA FIRST ONSITE PROP RES 45159 4/29/2024 LIFEGUARD STATION MAINT 5,628.09 5,628.09 Voucher: 138326
138327 6/14/2024 dar05 JEFFREY SCOTT ARVESON, DBA DAR SERVICES 06022024 6/2/2024 DEAD ANIMAL REMOVAL MAY 324.16 324.16 Voucher: 138327
138328 6/14/2024 low05 LOWELL, NANCY 05232024 5/23/2024 PHCC 1/5/25 50% REFUND 655.50 655.50 Voucher: 138328
138329 6/14/2024 msc01 MSC JANITORIAL SERVICE INC 2024-5-11 5/31/2024 JANITORIAL SRVCS MAY 852.00 852.00 Voucher: 138329
138330 6/14/2024 nat16 NATIONAL SAFETY COMPLIANCE INC 98071 5/31/2024 EMPLOYEE TESTING 225.75 225.75 Voucher: 138330
138331 6/14/2024 pac05 PACIFIC PIPELINE SUPPLY S100463962.001 5/28/2024 WATER METER PARTS 1,374.45 Voucher: 138331 S100464237.001 5/30/2024 WATER METER PARTS 1,281.84 S100464229.001 5/30/2024 WATER METER PARTS 262.84 2,919.13 138332 6/14/2024 pan04 PANDYA, KINNARI 06062024 6/6/2024 JR LIFEGUARD REFUND 800.00 800.00 Voucher: 138332
138333 6/14/2024 pat12 PATEL, PRIYANKA 06032024 6/3/2024 JR LIFEGUARD REFUND 800.00 800.00 Voucher: 138333
138334 6/14/2024 sdg01 SAN DIEGO GAS & ELECTRIC 1028748791 4/15/2024 UTILITIES OUTSTANDING BALANCE 9.58 9.58 Voucher: 138334
138335 6/14/2024 sdg02 SAN DIEGO GAS & ELECTRIC 0012 6209 1548 9 5/30/2024 UTILITIES MAY 87.68 Voucher: 138335 0099 5222 5392 9 6/3/2024 UTILITIES MAY 17.14 0066 5491 5032 1 6/3/2024 UTILITIES MAY 13.57 118.39
138336 6/14/2024 san112 SAN DIEGO HUMANE SOCIETY, & SPCA JUN-24 6/1/2024 ANIMAL SRVCS JUN 4,048.00 4,048.00 Voucher: 138336
138337 6/14/2024 shr01 SHRED -IT US JV LLC, DBA SHRED-IT USA LLC 8007312376 5/31/2024 ON-SITE SHREDDING MAY 104.60 104.60 Voucher: 138337
Page: 4
5 July 8, 2024 Item 05
06/12/2024
Check List
City of Del Mar
5 2:41:56PM
apChkLst Final Page:
Bank : gusbnk GENERAL ACCOUNT US BANK (Continued)
Check # Date Vendor Invoice Inv Date Description Amount Paid Check Total 138338 6/14/2024 sig08 SIGGINS, GRAHAM R 05232024 5/23/2024 PHCC 4/1/24 DAMAGE DEPOSIT REFUND 800.00 800.00 Voucher: 138338
138339 6/14/2024 sig12 SIGNA DIGITAL SOLUTIONS INC 32594716 5/12/2024 COPIER PW MAY 138.74 138.74 Voucher: 138339
138340 6/14/2024 son03 SONKEN, TERRY 05222024 5/22/2024 SEAGROVE FEE REFUND 1,500.00 1,500.00 Voucher: 138340
138341 6/14/2024 sou08 SOUTHWEST SIGNAL SERVICE 83414 5/31/2024 TRAFFIC SIGNAL MAINT MAY 1,773.75 Voucher: 138341 83416 5/31/2024 TRAFFIC SIGNAL MAINT MAY 472.50 83417 5/31/2024 TRAFFIC SIGNAL MAINT MAY 448.75
83415 5/31/2024 TRAFFIC SIGNAL MAINT MAY 53.75 2,748.75 138342 6/14/2024 und01 UNDERGROUND SERVICE ALERT520240218 6/1/2024 CONT SRVCS MAY 267.25 267.25 Voucher: 138342
138343 6/14/2024 ver12 VERIZON Z9689854 6/8/2024 TELEPHONE APR/MAY 5.28 5.28 Voucher: 138343
138344 6/14/2024 wea06 WEANT, EMILY 06032024 6/3/2024 JR LIFEGUARD REFUND 800.00 800.00 Voucher: 138344
138345 6/14/2024 wol04 WOLF, JORY 06032024 6/3/2024 PHCC 6/8/24 DAMAGE DEPOSIT REFUND 800.00 800.00 Voucher: 138345
Sub total for GENERAL ACCOUNT US BANK: 37,450.61
Page: 5
6 July 8, 2024 Item 05
06/12/2024
Check List
City of Del Mar
6 2:41:56PM
apChkLst Final Page:
56 checks in this report. Grand Total All Checks: 193,100.54 Page: 6
7 July 8, 2024 Item 05
06/10/24 City of Del Mar
1 3:52PM
VoidCkEP Void Check Posting List Page:
Document #: 870459 Void Date: 06/10/2024 Posting #: 33289 Check #: 138254 Bank code: gusbnk Check Date: 05/24/24
Group: eadams
Post into: 12/2024 Check amount: 766.91
Vendor: sig12 SIGNA DIGITAL SOLUTIONS INC
Doc Source Account Number Description Amount
disb B 01.2110.0000 A/P GENERAL 766.91 CR
disb S* B 01.1100.0000 CASH AND INVESTMENTS 766.91 DB
disb S* B 72.1160.0000 UNION BANK - GENER 766.91 DB
disb S* B 72.1100.0000 CASH AND INVESTMENTS 766.91 CR
Balance Sheet Totals: 1,533.82 DB 1,533.82 CR Difference: 0.00 S* = Automatic Summary Page: 1
8 July 8, 2024 Item 05
06/11/24 City of Del Mar
1 5:25PM
VoidCkEP Void Check Posting List Page:
Document #: 870462 Void Date: 05/24/2024 Posting #: 33291 Check #: 138262 Bank code: gusbnk Check Date: 05/24/24
Group: eescalante
Post into: 11/2024 Check amount: 45.73
Vendor: sig12 SIGNA DIGITAL SOLUTIONS INC
Doc Source Account Number Description Amount
disb B 21.2110.0000 A/P-GENERAL 45.73 CR
disb S* B 21.1100.0000 CASH AND INVESTMENT 45.73 DB
disb S* B 72.1160.0000 UNION BANK - GENER 45.73 DB
disb S* B 72.1100.0000 CASH AND INVESTMENTS 45.73 CR
Balance Sheet Totals: 91.46 DB 91.46 CR Difference: 0.00 S* = Automatic Summary Page: 1
9 July 8, 2024 Item 05
06/12/2024
Check List
City of Del Mar
1 12:56:08PM
apChkLst Final Page:
Bank : gusbnk GENERAL ACCOUNT US BANK
Check # Date Vendor Invoice Inv Date Description Amount Paid Check Total 138306 6/14/2024 sig12 SIGNA DIGITAL SOLUTIONS INC 32594717 5/12/2024 COPIER CH MAY 766.91 Voucher: 138306 32594718 5/12/2024 COPIER CS MAY 45.73 812.64 Sub total for GENERAL ACCOUNT US BANK: 812.64
Page: 1
10 July 8, 2024 Item 05
06/12/2024
Check List
City of Del Mar
2 12:56:08PM
apChkLst Final Page:
1 checks in this report. Grand Total All Checks: 812.64 Page: 2
11 July 8, 2024 Item 05
06/17/2024
Check List
City of Del Mar
1 3:44:43PM
apChkLst Final Page:
Bank : gusbnk GENERAL ACCOUNT US BANK
Check # Date Vendor Invoice Inv Date Description Amount Paid Check Total 4001 6/18/2024 irs01 IRS, UNITED STATES TREASURY Ben175808 6/14/2024 FEDERAL TAX: PAYMENT 43,406.09 43,406.09 Voucher: 4001
4002 6/18/2024 edd01 EMPLOYMENT DEVELOPMENT DEPT Ben175810 6/14/2024 STATE TAX: PAYMENT 12,632.76 12,632.76 Voucher: 4002
4003 6/18/2024 per01 PERS Ben175812 6/14/2024 PERS CONTRIBUTIONS: PAYMENT 56,241.87 56,241.87 Voucher: 4003
4004 6/18/2024 ida01 IDAHO STATE TAX COMMISSION Ben175814 6/14/2024 IDAHO STATE TAX COMMISSION: PAYMENT 355.38 355.38 Voucher: 4004
Sub total for GENERAL ACCOUNT US BANK: 112,636.10
Page: 1
12 July 8, 2024 Item 05
06/17/2024
Check List
City of Del Mar
2 3:44:43PM
apChkLst Final Page:
Bank : eusbnk EFT GENERAL ACCOUNT US BANK
Check # Date Vendor Invoice Inv Date Description Amount Paid Check Total 5976 6/21/2024 mis07 107413 STATE ST BANK & TRUST, MS 107413 PLAN 401A Ben175804 6/14/2024 401A PLAN: PAYMENT 523.29 523.29 Voucher: 5976
5977 6/21/2024 mis08 303845 STATE ST BANK & TRUST, MS 457 PLAN OBI 303845 Ben175800 6/14/2024 MISSION SQUARE 457B: PAYMENT 10,744.18 10,744.18 Voucher: 5977
5978 6/21/2024 mis09 803808 STATE ST BANK & TRUST, MS RHS PLAN OBI 803808 Ben175806 6/14/2024 RETIREMENT HEALTH SAVINGS 3%: PAYMENT 664.15 664.15 Voucher: 5978
5979 6/21/2024 uni21 DEL MAR CITY EMPLOYEES ASSOC. Ben175796 6/14/2024 DMCEA DUES: PAYMENT 253.00 253.00 Voucher: 5979
5980 6/21/2024 nat15 NATIONAL BENEFIT SERVICES, LLC, FLEXIBLE BENEFITS DEPT Ben175802 6/14/2024 SEC. 125 FLEXIBLE SAVINGS ACCT: PAYMENT 1,162.65 1,162.65 Voucher: 5980
5981 6/21/2024 par21 U.S. BANK PARS FFC 6746022400, CITYDELMAR ATTN B BERGMAN Ben175798 6/14/2024 PUBLIC AGENCY RETIREMENT SRVCS: PAYMENT 3,286.63 3,286.63 Voucher: 5981
Sub total for EFT GENERAL ACCOUNT US BANK: 16,633.90
Page: 2
13 July 8, 2024 Item 05
06/17/2024
Check List
City of Del Mar
3 3:44:43PM
apChkLst Final Page:
10 checks in this report. Grand Total All Checks: 129,270.00 Page: 3
14 July 8, 2024 Item 05
15 July 8, 2024 Item 05
16 July 8, 2024 Item 05
17 July 8, 2024 Item 05
18 July 8, 2024 Item 05
19 July 8, 2024 Item 05
06/24/2024
Check List
City of Del Mar
1 10:32:30AM
apChkLst Final Page:
Bank : gusbnk GENERAL ACCOUNT US BANK
Check # Date Vendor Invoice Inv Date Description Amount Paid Check Total 138369 6/21/2024 qua04 QUALITY CHEVROLET 06212024 6/11/2024 NEW UTILITY TRUCK PW 40,481.31 40,481.31 Voucher:
Sub total for GENERAL ACCOUNT US BANK: 40,481.31
Page: 1
20 July 8, 2024 Item 05
06/24/2024
Check List
City of Del Mar
2 10:32:30AM
apChkLst Final Page:
1 checks in this report. Grand Total All Checks: 40,481.31 Page: 2
21 July 8, 2024 Item 05
06/20/2024
Check List
City of Del Mar
1 12:10:19PM
apChkLst Final Page:
Bank : gusbnk GENERAL ACCOUNT US BANK
Check # Date Vendor Invoice Inv Date Description Amount Paid Check Total 138370 11,569.03 6/20/2024 sco11 SCOTT III, WILLIAM TATE 062024 6/20/2024 SETTLEMENT CLAIM 11,569.03 Voucher:
Sub total for GENERAL ACCOUNT US BANK: 11,569.03
Page: 1
22 July 8, 2024 Item 05
06/20/2024
Check List
City of Del Mar
2 12:10:19PM
apChkLst Final Page:
1 checks in this report. Grand Total All Checks: 11,569.03 Page: 2
23 July 8, 2024 Item 05
06/27/2024
Check List
City of Del Mar
1 10:17:02AM
apChkLst Final Page:
Bank : eusbnk EFT GENERAL ACCOUNT US BANK
Check # Date Vendor Invoice Inv Date Description Amount Paid Check Total 6001 6/28/2024 cha71 CHARTER COMM HOLDINGS LLC, CHARTER COMMUNICATIONS 8448 41 006 01517546/14/2024 INTERNET CH JUNE 1,259.15 Voucher: 6001 8448 41 001 06405756/11/2024 ETHERNET INTERSTATE/PEG JUNE 447.86 8448 41 006 01525396/14/2024 METRO ETHERNET FIRE JUN 295.84 8448 41 006 01517216/15/2024 FIBER CONNECTION FIRE JUNE 295.84 8448 41 006 01714636/13/2024 PUBLIC WIFI PHCC JUN 164.99 8448 41 006 01539826/10/2024 INTERNET TV STUDIO JUNE 119.98 8448 41 006 01748486/13/2024 INTERNET CS JUN 89.99
8448 41 006 01517396/15/2024 INTERNET TV STUDIO JUNE 89.98 2,763.63 6002 6/28/2024 cit11 CITY OF ENCINITAS 3063 6/1/2024 WASTEWTR CLEANUP 296 OCEAN VIEW AVE 572.43 572.43 Voucher: 6002
6003 6/28/2024 dev02 DEVANEY PATE MORRIS & CAMERON 9449 6/14/2024 CITY ATTORNEY MAY 11,895.01 Voucher: 6003 9445 6/14/2024 CITY ATTORNEY MAY 5,304.00 9444 6/14/2024 CITY ATTORNEY MAY 2,227.50
9451 6/14/2024 CITY ATTORNEY MAY 1,716.00
9447 6/14/2024 CITY ATTORNEY MAY 866.50
9450 6/14/2024 CITY ATTORNEY MAY 52.00 22,061.01
6004 6/28/2024 dix01 DIXIELINE LUMBER CO 11-0461101 6/17/2024 OPERATING SUPPLIES CS 208.94 Voucher: 6004 06-0556977 6/11/2024 PAINT SUPP PW 61.16
06-0557348 6/13/2024 OPERATING SUPP PW 58.15
06-0557518 6/17/2024 LUMBER SUPPLIES CS 52.63 380.88
6005 6/28/2024 fer07 FERGUSON ENTERPRISES LLC, DBA FERGUSON WATERWORKS 0856012 6/10/2024 WATER METER PARTS 675.64 Voucher: 6005 0856016 6/10/2024 WATER METER PARTS 392.00 1,067.64 6006 6/28/2024 kle01 KLEINFELDER 1484382 6/14/2024 CDM BRIDGE MAY 228,768.57 228,768.57 Voucher: 6006
6007 6/28/2024 lou01 LOUKELTON DISTRIBUTING INC 81404 6/14/2024 JANITORIAL SUPP PW 1,318.76 Voucher: 6007 81409 6/17/2024 JANITORIAL SUPP PW 1,143.51 81405 6/17/2024 JANITORIAL SUPP PW 1,030.04
81389 6/10/2024 JANITORIAL SUPP PW 416.51 3,908.82
6008 6/28/2024 pho01 PHOENIX GROUP INFO SYSTEMS052024036 6/18/2024 CITE SRVCS - MAY 13,499.02 Voucher: 6008 0520241036 6/18/2024 ADMIN CITE SRVCS MAY 626.97 14,125.99 6009 6/28/2024 pru01 PRUDENTIAL OVERALL SUPPLY 132258857 6/14/2024 UNIFORMS PW 74.45 Voucher: 6009 132258855 6/14/2024 FLOOR MATS PW 15.47
132258856 6/14/2024 SHOP TOWELS PW 4.93 94.85
Page: 1
24 July 8, 2024 Item 05
06/27/2024
Check List
City of Del Mar
2 10:17:02AM
apChkLst Final Page:
Bank : eusbnk EFT GENERAL ACCOUNT US BANK (Continued)
Check # Date Vendor Invoice Inv Date Description Amount Paid Check Total 6010 6/28/2024 san03 SAN DIEGO COUNTY WATER AUTH. 0524-2 6/11/2024 RAW WATER MAY 166,750.60 166,750.60 Voucher: 6010
6011 6/28/2024 san56 SAN ELIJO JOINT POWERS, AUTHORITY 03042024 6/4/2024 RECLAIMED WATER JAN/FEB 7,587.98 7,587.98 Voucher: 6011
Sub total for EFT GENERAL ACCOUNT US BANK: 448,082.40
Page: 2
25 July 8, 2024 Item 05
06/27/2024
Check List
City of Del Mar
3 10:17:02AM
apChkLst Final Page:
Bank : gusbnk GENERAL ACCOUNT US BANK
Check # Date Vendor Invoice Inv Date Description Amount Paid Check Total 138371 6/28/2024 adt02 ADT SECURITY SERVICES 1069889204 6/13/2024 ALARM 1700 COAST JUL-SEP 143.82 Voucher: 138371 106980049 6/13/2024 ALARM PW JULY 120.79 264.61 138372 6/28/2024 sbc03 AT&T 9391059863 6/1/2024 TELEPHONE MAY 452.44 Voucher: 138372 9391054486 6/20/2024 TELEPHONE JUNE 186.02 9391026230 6/20/2024 TELEPHONE JUNE 57.75
9391031506 6/20/2024 TELEPHONE JUNE 56.69
9391026231 6/26/2024 TELEPHONE JUNE 56.69
9391026228 6/20/2024 TELEPHONE JUNE 29.12 838.71
138373 6/28/2024 bar29 BARNETT QUALITY CONTROL SRVCS, DBA NOVA SRVCS INC 22554 6/8/2024 WATER/WASTEWTR/PAVING MAY 7,540.00 Voucher: 138373 22555 6/8/2024 20TH STREET LG TOWER DRIVEWAY 180.00 7,720.00 138374 6/28/2024 can08 CANTEEN SAN83101 6/5/2024 COFFEE - CH 143.90 143.90 Voucher: 138374
138375 6/28/2024 cit07 CITY OF SAN DIEGO 1000381237 3/28/2024 WATER TREATMENT DEC 23,742.27 23,742.27 Voucher: 138375
138376 6/28/2024 coa21 COAST NEWS GROUP 00153079 6/7/2024 AD 100-YR FLOODPLAIN 442.50 442.50 Voucher: 138376
138377 6/28/2024 dai03 DAILY DIRECT MAIL 14614-9 6/18/2024 UTILITY BILLS JUNE 215.00 215.00 Voucher: 138377
138378 6/28/2024 dyn02 DYNAMITE ELECTRIC BIKES INC, DBA PEDEGO SOLANA BEACH 06142024 6/25/2024 ELECTRONIC BIKE MAINT 176.11 176.11 Voucher: 138378
138379 6/28/2024 gal02 GALLS LLC 028123484 6/4/2024 UNIFORM SHIRTS PRKG ENF 77.09 77.09 Voucher: 138379
138380 6/28/2024 glo06 GLOBAL POWER GROUP INC. 96390 6/7/2024 PM MAINT CH GENERATOR 1,231.00 1,231.00 Voucher: 138380
138381 6/28/2024 haw01 HAWTHORNE MACHINERY COMPANY SS000241881 5/20/2024 EMERGENCY LOADER REPAIR PW 1,598.94 1,598.94 Voucher: 138381
138382 6/28/2024 hei05 HEID, BERNADETTE 06192024 6/19/2024 JR LIFEGUARD REFUND 400.00 400.00 Voucher: 138382
138383 6/28/2024 kra10 KRATZ TRUCK AND TIRE - MOBILE40032 5/14/2024 FIRE ENG MAINT MAY 176.94 176.94 Voucher: 138383
138384 6/28/2024 pac05 PACIFIC PIPELINE SUPPLY S100464726.001 6/13/2024 WATER METER PARTS 926.67 926.67 Voucher: 138384
138385 6/28/2024 por10 PORTABLE STORAGE CORP 159782 6/20/2024 STORAGE CS JULY 176.00 176.00 Voucher: 138385
Page: 3
26 July 8, 2024 Item 05
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Check List
City of Del Mar
4 10:17:02AM
apChkLst Final Page:
Bank : gusbnk GENERAL ACCOUNT US BANK (Continued)
Check # Date Vendor Invoice Inv Date Description Amount Paid Check Total 138386 6/28/2024 rid02 RIDDLER ENTERPRISES INC 24-171 6/6/2024 PURCHASE/TRANSPORT RIP-RAP (LARGE ROCK) 1,591.00 1,591.00 Voucher: 138386
138387 6/28/2024 san135 SAN DIEGO COUNTY WATER AUTHOR 06252024 6/25/2024 SDCWA CAP CHRGS 931 STRATFORD 3,420.00 Voucher: 138387 06252024 6/25/2024 SDCWA CAP CHRGS 1650 CAMINO DM 3,420.00 6,840.00 138388 6/28/2024 sdg01 SAN DIEGO GAS & ELECTRIC 0042 2198 4063 2 6/14/2024 UTILITIES MAY 4,774.37 4,774.37 Voucher: 138388
138389 6/28/2024 sdg02 SAN DIEGO GAS & ELECTRIC 0092 4576 5583 8 6/12/2024 UTILITIES MAY 146.53 146.53 Voucher: 138389
138390 6/28/2024 sig12 SIGNA DIGITAL SOLUTIONS INC 33161296 6/11/2024 CITY HALL CANON C270 LEASE - YEAR 1 OF 5 766.91 Voucher: 138390 33162444 6/11/2024 PW CANON C3930 LEASE - YEAR 1 OF 5 138.74 33163748 6/11/2024 COMM SERVICES MULTI-FUNCTION PRINTER LEA 45.73 951.38 138391 6/28/2024 spa01 SPARKLETTS 18139543 061624 6/16/2024 WATER CH 97.94 97.94 Voucher: 138391
138392 6/28/2024 sup01 SUPERIOR READY MIX CONCRETE LP 430387 6/7/2024 FILL SAND PW 504.18 504.18 Voucher: 138392
138393 6/28/2024 act03 WILLIAMS SCOTSMAN INC 9021192572 6/15/2024 MOBILE OFFICE PW JUN/JUL 156.12 156.12 Voucher: 138393
Sub total for GENERAL ACCOUNT US BANK: 53,191.26
Page: 4
27 July 8, 2024 Item 05
06/27/2024
Check List
City of Del Mar
5 10:17:02AM
apChkLst Final Page:
34 checks in this report. Grand Total All Checks: 501,273.66 Page: 5
28 July 8, 2024 Item 05
06/27/2024
Check List
City of Del Mar
1 4:31:17PM
apChkLst Final Page:
Bank : gusbnk GENERAL ACCOUNT US BANK
Check # Date Vendor Invoice Inv Date Description Amount Paid Check Total 4005 6/28/2024 irs01 IRS, UNITED STATES TREASURY Ben175962 6/28/2024 FEDERAL TAX: PAYMENT 40,041.73 40,041.73 Voucher: 4005
4007 6/28/2024 edd01 EMPLOYMENT DEVELOPMENT DEPT Ben175966 6/28/2024 STATE TAX: PAYMENT 11,227.73 11,227.73 Voucher: 4007
4008 6/28/2024 ida01 IDAHO STATE TAX COMMISSION Ben175968 6/28/2024 IDAHO STATE TAX COMMISSION: PAYMENT 215.65 215.65 Voucher: 4008
Sub total for GENERAL ACCOUNT US BANK: 51,485.11
Page: 1
29 July 8, 2024 Item 05
06/27/2024
Check List
City of Del Mar
2 4:31:17PM
apChkLst Final Page:
Bank : eusbnk EFT GENERAL ACCOUNT US BANK
Check # Date Vendor Invoice Inv Date Description Amount Paid Check Total 6012 6/28/2024 mis07 107413 STATE ST BANK & TRUST, MS 107413 PLAN 401A Ben175958 6/28/2024 401A PLAN: PAYMENT 523.29 523.29 Voucher: 6012
6013 6/28/2024 mis08 303845 STATE ST BANK & TRUST, MS 457 PLAN OBI 303845 Ben175952 6/28/2024 MISSION SQUARE 457B: PAYMENT 8,989.22 8,989.22 Voucher: 6013
6014 6/28/2024 mis09 803808 STATE ST BANK & TRUST, MS RHS PLAN OBI 803808 Ben175960 6/28/2024 RETIREMENT HEALTH SAVINGS 3%: PAYMENT 664.15 664.15 Voucher: 6014
6015 6/28/2024 uni21 DEL MAR CITY EMPLOYEES ASSOC. Ben175954 6/28/2024 DMCEA DUES: PAYMENT 253.00 253.00 Voucher: 6015
6016 6/28/2024 nat15 NATIONAL BENEFIT SERVICES, LLC, FLEXIBLE BENEFITS DEPT Ben175956 6/28/2024 SEC. 125 FLEXIBLE SAVINGS ACCT: PAYMENT 1,054.17 1,054.17 Voucher: 6016
6017 6/28/2024 par21 U.S. BANK PARS FFC 6746022400, CITYDELMAR ATTN B BERGMAN Ben175950 6/28/2024 PUBLIC AGENCY RETIREMENT SRVCS: PAYMENT 4,399.01 4,399.01 Voucher: 6017
Sub total for EFT GENERAL ACCOUNT US BANK: 15,882.84
Page: 2
30 July 8, 2024 Item 05
06/27/2024
Check List
City of Del Mar
3 4:31:17PM
apChkLst Final Page:
9 checks in this report. Grand Total All Checks: 67,367.95 Page: 3
31 July 8, 2024 Item 05
City of Del Mar
Agenda Report
________________________________________________________________________________________________________ City Council Action:
TO: Honorable Mayor and City Council Members
FROM: Kaitlyn Elliott-Norgrove, Special Projects & Programs Manager Via Ashley Jones, City Manager
DATE: July 8, 2024
SUBJECT: Approval of City of Del Mar Emergency Operations Plan REQUESTED ACTION/RECOMMENDATION:
Staff recommends that the City Council adopt a Resolution (Attachment A) approving the City of Del Mar Emergency Operations Plan.
BACKGROUND:
The San Diego Unified Disaster Council (UDC), of which the City of Del Mar is a member, updated its Operational Area Emergency Operations Plan in August 2022. With funding secured through the Urban Area Security Initiative (UASI), the UDC obtained a consultant to lead the development of an EOP template—which was developed based on best practices—for member cities.
To ensure a regional approach when responding to a disaster, the UDC has requested that all 18 incorporated cities in San Diego County adopt an Emergency Operations Plan (EOP) using this template. The County’s EOP will be updated every four years in cooperation with the San Diego Office of Emergency Services (County OES) and the UDC.
DISCUSSION/ANALYSIS:
The City of Del Mar EOP (Attachment B) is a comprehensive emergency management guidance document that provides for a planned response to disaster situations associated with natural, manmade, or technological incidents. This EOP builds on a draft that was prepared in 2021 and is consistent with the EOPs of other jurisdictions in the County.
Every four years, the City will review and update its EOP to reflect any changes to the County’s EOP and to meet the unique needs of the City. There are times when minor changes are required to the EOP; therefore, the proposed Resolution (Attachment A) delegates to the City Manager or the City Manager’s designee the authority to approve minor changes to the Emergency Operations Plan documents without the need for City Council action.
1 July 8, 2024 Item 07
City Council Agenda Report
Updated City of Del Mar Emergency Operations Plan
July 8, 2024
The City’s EOP is aligned with the National Incident Management System (NIMS), the California Standardized Emergency Management System (SEMS), and the Incident Command Structure. The EOP was reviewed internally based on a “cross walk” rubric prepared by Cal OES for county EOPs. This voluntary step allowed staff, with partnership from County OES, to perform a gaps analysis of the EOP.
The EOP specifically describes the roles and responsibilities of staff within the City’s Emergency Operations Center (EOC), while following an emergency management structure of authority. The EOP also describes mutual aid in the region, outlines sources of outside support, and details how the City prepares for and responds to emergencies.
The EOP includes new information about City-specific EOC roles, is consistent with the San Diego County Operational Area (OA) and includes new requirements by State law.
FISCAL IMPACT:
There is no fiscal impact or action to be taken by the City Council related to this agenda item.
ENVIRONMENTAL IMPACT:
The proposed City Council action does not constitute a “project” under the definition set forth in California Environmental Quality Act (CEQA) Guidelines Section 15378 because it will not have a potential to result in a direct or indirect physical change in the environment and is, therefore, not subject to CEQA. No further action under CEQA is required.
NEXUS TO CITY COUNCIL GOALS AND PRIORITIES:
The Emergency Operations Plan is Item 4 on Tier 2 of the City Council’s FY 2024-25 Work Plan.
ATTACHMENTS:
Attachment A – Resolution No. 2024-XX
Attachment B – City of Del Mar EOP – Revised June 2024
2 July 8, 2024 Item 07
ATTACHMENT A
RESOLUTION NO. 2024-XX
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DEL
MAR, CALIFORNIA, APPROVING THE CITY OF DEL MAR
EMERGENCY OPERATIONS PLAN
WHEREAS, the City of Del Mar is a member of the San Diego Unified Disaster Council; and
WHEREAS, the San Diego Unified Disaster Council updated its Operational Area Emergency Operations Plan in 2022 and is requesting that all 18 incorporated cities in San Diego County adopt Emergency Operations Plans with the same content and structure to ensure a regional approach when responding to a disaster; and WHEREAS, the County’s plan will be updated every four years in cooperation with the San Diego Office of Emergency Services and Unified Disaster Council.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Del Mar, California, that:
1. The Emergency Operations Plan will be utilized in conjunction with the San Diego County Operational Area Emergency Operation Plan Functional Annexes and local operating procedures.
2. The City of Del Mar will review and update its Emergency Operations Plan every four years to reflect the County’s Emergency Operations Plan and to meet the unique needs of the City.
3. The City Manager or the City Manager’s designee is authorized to approve minor changes to the Emergency Operations Plan as needed.
PASSED, APPROVED, AND ADOPTED by the City Council of the City of Del Mar, California, at the Regular Meeting held this 8
th day of July, 2024.
_____________________________________
Dave Druker, Mayor
City of Del Mar
APPROVED AS TO FORM:
________________________________
Leslie E. Devaney, City Attorney
City of Del Mar
3 July 8, 2024 Item 07
Resolution No. 2024-XX
ATTEST AND CERTIFICATION:
STATE OF CALIFORNIA
COUNTY OF SAN DIEGO
CITY OF DEL MAR
I, SARAH KRIETOR, Administrative Services Manager/City Clerk of the City of Del Mar, California, DO HEREBY CERTIFY, that the foregoing is a true and correct copy of Resolution No. 2024-XX, adopted by the City Council of the City of Del Mar, California, at a Regular Meeting held the 8
th day of July, 2024, by the following vote:
AYES:
NOES:
RECUSE:
ABSENT:
ABSTAIN:
Sarah Krietor, Administrative Services
Manager/City Clerk
City of Del Mar
4 July 8, 2024 Item 07
1 CITY OF DEL MAR
EMERGENCY OPERATIONS PLAN
DATE OF EXECUTION: 07/08/24
5 July 8, 2024 Item 07
2 REVISION DATE: 07/08/2024
CONTENTS
Record of Distribution
Record of Changes
Promulgation Statement
Section I: Preface
Approvals and Implementation
Attestation of Plan Concurrence
Section II: Plan Guidance
Purpose
Scope
Overview of the City
City’s Hazard Identification
Planning Assumptions
Planning Approaches
Whole Community Planning
All-Hazards Planning
Section III: Concept of Operations
Overview of Con-Ops
Preparedness
Community Emergency Response Team (CERT)
Public Education and Outreach
Training and Exercises
Mitigation
Response
Local On-Scene Command and Control
Additional Response Considerations
Physical, Programmatic and Communications Needs
Essential Needs of Children
Household Pets and Service Animals
Recovery
Section IV: Assignment of Responsibilities
Section V: Activation of the EOP
6 July 8, 2024 Item 07
3 Introduction
Authority to Activate
Levels of Activation
Emergency Operations Center--Overview
Activation of the EOC
Activation Procedures
Deactivation of the EOP
EOC Organization
EOC Location
Proclamation of a Local Emergency
Mutual Aid
Section VI: Direction, Control, and Coordination
Section VII: Information Collection, Analysis and Dissemination Information Collection
Analysis of Information
Dissemination of Information
Section VIII Communications
Incident Communications
Alerts and Warnings
EAS
WEA
AlertSanDiego and Accessible AlertSanDiego
Public Information
Section IX: Administration, Finance, and Logistics
Administration—Documentation
Incident Reports
Reports Generated By the EOC
Damage Assessment/Recovery Documentation
After Action Reports (AAR)
7 July 8, 2024 Item 07
4 City’s Record Retention Schedule
Finance Section
Public Assistance
Individual Assistance
Logistics Section
Homeland Security Grant Program (HSGP)
State Homeland Security Grant Program (SHSGP)
Urban Area Security Initiative (UASI)
Support Requirements/Mutual Aid
Resource Management
Section X: Plan Development and Maintenance
Section XI: Authorities and References
Section XII: Appendices/Attachments
Acronyms
Crosswalk Elements (Links to)
EOC Organizational Chart
Functional Annexes (County of San Diego)
Glossary
Multi-Jurisdictional Hazard Mitigation Plan (County of San Diego) Master Mutual Aid Plan
Plan Concurrence Documents
Plan Concurrence
8 July 8, 2024 Item 07
5 RECORD OF DISTRIBUTION
Date Department/Agency Received By Delivery
Method
City Manager’s Office, City of Del
Mar
Public Works Department, City of
Del Mar
Planning and Community
Development Department, City of
Del Mar
Fire Department, City of Del Mar
Community Services Department,
City of Del Mar
Finance Division, City of Del Mar
San Diego County Sheriff’s
Department
County of San Diego Office of
Emergency Services
9 July 8, 2024 Item 07
6 RECORD OF CHANGES
# Date Contact/Role/Phone Summary of Change
1 07/2024 Kaitlyn Elliott-Norgrove
Special Projects & Programs
Manager
858-704-3632
Council approved and adopted plan (07/08/2024).
10 July 8, 2024 Item 07
7 PROMULGATION STATEMENT
This document is the revised City of Del Mar Emergency Operations Plan (EOP). This plan supersedes any previous plan(s) promulgated for this purpose. It provides a framework for the City to use in performing emergency functions before, during, and after an emergency event. Emergency events may be classified as (1) naturally occurring disasters, (2) hazardous materials incidents, (3) human-caused emergencies, (4) technological failures, or (5) infrastructure destruction.
As a core service, the City implements emergency planning and preparedness programs, and staff has ensured that the EOP supports the National Incident Management System (NIMS) and the Standardized Emergency Management System (SEMS). The City will work together with State, Federal, and other local agencies to prevent, prepare for, respond to, and recover from incidents, regardless of cause, size, or complexity effectively and efficiently. The EOP supports the overall mission of the City and has been designed to support all collaborative emergency response efforts of all County, State and Federal agencies. The County of San Diego’s Unified Disaster Council (UDC) endorses and promulgates this document as the official Emergency Operations Plan of the City of Del Mar.
The plan addresses Emergency Preparedness (those activities supporting enduring operational readiness) and Emergency Response (those immediate and ongoing actions that lead the jurisdiction through an identified crisis or disaster event). The City is responsible for the development and maintenance of the local EOP. This plan is continually reviewed to ensure that it complies with all existing Federal, State, and local statutes. All Federal and State laws supersede the policies and procedures listed in this plan. The Emergency Response portion of the plan will be tested, revised, and updated as required. All recipients of this document are requested to advise the City regarding recommendations for improvement. The present plan has been reviewed and is hereby approved.
Effective: 07/08/2024
11 July 8, 2024 Item 07
8 SECTION I: PREFACE
APPROVAL AND IMPLEMENTATION
The City of Del Mar is committed to providing for the safety of all City residents and local properties. Community safety is dependent upon the continuation of public services before, during and after an emergency or disaster.
Federal, state, and local laws direct the City to develop comprehensive emergency management plans that identify and prepare for all-hazards, including natural disasters, technological failures, infectious disease outbreaks, international or domestic terror attacks and catastrophic damage to infrastructure. The City of Del Mar must be ever ready, equipped and properly trained to respond to, and recover from, any of these situations.
The City of Del Mar Emergency Operations Plan (EOP) was developed in accordance with following recommended guidance from the Federal Emergency Management Agency’s (FEMA) Comprehensive Preparedness Guide 101 Version 2.0. The EOP addresses the emergency response functions of local government departments, public officials, and other public and private organizations during emergencies/disasters. The plan was developed through a collaborative effort of City departments, including public safety agencies such as fire, law enforcement, and Public Works. These organizations play a vital role in responding to emergencies.
The EOP applies to all persons participating in protection, prevention, mitigation, preparedness, response, and recovery efforts within the City. Furthermore, all stakeholders are encouraged to maintain their own procedures and actively participate in the training, exercises, and maintenance needed to support this plan.
The City of Del Mar EOP is based on the County of San Diego Operational Area Emergency Operations Plan (OA EOP). It is designed to meet the needs of the City with respect to organizational structure and identified hazards.
The City of Del Mar Emergency Management Program is responsible for the development and maintenance of the City’s EOP. Any changes to the plan must be submitted to the Emergency Management Program for official updates to the plan. There is no official requirement for the City Manager or City Council to address or approve minor changes and daily operational issues. It will be necessary, however, when major changes or responsibilities are modified.
12 July 8, 2024 Item 07
9 ATTESTATION OF PLAN CONCURRENCE
The parties responsible for developing this EOP have noted each instance when a local department, partnering jurisdiction, or collaborating agency (public or private) is mentioned in the present document. Respecting the importance of plan concurrence, each of these mentioned entities has been notified of its role in the City’s plan and have responded with verbal or written acknowledgment and consent.
Written acknowledgements and/or consents (as they are received) are gathered in the appendices of this EOP.
13 July 8, 2024 Item 07
10 SECTION II: PLAN GUIDANCE
PURPOSE
This Emergency Operations Plan (EOP) was developed to describe the local, comprehensive emergency management system, which provides for a coordinated response to any natural disaster or man-made emergency. The plan establishes the emergency organization and addresses the coordination of emergency response activities. The goal of this plan is to provide for a coordinated effective response to ensure the protection of life, property, resources, and the environment.
This plan was developed with input from partnering jurisdictions within San Diego County and is consistent with operational concepts defined in plans throughout the region, including the Operational Area (OA) Emergency Operations Plan (EOP). The EOP facilitates coordination among responding agencies, clearly defining areas of responsibility for effective response to any emergency.
SCOPE
This EOP applies to any extraordinary emergency, within the City’s limits, associated with any hazard, natural or human-caused. These emergencies may affect the City and may result in a coordinated response by multiple local government departments and personnel, partner agencies, or regional jurisdictions. The City of Del Mar, hereinafter referred to as Del Mar or the City, acknowledging that all emergencies begin and end locally, asserts its responsibility for ensuring emergency preparedness, response, and recovery activities for all populations within the geographic boundary that defines the City.
The Emergency Organization of Del Mar includes all City departments having a role in emergency preparedness, response, and recovery. The organization also includes sources of outside support. These sources may be provided through mutual aid agreements or through other formal or non-formal collaboration with private, non-profit, or public agencies.
The operational response concepts outlined in this plan will be employed by all responding departments and agencies. The EOP is flexible and scalable and can be adapted as necessary to satisfy the response needs of the emergency.
This EOP has been developed to provide guidance for the City based on the following goals and objectives:
14 July 8, 2024 Item 07
11 Provide a comprehensive system for effectively managing operations during a declared emergency.
Describe how the City will protect the life and property of vulnerable populations or individuals with Access and Functional Needs (AFN) (i.e., persons with disabilities, seniors, children, individuals with limited English proficiency, and those who are transportation-disadvantaged).
Clearly identify lines of authority and response relationships. Assign tasks and responsibilities and equip individuals with the resources to fulfill their roles.
Ensure adequate maintenance of facilities, services, and resources in advance of an emergency.
Facilitate recovery efforts by providing proper inventory and resource management.
OVERVIEW OF THE CITY
Incorporated in 1959, the City of Del Mar is a quaint seaside village located just 20 miles north of San Diego. With a population of approximately 4,000 people, and covering just
2.2 square miles, Del Mar is known for its vibrant small-town atmosphere. Del Mar attracts residents, and upwards of two million visitors annually from all over the world, who come to enjoy the beautiful dog-friendly beaches, hiking trails, scenic views, the many shops and dining opportunities located within the Del Mar village, and the Del Mar Fairgrounds.
The Los Angeles/San Diego (LOSSAN) rail corridor passes through the City.
The community is primarily comprised of single-family residential neighborhoods, with retail uses and restaurants in the downtown, a small commercial area, and several hotels. The City employs approximately 65 full-time employees, and 80 part-time, seasonal employees, which operate out of the City’s Civic Center, Lifeguard Headquarters, Del Mar Fire Station, and Public Works yard and administration building. The City provides law enforcement services through a contract with the San Diego County Sheriff’s Department, and fire administration is provided through a mutual agreement between the cities of Del Mar, Encinitas, and Solana Beach.
HAZARD IDENTIFICATION
The City of Del Mar has identified the following hazards to be included in its planning, mitigation, response, and recovery preparations:
15 July 8, 2024 Item 07
12 1. Flood: The City of Del Mar is located along the coastline and is bordered to the north and south by the San Dieguito River and Lagoon and the Los Peñasquitos Lagoon, respectively, and it is most susceptible to flooding from these bodies of water during significant rain events and/or storm surge.
2. Sea Level Rise: The City of Del Mar is likely to affected by future sea level rise given its proximity to the coastline, San Dieguito River and the San Dieguito and Los Peñasquitos Lagoons.
3. Tsunami: The City of Del Mar is likely to affected by a tsunami due to its proximity to the coastline, San Dieguito River and the San Dieguito and Los Peñasquitos Lagoons.
4. Wildfire: The City of Del Mar is likely to be affected by a wildfire given the City’s eastern hillside topography and proximity to the Crest Canyon Open Space Preserve, which has vegetative fuels.
5. Erosion: The City of Del Mar is likely to affected by coastal erosion due to its 1.6 miles of coastal bluffs along the Pacific Ocean.
6. Earthquake: The City of Del Mar is likely to be affected by an earthquake given the City’s proximity to the Rose Canyon Fault, which extends inland from La Jolla Cove, south through rose Canyon, along the east side of Mission Bay, and out into San Diego Bay. The Rose Canyon Fault is considered the greatest potential threat to San Diego as a region, due to its proximity to areas of high population.
7. Drought: The City of Del Mar is likely to be affected by extreme drought periods as drought becomes more frequent in San Diego County.
PLANNING ASSUMPTIONS
The following statements are universally applied to emergency operations across jurisdictions in the County of San Diego:
Emergency management activities are accomplished using the Standardized Emergency Management System (SEMS) and the National Incident Management System (NIMS).
Disasters begin and end at the local level. Thus, emergency response is best coordinated at the lowest level of government involved in the emergency. 16 July 8, 2024 Item 07
13 Local responders provide the first response in the community, focused on initial efforts to save lives and property. Local authorities maintain operational control and responsibility for emergency management activities within their jurisdiction, unless otherwise superseded by statute or agreement.
When a jurisdiction becomes overwhelmed by the size or complexity of an emergency event, Mutual Aid will be requested and provided as it is available.
Non-governmental Organizations (NGO), (both private and non-profit), may also supplement response.
Mitigation activities conducted prior to the occurrence of a disaster result in a potential reduction in loss of life, injuries, and damage. Supporting plans and procedures are updated and maintained by responsible parties.
APPROACHES TO PLANNING
All-Hazards Planning
The City has taken an all-hazards stance when planning for the emergency needs of the community. This approach is an integrated method of emergency preparedness that focuses on capacities and capabilities that are critical to preparedness for a full spectrum of emergencies or disasters. The means that the local jurisdiction is committed to developing these capacities and capabilities that matter during a time of crisis or emergency. It ensures that the City and its stakeholders have the proper training, supplies, and leadership to address a broad range of threats.
The City’s all-hazards planning approach identifies the resources required, and the steps to be taken, before and after an incident. It strives to minimize injuries and/or destruction of property and all categories of resources. The approach takes that which is complex and extensive and breaks it down into manageable tasks that rely on standardized terminology and protocols.
Whole Community and Inclusive Emergency Management Practices The City is fully committed to planning for the needs of the entire community without regard to a person’s demographic profile. The Whole Community Planning concept maintains the necessity of including diverse partnerships with residents, emergency management representatives, organizational and community leaders, and government officials. This is done to improve the assessment and understanding of the needs of various constituents and partners and to organize and strengthen community resources, capacities, and interests. Engaging in whole community emergency management 17 July 8, 2024 Item 07
14 planning leads to demonstrable benefits including societal security and post-incident resiliency.
Community resiliency depends on several critical factors:
An ability of first responder agencies (e.g., fire service, law enforcement, and emergency medical services) to seamlessly transition from routine response activities to extra-ordinary emergency operations
A robust and coordinated emergency management organization that can coordinate with State and regional partners through an effective and efficient Emergency Operations Center (EOC), mass notification and alerting process, an interoperable communications platform, and an accurate and timely public information structure
A well-prepared and informed community, which is supported through the collaborative efforts of the area’s private, public, and non-profit sectors.
In accordance with the whole community approach, this plan was developed by soliciting the input and guidance from various stakeholders, including, but not limited to:
representatives from County OES, City departments, law enforcement and fire services personnel, and emergency managers and planners.
In the City, all programs, services, and activities provided to residents during times of emergency, to the maximum extent feasible, will be inclusive of individuals with disabilities and others with access and functional needs. The following are key focus areas for supporting persons with physical, cognitive, or emotional challenges. Accessible transportation
Assistance animals
Dietary restrictions and needs
Assistive equipment and services
Accessible public messaging
Evacuation assistance
Restoration of essential services
Language translation and interpretation services
Service delivery site Americans with Disabilities Act (ADA) compliance The City complies with all Federal and State laws that govern the service of individuals with disabilities, access, and functional needs, and/or a range of other cultural vulnerabilities during emergency planning phases and emergency response. Federal laws informing the City’s planning efforts include:
18 July 8, 2024 Item 07
15 Architectural Barriers Act of 1968
Rehabilitation Act of 1973
Individuals with Disabilities Education Act of 1975
Fair Housing Act Amendments of 1988
Robert T. Stafford Disaster Relief and Emergency Assistance Act of 1988 Americans with Disabilities Act of 1990
Telecommunications Act of 1996
Post-Katrina Emergency Management Reform Act of 2006
Twenty-First Century Communications and Video Accessibility Act of 2010 The City also complies with California Government Code § 8593.3, which requires government agencies to integrate planning for the needs of individuals with access and functional needs into emergency operations plans. As stated in the code, this includes planning for individuals who have developmental or intellectual disabilities, physical disabilities, chronic conditions, injuries, limited English proficiency or who are non-English speaking, older adults, children, people living in institutionalized settings, or those who are low income, homeless, or transportation disadvantaged, including, but not limited to, those who are dependent on public transit or those who are pregnant.
In 2020, Senate Bill 160 updated Section 8593.3.5; the update mandates the County, and by extension the City, ensure cultural competency across all emergency planning efforts.
While the County is directed to establish a separate community advisory board for the purpose of cohosting, coordinating, and conducting outreach forums inclusive of culturally diverse communities, the City has, and will continue to take steps to build competencies relative to a culturally diverse community. Cultural competence means the ability to understand, value, communicate with, and effectively interact with people across cultures to ensure that the needs of all community members are addressed, with priority given to culturally diverse communities. It includes, but is not limited to, being respectful and responsive to the cultural and linguistic needs of diverse population groups.
A culturally diverse community includes, but is not limited to, race and ethnicity, including indigenous peoples, communities of color, and immigrant and refugee communities; gender, including women; age, including the elderly and youth; sexual and gender minorities; people with disabilities; occupation and income level including low-income individuals and the unhoused; education level; people with no or limited English language proficiency; as well as geographic location.
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16 SECTION III: CONCEPT OF OPERATIONS (CON-OPS)
OVERVIEW OF CON-OPS
It is the responsibility of the City to establish and maintain a comprehensive approach to emergency management to mitigate the effects of hazardous events. The City has the primary responsibility for preparedness and response activities within its jurisdiction. The City’s emergency organization operates under SEMS and NIMS, which are based on the Incident Command System (ICS) and the Multi-Agency Coordination System (MACS).
These management systems are designed to provide a structure for response to any emergency, large or small. SEMS consists of the emergency management systems of all local jurisdictions (including special districts), OAs (county-wide), Cal OES Mutual Aid Regions (two or more counties) and State Government. SEMS is scalable and may not require a complete activation of all levels. The incident will dictate the level of activation required.
PREPAREDNESS
During non-emergency times, the City remains in a constant state of readiness. The potential for natural disasters and/or man-made hazards/incidents places a continued emphasis on preparedness activities. Preparedness activities are those activities which help City staff support and enhance response to an emergency. Emergency planning, staff training and exercises, hazard identification and assessment, resource identification, public awareness and education focus on the City’s preparedness for all- hazards.
City public safety personnel, identified in this plan as having either primary or support responsibilities during emergencies, maintain policies and procedures for responding.
City personnel receive training on emergency response procedures, both at the field level, and in the EOC.
Community Emergency Response Team (CERT)
The CERT program is an all-risk, all-hazard training program, designed to educate residents in the community about disaster preparedness. CERT is a valuable program that helps residents protect themselves, their families, their neighbors, and their neighborhood during an emergency. The City CERT program provides preparedness opportunities to city residents through various workshops and training courses. 20 July 8, 2024 Item 07
17 Public Education/Outreach:
The City promotes emergency preparedness through public education. The City of Del Mar Fire Department engages local citizen to inform them about the different hazards and provides community presentations to increase public knowledge about emergency preparedness, response, and recovery operations.
Training and Exercises:
The City strives to ensure personnel have the training necessary to perform daily operations and serve in an emergency role during any incident. The City follows the NIMS guidelines to ensure EOC personnel are adequately trained and familiar with their roles and responsibilities during emergency response.
The City also participates in the countywide reoccurring two-year exercise schedule, which includes a tabletop exercise in year one, followed by a full-scale exercise in year two. Every two-year cycle focuses on a different hazard/scenario and provides an opportunity for emergency responders and EOC staff to test regional coordination, plans and procedures. In addition, the City engages in internal exercises as needed to test Cityspecific operations, policies, and procedures.
MITIGATION
Emphasis is placed on mitigation measures to reduce losses from disasters, including the development and enforcement of appropriate land use, design, and construction regulations. Identified hazards will be made safer via ordinance, regulations, public awareness campaigns, special mitigation projects, and policy making. The City has identified its top hazards and corresponding mitigation activities, listed in the MultiJurisdictional Hazard Mitigation Plan (San Diego County, 2023).
The City’s zoning ordinances and the California Building Code support mitigation efforts through the enforcement of fire codes and earthquake standards. Other City regulations help mitigate potential hazards through several code enforcements such as installation of water systems of adequate size and pressure for firefighting, ensuring adequate roadway widths for emergency vehicle access, and avoiding projects in floodplains.
RESPONSE
Whenever possible, all emergency response activities will be initiated and managed locally with City resources. The City is responsible for directing and coordinating emergency operations, while other levels within the SEMS structure provide support as 21 July 8, 2024 Item 07
18 needed. When the emergency exceeds the City’s capabilities or capacities, mutual aid assistance should be requested through established agreements with other jurisdictions (local, State or Federal) or the San Diego County Operational Area (OA), All responses to an emergency will progress through the established SEMS process. The chart below depicts the five organizational levels of SEMS and how activation levels are tied to the size and scope of the evolving incident.
CHART 1 SEMS ORGANIZATIONAL LEVELS
STATE
OPERATIONS
The coordination of the State’s resources is fully integrated with Federal agencies.
REGIONAL
OPERATIONS
All information and available resources are managed and coordinated among operational areas.
OA
OPERATIONS
Information, resources, and priorities are managed by all local governments within the boundaries of the affected County.
LOCAL
OPERATIONS
The affected jurisdiction disseminates local information, city resources, and immediate priorities within its boundaries.
FIELD
OPERATIONS
A local Incident Commander assesses the current emergency, sets response priorities, mobilizes, and coordinates all available resources, identifies additional equipment and personnel needs, and releases, as appropriate, on-scene information.
All incidents will be managed at the lowest possible level, using standard operating procedures established by the responding departments or agencies.
Responders will use the established Incident Command System (ICS) to manage response operations.
If an incident exceeds normal incident response procedures, the City will activate established mutual aid channels prior to requesting support from the OA.
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19 Local, On Scene Command and Control
The Incident Commander (IC) identified by the appropriate agency, (i.e., Law Enforcement, Fire, or Public Works), will assume responsibility for all emergency response activities. These responsibilities include:
Assessing the scope of the presenting emergency
Identifying immediate and short-term goals and objectives Determining the overarching response needs
Initiating the development of strategies and tactics
Establishing operational periods; and
Authorizing and mobilizing the necessary response resources Reporting pertinent information to the EOC, if activated The IC, with input from the command staff and general staff, has overall authority and responsibility for conducting incident operations within the parameters of the defined emergency. When multiple command authorities are involved, the incident will typically be led by a Unified Command effort. The Unified Command team is comprised of officials from separate agencies who have legally established jurisdictional authority, but who must cooperate with other agencies to achieve the emergency management goals and objectives. Unified Command provides direct, on-scene control of tactical operations.
At the tactical level, on-scene incident command and management organization are located at an Incident Command Post, which is typically comprised of local and mutual aid responders.
Additional Response Considerations
During emergency response, it is important to ensure that preparedness and response strategies serve the needs of the entire population within the city. This includes vulnerable populations. Strategies rooted in inclusive emergency management practices will ensure that all populations are considered, and the necessary services are provided to all impacted communities.
Physical, Programmatic and Communications Needs
Emergencies are not selective about the communities or the people they impact.
Individuals with disabilities and others with access and functional needs may experience a greater impact from disasters because of disruptions in their support systems and loss of equipment, supplies, transportation, and communication. 23 July 8, 2024 Item 07
20 The City, in coordination with the County of San Diego, continues to plan for the needs of individuals with disabilities and access and functional needs, including but not limited to providing accessible transportation during evacuations, providing public information in multiple languages, language translation services at evacuation and recovery centers, and training first responders on how to interact with persons with physical, cognitive, and emotional disabilities.
There are key principles to consider when planning for the needs of persons with disabilities and access and functional needs. These principles guide the programs and activities necessary for addressing the needs of these individuals:
Equal Access: People with disabilities must be able to access the same programs and services as the general population.
Physical Access: People with disabilities must be able to access locations where emergency programs and services are provided.
Access to Effective Communication: People with disabilities must be given the same information provided to the general population. Communications with people with disabilities must be as effective as communications with others.
Inclusion: People with disabilities have the right to participate in and receive the benefits of emergency programs, services, and activities.
Integration: Emergency programs, services, and activities typically must be provided in an integrated setting.
Program Modifications: People with disabilities must have equal access to programs and services, which may entail modifications.
No Charge: People with disabilities may not be charged to cover the costs of measures necessary to ensure equal access and nondiscrimination.
Essential Needs of Children
It has been established that children have unique physical and emotional needs when a disaster occurs. Children are at increased risk of physical, psychological, developmental, and emotional harm, and respond differently to these traumatic events than adults do.
Children require protection from physical harm, exploitation or violence, psychosocial distress, family separation, abuses related to evacuation, denial of access to quality education and recruitment into gangs. Working with partner agencies, the City’s goal is to adequately address these needs and provide for children. 24 July 8, 2024 Item 07
21 Regarding family separation, all City temporary shelters (in conjunction with the American Red Cross) require the intake of family units. Parents and children are linked through an established identification system and children are not allowed to leave the shelter without being accompanied by the adult they came with. When dealing with unaccompanied minors, arrangements are made to bring in support from law enforcement and County of San Diego Child Support Services to ensure they receive the additional assistance they need. Additionally, arrangements are made to provide children in shelters a lifestyle as close to their regular experiences, including play areas, dietary needs, and opportunities to communicate with trained professionals reading emotional and psychological concerns.
Household Pets and Service Animals
The San Diego Humane Society (SDHS) is equipped to shelter animals in an emergency response situation for the City of Del Mar. Animal Control Officers are available 365 days per year on a standby basis to pick up dangerous or injured animals per the City’s contract with SDHS. SDHS has vehicles for transport, including animal control trucks, a transport van and a spay bus.
RECOVERY
A successful recovery operation begins before the disaster occurs. Recovery operations include the development, coordination, and execution of service- and site-restoration plans for impacted communities, as well as the reconstitution of government operations and services.
The City participated in the development of the San Diego County Operational Area Recovery Plan, which is activated as necessary during any emergency requiring largescale recovery activities. The City will appoint an overseer of all the recovery efforts in the aftermath of a declared emergency. This person will manage the City’s recovery operations in accordance with the recovery plan. As the incident transitions from response to recovery, EOC staff will be reassigned as necessary to support the recovery operation and fulfill recovery roles and responsibilities. 25 July 8, 2024 Item 07
22 SECTION IV: ASSIGNMENT OF RESPONSIBILITIES
Below is a list of personnel responsible for the tasks and responsibilities needed to effectively manage an extra-ordinary event or declared emergency. The list represents the Emergency Organization of the City of Del Mar.
Management Section
EOC Director: City Manager
EOC Manager: Special Projects & Programs Manager
Public Information Officer: Assistant City Manager
Liaison Officer: Management Analyst (City Manager’s Office) Legal Counsel: City Attorney
Operations Section
Operations Section Chief: Public Works Operations Manager Care & Shelter Branch Coordinator: Maintenance & Construction Superintendent Fire & Rescue Branch Coordinator: Fire Operations Chief (Encinitas) Law Enforcement Branch Coordinator: Sheriff’s Captain Public Works & Utilities Branch Coordinator: Public Works Director Construction & Engineering Branch Coordinator: Associate Management Analyst (Public Works)
Damage/Safety Assessment Unit Leader: Code Enforcement Officer and Contract Building Official
Planning Section
Planning Section Chief: Director of Planning and Community Development Situation Status Unit Leader: Principal Planner
Advanced Planning Unit Lead: Principal Planner
Documentation & Messaging Unit Leader: Associate Planner GIS Unit Leader: Assistant Planner
Logistics Section
Logistics Section Chief: Director of Community Services Facilities/Food Unit Leader: Management Analyst (Administrative Services) HR Unit Leader: Senior Management Analyst (Administrative Services) Information Systems Unit Leader: IT Manager
Supply/Procurement Unit Leader: Parking Enforcement Officer Finance/Admin Section
Finance/Admin Section Chief: Finance Manager
Costs Accounting Unit Leader: Finance Officer
Timekeeping Unit Leader: Account Tech II
Compensation/Claims Unit Leader: Account Tech II
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23 Supporting Organizations
Supporting organizations are likely to be used to support local operations in all functional areas of emergency response
Supporting organizations include state and federal agencies and departments, local organizations, nonprofit organizations, private sector and other voluntary organizations
Supporting Organizations include, but are not limited to:
County of San Diego (OA)
▪ The County of San Diego is responsible for serving as the operational area coordinator and will facilitate coordination among responding agencies
▪ The County of San Diego commits several County departments to disaster response in their respective functional areas
▪ These departments include, Office of Emergency Services, Environmental Health, Public Health, Communications, Sheriff, etc.
California Governor’s Office of Emergency Services (Cal OES) ▪ Cal OES provides support to the local jurisdiction through the operational area coordinator
▪ Cal OES serves as the conduit between the local jurisdiction and the federal government
▪ Resources can be requested through established chain of command and will be coordinated via the mission tasking system
▪ State agencies will provide direct or indirect support to the local jurisdiction for a wide range of activities
Federal Emergency Management Agency (FEMA)
▪ FEMA’s mission is to help before, during, and after disasters 27 July 8, 2024 Item 07
24 ▪ FEMA provides resources for all phases of emergency management, and most notably provides disaster relief programs for those affected by disaster
CERT
▪ The City of Del Mar’s Community Emergency Response Team (CERT) can be activated by the Del Mar Fire Department during emergency and non-emergency events to assist with emergency response and emergency preparation efforts
▪ The CERT program educates people about disaster preparedness for hazards that may impact their area and trains them in basic disaster response skills, such as fire safety, light search and rescue, team organization, and disaster medical operations
▪ Using the training learned in the classroom and during exercises, CERT members can assist others in their neighborhood or workplace following an event when professional responders are not immediately available to help when activated by the Del Mar Fire Department
▪ CERT members also are encouraged to support emergency response agencies by taking a more active role in emergency preparedness projects in their community
▪ Additional information about the Del Mar CERT program may be found at: https://www.delmar.ca.us/527/Community-Emergency-ResponseTeam-CERT American Red Cross (ARC)
▪ The American Red Cross performs shelter operations, including managing and operating shelters.
▪ The ARC performs with family reunification.
▪ It provides counseling services as necessary.
2-1-1
▪ 2-1-1 provides current emergency information to non-emergency callers and helps PIOs with media monitoring and rumor control. ▪ 2-1-1 refers prospective volunteers to organizations that are accepting volunteer assistance.
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25 ROLES AND FUNCTIONAL RESPONSIBILITIES
MANAGEMENT RESPONSIBILITIES
Primary (Local) Supporting (Local) Supporting Agency
EOC ACTIVATION City Manager City Council San Diego Humane Society
Assistant City Manager City Attorney
Special Projects &
Programs Manager
City Clerk
Fire Communications
Public Works Planning and
Community
Development
Sheriff Finance
Fire
Human
Resources/Risk
Management
Information Technology
Sheriff
Public Works
Community Services
PUBLIC
INFORMATION
Public Information
Officer
City Council Cal OES
City Manager Fire Cal Highway Patrol
Sherriff County of SD (OA)
Public Works SDG&E
2-1-1 San Diego
American Red
Cross
San Diego Humane
Society
DISASTER
COUNCIL
City Council
City Manager
Assistant City Manager
Fire
Sheriff
Public Works
POLICY GROUP City Council
City Manager
City Clerk
EMERGENCY
PROCLAMATION
City Manager City Council
29 July 8, 2024 Item 07
26 City Attorney
City Clerk
Fire
Sheriff
Public Works
PRESS
CONFERENCES
City Manager City Council County of SD (OA)
Fire
Sheriff
Public Works
OPERATIONS RESPONSIBILITIES
Primary (Local) Supporting (Local) Supporting Agency
INCIDENT
COMMAND
Fire
Sheriff
Public Works
EOC
MANAGEMENT
City Manager
ALERT AND
WARNING
Sheriff Public Information
Officer
2-1-1 San Diego
Fire County of SD (OA)
Public Works
EVACUATION/REENTRYSheriff Public Works San Diego Humane Society
Public Information
Officer
ACCESS CONTROL Sheriff Fire
TRAFFIC CONTROL Sheriff Public Works Cal Highway Patrol CROWD CONTROL Sheriff Fire
Public Works
ANIMAL RESCUE San Diego Humane
Society
ESTABLISH
PERIMETER
Sheriff Public Works
SITE/SCENE
SECURITY
Sheriff
30 July 8, 2024 Item 07
27 SEARCH AND
RESCUE
Fire Sheriff CERT
Community
Services/Lifeguards
FIRE
SUPPRESSION
Fire City Manager County of SD (OA)
Public Information
Officer
San Diego Humane
Society
Planning and
Community
Development
Sheriff
Public Works
Community Services
HAZARDOUS
MATERIALS
County of SD (OA) Sheriff
Public Works
RADIOLOGICAL
PROTECT
County of SD (OA Fire
MEDICAL MULTICASUALTYFire County of SD (OA)
PUBLIC HEALTH County of SD (OA) Fire
BEHAVIORAL
HEALTH
County of SD (OA)
SHELTER
OPERATIONS
American Red Cross Community Services County of SD (OA) DEBRIS REMOVAL Public Works County of SD (OA)
Solid Waste Hauler
FLOOD FIGHTING Public Works
UTILITY
RESTORATION
SDG&E
Public Works
PLANNING/INTEL RESPONSIBILITIES
Primary (Local) Supporting (Local) Supporting Agency
SITUATIONAL
AWARENESS
Director of Planning
and Community
Development
Public Information
Officer
31 July 8, 2024 Item 07
28 Planning and
Community
Development
Finance
Fire
Human Resources
Information Technology
Sheriff
Public Works
Community Services
DOCUMENTATION City Clerk Public Information
Officer
Finance
GIS Information Technology Planning and
Community
Development
ADVANCED
PLANNING
Planning and
Community
Development
LOGISTICS RESPONSIBILITIES
Primary (Local) Supporting (Local) Supporting Agency
SUPPLY Finance County of SD (OA)
TRANSPORTATION Public Works County of SD (OA)
FACILITIES Public Works Community Services
PERSONNEL Human Resources
COMMUNICATION
S/IT
Information Technology
VOLUNTEER
COORDINATION
City Manager Fire CERT
County of SD (OA)
DONATIONS MGT City Manager CERT
(County of SD (OA)
FINANCE/ADMIN RESPONSIBILITIES
Primary (Local) Supporting (Local) Supporting Agency
COMPENSATION/C
LAIMS
Risk Management Finance
32 July 8, 2024 Item 07
29 COST
ACCOUNTING
Finance
PROCUREMENT Finance
REIMBURSEMENT Finance Cal OES
County of SD (OA)
RECOVERY RESPONSIBILITIES
Primary (Local) Supporting (Local) Supporting Agency
RECOVERY
DIRECTOR
City Manager Public Works
Planning and
Community
Development
Finance
DAMAGE
ASSESSMENT
Public Works Planning and
Community
Development
Cal OES
Fire County of SD (OA)
Sheriff VOAD
DEBRIS REMOVAL Public Works Public Information
Officer
County of SD (OA)
Finance VOAD
Fire Solid Waste Hauler
PUBLIC
ASSISTANCE
City Manager City Council Cal OES
Public Works County of SD (OA)
Fire CERT
Sheriff
INDIVIDUAL
ASSISTANCE
Fire City Manager Cal OES
Sheriff Public Works County of SD (OA)
VOAD
LOCAL
ASSISTANCE
CENTER
County of SD (OA) Planning and
Community
Development
Cal OES
Sheriff VOAD
Finance County of SD (OA)
Fire
Public Works
Community Services
33 July 8, 2024 Item 07
30 SECTION V: ACTIVATION OF THE EOP
INTRODUCTION
The City’s EOP is an all-hazards plan that is scalable and flexible to meet the response needs of an incident. The EOP should be activated when an emergency has occurred (or might occur). The following circumstances would warrant an activation:
When so ordered by the City’s Director of Emergency Services, as designated in the Municipal Code 2.52.030 and provided that the actual or potential emergency has been proclaimed in accordance with the existing ordinance; or When the Operational Area (OA), County of San Diego Office of Emergency Services, proclaims a local emergency that includes the City; or When the Governor has proclaimed a state of emergency in an area including the City; or
When a State of War Emergency has been proclaimed under the statutory triggers identified in the California Emergency Services Act (California Government Code Chapter 7:1:2 § 8620-8624); or
When there is a Presidential declaration of a national emergency
AUTHORITY TO ACTIVATE THE EOP
The City requires the Director of Emergency Services, and the other emergency services chiefs to develop and manage a comprehensive emergency management plan for the jurisdiction. These individuals are responsible for activating of the City’s EOP. The following personnel have the authority to activate the EOP:
City Manager (Assistant or Deputy—following established line of succession)
Fire Chief
Law Enforcement Chief
Director of Public Works
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31 LEVELS OF ACTIVATION
The State of California Emergency Plan identifies three levels of emergencies used to categorize emergency response. These same levels are used by the San Diego County Operational Area (OA), and the City.
CHART 2
ACTIVATION LEVEL CONDITIONS/DEFINITIONS
NORMAL OPERATIONS/
MONITORING
A constant state of readiness, wherein emergency
management functions maintain situational awareness
and operational capabilities. First responders manage
day-to-day incidents within this level.
LEVEL 3
A minor to moderate incident wherein local resources
are adequate and available. A local emergency is
unlikely
LEVEL 2
A moderate to severe emergency wherein local
resources are not adequate and mutual aid may be
required from the OA, region, or state. A local
emergency may or may not be proclaimed.
LEVEL 1
Major disasters wherein resources in or near the
impacted area are overwhelmed and extensive, and
state and/or federal resources are required. A local
emergency proclamation is likely, and state of
emergency may be proclaimed. A presidential
declaration of emergency or major disaster may be
requested.
35 July 8, 2024 Item 07
32 EMERGENCY OPERATIONS CENTER (EOC) OVERVIEW
The Del Mar Emergency Operations Center (EOC) is integral in the coordination of successful response and recovery operations. The EOC serves in support of the incident commander and field responders. With centralized decision-making, personnel and other resources can be utilized more effectively. Coordination of activities through the EOC ensures that all tasks are accomplished with little or no duplication of effort, and with the highest probability of success.
Day-to-day operations are conducted by departments and agencies throughout the city. When a major emergency or disaster occurs, the EOC provides the centralized management needed to facilitate a coordinated response.
EOC ACTIVATION
The level of EOC activation is dependent on the severity of the impending disaster or emergency. EOC activation levels are likely to correspond with the emergency response levels listed above.
Activation Procedures:
The Incident Commander will submit a recommendation for EOC activation through their chain of command (Fire, Law Enforcement, and/or Public Works)
The Fire Chief, Law Enforcement Chief, or Public Works Operations Manager will notify the Director of Emergency Services (or City Manager) and advise of the impending emergency requiring EOC activation
The Director of Emergency Services will coordinate with City public safety personnel and decide on EOC activation
EOC staff will be notified through the City’s mass notification system of an EOC activation.
The decision to activate the EOC may be considered under the following circumstances:
Chart 3
EVENT ACTIVATION RECOMMENDED STAFF
EOC activation required by an
Incident Commander
36 July 8, 2024 Item 07
33 Structure fire displacing large
number of residents
Law Enforcement activity
requiring evacuation or shelter
in place
Two or more large incidents
involving 2 or more City
departments
Notified of a credible attack on
a target within the city
boundaries
Minor earthquake of 4.0 – 4.9
magnitude within San Diego
County and affecting the City
Severe storm predicted to bring
high wind and heavy rain
Notification of Public Safety
Power Shutoff (PSPS) affecting
the City
EOC activation in a
neighboring jurisdiction during
a major event
LEVEL 3
Monitoring
EOC Director
Operations
Section
Coordinator
Planning Section
Coordinator
Public
Information
Officer
Emergency involving multiple
City departments with heavy
resource involvement
Wildland fire threatening
developed areas
Severe weather damage
necessitating damage
assessment information
collection
Moderate Earthquake 5.0 – 5.9
magnitude centered in San
Diego County.
LEVEL 2
Transitional
Activation
(modified as
needed)
All LEVEL
THREE positions
Section
Coordinators
Agency
Representatives
(as needed)
Branches/Units
(as needed)
Any natural disaster casing
evacuations and/or damages
Major Earthquake of 6.0 or
greater, centered in the City or
neighboring jurisdiction
LEVEL 1
Full Activation
All EOC
positions
37 July 8, 2024 Item 07
34 A Local Emergency has been
proclaimed for the City.
A State of Emergency has
been declared by the Governor
in our County.
Staff for second
operational
period alerted
Deactivation of the EOC
The decision to deactivate the EOC will be a coordinated discussion among City leadership (the Policy Group) and the incident commander/unified command in the field. There are several factors that influence the decision to deactivate the EOC however, the EOC is generally deactivated when the incident response operations have concluded and begin transitioning to recovery operations. It should be noted that the EOC may need to remain activated to facilitate recovery operations. Therefore, EOC deactivations are situation dependent.
EOC ORGANIZATION
The City’s Emergency Operations Center Manager is responsible for ensuring the ongoing readiness of the EOC and EOC personnel. All City departments are required to provide staff to fill EOC positions as necessary.
During emergency operations, the EOC, in accordance with SEMS, is organized into six major functional areas. They are:
1. Management
2. Operations
3. Planning/Intelligence
4. Logistics
5. Finance/Administration
There are several procedural responsibilities common to all the sections. These responsibilities include gathering and verifying information; decision-making; coordinating; briefing; advising; following procedures; providing, notifying, and scheduling staff; and comprehensive record-keeping.
The City’s EOC Organizational Chart can be found here.
38 July 8, 2024 Item 07
35 EOC LOCATION
The EOC is located at the Town Hall, 1050 Camino del Mar, De Mar, CA 92014. The Alternate EOC is located at the Public Works Department, 2240 Jimmy Durante Boulevard, Del Mar, CA 92014. The EOC will be used during any EOC activation unless that location is compromised or inaccessible. In such a circumstance, operations would be moved to the alternate EOC. If a physical set-up of the EOC is impossible, virtual technologies will be employed for the purposes of briefings, assignments monitoring, and dissemination of public information.
PROCLAMATION OF A LOCAL EMERGENCY
The Director of Emergency Services may request the City Council to proclaim that there is a present or potential threat of a “local emergency.” (See Del Mar Municipal Code 2.52.040.) In the absence of the Director, a legally appointed alternate may make this request.
If the City Council is not in session, or cannot be convened in a timely manner, the Director (or duly appointed alternate) may issue the proclamation.
The City Council must ratify any such proclamation at its next regularly scheduled council meeting. If the Council does not act to ratify the proclamation at that time, the proclamation will have no further force or effect. It may, however, be terminated sooner by the City Council at a special meeting called by the council for that purpose.
In the local proclamation, the Director of Emergency Services may also request the Governor to proclaim a “state of emergency” when, in the opinion of the Director, the locally available resources are inadequate to cope with the emergency.
Whenever a local emergency is proclaimed, a copy of the proclamation will be sent to the County of San Diego Office of Emergency Services. In its capacity as the Operational Area, that agency will be asked to forward the local proclamation to the State for further considerations.
A local proclamation empowers the Director of Emergency Services to:
Make and issue rules and regulations on matters reasonably related to the protection of life and property as affected by such emergency; provided, 39 July 8, 2024 Item 07
36 however, such rules and regulations must be confirmed at the earliest practicable time by the city council
Obtain vital supplies, equipment, and such other properties found lacking and needed for the protection of life and property and to bind the city for the fair value thereof and, if required immediately, to commandeer the same for public use
Require emergency services of any city officer or employee and, in the event of the proclamation of a “state of emergency” in the county in which this city is located or the existence of a “state of war emergency”
Command the aid of as many citizens of this community as deemed necessary in the execution of his/her duties; such persons shall be entitled to all privileges, benefits, and immunities as are provided by state law for registered disaster services workers
Requisition necessary personnel or material of any City department or agency; and
Execute all his/her ordinary power as emergency manager, all the special powers conferred upon him/her by this chapter or by resolution or emergency plan pursuant hereto adopted by the City Council, and by any other lawful authority.
MUTUAL AID
Mutual aid, including personnel, supplies, and equipment, is provided in accordance with the California Master Mutual Aid Agreement, and other local Mutual Aid Agreements. A link to the Master Mutual Aid Agreement may be found here.
In San Diego County, jurisdictions are linked through various mutual aid agreements.
The City, through its Fire, Law Enforcement, and Public Works Departments has existing mutual aid agreements, including automatic mutual aid, with regional partners.
These agreements are often utilized daily and are always available on an as needed basis.
The City’s EOP is supported by various strategic and tactical plans of City departments, as well as the operational plans of partner agencies throughout San Diego County.
The City’s EOP is designed under the guidance of the Operational Area EOP. The emergency preparedness, response, and recovery process, polices, and activities described within this EOP are consistent with the uniform coordination that exists among all OA partners in local government, non-governmental organizations, and the private sector.
40 July 8, 2024 Item 07
37 Additional information about the process for mutual aid operations can be found in the Functional Annexes of the County of San Diego EOP, found here. These annexes describe mutual aid coordination for fire and rescue, law enforcement, mass care and shelter, public health, public works, and many other functions. 41 July 8, 2024 Item 07
38 SECTION VI: DIRECTION, CONTROL, AND
COORDINATION
The City utilizes the Standardized Emergency Management System (SEMS) for coordinating all local emergencies. The framework of SEMS incorporates the use of the Incident Command System, multi-agency or interagency coordination, Operational Area concepts, and the State’s Master Mutual Aid Agreement.
SEMS is flexible, scalable, and designed to meet the operational needs of any situation.
It can be partially or fully implemented to manage a potential or actual threat or an emerging or ongoing incident. SEMS may also be implemented in advance of a planned event which may increase the likelihood of a strain on existing emergency response resources. When appropriately initiated, SEMS allows for an incident-specific scaled response, the efficient delivery of needed resources, and the effective coordination of emergency response and management activities.
The following is the hierarchy of the local response structure:
▪ Field or on-scene operations
▪ Department-specific operational coordination
▪ Situational Management coordinated at the Emergency Operations Center (EOC)
▪ San Diego County Operational Area (OA) assistance
▪ State Coordination
▪ Federal Coordination
FIRST RESPONDERS (FIELD OPERATIONS/ON SCENE
OPERATIONS)
First Responders use ICS to manage response operations. All public safety departments follow standard operating procedures when managing an incident internally and/or in coordination with multiple City departments. During any incident, an Incident Commander (IC) or Unified Command post (UC) will be established. The IC/UC is responsible for developing and implementing the tactical response to the incident. Tactical roles and responsibilities are outlined in agency SOPs and other procedural guides. 42 July 8, 2024 Item 07
39 DEPARTMENT OPERATIONS CENTER (DEPARTMENTSPECIFIC OPERATIONS) Some city departments may open a Department Operations Center or DOC. These second-tier command centers allow individual departments (or groups of departments) to better track their resources and manage their departments’ roles and responsibilities.
DOCs typically operate from their usual locations without directly reporting to the Emergency Operations Center (EOC). DOCs communicate directly with the field, mitigating field needs, and potentially addressing these needs before they even reach the EOC. DOCs may or will (1) assist with the coordination of emergency operations; (2) always communicate their actions to the EOC; and (3) sometimes request resources that may be outside of their normal scope. Each DOC is linked to the EOC through the EOC’s Operations section, directly communicating with the coordinators assigned for each specific function.
EMERGENCY OPERATIONS CENTER (OVERALL INCIDENT
MANAGEMENT)
When an incident requires the activation of the Emergency Operations Center (EOC), the Incident Commander or the designated head of Unified Command will maintain authority to direct the tactical response. The EOC, however, assumes management of the overall coordination for the incident. It is up to the EOC to establish the priorities for the response and for all responders to the emergency. Coordination elements include but are not limited to (1) incident communications; (2) ordering and allocating resources; (3) collecting and disseminating information to the response teams; (4) issuing alerts and warnings; and (5) providing information to the public.
The EOC is organized into five (5) sections, each responsible for carrying out a different aspect of the response.
1. Management Section: This section is responsible for overall EOC operations and coordination. The Management section facilitates the EOC response at the direction of the Policy Group and makes sure that all EOC functions are operational.
2. Operations Section: This section is responsible for coordinating all incident-related strategic operations as directed by the Policy Group and/or Management Section. The Operations Section coordinates priority missions with the branch coordinators and it ensures resource deployments that are consistent with the objectives set by the EOC.
43 July 8, 2024 Item 07
40 3. Planning and Intelligence Section: The P/I Section maintains situational awareness for the EOC by collecting, analyzing, and sharing incident-related information. It also prepares the EOC Action Plan and maintains resource status reports.
4. Logistics Section: This section provides any resources that support the City’s disaster response. Resources may include, but are not limited to, personnel, space, vehicles, and equipment.
5. Finance/Administration Section: The Finance/Administration section maintains accurate financial records generated during the emergency and makes sure that all incident-related costs are tracked. The section all ensures that all recovery-related costs and expenses are properly recorded.
OPERATIONAL AREA
Once it has been determined that an incident is beyond the capabilities of the City and/or its mutual aid agreements, the City may request the assistance of the County of San Diego, which, through its designation as the Operational Area (OA), may provide additional support and resources to the City or region. Direction and control of the local incident remains with the City. When a request is initiated by the City, additional assistance related to direction and control may be provided by the County OA.
The County of San Diego manages the OA EOC. The decision to activate the OA EOC will be made by the County’s Director of OES. The Director may also activate the OA EOC when (1) there is an incident involving an unincorporated area; (2) there is an incident involving the unincorporated area plus one or more cities; or (3) when there is an incident involving two or more cities. The OA EOC will help coordinate incident responses among all affected local jurisdictions.
STATE COORDINATION
The OA EOC communicates with the State Operations Center (SOC) on behalf of the local jurisdictions. During major emergencies, state government resources are mobilized through Cal OES in response to requests received through regional mutual aid coordinators. Jurisdictional needs are communicated to the OA EOC that then communicates these needs directly to the state.
44 July 8, 2024 Item 07
41 FEDERAL COORDINATION
When the federal government responds to an emergency or disaster within the City, it will coordinate with the state to establish a Unified Coordination Group (UCG) in accordance with unified command principles. The UCG will integrate state and federal resources and set priorities for implementation. The UCG may activate a Joint Field Office (JFO) to facilitate unified operations. When a JFO is activated, the SOC will transfer operational control to that facility.
45 July 8, 2024 Item 07
42 SECTION VII: INFORMATION COLLECTION,
ANALYSIS, AND DISSEMINATION
Gathering accurate information, analyzing that information, and then sharing accurate, timely, and appropriate information are the essential activities, that support successful planning, emergency responses, and efficient recovery efforts.
INFORMATION COLLECTION
Prior to the activation of an EOC, information is collected in the field by the Incident Commander and by emergency dispatchers who may have been alerted to the incident.
When the decision is made to activate the EOC, gathering accurate information becomes a top priority for the EOC. Collecting good information and data is essential for maintaining situational awareness and establishing a common operating picture. The Planning and Intelligence section in the EOC is tasked with seeking out and collecting incident information and compiling the information into useable formats. The P/I Section receives updated information from field personnel (through the Operations Section), media outlets, social media platforms, and various other sources.
Obtaining accurate information and rapidly assessing it are essential tasks at the beginning and throughout emergency response activities. Critical information, known as Essential Elements of Information (EEI), includes information about:
▪ Lifesaving needs, such as evacuation or search and rescue ▪ The status of critical infrastructure, including transportation, utilities, communication systems, fuel, and water supplies
▪ The status of critical facilities, like Law Enforcement and Fire stations, medical providers, water/sewage treatment facilities, and media outlets ▪ The risk of damage to the community, for example, ruptured dams and levees, damage to facilities producing or storing hazardous materials, and anything that will threaten large areas of the city
▪ The number of citizens who have been displaced because of the event and the estimated extent of damage to their dwellings
▪ Information about the potential for cascading or concurrent events 46 July 8, 2024 Item 07
43 ANALYSIS OF INFORMATION
All information collected will be analyzed by response personnel, EOC staff, supporting agencies, decision-makers, and any partner with a vested interest in the planning, response, and/or recovery processes. Analysis of information involves vetting and verifying that the information is accurate, timely, and usable.
DISSEMINATION OF INFORMATION
Once information has been collected, vetted, and verified, it will be distributed to a range of recipients. Information is shared from the field to the EOC and from the EOC to the field. It is also shared with collaborating agencies and may be shared with the public by way of the various news-reporting media or social media.
Information may be distributed internally through verbal communications, E-mail, WebEOC, 800 MHz radio, phone platforms (person to person calls, conference calls, virtual meetings, etc.), and EOC briefings.
Regularly occurring EOC briefings will be held to update departments and affiliated agencies, organizations, and any entities with a direct or peripheral role in the declared emergency. These briefings will be held on either a fixed schedule or as often as needed.
Any information being released to the public must be approved for release by the IC and/or EOC Director. When appointed, a designated individual(s) is responsible for releasing information through all appropriate channels. External partners and the public may receive information through any of the methods, and may also find information through press releases, broadcast alerts and warning messages, situational reports, social media, and other media outlets.
47 July 8, 2024 Item 07
44 SECTION VIII: COMMUNICATIONS
During normal or stable operations, responders use the Regional Communications System (RCS) to facilitate emergency communications among response agencies throughout the county. The RCS provides public safety voice and data communications to San Diego County agencies via 800Mhz radio, for the purpose of improving public safety, public service communications, and interoperability. The San Diego County Sheriff's Department's Wireless Services Division oversees the operation and maintenance of the RCS.
INCIDENT COMMUNICATIONS
Response to local emergencies is managed by first responders operating under the Incident Command System (ICS). The City has designated radio channels for the public safety departments.
Fire
Day-to-day radio communications are managed the North County Dispatch Joint Powers Authority which is staffed 24/7 with dispatchers and administrative personnel.
The center is responsible for all medical, fire, and rescue operations in the City. The North County Dispatch Joint Powers Authority maintains dispatching responsibilities for the jurisdiction.
Law Enforcement (San Diego County Sheriff’s Department) The dispatch center manages and coordinates law enforcement communications for the City. LE’s dispatch center also coordinates with the North County Dispatch Joint Powers Authority to ensure communication coordination and interoperability with the Fire Department.
Public Works
The Public Works Department maintains the City of Del Mar’s essential infrastructure.
The five primary responsibilities include: 1) Potable water including storage reservoirs and associated distribution network distributing water purchased through various interagency agreements; 2) Wastewater collection and pumping to receiving agencies which transport and treat; 3) Streets with associated drainage, pedestrian paths, bike lanes, signage, traffic signals, and landscaping; 4) Open spaces including park landscaping, public pathways, and beach maintenance; 5) City facilities and facilities grounds. After business hours emergencies can be reported to the hotline:
858-756-1126.
48 July 8, 2024 Item 07
45 ALERTS AND WARNINGS
SD County residents, and particularly local residents receive emergency notifications through three different alert and warning systems within San Diego County. These systems are (1) the Emergency Alert System (EAS); (2) Wireless Emergency Alerts (WEA); and (3) AlertSanDiego or Accessible AlertSanDiego.
EAS
The State of California has been divided into "EAS Operational Areas" for the purpose of disseminating emergency information. The San Diego EAS Operational Area encompasses the entire County. Under Federal guidelines, local EAS operational plans are written by the broadcast community. Two radio stations, KOGO (600 AM) the Local Primary (LP)-1 and KLSD (1360 AM) the Local Primary (LP)-2 have emergency generators and have volunteered to be the local primary stations for the OA.
All radio and television stations in San Diego County along with all cable TV providers will be broadcasting emergency public information in the event of an activation of the EAS. The system is designed so that all the radio, TV and cable stations/systems monitor the LP-1 and LP-2 stations and forward the information to their listeners and viewers.
The County’s Office of Emergency Services (OES) is authorized to activate the EAS.
Local jurisdictions in the OA can contact the OES Duty Officer to activate the system in the event of the need to notify its citizens to take protective actions or to provide emergency information.
Wireless Emergency Alerts (WEA)
The WEA system is a federally maintained alert and warning system. It is available to all residents, including those in this jurisdiction, to notify them in times of severe or extreme hazards within the framework, agreements, rules, and protocols agreed upon by the Federal Emergency Management Agency (FEMA), the Federal Communications Commission (FCC), and the Unified Disaster Council (UDC).
Through the County’s existing mass notification system, Genasys ALERT, jurisdictions can initiate WEA messages. WEA messages are emergency notifications sent by authorized government alerting authorities, as determined by the 49 July 8, 2024 Item 07
46 jurisdiction, through mobile carriers and broadcast to mobile phones receiving a signal from cell towers within or near the alert area.
WEA version 3.0 from FEMA/FCC incorporates .10-mile geo-targeting capability which allows jurisdictions to notify residents with greater accuracy. Since WEA messages may have regional implications and may be received by residents in surrounding jurisdictions, WEA messages require regional coordination.
If a jurisdiction’s public safety official (Incident Commander, or other authorized alerting authority as determined by the Jurisdiction) determines that the severity of an incident necessitates public alert through WEA, the public safety official will request that a WEA is developed and sent out through their respective dispatch agency. Note that the use of the WEA system is solely authorized for severe or extreme hazards.
Severe or extreme hazards are incidents where an emergency threatens, or is imminently expected to threaten, life, health, or property. WEA messages must contain protective action instructions that recipients should follow to reduce vulnerability to the specific threat.
Protective action instructions may include one or more of these terms:
1. “Shelter” – Shelter in place
2. “Evacuate” – Relocate as instructed
3. “Prepare” – Make preparations
4. “Execute” – Execute a pre-planned activity
5. “Avoid” – Avoid the hazard
6. “Monitor” – View local information sources
7. “All clear” – The event no longer poses a threat or concern AlertSanDiego and Accessible AlertSanDiego
The County of San Diego has instituted a regional notification system that is able to send telephone notifications, texts and emails to residents and businesses within San Diego County who are impacted by, or in danger of being impacted by a disaster.
This software system is called “AlertSanDiego.” It is used by emergency response personnel to notify residents at risk with information about the event and/or actions (such as evacuation, shelter in place, gas leak, missing person at risk, etc.).
AlertSanDiego enables emergency dispatchers to call residents, via a reverse 9-1-1 protocol. The call will alert them to emergency actions which may need to be taken. 50 July 8, 2024 Item 07
47 AlertSanDiego combines GIS mapping technologies with 9-1-1 calling data in an easy-to-use interface. The system utilizes the region's 9-1-1 database, provided by the local telephone companies, which includes both listed and unlisted landline phone numbers. It is TTY/TDD capable.
AlertSanDiego is also available in accessible formats. “Accessible AlertSanDiego” provides emergency management with the capability of alerting and informing residents of San Diego County who are hearing or sight impaired. Such users will be informed before, during, and after a disaster. Accessible AlertSanDiego sends accessible alerts and information to internet and video-capable devices, such as computers, cell phones, smart phones, tablet computers, and wireless Braille readers.
Residents are also encouraged to self-register their Voice Over Internet Protocol (VoIP), cellular telephone numbers, and/or email addresses to receive notifications via phone, text, email, and/or American Sign Language with English voice and text.
If a jurisdiction’s Public Safety Official, as determined by the Jurisdiction, determines that the severity of an incident necessitates public alert through AlertSanDiego, the public safety official will be responsible for processing and disseminating the AlertSanDiego message.
Use of AlertSanDiego system is authorized for the following purposes:
1. Imminent or perceived threat to life or property
2. Disaster notifications
3. Evacuation notices
4. Public health emergencies
5. Any notification to provide emergency information to a defined community Use of AlertSanDiego email and text alerts for registered mobile devices are authorized to issue a notice about a missing person who may be at risk.
PUBLIC INFORMATION
The need for accurate and timely public information, complete with concise instructions, is a necessity during an emergency. The City Manager’s Office staffs the EOC in response to disasters or emergencies.
51 July 8, 2024 Item 07
48 Team members must be able to quickly access tools such as the Internet, social media platforms and the City’s intranet. Some team members may work from remote locations if they cannot get to the EOC. Team members process emergency information and confirm with the EOC Director as to which emergency updates may be distributed to public outlets. Only information verified/approved by the Incident Commander and the EOC Director can be disseminated by the communications team. The communications team generally disseminates information about areas within the City’s jurisdiction only, but makes referrals to, and coordinates with, other jurisdictions.
The communications team distributes information using several methods, including social media, email subscription services, news conferences, and incident updates (brief press releases). Updated public messaging describes (1) the nature of the hazard; (2) the recommended or required protective actions to take; and/or (3) shelter or recovery information.
All communication must be effective, equitable, and redundant. The communications team ensures all public information is accessible to the whole community. Inclusive public communications include but are not limited to:
• Accessible public information/messaging throughout event • Social Media Platforms
• Direct communication accommodations
• Visual Language Translators/Pictograms
• Certified ASL (American Sign language) Interpreter(s) • Video Relay Services (VRS)/ Video Remote Interpreting (VRI) availability • Assistive Listening Devices
• Non-English Translators
• Accessible Website updates
• Accessible materials (e.g., forms, brochures)
• Personal Assistant Services (PAS) availability
• Large font signage
• Non-English signage
• Press conference with equal accessibility
• Closed Captioning
52 July 8, 2024 Item 07
49 SECTION IX: ADMINISTRATION, FINANCE, AND
LOGISTICS
ADMINISTRATION DOCUMENTATION
Documentation of an emergency incident is an essential task that must be completed during a declared emergency. An incident may have written, visual, and audio records that provide the details of each step of the emergency response. These records must be collected and saved to provide the full documentation of a response. These records are essential when preparing debriefings, lessons learned documents, After Action Reports (AAR), and follow-up action steps. These records will allow the Emergency Planner and the Emergency Planning team to revise and/or develop more functional emergency plans.
Incident Reports
Incident reports capture the narrative of the call for service and any decisions that were made thereafter. Field responders complete incident reports detailing actions taken. All radio communications are monitored by dispatch centers across the county, recording radio transmissions and creating transcripts for records.
Reports Generated by the EOC
EOC personnel complete activity logs which provide a chronological log of the activities and response actions of their respective sections. In addition to the activity logs, EOC personnel provide information to WebEOC to share with other responders in the region. WebEOC is the situational awareness tool that captures incident updates and paints a picture of incident progression.
The EOC is also responsible for producing the EOC Action Plan. The EOC Action Plan provides overall incident actions and strategies. All EOC personnel provide input to the action plan, which is approved by EOC management, and carried out by all incident personnel.
Damage Assessment/Cost Recovery Documentation
Damage assessment and cost recovery are significant elements of incident documentation. Damage estimates are needed to secure public assistance and individual assistance for anyone affected by the disaster. The State and Federal 53 July 8, 2024 Item 07
50 reimbursement process requires accurate documentation of costs incurred, including expense related to personnel, equipment, materials, contracts, etc. City departments will coordinate to ensure all resources and costs are captured through the various departmental tracking systems.
Following a disaster, jurisdictions must be able to identify, quantify, and describe the damages that have occurred through the preparation of damage assessments.
Damage assessments allow jurisdictions to report the level of damage experienced, substantiate requests for additional assistance from state or federal partners, and identify community needs.
The City will utilize available personnel to patrol the city and begin collecting information about the type of damaged witnessed. They will estimate and/or quantify the extent of damages. This includes personnel from Law Enforcement, Public Works, Planning and Community Development, Fire, Engineering, CERT members, etc. This information is collected and compiled into an initial damage estimate (IDE) report that is sent to the County Office of Emergency Services.
County OES will compile all jurisdictional IDEs and submit them to the state then for further consideration of the need for preliminary damage assessments (PDA).
PDA is the step in the assessment process which validates data and damages identified through IDEs. PDAs are conducted by state and federal officials. If PDAs are scheduled, the City will provide representatives to participate in the PDA tour of the damaged areas.
The damage assessment process is described in more detail in the San Diego County Damage Assessment Concept of Operations.
After-Action Reports (AAR)
California Code of Regulations, Title 19, § 2450 requires that any jurisdiction declaring a local emergency for which the governor proclaims a State of Emergency, and any state agency responding to that emergency shall complete and transmit an after-action report to Cal OES. The report must be a comprehensive review of the incident, including but not limited to response actions taken, necessary modifications to plans and procedures, and identified training needs.
The AAR contains an improvement plan that sets a path forward for the identified training needs and implementation of necessary improvements. 54 July 8, 2024 Item 07
51 Record Retention Schedule
Documentation, records, and reports produced by the City must be retained according to policies set forth by the City’s established guide. Protocols also provide for the safe storage and proper disposal of all documentation. The City’s retention guidelines establish the schedule and parameters for record-keeping. vital records pertaining to emergency response. The IT Division of the Administrative Services Department manages retention of these records electronically. Computer records are routinely backed up and stored separately from the hard drives.
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52 SECTION X: FINANCE SECTION
The Finance Department manages all financial aspects of disaster response and recovery. The Finance Department has established city’s protocols for financial management. Protocols have been developed for procurement, cost accounting, and reimbursement. The Finance Manager, or designee, serves as the lead for the Finance Section in the EOC, monitoring all disaster expenditures, including timekeeping and extraordinary payroll; contract management; purchased, leased, or loaned supplies and equipment; and non-warehoused materials.
Therefore, the EOC Finance Section is responsible for tracking all costs associated with an EOC activation. It ensures all costs are appropriate with existing emergency operations procedures, and rules. The City’s disaster procurement policies and protocols are out lined in the Municipal Code under section 7.18.060, which authorizes emergency purchases under conditions that pose an immediate threat to public health, safety, or welfare.
The Finance Section also ensures that, to the greatest extent possible, all eligible costs are collected and submitted to State and Federal agencies for the purposes of reimbursement. Fiscal representatives from each City department, in coordination with the Recovery Director, will collaborate to make certain that all appropriate reimbursement documentation is submitted for all possible public and/or individual assistance reimbursement programs.
Public Assistance
Cost recovery is achieved through Federal and State public assistance programs.
Each jurisdiction has the responsibility to complete and submit the required documents for both State and Federal public assistance programs, if seeking and accepting such assistance. There are various public assistance programs available based on the type of disaster that has occurred, including but not limited to:
• Fire Management Assistance Grant (FMAG)
• National Resources Conservation Service (NRCS) Emergency Watershed Program (EWP)
• U.S. Army Corps of Engineers Rehabilitation and Inspection Program • Federal Highway Administration Emergency Relief Program • US Department of Housing and Urban Development
• US Department of Agriculture Emergency Loans
56 July 8, 2024 Item 07
53 • California Disaster Assistance Act (CDAA)
Each of these programs are referenced in the San Diego County Operational Area Recovery Plan and can be found in the most recent FEMA Public Assistance Program and Policy Guide.
Individual Assistance
Individuals are expected, whenever possible, to provide for themselves and be responsible for their own personal recovery. However, many individuals may need and reasonably expect the government to deliver assistance to them well after the disaster. The City will coordinate with FEMA to acquire assistance from the Individuals and Households Program. The program provides financial assistance and/or direct services to those affected by a disaster who have extraordinary expenses and resource needs that they are unable to meet on their own.
Assistance falls into two categories:
• Housing Assistance (including Temporary Housing, Repair, Replacement, and Semi-Permanent or Permanent Housing
Construction)
• Other Needs Assistance (including personal property and other items) 57 July 8, 2024 Item 07
54 SECTION XI: LOGISTICS
Proper planning and forward-leaning preparations will greatly enhance the City’s ability to respond to and effectively manage a disaster. Adequate staffing, proper training, and sufficient warehousing of equipment and resources are key considerations. The City’s Emergency Preparedness Program takes the lead for ensuring the following examples of logistical actions before and during an emergency:
Before:
• The acquisition and resource-typing of County equipment • The stockpiling of critical supplies
• The designation of emergency facilities, shelter sites, family reunification areas, etc.
• The establishment of mutual aid agreements, (e.g., with the American Red Cross)
• The compilation and maintenance of accurate contact lists During:
• The movement and pre-positioning of emergency equipment • Arranging for food, respite and transportation for both victims and emergency responders
• Arranging for shelter facilities, as needed
• Calling for mutual aid
• Provide backup power and communications
• Establishing methods for cell phone recharging, oxygen refills for residents, etc.
Homeland Security Grant Program (HSGP)
Many of the resources required to sustain the City’s preparedness and response efforts are funded through the Homeland Security Grant Program. The HSGP supports the implementation of the National Preparedness System by building, sustaining, and delivering the core capabilities that will help achieve the National Preparedness Goal. The underlying National Preparedness Goal is a secure and resilient nation. Two additional programs provide funding for the City’s preparedness:
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55 State Homeland Security Grant Program (SHSGP)
The State Homeland Security Program (SHSGP) is an assistance program that provides critical funds to build core capabilities at the State, local, tribal, and territorial levels. The SHSGP enhances national resilience efforts at the State level by minimizing disruptions and rapidly recovering from natural or manmade disasters. The SHSGP focuses on meeting the goals and objectives included in the State’s Homeland Security strategies and initiatives listed in the State Preparedness Report (SPR).
To be considered eligible for SHSGP assistance, activities implemented must support terrorism preparedness by building or enhancing prevention, protection, mitigation, response, and recovery efforts related to terrorism. It should be clearly noted that any capabilities which support terrorism preparedness simultaneously support all-hazard preparedness.
Urban Area Security Initiative (UASI)
As a part of the San Diego County Operational Area, the Cities in the County receive funding from the Urban Area Security Initiative. The UASI Program assists high-threat, high-density urban areas in their efforts to build and sustain the core capabilities necessary for the prevention, protection, mitigation, response, and recovery efforts related to acts of domestic or international terrorism. The UASI program provides financial assistance to help address the unique multi-disciplinary planning, organization, equipment, training, and exercise needs of these regions. The Whole Community approach is embraced by UASI-based planning.
SUPPORT REQUIREMENTS/MUTUAL AID
California's statewide emergency planning and response preparations are built upon a foundation of mutual aid. Mutual Aid is designed to ensure that adequate resources, facilities, and other support are provided to jurisdictions whenever their own resources prove to be inadequate to cope with a given situation(s).
Realistically, no jurisdiction has the necessary resources to fully respond to and recover from a major or catastrophic disaster. The City will request mutual aid when appropriate; conversely, it fill mutual aid requests that come from another jurisdiction or region. This is done in accordance with SEMS and NIMS. Please note that the City will always coordinate with the County for hazardous materials incidents, public health crises, mass casualty and mass fatality events, and environmental protection services. 59 July 8, 2024 Item 07
56 RESOURCE MANAGEMENT
During any emergency, resource management rests with the entity/agency in charge of that incident. Typically, incident commanders will manage their resources from the established command post. If the EOC is activated, the EOC will support resource ordering and tracking. During any emergency, the logistics section’s primary responsibility is to ensure the mobilization, acquisition, and delivery of resources to support the response effort at the disaster sites, public shelters, EOC, etc. 60 July 8, 2024 Item 07
57 SECTION X: PLAN DEVELOPMENT AND
MAINTENANCE
The Operational Area (OA), as designated by the County of San Diego Office of Emergency Services, coordinates the update of the Operational Area Emergency Operations Plan (OA EOP) every four years. The OA EOP was developed following the guidelines contained within FEMA’s Comprehensive Preparedness Guide (CPG) 101.
The City, along with the other jurisdictions in San Diego County, utilize the OA EOP as the base upon which it has developed the current EOP. The San Diego County Emergency Managers Working Group established an EOP subcommittee charged with developing a local template based on the OA EOP. The subcommittee worked to identify the appropriate local-level operations, policies, and procedures needed for inclusion in this plan. The established goal of the OA EOP template is to further the standardization of plans and processes throughout the county. Every effort will be made to enhance the highest degree of collaboration and coordination within the OA.
Emergency Operations Plans are to be reviewed and revised according to a regularly occurring schedule or when one of the following may occur:
• Following a major incident
• When there is a significant change in operational resources (e.g., policy, personnel, organizational structures, management processes, facilities, equipment)
• After each activation
• Before and after major exercises
• When appropriate if there is a change in elected officials • Whenever there is a modification of the jurisdiction’s demographic profile, hazard, or threat assessment
• As formal updates of planning guidance or standards are implemented • In response to the enactment of new or amended laws or ordinances.
To ensure the EOP is a relevant and current tool, and in compliance with State-level regulations, the EOP will be reviewed and/or reviewed and updated every four years.
Although the EOP is a public document, it is also a living document that may be changed frequently, therefore the most current version of the EOP is kept on file with the City.
Anyone wishing to access the EOP may do so by contacting the City and requesting a copy of the EOP.
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58 SECTION XI: AUTHORITIES AND REFERENCES
• Unified San Diego County Emergency Services Organization, Fifth Amended Emergency Services Agreement, 2005
• California Emergency Services Act, Chapter 7 of Division 1 of Title 2 of the Government Code
• San Diego County Operational Area Emergency Operations Plan – September 2022
• Petris (SEMS) SB 1841 Chapter 1069 - Amendments to the Government Code, Article 7, California Emergency Services Act
• California Master Mutual Aid Agreement
• Incident Command System, Field Operations Guide, ICS 420-1 • San Diego County Mutual Aid Agreement for Fire Departments • California Law Enforcement Mutual Aid Plan
• Public Works Mutual Aid Plan
• San Diego County Multi-Jurisdictional Hazard Mitigation Plan 2023 • San Diego Urban Area Tactical Interoperable Communications Plan, February 2006
• Unified San Diego County Emergency Services Organization Resolution adopting the National Incident Management System updated October 2017 • Developing and Maintaining Emergency Operations Plans Comprehensive Preparedness Guide (CPG) 101 Version 2.0, November 2010 • FEMA Independent Study (IS) 0368 - Including People with Disabilities and Others with Access and Functional Needs in Disaster Operations • Guidance on Planning for Integration of Functional Needs Support Services in General Population Shelter, November 2010
• Public Law 288, 93rd Congress, Disaster Relief Act of 1974 • Public Law 920, 81st Congress, Federal Civil Defense Act of 1950 • A Whole Community Approach to Emergency Management: Principles, Themes ad Pathways for Action, December 2011
• California Government Code 8593.3 (2018) – Accessibility to Emergency Information and Services
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59 • Web Content Accessibility Guidelines (WCAG) 2.0
• San Diego County Operational Area Recovery Plan (2019) SECTION XIV: ATTACHMENTS/APPENDICES
Acronyms
Crosswalk Elements
EOC Organizational Chart
Functional Annexes (Operational Area Emergency Operations Plan of the Unified San Diego County Emergency Services Organization And County Of San Diego, 2023) https://www.sandiegocounty.gov/content/dam/sdc/oes/emergency_management/plans/o p-area-plan/2023-eop/EOP2023_Complete%20Plan.pdf
Glossary
Master Mutual Aid Plan (Beginning on page 35 in the linked document) Cal OES - Fire and Rescue - Mutual Aid Plan - 20141201
Multi-Jurisdictional Hazard Mitigation Plan (San Diego County) Multi-jurisdictional Hazard Mitigation Plan (sandiegocounty.gov)
Plan Concurrence Documents
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60 PLAN CONCURRENCE DOCUMENTS (Insert)
64 July 8, 2024 Item 07
61 GLOSSARY
ACCESS AND FUNCTIONAL NEEDS (AFN) Access and functional needs (AFN) refers to individuals who are or have (1) physical, developmental, or intellectual disabilities; (2) chronic conditions or injuries; (3) limited English proficiency; (4) older adults; (5) children; (6) low income, homeless and/or transportation disadvantaged (i.e., dependent on public transit); (7) pregnant women.
ADAPTABILITY According to the National Response Framework, planning efforts need to be built on a foundation of flexibility, scalability, and adaptability. Adaptability refers to the idea that a plan must be constructed so that other departments, jurisdictions, or agencies can utilize some or all of the plan if needed.
AFTER ACTION REPORT(S) (AAR) An AAR is a detailed critical summary or analysis of a past event (such as an emergency event) made for the purposes of re-assessing decisions and considering possible alternatives for future reference.
ALL-HAZARDS (APPROACH OR PLANNING) By taking an All-Hazards approach, jurisdictions produce emergency plans that serve as the basis for effective response to any hazard that threatens the jurisdiction; facilitate integration of mitigation into response and recovery activities; and facilitate coordination with State, Federal, tribal, Non-Governmental, and other authorities when a local emergency, disaster or catastrophe is declared.
AMERICANS WITH DISABILITIES ACT OF 1990 (ADA) The Americans with Disabilities Act of 1990 or ADA is a civil rights law that prohibits discrimination based on disability. It affords similar protections against discrimination to Americans with disabilities as the Civil Rights Act of 1964, which made discrimination based on race, religion, sex, national origin, and other characteristics illegal, and later sexual orientation.
COMMAND AND CONTROL Command and Control, sometimes referred to as C2, is the exercise of authority and direction by a properly designated commander over assigned personnel in the accomplishment of the present mission. As all incidents have a local beginning and end, Command and Control is typically established on-scene or within the local, affected area. Command and Control functions are performed through an arrangement of personnel, equipment, communications, facilities, and procedures employed by the Incident Commander in planning, coordinating, and controlling operations.
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62 COMMAND STAFF Within an Incident Command System, the Command Staff is assigned to carry out staff functions needed to support the Incident Commander. These functions include interagency liaison, incident safety, and public information. Command Staff positions are established to assign responsibility for key activities not specifically identified in the General Staff functional elements.
COMMUNITY EMERGENCY RESPONSE TEAM (CERT) The Community Emergency Response Team (CERT) program educates volunteers about disaster preparedness for the hazards that may impact their area and trains them in basic disaster response skills, such as fire safety, light search and rescue, team organization, and disaster medical operations. CERT offers a consistent, nationwide approach to volunteer training and organization that professional responders can rely on during disaster situations, allowing them to focus on more complex tasks.
COMMUNITY RESILIENCY Community resilience is the sustained ability of a community to use available resources to respond to, withstand, and recover from adverse situations. This allows for the adaptation and growth of a community after disaster strikes.
COMPREHENSIVE EMERGENCY MANAGEMENT PLANS OR SYSTEM A
Comprehensive Emergency Management plan or system describes the responsibilities and capabilities of the agencies and organizations in a specified jurisdiction working to prevent, protect against, mitigate, respond to, and recover from emergencies and major disasters impacting the community.
CONCEPT OF OPERATIONS (CON-OPS) A concept of operations (Con-Ops) is a high-level description of the actions to be taken in the pursuit of mission accomplishment during any activation of an emergency operations or response plan.
The Con-Ops can be thought of from the perspective of ends, ways, and means. The “end” is the stated objective, ranging from a very broad strategic aim to the accomplishment of a specific task. The “means” are the capabilities to be employed in each situation. The “ways” are the description of how the means are to be employed to achieve the ends.
CRITICAL INFRASTRUCTURE Critical Infrastructure includes the vast network of highways, connecting bridges and tunnels, railways, utilities, hospital and medical facilities, and buildings necessary to maintain normalcy in daily life. Transportation, commerce, public healthcare, clean water, fuel supplies, natural gas, and electricity all rely on these vital systems.
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63 CULTURAL COMPETENCE Cultural competence refers to an ability to interact effectively with people of different cultures and socio-economic backgrounds, particularly in the context of human resources, non-profit organizations, and government agencies whose employees work with persons from different cultural/ethnic backgrounds. Cultural competence comprises four components: Awareness of one's own cultural worldview, Attitude towards cultural differences, Knowledge of different cultural practices and worldviews, and Cross-cultural skills.
DISASTER SERVICES WORKERS (DSW) During an emergency or disaster, the City may ask employees to do work outside the normal scope of their duties as Disaster Service Workers (DSW). All public employees in the State of California are considered Disaster Service Workers. Even though employees may work outside of their scope, they will not be asked to perform duties that require specialized technical skills or physical activities that are beyond their individual capacities or capabilities.
EMERGENCY EVENT An emergency is a situation that poses an immediate risk to health, life, property, or environment. Most emergencies require urgent intervention to prevent a worsening of the situation. Some, but not all emergency situations may be prevented or mitigated due to diligent pre-planning and risk reduction. Sometimes emergencies can be overwhelming and despite rapid and effective emergency response efforts, the situation may devolve into humanitarian or palliative care in the aftermath.
EMERGENCY OPERATIONS CENTER (EOC) The City’s Emergency Operations Center (EOC) serves as the coordination hub for an incident response. This facility provides a central intelligence arena for decision makers and response team personnel to gather critical information, coordinate response activities, and manage personnel as the emergency dictates.
EMERGENCY OPERATIONS PLAN (EOP)
The Emergency Operations Plan provides the structure and processes that the City utilizes to respond to and initially recover from an event. The EOP is therefore the response and recovery component of the Emergency Management Plan.
EMERGENCY PREPAREDNESS Emergency Preparedness is the state of readiness achieved through proper and timely planning. Such readiness relies on proactive steps taken to prepare for unexpected, serious, and dangerous occurrences. Emergency planning may involve preparation and planning for a natural or manmade disaster, accidents, security breaches, domestic and foreign terrorism, mass casualty incidents, mass fatality situations, food and water disruptions, supply chain interruptions, infrastructure damage, or any disruptive catastrophe.
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64 EMERGENCY RESPONSE Emergency response includes any systematic response to an unexpected or dangerous occurrence. The goal of an emergency response procedure is to mitigate the impact of the event on people and the environment.
FLEXIBILITY According to the National Response Framework, planning efforts need to be built on a foundation of flexibility, scalability, and adaptability. Flexibility refers to the idea that a plan must be able to allow for improvisation and redirection if the original plan is rendered unusable.
FULL-SCALE EXERCISE A full scale exercise is a multi-agency, multijurisdictional, multi-discipline exercise involving functional responses (e.g., a joint field office, emergency operation centers, Department Operations Centers, etc.) and ‘‘boots on the ground’’ responses (e.g., firefighters decontaminating mock victims, EMS personnel establishing triage areas, activating alerts and messaging, etc.) It is intended to test and evaluate the operational capability of the emergency management system in an interactive manner.
GENERAL STAFF The group of incident management personnel reporting to the Incident Commander. They may have one or more Deputies, as needed. The General Staff consists of the Operations Section Chief, Planning/Intelligence Section Chief, Logistics Section Chief, and Finance/Administration Section Chief.
INCIDENT COMMAND SYSTEM (ICS) The Incident Command System (ICS) is a standardized approach to the command, control, and coordination of emergency response providing a common hierarchy within which responders from multiple jurisdictions, departments, or agencies can be effective.
INCIDENT COMMANDER (IC) The incident commander is the person responsible for all aspects of an emergency response; including quickly developing incident objectives, managing all incident operations, application of resources as well as responsibility for all persons involved. The incident commander sets priorities and defines the organization of the incident response teams and the overall incident action plan. The role of incident commander may be assumed by senior or higher qualified officers upon their arrival or as the situation dictates. Even if subordinate positions are not assigned, the incident commander position will always be designated or assumed.
INTEROPERABLE COMMUNICATIONS See “Interoperability” below. 68 July 8, 2024 Item 07
65 INTEROPERABILITY is an essential communications link within public safety and public service wireless communications systems which permits units from two or more different entities to interact with one another and to exchange information according to a prescribed method to achieve predictable results.
JOINT INFORMATION SYSTEM (JIS) A joint information system provides the process for merging incident information and public affairs into a united organization. This organizational structure provides consistent, coordinated, and timely information during a crisis or incident operations. Its mission includes (1) to provide a structure and system for developing and delivering coordinated interagency messages; (2) to develop, recommend, and execute public information plans and strategies on behalf of the incident commander; and (3) to advise the incident commander on public affairs issues that could affect a response effort, and controlling rumors and inaccurate information that could undermine public confidence.
MITIGATION Mitigation encompasses all activities that reduce or eliminate the probability of a hazard occurrence or eliminate or reduce the impact from the hazard if it should occur. In Comprehensive Emergency Management, mitigation activities are undertaken during the time prior to an imminent or actual hazard impact.
MULTI-AGENCY COORDINATION SYSTEM (MACS) Multi-agency Coordination Systems (MACS) are a part of the standardized Incident Command System. MACS provides the basic architecture for facilitating the allocation of resources, incident prioritization, coordination, and integration of multiple agencies for large-scale incidents and emergencies.
MUTUAL AID (AGREEMENTS) (ASSISTANCE) In the context of emergency management, mutual aid is an agreement among emergency responders to lend assistance across jurisdictional boundaries. This may occur due to an emergency response that exceeds local resources, such as a natural disaster act of terror. Mutual aid may be ad hoc, requested only when such an emergency occurs. It may also be a formal standing agreement for cooperative emergency management on a continuing basis, such as ensuring that resources are dispatched from the nearest locale, regardless of which side of the jurisdictional boundary the incident is on.
NON-GOVERNMENTAL ORGANIZATION (NGO) Organizations which are independent of government involvement are known as non-governmental organizations or non-government organizations. NGOs are a subgroup of organizations founded by citizens, which include clubs and associations that provide services to their members and others. NGOs are usually nonprofit organizations, and many of them are active in 69 July 8, 2024 Item 07
66 humanitarianism or the social sciences. Several NGOs avail themselves to the community during times of crisis.
OPERATIONAL AREA (OA) Operational Area refers to the Cal OES (Southern) region which has the responsibility of carrying out the coordination of information and resources within the region and between the SEMS state and regional levels to ensure effective and efficient support to local response. Operational Areas serve as the conduit for local and regional perspective and provide a physical presence for Cal OES functions at the local level in all phases of emergency management.
PUBLIC INFORMATION OFFICER (PIO) During ongoing and significant emergencies, any Jurisdiction may appoint or designate a Public Information Officer or Officer who would be responsible for creating and enabling communication between the jurisdiction, and both news media outlets and the public. This position serves in the Incident Command Structure and supports the mission of the Incident Commander. It's up to the PIO(s) to make sure any statements released to the press and the public follow agency guidelines, are accurate, and adhere to official policy or laws.
RECOVERY A critical part of handling any serious emergency is in the management of the Disaster Recovery Phase. The Recovery Phase is likely to involve, to a significant degree, external emergency services. The priority during this phase is the safety and wellbeing of the citizens, emergency workers, and disaster recovery personnel. Another top priority is the minimization of the emergency itself, the removal or minimization of the threat of further injury or damage and the re-establishment of external services such as power, communications, water etc. A significant task during this phase is also the completion of Damage Assessment Forms.
RESILIENCY (COMMUNITY) See Community Resiliency above.
SCALABILITY According to the National Response Framework, planning efforts need to be built on a foundation of flexibility, scalability, and adaptability. Scalability refers to the idea that a plan must be able to be expanded or compressed based on the complexity of a potential emergency.
STAKEHOLDERS An emergency management stakeholder is an individual who is affected by the decisions made (or not made) by emergency managers and policymakers in his or her community. Since all citizens are likely to be affected by emergency management policies, this definition implies all citizens are emergency management stakeholders.
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67 TABLETOP EXERCISE A table-top exercise (TTX) is a discussion-based exercise in response to a scenario intended to generate a dialogue of various issues to facilitate a conceptual understanding, identify strengths and areas for improvement, and/or achieve changes in perceptions about plans, policies, or procedures.
TACTICAL See Tactical Response below
TACTICAL RESPONSE A tactical response is contrasted with a strategic vision.
Strategy defines the long-term goals of the mission and how the response team might achieve them. Put another way, strategy gives the organization the path needed to achieve a successful mission. Tactics and tactical response measures are much more concrete and are often oriented toward smaller steps and a shorter time frame along the way. Tactical milestones are easily identifiable.
UNIFIED COMMAND A Unified Command allows agencies with different legal, geographic, and functional authorities and responsibilities to work together effectively without affecting individual agency authority, responsibility, or accountability.
Under a Unified Command, a single, coordinated Incident Action Plan will direct all activities.
UNIFIED DISASTER COUNCIL (UDC) The Unified Disaster Council (UDC) is the governing body of the Unified San Diego County Emergency Services Organization.
The Council is comprised of the San Diego County Board of Supervisors, who serves as Chair of the Council, and representatives from the 18 incorporated cities.
VIRTUAL TECHNOLOGIES During a major disaster or catastrophic event that prevents people from reporting to a physical location, many departments, jurisdictions, and agencies may ask certain employees to work from home. Remote work is enabled by technologies including virtual private networks (VPNs), voice over internet protocols (VoIPs), virtual meetings, cloud technology, work collaboration tools and even facial recognition technologies that enable a person to appear before a virtual background to preserve the privacy of the home. Remote work also saves commute time and provides more flexibility.
VULNERABLE POPULATIONS Vulnerable populations include patients who are racial or ethnic minorities, children, elderly, socioeconomically disadvantaged, underinsured or those with certain medical conditions. Members of vulnerable populations often have health conditions that are exacerbated by unnecessarily inadequate healthcare. 71 July 8, 2024 Item 07
68 WebEOC is a web-enabled crisis information management system that provides realtime Information sharing and Situational Awareness. It provides a platform for real-time information-sharing between organizations, within and across disciplines, and among geographic regions.
WHOLE COMMUNITY (PLANNING OR APPROACH) Whole Community is defined by FEMA as "a means by which residents, emergency management practitioners, organizational and community leaders, and government officials can collectively understand and assess the needs of their respective communities and determine the best ways to organize and strengthen their assets, capacities, and interests.” 72 July 8, 2024 Item 07
69 ACRONYMS
AAR (AFTER ACTION REPORT)
ADA (AMERICANS WITH DISABILITIES ACT OF 1990)
AFN (ACCESS AND FUNCTIONAL NEEDS)
ARC (AMERICAN RED CROSS)
ASL (AMERICAN SIGN LANGUAGE)
C.A.S.T. (CITIZENS’ ADVERSITY SUPPORT TEAM) [CHULA VISTA] CAL OES (CALIFORNIA GOVERNOR’S OFFICE OF EMERGENCY SERVICES)
CC (CLOSED CAPTIONING)
CDAA (CALIFORNIA DISASTER ASSISTANCE ACT)
CERT (COMMUNITY EMERGENCY RESPONSE TEAM)
CHP (CALIFORNIA HIGHWAY PATROL)
COMPREHENSIVE EMERGENCY MANAGEMENT PLANS OR SYSTEM
CON-OPS (CONCEPT OF OPERATIONS)
CPG (COMPREHENSIVE PREPAREDNESS GUIDE 101, VERSION 2)
DES (DIRECTOR OF EMERGENCY SERVICES)
DOC (DEPARTMENT OPERATIONS CENTER)
DSW (DISASTER SERVICES WORKERS)
EAS (EMERGENCY ALERT SYSTEM)
ECDC (SAN DIEGO EMERGENCY COMMUNICATIONS AND DATA CENTER)
EEI (ESSENTIAL ELEMENTS OF INFORMATION)
EO (EMERGENCY ORGANIZATION)
EOC (EMERGENCY OPERATIONS CENTER)
EOP (EMERGENCY OPERATIONS PLAN)
EWP (EMERGENCY WATERSHED PROGRAM)
FCC (FEDERAL COMMUNICATIONS COMMISSION)
FEMA (FEDERAL EMERGENCY MANAGEMENT AGENCY)
FMAG (FIRE MANAGEMENT ASSISTANCE GRANT)
HR (HUMAN RESOURCES)
HSGP (HOMELAND SECURITY GRANT PROGRAM)
IC (INCIDENT COMMANDER)
ICS (INCIDENT COMMAND SYSTEM)
IDE (INITIAL DAMAGE ESTIMATE)
IT OR ITS (INFORMATION TECHNOLOGY SYSTEMS)
JFO (JOINT FIELD OFFICE)
JIS (JOINT INFORMATION SYSTEM)
LE (LAW ENFORCEMENT, POLICE, SHERIFF, ETC.)
MACS (MULTI-AGENCY COORDINATION SYSTEM)
NGO (NON-GOVERNMENTAL ORGANIZATION)
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70 NIMS (NATIONAL INCIDENT MANAGEMENT SYSTEM)
NRCS (NATIONAL RESOURCES CONSERVATION SERVICE)
OA (OPERATIONAL AREA)
P/I (PLANNING/INTELLIGENCE)
PDA (PRELIMINARY DAMAGE ASSESSMENT)
PIO (PUBLIC INFORMATION OFFICER)
PW (PUBLIC WORKS DEPARTMENT)
RCS (REGIONAL COMMUNICATIONS SYSTEM)
SEMS (STANDARDIZED EMERGENCY MANAGEMENT SYSTEM)
SHSGP (STATE HOMELAND SECURITY GRANT PROGRAM)
SOBARS (SOUTH BAY AMATEUR RADIO SOCIETY)
SOC (STATE OPERATIONS CENTER)
SPR (STATE PREPAREDNESS REPORT)
TLO (TERRORISM LIAISON OFFICER)
UASI (URBAN AREA SECURITY INITIATIVE)
UCG (UNIFIED COORDINATION GROUP)
UDC (UNIFIED DISASTER COUNCIL)
URBAN AREA SECURITY INITIATIVE (UASI)
VoIP (VOICE OVER INTERNET PROTOCOL)
VRI (VIDEO REMOTE INTERPRETING)
VRS (VIDEO RELAY SERVICES)
WEA (WIRELESS EMERGENCY ALERTS)
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71 City Council
EOC Director
Operations
Section Chief
Care & Shelter
Branch
Fire & Rescue
Branch
Law
Enforcement
Branch
Public Works &
Utilities Branch
Construction /
Engineering
Branch
Damage/Safety
Assessment
Unit
Planning
Section Chief
Situation Status
Unit
Advanced
Planning Unit
Documentation
Unit
GIS Unit
Logistics
Section Chief
Facilities/Food
Unit
HR Unit
Information
Systems Unit
Supply /
Procurement
Unit
Finance &
Admin Section
Chief
Cost Accounting
Unit
Timekeeping
Unit
Compensation /
Claims
Unit
Legal Counsel Liaison Officer
PIO EOC Manager
DEL MAR EOC ORG CHART 2024
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72 CROSSWALK ELEMENTS
Promulgation Statement
Dated/Signed Promulgation
City Council Resolution 1
Approval and Implementation
Plan Concurrence
Correspondence indicating awareness and agreement of participation in Plan 2 Record of Changes
Plan Maintenance
Record of Distribution
Table of Contents
Statement of Purpose
Statement of Scope
Situation Overview
Overview Statement
Major Hazards facing the City
Mitigation Efforts
Planning Assumptions
Concept of Operations
Organization and Assignment of Responsibilities
Functional Roles and Responsibilities
Direction, Control and Coordination
Information, Collection and Analysis
Communications
Administration, Finance, and Logistics
Plan Development and Maintenance
Authorities and References
SEMS Coordination Levels
Operational Area Agreement 3
EOC Organization
Involvement of Special Districts, Private and Nonprofit Agencies, NGO 4 Primary/Alternate Locations of EOC 5
Deactivation of the EOC
Field/EOC Interface
Interface between EOC and DOC
Alternate Government Facilities 6
Compliance with ADA elements of planning
Continuity of Government 7
Vital Record Retention
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73 Notification and Mobilization
Contacting Emergency Response Personnel/Alert List 8
Mutual Aid
Master Mutual Aid Plan 9
Emergency Proclamations
Local Proclamations
Governor’s Declaration
Presidential Declaration
Public Information
Public Release of Information (Pre-, Post-Incident)
Public Education
Recovery Operations
Concept of Operations
Recovery Organization
Damage Assessment
Recovery Documentation
Disaster Assistance
SOPs 10
Training and Exercises
Glossary
References
Resources—Sources for Materials and Supplies, Internally, Externally 11 Contact List 12
Supporting Documentation
Training and Exercises 13
AAR/IP 14
Functional Support Annexes 16
ESF 1 – Transportation
ESF 2 – Communications
ESF 3 – Construction and Engineering
ESF 4 – Fire and Rescue
ESF 5 – Management
ESF 6 – Care and Shelter
ESF 7 – Resources
ESF 8 – Public Health and Medical
ESF 10 – Hazardous Materials
ESF 11 – Food and Agriculture
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74 ESF 12 – Utilities
ESF 13 – Law Enforcement
ESF 14 - Recovery
ESF 15 – Public Information
ESF 17 – Volunteers and Donation Management
ESF 18 – Cyber Security
Management Section
Incident Command Center
Incident Commander
Command Staff
PIO
Operations Section
Alerts and Warnings
Inmate Evacuation Plan 17
Evacuation Plan 18
Traffic Control Plan 19
Debris Removal Plan 20
Animal Control
Mass Fatality Plan 21
Mass Casualty Plan 22
Crisis Counseling 23
Planning/Intel Section
Logistics Section
Finance Administration Section
Support Annexes 24
Hazard, Threat, or Incident-Specific Annexes 25
Dam Plan 26
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75 PLAN CONCURRENCE
The following list of signatures documents each Department’s concurrence with this Emergency Operations Plan.
The City Manager’s Office concurs with the City of Del Mar’s Emergency Operations Plan.
Signed:
The City Clerk concurs with the City of Del Mar’s Emergency Operations Plan.
Signed:
The Fire Department concurs with the City of Del Mar’s Emergency Operations Plan.
Signed:
The Sheriff’s Department concurs with the City of Del Mar’s Emergency Operations Plan.
Signed:
The Finance Division concurs with the City of Del Mar’s Emergency Operations Plan.
Signed:
The Public Works Department concurs with the City of Del Mar’s Emergency Operations Plan.
Signed:
The Planning and Community Development Department concurs with the City of Del Mar’s Emergency Operations Plan.
Signed:
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City of Del Mar
Agenda Report
________________________________________________________________________________________________________ City Council Action:
TO: Honorable Mayor and City Council Members
FROM: Kseniia Izgarskaia, Senior Management Analyst
Monica Molina, Finance Manager/Treasurer
Sarah Krietor, Administrative Services Manager
Via Ashley Jones, City Manager
DATE: July 8, 2024
SUBJECT: Agreement for Financial Advisory Services – NHA Advisors, LLC REQUESTED ACTION/RECOMMENDATION:
Staff recommends that the City Council: 1) Approve a professional services agreement with NHA Advisors, LLC (Attachment A) for as-needed financial advisory services for an initial three-year period effective July 8, 2024, through July 8, 2027; 2) Approve a $20,000 Task Order (Attachment B) for services related to Task 1 of the Citywide Undergrounding Program financing analysis and authorize the City Manager to execute the Task Order and, if needed, amend the Task Order by up to $10,000; 3) Authorize the City Manager to execute the agreement and any subsequent extensions to the term provided for under the Agreement contingent upon satisfactory performance by the consultant; and 4) Amend the Fiscal Year 2024-2025 Operating and Capital Budget as described in the Fiscal Impact section below.
BACKGROUND:
On June 6, 2024, the City issued a Request for Qualifications (RFQ 2024-05) soliciting proposals from qualified professional firms to perform financial advisory services including, but not limited to, evaluating and providing recommendations for financing options to fund the City’s long-term capital projects, with a primary focus on funding for the City’s Undergrounding Program which will underground overhead powerlines citywide.
DISCUSSION/ANALYSIS:
During the solicitation period, six (6) proposals were received from: 1) Columbia Capital Management, LLC; 2) Clean Energy Capital Securities, LLC; 3) Fieldman, Rolapp & Associates, Inc.; 4) Wulff, Hansen & Co; 5) Public Resource Advisory Group (PRAG); and 6) NHA Advisors, LLC. The proposals were carefully evaluated by City staff based on experience, qualifications, reference check information, and other relevant factors. Proposed costs and fees were also evaluated to ensure they were in line with current market rates for the services to be provided. Of the six firms who submitted proposals, three were interviewed.
After a thorough review of the submitted proposal and favorable interview, staff determined that NHA Advisors, LLC (NHA) is qualified to meet the City’s current and future needs based on several key factors. NHA has experience providing similar professional services to other agencies of similar size, working on developing financing programs for utility undergrounding projects in 1 July 8, 2024 Item 08
City Council Agenda Report
Agreement for Financial Advisory Services – NHA Advisors, LLC July 8, 2024
Hermosa Beach and Torrance, and working on municipal revenue measures. NHA has provided comprehensive financial and consulting services to over 170 public agencies throughout California, with a focus on California cities. NHA provided services for several municipal agencies in the San Diego region, such as Cities of Chula Vista and National City, North County Fire Protection District, Vista Irrigation District and San Miguel Fire Protection District. NHA also received highly favorable feedback from multiple references contacted about their work.
NHA demonstrated the necessary qualifications and experience to complete the requested scope of work at a reasonable market cost. Staff recommends that the City Council approve the asneeded Agreement with NHA for an initial three-year period beginning July 8, 2024, through July 8, 2027, with the option for the City Manager to extend the agreement for an additional two-year period based upon satisfactory service being provided during the initial contract period.
Staff also recommends the City Council approve a Task Order (Attachment B) initiating financial analysis of the Undergrounding Program financing options. Services to be provided as part of the task order include completing a due diligence and debt capacity analysis that considers the City’s goals and challenges; developing comprehensive financing options and assessing feasibility; and assisting staff with developing presentation materials for key stakeholders such as the City Council, Undergrounding Project Advisory Committee, and residents. Following completion this work, the City Council will receive a presentation outlining the outcome of the initial financial analysis and potential financing options. Council will then provide direction on next steps for Undergrounding Program financing and timing. If Council decides to proceed with debt issuance, a second Task Order with NHA would be required, the scope of which would be tailored based on Council direction.
FISCAL IMPACT:
The initial cost for NHA’s services under the recommended Task Order is up to $30,000, which requires amending the Fiscal Year 2024-2025 Operating and Capital Budget as follows:
ENVIRONMENTAL IMPACT:
The proposed City Council action does not constitute a “project” under the definition set forth in California Environmental Quality Act (CEQA) Guidelines Section 15378 because it will not have a potential to result in a direct or indirect physical change in the environment and is, therefore, not subject to CEQA. No further action under CEQA is required.
NEXUS TO CITY COUNCIL GOALS AND PRIORITIES:
These services will be used to support planning for the City’s Undergrounding Program and other City Council Tier 1 & 2 capital projects.
ATTACHMENTS:
Attachment A – Agreement with NHA Advisors, LLC
Attachment B – Task Order for Undergrounding Financial Analysis & Financing Options
PROJECT FUND ACCOUNT AMOUNT
Undergrounding Project - General Measure Q 02.7000.7001 $30,000 Total $30,000
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PROFESSIONAL SERVICES AGREEMENT BETWEEN
THE CITY OF DEL MAR AND NHA ADVISORS, LLC
FOR AS-NEEDED FINANCIAL ADVISORY SERVICES
This Professional Services Agreement (“Agreement”) is made and entered into this 8th day of July, 2024 by and between the City of Del Mar, a Charter City and a municipal corporation (“City”), and NHA Advisors, LLC (“Consultant”) (collectively “Parties”).
WHEREAS, the City desires to employ a consultant to provide as-needed financial advisory consulting services (“Consulting Services”). Said work is to be performed in accordance with the terms and conditions set forth below and as described in the scope of services, attached hereto as Exhibit “A” and incorporated herein; and WHEREAS, the City has initially determined that Consultant is qualified by experience and ability to perform the services desired by City, and Consultant is willing to perform such services; and
WHEREAS, Consultant will conduct all the work as described and detailed in this Agreement to be provided to the City.
NOW, THEREFORE, the Parties hereto mutually covenant and agree with each other as follows:
1. CONSULTING SERVICES.
1.1 Scope of Services. The Consultant shall perform the Consulting Services as set forth in the written Scope of Services, attached hereto as Exhibit “A” and incorporated herein. Such services shall be provided at the direction of the City.
1.2. City Modification of Scope of Services. City may order changes to the Scope of Services within the general scope of this Agreement consisting of additions, deletions, or other revisions. If such changes cause a change in the Consultant’s cost of, or time required for, completion of the Scope of Services, an equitable adjustment to Consultant’s compensation and/or contract time shall be made, subject to the City’s approval. All such changes shall be authorized in writing, executed by Consultant and City. If such a change results in an extension of the term of this Agreement or increases the maximum amount to be paid under this Agreement, no such change shall have any force or effect unless an amendment to this Agreement is approved by the City Council.
2. DURATION OF AGREEMENT.
2.1 Term, Time for Performance. This Agreement shall be effective for a period of three (3) years effective the date first written above. The agreement may be extended for an additional two (2) year period, upon written approval of both parties.
Time is of the essence for this Agreement and each provision of this Agreement, unless otherwise specified in this Agreement.
2.2 Delay. Any delay occasioned by causes beyond the control of Consultant may merit an extension of time for the completion of the Scope of Services. When such delay occurs, Consultant shall immediately notify the Project Coordinator in writing of the cause and 3 July 8, 2024 Item 08
Professional Services Agreement
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the extent of the delay, whereupon the Project Coordinator shall ascertain the facts and the extent of the delay and grant an extension of time for the completion of the Consulting Services when justified by the circumstances provided that no extension of time shall be granted which would extend the time for performance beyond the date specified in section 2.1 above.
2.3 City’s Right to Terminate for Default. Should Consultant be in default of any covenant or condition hereof, City may immediately terminate this Agreement for cause if Consultant fails to cure the default within ten (10) calendar days of receiving written notice of the default.
2.4 City’s Right to Terminate without Cause. Without limiting its rights in the event of Consultant’s default, City may terminate this Agreement, without cause, by giving written notice to Consultant. Such termination shall be effective upon receipt of the written notice. Consultant shall be compensated for all effort and material expended on behalf of City under the terms of this Agreement, up to the effective date of termination. All personal property remaining in City facilities or on City property thirty (30) days after the expiration or termination of this Agreement shall be, at City’s election, considered the property of City.
3. PERFORMANCE AFTER TERMINATION. Upon termination of this Agreement as provided herein, Consultant shall, within such reasonable time period as may be directed by City Manager, complete those items of work which are in various stages of completion and which City Manager determines are necessary to be completed by Consultant to allow the project to be completed in a timely, logical, and orderly manner. Upon termination, all finished or unfinished documents, data, studies, surveys, drawings, models, photographs, reports, and other materials prepared by Consultant shall be delivered to the City Manager, upon his request, as property of City.
4. COMPENSATION.
4.1 Total Amount. Compensation to Consultant shall be provided in accordance with the rates described in the Fee Schedule contained in Exhibit “B.” Consultant shall bill the City for work provided and shall present a written request for such payment monthly. City shall pay all invoices in arrears and shall in no event be required to pay for any services provided by Consultant in advance. Consultant acknowledges that it is not guaranteed any particular amount of work.
4.2 Additional Services. City may, as the need arises or in the event of an emergency, request additional services of Consultant. Should such additional services be required, Compensation therefore shall be paid to the Consultant in accordance with Scope of Services contained in Exhibit “A.” City and Consultant shall agree to the costs prior to commencement of such work.
5. INDEPENDENT CONTRACTOR. Consultant is, for all purposes arising out of this Agreement, an independent contractor. The Consultant has and shall retain the right to exercise full control and supervision of all persons assisting the Consultant in the performance of said services hereunder, the City only being concerned with the finished results of the work being performed. Neither Consultant nor Consultant’s employees shall in any event be entitled to any benefits to which City employees are entitled, including, but not limited to, overtime, any retirement benefits, workers’ compensation benefits, any injury leave or other leave benefits, Consultant being solely responsible for all such matters, as well as, compliance with social security and income tax withholding and all other regulations and laws governing such matters. 4 July 8, 2024 Item 08
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6. STATEMENT OF EXPERIENCE. Consultant agrees that it has the financial resources, service experience, completion ability, personnel, and experience in dealing with public agencies necessary for performing the Scope of Services and that such performance shall be in accordance with the standards customarily adhered to by an experienced and competent Consultant using the degree of care and skill ordinarily exercised by reputable Consultants practicing in the same field of service in the State of California. By executing this Agreement, Consultant represents that it has demonstrated trustworthiness and possesses the quality, fitness, and capacity to perform the Agreement in a manner satisfactory to City.
Additionally, Consultant and all of Consultant’s employees or agents shall secure and maintain in force such permits and licenses as are required by law in connection with the furnishing of services pursuant to this Agreement.
7. AUDIT OF RECORDS.
7.1 At any time during normal business hours and as often as may be deemed necessary, the Consultant shall make available to a representative of City for examination all of its records with respect to all matters covered by this Agreement and shall permit City to audit, examine, and/or reproduce such records. Consultant shall retain such financial and program service records for at least four (4) years after termination or final payment under this Agreement.
7.2 The Consultant shall include the City’s right to audit under this section in any and all of their subcontracts, and shall ensure that these sections are binding upon all subcontractors.
8. CONFIDENTIALITY. All Consulting services performed by Consultant, including, but not limited to, all drafts, data, correspondence, proposals, reports, research and estimates compiled or composed by Consultant, pursuant to this Agreement, are for the sole use of the City, its agents and employees. Neither the documents nor their contents shall be released to any third party without the prior written consent of the City. This provision does not apply to information that (a) was publicly known, or otherwise known to Consultant, at the time that it was disclosed to Consultant by the City, (b) subsequently becomes publicly known through no act or omission of Consultant or (c) otherwise becomes known to Consultant other than through disclosure by the City. Except for any subcontractors that may be allowed upon prior agreement, neither the documents nor their contents shall be released to any third party without the prior written consent of the City. The sole purpose of this section is to prevent disclosure of City’s confidential and proprietary information by Consultant or subcontractors.
9. CONFLICTS OF INTEREST.
9.1 Consultant shall at all times comply with all federal, state and local conflict of interest laws, regulations, and policies applicable to public contracts and procurement practices, including, but not limited to, California Government Code §§ 81000 et seq. (Political Reform Act) and §§ 1090 et seq. Consultant shall immediately disqualify itself and shall not use its official position to influence in any way any matter coming before the City in which the Consultant has a financial interest as defined in Government Code § 87103. Consultant represents that it has no knowledge of any financial interests, which would require it to disqualify itself from any matter on which it might perform services for the City. Consultant’s personnel directly involved in the work with the City will be required to file Fair Political Practices Commission Statement of Economic Interests (Form 700) upon commencement of the Agreement and annually thereafter. 5 July 8, 2024 Item 08
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9.2 Consultant shall comply with all of the reporting requirements of the Political Reform Act. The Consultant shall file a Fair Political Practices Commission Form 700 (Assuming Office Statement) within thirty (30) calendar days of the City’s determination that the Consultant is subject to a conflict of interest code, if applicable. The Consultant shall also file a Form 700 (Annual Statement) on or before April 1, disclosing any financial interests held during the previous calendar year for which the Consultant was subject to a conflict of interest code.
9.3 If, in performing the Consulting Services set forth in this Agreement, the Consultant makes, or participates in, a “governmental decision” as described in Title 2, section 18701(a)(2) of the California Code of Regulations, or performs the same or substantially all the same duties for the City that would otherwise be performed by a City employee holding a position specified in the department's conflict of interest code, the Consultant shall be subject to a conflict of interest code requiring the completion of one or more statements of economic interests disclosing the Consultant’s relevant financial interests.
10. OWNERSHIP OF DOCUMENTS. All documents, data, studies, drawings, maps, models, photographs and reports prepared by Consultant under this Agreement shall be considered the property of City. Consultant shall be permitted to reference and use said materials for use in future studies, work, and marketing so long as said materials are considered “public documents” and are not subject to attorney-client privilege, or the subject of pending closed or executive session discussions.
11. INSURANCE
11.1 Consultant shall procure and maintain for the duration of the Agreement insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder and the results of that work by the Consultant, their agents, representatives, employees or subcontractors. Insurance shall be placed with insurers with a current A.M. Best’s rating of no less than “A” and “VII” and are admitted to do business in the State of California, unless otherwise approved in writing by the City’s Risk Manager.
11.2 Consultant’s liabilities, including but not limited to Consultant’s indemnity obligations, under this Agreement, shall not be deemed limited in any way to the insurance coverage required herein. All policies of insurance required hereunder must provide that the City is entitled to thirty (30) days prior written notice (ten (10) days for cancellation due to nonpayment of premium) of cancellation or non-renewal of the policy or policies. Maintenance of specified insurance coverage is a material element of this Agreement.
11.3 Types and Amounts Required. Consultant shall maintain, at minimum, the following insurance coverage for the duration of this Agreement:
11.3.1 Commercial General Liability (CGL). Insurance written on an ISO Occurrence form CG 00 01 07 98 or equivalent providing coverage at least as broad which shall cover liability arising from any and all personal injury or property damage in the amount of $1,000,000 per occurrence and subject to an annual aggregate of $2,000,000. There shall be no endorsement or modification of the CGL limiting the scope of coverage for either insured vs. insured claims or contractual liability. All defense costs shall be outside the limits of the policy. 6 July 8, 2024 Item 08
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11.3.2 Commercial Automobile Liability. For all of the Consultant's automobiles including owned, hired and non-owned automobiles, automobile insurance written on an ISO form CA 00 01 12 90 or a later version of this form or an equivalent form providing coverage at least as broad for bodily injury and property damage for a combined single limit of $300,000 per occurrence. Insurance certificate shall reflect coverage for any automobile (any auto).
11.3.3 Workers' Compensation. For all of the Consultant's employees who are subject to this Agreement and to the extent required by applicable state or federal law, a Workers' Compensation policy providing at minimum $1,000,000 employers' liability coverage.
The Consultant shall provide an endorsement that the insurer waives the right of subrogation against the City and its respective elected officials, officers, employees, agents and representatives.
11.3.4 Consulting Liability. Consulting liability (errors and omissions) coverage with a limit of $1,000,000 per claim and $2,000,000 annual aggregate. The Consultant shall ensure both that (1) the policy retroactive date is on or before the date of commencement of the Scope of Services; and (2) the policy will be maintained in force for a period of three years after substantial completion of the Scope of Services or termination of this Agreement whichever occurs last. The Consultant agrees that for the time period defined above, there will be no changes or endorsements to the policy that increase the City's exposure to loss. All defense costs shall be outside the limits of the policy.
11.4 Deductibles and Self-Insured Retentions. Any deductibles or selfinsured retentions are the responsibility of the Consultant and must be declared to and approved by the City. At the option of the City, either (1) the insurer shall reduce or eliminate such deductibles or self-insured retentions as respects the City, its officers, officials, employees, and volunteers, or (2) the Consultant shall provide a financial guarantee satisfactory to the City guaranteeing payment of losses and related investigations, claim administration, and defense expenses.
11.5 Additional Required Provisions. The commercial general liability and automobile liability policies shall contain, or be endorsed to contain, the following provisions:
11.5.1 The City, its officers, officials, employees, and representatives shall be named as additional insureds. The City's Additional Insured status must be reflected on additional insured endorsement form which shall be submitted to the City.
11.5.2 The policies are primary and non-contributory to any insurance that may be carried by the City, as reflected in an endorsement which shall be submitted to the City.
11.6 Verification of Coverage. Consultant shall furnish the City with original certificates and amendatory endorsements effecting coverage required by this Section 11. The endorsement should be on forms provided by the City or on other than the City’s forms provided those endorsements conform to City requirements. All certificates and endorsements are to be received and approved by the City before work commences. The City reserves the right to require complete, certified copies of all required insurance policies, including endorsements affecting the coverage required by these specifications at any time. 7 July 8, 2024 Item 08
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12. DEFENSE AND INDEMNIFICATION.
12.1 Consultant agrees to indemnify, defend (with attorneys approved by City), and hold harmless the City, and its officers, officials, agents and employees (the “Indemnified Parties”) from any and all claims, demands, costs or liability that arise out of, or pertain to, or relate to the Consultant, its employees, agents, and subcontractors performance of services under this Agreement. Consultant’s duty to indemnify under this section shall not include liability for damages for death or bodily injury to persons, injury to property, or other loss, damage or expense arising from the sole negligence or willful misconduct by the City or its elected officials, officers, agents, and employees. Consultant's indemnification obligations shall not be limited by the insurance provisions of this Agreement. The Parties expressly agree that any payment, attorney's fees, costs or expense City incurs or makes to or on behalf of an injured employee under the City's self-administered workers' compensation is included as a loss, expense, or cost for the purposes of this section, and that this section will survive the expiration or early termination of this Agreement.
12.2 This indemnity is in addition to any other rights or remedies which City may have under the law or this Agreement. In the event of any claim or demand made against any party which is entitled to be indemnified hereunder, City may, at its sole discretion, reserve, retain or apply any monies due to Consultant under this Agreement for the purpose of resolving such claims; provided however, that City may release such funds if Consultant provides City with reasonable assurances of protection of the City's interest. The City shall, in its sole discretion determine whether such assurances are reasonable.
12.3 Consultant agrees that its duty to defend arises upon an allegation of liability based upon the performance of services under this Agreement by Consultant, its officers, agents, representatives, employees, sub-consultants, or anyone for whom Consultant is liable and that an adjudication of Consultant’s liability is not a condition precedent to Consultant's duty to defend.
13. SUBCONTRACTORS.
13.1 The Consultant’s hiring or retaining of third parties (i.e. subcontractors) to perform services related to the Project is subject to prior approval by the City.
13.2 All contracts entered into between the Consultant and its subcontractor shall also provide that each subcontractor shall obtain insurance policies, which shall be kept in full force and effect during any and all work on this Project and for the duration of this Agreement. The Consultant shall require the subcontractor to obtain all policies described in section 11 of this Agreement in the amounts required by the City, which shall not be greater than the amounts required of the Consultant.
13.3 In any dispute between the Consultant and its subconsultants, the City shall not be made a party to any judicial or administrative proceeding to resolve the dispute. The Consultant agrees to defend and indemnify the City as described in section 12 of this Agreement should the City be made a party to any judicial or administrative proceeding to resolve any such dispute or should the City incur any costs in responding to third-party discovery requests.
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14. NON-DISCRIMINATION. Consultant shall not discriminate against any employee or applicant for employment because of race, color, religion, sex, national origin, ancestry, physical or mental disability, medical condition, genetic information, marital status, military or veteran status, gender, gender identity, gender expression, sexual orientation, or any other class protected under state, federal, or local law. Consultant shall take affirmative action to insure that applicants are employed and that employees are treated during employment without regard to any class or category protected under state, federal, or local law and shall make reasonable accommodation to qualified individuals with disabilities. Such action shall include, but not be limited to, the following: employment, upgrading, demotion, transfer, recruitment, or recruitment advertising, layoff or termination, rates of pay or other forms of compensation, and selection for training, including apprenticeship. Consultant agrees to post in conspicuous places available to employees and applicants for employment any notices provided by City setting forth the provisions of this non-discrimination clause.
15. NOTICES. All communications to either party by the other party shall be delivered to the persons listed below. Any such written communications by mail shall be conclusively deemed to have been received by the addressee five (5) calendar days after the deposit thereof in the United States Mail, postage prepaid and properly addressed as noted below.
If to City: If to Consultant:
City of Del Mar NHA Advisors, LLC
City Clerk Attn: Craig Hill, Managing Principal
1050 Camino del Mar 4040 Civic Center Drive, Suite 200
Del Mar, CA 92014 San Rafael, CA 94903
[email protected] [email protected]
16 ASSIGNABILITY. This Agreement and any portion thereof shall not be assigned or transferred, nor shall any of the Consultant’s duties be delegated or sub-contracted, without the express written consent of the City.
17. RESPONSIBILITY FOR EQUIPMENT. City shall not be responsible nor held liable for any damage to persons or property consequent upon the use, misuse, or failure of any equipment used by Consultant or any of Consultant’s employees or subcontractors, even if such equipment has been furnished, rented, or loaned to Consultant by City. The acceptance or use of any such equipment by Consultant, Consultant’s employees, or subcontractors shall be construed to mean that Consultant accepts full responsibility for and agrees to exonerate, indemnify and hold harmless City from and against any and all claims for any damage whatsoever resulting from the use, misuse, or failure of such equipment.
18. CALIFORNIA LAW; VENUE/MISC. This Agreement shall be construed and interpreted according to the laws of the State of California. Any action brought to enforce or interpret any portion of this Agreement shall be brought in the county of San Diego, California.
Consultant hereby waives any and all rights it might have pursuant to California Code of Civil Procedure section 394.
19. COMPLIANCE WITH LAWS. The Consultant shall comply with all laws, ordinances, regulations, and policies of the federal, state, and local governments applicable to this Agreement, including California Labor Code section 1720, et seq., relating to payment of prevailing wages for public works projects, if applicable. Consultant shall indemnify and defend 9 July 8, 2024 Item 08
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the Indemnified Parties from and against any liability incurred due to any failure on the part of Consultant to comply with any applicable Laws.
To the extent Consultant is required to comply with prevailing wage requirements, Consultant does hereby acknowledge that they are aware of, have read, and understand the terms and implications of SB 854 and Consultant and any subconsultants ensure that they are familiar with and comply with its requirements. Such requirements include, but are not limited to, the registration requirement with the Department of Industrial Relations, State of California (DIR), pursuant to Labor Code section 1725.5. As of March 1, 2015, in compliance with SB 854, the City requires all affected contractors and consultants to be registered with the DIR prior to submitting a bid or proposal on any eligible District project. As of April 1, 2015, failure to comply with the requirements of SB 854 by any contractor or consultant, including registration with the DIR pursuant to Labor Code section 1725.5, shall be a material breach of this Agreement which may be terminated by the City in its sole and absolute discretion. Where applicable, this project is subject to compliance monitoring and enforcement by the DIR.
20. CONSULTANT’S CERTIFICATION OF AWARENESS OF IMMIGRATION REFORM AND CONTROL ACT OF 1986. Consultant certifies that Consultant is aware of the requirements of the Immigration Reform and Control Act of 1986 (8 USC §§ 1101-1525) and has complied and will comply with these requirements, including, but not limited to, verifying the eligibility for employment of all agents, employees, subcontractors, and consultants that are included in this Agreement.
21. ENTIRE AGREEMENT. This Agreement sets forth the entire understanding of the Parties with respect to the subject matters herein. There are no other understandings, terms or other agreements expressed or implied, oral or written, except as set forth herein.
22. AMENDMENTS. This Agreement may be modified or amended only by a written document executed by both Consultant and City and approved as to form by the City Attorney.
No change, alteration, or modification of the terms or conditions of this Agreement, and no verbal understanding of the Parties, their officers, agents, or employees shall be valid unless agreed to in writing by both Parties.
23. NO WAIVER. No failure of either the City or the Consultant to insist upon the strict performance by the other of any covenant, term or condition of this Agreement, nor any failure to exercise any right or remedy consequent upon a breach of any covenant, term, or condition of this Agreement shall constitute a waiver of any such breach of such covenant, term or condition.
24. SEVERABILITY. The unenforceability, invalidity, or illegality of any provision of this Agreement shall not render any other provision unenforceable, invalid, or illegal.
25. DRAFTING AMBIGUITIES. The Parties agree that they are aware that they have the right to be advised by counsel with respect to the negotiations, terms and conditions of this Agreement, and the decision of whether or not to seek advice of counsel with respect to this Agreement is a decision which is the sole responsibility of each Party. This Agreement shall not be construed in favor of or against either Party by reason of the extent to which each Party participated in the drafting of the Agreement.
26. LEGAL FEES. In the event of the bringing of any action or suit by either party hereto against the other party hereunder to enforce or interpret any of the provisions, covenants 10 July 8, 2024 Item 08
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or conditions of this Agreement, or arising out of any tortious conduct by either party incident to this Agreement, the prevailing party in such action or suit shall be entitled to recover all costs and expenses of suit, including reasonable attorneys' fees. In any action or suit brought to enforce this Agreement, the damages available shall be limited to specific performance or other such equitable relief that the court may order.
27. CONFLICTS BETWEEN TERMS. If an apparent conflict or inconsistency exists between the main body of this Agreement and the Exhibits, the main body of this Agreement shall control. If a conflict exists between an applicable federal, state, or local law, rule, regulation, order, or code and this Agreement, the law, rule, regulation, order, or code shall control. Varying degrees of stringency among the main body of this Agreement, the Exhibits, and laws, rules, regulations, orders, or codes are not deemed conflicts, and the most stringent requirement shall control. Each Party shall notify the other immediately upon the identification of any apparent conflict or inconsistency concerning this Agreement.
28. EXHIBITS INCORPORATED. All Exhibits referenced in this Agreement are incorporated into the Agreement by this reference.
29. SIGNING AUTHORITY. The representative for each Party signing on behalf of a corporation, partnership, joint venture, or governmental entity hereby declares that authority has been obtained to sign on behalf of the corporation, partnership, joint venture, or entity and agrees to hold the other Party or Parties hereto harmless if it is later determined that such authority does not exist.
[SIGNATURES ON THE FOLLOWING PAGE]
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IN WITNESS WHEREOF, the Parties hereto have executed this Agreement the day and year first hereinabove written.
CITY OF DEL MAR,
a municipal corporation
By: ____________________________
Ashley Jones, City Manager
NHA ADVISORS, LLC,
a California corporation
By: ______________________________
Craig Hill, Managing Principal
ATTEST:
________________________________
Sarah Krietor, Administrative Services
Director/City Clerk
APPROVED AS TO FORM:
_______________________________
Leslie E. Devaney, City Attorney
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EXHIBIT “A”
SCOPE OF SERVICES
A) Consultant shall provide the Scope of Services which is comprised of, but not limited to, the following as-needed services:
• Conduct independent analysis of financing options and alternatives related to the City’s Measure Q fund (and/or other special projects as needed) and provide recommendations on specific financing strategies.
• Provide as-needed financial advice regarding market conditions and trends, financial products, credit analysis, third party alternative financing and special facility financing.
• Identify debt strategy alternatives including debt restructuring options and recommend debt issuance strategies for both timing and structure of debt issuance. • Present alternative strategies for managing the City’s current or future debt to achieve the best value for taxpayers.
• Develop and recommend financing structuring options, including the preparation of financial plans and analysis.
• Review all aspects of negotiated pricing, monitor performance of underwriting teams, post-issuance analyses, and all tasks during the process. • Provide other financial advisory services to the City as needed and serve as liaison with various stakeholders, including rating agencies. This includes, as needed, participating in community engagement.
• Be available for consultations and participate in meetings with City staff; City advisory committees; and City Council as may be needed. • Provide other related advisory services in compliance with applicable State, Federal, and local laws and requirements.
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EXHIBIT “B”
FEE SCHEDULE
A) For as-needed general consulting services, the Consultant shall be compensated on time and material basis at the hourly schedule provided below:
Staff Allocation Hourly Rate*
Principal
Director / Senior Vice President
Vice President
Assist. Vice President / Sr. Associate
Associate
Senior Analyst
Analyst
Administrative
$350/hr.
$325/hr.
$300/hr.
$275/hr.
$250/hr.
$225/hr.
$200/hr.
$100/hr.
*Effective hourly rates shown in invoices may be reduced to incorporate non-billable time.
B) Task 1 - For conducting independent analysis of financing options and alternatives related to the City’s Measure Q fund (and/or other special projects as needed) and providing recommendations on specific financing strategies for the Undergrounding Project, Consultant shall be paid on an hourly basis in accordance with the rates described above.
C) Task 2 - In the event the City makes a decision to proceed with one of the recommended financing options related to the City’s Measure Q fund financing for the Undergrounding Project, the Consultant shall be paid on a contingent basis (paid from bond proceeds at the time of closing). For potential bond financing(s), a contingent fixed fee shall range from $37,500 to $67,500 depending on the financing structure, complexity, method of sale of the financing, the extent of Consultant’s tasking and, generally, how much time it will take to complete the financing. If fees have been invoiced for Task 1 services, a like amount will be credited against the financing fee.
For example, a simple private placement transaction would take less time to execute and would be on the lower end of the range shown above. Contrasting that, a complex bond structure that might require a lengthy or extensive process which involves time to educate stakeholders, detailed analysis and stress testing, RFP process for underwriters or other consultants may be on the higher end of the range provided above.
D) Reimbursable Expenses – Consultant shall be reimbursed for all expenses necessary for the completion of the project.
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1050 Camino Del Mar, Del Mar, CA 92014 | 858.755.9313 | www.delmar.ca.us July 8, 2024
NHA Advisors, LLC SENT VIA EMAIL
Attn: Craig Hill, Managing Principal
4040 Civic Center Drive, Suite 200
San Rafael, CA 94903
[email protected]
RE: TASK ORDER & NOTICE TO PROCEED – TASK 1 – UTILITY UNDERGROUNDING PROJECT FINANCING ANALYSIS – 02.7000.7001
Dear Mr. Hill,
This Task Order (TO) and Notice to Proceed (NTP) is issued pursuant to the terms and conditions contained in the as-needed Professional Services Agreement between the City of Del Mar and NHA Advisors, LLC (Consultant), the term for which is July 8, 2024, to July 7, 2027.
Consultant shall execute tasks related to the Task 1 of the Undergrounding Program financing analysis as described in the Consultant’s proposal included as Exhibit “A” to this Task Order. The project costs for this task order are a time-and-materials basis not-to-exceed $20,000, unless a task order amendment is authorized by the City Manager for extended consulting services. The Project shall commence upon execution of this Task Order.
The primary contact for this Task Order and invoicing is Monica Molina, Finance Manager, who can be reached at [email protected] and (858) 704-3641. Please sign and return a copy of this Task Order electronically through OneSpan, the City’s electronic document routing program.
Please contact Management Analyst Denise Galvan at [email protected] or (858) 704-3657 with any questions about executing this Task Order.
Approved by: Accepted by:
City of Del Mar NHA Advisors, LLC
______________________________ ___________________________________ Ashley Jones Date Craig Hill Date
City Manager Managing Partner
cc: Martin Boyd, Principal Engineer
Monica Molina, Finance Manager/Treasurer
Exhibit A: Task 1 Scope of Work
15 July 8, 2024 Item 08
Task Order and Notice to Proceed – Task 1 – NHA Advisors July 8, 2024
EXHIBIT “A”
SCOPE OF WORK
General Municipal Advisory Services:
Provide the following services related to the Citywide Undergrounding Program financing. • As the City’s municipal advisor and fiduciary, conduct all due diligence, analysis, and present all options to consider to meet objectives; generally, provide advice and services to facilitate solid financial foundation.
• Interview City to establish clear objectives, initiate due diligence process to uncover challenges and opportunities.
• Provide information/updates as requested on economic, capital market conditions • Assist City staff (upon request) in reviewing and/or analyzing legislation that may have a financial impact on the City.
• Develop options: provide independent research/validate feasibility and practicality of potential financing options inclusive of market rate (bonds, loans, etc.), “free and cheap money” (grants, subsidized loans) and other more creative approaches (i.e. partnerships) as directed and feasible.
• Review City’s financial status, recommend optimal programs. • Assist in appropriate disclosure for annual financial reporting. • Upon request, assist the City in developing and maintaining distribution channels for financial statements (primarily through EMMA).
• Review City’s debt portfolio; provide recommendation on refinancing opportunities. • Review City’s “suite” of financial and operational policies in place, provide recommendations and samples, as required, to ensure best-practices and / or regulatory requirements are met.
• Evaluate, provide recommendations on City’s credit rating posture. • Review, evaluate City’s investor disclosure compliance; provide recommendations, as required, for remediation of deficiencies.
• Review and advise, as requested, City’s bond’s arbitrage reports. • Prepare written memoranda or easy to understand presentation materials outlining options with clear discussion of advantages and disadvantages to each alternative Typically, there is a “feedback loop” inherent in this process necessitating review and revisions and repeating this process to ensure common understanding and concurrence on option(s) selected to present to elected decision-makers that can meet the goals established • Lead discussions with all necessary City stakeholders, including executive staff and elected decision-makers and, as required, community groups, bargaining unit leaders, developers, property owners, etc.
• As requested, provide formal advice and recommendations on issuance of bonds and project financing programs.
• As directed, prepare (or review) and present (in-person or virtual), all materials, including staff reports and presentations for elected body review and decision-making / approval of financing options.
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City of Del Mar
Agenda Report
________________________________________________________________________________________________________ City Council Action:
TO: Honorable Mayor and City Council Members
FROM: Kseniia Izgarskaia, Senior Management Analyst
Monica Molina, Finance Manager/Treasurer
Via Ashley Jones, City Manager
DATE: July 8, 2024
SUBJECT: Third Amendment to Licensing Agreement for GovInvest Financial Software REQUESTED ACTION/RECOMMENDATION:
Staff recommends that the City Council: 1) Approve a Third Amendment to the Licensing Agreement for financial software use with GovInvest, Inc. to extend the term of the Agreement through July 5, 2025 (Attachment A); and 2) Authorize the City Manager to execute the Third Amendment.
BACKGROUND:
On November 5, 2019, the City entered into Licensing Agreement (Agreement) with GovInvest, Inc. for GovInvest software, which provides the City with tools to forecast pension liability (Attachment B). In 2022 and 2023, the City executed First and Second Amendments, respectively, to extend the term and adjust the services to include the labor costing and financial forecasting module and to eliminate the pension liability module (Attachments C and D). The Agreement’s current term for the Financial Forecasting Module expires on September 30, 2024, and the term for the Labor Module expires on July 5, 2024.
DISCUSSION/ANALYSIS:
The City intends to extend the term of service for GovInvest software because it has successfully enabled the City to provide accurate forecasting that meets the City’s financial planning needs. The annual service fee for the Forecasting and Labor modules renewal period is $9,639. Pursuant to Del Mar Municipal Code (DMMC) Section 7.04.120, City Council authorization is required because the total cost of the Agreement for the extended contract period (2019-2025) will exceed the City Manager’s signing authority of $15,000.
Staff recommends that the City Council approve the Third Amendment to the Agreement with GovInvest, Inc. extending the term of services for the labor costing and financial forecasting modules for approximately one year expiring on July 5, 2025. 1 July 8, 2024 Item 09
City Council Agenda Report
Third Amendment to Licensing Agreement for Financial Software July 8, 2024
ENVIRONMENTAL IMPACT:
FISCAL IMPACT:
There is no fiscal action to be taken by the City Council related to this agenda item.
Sufficient funds for these services totaling $9,639 are available in the approved Fiscal Year 2024-2025 Operating and Capital budget.
The proposed City Council action does not constitute a “project” under the definition set forth in California Environmental Quality Act (CEQA) Guidelines Section 15378 because it will not have a potential to result in a direct or indirect physical change in the environment and is, therefore, not subject to CEQA. No further action under CEQA is required.
NEXUS TO CITY COUNCIL GOALS AND PRIORITIES:
This is an operational item and is not included in the City Council’s list of Goals & Priorities.
ATTACHMENTS:
Attachment A – Third Amendment to Agreement with GovInvest, Inc Attachment B – Original Licensing Agreement
Attachment C – First Amendment
Attachment D – Second Amendment
2 July 8, 2024 Item 09
Third Amendment to Agreement 1
THIRD AMENDMENT
SAAS LICENSING AGREEMENT
BY AND BETWEEN
THE CITY OF DEL MAR, CA and GOVINVEST, INC.
This Third Amendment to the SaaS Licensing Agreement by and between the City of Del Mar, California, hereinafter referred to as “CUSTOMER,” and GovInvest, Inc., a Delaware corporation, hereinafter referred to as “COMPANY,” and together herein referred to as the Parties, is entered into on July 5, 2024.
WHEREAS, the Parties entered into a Master Services Agreement (Agreement) for pension liability forecasting services on November 5, 2019; and WHEREAS, a First Amendment to the Agreement was entered into by the Parties on September 20, 2022, discontinuing pension forecasting services and implementing labor costing and financial forecasting services; and
WHERAS, a Second Amendment to the Agreement was entered into by the Parties on July 28, 2023, extending the term and scope of services; and WHEREAS, the Parties now desire to amend certain provisions of the Agreement in order to adjust the term and scope of services.
NOW THEREFORE, the Parties hereto mutually agree to amend the Agreement as follows:
Scope of Work:
1. GovInvest’s Labor Costing Module: Term 07/05/2024 – 07/05/2025.
2. GovInvest’s Financial Forecasting Module: Term 09/30/2024 – 07/05/2025.
3. Service Fee: $9,639.00 for the renewal period.
Except as specifically modified herein, the Agreement, and First and Second Amendments to the Agreement, and all provisions contained therein, shall remain in full force and effect. In the event of a conflict between the provisions of this Third Amendment and the Agreement, the provisions of this Third Amendment shall govern.
IN WITNESS WHEREOF, the parties hereto have entered into this Third Amendment as of the first date written above.
GOVINVEST, INC.
By: __________________________________ Date: _______________________ Name: Nick Martin
Title: Director Finance & Operations
City of Del Mar, CA
By: __________________________________ Date: _______________________ Name: Ashley Jones
Title: City Manager
3 July 8, 2024 Item 09
First Amendment to Agreement 1
FIRST AMENDMENT
SAAS LICENSING AGREEMENT
BY AND BETWEEN
DEL MAR, CA and GOVINVEST, INC.
This First Amendment to the SaaS Licensing Agreement dated November 5, 2019 by and between the Del Mar, CA hereinafter referred to as “CUSTOMER,” and GovInvest, Inc., a Delaware corporation, hereinafter referred to as “COMPANY,” is entered into on September 20, 2022.
WHERE AS, the parties now desire to amend certain provisions of the SaaS Licensing Agreement in order to adjust the term and scope of services.
NOW THEREFORE, the parties hereto mutually agree to adjust the SaaS Licensing Agreement as follows:
Scope of Work:
Pension Module: Extension for 8-month term (11/5/22 -7/5/23) at $0 Labor Costing Module: 12-month term (11/5/22 -7/5/23) at $4,000.00 Term:
End date of original agreement dated November 5, 2022, shall be extended to July 5, 2023
1. It is understood this First Amendment is bound and subject to all the provisions in the SaaS Licensing Agreement, and those remain in full force and effect through the end of the term in the original SaaS Licensing Agreement.
Except as specifically modified herein, the SaaS Licensing Agreement dated November 5, 2019, and all provisions contained therein, shall remain in full force and effect. In the event of a conflict between the provisions of this First Amendment and the original SaaS Licensing Agreement, the provisions of this First Amendment shall govern.
IN WITNESS WHEREOF, the parties hereto have entered into this First Amendment as of the first date written above.
GOVINVEST, INC.
By: _______________________________________ Date: _______________________ Name: _____________________________________
Title: ______________________________________
DEL MAR, CA
By: __ ___________________________ Date: ___10/3/2022____________ Name: __Ashley Jones ________________________
Title: ___City Manager________________________
Max Stoff
Director of Customer Success
10/3/2022
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08/11/2023
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City of Del Mar
Agenda Report
________________________________________________________________________________________________________ City Council Action:
TO: Honorable Mayor and City Council Members
FROM: Karen Falk, Principal Engineer
Adriana Jaramishian, Associate Planner
Via Ashley Jones, City Manager
DATE: July 8, 2024
SUBJECT: Approval of National Environmental Policy Act (NEPA) Findings for the Riverpath Del Mar Extension Phase 3 Project
REQUESTED ACTION/RECOMMENDATION:
Staff recommends the City Council adopt the National Environmental Policy Act (NEPA) findings for the Riverpath Del Mar Extension Phase 3 Project and authorize the City Manager to execute the necessary documents to receive $680,000 in Federal funds from the Fiscal Year (FY) 2023 Community Project Funding Grant.
BACKGROUND:
The Riverpath Del Mar Extension Project Phase 3 (Project) will construct 2,075 linear feet (LF) of pedestrian path along the San Dieguito Lagoon adjacent to San Dieguito Drive.
The Project design includes 700 LF of at-grade decomposed granite (DG) path. The DG portion of the path varies between 4-feet and 5-feet wide (depending on site constraints), is 3-inches deep, and includes recycled plastic lumber trail edging. It will include a cable post fence along the lagoon side of the path. The Project also includes 1,375 LF of atgrade or elevated boardwalk. The boardwalk will be constructed utilizing pier foundations and a 7-foot-wide deck support, with 6-foot-wide composite decking and cable post fence installed on the supports.
At the eastern terminus of the project, pedestrians will be directed to a new safe crossing area behind the relocated stop sign at the intersection of Racetrack View Road and San Dieguito Drive. New delineators, solar-powered flashing stop signs, and thermoplastic striping will be installed to safely convey pedestrians at the end of the boardwalk. No new benches will be added. An area for new trash and recycling receptacles will be added at the eastern terminus to be serviced by City staff.
This Project will close the last remaining gap in the City of Del Mar’s seven-mile Coastal Loop Trail by creating non-motorized access between the Grand Avenue Overlook and the Crest Canyon Reserve Trail. The Project will enhance access to outdoor recreation 1 July 8, 2024 Item 10
City Council Agenda Report
Riverpath Del Mar Extension Phase 3 NEPA
July 8, 2024
opportunities, bird watching, photography, and expand opportunities to raise awareness about the environment.
The City Council approved the final design, Design Review Permit DRB23-008 and Land Conservation Permit LC23-003 on October 2, 2023. Since that time, City staff has continued coordinating resource agency permitting review and pursuing County, State, and Federal grant funding to offset the Project’s current funding gap.
DISCUSSION/ANALYSIS:
While the City has already completed the environmental review process for the Project under the California Environmental Quality Act (CEQA), a Federal appropriation as part of the FY 2023 Community Project Funding Grant, administered by the U.S. Department of Housing and Urban Development (HUD), was awarded to the City to assist with project funding. Federal grants are subject to additional requirements under NEPA. To receive the $680,000 in Federal grant funding to use towards construction of the project, additional environmental reviews were required. On March 18, 2024, the City Council awarded a contract amendment to Helix Environmental Planning, Inc (HELIX) for preparation of required NEPA documentation, including completion of an Environmental Assessment, the 8-Step Planning Process, and coordination with the State Historic Preservation Officer (SHPO), all of which have been completed and are described in additional detail below.
The Project’s Environmental Assessment (included as Attachment A) was performed to analyze 16 different factors for compliance with Title 24 - Code of Federal Regulations
50.4, 58.5, and 58.6 Laws and Authorities and 20 different Environmental Assessment (EA) factors for potential impacts. Of the 16 factors related to laws and authorities, only three were determined to require mitigation: Endangered Species, Historic Preservation, and Wetland Protection. Potential impacts to these three factors were previously analyzed as part of the CEQA process, and mitigation measures have already been incorporated into the EA document. In addition, of the 20 environmental assessment factors analyzed, only two were determined to have impacts: Unique Natural Features/Water Resources and Vegetation/Wildlife. While the project was designed to minimize impacts to the largest extent feasible, it does result in minor direct impacts to jurisdictional wetlands and riparian habitat. Biological mitigation measures have already been incorporated into the Project for off-site mitigation to occur to offset anticipated impacts. Overall, it was determined that the Project would have no significant impacts on the environment with the proposed mitigation, similar to the Mitigated Negative Declaration (MND) that was adopted by the City Council in June 2022 as part of the CEQA process. As a result of this determination, an Environmental Impact Statement under NEPA is not required.
Once the EA was completed, the City, in consultation with HELIX, started the required 8- Step Process to evaluate floodplain and wetland impacts and evaluate alternatives to work within a floodplain and wetlands. The eight steps in the process include:
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City Council Agenda Report
Riverpath Del Mar Extension Phase 3 NEPA
July 8, 2024
1. Determine whether the action is in a 100-year floodplain or wetland;
2. Notify the public for early review of the proposal and involve the affected and interested public in the decision-making process;
3. Identify and evaluate alternatives;
4. Identify potential direct and indirect impacts associated with floodplain development;
5. Design or modify proposed action to minimize potential adverse impacts;
6. Re-evaluate the alternatives;
7. Determination of no practicable alternative; and
8. Implement the proposed action.
Steps 1-7 have been completed, and it has been determined that there is no practicable alternative alignment. The final step of this process would be to construct and implement the Project.
HELIX also coordinated with the SHPO in compliance with Section 106 of the National Historic Preservation Act and its implementing regulations, 36 CFR 800.4(d)(1). HELIX made a Finding of “No Adverse Effect” based on the lack of historic properties within the Area of Potential Impact (trail alignment plus a 25-foot buffer zone). This is based on a records search, field surveys, and consultation with Native Americans. The cultural resources research did not identify any historic properties, no tribal cultural resources were identified through tribal consultation, and there has been significant past disturbance within the project area. The SHPO Officer concurred with the findings on May 15, 2024 (Attachment B).
Following City Council approval of the NEPA findings, the documents will be submitted to HUD for review and release of the $680,000 in Federal funds. The City cannot award the construction contract prior to receiving approval from HUD or the Project would become ineligible to receive this funding.
ENVIRONMENTAL ANALYSIS:
The City has already completed the required CEQA process, and a Mitigated Negative Declaration was adopted by the City Council in June 2022.
Pursuant to the required NEPA process, an Environmental Assessment was performed, and it was determined that the project would have no significant impact on the human environment. Appropriate measures (the same measures that were incorporated into the CEQA MND) to mitigate any potentially significant impacts, as described above, have been incorporated into the EA and can be found on pages 20 through 24 of the environmental document (Attachment A).
FISCAL IMPACT:
This action is necessary in order for the City to receive $680,000 in federal funding for the Riverpath Del Mar Extension Phase 3 Project.
3 July 8, 2024 Item 10
City Council Agenda Report
Riverpath Del Mar Extension Phase 3 NEPA
July 8, 2024
NEXUS TO CITY COUNCIL GOALS AND PRIORITIES:
Riverpath Del Mar Extension Phase 3 is included in the City Council’s list of Goals & Priorities as a Tier 1 project.
ATTACHMENTS:
Attachment A – 24 CFR Part 58 Environmental Assessment
Attachment B – Section 106 SHPO Letter
4 July 8, 2024 Item 10
ATTACHMENT A
Due to the size of the document, an electronic version of the Environmental Assessment has been made available
here:
https://www.delmar.ca.us/ArchiveCenter/ViewFile/Ite
m/2091
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April 16, 2024
Ms. Julianne Polanco
State Historic Preservation Officer
ATTN: Anmarie Medin
Office of Historic Preservation
1725 23rd Street, Suite 100
Sacramento, California 95816
RE: Extension of River Path Del Mar Phase III Project, northeast of San Dieguito Drive, southwest of San Dieguito Lagoon, southeast of Grand Avenue, Del Mar, California HUD Program
Dear Ms. Polanco:
In accordance with Section 106 of the National Historic Preservation Act and its implementing regulations, 36 CFR Part 800, we are providing information for your review and concurrence regarding the Extension of River Path Del Mar Phase III Project (project). It is being considered for assistance by the U.S. Department of Housing and Urban Development (HUD) under Grant Number B-23-CP-CA-0516 and is subject to review under 24 Code of Federal Regulations (CFR) Part 58.
Based on our research of the property, performed by HELIX Environmental Planning, Inc. (HELIX) on behalf of the City of Del Mar in consultation with local Native American tribes and the Native American Heritage Commission, we have defined the Area of Potential Effect (APE) as the project area and a 25-foot buffer zone. Additional details are below.
We have made a Finding of “No Adverse Effect” pursuant to 36 CFR 800.4(d)(1) based on the lack of historic properties within the APE. There is, however, a potential to encounter buried historic properties during construction activities due to the alluvial setting and the cultural sensitivity of the surrounding vicinity. Additionally, the San Pasqual Band of Mission Indians requested archaeological and Native American monitoring. To reduce this potential impact, the City of Del Mar, as the Responsible Entity on behalf of HUD, is implementing a condition of approval to include archaeological and Native American monitoring during ground-disturbing construction activities.
AREA OF POTENTIAL EFFECT
Pursuant to 36 CFR 800.4(a)(1), the APE is the geographic area within which an undertaking may directly or indirectly alter the character or use of historic properties. The APE for the project consists of the 2,164-foot River Path alignment and a 25-foot buffer on either side of the impact corridor, as well as the off-site target mitigation property (Figure 3). Construction staging and 6 July 8, 2024 Item 10
laydown areas would utilize a City Public Works Yard, located about one-third mile west of the proposed River Path extension, just west of the intersection of Jimmy Durante Boulevard and San Dieguito Drive. The APE consists of the approximately 3.7-acre project site, the staging and laydown area, and the 0.33-acre target mitigation property; for a total of 4.03 acres. Enclosed are maps (Figures 1, 2, and 3) that show the project alignment and APE.
PROJECT DESCRIPTION
The project consists of an approximately one-half mile pedestrian extension of the River Path along the San Dieguito Lagoon. The proposed extension would connect to existing trail segments and improve a portion of the San Dieguito segment of the City’s Loop Trail. The project includes a single, 5-foot-wide decomposed granite (DG) trail and six-foot wide boardwalk (both at-grade and elevated) path alignment along the San Dieguito Lagoon to extend the River Path from the Grand Avenue Lookout to near the Crest Canyon Trail. The trail extension would extend a total of 2,164 linear feet (LF) and would primarily be comprised of an elevated boardwalk (1,283 LF), or about 60 percent of the proposed trail. About 94 LF (or about 4 percent of the proposed trail) would include boardwalk decking at grade and about 787 LF (or about 36 percent of the proposed trail) would include a DG trail. The three types are described in detail below:
• DG Trail. The two DG trail sections of the River Path would include a five-foot wide pathway constructed with three inches of compacted and stabilized DG material. Each side of the trail would include plastic and wood stakes drilled down approximately 18 inches beneath the ground with a gopher screen between the ground level and DG trail. The surface of the DG trail would be edged with recycled plastic lumber on both sides.
Construction would be similar to the Phase II DG trail. • At-Grade Boardwalk. Three at-grade boardwalks are proposed to transition to and from the DG trail to the elevated boardwalk and would involve a six-foot wide pathway constructed of composite decking material with pre-made footings/pins associated with the foundations spaced about 46 inches apart. The boardwalk would include repurposed material from a removed segment from the Coast to Crest Trail or similar material.
Composite decking was designed and arranged with spacing (1/2-inch maximum) to allow for adequate drainage and indirect sunlight to penetrate to areas below the boardwalk portions of the project. Foundation footings would extend between 3.5 and 10.5 feet beneath the ground surface.
• Elevated Boardwalk. Most of the proposed trail would comprise an elevated boardwalk near the edge of the San Dieguito Lagoon. The elevated boardwalk would include a sixfoot wide pathway and would be constructed with the same composite decking material and pre-made footings/pins as the at-grade boardwalk. The elevated boardwalk would include repurposed material from a removed segment at the Coast to Crest Trail or similar material. Composite decking would be spaced to allow for drainage and sunlight to penetrate the elevated boardwalk portions of the project. Elevated boardwalk sections would also include a cable/post fence railing along the San Dieguito Lagoon constructed of 10-inch wide and 60-inch tall redwood cable post fencing with horizontal cable wires for safety and to keep users from meandering off of the boardwalk and encroaching into 7 July 8, 2024 Item 10
biologically sensitive areas. The fence posts would be drilled approximately 28 inches into the ground with concrete foundations or securely fastened to the elevated boardwalk (where appropriate).
The proposed project would involve minor grading, vegetation removal, and debris removal along the path alignment within the upland habitat areas. No excavation, grading, or filling would occur in wetland habitat areas; the installation of the trail in such areas would include pre-made footings/pins with a concrete head to support the elevated boardwalk deck structure, which would substantially avoid and reduce impacts. No utilities in the project area would be affected by the proposed project and existing above-ground electric utility lines and power poles would remain as they are under existing conditions. Other project components would involve interpretive and wayfinding signage as well as trash cans along the trail alignment. No benches or picnic tables are proposed as part of the project.
Construction is anticipated to take approximately four months. Following construction of the project, the City would oversee perpetual management of the Phase III extension of the River Path in conjunction with Phases I and II.
REVIEW OF CULTURAL RESOURCES
Based on a records search of the California Historical Resources Information System (CHRIS) at the Southern Coastal Information Center (SCIC), a review of historic aerial photographs and topographic maps, a Native American contact program, and a field survey, one cultural resource (P-37-036420) is located within the APE (Wilson et al. 2022). This resource consists of a historic trash dump of concrete and light posts. This resource does not meet the criteria for a historic property as defined by Section 106. To be designated as a “historic property” eligible for listing on the National Register of Historic Places (NRHP), a cultural resource must possess integrity of location, design, setting, materials, workmanship, feeling, and association and must meet one of the following eligibility criteria:
a) That are associated with events that have made a significant contribution to the broad patterns of our history; or
b) That are associated with the lives of persons significant in our part; or c) That embody the distinctive characteristics of a type, period, or method of construction, or that represent the work of a master, or that possess high artistic values, or that represent a significant and distinguishable entity whose components may lack individual distinction; or
d) That have yielded, or may be likely to yield, information important in prehistory or history.
As a historic trash dump of undiagnostic materials, site P-37-036420 is not associated with significant events or persons. It does not embody the distinctive characteristics of a type, period, or construction; it does not embody the work of a master; it does not possess high artistic value, nor does it represent a significant entity. Finally, it does not yield, nor is it likely to yield, information important to the past.
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The entire APE has been disturbed by nineteenth and twentieth century activities, including dirt and paved road construction, and utility (transmission, sewer, and gas line) installation. The majority of the project APE is located along an existing road edge (San Dieguito Drive), some of which has been built up with fill for the roadbed placement. The project APE also lies along the shoreline of the San Dieguito River and Lagoon and, consequently, through time, has been subject to both substantial erosional and depositional processes (Wilson et al. 2022). However, due to the project’s location in an alluvial setting along the river and lagoon edge and the sensitivity of the project vicinity, there is a potential to encounter buried historic properties during construction activities.
TRIBAL CONSULTATION
HELIX contacted the Native American Heritage Commission (NAHC) on May 5, 2020 for a Sacred Lands file search and list of Native American contacts for the project area. In a response dated May 13, 2020, the NAHC indicated that no known sacred lands or Tribal Cultural Resources are recorded within the vicinity of the APE. At the time of the study, one tribal response was received from the San Pasqual Band of Mission Indians stating that the APE is within their Traditional Use Area and recommending archaeological and Native American monitoring (Wilson et al. 2022).
In addition to the tribal outreach efforts conducted by HELIX during the cultural resources survey, the City performed tribal consultation. The City sent project notices to tribes on July 27, 2021 (see Table 2, Tribal Contacts), including the San Pasqual Band of Mission Indians. One tribe, the Jamul Indian Village, responded requesting to initiate consultation. The City responded to the tribe’s request, but no further correspondence was received from the Tribe. A summary of tribal responses from the 2020 and 2021 outreach is provided in Table 1, Summary of Consultation Responses.
Table 1
Summary of Consultant Responses
Contact/Tribe Response
San Pasqual Band of Mission Indians Responded to HELIX on June 12, 2020; determined that the project is not located within the boundaries of the recognized San Pasqual Indian Reservation but does lie within the boundaries of the territory that the tribe considers its Traditional Use Area (TUA). They, therefore, request to be kept in the information loop as the project progresses and would appreciate being maintained on the receiving list for project updates, reports of investigations, and/or any documentation that might be generated regarding previously reported or newly discovered sites.
Further, they recommend archaeological monitoring pending the results of surveys and records searches associated with the project. If the project boundaries are modified to extend beyond the currently proposed limits, they request updated information and the opportunity to respond to the changes. They also indicate that if the project calls for a certified Kumeyaay monitor, San Pasqual Band of Mission Indians can provide this service.
Manzanita Band of Kumeyaay Nation No Response
Sycuan Band of the Kumeyaay Nation No Response
Viejas Band of Mission Indians No Response
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Ewiiaapaayp Band of Kumeyaay
Indians
No Response
Inaja-Cosmit Band of Indians No Response
Kwaaymii Laguna Band of Mission
Indians
No Response
Barona Group of the Capitan Grande No Response
La Posta Band of Diegueño Mission
Indians
No Response
Mesa Grande Band of Diegueño
Mission Indians
No Response
Iipay Nation of Santa Ysabel No Response
Jamul Indian Village No Response to HELIX outreach; Responded to the City outreach in 2021
Campo Kumeyaay Nation No Response
DETERMINATION OF EFFECT
We have determined that the project will have “No Adverse Effect” pursuant to 36 CFR 800.5 based on the following:
• The cultural resources research did not identify any historic properties within the APE. • No tribal cultural resources were identified within the APE through tribal consultation. • While there is a potential to encounter buried historic properties during construction activities due to the alluvial setting of the project adjacent to the San Dieguito River and Lagoon, there is significant past disturbance within the project area.
SPECIAL CONDITIONS
Although no tribal cultural resources were identified within the APE during tribal consultation, the San Pasqual Band of Mission Indians indicated that the project is located within their Traditional Use Area, and they recommend archaeological and Native American monitoring pending the results of the cultural resources study. Due to the project’s location in an alluvial setting and the cultural sensitivity of the project vicinity, there is a potential to encounter buried historic properties during construction activities. To reduce this potential impact, the City of Del Mar, as the Responsible Entity on behalf of HUD, is implementing a special condition requiring archaeological and Native American monitoring, as recommended in the cultural resources study (Wilson et al. 2022).
Prior to commencement of ground-disturbing activities, a qualified archaeological monitor meeting the Secretary of the Interior’s Professional Qualification Standards for archaeology (National Park Service 1983) and a Native American tribal cultural monitor shall be retained to identify archaeological resources and cultural resources of potential Native American origin. The monitors shall provide preconstruction training for all earthmoving construction personnel prior to the start of any ground-disturbing activities regarding how to recognize the types of tribal cultural resources and/or archaeological resources that may be encountered and to instruct personnel about actions to be taken in the event of a discovery. Archaeological and Native American monitors will 10 July 8, 2024 Item 10
observe initial ground-disturbing activities (e.g. vegetation brushing) on site. Both archaeological and Native American monitors shall have the authority to temporarily halt or redirect grading and other ground-disturbing activity in the event that cultural resources are encountered. If significant cultural material is encountered, the project archaeologist, tribal monitor, and City staff will coordinate to develop and implement appropriate mitigation measures.
Pursuant to 36 CFR part 800.13, in the event of any discoveries during construction of either human remains, archeological deposits, or any other type of historic property, the HUD and City of Del Mar staff shall be notified within 24 hours.
Attached for your review are copies of relevant documents supporting our finding, along with photographs and a map showing the location of the property. This documentation satisfies requirements set forth at §800.11(d).
In accordance with §800.4(d)(1)(i), your office has thirty days to object to this finding. Please respond within this timeframe, otherwise we will assume that you concur with our finding. If you concur, please sign on the line below and return a copy of this letter to Adriana Jaramishian, Associate Planner, Planning Department, City of Del Mar, at [email protected]. If responding by mail, please address to:
City of Del Mar
Planning Department
1050 Camino del Mar
Del Mar, California 92014
Thank you for your attention to this matter.
Sincerely,
Adriana Jaramishian, Associate Planner
Concurrence:
_________________________________________________________________________ State Historic Preservation Officer Date
11 July 8, 2024 Item 10
REFERENCES
Wilson, Stacie, Theodore G. Cooley, and James Turner
2022 Cultural Resources Technical Report for the River Path Del Mar Phase III Extension Project. HELIX Environmental Planning, Inc. La Mesa. 12 July 8, 2024 Item 10
State of California • Natural Resources Agency Gavin Newsom, Governor
DEPARTMENT OF PARKS AND RECREATION
OFFICE OF HISTORIC PRESERVATION
Julianne Polanco, State Historic Preservation Officer
1725 23rd Street, Suite 100, Sacramento, CA 95816-7100
Telephone: (916) 445-7000 FAX: (916) 445-7053
[email protected] www.ohp.parks.ca.gov
Armando Quintero, Director
May 15, 2024 Refer to HUD_2024_0416_001
Ms. Adriana Jaramishian
Associate Planner
Planning Department
City of Del Mar
1050 Camino del Mar
Del Mar, CA 92014
Re: Request for Section 106 Review of HUD funded project: Extension of River Path Del Mar Phase III, located northeast of San Dieguito Drive, southwest of San Dieguito Lagoon, southeast of Grand Avenue, Del Mar, CA.
Dear Ms. Jaramishian:
The California State Historic Preservation Officer (SHPO) received the consultation submittal for the above referenced undertaking for our review and comment pursuant to Section 106 of the National Historic Preservation Act and its implementing regulations found at 36 CFR Part 800. The regulations and advisory materials are located at www.achp.gov.
Undertaking
The project consists of an approximately one-half mile pedestrian extension of the River Path along the San Dieguito Lagoon. The proposed extension would connect to existing trail segments and improve a portion of the San Dieguito segment of the City’s Loop Trail. The project includes a single, 5-foot-wide decomposed granite (DG) trail and six-foot wide boardwalk (both at-grade and elevated) path alignment along the San Dieguito Lagoon to extend the River Path from the Grand Avenue Lookout to near the Crest Canyon Trail. The trail extension would extend a total of 2,164 linear feet (LF) and would primarily be comprised of an elevated boardwalk (1,283 LF), or about 60 percent of the proposed trail. About 94 LF (or about 4 percent of the proposed trail) would include boardwalk decking at grade and about 787 LF (or about 36 percent of the proposed trail) would include a DG trail.
Area of Potential Effects (APE)
The City of Del Mar has defined the APE as the project site and staging area, 4.03 acres. • Pursuant to 36 CFR § 800.4(a)(1), I have no comments on the City of Del Mar’s APE.
Identification of Historic Properties
The City of Del Mar’s efforts to identify historic properties included a records search, a pedestrian survey, and consultation with Native Americans. The records search at SCIC revealed one previously identified cultural resource, P-37-036420, a trash dump of concrete and light posts, that is not eligible for the National Register of Historic Places under any criteria. The records search did not reveal any previously recorded archaeological properties. The pedestrian survey did not identify any potential archaeological properties.
13 July 8, 2024 Item 10
Tribal Consultation
The City of Del Mar received a Sacred Lands File search report for the APE from the Native American Heritage Commission (NAHC) on May 13, 2020 which was negative. The City notified 13 Tribes identified by the NAHC on July 27, 2021, with follow-up emails. The City received a response from San Pasqual Band of Mission Indians, noting that although it had no knowledge of cultural resources present within the APE, the APE was in the Tribe’s Traditional Use Area. San Pasqual Band of Mission Indians requested to be kept informed about the project and to have archaeological and tribal monitors present for ground-disturbing activity. The City of Del Mar, as the Responsible Entity on behalf of HUD, is implementing a special condition requiring archaeological and Native American monitoring, as recommended in the cultural resources study.
Finding of Effect
The City requested that the SHPO comment on its finding of No Adverse Effect for the proposed undertaking.
• Pursuant to 36 CFR § 800.5(b), the City of Del Mar has made a finding of No Adverse Effect, with protection measures and monitoring as conditions. I do not object.
Please be advised that under certain circumstances, such as unanticipated discovery or a change in project description, the City of Del Mar may have additional future responsibilities for this undertaking under 36 CFR Part 800.
We appreciate the City of Del Mar’s efforts to comply with Section 106 of the National Historic Preservation Act. If you have questions please contact Susan Negrete, State Historian II, with the Local Government & Environmental Compliance Unit at [email protected].
Sincerely,
Julianne Polanco
State Historic Preservation Officer
Cc: Adriana Jaramishian, [email protected]
14 July 8, 2024 Item 10
City of Del Mar
Agenda Report
________________________________________________________________________________________________________ City Council Action:
TO: Honorable Mayor and City Council Members
FROM: Nestor Machado, Management Analyst
Karen Brindley, Planning & Community Development Director Via Ashley Jones, City Manager
DATE: July 8, 2024
SUBJECT: First Amendment to Agreement for Contract Planning Services REQUESTED ACTION/RECOMMENDATION:
Staff recommends that the City Council: 1) Approve the First Amendment to the Agreement between the City of Del Mar and Civic Solutions, Inc. (Attachment A) for contract planning services to extend the term for an additional one-year period ending August 3, 2025, and adjust fees for inflation; and 2) Authorize the City Manager to execute the First Amendment.
BACKGROUND:
On August 3, 2023, the City of Del Mar entered into a one-year agreement with Civic Solutions, Inc. (Attachment B) to provide contract planning services to help cover workload during periods of increased permit activity and longer than anticipated vacancies in the Planning and Community Development Department (Planning Department). Since approval of the agreement, Civic Solutions has assigned a planner to assist the City on a part-time basis for approximately 24 hours per week. The contract planner has been working on high level projects that are at the level of the Associate/Senior Planner positions that were vacant for an extended period of time. While the City has successfully filled all vacant positions in the Planning Department within the last six months, the contract planner continues to work on previously assigned projects that require staff continuity and are anticipated to be completed or transferred to other department staff over the next twelve months.
DISCUSSION/ANALYSIS:
The current agreement with Civic Solutions is set to end on August 3, 2024. Section 2.1 of the agreement allows for a six-month extension to the agreement upon approval by both parties. However, based on the current needs of the Planning Department, it is recommended that the agreement be extended for a 12-month period to allow for the projects currently being managed by the contract planner to be completed or successfully transition to full-time, regular department staff prior to the end of the contract period. 1 July 8, 2024 Item 11
City Council Agenda Report
First Amendment to Civic Solutions Agreement - Contract Planning Services July 8, 2024
Due to the escalating labor costs resulting from inflation and a competitive labor market, Civic Solutions has requested a five percent (5%) Consumer Price Index (CPI) increase to their fee schedule (Exhibit A to Attachment A) for Fiscal Year 2024-2025. As the agreement does not provide for a CPI adjustment, an amendment to the agreement is needed to revise and formally approve the updated service rates.
FISCAL IMPACT:
The anticipated costs for contract planning services totaling $100,000, were included in the approved FY 2024-25 Budget Update. There is no fiscal action to be taken by the City Council related to this agenda item.
ENVIRONMENTAL IMPACT:
The proposed City Council action does not constitute a “project” under the definition set forth in California Environmental Quality Act (CEQA) Guidelines Section 15378 because it will not have a potential to result in a direct or indirect physical change in the environment and is, therefore, not subject to CEQA.
NEXUS TO COUNCIL GOALS AND PRIORITIES:
This is an operational item and not included on the City Council’s list of Goals and Priorities.
ATTACHMENTS:
Attachment A - First Amendment to Agreement for Contract Planning Services Exhibit A to Attachment A – Updated Fee Schedule
Attachment B – Original Agreement with Civic Solutions, Inc. 2 July 8, 2024 Item 11
FIRST AMENDMENT TO AGREEMENT BETWEEN
THE CITY OF DEL MAR AND CIVIC SOLUTIONS, INC.
FOR CONTRACT PLANNING SERVICES
THIS FIRST AMENDMENT to the Agreement (First Amendment) is made and entered into effective the 3rd day of August, 2024, by and between the City of Del Mar, a Charter City and municipal corporation (“City”), and Civic Solutions, Inc. (“Consultant”) (collectively “Parties”).
RECITALS
WHEREAS, on August 3, 2023, the City and Consultant entered into an Agreement establishing the terms and conditions for Consultant to provide contract planning services to the City for a one-year period terminating August 3, 2024; and WHEREAS, the Parties now desire to extend the term of the Agreement for an additional one-year period; and
WHEREAS, the Parties now desire to amend the compensation rates for contract planner services included in Exhibit A of the Agreement to provide for a 5% Consumer Price Index (CPI) increase; and
WHEREAS, the First Amendment is necessary in order to extend the term of the Agreement and to provide for a 5% Consumer Price Index (CPI) based increase to the fee schedule.
NOW, THEREFORE, the Parties hereby agree to amend the Agreement as follows:
Section 1. Section 2.1 of the Agreement is amended as follows:
2. DURATION OF AGREEMENT
2.1 Term, Time for Performance. The term of the Agreement is for a period commencing on August 3, 2023, and terminating August 3, 2025, (“Termination Date”) unless terminated earlier as set forth herein.
Section 2. The fee schedule in Exhibit A to the agreement (“Scope of Work”) is hereby removed and replaced by the new Exhibit A fee schedule included with this First Amendment to provide for a Consumer Price Index based price increase of 5% for contract planning services.
Section 3. Except as otherwise provided in this First Amendment, all terms and conditions, and attachments and exhibits thereto, of the Agreement shall remain in full force and effect.
Attachment A 3 July 8, 2024 Item 11
City of Del Mar
First Amendment to Civic Solutions Agreement - Planning Services
IN WITNESS WHEREOF, the parties have caused this First Amendment to be effective as of the date first written above.
CITY OF DEL MAR,
a municipal corporation
By:
Ashley Jones, City Manager
CIVIC SOLUTIONS, INC.
By:
Thomas G. Merrell, President
ATTEST:
By:
Sarah Krietor, Administrative Services
Manager/City Clerk
APPROVED AS TO FORM:
By:
Leslie E. Devaney, City Attorney
Attachment A 4 July 8, 2024 Item 11
Contract Planning Services
City of Del Mar
FEE SCHEDULE FY ’24-‘25
Position Hourly Rates
PRINCIPAL PLANNER $168
SENIOR PLANNER $158
ASSOCIATE PLANNER $140
ASSISTANT PLANNER $130
PLANNING TECHNICIAN $115
CLERICAL $90
The above hourly rates apply only to authorized services provided under the scope and contract, and do not apply to contract administration activities such as invoicing, contract performance discussions, etc. Work performed on a time and material basis will be billed monthly, and will be due in accordance with the terms of the contract.
REIMBURSABLE EXPENSES
• Reproductions of plans
• Large duplication or document publishing projects
• Specialized graphic projects
• Transmittals sent via USPS, FedEx, UPS, etc.
Rates are in effect through June 30, 2025, and are subject to annual review and adjustment on July 1 each year thereafter.
CONTACT INFORMATION
Corporate Name Civic Solutions, Inc.
Corporate Office 27362 Calle Arroyo, San Juan Capistrano, CA 92675 Phone (949) 489-1442
Web Address www.civicsolutions.com
Federal Tax ID 33-0689860
President Thomas G. Merrell
Senior Vice President George Buell
6/24
Exhibit A to Attachment A 5 July 8, 2024 Item 11
Attachment B 6 July 8, 2024 Item 11
Attachment B 7 July 8, 2024 Item 11
Attachment B 8 July 8, 2024 Item 11
Attachment B 9 July 8, 2024 Item 11
Attachment B 10 July 8, 2024 Item 11
Attachment B 11 July 8, 2024 Item 11
Attachment B 12 July 8, 2024 Item 11
Attachment B 13 July 8, 2024 Item 11
Attachment B 14 July 8, 2024 Item 11
Attachment B 15 July 8, 2024 Item 11
Attachment B 16 July 8, 2024 Item 11
Attachment B 17 July 8, 2024 Item 11
Attachment B 18 July 8, 2024 Item 11
Attachment B 19 July 8, 2024 Item 11
City of Del Mar
Agenda Report
________________________________________________________________________________________________________ City Council Action:
TO: Honorable Mayor and City Council Members
FROM: Kaitlyn Elliott-Norgrove, Special Projects & Programs Manager Via Ashley Jones, City Manager
DATE: July 8, 2024
SUBJECT: First Amendment to Agreement with the Del Mar Village Association for Economic Development and Business Support Services
REQUESTED ACTION/RECOMMENDATION:
Staff recommends that the City Council approve the First Amendment to the Agreement with the Del Mar Village Association for Economic Development and Business Support Services (Attachment A) to reflect an increase to contractual fees in Fiscal Years 2024- 25 and 2025-26 totaling $25,000.
BACKGROUND:
Since 2005, the City has partnered with the Del Mar Village Association (DMVA) to provide economic development and business support services to the Del Mar business community. The current Agreement for services (Attachment B) was approved by the City Council in July 2023, for a three-year period ending June 30, 2026. Below is a high level summary of the services provided, with more detailed information included in Attachment B:
• Serve as a resource for Del Mar businesses;
• Support new business development in the Del Mar Village; • Maintain and implement new programs to drive commerce in Downtown Del Mar/Del Mar Village and support fundraising initiatives for the Downtown; • Partner with the City on Downtown improvements and programming; • Implement sustainability initiatives;
• Identify and pursue grant opportunities; and
• Communicate and report to the City.
DISCUSSION/ANALYSIS:
The funding provided by the City to the DMVA for their services totals $50,000 annually, which has not been increased in fourteen years, since 2010. However, DMVA’s costs to provide the agreed upon services have continued to rise and the scope of the services 1 July 8, 2024 Item 12
City Council Agenda Report
First Amendment to DMVA Agreement for Econ Development and Business Support Services July 8, 2024
provided under the Agreement has expanded over the years. Due to inflation, DMVA has experienced increases to direct labor and third-party contractor costs and necessary resource and technology upgrades in order to meet expectations for service delivery. The scope of the services provided under the Agreement have also been expanded over the years to include sustainability and long-term initiatives as well as pursuit of grant opportunities that bring significant value and benefit to the community.
The DMVA has requested that a $25,000 increase to the compensation provided under the Agreement be implemented over the next two fiscal years, with annual increases of $12,500 in fiscal years 2024-2025 and 2025-2026. Funding for this proposed increase was included in the FY 2024-2025 Budget Update approved by the City Council on June 17, 2024.
FISCAL IMPACT:
The fiscal impact of the recommended action is $25,000, funding for which was included in the approved FY 2024-2025 Operating and Capital Budget. There is no additional fiscal action to be taken by the City Council related to this agenda item.
ENVIRONMENTAL IMPACT:
The proposed City Council action does not constitute a “project” under the definition set forth in California Environmental Quality Act (CEQA) Guidelines Section 15378 because it will not have a potential to result in a direct or indirect physical change in the environment and is, therefore, not subject to CEQA. No further action under CEQA is required.
NEXUS TO CITY COUNCIL GOALS AND PRIORITIES:
This is an operational item.
ATTACHMENTS:
Attachment A – First Amendment
Attachment B – DMVA FY 2023-24 – FY 2025-26 Professional Services Agreement 2 July 8, 2024 Item 12
FIRST AMENDMENT TO PROFESSIONAL SERVICES AGREEMENT
BETWEEN THE CITY OF DEL MAR
AND THE DEL MAR VILLAGE ASSOCIATION
FOR ECONOMIC DEVELOPMENT & BUSINESS SUPPORT SERVICES
THIS FIRST AMENDMENT to the Agreement (First Amendment) is made and entered into effective the 8th day of July, 2024, by and between the City of Del Mar, a Charter City and municipal corporation (“City”), and the Del Mar Village Association (“DMVA”) (collectively “Parties”).
RECITALS
WHEREAS, on July 1, 2023, the Parties entered into an Agreement (Agreement), establishing the terms and conditions for the DMVA to provide economic development and business support services to the City to facilitate economic growth and development of the Del Mar business community, for a three-year period ending June 30, 2026; and WHEREAS, the Parties now desire to increase the compensation to DMVA to account for DMVA’s increased cost to provide the agreed upon services due to increased labor and third party contractor costs, necessary resource and technology upgrades, and enhanced service requirements including the addition of sustainability and long-term initiatives and pursuit of grant opportunities; and
WHEREAS, the First Amendment is necessary in order to implement an increase to the fees for services.
NOW, THEREFORE, the Parties hereby agree to amend the Agreement as follows:
Section 1. Section 4.1 of the Agreement is amended as follows:
4. COMPENSATION
4.1 Total Amount. Compensation to DMVA shall be paid in the amounts outlined below to perform the Scope of Services contained in Exhibit “A”, which will be paid as a lump sum at the beginning of each fiscal year, upon execution of the Agreement.
Fiscal Year 2023-2024: $50,000
Fiscal Year 2024-2025: $62,500
Fiscal Year 2025-2026: $75,000
Section 2. Except as otherwise provided in this First Amendment, all terms and conditions, and attachments and exhibits thereto, of the Agreement shall remain in full force and effect.
ATTACHMENT A
3 July 8, 2024 Item 12
City of Del Mar
First Amendment to DMVA Economic Development Services Agreement
IN WITNESS WHEREOF, the parties have caused this First Amendment to be effective as of the date first written above.
CITY OF DEL MAR,
a municipal corporation
By:
Ashley Jones, City Manager
DEL MAR VILLAGE ASSOCIATION
By:
Jen Grove, CEO
ATTEST:
By:
Sarah Krietor, Administrative Services
Manager/City Clerk
APPROVED AS TO FORM:
By:
Leslie E. Devaney, City Attorney
4 July 8, 2024 Item 12
ATTACHMENT B 5 July 8, 2024 Item 12
ATTACHMENT B 6 July 8, 2024 Item 12
ATTACHMENT B 7 July 8, 2024 Item 12
ATTACHMENT B 8 July 8, 2024 Item 12
ATTACHMENT B 9 July 8, 2024 Item 12
ATTACHMENT B 10 July 8, 2024 Item 12
ATTACHMENT B 11 July 8, 2024 Item 12
ATTACHMENT B 12 July 8, 2024 Item 12
ATTACHMENT B 13 July 8, 2024 Item 12
ATTACHMENT B 14 July 8, 2024 Item 12
ATTACHMENT B 15 July 8, 2024 Item 12
ATTACHMENT B 16 July 8, 2024 Item 12
City of Del Mar
Agenda Report
________________________________________________________________________________________________________ City Council Action:
TO: Honorable Mayor and City Council Members
FROM: Kaitlyn Elliott-Norgrove, Special Projects & Programs Manager Via Ashley Jones, City Manager
DATE: July 8, 2024
SUBJECT: Approval of Fiscal Year 2024-25 Scope of Work with Solana Center for Environmental Innovations for Organics Recycling Compliance Support Services
REQUESTED ACTION/RECOMMENDATION:
Staff recommends that the City Council approve a scope of work for Fiscal Year (FY) 2024-25 for services totaling $35,000 with Solana Center for Environmental Innovation (Solana Center) for organics recycling compliance support services under an existing agreement between the Solana Center and the Regional Solid Waste Association (RSWA) Joint Powers Authority, of which the City is a member agency, and authorize the City Manager to execute the required documents.
BACKGROUND:
In August 2020, the City of Encinitas issued a Request for Proposals (RFP) on behalf of the RSWA member agencies (cities of Encinitas, Solana Beach, Del Mar, National City, Poway, Escondido, and Vista) for organics recycling compliance support services to assist the member agencies with complying with Senate Bill (SB 1383), Short-Lived Climate Pollutants.
On March 25, 2021, RSWA entered into an agreement with the Solana Center to provide specific SB 1383 compliance services to member agencies. The agreement allowed for the Solana Center to perform certain “core compliance tasks” on behalf of member agencies and paid for by RSWA, but also included “optional tasks” that the member agencies could utilize and pay for through December 31, 2021.
After the Solana Center completed all core compliance tasks under the original agreement, the RSWA Board approved several amendments to the original agreement, including most recently Amendment No. 6, which was approved at RSWA’s meeting on July 13, 2023. Amendment No. 6 extended the contract term through June 30, 2025, refined the scope of services based on requests by and experiences of member agencies, and updated service pricing (Attachment B). Through June 30, 2025, RSWA member 1 July 8, 2024 Item 13
City Council Agenda Report
Approval of Scope of Work with Solana Center for Organics Recycling Compliance Support Services
July 8, 2024
agencies can use the negotiated pricing and scope of work established through the RSWA contract with the Solana Center.
The City of Del Mar Municipal Code (DMMC) Chapter 7.04.090 (G), Exemption from Bidding, allows the City to procure goods, services and/or professional services obtained from or through agreement with any governmental, public or quasi-public agency where the agency contracted for goods, services and/or services through a competitive process as described in Section 7.04.100.
The City of Del Mar, along with the other RSWA member agencies, is satisfied with the work performed by the Solana Center. The Solana Center has provided extensive education, outreach, and technical assistance on organics diversion with commercial account holders and edible food generators in Del Mar, as well as inspection services.
DISCUSSION/ANALYSIS:
On November 13, 2023, the City Council approved a scope of work with the Solana Center for organics recycling compliance support services with a not-to-exceed amount of $38,000. While the Council-approved scope of work was for both FY 2023-24 and FY 2024-25, the total approved cost of $38,000 was only for work in FY 2023-24.
Staff recommends that the City Council approve an updated scope of work with the Solana Center for Organics Recycling Compliance Support Services (Attachment A), in an amount not-to-exceed $35,000, for FY 2024-25, available under the existing agreement with the RSWA through June 30, 2025.
In February 2024, the City was awarded $75,000 in SB 1383 Local Assistance Grant funds, which will support the cost of work performed by the Solana Center.
PRIOR CITY COUNCIL REVIEW:
On November 13, 2023, Council approved a scope of work totaling $38,000 with Solana Center for Environmental Innovation (Solana Center) for Organics Recycling Compliance Support Services.
FISCAL IMPACT:
There is no fiscal action to be taken by the City Council associated with this item.
Sufficient funds have been included in the approved Fiscal Year 2024-25 Operating and Capital Budget to cover organics recycling compliance support services through June 30, 2025, which includes $35,000 for these services.
ENVIRONMENTAL IMPACT:
The proposed City Council action does not constitute a “project” under the definition set forth in California Environmental Quality Act (CEQA) Guidelines Section 15378 because it will not have a potential to result in a direct or indirect physical change in the 2 July 8, 2024 Item 13
City Council Agenda Report
Approval of Scope of Work with Solana Center for Organics Recycling Compliance Support Services
July 8, 2024