Del Mar City Council
January 20, 2026

described below, that inform the recommended replacement strategy for the City’s Vactor Truck.
• Vehicle Size and Maneuverability - The existing Vactor truck is approximately 33 feet long and has difficulty maneuvering within Del Mar’s hillside, streets, and alleys, limiting access to certain sewer, water, and storm drain facilities. This is similar to why EDCO uses smaller trash and recycling trucks in Del Mar to improve operational efficiency.
• Vacuum Capacity Limitations - The existing vacuum system is equipped with a 3 cubic yard (CY) debris tank, which is undersized and requires frequent trips for disposal. Larger debris tanks (up to 10 CY, which are typical) would significantly reduce emptying frequency and improve productivity, efficiency, and emergency response capacities.
• Jetting System Limitations - The existing high-pressure water jetting system is equipped with a ¾ inch hose and a 35-gallons-per-minute (GPM) water pump, which is insufficient to clean steep sewer grades or remove difficult blockages.

Modern systems equipped with 1-inch hoses and 60-85 GPM pumps can effectively clean steep grades and remove most blockages. • Capacity and Redundancy Constraints - The City currently relies on a single combination jetting and vacuum vehicle to perform most water, wastewater, storm drain maintenance, and emergency response activities. This single-vehicle configuration does not provide sufficient capacity to meet the City’s current and anticipated maintenance requirements, resulting in the need to contract out supplemental Vactor Truck services from outside vendors at an estimated cost of approximately $17,000 per year.

In addition, the San Diego Regional Water Quality Control Board has notified the City that storm drain maintenance requirements will be increasing, which is expected to further increase the need for contracted services if alternative City equipment resources are not secured. While staff would expand preventative maintenance activities, the existing Vactor truck is already operating at capacity.

Staff consulted with peer agencies, including Vallecitos Water District, Encina Wastewater Authority, and the City of Vista, which have doubled maintenance capacities by having two smaller, specialized vehicles – one dedicated to jetting sewer lines and one for vacuuming, storm drain cleaning, and hydro-excavation. • Emergency Response Limitations - The existing Vactor truck can only respond to one location at a time during a sewer emergency. Historically, Del Mar has coordinated with the City of Encinitas during major blockages, with one agency performing jetting while the other removes debris from downstream manholes. 2 January 20, 2026 Item 5
City Council Agenda Report
Replacement of the Public Works Vactor Truck
January 20, 2026

Possessing multiple vehicles would eliminate the City’s reliance on other agencies, and related costs, to respond to sewer emergencies.
• Increased Operational Efficiency - Staff visited neighboring agencies and testdrove both of the recommended vehicles. The smaller vehicles are easier to maneuver on narrow streets, such as those found throughout Del Mar, provide equivalent jetting power to larger units, and offer enhanced safety and reduced vehicle liability. Because of their size, the vehicles can carry larger water tanks without exceeding DMV weight restrictions and require less frequent refilling.

Having two vehicles would double operational capacity, increase flexibility, and improve emergency response capability, allowing crews to perform simultaneous maintenance and emergency functions, which helps to ensure that Del Mar will continue to be in compliance with the San Diego Regional Water Quality Control Board expectations and minimize the City’s exposure to spills and related costly fines.

Recommendation for Vactor Truck Replacement
Based on the information provided above, along with the desire to increase operational efficiency and reduce dependency on outside resources that may not always be available for immediate emergency response, staff recommends replacing the existing Vactor truck with a Vactor Ramjet truck and Truvac Hydro excavation truck.

The Vactor Ramjet truck would be the first truck purchased, to occur in Fiscal Year 2025- 26, with an 85-GPM water pump, 800 feet of 1-inch hose, and 1,500-gallon water tank, for an estimated cost of $515,000.

Purchase of the Truvac Hydro excavation truck, with a 10 CY debris tank, 1,000-gal water tank, pressure washer, and a vacuum system, would occur in Fiscal Year 2026-2027 at an estimated cost of $580,000.

Until purchase and delivery of the second vehicle, staff would utilize the existing Vactor Truck exclusively for vacuum operations, reducing wear and extending its useful life through FY 2027- 2028.

Funding for Proposed Truck Purchases
Approximately $800,000 is appropriated across the water, wastewater, and clean water enterprise funds in the City’s adopted FY 2025-2026 Operating Budget to replace the current Vactor Truck. Purchase of the two proposed vehicles during the current and upcoming fiscal year will cost approximately $1,095,000, which leaves an unfunded amount of approximately $295,000.

If approved by the Council, purchase of the Vactor Truck in FY 2025-26 will require a minor budget adjustment of $35,000 as further described in the fiscal impact section 3 January 20, 2026 Item 5
City Council Agenda Report
Replacement of the Public Works Vactor Truck
January 20, 2026

below. Necessary adjustments to the FY 2026-27 budget for purchase of the Truvac Hydro evacuation truck will be included in the FY 2026-27 Budget Update later this year.

Staff proposes to purchase the Vactor Ramjet and Truvac Hyrdo Excavation trucks directly from HAAKER Equipment, which are exempt from competitive bidding per Del Mar Municipal Code 7.04.090(B), since the recommended models are only available for purchase from a single source. Following order placement, the estimated delivery timeframe for the Vactor Ramjet is approximately 8 to 10 months. The Truvac Hyrdo Excavation Truck will be purchased in FY 2026-2027.

FISCAL IMPACT:

The fiscal impact to purchase the Vactor Ramjet in FY 2025-26 is $515,000, one-third (1/3) of which will be funded by the Cleanwater Fund and two-thirds (2/3) will come from the Wastewater Fund. There is a total of $480,000 in the approved Machinery and Equipment budget between these two funds, leaving an unfunded amount of $35,000.

Council approval of the recommended action will result in an amendment to the FY 2025- 2026 Operating and Capital Budget to allocate $35,000 between the Cleanwater and Wastewater Funds as detailed below:

Additionally, if Council approves the recommended actions, staff will include funding in the amount of approximately $580,000 for the purchase of the Truvac Hydro Excavation Truck in the FY 2026-2027 Operating and Capital Budget Update which will be presented to the City Council in June 2026.

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.

ATTACHMENTS:

Attachment A – Vactor Equipment Photos

MACHINERY AND EQUIPMENT FUND ACCOUNT AMOUNT
Vactor Ramjet Truck
Cleanwater 55.5840.5500 $11,650
Wastewater 57.5840.5500 $23,350
Total $35,000
4 January 20, 2026 Item 5
Purchase of a Vactor Ramjet Truck for the Public
Works Department
January 20, 2026
ATTACHMENT A 5 January 20, 2026 Item 5
Existing Vactor Truck; 35 gpm water pump, 3 CY Debris Tank ATTACHMENT A 6 January 20, 2026 Item 5
Recommendation 1; Vactor Ramjet 85 gpm Water Pump
ATTACHMENT A 7 January 20, 2026 Item 5
Recommendation 2; Truvac Hydro Excavator, 10CY Tank
ATTACHMENT A 8 January 20, 2026 Item 5
Not Recommended, Vactor 2110, 9 feet longer, 85 gpm Water Pump, 10CY Tank ATTACHMENT A 9 January 20, 2026 Item 5
City of Del Mar
Agenda Report
________________________________________________________________________________________________________ City Council Action:

TO: Honorable Mayor and City Councilmembers
FROM: Kseniia Izgarskaia, Senior Management Analyst
Marco Camacho, Finance Manager/Treasurer
Via Ashley Jones, City Manager
DATE: January 20, 2026
SUBJECT: Agreement with ClearSource Financial Consulting for a Cost Allocation Plan and Comprehensive User Fee Study
REQUESTED ACTION/RECOMMENDATION:

Staff recommends the City Council: 1) Approve the Agreement for a Cost Allocation Plan and Comprehensive User Fee Study with ClearSource Financial Consulting (Attachment A); and 2) Authorize the City Manager to execute the Agreement and any subsequent amendments provided for under the Agreement contingent upon satisfactory performance by the consultant.

BACKGROUND:

State and local governments use charges and fees to recover the cost of public services especially when they benefit a particular group versus the community as a whole. The City’s last comprehensive user fee study was completed in 2019. In the ensuing years, fees have been adjusted to account for changes in the Consumer Price Index (CPI). Industry best practices recommend that user fees be adjusted annually based on CPI or changes in cost allocations and updated comprehensively every five years.

In addition to recouping the direct cost of labor and materials associated with processing and administering user services, it is common for local governments to also recover indirect costs.

Indirect costs relate to a local government’s central service departments (e.g., Finance, Human Resources, City Clerk, Facilities, Information technology) that are allocated to the local government’s operating departments. A cost allocation plan therefore identifies the burden placed upon central services by the operating department in order to allocate a proportional share of central services costs. The City’s cost allocation plan was last updated in 2017. Industry best practices recommend indirect cost allocation plans be evaluated annually to account for any significant changes to costs or organizational structure, with comprehensive updates performed every three years.

The purpose of this project is twofold. First, the City is looking to update its Cost Allocation Plan to identify the total (direct and indirect) cost of providing various services within the City’s operations. Second, the City plans to conduct a Comprehensive User Fee Study to evaluate 1 January 20, 2026 Item 6
City Council Agenda Report
Agreement for a Cost Allocation Plan and Comprehensive User Fee Study January 20, 2026

and update its fee structure and rates, account for total service costs and desired cost recovery, and to maintain equity and legal compliance.

DISCUSSION/ANALYSIS:

On October 1, 2025, the City issued a Request for Proposals (RFP 2025-04) soliciting proposals from qualified firms to develop a comprehensive Cost Allocation Plan and Comprehensive User Fee Study for the City. The City received two proposals during the solicitation period from Matrix Consulting Group and ClearSource Financial Consulting (ClearSource). Both proposals were evaluated by staff based on the firms’ experience, qualifications, customer service, references from other local clients, and other relevant criteria. Proposed costs and fees were also evaluated to ensure they were in line with current market rates for the services to be provided.

After a thorough evaluation, staff recommends that the City Council approve the Agreement (Attachment A) with ClearSource for an initial three-year period beginning on January 20, 2026, and ending on January 20, 2029, with the option to extend the agreement for an additional two-year period upon satisfactory service. This term will provide the City extended access to ClearSource beyond the initial projects for additional services related to updates or reviews of user fees, the cost allocation plan, or other cost of service studies.

Founded in 2011, ClearSource is a California-based financial consulting firm focusing on serving municipal agencies and specializing on revenue management through cost-ofservice-based resources. While ensuring legal compliance, the firm is dedicated to equitable forms of locally controlled cost recovery with extensive experience preparing user and regulatory fee studies, cost allocation plans, and indirect cost rates. ClearSource clients include public agencies of various structures and sizes, such as the cities of Santa Ana, Oxnard, Huntington Beach, Morro Bay, Solvang, Santa Clara County, Ventura County, and the Carmel Valley Recreation & Park District.

Under the Agreement, ClearSource will help the City identify the total current costs of internal support services, total current costs of external services, recovery targets, appropriate fee structures, and the impact to the source funds of changes to user fees. The total project is estimated to take approximately 180 days from commencement to delivery of the final report documents for presentation and public engagement. The nexus between updating a Cost Allocation Plan and Comprehensive User Fee Study with the same consultant offers the City a clear benefit in terms of cost, schedule, and resource allocation.

FISCAL IMPACT:

The total cost of the agreement is not to exceed $49,920. There is a total of $32,320 currently appropriated in the approved Fiscal Year (FY) 2025-26 Operating and Capital Budget (Budget). Council approval of the recommended action will result in an amendment to the FY 2025-26 Budget to allocate an additional $17,600.

CONTRACTUAL SERVICES FUND ACCOUNT AMOUNT
Agreement for Cost Allocation Plan
and User Fee Study General Fund 01.5400.3200 $17,600
2 January 20, 2026 Item 6
City Council Agenda Report
Agreement for a Cost Allocation Plan and Comprehensive User Fee Study January 20, 2026

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 CITY COUNCIL GOALS AND PRIORITIES:

A Cost Allocation Plan Update is a Tier 2 priority on the Fiscal Year 2025-2026 and 2026- 2027 Council approved work plan.

ATTACHMENTS:

Attachment A – Agreement with ClearSource Financial Consulting Total $17,600
3 January 20, 2026 Item 6

PROFESSIONAL SERVICES AGREEMENT BETWEEN

THE CITY OF DEL MAR AND CLEARSOURCE FINANCIAL CONSULTING

FOR COST ALLOCATION PLAN AND COMPREHENSIVE USER FEE STUDY This Professional Services Agreement (“Agreement”) is made and entered into this 20th day of January, 2026 by and between the City of Del Mar, a Charter City and a municipal corporation (“City”), and ClearSource Financial Consulting (“Consultant”) (collectively “Parties”).

WHEREAS, the City desires to employ a consultant to complete a comprehensive Cost Allocation Plan and a Comprehensive User Fee Study for the City (“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. Designated Point of Contact. City shall provide Consultant access to appropriate staff and resources for the coordination and provision of services. Prior to the start of services, each Party shall identify for the other a designated point of contact for administration and oversight of the services to be provided under this Agreement, with notification of any change to the point of contact within thirty (30) days.

1.3. 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 one-year beginning on January 20, 2026, and ending on January 20, 2027. 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 Attachment A
4 January 20, 2026 Item 6
Professional Services Agreement
For Cost Allocation Plan and Comprehensive User Fee Study

occurs, Consultant shall immediately notify the Project Coordinator in writing of the cause and 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. 5 January 20, 2026 Item 6
Professional Services Agreement
For Cost Allocation Plan and Comprehensive User Fee Study

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.

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 6 January 20, 2026 Item 6
Professional Services Agreement
For Cost Allocation Plan and Comprehensive User Fee Study

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.

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, 7 January 20, 2026 Item 6
Professional Services Agreement
For Cost Allocation Plan and Comprehensive User Fee Study

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.

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, 8 January 20, 2026 Item 6
Professional Services Agreement
For Cost Allocation Plan and Comprehensive User Fee Study

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.

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 9 January 20, 2026 Item 6
Professional Services Agreement
For Cost Allocation Plan and Comprehensive User Fee Study

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 ClearSource Financial Consulting
City Clerk President
1050 Camino del Mar 7960 B Soquel Drive, Suite 363
Del Mar, CA 92014 Aptos, CA 95003
[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 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 10 January 20, 2026 Item 6
Professional Services Agreement
For Cost Allocation Plan and Comprehensive User Fee Study

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 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.
11 January 20, 2026 Item 6
Professional Services Agreement
For Cost Allocation Plan and Comprehensive User Fee Study

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

CLEARSOURCE FINANCIAL CONSULTING,
a California corporation
By: _____________________________
Terry Madsen, President
ATTEST:
________________________________
Sarah Krietor, Administrative Services
Director/City Clerk
APPROVED AS TO FORM:
_______________________________
Leslie E. Devaney, City Attorney
12 January 20, 2026 Item 6
Professional Services Agreement
For Cost Allocation Plan and Comprehensive User Fee Study

EXHIBIT “A”

SCOPE OF SERVICES
Consultant shall perform the following scope of services:
1) Component 1 - Cost Allocation Plan
The purpose of this project is to recommend an Office of Management and Budget (OMB) Circular A-87 compliant cost allocation plans and develop an Excel-based model which correctly allocates overhead costs to each of the City’s services. Consultant shall:

1. Work with City staff to define the purpose, uses, and goals for an overhead cost allocation plan, ensuring that the development of the plan will be both accurate and appropriate for the City’s current needs.

2. Identify the total cost of providing each City service at the appropriate activity level and in a manner consistent with all applicable laws, statutes, rules and regulations governing the collection of fees, rates, and charges by public entities including, but not limited to, the State Controller’s Office Guidelines for Cost Claiming and OMB 2 CFR Part 225 standards.

3. Develop a Cost Allocation Model for calculating the full costs of providing each City service. The requirements of the model shall allow for the following:
a) The addition, revision, or removal of direct and overhead costs so that the overhead cost allocation plan can be easily adapted to a range of activities, both simple and complex.
b) The ability to continuously update the model and overhead cost allocation plan from year-to-year as the organizational structure, costs, and inflation change. c) The addition of hypothetical service area information for future service enhancements, and the ability to calculate the estimated cost of providing the service under consideration (i.e. ad-hoc analysis).
d) Identify available data which can be effectively and efficiently incorporated into the Cost Allocation Model, including opportunities for simplifying and improving data collection activities to provide for annual indirect cost plan assessments and updates.

4. Report on other matters that surface during the evaluation that the City should consider, including but not limited to, advising on potential services not currently subject to cost allocation that may be eligible for allocation.

5. Work with the Finance Division in developing service provisions, cost categories, allocation criteria for current and future programs, and training related to the developed Cost Allocation Model and indirect costing activities.

6. Draft an Overhead Cost Allocation Plan and participate in various presentations to select City staff, the City Council, and advisory bodies as deemed necessary by staff. Collect and document comments and concerns from staff and Council members and incorporate those comments as directed.
13 January 20, 2026 Item 6
Professional Services Agreement
For Cost Allocation Plan and Comprehensive User Fee Study

7. Provide the City with the final Cost Allocation Plan in Microsoft Excel format, including related schedules and cost documentation in a format that can be edited and updated by City staff to accommodate changes in the organization, or changes in costs, or indexing/inflation. Develop a model for adjusting the plan to include the addition of hypothetical service area information for future service enhancements, and the ability to calculate the estimated costs of providing the service under consideration (Scenario and “what if” analyses).
2) Component 2 – Comprehensive User Fee Study
The City is seeking to evaluate all cost of services provided and examine whether a reasonable relationship exists between the cost of providing services and current service fees, while ensuring compliance with Proposition 26, Proposition 218, and other applicable statutory requirements. In addition to proposed fee updates, the firm shall recommend cost recovery strategies and identify best practices in establishing user fees. These strategies should take into consideration the complexities and demands of each department and program. Consultant will provide thorough analysis, development of fee models and recommendations, including identifying and recommending new fees and revenue sources. Consultant shall:

1. Work and meet with City staff to refine the project scope, purpose, uses and goals of the City’s Comprehensive User Fee Study to ensure that the study will be both accurate and appropriate to the City’s needs. Review project schedules and answer any questions pertaining to the successful development of the study.

2. Meet with staff and conduct interviews as needed to gain an understanding of the City’s processes and operations. Conduct a comprehensive review of the City’s existing fees, rates and charges.

3. Identify the total cost of providing each City service at the appropriate activity level and in a manner consistent with all applicable laws, statutes, rules and regulations governing the collection of fees, rates, and charges by public entities, including but not limited to, Proposition 26 and Proposition 218.

4. Compare service costs with existing fees, recovery levels, and fee methodologies. This should include any service areas where the City is currently charging for services as well as areas where perhaps the City should charge, considering the City’s practices, or the practices of similar or neighboring cities (benchmarking).

5. Recommend potential new fees and charges for existing or anticipated services the City provides but does not have any fees and/or charges established. Recommendations should be based on practices by surrounding cities that may charge for similar services, industry best practices, or the consultant’s professional opinion.

6. Recommend appropriate fees and charges, including annual inflationary adjustments, based on the consultant’s analysis together with the appropriate subsidy percentage for those fees where full cost recovery may be unrealistic. Include restructured fees and phased implementation plans if more effective or optimal approaches are available.

7. Prepare a report that identifies the present scope performed under the fee, the proposed scope performed under the recommended fee, present fees, recommended fees, percentage change, cost recovery percentage, revenue impact, and fee comparison with other similar jurisdictions.
14 January 20, 2026 Item 6
Professional Services Agreement
For Cost Allocation Plan and Comprehensive User Fee Study

8. Provide a Microsoft Excel model for adjusting these fees and charges for the City’s current and future needs and provide the City with an electronic copy of the final comprehensive study, including related schedules and cost documentation in a format that can be edited and updated by City staff to accommodate changes in the organization, costs, and inflation. The requirements of the models should allow for:
a) Additions, revisions, or removal of the direct and overhead costs so the comprehensive fee study can be easily adapted to a range of activities, both simple and complex.
b) The ability of the City to continuously update the model and fees from year to year as the organization changes and for inflationary adjustments, unless otherwise recommended by consultant based on best practices and benchmarking.
c) The addition of hypothetical service area information for future service enhancements, and the ability to calculate the estimated costs of providing the service under consideration (i.e., ad-hoc analysis).

9. Prepare and participate in presenting the information at public meetings to the City Council, advisory groups, and City staff to facilitate their understanding of the plan and its implication for the City and make necessary adjustments as requested.

10. Consult with City staff should it become necessary to defend the City’s Comprehensive User Fee as a result of any legal or other challenges.
15 January 20, 2026 Item 6
Professional Services Agreement
For Cost Allocation Plan and Comprehensive User Fee Study

EXHIBIT “B”

FEE SCHEDULE
Consultant shall be compensated in accordance with the following schedule:
1) Maximum consulting fee by project element
Project Element Estimated
Labor Hours
Maximum
Fee
Cost Allocation Plan (Full Cost and Federal Iterations, As Needed) 76 $14,820 Comprehensive User Fee Study 180 $35,100
Total Not-To-Exceed Cost $49,920
2) Rates for Additional Services (optional)
As-needed additional services outside of the original scope of work may be requested by the City by issuing a Task Order. Additional services shall be billed hourly in accordance with the following rates:

Project Manager: $195 per hour
Principal Consultant: $195 per hour
Senior Consultant: $195 per hour
These rates are as published by Consultant for the defined scope of work for the two project elements planned to commence in Fiscal Year 2025-26. These rates are subject to change based on the published rates of Consultant at the time of any future requested Task Order, not to exceed 3.0% or the San Diego Area Consumer Price Index (CPI), whichever is lower, increase per year from those listed above.
16 January 20, 2026 Item 6
City of Del Mar
Agenda Report
________________________________________________________________________________________________________ City Council Action:

TO: Honorable Mayor and City Councilmembers
FROM: Councilmembers Terry Gaasterland and Dan Quirk, Liaisons to the Measure Q Citizen Oversight Committee
Prepared by Denise Galvan, Management Analyst
DATE: January 20, 2026
SUBJECT: Appointment to the Measure Q Citizen Oversight Committee REQUESTED ACTION/RECOMMENDATION:

Measure Q Oversight Committee Council liaisons Terry Gaasterland and Dan Quirk recommend the City Council appoint Caitlin Laipenieks to the Measure Q Citizen Oversight Committee as an at-large voting member for a full three-year term from January 20, 2026, through January 31, 2029.

DISCUSSION/ANALYSIS:

The purpose of the Measure Q Citizen Oversight Committee (Committee) is to review, provide oversight, and report to the City Council on Measure Q revenues and expenditures. The Committee meets bi-annually or as-needed. A primary responsibility of the Committee is verifying that revenues from Measure Q are properly reserved for projects approved by the City Council and that related expenditures are accurately tracked.

The Committee is composed of five members: two (2) Finance Committee Members (or Finance Committee Members within the last five years), and three (3) at-large community residents of Del Mar with the goal that one (1) member is from the Del Mar business community.

There is currently one (1) at-large voting member vacancy on the Committee. City staff advertised the vacancy, and one Citizen Interest Form was received during the recruitment period from Caitlin Laipenieks (Attachment A). The Council Liaisons to the Committee reviewed the application and recommend the City Council appoint Caitlin Laipenieks as an at-large voting member for a full three-year term starting on January 20, 2026, and ending on January 31, 2029.

If the recommended appointment is approved by the City Council, the Committee will have full member roster. A copy of the current Committee roster is included as Attachment B for Council’s reference.

ATTACHMENTS:

Attachment A – Citizen Interest Form
Attachment B – Measure Q Citizen Advisory Committee Roster 1 January 20, 2026 Item 7

THIS IS A PUBLIC RECORD SUBJECT TO DISCLOSURE.

Note: Personal information may be withheld from public view as allowed by law

DEL MAR CITIZEN INTEREST FORM
I. APPLICANT INFORMATION
Last Name First Name Middle Initial
Home Street Address* City, State
Business Street Address (if applicable) City, State
Home Phone Number Business Phone Number E-mail Address
II. APPLICATION DETAILS
I am interested in serving on the following Committees, Board(s) or Commission(s) in order of preference (indicate 1st, 2
nd choice, etc.):
___Design Review Board
___Finance Committee
___Lagoon Committee
___Measure Q Citizen Oversight Committee
___Parks and Recreation Committee
___Planning Commission
___Shores Park Master Plan Ad-Hoc Advisory Committee
___Sustainability Advisory Committee
___Traffic and Parking Advisory Committee
___Undergrounding Program Advisory Committee
___Other(s) (please indicate):______________________________________ Qualifications for appointment and/or reasons for application (attach additional pages as needed):

Education:
*Applicants are required to provide a physical residency address. Mailing addresses or Post Office boxes will not be accepted. The City will maintain all residency addresses strictly confidential.

RECEIVED
By dgalvan at 11:41 am, 12/8/25 Laipenieks Caitlin Rae Del Mar, CA 1 The City of Del Mar is a small tight knit community with wonderful, engaged residents. But, we are facing significant challenges in the next few years including the increasing costs to protect our city from natural hazards (i.e. undergrounding) and the impending rail alignment. Despite the mighty strength of our Council, committees, and residents, we are at a severe disadvantage financially. Due to our low population, we cannot generate the funds necessary to face these challenges as we would like. That is why I would like to join the Measure Q Committee to ensure its revenues will be used effectively and efficiently to serve our residents. Our future depends on wise fiscal management to advocate for the City of Del Mar so it remains the city we all cherish.

Bachelor of Arts, Northwestern University 1997
Juris Doctor, California Western School of Law 2002
Master of Social Work, San Diego State University 2002
2 January 20, 2026 Item 7

THIS IS A PUBLIC RECORD SUBJECT TO DISCLOSURE.

Note: Personal information may be withheld from public view as allowed by law Relevant Experience (job or volunteer etc.):

Name all of the Del Mar Committees/Boards/Commissions that you now serve on:

Please name all the Boards/Commissions/Committee/Task Forces that you have served on in the past, and if you can, the dates of your service:

Optional: Please list three Del Mar residents who can provide a reference**:

NAME STREET NAME (no house
number)
Phone Number
**Due to Brown Act limitations that restrict communications between Councilmembers regarding upcoming actions of the City Council, please do not include a current sitting Councilmember as a reference for your appointment.

Residency
Month Year
I have been a resident of California since:

I have been a resident of San Diego County since:

I have been a resident of Del Mar since:

What part of town do you live in? Geographic diversity is desirable and will be taken into account.

Check the neighborhood map to verify your neighborhood. ☐ North Bluff
☐ North Beach
☐ South Beach
☐ Village Center
☐ South Bluff
☐ South Hills
☐ North Hills
☐ Valley
Are you a full-time or part-time resident of Del Mar? ☐ Full-time ☐ Part-time Is Del Mar your primary place of residence? ☐ Yes ☐ No
Are you a registered voter in Del Mar? ☐ Yes ☐ No I have been a lawyer for 23 years working for a public entity. I am familiar with the public entity committee and budget process, and have advised on aspects of it in my professional life. For the last three years, I had provided advice to a public entity on general governance including Prop 218 issues, Brown Act, Public Records requests, conflicts, gift of public funds issues and much more. Through the course of my work, I have worked on numerous public contracts and am familiar with the audit process, reporting, and enforcement. I am also intimately familiar with state and federal grant funding as one of my main public entity clients receives the majority of their funding through grants.

None
None
Lauren Gist Via Alta Laura Schaefer 6th Street Kay Geiserman Oribia Rd 1998 1998 2020 ✔ ✔
✔
✔
3 January 20, 2026 Item 7

THIS IS A PUBLIC RECORD SUBJECT TO DISCLOSURE.

Note: Personal information may be withheld from public view as allowed by law III. COMMITTEE SPECIFIC QUESTIONS
The following are additional questions related to specific committees. Please answer the questions only for the committee(s) you are applying for.

1. Finance Committee
The Finance Committee is looking for applicants with financial expertise and background.

Please describe your experience reviewing financial reports, conducting financial studies or any related experience. Please include any experience specific to public entities.

What aspects of the City’s finances most interest you and why?

2. Measure Q Citizen Oversight Committee
Membership on the Measure Q Citizen Oversight Committee is set by category. Which membership category do you best fit in? (Select all that apply)
☐ Current (or within past 5 years) Finance Committee Member ☐ Business Community Member
☐ At-large Resident Member
☐ Other (please explain): ____________________________________________________

3. Traffic and Parking Advisory Committee
Which membership category do you best fit in? (Select all that apply) ☐ Business representative (can be a non-resident)
☐ Resident
☐ Other (please explain): ____________________________________________________ Do you have any special expertise or experience related to traffic and parking? If yes, please explain:

4. Parks and Recreation Committee
The Parks and Recreation Committee is looking for applicants with an interest in the City’s parks and open spaces.
✔
4 January 20, 2026 Item 7

THIS IS A PUBLIC RECORD SUBJECT TO DISCLOSURE.

Note: Personal information may be withheld from public view as allowed by law Please describe your personal or professional experience related to parks, open spaces, trails, public recreation or any similar experience.

What aspects of the City’s parks and recreation most interest you and why?

5. Lagoon Committee
The Lagoon Committee is looking for applicants interested in the preservation of the lagoon and surrounding area.

What aspect(s) of being on the Lagoon Committee most interest you and why?

6. Shores Park Master Plan Ad-Hoc Advisory Committee
The Shores Park Master Plan Ad-Hoc Advisory Committee is looking for applicants interested in the Shores Park property and planning process.

What aspects of being on the Shores Park Master Plan Ad-Hoc Advisory Committee most interest you and why?
Please describe your approach for participating in the development of a preferred concept for the Master Plan for the Shores Park property.

7. Sustainability Advisory Committee
The Sustainability Advisory Committee members are community leaders on environmental issues.

In what ways would you like to contribute to a more sustainable world either in your personal life or on a broader community level?
5 January 20, 2026 Item 7

THIS IS A PUBLIC RECORD SUBJECT TO DISCLOSURE.

Note: Personal information may be withheld from public view as allowed by law Please describe any outreach or public education efforts you have participated in related to environmental issues or in other areas. Do you have skills or experience in outreach that you could bring to the Sustainability Advisory Committee?

8. Undergrounding Program Advisory Committee
The Undergrounding Program Advisory Committee is seeking applicants with an interest in the citywide undergrounding project.

Is your utility service undergrounded? What involvement did you have, if any? What aspects of being on the Utility Undergrounding Advisory Committee most interest you?

9. Design Review Board and/or Planning Commission
Briefly describe your qualifications and experience as it relates to serving on the Design Review Board or Planning Commission. The required qualifications for each can be found in the Del Mar Municipal Code (DMMC) Chapters 2.34 and 2.38. You will be able to provide more information at a City Council public meeting during an open interview process.

10. For All Committees: Thank you for completing the Citizen Interest Form. Is there anything else you would like to add to your application for the City Council to consider? Thank you for taking the time to review my application. I am happy to answer any questions you may have.

Sincerely,
Caitlin Rae
6 January 20, 2026 Item 7

THIS IS A PUBLIC RECORD SUBJECT TO DISCLOSURE.

Note: Personal information may be withheld from public view as allowed by law IV. SIGNATURE AND ACKNOWLEDGEMENT
Please review the important information below before signing and submitting your application. Please note that recommendations for appointments to City advisory committees (other than the Planning Commission and Design Review Board) are made by the Council Liaisons to that Committee. The appointments are then placed on the consent calendar for consideration for approval by the full City Council at the next available City Council meeting. For reasons of privacy, the individual candidates are not discussed at the meeting.

Additionally, the Del Mar Conflict of Interest Code requires that members of the Design Review Board, Planning Commission, and Finance Committee file Conflict of Interest Statements with the Administrative Services Department in conformance with the Fair Political Practices Commission and the City’s Conflict of Interest Code. Other advisory committee members are not required to file Conflict of Interest Statements.

By signing below, you are acknowledging that you have reviewed the Committee webpage for which you are applying and that you understand the conflict of interest filing requirement, if applicable. Part of your service may include ethics and anti-harassment training upon appointment and bi-annually. Visit the City’s Conflict of Interest Code webpage to learn more about the requirement.

By submitting this application, you are signing under penalty of perjury that the information you are providing, is true and correct to the best of your knowledge. __ __________________________
Signature Date
Within three (3) business days you will receive a confirmation email that your application is received. If you have questions, please email [email protected] or call (858) 755-9313 and a staff member will get back to you promptly.
12/7/2025
7 January 20, 2026 Item 7
City of Del Mar
Measure Q Citizen Oversight
Committee
Position Vice Chair
Category Finance Committee
Member(Resident)
Steven Mcdowell
2nd Term Dec 04, 2023 - Dec 31, 2026
Appointing Authority City Council
Position Chair
Category At-Large (Resident)
K. Alan Lonbom
2nd Term Feb 20, 2024 - Feb 28, 2027
Category At-Large (Resident)
Nancy Stoke
1st Term Dec 02, 2024 - Dec 31, 2027
Appointing Authority City Council
Position Secretary
Category At-Large (Resident)
Tom McGreal
3rd Term Nov 16, 2025 - Nov 30, 2028
Category Business Owner/Representative
Vacancy
Board Roster
Measure Q Citizen Oversight Committee Page 1 of 1
8 January 20, 2026 Item 7
City of Del Mar
Agenda Report
________________________________________________________________________________________________________ City Council Action:

TO: Honorable Mayor and City Councilmembers
FROM: Nicole Morrow, AICP, Associate Planner
Isam Hasenin, Contract Building Official
Karen Brindley, Planning & Community Development Director Via Ashley Jones, City Manager
DATE: January 20, 2026
SUBJECT: Introduction of an Ordinance to Process Administrative Corrections to Del Mar Municipal Code Chapter 23.12, Division 7 to Reflect Adoption of the 2025 California Green Building Code with Local Amendments REQUESTED ACTION/RECOMMENDATION:

Staff recommends the City Council introduce an Ordinance (Attachment A) to process administrative corrections requested by the California Building Standards Commission that involve amending Del Mar Municipal Code (DMMC) Chapter 23.12, Division 7 to reflect local adoption of the 2025 California Green Building Code by the City Council in September 2025, and the City’s intent to carry forward local amendments previously adopted by the City Council in 2018 that require new non-residential construction to comply with the CalGreen Code Appendix A5.

BACKGROUND
The City of Del Mar, through its Building Services Division, reviews development projects to ensure that new construction does not pose a threat to public health and safety. As a basis for review, the City relies on the regulations contained in the California Building Standards Code. On July 1, 2025, the State published the new 2025 Edition of the California Building Standards Code. The State of California regularly updates its Building Standards Code to incorporate updated safety standards. The updated codes were prepared with amendments based on updates from the International Code Council, International Association of Plumbing and Mechanical Officials, and the National Fire Protection Association intended to further improve public health and safety standards.

On September 22, 2025, the City Council adopted Ordinance No. 1022 to reflect local adoption of the 2025 Edition of the California Building Standards Code including various chapters of Title 24 of the California Code of Regulations as well as 11 local amendments to the Building Code. The City’s intent was that the September 2025 Council action included and carried forward an existing local amendment from 2018 (Ordinance 937) 1 January 20, 2026 Item 8
City Council Agenda Report
Administrative Correction to the 2025 Building Code
January 20, 2026

that requires new non-residential development to comply with the CalGreen Code Appendix A5, which is a measure to implement the City’s Climate Action Plan.

However, on December 2, 2025, the California Building Standards Commission (CBSC), following their review of the Ordinance No. 1022 in accordance with State procedures, considered it partially accepted for filing and requested the City process administrative corrections to DMMC Chapter 23.12, Division 7 to clarify its desire to continue to apply the CalGreen-related local amendment (Attachment B). The CBSC requested the City readopt the language of Section 23.12.070, including the required findings, to complete the filing of City’s 2025 Building Code Update.

DISCUSSION/ANALYSIS:

The proposed Ordinance includes the necessary findings required by California Health and Safety Code Sections 17958.7(a), 17958.7(b), and 18941.5(b) for the ordinances associated with adoption of the 2025 Green Building Code and local amendment to the Green Building Code to be considered timely filed.

As amended, DMMC Section 23.12.070 would continue to reflect the City’s adoption of the 2025 California Green Building Code (CalGreen Code). To facilitate processing of future State code updates, a new DMMC Section 23.12.071 is being added to clearly state the CalGreen Code Appendix A5 language for the local amendment in its own section, as is typically the standard format for local amendments. As shown in Attachment C, the content of the language in Section 23.12.071 will remain similar to what was adopted in Ordinance No. 1022, only the formatting and minor grammatical edits will change.

Following City Council adoption, the Ordinance will be filed with the CBSC to complete the filing process in accordance with California Health and Safety Code Section 17958.7(a).

A related concern is that the 2025 California Building Standards Code took effect statewide on January 1, 2026, and Assembly Bill 130 (2025) imposed an October 1, 2025, moratorium prohibiting amendments to a local jurisdiction’s building standards through June 1, 2031. Under AB 130, a jurisdiction is allowed to amend its Building Standards under specified conditions and with the approval of the CBSC. In this circumstance, the City will be allowed to adopt the proposed Ordinance in accordance with the exception in Section 17958(b)(1) of the California Health and Safety Code that allows for the City to adopt language that is substantially similar to regulations that were in effect as of September 30, 2025.

FISCAL IMPACT:

There is no fiscal impact or action to be taken by the City Council related to this agenda item. The review of a development’s conformance with the applicable building codes is processed through a separate review of development applications and building permits. 2 January 20, 2026 Item 8
City Council Agenda Report
Administrative Correction to the 2025 Building Code
January 20, 2026

As part of that process, the City applies fees to recover a portion of the administrative costs incurred to provide such reviews. No changes are proposed for the existing City’s fee schedule for issuance of Building Division related permits.

ENVIRONMENTAL IMPACT:

This project is not subject to the provisions of the California Environmental Quality Act pursuant to Section 15061(b)(3). It can be seen with certainty that the adoption of the State-mandated Building Codes with minor amendments will not have a significant effect on the environment.

HOUSING IMPACT:

Local adoption of the updated State-mandated building-related regulations will facilitate development of housing that complies with the minimum public health and safety standards as well as additional standards to reflect Del Mar’s unique characteristics and approach to design and development review.

NEXUS TO CITY COUNCIL GOALS AND PRIORITIES:

Updating the DMMC to adopt the California Building Codes by reference and incorporate local modifications is a Tier 1 priority for Fiscal Year 2025-26.

ATTACHMENTS:

Attachment A – Ordinance to Amend DMMC Sections 23.12.070 and 23.12.071 Attachment B – Ordinance No. 1022 CBSC Filing Letter
Attachment C – Strikeout of Adopted DMMC Section 23.12.070 3 January 20, 2026 Item 8
ORDINANCE NO. XXXX

AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF DEL

MAR, CALIFORNIA, AMENDING DEL MAR MUNICIPAL CODE
CHAPTER 23.12 (CALIFORNIA CODES FOR CONSTRUCTION)
BY AMENDING SECTION 23.12.070, AND BY ADDING SECTION

23.12.071 TO MAKE ADMINISTRATIVE CORRECTIONS

REQUESTED BY THE CALIFORNIA BUILDING STANDARDS

COMMMISSION, ALL RELATING TO THE APPLICABILITY OF
THE 2025 CALIFORNIA BUILDING STANDARDS CODE AND

ASSOCIATED NATIONAL AND STATE BUILDING AND

CONSTRUCTION CODES WITHIN THE CITY OF DEL MAR
WHEREAS, the Del Mar City Council adopted Ordinance No. 1022 on September 22, 2025 to adopt the updated 2025 State of California Building Standards Code with local modifications; and
WHEREAS, the Cityís Building Official submitted Ordinance No. 1022 to the California Building Standards Commission for filing on September 25, 2025; and WHEREAS, the California Building Standards Commission issued a letter to the City of Del Mar on December 2, 2025 stating that Ordinance No. 1022 was partially accepted for filing, excluding Section 23.12.070 of the DMMC due to deficiencies related to Sections 17958.7(a), 17958.7(b), and 18941.5(b) of the California Health and Safety Code due to the absence of express findings for an existing local amendment that was initially adopted by the Del Mar City Council through Ordinance No. 937 on June 18, 2018; and
WHEREAS, the California Building Standards Commission directed the City to amend Ordinance No. 1022 to process the administrative correction and refile the amended ordinance; and
WHEREAS, this Ordinance is intended to further clarify and supplement Ordinance No. 1022 adopted by the City Council on September 22, 2025 to include express findings to justify the need for local modifications to the California Green Building Code; and WHEREAS, the 2025 California Building Standards Code is based on the 2024 editions of the International Building Code, Uniform Plumbing Code, and Uniform Mechanical Code; 2023 edition of the National Electrical Code; 2025 California Energy Code; 2025 California Residential Code; 2025 California Green Building Code; 2025 California Administrative Code; 2025 California Reference Standards Code and 2025 California Wildland-Urban Interface Code; and
WHEREAS, California Health and Safety Code section 17958 requires that cities adopt building regulations that are substantially the same as those adopted by the 4 January 20, 2026 Item 8
Ordinance No. XXXX

California Building Standards Commission and contained in the California Building Standards; and
WHEREAS, California Health and Safety Code section 17958 permits local jurisdictions to make such changes or modifications to the California Building Standards Codes as are necessary due to local climatic, geological or topographical conditions; and WHEREAS, on January 9, 2026, the notice of City Council public hearing was published in digital and paper versions of general circulation of the Coast News; and WHEREAS, on January 20, 2025, the City Council held a duly noticed public hearing for introduction of the Ordinance; and
WHEREAS, the City Council finds that the minor modifications and changes to the California Building Standards Code are reasonably necessary to ensure consistent application of the codes throughout the State as has been applied to proposed development since 2018; and
WHEREAS, the proposed amendments do not constitute an amendment to the Cityís certified Local Coastal Program, which means that the final decision on the ordinance will be made by the Del Mar City Council.

NOW, THEREFORE, the City Council of the City of Del Mar hereby ordains as follows:

SECTION ONE:

That Section 23.12.070 Chapter 23.12 Division 1 (Building Code) of the Municipal Code is amended to read as follows:

23.12.070 - Adoption of the 2025 California Green Building Code, Part 11, Title 24 of the California Code of Regulations.

The California Green Building Code is hereby adopted and incorporated by reference herein as the Cityís green building code for the stated purpose of prescribing regulations in the City of Del Mar for improving public health, safety and general welfare by enhancing the design and construction of buildings through the use of building concepts having a reduced negative impact or positive environmental impact and encouraging sustainable construction practices, the 2025 California Green Building Code, Part 11, Title 24 of the California Code of Regulations, a portion of the California Building Code, as defined in the California Health and Safety Code, Section 18902 et seq.

Required Findings:
5 January 20, 2026 Item 8
Ordinance No. XXXX

The adoption of the CalGreen Code is consistent with required State standards and is necessary to bring the DMMC into consistency Title 24 of the California Code of Regulations.

SECTION TWO:

That Section 23.12.071 of Chapter 23.12 Division 1 (Building Code) is added to read as follows:

23.12.071 - Local Amendment to the California Green Building Code - Implementation of Voluntary Tier 1 Building Code Standards as Mandatory Measures for Non-residential Construction.

Except as otherwise provided in this Chapter or by other parts of the Del Mar Municipal Code, all construction shall be in conformance with the California Building Standards Code and rules and regulations promulgated pursuant thereto, including the 2025 California Green Building Code, published by the California Building Standards Commission and Appendix A5 (Tier 1 non-residential voluntary measures), incorporated herein by reference, is adopted as mandatory provisions for all new non-residential construction and any non-residential construction over a $150,000.00 valuation as determined by the City of Del Mar Building Division.

Required Findings:

The City of Del Mar City Council by a duly noticed public hearing adopted its Climate Action Plan (CAP) on June 6, 2016. By adopting the CAP, the City committed to reducing greenhouse gas emissions by up to 50% through the year 2035. As part of the implementation of the programs within the CAP, the City Council specifically prioritized efforts to adopt more stringent construction standards as a way to reduce energy consumption. CalGreen Tier 1 standards represent a 15% reduction (on average) of energy consumption when compared to the minimum State mandated code.

Considering the small population and land size of the City and the variety of unique factors which influence both the Cityís ability and need to adopt mitigation measures to reduce the impact of climate change, the adoption of Tier 1 commercial construction standards represents a commitment to meeting the Cityís designated emissions targets. The adoption of this modification is reasonably necessary to reach the emissions reductions targets established by the CAP and to further reduce the risks to the City imposed by climate change.

These provisions were adopted in 2018 to implement the CAP and has continued to be adopted under DMMC Section 23.12.070 in subsequent code update cycles.

The language, as it will now appear in Section 23.12.071 of the DMMC, is textually the same as was adopted in Ordinance No. 937 and Ordinances No. 957 and 994 6 January 20, 2026 Item 8
Ordinance No. XXXX

which codified the 2019 and 2022 triennial code cycles respectively. The purpose of this amendment is to allow readers to be able to distinguish between the adoption of the CalGreen Code and the requirements of Ordinance No. 937 and to establish the required findings necessary to comply with Health and Safety Code Section 17958.7. Based on the longstanding history of Ordinances No. 937, 957, and 994, this Amendment is substantially equivalent to an existing policy which conforms to State law and is therefore consistent with California Health and Safety Code Section 17958 which would permit a jurisdiction to adopt language which was previously filed by the governing body of the city or county and was in effect as of September 30, 2025.

SECTION THREE:

This Ordinance was assessed in accordance with the authority and criteria contained in the California Environmental Quality Act (CEQA), the State CEQA Guidelines, and the environmental regulations of the City. The City Council hereby finds that under Section 15061(b)(3) of the State CEQA Guidelines, this Ordinance is exempt from the requirements of CEQA because based on substantial evidence it can be seen with certainty that the provisions contained herein would not have the potential for causing a significant effect on the environment.

SECTION FOUR:

This Ordinance was introduced by the City Council on January 20, 2026.

SECTION FIVE:

The City Clerk is directed to prepare and have published in media of general circulation a summary of this Ordinance no less than five days prior to the consideration of its adoption and again within 15 days following adoption indicating votes cast.

SECTION SIX:

If any section, subsection, subdivision, paragraph, sentence, clause, phrase or portion of this Ordinance is, for any reason, held invalid or unconstitutional, such decision shall not affect the validity or effectiveness of the remaining portions of this Ordinance.

SECTION SEVEN:

Upon adoption, the City Building Official is hereby authorized and directed to file a copy of this Ordinance with the California Building Standards Commission consistent with Section 17958.7(a) of the California Health and Safety Code. 7 January 20, 2026 Item 8
Ordinance No. XXXX

SECTION EIGHT:

This Ordinance shall take effect and be in force thirty (30) days after its passage and the City Clerk of the City of Del Mar is hereby authorized to use summary publication procedures pursuant to Government Code Section 36933 utilizing a newspaper of general circulation published in the City of Del Mar.

PASSED, APPROVED AND ADOPTED by the City Council of the City of Del Mar, California at the Regular Meeting held this 3rd day of February 2026. ____________________________
Tracy Martinez, Mayor
City of Del Mar
APPROVED AS TO FORM:
____________________________
Leslie E. Devaney, City Attorney
City of Del Mar
8 January 20, 2026 Item 8
Ordinance No. XXXX

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 Ordinance No. XXXX, which has been published pursuant to law, and adopted by the City Council of the City of Del Mar, California, at a Regular Meeting held the 3rd day of February 2026, by the following vote:

AYES:

NOES:

RECUSE:

ABSENT:

ABSTAIN:
______________________________
Sarah Krietor, Administrative Services
Manager/City Clerk
City of Del Mar
9 January 20, 2026 Item 8
Strikeout of Ordinance No. 1022
Chapter 23.12 ñ CA CODES FOR CONSTRUCTION
DIVISION 7. - GREEN BUILDING CODE

23.12.070 - Adoption of the 2025 California Green Building Code, Part 11, Title 24 of the California Code of Regulations.

The California Green Building Code There is adopted and incorporated by reference herein as the Cityís city green building code for the stated purpose of prescribing regulations in the City of Del Mar for improving public health, safety and general welfare by enhancing the design and construction of buildings through the use of building concepts having a reduced negative impact or positive environmental impact and encouraging sustainable construction practices, the 2025 California Green Building Code, Part 11, Title 24 of the California Code of Regulations, a portion of the California Building Code, as defined in the California Health and Safety Code, Section 18902 et seq. Except as otherwise provided in this chapter and other parts of the Del Mar Municipal Code, all construction shall be in conformance with the California Building Standards Code and rules and regulations promulgated pursuant there to, including the 2025 California Green Building Code, published by the California Building Standards Commission and Appendix A5 (Tier 1 non-residential voluntary measures), incorporated herein by reference, is adopted as mandatory provisions for all new non-residential construction and any nonresidential construction over a $150,000.00 valuation as determined by the City of Del Mar Building Division.

23.12.071 - Local Amendment to the California Green Building Code - Implementation of Voluntary Tier 1 Building Code Standards as Mandatory Measures for Non-residential Construction.

Except as otherwise provided in this Chapter or by other parts of the Del Mar Municipal Code, all construction shall be in conformance with the California Building Standards Code and rules and regulations promulgated pursuant thereto, including the 2025 California Green Building Code, published by the California Building Standards Commission and Appendix A5 (Tier 1 non-residential voluntary measures), incorporated herein by reference, is adopted as mandatory provisions for all new non-residential construction and any non-residential construction over a $150,000.00 valuation as determined by the City of Del Mar Building Division.
10 January 20, 2026 Item 8

DEPARTMENT OF GENERAL SERVICES CALIFORNIA GOVERNOR GAVIN NEWSOM

BUILDING STANDARDS COMMISSION
2525 Natomas Park Drive, Suite 130
Sacramento, California 95833-2936
(916) 263-0916
December 2, 2025
Nicole Morrow, AICP, Associate Planner [email protected] City of Del Mar, Planning and Community Development
1050 Camino del Mar
Del Mar, CA 92014
Re: Ordinance # 1022 – Partial
Dear Nicole Morrow:

The purpose of this letter is to provide the determination of the California Building Standards Commission (CBSC) following review of the ordinance(s) referenced above from City of Del Mar on 9/25/2025 pertaining to local modifications to the provisions of the 2025 California Building Standards Code, Title 24, California Code of Regulations (Title 24).

The code modifications are partially accepted for filing. This letter attests to the filing’s compliance with the Health and Safety Code (HSC) Sections noted below, with the exception of the following deficiencies:
☒ Missing express findings based on local conditions per HSC Sections 17958.7(a) and (b) and 18941.5(b).

Deficiencies:

23.12.070 - Adoption of the 2025 California Green Building Code, adopting Appendix A5 as Mandatory for all new non-residential construction and any nonresidential construction over $150,000.00 valuation as determined by City of Del Mar Building Division.

Please resubmit the filing including the item(s) identified in the table above. At that time, CBSC will again review the submittal for a fully acceptable for filing determination.

Additional information:

Please note that local modifications to Title 24 are specific to each edition and must be readopted by the authority having jurisdiction and filed with CBSC for each subsequent triennial edition to remain in effect.

Fire Protection District: Per HSC Section 13869.7, ordinances making modifications to Title 24, require such ratified ordinances and express findings to be filed with the Department of Housing and Community Development (HCD), Division of Codes and Standards, State Housing Law Program, rather than CBSC.

Energy efficiency: Ordinances making modifications to the energy efficiency and conservation provisions in the California Energy Code, Part 6 of Title 24, may require approval from the California Energy Commission pursuant to Public Resources Code Section 25402.1(h)(2).

If you have questions or need further information, please contact me at (916) 263-0916.

Sincerely,
Beth Maynard
Beth Maynard
Associate Construction Analyst
11 January 20, 2026 Item 8
City of Del Mar
Agenda Report
________________________________________________________________________________________________________ City Council Action:

TO: Honorable Mayor and City Councilmembers
FROM: Sarah Krietor, Administrative Services Manager/City Clerk Ashley Jones, City Manager
DATE: January 20, 2026
SUBJECT: Consideration of a Cost Sharing Agreement with the City of Solana Beach for Fire Management Transition Services
REQUESTED ACTION/RECOMMENDATION:

Staff recommends that the City Council: 1) Approve a Cost Sharing Agreement (Agreement) with the City of Solana Beach for Fire Management Transition Services (Attachment A); and 2) Authorize the City Manager to execute the Agreement and any subsequent amendments provided for under the Agreement contingent upon satisfactory performance.

BACKGROUND:

In 2009, the cities of Encinitas, Del Mar, and Solana Beach, along with the Rancho Santa Fe Fire Protection District (RSFFPD), entered into a Cooperative Management Services Agreement (COOP) (Attachment B) to consolidate fire department executive management functions across jurisdictions with the goal of enhancing regional coordination, reducing administrative redundancy, and improving cost efficiency by sharing key fire management positions between the participating agencies. RSFFPD subsequently withdrew from the agreement in 2013.

The COOP, which has been amended five (5) times since its inception, includes a costsharing model based on population, geographic area, call volume, and staffing. Currently, all ten (10) shared management positions are employed by the City of Encinitas.

On June 11, 2025, the City of Encinitas City Council held a special meeting to discuss the evolving needs of the Encinitas community and whether to continue their participation in the COOP (https://tinyurl.com/3bww3xy4). The Encinitas City Council voted unanimously to exit the COOP.

A copy of the formal notice provided by the City of Encinitas dated June 18, 2025, is included for reference (Attachment C). The notice indicates that the City of Encinitas plans to leave the COOP by March 31, 2026, and will continue to fulfill its obligations under the COOP until that time to ensure an orderly and coordinated transition of fire management responsibilities.

On September 22, 2025, the Del Mar City Council authorized the City Manager to provide notice to the cities of Encinitas and Solana Beach that the City of Del Mar may exit the COOP 1 January 20, 2026 Item 9
City Council Agenda Report
Fire Management Services Cost Sharing Agreement
January 20, 2026

between January 1 and March 31, 2026, or at a date thereafter as may agreed upon by the parties. The City of Solana Beach City Council directed their City Manager to take similar action on September 24, 2025. These actions were taken to provide maximum flexibility to Del Mar and Solana Beach as alternatives for fire management services are being explored.

Since receiving notice of the City of Encinitas’s planned March 2026 departure from the COOP, the Del Mar and Solana Beach City Managers released a joint statement (https://www.delmar.ca.us/m/newsflash/Home/Detail/1065) regarding next steps and have been working diligently and cooperatively to identify alternative options for fire management services such as contracting with another established fire agency or potentially forming a fire department between the two cities.

DISCUSSION/ANALYSIS:

Alternatives Explored
The cities spent a considerable amount of time exploring opportunities to partner with other established local agencies for fire management services. While the opportunity to partner with another fire agency initially seemed promising, these discussions ultimately did not pan out and the cities decided looking more closely at a two-department solution was likely the best option. Prior to the formation of the COOP with Encinitas, the cities of Del Mar and Solana Beach partnered for fire management services in a two-agency arrangement from 2003-2009.

As the cities continue to move forward with this process, maintaining a high level of service, timely response, and readiness for wildfires are essential factors under consideration, along with ensuring the long-term financial viability of services to be provided.

Interim Fire Management Needs
Given the upcoming March 2026 deadline and need to ensure continuity of fire management services, staff is proposing the City Council approve an Interim Cost Sharing Agreement (Attachment A) with the City of Solana Beach that provides for shared costs between the cities for an interim Fire Chief (50%) and Public Safety Management Analyst (20%), and related expenses, to assist both agencies with the recruitment of a permanent fire chief and development of a recommended fire management structure for shared management services. Having an interim chief and support staff to prepare for the transition away from Encinitas fire management in March 2026, is critical to ensuring a smooth transition and continuity of fire management services.

The Solana Beach City Council approved hiring retired annuitant interim Fire Chief Colin Stowell on December 10, 2025, with an employment start date of January 5, 2026. Chief Stowell has over 35 years of experience and previously served as the Fire Chief for Heartland Fire Protection and Rescue and City of San Diego. He is highly experienced and respected in the fire service arena and will be a valuable resource to both agencies through the upcoming transition.
2 January 20, 2026 Item 9
City Council Agenda Report
Fire Management Services Cost Sharing Agreement
January 20, 2026

Public Employees’ Retirement Law governs the process for public agencies to hire retired annuitants for vacant positions requiring specialized skills during the recruitment for a permanent appointment. In accordance with the applicable regulations, interim Chief Stowell can work up to 960 hours per fiscal year for a period of 12 months while the cities recruit to hire a permanent Fire Chief. As such, recruitment for a permanent Fire Chief is already underway and the City Manager will keep the Council informed on recruitment status.

The Agreement proposes that the City of Del Mar will reimburse the City of Solana Beach for 50% of the interim Fire Chief and up to 20% of the Public Safety Management Analyst for support services related to the fire management transition. Additionally, under the proposed Agreement, the cities would split the cost of any trainings, association memberships, and equipment for the interim Fire Chief with Solana Beach covering the costs for uniforms and office space and the City of Del Mar providing the interim Chief’s vehicle.

Next Steps
Staff will continue to work cooperatively with the City of Solana Beach to:
➢ Be well-prepared for the transition of fire management services in March 2026. ➢ Participate in a joint-process to select and hire a permanent Fire Chief, develop a proposed management structure, and implement hiring as authorized by the participating cities.
➢ Develop a Cooperative Agreement for Fire Management Services between the Cities for consideration by participating cities during the first half of 2026. ➢ Complete RFQ and hire a qualified consultant to analyze long-term fire management needs and service delivery options, such as formation of a Joint Powers Authority (JPA) for fire department services between the two cities, partnering with other outside agencies, etc. in fiscal year 2026-2027 or based on timing determined by the participating agencies.

ATTACHMENTS:

Attachment A– Cost Sharing Agreement with City of Solana Beach Attachment B– COOP Agreement and Amendments
Attachment C– City of Encinitas Notice of Withdrawal from the Cooperative Fire Management Services Agreement
3 January 20, 2026 Item 9

COST SHARING AGREEMENT BETWEEN

THE CITY OF SOLANA BEACH AND THE CITY OF DEL MAR

FOR FIRE MANAGEMENT TRANSITION SERVICES
This Cost Sharing Agreement (“Agreement”), effective as of January 5, 2026, is entered into between the City of Solana Beach and the City of Del Mar (herein referred to as “Cities”) for fire management transitions services.

WHEREAS, on June 18, 2025, the cities of Del Mar and Solana Beach were notified by the City of Encinitas that the Encinitas City Council voted unanimously to terminate its participation in and withdrawal from the Cooperative Fire Management Services Agreement between the three agencies effective March 31, 2026; and
WHEREAS, the cities of Solana Beach and Del Mar desire to cooperatively explore the development of a fire management structure between the two Cities; and WHEREAS, it is necessary that an Interim Fire Chief assist the Cities with the recruitment of a permanent Fire Chief and the development of a fire management structure for the Cities; and WHEREAS, on December 10, 2025, the Solana Beach City Council adopted Resolution 2025-130 appointing Colin Stowell as the Interim Fire Chief; and WHEREAS, the Cities desire to partner for fire management transition services under the terms and conditions outlined in this Agreement by sharing the cost of Interim Fire Chief and Management Analyst (Public Safety & City Management) positions employed by the City of Solana Beach.

NOW, THEREFORE, the Cities hereto mutually covenant and agree with each other as follows:

1. SCOPE OF SERVICES. The Cities agree to the Scope of Services, attached hereto as Exhibit “A” and incorporated herein.

2. COMPENSATION/COST SHARING

2.1 Total Amount. Costs will be shared and compensation provided in accordance with the Shared Costs/Compensation Schedule included as Exhibit “B” and incorporated herein. The City of Solana Beach shall bill the City of Del Mar for work provided and shall present a written request for such payment monthly.

The City of Del Mar shall pay all invoices in arrears within 45 days and shall in no event be required to pay for any services provided by the City of Solana Beach in advance.

2.2 Additional Services. As the need arises or in the event of an emergency, requests for additional services may be identified and mutually agreed upon.

Should such additional services be required, costs therefore shall be paid to the City of Solana Beach in accordance with the Shared Costs/Compensation Schedule included as Exhibit “B”. The Cities shall agree to the scope and costs of additional work prior to commencement of such work. 4 January 20, 2026 Item 9

3. DURATION OF AGREEMENT.

3.1 Term, Time for Performance. This Agreement shall be effective for a period of one (1) year beginning on January 5, 2026, and ending on January 5, 2027.

3.2 Right to Terminate for Default. Should the City of Solana Beach or the City of Del Mar be in default of any covenant or condition hereof, the other City may immediately terminate this Agreement for cause if the city in default fails to cure the default within ten (10) calendar days of receiving written notice of the default.

3.3 Right to Terminate without Cause. Without limiting its rights in the event of a city’s default, either city may terminate this Agreement, without cause, by giving written notice to the other city. Such termination shall be effective 30 days after receipt of the written notice. The City of Solana Beach shall be compensated for all effort and material expended on behalf of City of Del Mar under the terms of this Agreement, up to the effective date of termination.

4. 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 of Del Mar: If to City of Solana Beach
City of Del Mar City of Solana Beach
City Clerk City Clerk
1050 Camino del Mar 635 S. HWY 101
Del Mar, CA 92014 Solana Beach, CA 92075
[email protected] [email protected]

5. INDEPENDENT CONTRACTOR. Nothing contained in this Agreement is intended to, or shall be construed in any manner, as creating or establishing the relationship of employer/employee between the Cities. The City of Solana Beach shall at all times remain an "independent contractor" with respect to the services to be performed under this Agreement. The City of Del Mar shall be exempt from payment of all Unemployment Compensation, FICA, retirement, life and/or medical insurance and Worker's Compensation Insurance, as the City of Solana Beach is an independent contractor.

6. HOLD HARMLESS. The Cities shall hold harmless, defend and indemnify each other from any and all claims, actions, suits, charges and judgments whatsoever that arise out of the Cities performance or nonperformance of the services or subject matter called for in this Agreement. Where fault is determined to have been comparative, principles of comparative fault will be followed, and each party shall bear the proportionate cost of any damage attributed to the fault of that party, its officers, directors, agents, employees, volunteers, or subcontractors. The Cities acknowledge that by entering into this Agreement no party waives or intends to waive any immunities to which they would be 5 January 20, 2026 Item 9
entitled in the absence of the Agreement. Each party shall promptly notify the other Party of any claims or legal actions arising out of the performance of this Agreement.

7. AMENDMENTS. This Agreement may be modified or amended only by a written document executed by both Cities and approved as to form by the Cities’ City Attorneys. No change, alteration, or modification of the terms or conditions of this Agreement, and no verbal understanding of the Cities, their officers, agents, or employees shall be valid unless agreed to in writing by both Cities.

8. 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.

7. SEVERABILITY. The unenforceability, invalidity, or illegality of any provision of this Agreement shall not render any other provision unenforceable, invalid, or illegal.

8. ENTIRE AGREEMENT. This Agreement sets forth the entire understanding of the Cities 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.

9. DRAFTING AMBIGUITIES. The Cities 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.

10. 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.

11. EXHIBITS INCORPORATED. All Exhibits referenced in this Agreement are incorporated into the Agreement by this reference.

12. 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 city or Cities hereto harmless if it is later determined that such authority does not exist.
6 January 20, 2026 Item 9
IN WITNESS WHEREOF, the Cities hereto have executed this Agreement the day and year first hereinabove written.

CITY OF DEL MAR,
a municipal corporation
By: ____________________________
Ashley Jones, City Manager

CITY OF SOLANA BEACH,
a municipal corporation
By: ____________________________
Alyssa Muto, City Manager

ATTEST: ATTEST:
_________________________________ _____________________________ Sarah Krietor, Administrative Services Angela Ivey, City Clerk Manager/City Clerk
APPROVED AS TO FORM: APPROVED AS TO FORM:
_______________________________ _______________________________ Leslie E. Devaney, City Attorney Johanna Canlas, City Attorney 7 January 20, 2026 Item 9
EXHIBIT “A”

SCOPE OF SERVICES
The Cities agree to jointly fund, as described in Exhibit “B” to this Agreement, and utilize the positions of Interim Fire Chief and Management Analyst Public Safety employed by the City of Solana Beach.

The Interim Fire Chief shall provide services to the Cities, including but not limited to: assistance with the Fire Chief recruitment; performance of duties outlined in the City of Solana Beach Fire Chief Job Description approved on December 10, 2025, and in accordance with Retired Annuitant Agreement effective January 5, 2026, and manage Fire Department operations for the Cities; assisting the Cities with the transition of fire management services; and other related duties, as assigned and as mutually agreed upon by the Cities.

The Management Analyst Public Safety shall provide administrative and analytical support to the Interim Fire Chief, and the Cities related to the fire service management transition, as assigned and as mutually agreed upon by the Cities.

This Agreement may be amended for consistency should the Cities subsequently enter into a Cooperative Fire Management Services Agreement or similar agreement. 8 January 20, 2026 Item 9
EXHIBIT “B”

SHARED COSTS/COMPENSATION SCHEDULE
The City of Del Mar agrees to reimburse the City of Solana Beach for expenses and costs related to this Agreement, as follows:

1. Interim Fire Chief- 50% of the Interim Fire Chief at the hourly rate of $122.00/hr. (no benefits as retired annuitant)

2. Management Analyst - 20% of the current annual salary of $130,728 (fully loaded cost), totaling $26,146

3. Training – 50% of the total costs of training, association memberships, etc. for the Interim Fire Chief

4. Equipment – 50% of Equipment (e.g., computers, mobile devices, etc.) and mobile phone charges for the Interim Fire Chief and Management Analyst

5. Fuel Cost- 50% of the fuel cost for the Interim Fire Chief (fuel card provided by Solana Beach)
The City of Solana Beach agrees to provide office space for the Interim Fire Chief and pay for associated equipment and uniforms (formal and informal) and to pay for uniform cleaning.

The City of Del Mar agrees to provide a vehicle for use by the Interim Fire Chief during the term of this Agreement.

Should the hourly rate for either position be increased or otherwise adjusted during the term of this Agreement, the City of Solana Beach shall provide written notice to the City of Del Mar within five (5) business days of the adjustment. The adjusted salaries will be incorporated into the Agreement by an Amendment as permitted under Section 7 of this Agreement. 9 January 20, 2026 Item 9
10 January 20, 2026 Item 9
11 January 20, 2026 Item 9
12 January 20, 2026 Item 9
13 January 20, 2026 Item 9
14 January 20, 2026 Item 9
15 January 20, 2026 Item 9
16 January 20, 2026 Item 9
17 January 20, 2026 Item 9
18 January 20, 2026 Item 9
19 January 20, 2026 Item 9
20 January 20, 2026 Item 9
21 January 20, 2026 Item 9
22 January 20, 2026 Item 9
23 January 20, 2026 Item 9
24 January 20, 2026 Item 9
25 January 20, 2026 Item 9
26 January 20, 2026 Item 9
27 January 20, 2026 Item 9
28 January 20, 2026 Item 9
29 January 20, 2026 Item 9
30 January 20, 2026 Item 9
31 January 20, 2026 Item 9
32 January 20, 2026 Item 9
33 January 20, 2026 Item 9
34 January 20, 2026 Item 9
35 January 20, 2026 Item 9
36 January 20, 2026 Item 9
37 January 20, 2026 Item 9
38 January 20, 2026 Item 9
39 January 20, 2026 Item 9
40 January 20, 2026 Item 9
41 January 20, 2026 Item 9
42 January 20, 2026 Item 9
43 January 20, 2026 Item 9
44 January 20, 2026 Item 9
45 January 20, 2026 Item 9
46 January 20, 2026 Item 9

FOURTH AMENDMENT TO

AGREEMENT FOR COOPERATIVE MANAGEMENT SERVICES
This Amendment ("Amendment") is entered into the 15t day of July, 2019 ("Effective Date") regarding that certain AGREEMENT FOR COOPERATIVE MANAGEMENT SERVICES dated October 15, 2009 by and between CITY OF DEL MAR, CITY OF ENCINITAS, RANCHO SANTA FE FIRE PROTECTION DISTRICT and the CITY OF SOLANA BEACH (collectively the "Parties") ("Agreement").

Recitals
WHEREAS, Section 14 of the Agreement permits amendment of the Agreement by a writing signed by the Parties;
WHEREAS, the Parties agree to amend the Agreement as more fully stated herein.

NOW, THEREFORE, the Parties agree as follows:

1. Exhibit "A" (Description of Services) is hereby deleted and a new Exhibit "A" (Description of Services) attached hereto as Attachment "1" is substituted in its place.

2. This Amendment may be executed simultaneously or in counterparts, each of which shall be deemed an original, but all of which together shall constitute one and the same Agreement.

3. Except as specifically provided herein, all terms shall have the same meaning as defined in the Agreement.

4. Except as specifically amended herein, the Agreement shall remain in full force and effect.
[Signatures on Next Page]
47 January 20, 2026 Item 9
Executed the first day and year appearing above at San Diego, California.

City of Del Mar
a Municipal Corporation
Name: `mac ~~- ~ ~~~" k~'1
city of
a M u~i
Appr d To Form:
~~L~~l~
Glenn Sabine, City Attorney Date
City of Solana Beach
a Municipal Corporation
By:

Name: ~l~'~~~'Y wn V~
its: ~/~ 1`~1 ~t~l~~~i~2
2 ~t5: ~~C-~~y Mc~nc~~i~,~
48 January 20, 2026 Item 9
ATTACHMENT 1

EXHIBIT A
Description of Services
The Encinitas Fire Department will furnish the management services that include the positions of Fire Chief (1), Fire Marshal (1), Senior Deputy Fire Marshal (1), and Management Analyst (1), to the Cities of Del Mar and Solana Beach in order to manage all Fire Departments. All other Chief Officers may be furnished by any of the three cities.

If there is a change to the allocation of positions noted above, all three cities agree to reevaluate the cost allocation structure.

If the Fire Chief determines that an employee of this management services agreement is being utilized excessively by one party of this agreement, then the Parties agree that all three City Managers shall meet to re-balance the workload or discuss other appropriate remedies.

Cooperatively, said management services shall include the following:

1. Management Services
a. Under the direction and supervision of the City Managers of Del Mar, Encinitas, and Solana Beach, provide broad policy guidance, fire management expertise and leadership to Del Mar, Encinitas, and Solana Beach fire personnel. b. Confer with Del Mar, Encinitas, and Solana Beach Fire Department personnel when required to ascertain the needs and evaluate the efficiency of the services provided by all Departments to their respective citizens. c. As directed by the City Managers, respond to citizen complaints regarding personnel or services, requests for services, and inquires. d. Provide support to major incidents.
e. Promote a harmonious working relationship between fire prevention and suppression personnel of each respective agency while striving to uphold each Fire Department's Mission Statement.
f. Coordinate assignment and maintenance programs of fire apparatus and equipment.
g. Oversee maintenance program for fire stations and serve as point of contact for fire personnel for facility maintenance or procurement requests. h. Supervise and provide direction when needed for fire prevention, suppression, and EMS activities for the Cities of Del Mar, Encinitas, and Solana Beach. 3 49 January 20, 2026 Item 9
i. Supervise personnel of the Del Mar, Encinitas, and Solana Beach Fire Departments. Supervise adherence to Del Mar, Encinitas, and Solana Beach Department policies and procedures (i.e. personnel rules, administrative policies, purchasing and budget policies, budget administration, department emergency operations policies, memorandum of understanding, vacation, and sick leave policies).
j. As directed by the City Managers, attend and represent the Del Mar, Encinitas, and Solana Beach Fire Departments and implement each City's policies and directives at various local and regional meetings [i.e. City Council (when required), City Manager staff meetings, County Fire Chiefs, North Zone, CSA-17, UDC].
k. Supervise the purchasing of materials and equipment within the budgetary constraints of each Department.

I. Direct the forecast of funds needed for staffing, equipment, materials and supplies.
m. Monitor and approve expenditures and request budget adjustments. n. Provide overhead supervision for safety, command, and control functions on an as needed basis.
o. Provide support personnel dependent upon nature and location of incident for Emergency Operation Center (EOC) activities, during activation. p. Assist in the maintenance of the Cities' emergency plans and coordinate training for each City's staff.
q. Administer grant programs and submit applications for grants. r. Prepare and review budgets and facilitate cost recovery.

2. Duty Coverage.
a. Provide emergency incident command officer coverage. b. Perform a management role and assume command of field operations as well as direct assigned personnel at the scene of emergencies involving fire, all types of accidents, gas leaks, flooded structures, hazardous materials and life saving and rescue work.
c. Make decisions on the utilization and practical application of agency resources to ensure proper emergency coverage is maintained.
d. Effectuate policies, orders, rules and regulations. Enforce agency rules and regulations and recommend and takes disciplinary action when necessary. e. Assure agency health and safety guidelines are followed, and exercise discretion to ensure a safe working environment is maintained.
f. Respond to incidents requiring a chief officer, when necessary. g. Daily supervision of personnel. Supervise adherence to agency policies and procedures (i.e., personnel rules, administrative policies, purchasing and budget policies, budget administration, department emergency operations policies, memorandum of understanding, vacation, and sick leave policies, etc.). 4 50 January 20, 2026 Item 9
h. Conduct morning briefings with all shift personnel at the fire stations. i. Communicate daily activities with each Operations Chief and disseminate critical information.
j. Meet with company officers in each station to explain new orders, answer questions, discuss policies and procedures, and ensure proper awareness of new standards.
k. Receive and relay any pertinent information; deliver interdepartmental mail.

I. Perform annual evaluations of company officers assigned to shift and ensure annual evaluations are complete for all members assigned to shift. m. Assist Company Officer with counseling and coaching of subordinates when there is a performance or personnel problem, if necessary. n. Participate in training activities and observe companies as they participate in training/drills.
o. Act as initiating official for investigations and citizen's complaints; Analyze information obtained and handle as appropriate, or develop a report for further consideration.
p. Maintain records and review RMS reports per developed program. q. Participate in captains' meetings when on duty.
r. Participate in agency scheduled operations or staff meetings. s. Review FirstWatch response data at the end of every shift. t. Review Monthly Activity Reports.

3. Training Officer
a. Under direction of the Fire Chief, coordinate the training program for the members of the Del Mar, Encinitas, and Solana Beach Fire Departments. b. Prepare and oversee said training program.
c. Monitor required annual training attendance records. d. Ensure annual state and federal training mandates are met. e. Ensure that all firefighters are instructed in the same firefighter techniques (North Zone Operations and Training Manual).
f. Provide training guidance and management to Del Mar, Encinitas, and Solana Beach fire personnel.
g. Establish training standards and develop curriculum and lesson plans. h. Develop a master training schedule including multi-company drills on a regular basis.
i. Training shall include the development of a training academy for new hires. j. Evaluate training effectiveness and periodically review training records for completeness.
5 51 January 20, 2026 Item 9
k. Represent the Del Mar, Encinitas, and Solana Beach Fire Departments at Zone and County training activities and meetings.

I. Provide oversight of the Departments) Community Emergency Response Team (CERT) program(s).
m. Oversee firefighter recruitment, testing (including promotional) and hiring.

D
52 January 20, 2026 Item 9
1 FIFTH AMENDMENT TO

AGREEMENT FOR COOPERATIVE MANAGEMENT SERVICES
This Fifth Amendment to the Agreement (“Fifth Amendment”) is entered into and effective the 5th day of September, 2023, (“Effective Date”), by and between the City of Del Mar, City of Encinitas, and City of Solana Beach (collectively the “Parties”).

RECITALS
WHEREAS, on October 15, 2009, the cities of Del Mar, Encinitas, and Solana Beach and the Rancho Santa Fe Fire Protection District entered into that certain Agreement for Cooperative Management Services (“Agreement”); and WHEREAS, effective July 1, 2013, the Rancho Santa Fe Protection District is no longer a party to the Agreement, and the Agreement was amended to reflect that the cities of Del Mar, Encinitas, and Solana Beach are the remaining parties to the Agreement; and
WHEREAS, Section 14 of the Agreement allows for the Agreement to be amended only by written consent of the Parties to the Agreement; and WHEREAS, the Parties now wish to amend the Agreement to add an Administrative Fire Captain to the list of positions to be furnished by the Encinitas Fire Department.

NOW, THEREFORE, the Parties agree as follows:

1. Exhibit “A” (Description of Services) is hereby deleted and a new Exhibit “A” (Description of Services) adding an Administrative Fire Captain position is attached hereto as Attachment “1" is substituted in its place.

2. This Amendment may be executed simultaneously or in counterparts, each of which shall be deemed an original, but all of which together shall constitute one and the same Agreement.

3. Except as specifically provided herein, all terms shall have the same meaning as defined in the Agreement.

4. Except as specifically amended herein, the Agreement and any prior amendments shall remain in full force and effect.
[Signatures on Next Page]
DocuSign Envelope ID: 95D5E185-756C-4307-B5C2-D96CBA0C4DBD 53 January 20, 2026 Item 9
2 IN WITNESS WHEREOF, the Parties have caused this Fifth Amendment to be effective as of the date first written above.

City of Del Mar,
a municipal corporation
By: _________________________
Ashley Jones, City Manager
City of Encinitas,
a municipal corporation
By: _________________________
Pamela Antil, City Manager
City of Solana Beach,
a municipal corporation
By: _________________________
Gregory Wade, City Manager
DocuSign Envelope ID: 95D5E185-756C-4307-B5C2-D96CBA0C4DBD 54 January 20, 2026 Item 9
3 ATTACHMENT 1

EXHIBIT A
Description of Services
The Encinitas Fire Department will furnish the management services that include the positions of Fire Chief (1), Administrative Fire Captain (1), Fire Marshal (1), Senior Deputy Fire Marshal (1), and Management Analyst (1), to the Cities of Del Mar and Solana Beach in order to manage all Fire Departments. All other Chief Officers may be furnished by any of the three cities.

If there is a change to the allocation of positions noted above, all three cities agree to re-evaluate the cost allocation structure.

If the Fire Chief determines that an employee of this management services agreement is being utilized excessively by one party of this agreement, then the Parties agree that all three City Managers shall meet to re-balance the workload or discuss other appropriate remedies.

Cooperatively, said management services shall include the following:

1. Management Services
a. Under the direction and supervision of the City Managers of Del Mar, Encinitas, and Solana Beach, provide broad policy guidance, fire management expertise and leadership to Del Mar, Encinitas, and Solana Beach fire personnel.
b. Confer with Del Mar, Encinitas, and Solana Beach Fire Department personnel when required to ascertain the needs and evaluate the efficiency of the services provided by all Departments to their respective citizens.
c. As directed by the City Managers, respond to citizen complaints regarding personnel or services, requests for services, and inquires. d. Provide support to major incidents.
e. Promote a harmonious working relationship between fire prevention and suppression personnel of each respective agency while striving to uphold each Fire Department’s Mission Statement.
f. Coordinate assignment and maintenance programs of fire apparatus and equipment.
g. Oversee maintenance program for fire stations and serve as point of contact for fire personnel for facility maintenance or procurement requests.

DocuSign Envelope ID: 95D5E185-756C-4307-B5C2-D96CBA0C4DBD 55 January 20, 2026 Item 9
4 h. Supervise and provide direction when needed for fire prevention, suppression, and EMS activities for the cities of Del Mar, Encinitas, and Solana Beach.
i. Supervise personnel of the Del Mar, Encinitas, and Solana Beach Fire Departments. Supervise adherence to Del Mar, Encinitas, and Solana Beach Department policies and procedures (i.e. personnel rules, administrative policies, purchasing and budget policies, budget administration, department emergency operations policies, memorandum of understanding, vacation, and sick leave policies).
j. As directed by the City Managers, attend and represent the Del Mar, Encinitas, and Solana Beach Fire Departments and implement each City’s policies and directives at various local and regional meetings [i.e. City Council (when required), City Manager staff meetings, County Fire Chiefs, North Zone, CSA-17, UDC].
k. Supervise the purchasing of materials and equipment within the budgetary constraints of each Department.
l. Direct the forecast of funds needed for staffing, equipment, materials and supplies.
m. Monitor and approve expenditures and request budget adjustments. n. Provide overhead supervision for safety, command, and control functions on an as needed basis.
o. Provide support personnel dependent upon nature and location of incident for Emergency Operation Center (EOC) activities, during activation. p. Assist in the maintenance of the Cities' emergency plans and coordinate training for each City’s staff.
q. Administer grant programs and submit applications for grants. r. Prepare and review budgets and facilitate cost recovery.

2. Duty Coverage
a. Provide emergency incident command officer coverage. b. Perform a management role and assume command of field operations as well as direct assigned personnel at the scene of emergencies involving fire, all types of accidents, gas leaks, flooded structures, hazardous materials and life saving and rescue work.
c. Make decisions on the utilization and practical application of agency resources to ensure proper emergency coverage is maintained. d. Effectuate policies, orders, rules and regulations. Enforce agency rules and regulations and recommend and takes disciplinary action when necessary.
e. Assure agency health and safety guidelines are followed, and exercise discretion to ensure a safe working environment is maintained. f. Respond to incidents requiring a chief officer, when necessary. g. Daily supervision of personnel. Supervise adherence to agency policies and procedures (i.e., personnel rules, administrative policies, purchasing and budget policies, budget administration, department emergency DocuSign Envelope ID: 95D5E185-756C-4307-B5C2-D96CBA0C4DBD 56 January 20, 2026 Item 9
5 operations policies, memorandum of understanding, vacation, and sick leave policies, etc.).
h. Conduct morning briefings with all shift personnel at the fire stations. i. Communicate daily activities with each Operations Chief and disseminate critical information.
j. Meet with company officers in each station to explain new orders, answer questions, discuss policies and procedures, and ensure proper awareness of new standards.
k. Receive and relay any pertinent information; deliver interdepartmental mail.
l. Perform annual evaluations of company officers assigned to shift and ensure annual evaluations are complete for all members assigned to shift. m. Assist Company Officer with counseling and coaching of subordinates when there is a performance or personnel problem, if necessary. n. Participate in training activities and observe companies as they participate in training/drills.
o. Act as initiating official for investigations and citizen’s complaints; Analyze information obtained and handle as appropriate, or develop a report for further consideration.
p. Maintain records and review RMS reports per developed program. q. Participate in captains’ meetings when on duty.
r. Participate in agency scheduled operations or staff meetings. s. Review FirstWatch response data at the end of every shift. t. Review Monthly Activity Reports.

3. Training Officer
a. Under direction of the Fire Chief, coordinate the training program for the members of the Del Mar, Encinitas, and Solana Beach Fire Departments. b. Prepare and oversee said training program.
c. Monitor required annual training attendance records. d. Ensure annual state and federal training mandates are met. e. Ensure that all firefighters are instructed in the same firefighter techniques (North Zone Operations and Training Manual).
f. Provide training guidance and management to Del Mar, Encinitas, and Solana Beach fire personnel.
g. Establish training standards and develop curriculum and lesson plans. h. Develop a master training schedule including multi-company drills on a regular basis.
i. Training shall include the development of a training academy for new hires.

DocuSign Envelope ID: 95D5E185-756C-4307-B5C2-D96CBA0C4DBD 57 January 20, 2026 Item 9
6 j. Evaluate training effectiveness and periodically review training records for completeness.
k. Represent the Del Mar, Encinitas, and Solana Beach Fire Departments at Zone and County training activities and meetings.
l. Provide oversight of the Department(s) Community Emergency Response Team (CERT) program(s).
m. Oversee firefighter recruitment, testing (including promotional) and hiring.

DocuSign Envelope ID: 95D5E185-756C-4307-B5C2-D96CBA0C4DBD 58 January 20, 2026 Item 9
Unless you tell us otherwise in accordance with the procedures described herein, we will provide electronically to you through the DocuSign system all required notices, disclosures, authorizations, acknowledgements, and other documents that are required to be provided or made available to you during the course of our relationship with you. To reduce the chance of you inadvertently not receiving any notice or disclosure, we prefer to provide all of the required notices and disclosures to you by the same method and to the same address that you have given us. Thus, you can receive all the disclosures and notices electronically or in paper format through the paper mail delivery system. If you do not agree with this process, please let us know as described below. Please also see the paragraph immediately above that describes the consequences of your electing not to receive delivery of the notices and disclosures electronically from us.

How to contact City of Encinitas:

You may contact us to let us know of your changes as to how we may contact you electronically, to request paper copies of certain information from us, and to withdraw your prior consent to receive notices and disclosures electronically as follows:

To contact us by email send messages to: [email protected] To advise City of Encinitas of your new email address
To let us know of a change in your email address where we should send notices and disclosures electronically to you, you must send an email message to us at [email protected] and in the body of such request you must state: your previous email address, your new email address. We do not require any other information from you to change your email address.

If you created a DocuSign account, you may update it with your new email address through your account preferences.

To request paper copies from City of Encinitas
To request delivery from us of paper copies of the notices and disclosures previously provided by us to you electronically, you must send us an email to [email protected] and in the body of such request you must state your email address, full name, mailing address, and telephone number. We will bill you for any fees at that time, if any.

To withdraw your consent with City of Encinitas
To inform us that you no longer wish to receive future notices and disclosures in electronic format you may:
59 January 20, 2026 Item 9
i. decline to sign a document from within your signing session, and on the subsequent page, select the check-box indicating you wish to withdraw your consent, or you may; ii. send us an email to [email protected] and in the body of such request you must state your email, full name, mailing address, and telephone number. We do not need any other information from you to withdraw consent.. The consequences of your withdrawing consent for online documents will be that transactions may take a longer time to process..

Required hardware and software
The minimum system requirements for using the DocuSign system may change over time. The current system requirements are found here: https://support.docusign.com/guides/signer-guidesigning-system-requirements.

Acknowledging your access and consent to receive and sign documents electronically To confirm to us that you can access this information electronically, which will be similar to other electronic notices and disclosures that we will provide to you, please confirm that you have read this ERSD, and (i) that you are able to print on paper or electronically save this ERSD for your future reference and access; or (ii) that you are able to email this ERSD to an email address where you will be able to print on paper or save it for your future reference and access. Further, if you consent to receiving notices and disclosures exclusively in electronic format as described herein, then select the check-box next to ‘I agree to use electronic records and signatures’ before clicking ‘CONTINUE’ within the DocuSign system.

By selecting the check-box next to ‘I agree to use electronic records and signatures’, you confirm that:
 You can access and read this Electronic Record and Signature Disclosure; and  You can print on paper this Electronic Record and Signature Disclosure, or save or send this Electronic Record and Disclosure to a location where you can print it, for future reference and access; and
 Until or unless you notify City of Encinitas as described above, you consent to receive exclusively through electronic means all notices, disclosures, authorizations, acknowledgements, and other documents that are required to be provided or made available to you by City of Encinitas during the course of your relationship with City of Encinitas.
60 January 20, 2026 Item 9
61 January 20, 2026 Item 9
62 January 20, 2026 Item 9
City of Del Mar
Agenda Report
________________________________________________________________________________________________________ City Council Action:

TO: Honorable City Councilmembers
FROM: Mayor Tracy Martinez and Deputy Mayor John Spelich DATE: January 20, 2026
SUBJECT: Official Council Vote on Del Mar 2026 SANDAG Board Appointments REQUESTED ACTION/RECOMMENDATION:

Mayor Martinez and Deputy Mayor Spelich recommend that the City Council take an official vote to appoint a primary and 1st and 2nd alternate representatives to the San Diego Association of Governments (SANDAG) Board for 2026.

BACKGROUND:

Councilmembers represent the City on regional boards and organizations, act as liaisons to City Council advisory committees, represent the City Council on community organizations, and work on specific matters in Council subcommittees. Historically, these appointments have been considered annually by the City Council.

On January 6, 2026, as part of an agenda item related to City Council appointments, the Council discussed who should fill the primary SANDAG board seat. However, there was no consensus on the primary SANDAG board member, and an official vote was not taken.

More information about the January 6, 2026, Council appointment agenda item can be found at:

Link to agenda report: https://www.delmar.ca.us/DocumentCenter/View/11818/Item-7-- Council-Local-and-Regional-Appointments
Link to video: https://delmar.12milesout.com/video/meeting/ea2e14f7-31b7-4206-a0bfac453870ff3c?t= Subsequent to the City Council meeting, on January 8, 2026, the City Attorney was formally notified by SANDAG Board counsel that, per CPUC Article 2, 132351.1, the City’s 2025 appointed representatives to the SANDAG Board, which includes Councilmember Gaasterland (Primary); Mayor Martinez (1st Alternate); and Deputy Mayor Spelich (2nd Alternate), will continue to serve until such time the City Council votes to recall or replace them.

To provide a clear record for the public and SANDAG, Mayor Martinez and Deputy Mayor Spelich recommend that the Council take a formal vote on the City’s SANDAG Board appointments.
1 January 20, 2026 Item 10
City of Del Mar
Council Liaison Report

TO: City Council Members
FROM: Tracy Martinez, Mayor
DATE: January 20, 2026
Del Mar Community Connections (DMCC)
DMCC met for a board meeting on 1/9/2026 followed by a presentation and lunch meeting of donors for Progress Briefing.

The DMCC board approved a strategic plan in 2023 and began implementation in 2024. See attached Strategic Plan update.

On March 28th the DMCC will have a Senior Fair Day during the Farmers market.

The fair will have booths and vendors focused on senior interests and needs. This will also educate the public about the DMCC services.
1 January 20, 2026 Item XIIB
2 January 20, 2026 Item XIIB
3 January 20, 2026 Item XIIB