RESOLUTION NO. -26
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF EL CAJON
ADOPTING A REVISED SCHEDULE OF
POLICE–INITIATED TOWING AND STORAGE CHARGES
WHEREAS, by Resolution No. 161- 00 City Council adopted regulations for police-initiated towing and storage services within the City of El Cajon (the "City"); and
WHEREAS, Resolution No. 161 -00 provides that tow companies on the police- initiated towing list shall base their charges according to the rate schedule for police initiated towing and storage (the "Schedule of Charges") adopted by City Council resolution, and that City Council previously established said S chedule of Charges by Resolution Nos. 189-00, 141-04, and 36-08; and
WHEREAS, due to rising costs and a review of regional fair market rates charged in neighboring communities in San Diego County , it has become necessary to modify the Schedule of Charges for towing, storage and other services provided in connection with police-initiated towing and storage activities; and
WHEREAS, this action is exempt from the California Environmental Quality Act (“CEQA”) in accordance with State CEQA Guidelines section 15378(b)(2) , as i t solely provides authorization for the purchase of equipment will not result in any direct or indirect physical change in the environment; and
WHEREAS, the City Council has determined that it is in the best interest of the City to approve the revised schedule of police-initiated towing and storage charges, in the form presented in this resolution.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF EL CAJON AS FOLLOWS:
1. The above recitals are true and correct, and are the findings of the City Council.
2. The City Council hereby determines this action is exempt from the California Environmental Quality Act ("CEQA"), in accordance with State CEQA Guidelines section 15378(b)(2).
3. That the revised Schedule of Charges for police- initiated towing and storage services within the City of El Cajon a s set forth below is hereby adopted, and is established as the current schedule of charges for said services effective September 9, 2026. The charges hereby established for towing services shall be a flat hourly rate and shall include all costs associated with the tow (including mileage). The hourly rate, after the first hour, shall be prorated by the
minute. The charges hereby established for storage services shall be a flat daily rate.
SCHEDULE OF CHARGES
Towing Storage
Light Duty $ 260/hr. $ 65/day
Gross Vehicle Weight up to 10,000 lbs.
Medium Duty $ 290/hr. $ 75/day
Gross Vehicle Weight 10,001 to 26,000 lbs.
Heavy Duty $330/hr. $ 85/day
Gross Vehicle Weight > 26,001 lbs.
Yard Labor $75.00/hr.
4. Per Resolution No. 161-00, the Schedule of Charges shall be reviewed by City Council at least once every two (2) years.
May 27, 2026
Jeremiah Larson , Chief of Police
El Cajon Police Department
100 Civic Center Way
El Cajon , CA 92020
Re: Tow Fee Schedule
We are requesting approval of an adjustment to the authorized tow rates related to El Cajon Police Department tows. The rates have not increased since at least 2008 and attention is now critically important. This request is made on behalf of each of the individual tow providers towing for the Department. A single request is made in order to maintain a uniformed rate schedule for the public . Currently the tow rates in El Cajon are the lowest of any law enforcement agency in the County.
We believe the rates requested below are reasonable and in a competitive range with other agencies in the area. Rates reflect what would have occurred over time with normal CPI increases over the last 18 years. We are seeking approval of the rates as below:
Towing:
Storage:
Light Duty
$300/Hr
$85/Day
Medium
Duty
$360/Hr
$100/Day
Heavy Duty
$420/Hr
$110/Day
Tow rates are hourly and inclusive of all basic requirements (dollies , flatbed etc). An alternative approach used by some agencies is to tie the rates to the CHP average rates. This avoids the need for annual adjustments.
We are happy to discuss this request if that would be helpful or to provide any additional information as needed. Please contact Brad Ramsey at 858-492-5201 or any of the tow providers below.
Approved by:
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Angelo ' s Towing Towing
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Agenda Report
Agenda Item 15.
DATE: 09/08/2026
TO: Honorable Mayor and City Councilmembers
FROM: Graham Mitchell, City Manager
SUBJECT: City of El Cajon’s Sewer Lateral Policy and Policy Options RECOMMENDATION:
That the City Council receives the report and provides feedback and/or direction.
BACKGROUND:
At its July 28, 2026 meeting, the City Council directed staff to present an analysis of the City’s sewer lateral policy and policy options that the City Council may wish to consider. The analysis provided in this report expands on a May 20, 2026 memorandum prepared for the City Council in response to public comments made during several City Council meetings.
Since the May 20th memo, the City prepared a two-page information article (attached) included in the City’s Recreation Guide mailed to residents in late August 2026.
Sewer Laterals
A private sewer lateral is a pipe that conveys wastewater from a private residence or business to the public sewer main, typically located in the street or public right-of-way. Most sewer laterals extend from private property into the public right-of-way. The portion of the lateral that is within the private property is referred to as the “upper lateral,” and the portion within the public right-of-way is referred to as the “lower lateral.” Common causes for lateral failures include aging clay or cast-iron pipes, displaced or open joints, shifting soils, grease and sediment accumulation, and invasive tree roots. Property owners are encouraged to help prevent lateral failures by:
avoiding dumping or flushing grease, wipes, and foreign objects down drains, considering the location of the lateral while planting trees, and conducting periodic video inspections of laterals.
In California and throughout the United States, it is common for municipalities to require property owners to maintain and repair the private sewer lateral connecting their property to the public sewer main. This approach is standard practice because sewer laterals are generally considered infrastructure that exclusively serve individual properties rather than the public sewer system as a whole. In San Diego County, every city requires the property owner to be responsible for lateral repairs, with the exception of the City of Poway.
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El Cajon’s Sewer Lateral Policy
Under the City’s existing policy, property owners are responsible for maintaining and repairing their sewer laterals. This includes clearing blockages, repairing damaged pipes, and replacing failed segments when necessary. The following four El Cajon Municipal Code sections address the City’s sewer lateral policies:
§ 13.28.037 Title 13 Water and Sewers Chapter 13, Article 28, Sewers and Sewage Disposal-Public Sewer Connections, Section 037 Maintenance of private systems states: “It shall be the responsibility of each property owner whose property is connected to the city sewer system to maintain continuously and satisfactorily in operation at his own expense, any house connection sewer, building sewer, private sewage disposal system, or industrial liquid waste pretreatment facility. Failure to maintain such a private sewer system shall be sufficient grounds for immediate revocation of private sewer operating permit or industrial liquid waste permit of the person so failing and disconnection of his premises from the public sewer. Such a private sewer system is subject to required repairs as set out in a notice to repair issued pursuant to Section 13.20.010(DD). Users of private sewer disposal systems shall keep all cleanout caps and other access ports in place and properly sealed. (Ord. 4930 § 8, 2009)” § 13.37.020 Title 13 Water and Sewers Chapter 13, Article 37, Sewer and Sewage Disposal-Inspections, Section 020 Maintenance of private building sewer states in subsection A: “Each owner shall maintain his building sewer lateral(s) free of displaced joints, open joints, root intrusion, substantial deterioration of the line, cracks, leaks, inflow, or infiltration of extraneous water, root intrusion, grease and sediment deposits, or any other similar conditions, defects, or obstructions likely to cause leakage or increase the chance for blockage of the building sewer.”
§ 13.20.010, a building sewer is defined as the extension from the building drain, beginning two feet from the outside of the building, to the public sewer or other place of disposal including the lower lateral; a building drain is defined as that part of the lowest horizontal piping of a drainage system that receives the discharge from soil, waste and other drainage pipes inside the walls of the building and conveys it to the building sewer, beginning two feet outside the inner face of the building wall.
§ 13.37.060 Title 13 Water and Sewers Chapter 13, Article 37, Sewer and Sewage Disposal-Inspections, Section 06 Required building sewer lateral repairs, subsection C.
Repairs Upon Other Properties Not Required states: “ if a building sewer lateral traverses private property, without easements, other than the owner's property, the owner shall only be responsible for the repairs to that portion of the building sewer lateral that are upon the owner's property and also to that portion of the building sewer within a public right-of-way.” Policy Considerations
Staff believes that there are seven policy considerations that are important to keep in mind while the City Council considers the options presented in the next section of this agenda report.
First, the City’s current policy is not only similar to many lateral policies around the United States, but it is similar to policies in every city in San Diego County, with a slight exception of Poway.
Second, it would be helpful to understand the scope of the problem. However, because laterals are maintained and repaired by private property owners, it is not possible to determine how many repairs have occurred. Staff has determined that in the past five years, an average of four encroachment permits per year have been issued for lower lateral repairs in the public right-of-way. Also, staff found a jurisdiction (Sonoma Valley County Sanitation District) that mandates the inspection of older laterals. This District found that approximately 67 percent of laterals older than 30 years required some type of repair.
Third, any policy change would necessitate an analysis of how to limit financial exposure to the City’s wastewater fund. In short, if the City were to take on lateral repair responsibilities, a study would be required to determine the City’s exposure and the necessary rate increase to cover that exposure.
Fourth, while intrusive, staff found jurisdictions (Sonoma Valley County Sanitation District and San Bruno) that mandate property owners to provide video inspection of laterals that are over a certain age (30 years and 50 years, respectively). El Cajon’s Municipal Code has a similar provision, but only after an overflow or malfunction, evidence of failure or deficient maintenance, or another condition affecting public health, safety, welfare, or creating a nuisance. It also requires inspection at least once every ten years for specified nonresidential, multifamily, condominium, and common interest properties, subject to stated exemptions.
Fifth, the City already addresses a limited portion of the lower lateral when it improves the public sewer main. During sewer replacement projects, the City generally replaces approximately four feet of the lateral connection. Additionally, staff understands that the City of San Diego extends certain replacement work from the sewer main to the property line cleanout and installs a cleanout when one is absent, while leaving ongoing lateral maintenance responsibility with the property owner. El Cajon could evaluate a similar project-based approach without assuming ongoing responsibility for all lower laterals.
Sixth, staff identified six California jurisdictions with a sewer lateral inspection or compliance requirement triggered by the sale of property: Corte Madera, Piedmont, Millbrae, Pacifica, San Bruno, and San Mateo. Several of these jurisdictions also use improvement-related triggers. The City considered this years ago and received opposition from the real estate industry.
Seventh, the alternatives should be evaluated for both financial assistance and consumer protection. Staff identified several public agencies that utilize repair-financing models, such as low-interest or interest-free deferred loans to qualifying low-income owners up to ten years, secured by a deed of trust, or in some instances, deferred until the sale or transfer. El Cajon currently provides eligible low-income homeowners earning less than 80% of the Area Median Income (currently $139,900 for a family of four) the option to apply for the City's Housing Rehabilitation Loan Program for a sewer lateral replacement.
Policy Options
Staff presents five policy options along with preliminary analysis identifying the benefits and drawbacks of each. Each alternative presents a different level of assistance to property owners or risk-sharing and presents tradeoffs between customer service, fiscal sustainability, administrative complexity, and impacts on sewer ratepayers.
Option 1 — Maintain Existing Policy and Expand Public Outreach (Status Quo) This option retains the City’s existing policy in which property owners remain fully responsible for sewer lateral maintenance and repair, including the portion within the public right-of-way.
When repairs are necessary, the property owner would select a licensed contractor (ideally after securing several quotes), obtain required permits, and pay for the repairs. The City would continue existing inspection and repair requirements and expand public outreach through the City’s website and annual sewer charge notice.
Benefits:
Consistent with common municipal practice countywide, statewide, and nationally, Avoids additional financial burden on sewer ratepayers, Preserves sewer enterprise fund capacity for public infrastructure needs, Limits long-term City liability exposure,
Maintains clear responsibility boundaries between public and private infrastructure, and Improves public understanding of owner responsibility, preventive maintenance, inspections, and permit requirements.
Drawbacks:
Unexpected repair costs can create hardships for property owners, Residents may continue to perceive repairs under public streets as a City responsibility, and
Emergency failures can create customer dissatisfaction.
Option 2 — City-Facilitated Voluntary Protection or Repair Financing Program Under this approach, the City would use a competitive process to evaluate a voluntary third-party sewer lateral protection program (i.e., insurance policy) that property owners could opt into and pay for individually. The City would serve as a facilitator but would not insure the risk, guarantee coverage, decide claims, or perform repairs.
As an alternative or complementary approach, the City could solicit a private lender or evaluate a City-supported low-interest repair-loan program. A loan would be used when a qualifying repair is needed and could potentially be secured by a voluntary lien or assessment on the property.
As previously mentioned, the City already provides a loan program for eligible low-income homeowners.
Benefits:
Provides residents voluntary tools to manage or finance repair costs, Reduces financial risk to participating property owners, Limits direct financial exposure to the City,
Maintains the principle of private property responsibility, and Provides residents flexibility to participate or decline.
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Drawbacks:
Requires procurement, administrative coordination, legal review, and ongoing oversight,
Unsatisfied insurance participants will seek City intervention or assistance, No guarantee that the City can negotiate an agreement with an insurance provider, Participation rates may vary,
Residents may misunderstand the City’s role and expect direct involvement in claims, and
Many property owners may still remain uninsured.
Option 3 — City-Funded Sewer Lateral Insurance Program
This option is similar to Option 2, except that the City would fund the insurance program for all sewer customers (or just residential customers). In this scenario, the City would fund the premiums with service charges to benefiting customers. The property owner would still be responsible for working with the insurance company to arrange repairs.
Benefits:
Provides universal protection to all designated sewer customers, Reduces emergency financial burdens on residents, and
Simplifies property owner access to repair assistance.
Drawbacks:
Costs would be transferred to sewer ratepayers regardless of individual usage or risk, Cost and risk-sharing may require City Attorney analysis of whether collecting fees for this would violate Prop 218,
Would likely require a rate increase (unknown at this time) and additional procurement and contract oversight,
Property owners with newer laterals could potentially subsidize older or higher-risk properties,
Administrative oversight and claims management may increase staffing needs with costs passed to the ratepayer, and
Could reduce the property owner’s incentive for preventative maintenance.
Option 4 — City Assumes Sewer Lateral Maintenance Responsibility for Lower Laterals Under this hybrid approach, the City would assume more responsibility for maintenance and repair of lower laterals located in the public right-of-way. As mentioned earlier, when sewer lines are being installed or lined, the City initiates improvements of a portion of the lateral in the public right-of-way.
Staff identified several California cities that assume more sewer lateral responsibilities: Poway and Ontario use versions of this model. If the City were to consider this policy, it would need to establish sewer lateral ownership, a standard service boundary, cleanout installation requirements at the property line, and transition rules.
It would also need to calculate its potential liability under this policy option. Using data from the cities of Ontario, Poway, and Riverside, staff was able to roughly estimate potential liability. However, a more detailed analysis would be required if this option were pursued.
The following table shows the number of sewer customers, the average number of annual •
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The following table shows the number of sewer customers, the average number of annual repairs, and the repair per 1,000 customer ratio for the three cities:
Cities
Sewer
Customers
Average
Annual Repairs
Repairs/1,000
Customers
Ontario 39,000 20 0.513
Poway 13,000 8 0.615
Riverside* 70,000 23 0.329
Average 0.486
*While Riverside’s annual repair ratio is the best of the three comparison cities, it has identified 281 lateral repairs that are needed.
Applying this ratio to El Cajon’s system, the City could expect to manage a range of about 9 repairs annually.
Benefits:
Provides protection to a certain number of property owners annually for repairs that occur in the public right-of-way, where work is often more complex and costly, Ensures that repairs to lower laterals do not result in damage to the City’s sewer mains by private contractors, and
Eliminates the need for encroachment permits for sewer lateral repairs in the public right-of-way.
Drawbacks:
Ongoing City responsibility transfers private infrastructure costs and liabilities to the general ratepayer base, including regulator fines due to sewer lateral spills, Cost and risk-sharing would require the City Attorney's analysis of whether collecting fees for this would violate Prop 218,
Adding the responsibility for maintenance and replacement includes additional staffing to conduct lateral maintenance, inspections, and improvement project administration, necessitating rate increases,
Property owners or the City would be required to install sewer lateral cleanouts along the right-of-way (it is unknown how much this collective cost would be), Creates challenges assigning financial responsibility for lateral repairs that span the lower and upper lateral, and
Could reduce the property owner’s incentive for preventative maintenance.
Option 5 — City Assumes Full Sewer Lateral Maintenance Responsibility Under this approach, the City would assume responsibility for maintenance and repair of private sewer laterals, including portions on private property. This would place a large, presently uninventoried network of private assets under City responsibility. It would also likely require the City obtaining easements for the upper lateral for each property.
Benefits:
Provides the highest level of customer service and resident protection, Creates a consistent citywide maintenance program, and
May reduce sanitary sewer overflows caused by deferred private maintenance.
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Drawbacks:
Transfers private infrastructure costs to the general ratepayer base, Cost and risk-sharing would require the City Attorney's analysis of whether collecting fees for this would violate Prop 218,
Creates significant long-term financial exposure to the sewer enterprise fund, Creates the need for substantial sewer rate increases,
May require easements or other access rights for work on private property, which would be timely and costly,
Requires restoration rules for buildings, concrete slabs, landscaping, fencing, and other private improvements,
Not the nationwide standard,
Creates potentially significant unfunded infrastructure liability due to aging laterals, Significantly increases staffing, contracting, inspection, and administrative costs, and Could reduce the property owner’s incentive for preventative maintenance.
Future Considerations
Staff recommends Option 1 or no change to the City’s current sewer lateral policy, together with continuing and increasing public outreach through the City’s website and annual sewer charge notice.
At this time, staff has not prepared formal cost estimates. If the City Council provides direction to explore an alternative option, staff would develop a timeline and cost proposal for further analysis. Likely, staff would recommend that the City secure a consultant to provide a detailed analysis that would include 1) a fiscal and sewer rate analysis, 2) creation of a separate sewer-funded reserve fund for laterals, 3) legal review of Prop 218 relative to lateral repairs and collection of fees, and 4) additional staffing requirements.
CALIFORNIA ENVIRONMENTAL QUALITY ACT:
This action is not subject to the California Environmental Quality Act ("CEQA") pursuant to State CEQA Guidelines section 15378(b)(5), because it is an organizational activity of government that will not result in direct or indirect physical changes in the environment. Any future actions directed by the City Council related to sewer laterals will be assessed in accordance with CEQA.
FISCAL IMPACT:
Depending on direction provided to staff, there could be consulting costs to further explore alternatives for further consideration. Those funds would be from the City's Wastewater Fund.
Prepared By: Graham Mitchell, City Manager
Reviewed By:
Approved By: N/A
Attachments
Sewer Lateral Information Article
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HOMEOWNER EDUCATION:
SEWER LATERALS & ENCROACHMENT PERMITS
What is a Sewer
Lateral?
A sewer lateral is the
underground pipe that
carries wastewater from
your home or business to
the City’s public sewer main.
While the City owns and
maintains the public sewer
mains, each property has its
own private sewer lateral
that connects to the public
system.
Who is Responsible
for Sewer Lateral
Repairs?
Property owners are
responsible for inspecting,
maintaining, and repairing
the sewer lateral serving
their property, even if part
of the pipe lies beneath the
public street or within the
public right-of-way.
This is standard practice
throughout San Diego and
across California because
the sewer lateral serves only
one property, not the public
sewer system.
The City’s policy:
What is a Sewage Spill?
A sewage spill can occur when a sewer lateral or public sewer line becomes blocked or damaged, causing wastewater to overflow.
Sewage spills can cause health hazards, damage to homes and businesses, and threaten the environment, local waterways, and beaches. The property owner is ultimately responsible for sewage spills caused by a blockage or break in private sewer lines.
Common causes of sewage spills include:
Please report sewage spills by notifying El Cajon Public Works at (619) 441-1658 during business hours, or call the Police Department Communications Center at (619) 579-3311 after business hours. Grease buildup in pipes
Tree roots that enter the sewer lines through cracks,
breaks, or offset joints between pipe segments
Large objects such as wipes, paper towels, or toys
Infiltration and Inflow (I&I) – impacts pipe capacity and occurs when groundwater and/or rainwater enter the sewer system through pipe defects and illegal connections
Follows common
municipal practice,
Clearly defines
responsibility between
public and private
infrastructure,
Protects sewer funds
for maintaining public
sewer mains, and
Avoids shifting private
repair costs to all sewer
customers.
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Regional
Trunkline
Sewer
BUSINESS
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Local Main
Sewer Line
Wastewater
Tre!l.tm~nt
ole
Repair Options:
Items Needed to Obtain an
Encroachment Permit:
Help Prevent Costly Repairs
Why do I need an
Encroachment
Permit?
An Encroachment Permit is
required whenever work takes
place within the City’s public
right-of-way, including streets,
sidewalks, parkways, and
easements. The permit helps
protect public infrastructure,
ensures work is completed
safely, and confirms that
streets and sidewalks are
restored to City standards.
Encroachment Permit Fees:
Encroachment Permit fees fall into the
following three categories depending on the
scope of work. Permit level will be determined
upon Encroachment Permit Application.
Encroachment Permit fees are based on the
current City of El Cajon fee schedule.
endorsements per City Policy D-3
3. Traffic Control Plan (If required, per the
4. Contractor’s Copy of Current City of El
Cajon Business License
5. Copy of Valid Contractor’s License (Need
“A – General Engineering Contractor”
proof for all jobs requiring street work)
6. Encroachment Permit Fee(s)
Not every sewer lateral problem requires replacing the entire pipe. Depending on the condition of the pipe, repairs may include:
Before selecting a contractor, homeowners are
encouraged to obtain estimates from multiple
licensed contractors and discuss the repair options
available.
Never pour grease or cooking oil down sinks or garbage
disposals,
Avoid flushing wipes, paper towels, and other non-
flushable items,
Remove tree roots before they damage pipes,
Repair cracked or damaged sewer pipes promptly, and
Have older sewer laterals inspected periodically
1. Level One - $255
2. Level Two - $450
3. Level Three - $815
Additional inspection or plan review hours
are $100 per hour.
Please submit your Encroachment Permit
Application through the City’s Project
Assistance Center at: elcajon.gov/PACO
You can reduce the risk of sewer backups, sewage spills, and expensive repairs through the following actions:
The Encroachment Permit can be issued
once the following items are received and
approved by the City:
1. Detailed, scaled drawing showing all work
2. Insurance Certificate and additional
most current S.D. Regional Standard
Drawings)
Trenchless pipe lining
Repairing only the damaged section
Full replacement when necessary
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City Council
Agenda Report
Agenda Item 16.
DATE: 09/08/2026
TO: Honorable Mayor and City Councilmembers
FROM: Mara Romano, Purchasing Agent
SUBJECT: Approval of Resolutions to Award Bid No. 003-27 – Fire Station No. 7 Renovation and Approve Plans & Specifications
RECOMMENDATION:
That the City Council approves the next Resolutions, in order, to:
Approve Plans and Specifications for Fire Station No. 7 Renovation, Bid No. 003-27;1.
Find the following:
Protest (Grounds 1 through 3) submitted by EC Constructors, Inc. (ECI) to be timely and without merit;
Protest (Ground 4) submitted by ECI to be timely and with merit; Protest submitted by Moalej Builders, Inc. dba MBI (MBI) to be untimely and without merit;
The apparent first and third low bidders non-responsive for the reasons set forth in the agenda report; and
2. Award the bid to the lowest responsive, responsible bidder, EC Constructors, Inc. (ECI), in the amount of $5,589,178.
3. BACKGROUND:
The Fire Station No. 7 Renovation project is partially funded by the San Diego River Conservancy Safe Drinking Water, Wildfire Prevention, Drought Preparedness, and Clean Air Fund Bond Act of 2024 grant. The renovation encompasses expanding the single apparatus bay to a double apparatus bay, new solar panels and battery energy storage systems, utility upgrades, such as, electrical service and sewer, and overall facility improvements that include but are not limited to a remodeled kitchen/dining/dayroom, individual dormitories and restrooms, a turn-out locker room, and a laundry room for heavy gear. The facility will increase from 3,488 square feet to approximately 5,105 square feet.
The specifications include the following Additive Alternates (AA):
AA #A: Southern Landscaping Enhancement Area/Site Improvement; AA #B: Ornamental (Decorative) Metal Perimeter Fencing; AA #C: Photovoltaic (PV) System; and
AA #D: 8-inch Shotcrete to Fitness Room CMU Walls.
The California Public Contract Code allows the City to specify which award method will be utilized to determine the lowest bid. Per the bid specifications, the lowest bid shall be the lowest total of the bid prices on the base contract and those additive or deductive items that were specifically identified in the bid solicitation as being used for the purpose of determining the lowest bid price. For the purpose of evaluating this bid, all additive items were identified as •
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the lowest bid price. For the purpose of evaluating this bid, all additive items were identified as being used for the purpose of determining the lowest bid. Even though the items are considered for this purpose, this language does not require the City to include the additive items in the contract after the lowest responsible bidder has been determined. After examining the bids, all Additive Alternates will be included in the award.
The bid was advertised on May 14, 2026. The City received 13 bids on July 9, 2026, and evaluated the four lowest bid submissions. The bids received from bp Glass Garage Doors (bpGGD) and FM Workspace Solutions, LLC (FMWSLLC) were not considered in the evaluation. bpGGD submitted a substitution request and FMWSLLC submitted a furniture quote. Subcontractors and equipment vendors are not direct bidders and must submit their substitution requests and quotes to prime contractors that are bidding.
ECI submitted a written protest dated July 10, 2026, which includes four grounds for protest concerning the apparent low bidder, Loghmani & Associates, Inc. (LAI).
Ground One states the apparent low bidder, LAI did not complete the California Air Resources Board (CARB) In-Use Off-Road Diesel-Fueled Fleets form correctly.
This is a minor irregularity since it does not materially change the bid response and provides no advantage as LAI confirmed contractors that will be using vehicles subject to CARB requirements in the performance of this project.
Ground Two states LAI did not complete the Designation of Worker Classifications form correctly and is missing information.
This is a minor irregularity since it does not materially change the bid response and provides no advantage as the information may be provided to the project manager by the awarded bidder, if requested.
Ground Three states LAI did not complete the Designation of Subcontractors form correctly. ECI pointed out that bid items were combined, work descriptions did not match the specialty trades listed, and the revised Designation of Subcontractors form, provided via Addendum No. 2, was not utilized.
This is a minor irregularity since it does not materially change the bid response and provides no advantage. When calculating if the prime contractor is performing at least 50% of the work, if specialty items are combined with non-specialty items, the total amount is treated as non-specialty subcontractor work. Additionally, failing to use the correct word to describe the specialty is a minor deviation. Moreover, Addendum No. 2 listed specialties on the revised Designation of Subcontractors form; however, this information was also provided in the body of the addendum, which LAI acknowledged.
City staff has determined that Grounds One through Three of the protest were received within the timeframe provided but are without merit.
Ground Four states LAI did not list Aair Purification Systems (APS) to perform the vehicle exhaust extractor systems scope of work.
Per the manufacturer, Plymovent Corp., APS is the exclusive dealer and sole certified installer for San Diego County.
City staff has determined that Ground Four of the protest submitted by ECI was received within the timeframe provided and is with merit.
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Consequently, the first and third low bidders, LAI and MBI, did not list APS as a subcontractor which materially affects the bid responses making their bids non-responsive.
In addition, Addendum No. 2 directed prime contractors to subcontract with Westnet, LLC (WLLC) to provide and perform the installation of the Fire Station Alerting System. WLLC maintains exclusive ownership of the First-In Platform equipment designs and does not license any third parties to manufacture, alter or make additions to them.
In accordance with California Public Contract Code (PCC) §4104, any person making a bid to perform work must list subcontractors in an amount in excess of one-half of one percent of the prime contractor’s total bid. The first and third low bidders, LAI and MBI, did not list WLLC (or APS) as subcontractors to perform the above-mentioned work, which materially affects their respective bid responses, making their bids non-responsive.
On August 10, 2026, MBI submitted a written protest which is more than five (5) business days following the opening of the bids (as outlined in Section 10. Bid Protest of the specifications) and is untimely. In addition, MBI’s bid is determined to be non-responsive, as outlined above; therefore, even if timely, their protest lacks merit.
Staff recommends the City Council adopts the following Resolutions, in order, to:
(1) Approve the plans and specifications for the project; (2) Find Grounds One through Three of the protest submitted by ECI timely and without merit; Ground Four timely and with merit; protest submitted by MBI to be untimely and without merit; and the first and third low bidders non-responsive for the reasons cited above; and (3) Award the bid to the lowest responsive, responsible bidder, ECI, in the amount of $5,589,178.
CALIFORNIA ENVIRONMENTAL QUALITY ACT:
This project is exempt from the California Environmental Quality Act ("CEQA") pursuant to State CEQA Guideline section 15301, Class 1 (Existing Facilities) as it is a minor addition to an existing structure that does not exceed 50 percent of the floor area, or 2,500 square feet, whichever is less.
FISCAL IMPACT:
The fiscal impact is $5,589,178. Sufficient funds are included in Fire Station 7 Renovation (210051PWCP) budget.
Prepared By: Mara Romano, Purchasing Agent
Reviewed By: Yazmin Arellano, Director of Development Services Approved By: Graham Mitchell, City Manager
Attachments
Resolution - Plans & Specs
Resolution - Award
Bid Summary - 003-27
RESOLUTION NO. - 26
A RESOLUTION OF THE CITY COUNCIL OF
THE CITY OF EL CAJON APPROVING PLANS
AND SPECIFICATIONS FOR
FIRE STATION NO. 7 RENOVATION
(Bid No. 003-27)
WHEREAS, the Director of Development Services has submitted plans and specifications for Bid No. 003- 27 for the Fire Station No. 7 Renovation project (the "Project"); and
WHEREAS, it appears to be in the best interest of the City of El Cajon that the plans and specifications for the Project should be approved.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF EL CAJON AS FOLLOWS:
1. That the plans and specifications for the Project submitted by the Director of Development Services are hereby approved and adopted as the official plans and specifications for said Project.
2. Said plans and specifications are directed to be filed in the office of the Director of Development Services of the City of El Cajon. ---
RESOLUTION NO. -26
A RESOLUTION OF THE
CITY COUNCIL OF THE CITY OF EL CAJON
AWARDING BID FOR FIRE STATION NO. 7 RENOVATION
(Bid No. 003-27)
WHEREAS, on May 14, 2026, City of El Cajon (the "City") staff advertised Bid No. 003-27 – Fire Station No. 7 Renovation project (the "Project"); and
WHEREAS, the Project is partially funded by San Diego River Conservancy grant funds and encompasses the expansion of the single apparatus bay to a double apparatus bay, new solar panels and battery energy storage systems, utility upgrades, such as, electrical service and sewer, and overall facility improvements that include but are not limited to a remodeled kitchen/dining/dayroom, individual dormitories and restrooms, a turn-out locker room, and a laundry room for heavy gear , and increases the square footage of the facility from 3,488 square feet to approximately 5,105 square feet; and
WHEREAS, the specifications included the following Additive Alternatives (AA):
AA #A: Southern Landscaping Enhancement Area/Site Improvement; AA #B: Ornamental (Decorative) Metal Perimeter Fencing; AA #C: Photovoltaic (PV) System; and
AA #D: 8-inch Shotcrete to Fitness Room CMU Walls.
WHEREAS, California Public Contract Code allows the City to define in advance how it will determine the lowest bid, and for this Project, the City specified that the lowest bid would be calculated using the base contract price plus any AA's; and
WHEREAS, 13 bid responses were received by the July 9, 2026 deadline, and Staff evaluated the four (4) lowest bid submissions, including all AA's in the total price comparison to identify the lowest responsible bidder, and once identified, the City exercised discretion to include all AA's in the award; and
WHEREAS, on July 10 , 2026, EC Constructors , Inc. ("ECI") submitted a written protest concerning the apparent low bidder, Loghmani & Associates, Inc. ("LAI"), on the following grounds:
1. Ground One: LAI did not complete the California Air Resources Board (CARB) In-Use Off-Road Diesel-Fueled Fleets form correctly;
2. Ground Two: LAI did not complete the Designation of Worker Classifications form correctly;
3. Ground Three: LAI did not complete the Designation of Subcontractors form correctly; and
4. Ground Four: LAI did not list AAir Purification Systems (APS) to perform the vehicle exhaust extractor systems scope of work.
WHEREAS, City staff has determined that Grounds One through Three of this protest were submitted timely and with merit, and are considered minor irregularities that do not materially change the bid response and provide no advantage; and
WHEREAS, City staff has determined that Ground Four is also timely and with merit, and per the manufacturer, Plymovent Corp., APS is the exclusive dealer and sole certified installer for San Diego County, and the first and third low bidders, LAI and MBI, did not list APS as a subcontractor to perform this work; and
WHEREAS, Addendum No. 2 of Bid No. 003- 27 directed prime contractors to subcontract with Westnet, LLC (WLLC) to perform the installation of the Fire Station Alerting System , as WLLC maintains exclusive ownership of the First -In Platform equipment designs and does not license any third parties to manufacture, alter or make additions to the; and
WHEREAS, in accordance with California Public Contract Code section 4104, any person making a bid to perform work must list subcontractors in an amount in excess of one-half of one percent of the prime contractor’s total bid, and t he first and third low bidders, LAI and MBI, did not list WLLC (or APS) as subcontractors to perform the abovementioned work, resulting in their bids being deemed non-responsive; and
WHEREAS, on August 10, 2026, more than five (5) business days following the opening of the bids , MBI submitted a written protest which was deemed untimely, and subsequently, MBI’s bid was determined to be non-responsive; and
WHEREAS, t he Purchasing Division, in concurrence with the Director of Development Services , recommends award of the bid to the lowest responsive, responsible bidder, ECI, in the amount of $5,589,178; and
WHEREAS, sufficient funds are included in the Fire Station 7 Renovation (210051PWCP) project budget; and
WHEREAS, the proposed Project is exempt from the California Environmental Quality Act ("CEQA") pursuant to State CEQA Guidelines section 15301(c) exemption for existing facilities, which includes maintenance and minor alterations of existing streets, and installation of bicycle lanes and pedestrian crossing safety improvements; and
WHEREAS, the City Council believes it to be in the best interests of the City to award the contract to the lowest responsive, responsible bidder as recommended by the Purchasing Division.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF EL CAJON AS FOLLOWS:
1. The above recitals are true and correct , and are the findings of the City Council.
2. The proposed Project is exempt from the California Environmental Quality Act ("CEQA") pursuant to State CEQA Guidelines section 15301(c).
3. The City Council hereby f inds Ground One through Three of the protest submitted by ECI timely and without merit; Ground Four timely and with merit; and the protest submitted by MBI to be untimely and without merit.
4. The City Council hereby finds the apparent first low bidder (LAI) and the apparent third low bidder (MBI) are deemed non- responsive for failing to list APS as a subcontractor and failing to list WLLC as a subcontractor.
5. The City Council hereby awards the bid to the lowest responsive, responsible bidder, ECI, in the amount of $5,589,178, and rejects all other bids.
6. The Mayor and City Clerk are authorized and directed to execute a contract for said Project on behalf of the City of El Cajon.
City of El Cajon – Purchasing Division
BID EVALUATION
(To be included as an attachment to the agenda report.) Bid No. 003-27 Bid Name: Fire Station No. 7 Renovation
Solicitation Due Date/Time: July 9, 2026/ 2:00 p.m. Initial Date of Advertisement: May 14, 2026 Number of Responses Received: 13
Bid Estimate: $5,200,000
SUMMARY OF BIDS (INCLUDE ANY ADD. ALTS.):
bp Glass
Garage Doors*
FM Workspace
Solutions
LLC**
Loghmani &
Associates,
Inc.
EC
Constructors,
Inc.
Moalej
Builders, Inc
Conan
Construction
Inc.
BASE BID $8,999.50 $21,720.17 $3,998,890.00 $5,174,691.00 $5,100,000.00 $5,037,000.00 ADDITIVE ALTERNATE A $0.00 $0.00 $150,000.00 $156,408.00 $170,000.00 $165,000.00 ADDITIVE ALTERNATE B $0.00 $0.00 $350,000.00 $135,753.00 $157,000.00 $200,000.00 ADDITIVE ALTERNATE C $0.00 $0.00 $85,000.00 $71,920.00 $170,000.00 $250,000.00 ADDITIVE ALTERNATE D $0.00 $0.00 $65,000.00 $50,406.00 $35,000.00 $200,000.00 $8,999.50 $21,720.17 $4,648,890.00 $5,589,178.00 $5,632,000.00 $5,852,000.00
Optima
RPM,Inc SWCS, Inc.
Soltek Pacific
Construction
Company
First Trade LLC
dba YMC
Tovey/Shultz
Construction,
Inc.
M.A. Stevens
Construction,
Inc.
BASE BID $5,270,496.84 $5,540,375.00 $5,664,000.00 $5,372,000.00 $5,052,838.92 $6,300,000.00 ADDITIVE ALTERNATE A $175,775.57 $209,666.00 $187,000.00 $330,000.00 $946,558.93 $200,000.00 ADDITIVE ALTERNATE B $116,264.71 $195,897.00 $150,000.00 $150,000.00 $272,233.61 $186,000.00 ADDITIVE ALTERNATE C $374,850.00 $75,372.00 $69,000.00 $220,000.00 $334,916.62 $250,400.00 ADDITIVE ALTERNATE D $59,729.67 $40,025.00 $57,000.00 $140,000.00 $66,931.84 $50,000.00 $5,997,116.79 $6,061,335.00 $6,127,000.00 $6,212,000.00 $6,673,479.92 $6,986,400.00
De la Fuente
Construction,
Inc
BASE BID $6,434,167.00
ADDITIVE ALTERNATE A $242,314.00
ADDITIVE ALTERNATE B $243,094.00
ADDITIVE ALTERNATE C $623,465.00
ADDITIVE ALTERNATE D $69,008.00
$7,612,048.00
BID EVALUATION (TOP FOUR LOWEST RESPONSES) *NOT EVALUATED (SEE AGENDA REPORT):
Bidder Bid Responsiveness Notes
Bp Glass Garage Doors* N/A Substitution request.
FM Workspace Solutions, LLC* N/A Subcontractors/equipment vendors are not direct bidders and must submit their quotes to prime
contractors that are bidding.
Loghmani & Associates, Inc. No Failure to list Aair Purification Systems and Westnet, LLC as subcontractors for single-source work in
accordance with California Public Contract Code
§4104.
;£µvo.,~
1'hl't1ll9q/Qppvrl1odty
~ ~- -;-
"o ,q "'Porate.~
EC Constructors, Inc. Yes Additional time was provided to submit California Air Resources Board (CARB) In-Use Off-Road Diesel-
Fueled Fleets Certificate(s) of Reported Compliance for subcontractor(s) subject to CARB. Prime contractor
complied. This is a minor irregularity since it does not materially change the bid response and provides no
advantage.
Moalej Builders, Inc. dba MBI No Failure to list Aair Purification Systems and Westnet, LLC as subcontractors for single-source work in
accordance with California Public Contract Code §4104.
Conan Construction, Inc. Additional time was provided to submit complete California Air Resources Board (CARB) In-Use Off-Road
Diesel-Fueled Fleets form and provide Certificates of
Reported Compliance for subcontractors subject to
CARB. Prime contractor complied. This is a minor
irregularity since it does not materially change the bid response and provides no advantage.
LEGAL REVIEW REQUIRED: YES NO IF YES, DATE LEGAL REVIEW COMPLETED: August 18, 2026 RENEWAL OPTIONS: YES NO IF YES, SPECIFY TERM W/RENEWAL OPTIONS: _ _____________ LOWEST, RESPONSIVE, RESPONSIBLE BIDDER NAME AND AMOUNT: EC CONSTRUCTORS, INC., $5,589,178 PURCHASING DIVISION:
Review Completed By: Mara Romano Date: August 25, 2026
City Council
Agenda Report
Agenda Item 17.
DATE: 09/08/2026
TO: Honorable Mayor and City Councilmembers
FROM: Steve Raineri, Operations Manager
SUBJECT: Street Sweeping Pilot Enforcement Program - Final Results and Council Direction
RECOMMENDATION:
That the City Council accepts the final report on the successful Street Sweeping Enforcement Pilot Program and approves continuing the program with the following modifications: remove Decker Street from the program; extend the existing East Main Street enforcement area; and add Broadway between Ballantyne Street and First Street.
BACKGROUND:
On September 23, 2025, the City Council approved a six-month Street Sweeping Enforcement Pilot Program to improve the effectiveness of street sweeping operations on streets where parked vehicles routinely prevented access to the curb line. The pilot program was implemented from February through July 2026 on the following streets:
Decker Street (between First Street and Anza Street)
Fesler Street (between Pioneer Way and Johnson Avenue)
East Madison Avenue (in front of Kennedy Park, Madison Elementary School, and the Seventh-day Adventist Church)
East Main Street (between Broadway and N. Third Street) The primary purpose of the pilot program was to determine whether enforcement of parking restrictions during scheduled street sweeping would increase the overall amount of curb line swept.
The pilot program included installation of surface-mounted no-parking signs identifying street sweeping days and times, robust public outreach, parking citations, and towing when necessary to maintain access for street sweeping equipment.
Prior to the implementation of the pilot program, staff's field observations determined that approximately 70 percent of the curb line within the pilot locations was inaccessible because of parked vehicles. As a result, significant portions of these streets were routinely missed.
Throughout the six-month pilot program, staff monitored the performance measurements that were identified in the original City Council report, including:
Percentage of curb line swept;
Number of parking citations issued;
Number of vehicles towed;
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Before and after photographic documentation; and
Resident and business feedback received through MyCivic.
The results demonstrated a measurable improvement in the City’s ability to perform effective street sweeping at each pilot location. As residents became familiar with the new parking restrictions, compliance increased, resulting in fewer vehicles parked within the restricted areas during scheduled sweeping operations. This allowed sweeping equipment to access substantially more curb line compared to the beginning of the pilot program.
Staff also observed that citation activity decreased over time at several locations, indicating that public awareness and voluntary compliance improved as the program progressed.
Towing was used only when necessary to maintain access for street sweeping operations.
Photographs collected throughout the pilot program further demonstrated the improvement in curb accessibility and overall street cleanliness following implementation of the parking restrictions.
Improving access to the curb line allows the City to maximize the value of its street sweeping contract by ensuring the contracted services can be fully performed. Effective street sweeping also supports compliance with the Federal Clean Water Act and the City’s Municipal Separate Storm Sewer System (MS4) Permit by reducing debris, sediment, and pollutants before they enter the storm drain system.
Overall, the pilot program achieved its intended objectives by increasing the amount of curb line swept, improving operational efficiency, and encouraging greater compliance with temporary parking restrictions during scheduled street sweeping operations.
Based on the results of the six-month pilot program, staff recommends continuing the Street Sweeping Enforcement Program with revised locations. Although compliance improved on Decker Street, achieving that compliance required a disproportionate amount of Police Department time and resources. East Main Street was one of the program’s strongest-performing locations and provides a better opportunity to reassign those resources.
Therefore, staff recommends removing Decker Street, extending the existing East Main Street enforcement area, and adding Broadway between Ballantyne Street and First Street as the next step in the pilot program.
CALIFORNIA ENVIRONMENTAL QUALITY ACT:
Maintenance of public streets is exempt from the California Environmental Quality Act (“CEQA”) pursuant to Section 15301 of the State CEQA Guidelines.
FISCAL IMPACT:
Continuation of the existing program would require ongoing Public Works staff time for program administration and Police Department staff time for traffic enforcement, both of which are accommodated within the Departments’ current operating budgets and do not require additional appropriations. If modifications are approved, an estimated one-time expenditure of approximately $10,000 would be required for signs, posts, surface-mounted hardware, and public outreach materials. Sufficient funds are available within the Wastewater NPDES Operations (650745) budget to support the one-time expansion costs.
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Should City Council direct staff to expand the program beyond the proposed modifications, significant additional resources would be required. Expansion would also require additional ongoing Public Works and Police Department staff resources to administer and enforce the expanded program.
Prepared By: Lee Mutter, Management Assistant
Reviewed By: Dave Richards, Director of Public Works
Approved By: Graham Mitchell, City Manager
City Council
Agenda Report
Agenda Item 18.
DATE: 09/08/2026
TO: Honorable Mayor and City Councilmembers
FROM: Graham Mitchell, City Manager
SUBJECT: Quarterly Update of City Council Policies
RECOMMENDATION:
That the City Council considers ten City Council policies as follows:
Policy A-1, "City Council Policy Manual" - Update1.
Policy A-2, "City Council Meetings & Agenda" - Update2.
Policy A-3, "Formal Citizen Complaints and/or Requests for Service" - Delete3.
Policy A-4, "Policies Regarding League of California Cities" - Delete4.
Policy A-6, "City Council Advisory Meetings" - Delete5.
Policy E-2, "Fees & Guidelines Governing the Use of Parks and Recreational Facilities" - Update
6. Policy E-5, "Park Acreage Expansion" - Delete7.
Policy E-7, "Ronald Reagan Community Center Facility Use Policy" - Update8.
Policy F-2, "Hiring School Crossing Guards" - Delete9.
Policy G-1, "Travel & Meetings" - Update10.
BACKGROUND:
Over the years, the City Council has adopted policies to guide the administration and operation of the City. These policies are separate from the City’s Municipal Code and generally address administrative and operational matters. The policies are compiled in the City Council Policy Manual, which currently contains 74 policies organized into the following seven categories:
Administration & General Policies;
Financial Management, Accounting and Purchasing;
Planning, Zoning, Subdivisions and Public Improvements; Streets, Highways and Sidewalks;
Property and Equipment;
Public Safety; and
Travel.
Many of these policies have not been reviewed or updated in many years and may be outdated, no longer necessary, or in need of modification to reflect current laws, practices, and City operations. Staff recommends that the City Council undertake a systematic review of the Policy Manual over the next several years, with approximately ten policies brought forward each quarter for consideration of modification, consolidation, or deletion.
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The policies included in this first round of review were selected for several reasons. Some relate to other projects currently underway, including the two policies concerning parks. The remaining policies are among the first policies in the Policy Manual and provide an appropriate starting point for the broader review. Of the ten policies that staff presents for consideration, staff recommends the removal of four of them because they are no longer required or relevant.
This report identifies the policies staff recommends for consideration, provides an analysis of each policy, and includes proposed redline versions where appropriate. For Policy A-2, “City Council Meetings & Agenda,” staff has identified several options for the City Council’s consideration regarding how the policy could be modernized.
Policy A-1, “City Council Policy Manual”
This policy was adopted in 1975 and has not been updated since its inception. The policy continues to serve a useful purpose but requires several minor updates to reflect current titles, terminology, and administrative practices. A redlined version of Policy A-1 is attached.
Policy A-2, “City Council Meetings & Agenda”
This policy was initially adopted in June 1975 and subsequently updated in October 1975.
The policy establishes a clear, consistent, and transparent process for the preparation, distribution, and management of City Council meeting agendas and provides guidelines for the orderly conduct of City Council meetings. Staff recommends a significant update to this policy, including attention to two specific sections related to the items and order of the City Council agenda and the procedure in which City Councilmembers may place agenda items on an agenda.
First, the current policy identifies the agenda items to be included in the City Council's meeting agendas. Staff compared El Cajon’s agenda format with other cities and determined that the City’s current agenda structure and order are outdated. Several of the existing agenda categories can be consolidated to simplify the agenda and make it more user friendly.
Attached is a matrix comparing the organization of El Cajon's agenda with those of the cities of La Mesa, Santee, Chula Vista, Anaheim, Thousand Oaks, and Irvine. After reviewing the practices of these cities and considering El Cajon's existing agenda structure, staff recommends a modified agenda format, as shown in the redlined draft policy.
Second, staff recommends updating the manner in which Councilmembers may request items to be placed on a future agenda. Since 2017, the City has used a two-Councilmember process for placing items on the agenda. However, staff's research found that while this process was previously proposed and agreed upon, it was never formally incorporated into a City Council policy. In reviewing the practices of other cities, staff identified several approaches for the City Council to consider as alternatives to the existing practice. These options include:
Individual Councilmember Request – allowing any individual Councilmember to request that an item be placed on a future agenda, with the request made during a designated “Future Agenda Items” portion of a City Council meeting.
1. Two-Councilmember Concurrence – allowing a Councilmember to publicly suggest that an agenda item be considered during a designated “Future Agenda Items” portion of the City Council meeting agenda. If at least one other Councilmember concurs with the proposal, staff would proceed with preparing the item.
2. proposal, staff would proceed with preparing the item.
Three-Councilmember Concurrence – similar to the previous option, allowing a Councilmember to publicly suggest an agenda item during a designated portion of the City Council meeting agenda, but requiring two additional Councilmembers to support advancing the item.
3. Resource-Based Threshold – establishing a resource-based threshold under which two Councilmembers could request matters requiring limited staff preparation, while three Councilmembers would be required for matters requiring substantial research, fiscal analysis, legal review, or policy development.
4. Staff recommends the second option, requiring the concurrence of two Councilmembers during the designated “Future Agenda Items” portion of the agenda. This option is similar to the current practice, but allows it to occur without the creation of a report and provides greater transparency. It also reduces the potential for Councilmembers to inadvertently engage in a serial meeting outside of a public meeting.
A redlined version of Policy A-2 is attached.
Policy A-3, “Formal Citizen Complaints and/or Requests for Service” This policy was adopted in June 1975 and has not been updated since. The purpose of the policy is to establish a process for addressing formal citizen complaints and requests for service and to provide for timely responses. Staff recommends that this policy be removed from the City Council Policy Manual. The manner in which complaints and requests for service are received, assigned, investigated, and resolved is primarily an operational matter that is appropriately addressed through administrative procedures rather than City Council policy. In addition, advances in the City's processes and technology have significantly improved the City's ability to receive, track, and respond to complaints and service requests compared to the procedures established in 1975.
Staff recommends removing the policy. Doing so would not eliminate the City's responsibility to respond to residents; rather, it would allow staff to manage these processes through current operational practices and procedures.
Policy A-3 is attached.
Policy A-4, “Policies Regarding League of California Cities Activities” This policy was adopted in 1958 and revised in April 1975. The intent of this policy is to provide direction to elected and appointed officials regarding League of California Cities activities. It authorizes officials to attend Division activities as long as there are funds budgeted for the event. It also specifies that if a reservation is made by an official and he or she has to cancel, resulting in a cost or penalty, the official is responsible for the charge. It also specifies that staff will make travel arrangements, but not for co-travelers.
Staff recommends that the City Council delete this policy and consider incorporating two provisions into Policy G-1 “Travel & Meetings – Councilmembers and Commissioners.” Specifically, staff recommends adding the policy provisions about reimbursement for cancellation charges and limiting staff from making arrangements for co-travelers.
Policy A-4 is attached.
Policy A-6, “City Council Advisory Meetings”
This policy was first established in 1968 and most recently updated in 2007. The policy sets a procedure for scheduling and conducting advisory meetings for information gathering by the City Council. These meetings were intended for Councilmembers to receive briefings and exchange ideas without a decision or formal vote occurring. Under the policy, the Mayor Pro Tempore is responsible for scheduling the meetings at a set time dictated by the policy.
Staff cannot recall when a formal “advisory meeting” was held. By current practice, these topics are discussed during City Council meetings, workshops, or town hall meetings. As such, staff recommends removing the policy.
Policy A-6 is attached.
Policy E-2, “Fees and Guidelines Governing the Use of Parks and Recreation Facilities” Initially adopted in 1965, this policy has undergone twenty-one revisions, with the last revision in 2021. This policy establishes procedures for the use of the City’s parks and facilities (excluding the Ronald Reagan Community Center, which is governed by City Council Policy E-7).
Staff recommends significant changes to the policy, which will allow for a revised fee structure that staff will present before the end of the calendar year. One of the major changes to the policy is the creation of residential fees, private party fees, additional service fees, and commercial use fees. The policy changes also add facilities such as new features at Wells Park. Lastly, staff proposed updated language, creating an easier to understand and implement policy.
A redlined version of Policy E-2 is attached.
Policy E-5, “Park Acreage Expansion”
This policy became effective on January 10, 1976, and has not been updated since. The policy sought to expand park acreage through the use of public school sites. The policy directed the Parks and Recreation Commission (a commission that no longer exists) to suggest and maintain a priority list of three potential public school park sites.
The outcome of this policy’s implementation was the approval of joint use agreements with the Cajon Valley School District for use of Cajon Valley Middle School, Greenfield Middle School, and Bostonia Global High School. Staff recommends that this policy be removed because the policy goal has been accomplished.
Policy E-5 is attached.
Policy E-7, “Ronald Reagan Community Center Facility Use Policy” This policy establishes the uses, procedures, and fee structure for use of the Ronald Reagan Community Center (RRCC). It was first adopted in 1989 and most recently updated in April 2021. Similar to Policy E-2, staff is recommending changes to the fee structure.
Key proposed changes include updating and clarifying fee provisions. This policy will allow the City Council to set different rates for residents and non-residents. It also clarifies fees associated with alcohol being served at events. In addition to the fee and user category groups, the proposed policy updates reservation and applications procedures, revises the cancellation policy (creating a 60-day cancellation threshold), strengthens supervision requirements of minors, clarifies security, insurance, and liability provisions, updates alcohol and food service regulations, and establishes a clear process to consider exceptions and appeals.
A redlined version of Policy E-7 is attached.
Policy F-2, “Hiring School Crossing Guards”
In 1992, the City Council adopted a policy establishing standards regarding the City’s role in providing and funding school crossing guards. The policy stated that only crossing guards hired by the City would be funded by the City. Crossing guards hired by another agency would not be funded by the City. The policy also allowed the City to enter into agreements with the school district to jointly fund crossing guards.
Because the City no longer hires crossing guards and does not have any shared cost agreements with any school districts, staff recommends that the City Council remove this policy.
Policy F-2 is attached.
Policy G-1, “Travel & Meetings - Councilmembers and Commissioners” Initially adopted in 1972, this policy has been revised five times. The policy establishes regulations regarding City Councilmember and Commissioner travel. The policy covers topics such as transportation, lodging, meals, Councilmember vehicle allowance, cash advances, and reporting on attendance.
The proposed updated policy includes clearer language and includes ride-share options for travel reimbursement. The draft policy also updates the meal reimbursement section by referencing Administrative Policy E-4, “Travel and Meetings,” which applies to staff and is updated more regularly than City Council policies. For reference, Administrative Policy E-4 currently states that for travel outside of San Diego County, the per diem rate for full days is $85.00 per day. The per diem will be $64.00 for the first and last days of travel, or single-day events. The policy also provides direction on seeking reimbursement and per diem payment.
A redlined version of Policy G-1 is attached.
CALIFORNIA ENVIRONMENTAL QUALITY ACT:
The proposed City Council policy changes are exempt from the California Environmental Quality Act ("CEQA") in accordance with section 15378(b)(2) of the State CEQA Guidelines because they are administrative activities related to general policy and procedure and are therefore not a "project".
FISCAL IMPACT:
No fiscal impacts
Prepared By: Graham Mitchell, City Manager
Reviewed By:
Approved By: N/A
Attachments
A1 - City Council Policy Manual
A2 - City Council Meetings & Agenda
A3 - Formal Citizen Complaints & Requests
A4 - League of CA Cities
A6 - City Council Advisory Meetings
E2 - Fees for Parks & Recreation Facilities
E5 - Park Acreage Expansion
E7 - Ronald Reagan Community Center Use Policy
F2 - Crossing Guards
G1 - Travel & Meetings
Sample Agendas
POLICY: A-1
SUBJECT: City Council Policy Manual
ADOPTED: June 1975
UPDATED: 9/XX/26
PURPOSE
1. To clearly state and compile policies of the City Council.
2. To provide for the distribution of these policies to all concerned.
3. To establish procedures for the preparation, distribution, and maintenance of City Council policies and the Policy Manual.
BACKGROUND
The City Council of the City of El Cajon is responsible for the establishment of policy to guide the operation of the City. Policies of a regulatory nature are adopted by ordinance or resolution; however, there are a group of policies which by their nature do not require adoption by ordinance or resolution. These policies adopted by minute order need to be are consolidated in a this reference source for easy access.
POLICY
1. The City Council Policy Manual shall contain City Council policy statements adopted by the City Council.
2. Policy statements which are not part of regulatory ordinances or other formal rules and which are generally applicable to other similar situations which are expected to reoccur will be made part of this policy manual.
3. Council policies set forth in this manual are general in nature and are not intended as rigid rules or regulations from which there may be no deviation. The City Council may at any time change, modify or revoke any policy included in this manual and may likewise at any time make or authorize exceptions to any policy when it determines that in the particular case it would not be in the public interest that such policy be followed.
4. Each policy statement of the Council should include:
a. A brief background statement and/or statement of purpose. b. A clear, concise statement of the policy.
c. Procedural instructions necessary to carry out the policy.
5. The City Manager shall be responsible for preparation of policy statements to be included in the manual. After adoption by the City Council, the City Clerk shall be responsible for the distribution and continuing maintenance of the manual.
6. Copies of the City Council Policy Manual shall be distributed to each Councilmember, the City Manager, the City Attorney , the City Clerk, department heads directors, and to such other offices as deemed necessary by the City Manager.
PROCEDURE
1. City Councilmembers, Commissioners, the City Manager, and department directors heads directors may originate policy proposals to the City Council for its formal consideration through the agenda process. in a manner to be established by the City Manager. The preparation of policy matters for approval by the City Council will be the responsibility of the initiating office.
2. Proposed policy items will be submitted to the City Manager for review, revision, if indicated, and recommendations to the City Council for action.
3. After adoption of policy items by the City Council, the City Clerk shall be responsible for updating duplication and distribution of new items to holders of copies of the City Council Policy Manual.
4. As required, the City Clerk shall update the Table of Contents and distribute revisions to all holders of copies of the manual in accordance with the above policy.
POLICY: A-2
SUBJECT: City Council Meetings and Agenda
ADOPTED: June 1975
UPDATED: October 1975
PURPOSE
To establish a clear, consistent, and transparent process for the preparation, distribution, and management of City Council meeting agendas and to provide guidelines for the orderly conduct of City Council meetings.
POLICY
1. City Council Agenda
The City Council agenda shall be prepared by the City Clerk in coordination with the City Manager and City Attorney, consistent with applicable law and direction provided by the City Council.
The agenda shall be organized in a manner that facilitates efficient City Council deliberation, provides meaningful opportunities for public participation, and clearly identifies matters requiring Council action, discussion, public hearing, or information.
The regular agenda shall generally include, as applicable:
• Call to Order / and Roll Call;
• Pledge of Allegiance and / Moment of Silence;
• Agenda Changes
• Presentations;
• Agenda Changes;
• Public Comment;
• Consent Items;
• Public Comment;
• Written Communications;
• Public Hearings;
• Administrative Reports
• Business Items (Public Hearing, Ordinances, Administrative Reports and Resolutions); • Activities Reports/Comments of the Mayor and Councilmembers; • Future Agenda Items;
• General Information Items for Discussion;
• Ordinances;
• Closed Sessions; and
• Adjournment.
The City Manager and City Clerk may make reasonable modifications to the order or organization of agenda sections as necessary to comply with law, improve meeting efficiency, or accommodate the business of the City Council.
2. Submission of Agenda Items
Requests for matters to be considered by the City Council shall be submitted to the City Manager or City Clerk sufficiently iten days in n advance of the meeting to allow for appropriate review, preparation of staff recommendations, preparation of supporting materials, and compliance with applicable agenda-posting requirements.
City departments shall coordinate proposed agenda items through the City Manager or the City Manager's designee before submission to the City Clerk.
Agenda items requiring City Council action should ordinarily include:
• A clear description of the matter;
• A staff recommendation;
• Appropriate background and analysis;
• Fiscal and operational impacts, when applicable;
• Applicable legal or regulatory considerations, when appropriate; and • A proposed resolution, ordinance, agreement, or other implementing document when City Council action requires such action.
3. Councilmember Requests for Agenda Items
PENDING CITY COUNCIL DISCUSSION – SEE 4 OPTIONS
4. Communications and Requests from the Public
Written communications received by the City concerning matters within the jurisdiction of the City Council shall be provided to the City Council in accordance with applicable law and the City's established procedures for handling public correspondence.
Communications that require City Council action or substantial discussion may be referred to the City Manager for review and preparation of a future agenda item.
The City Manager may resolve or respond administratively to matters that do not require Council action, consistent with the City Manager's authority and existing City Council policies.
The City Clerk shall maintain appropriate records of communications and matters referred for staff review.
Nothing in this policy shall be interpreted to limit the public's right to communicate with the City Council or to address the City Council during public comment in accordance with applicable law and City procedures.
5. Agenda Changes and Late-Submitted Items
Once an agenda has been posted, additions, deletions, continuances, or other changes shall be made only as permitted by applicable law.
When a matter is submitted after the regular agenda deadline, the City Clerk and City Manager shall determine whether the matter may legally and appropriately be placed on the agenda and whether additional staff or legal review is necessary.
Nothing in this policy authorizes the City to take action on a matter when prohibited by the Ralph M. Brown Act or other applicable law.
6. Consent Items
Routine matters that are administrative in nature, noncontroversial, or appropriately considered together may be placed on the Consent Calendar.
Consent Items shall include a staff recommendation and sufficient information for Councilmembers and members of the public to understand the action being requested.
Any Councilmember or other person authorized under applicable City Council procedures may request that an item be removed from the Consent Calendar for separate consideration.
7. Public Hearings
Public hearings shall be scheduled and conducted in accordance with applicable federal and state law, the El Cajon Municipal Code, and other applicable City policies and procedures.
Staff reports for public hearings shall identify the action requested of the City Council and provide the information reasonably necessary for the City Council to evaluate the matter.
8. Agenda Materials and Public Access
The City Clerk shall post and distribute City Council agendas and supporting materials in accordance with applicable law and established City procedures.
The City shall make agendas and supporting materials reasonably accessible to the public through the City's website and other legally required methods.
To the extent practicable, agenda materials should be provided electronically and organized so that Councilmembers and members of the public can readily identify the staff recommendation, supporting information, and documents associated with each agenda item.
9. Staff Responsibility
The City Manager shall be responsible for coordinating the preparation of staff reports and recommendations and ensuring that agenda items submitted by City departments are appropriately reviewed before being presented to the City Council.
The City Attorney shall provide legal review of agenda items when appropriate.
The City Clerk shall be responsible for the preparation, posting, distribution, and maintenance of the official City Council agenda and related public records.
10. Meeting Conduct
City Council meetings shall be conducted in an orderly, respectful, and efficient manner consistent with applicable law, and the City's adopted rules of procedure. , and the Mayor's responsibility to preside over City Council meetings.
The Mayor shall preside over meetings and, subject to applicable law and City Council rules, shall maintain order and facilitate the orderly consideration of agenda items.
Councilmembers, City staff, and members of the public are encouraged to conduct themselves in a manner that promotes respectful public discourse and allows the City Council to efficiently conduct the City's business.
11. Compliance with Law
Nothing in this policy shall be construed to supersede or limit requirements established by federal or state law, the El Cajon Municipal Code, or other duly adopted City Council policies.
In the event of a conflict between this policy and applicable law, the law shall control.
ADMINISTRATION
The City Manager and City Clerk are authorized to establish administrative procedures consistent with this policy to implement the agenda preparation, submission, posting, distribution, and recordkeeping requirements described herein.
The City Clerk shall periodically review the City's agenda procedures and recommend revisions to this policy when necessary to reflect changes in law, technology, public participation practices, or City Council procedures.
REFERENCE: ADOPTED 6-75, REVISED 10-03
EFFECTIVE
6-75
Revised 10/-/03
PAGE
1 of 1
SUBJECT:
FORMAL CITIZEN REQUEST
CITY OF EL CAJON
CITY COUNCIL POLICY
POLICY
A-3
PURPOSE:
To provide an expeditious means of receiving and responding to citizen’s requests for service or investigation of substandard conditions.
BACKGROUND:
Numerous requests are received by the City Council and the City Manager. Citizens expect and deserve a prompt reply to their inquiries. The lack of a reply or a late reply is irritating and frustrating to the citizen as well as representing a poor level of service. This policy is to help insure that citizens receive prompt response to their requests for service or investigation of substandard conditions.
POLICY:
Upon receipt of a citizen request for service or investigation of substandard conditions, the request shall be referred to the City Manager’s Office for an investigation and report as indicated. A form, stating the nature of the request, and the name, address and telephone number of the reporting party, will be prepared and forwarded to the appropriate department or departments for investigation and response.
The affected department will then, within ten (10) working days, investigate the request, take such action deemed necessary, and notify the City Manager of the findings and/or action using the Citizen Request form. A copy is to be retained by the department. In the event the request cannot be completed or resolved within the 10-day period, the City Manager shall be apprised of the progress by memo. The reporting party shall also be informed by the department of the progress at that time.
In most instances, requests can be resolved on a departmental basis and will necessitate no further contact of the reporting party by the City Manager’s Office. However, in those instances where an administrative decision or an interpretation of City Council Policy is required, the City Manager may be required to make contact with the reporting party. The City Council will be notified of the final disposition of requests submitted by an individual councilperson.
POLICY: A-4
SUBJECT: Policies Regarding League of California Cities Activities ADOPTED: November 20, 1958
UPDATED: April 1975
PURPOSE
To state City’s policy in regard to participation of elected and appointive officials in League of California Cities activities.
BACKGROUND
The San Diego County Division of the League holds monthly meetings and the League holds numerous meetings on a statewide basis. The following policy has been adopted to clarify responsibility for making reservations for the various activities.
POLICY
1. San Diego County Division Meetings
a. Elected City Officials, all commissioners and all department heads are authorized to attend meetings of the San Diego County Division of the League of California Cities where funds have been budgeted for such purposes.
b. In the event that reservations are made and not kept or canceled, the individual not honoring the reservation shall be personally liable for payment of any charge.
2. Other Official League Functions
City staff will handle advance registrations for other official League functions.
Concomitant room reservations will not be handled by the City staff, but must be handled by the individual involved.
CITY COUNCIL ADVISORY MEETINGS A-6
ADOPTED 10/16/68
REVISED 2/75; 11/15/94; 9/11/07 9/11/07 1 of 2
PURPOSE
To establish procedures for scheduling and conducting advisory meetings for information gathering by the City Council.
BACKGROUND
The conduct of City government has become very complex and the City Council has an increasing need for background information on issues facing the City. Due to the time constraints of regular City Council meetings, there is little opportunity for background information to be presented and informal discussion to take place. These advisory meetings were developed to provide an opportunity to obtain additional information from various resource persons and to exchange ideas. No decisions are reached and no votes are taken at these meetings. However, even though informal, all such advisory meetings are “special meetings” and must therefore be conducted in accordance with the provisions of the Brown Act, including but not limited to, Gov. Code Sections 54954.3 and 54956.
Because these advisory meetings are for informational purposes only, discussions are limited to items described in the special meeting notice. An opportunity for members of the public to directly address the City Council concerning any item described in the notice shall be provided before or during consideration of that item.
POLICY
The Mayor Pro Tempore shall be responsible for scheduling discussion topics and inviting guests.
1. Advisory meetings shall be held, as needed, at 1:30 p.m. in the City Council Conference Room, except as another time or place may be appointed by the Mayor or Mayor Pro Tempore.
2. Special meeting notice shall:
a. specify the time and place of the meeting and the business to be transacted or discussed. No other business shall be considered at these meetings; CITY COUNCIL ADVISORY MEETINGS A-6
ADOPTED 10/16/68
REVISED 2/75; 11/15/94; 9/11/07 9/11/07 2 of 2
b. provide an opportunity for members of the public to address the City Council concerning any item described in the notice before or during consideration of that item;
c. be posted at least 24 hours prior to the special meeting in a location that is freely accessible to members of the public; and
d. be given to each local newspaper of general circulation, radio or television station requesting notice in writing.
CITY OF EL CAJON
CITY COUNCIL POLICY
SUBJECT:
FEES AND GUIDELINES GOVERNING THE USE
OF PARKS AND RECREATION FACILITIES
(RONALD REAGAN COMMUNITY CENTER –
SEE CITY COUNCIL POLICY E-7)
POLICY
E-2
REFERENCE:
ADOPTED 1/13/65; REVISED 9/2/75, 4/25/78,
EFFECTIVE
PAGE
2/6/79, 7/15/80, 9/8/81, 8/13/87, 1/16/90, 1/29/91,
2/11/92, 5/25/93, 5/27/97, 10/28/03, 12/19/06, 5/11/21
9/XX/26
1 of 6
11/13/07, 3/11/08, 9/22/09, 7/27/10, 1/25/11,
6/14/16, and 5/11/21, and 9/XX/26
PURPOSE
To establish a procedure for the use of City of El Cajon ("City") parks and recreation facilities.
All fees referenced in within this policy are set established by Resolution. No. 12-11 via resolution.
This policy establishes procedures for the use of City of El Cajon (the “City”) parks and recreation facilities to encourage facility usage and avoid scheduling conflicts. The facility’s primary use is to accommodate activities sponsored by the Parks & Recreation Department (the “Department”) and is also available for use by various outside groups and organizations. All fees referenced In this policy are established by the City Council via resolution.
BACKGROUND
The City of El Cajon has available extensive facilities able to accommodate a broad range of recreational and cultural activities. The facilities primarily accommodate activities sponsored by the City Parks & Recreation Department and periodically are available for use by various outside groups and organizations. The purpose of the policy is to establish priorities to avoid scheduling conflicts and encourage facility usage.
The City owns and operates a range of parks and recreation facilities, including community recreation centers, sports fields and courts, a swimming pool, and other recreation spaces, with the capacity to accommodate a broad range of recreational, social, civic, educational, and cultural activities. Given the high demand for facility use and the need to balance Department-sponsored activities with requests from outside groups and organizations, this policy establishes procedures guiding facility scheduling, use, and applicable fees.
POLICY
City p{Parks and Rrecreation facilities shall be available for use by the general public. The primary use of recreation facilities is for activities sponsored by the Parks & Recreation Department. Facilities shall be made available for rental or usage when not in use for regularly scheduled and sponsored dDepartment activities. The schedule of dDepartment activities shall be developed well in advance and shall clearly indicate when facilities are available for use by outside groups and organizations.
For purposes of this policy, "youth groups" shall be defined as those in which the majority of members are 17 years old or younger. " Adult groups" shall be defined as those in which the majority of members are 18 years old or older. Facility use requests for events and activities involving participants between the ages of 13- – 20 must be hosted by educational
CITY OF EL CAJON
CITY COUNCIL POLICY
SUBJECT:
FEES AND GUIDELINES GOVERNING THE USE
OF PARKS AND RECREATION FACILITIES
(RONALD REAGAN COMMUNITY CENTER –
SEE CITY COUNCIL POLICY E-7)
POLICY
E-2
REFERENCE:
ADOPTED 1/13/65; REVISED 9/2/75, 4/25/78,
EFFECTIVE
PAGE
2/6/79, 7/15/80, 9/8/81, 8/13/87, 1/16/90, 1/29/91,
2/11/92, 5/25/93, 5/27/97, 10/28/03, 12/19/06, 5/11/21
9/XX/26
2 of 6
11/13/07, 3/11/08, 9/22/09, 7/27/10, 1/25/11,
6/14/16, and 5/11/21, and 9/XX/26
institutions and/or must be an official school or education function, or be a City- sponsored activity, with the exception of Kennedy Skatepark and Fletcher Hills Swimming Pool. Facility use by o u t s i d e groups a n d o r g a n i z a t i o n s to raise funds for c o m m u n i t y b e n e f i t recreation, education and welfare programs which benefit the community will require approval by City Council or designee.; El Cajon Municipal Code Section 2.56.030 H. A City El Cajon bBusiness lLicense may also be required.
The City Council or designee reserves the right to limit the uses of facilities. Any use must be compatible with the established purpose of the parks and recreation facilities.
Classifications for facility users are as follows:
Class 1. Parks & Recreation programs organized, co-sponsored or conducted by the department and other City Departments.
Class 2. Facility use for the purpose of official activities of:
a. Local public school programs.
b. Other governmental agencies.
Class 3. Facility use by groups where on-site fees and collections are limited to minimum essential expenses and attendance is open to the general public by:
a. Community groups whose activities and programs are of a character- building nature.
b. Community groups whose primary purpose is service to the community as a whole.
c. Community groups of a recreational nature.
Class 4. Facility use by organizations of a private nature which exclude the general public. Class
5. Facility use for commercial purposes or by commercial firms.
CITY OF EL CAJON
CITY COUNCIL POLICY
SUBJECT:
FEES AND GUIDELINES GOVERNING THE USE
OF PARKS AND RECREATION FACILITIES
(RONALD REAGAN COMMUNITY CENTER –
SEE CITY COUNCIL POLICY E-7)
POLICY
E-2
REFERENCE:
ADOPTED 1/13/65; REVISED 9/2/75, 4/25/78,
EFFECTIVE
PAGE
2/6/79, 7/15/80, 9/8/81, 8/13/87, 1/16/90, 1/29/91,
2/11/92, 5/25/93, 5/27/97, 10/28/03, 12/19/06, 5/11/21
9/XX/26
3 of 6
11/13/07, 3/11/08, 9/22/09, 7/27/10, 1/25/11,
6/14/16, and 5/11/21, and 9/XX/26
Programs organized, sponsored, co-sponsored, or conducted by the City of El Cajon shall not be assessed facility use fees . All other individuals and organizations shall be subject to the applicable fees established by City Council.
The following criteria shall be used in determining applicable fees:
• Resident Fees: Resident rates shall apply when the individual submitting the Facility Use Application resides within the City of El Cajon or owns a business within the City limits.
Residency or business ownership must be verified by a valid California Driver License, property deed, tax statement, or other official documentation. All other applicants shall be assessed non-resident rates.
• Private Party Fees: Shall be assessed for facili ty use by organizations or individuals of a private nature which exclude the general public.
• Additional City Staff Services: Fees for additional City staff services shall be assessed as determined by the Director of Parks & Recreation or designee. • Commercial Use Fees: Shall be assessed for any individual, business, or organization operating primarily for profit through the sale of goods and/or services.
All per-hour fees are charged per hour or fraction thereof. Basic use fees are charged for all hours rented, including clean-up and set-up/decorating hours which the user has requested.
Leasable Park Spaces for Rent
Beyond recreation center meeting rooms, special park areas are designated as rentableleasable spaces with associated fees for use. They are identified as follows:
Fletcher Hills Center Backyard, Fletcher Hills Swimming Pool, Kennedy Skatepark, and Wells Center Back Lawn, Wells Park Mini-Pitch Soccer Court, and Wells Park Outdoor Pickleball Courts – These parks and recreation amenities are fenced, require staff to be on-site for facility use, and may be subject to approval for use only during non-operationalbusiness hours. Use fees apply to all users, except City-sponsored or cosponsored events; user classifications apply.
Use of multiple areas results in fees for each.
Centennial Plaza, Prescott Promenade, Judson Park, Hillside Upper Park, Kennedy Park North Lawn, Renette Plaza, and Wells Park Unlit Field – These parks and recreation areas are intended for aesthetic enhancement and public enjoyment. Special use of these areas may include community special events, open to the general public. Private events may be approved at the discretion of the Director of Parks & Recreation or designee. Areas of use are defined on the AFacility Use Application and Permit for Use.
CITY OF EL CAJON
CITY COUNCIL POLICY
SUBJECT:
FEES AND GUIDELINES GOVERNING THE USE
OF PARKS AND RECREATION FACILITIES
(RONALD REAGAN COMMUNITY CENTER –
SEE CITY COUNCIL POLICY E-7)
POLICY
E-2
REFERENCE:
ADOPTED 1/13/65; REVISED 9/2/75, 4/25/78,
EFFECTIVE
PAGE
2/6/79, 7/15/80, 9/8/81, 8/13/87, 1/16/90, 1/29/91,
2/11/92, 5/25/93, 5/27/97, 10/28/03, 12/19/06, 5/11/21
9/XX/26
4 of 6
11/13/07, 3/11/08, 9/22/09, 7/27/10, 1/25/11,
6/14/16, and 5/11/21, and 9/XX/26
Use fees apply to all users, except City-sponsored or cosponsored events; user classifications do not apply. Each permitted area has fees assessed by type of event and is scheduled separately. Use of multiple areas results in fees for each.
Concession Stands
Upon application, the Director of Parks & Recreation or designee will determine approval of permits to operate concession stands on City property by youth sports leagues or other organizations. Hours of operation may not exceed one hour before and one hour after regularly scheduled games and tryouts, or as otherwise approved. Concession stands will only be operated for the convenience and service of participants and spectators and not for the general public.
Application and Payment of Fees
A. Applications for permission to use facilities must be made in writing on a Facility Use Permit Application provided by the Parks & Recreation Department. Requests for facility use should be obtained at least two weeks prior to the date to allow processing and approval; requests for larger events should be obtained 90 days prior.
B. All fees must be paid in advance. Use permits will not be issued until fees are paid. When there is continual use of the facilities by a specific group, the Director of Parks & Recreation or designee shall arrange for fees to be paid on a monthly basis in advance to guarantee compliance with the group's commitment.
Conditions of Use
A. All users shall be responsible for any damages, leaving facilities in the same condition as received, and turning off utilities upon vacating the facility.
B. Users shall comply with all applicable State laws and City ordinances.
C. All user groups must be under the direction of their own leadership. Only responsible adult leaders shall be issued permits for groups of minors, and there must be at least one adult present for each twenty-five (25) minors.
CITY OF EL CAJON
CITY COUNCIL POLICY
SUBJECT:
FEES AND GUIDELINES GOVERNING THE USE
OF PARKS AND RECREATION FACILITIES
(RONALD REAGAN COMMUNITY CENTER –
SEE CITY COUNCIL POLICY E-7)
POLICY
E-2
REFERENCE:
ADOPTED 1/13/65; REVISED 9/2/75, 4/25/78,
EFFECTIVE
PAGE
2/6/79, 7/15/80, 9/8/81, 8/13/87, 1/16/90, 1/29/91,
2/11/92, 5/25/93, 5/27/97, 10/28/03, 12/19/06, 5/11/21
9/XX/26
5 of 6
11/13/07, 3/11/08, 9/22/09, 7/27/10, 1/25/11,
6/14/16, and 5/11/21, and 9/XX/26
D. A minimum group size of 20 persons is recommended for use of meeting and activity rooms at recreation facilities. Maximum group sizes shall be based on the allowable occupancy of each site or room. This section applies to fee and non-fee users.
E. Any unusual requests, such as bleachers, platforms, special custodial services, new construction, decorations, special equipment, or and exceptional services shall be listed in writing on the application and permit. Grounds, buildings, or other park facilities shall not be altered or changed without written approval.
F. Sales of goods or services and on-site collection of fees require advance approval by City Council or designee.
G. Amplification requires approval and shall be limited in City parks in order to avoid impacting other park users. Requests for amplification must be made in writing on the Facility Use Permit Application and requires Director of Parks & Recreation or designee approval.
H. Alcohol is prohibited in City parks and recreation facilities, with the exception of the Superblock area. All requests for alcohol may require Council or designee approval prior to event. An Alcohol Beverage Control License will be required. Security is required for all rentals with alcohol use.
I. Security. If, in the opinion of the Director of Parks & Recreation, an activity warrants the presence of one or more security personnel, the cost of such service shall be borne by the group sponsoring the activity. Arrangements for security personnel will be made by City staff with a licensed, bonded security agency, who will provide uniformed personnel.
Fees for security personnel will be included in the facility use charges, as referenced in Section II(f) E. of the fee schedule. The number of security personnel will be determined by the Director of Parks & Recreation or designated representative.
J. Certificate of Insurance, and separate endorsement, meeting the criteria set forth in City Council Policy D-3, may be required depending on the nature of the event. Upon submission of the Facility Use Application, applicant agrees to hold the City harmless from any and all liability or alleged liability arising out of, or in any way relating to the activities conducted by said applicant.
CITY OF EL CAJON
CITY COUNCIL POLICY
SUBJECT:
FEES AND GUIDELINES GOVERNING THE USE
OF PARKS AND RECREATION FACILITIES
(RONALD REAGAN COMMUNITY CENTER –
SEE CITY COUNCIL POLICY E-7)
POLICY
E-2
REFERENCE:
ADOPTED 1/13/65; REVISED 9/2/75, 4/25/78,
EFFECTIVE
PAGE
2/6/79, 7/15/80, 9/8/81, 8/13/87, 1/16/90, 1/29/91,
2/11/92, 5/25/93, 5/27/97, 10/28/03, 12/19/06, 5/11/21
9/XX/26
6 of 6
11/13/07, 3/11/08, 9/22/09, 7/27/10, 1/25/11,
6/14/16, and 5/11/21, and 9/XX/26
Deposits
A. A cancellation/damage/cleaning deposit will be added to the rental fee at all sites.
B. Additionally, a steam cleaning deposit will be added to the rental fee at any Superblock location for professional steam cleaning of cement pavers, if necessary. User will be charged or credited per actual invoice.
C.B. For any rental series, a deposit must be maintained throughout the duration of the series.
D.C. Deposits will be returned if the facility is left in satisfactory condition. City equipment must be returned to proper storage at the conclusion of the activity.
Cancellation Policy
A. Recreation meeting room facilities – All classifications (class 2-5) facility users that do not provide 48- hour notice of cancellation may be charged the basic use fee and applicable special use fees.
B. RentableLeasable park spaces – Users that do not provide 48-hour notice of cancellation may be charged the basic use fee and applicable special use fees.
C. Superblock – If cancellation of an approved permit occurs up to two (2) weeks prior to the event, 50% of the deposit may be retained; cancellations less than 2 weeks prior to the event risk forfeiture of entire deposit.
Use of Parks, Other Than Designated Athletic Fields
It is the intent of City Council that park areas within the City of El Cajon usually be available to the general public on a drop in, first come basis. Occasionally a request is received to conduct an activity in a park, which due to its size and/or nature may have the effect of restricting the general public from the majority of the park. Requests of this nature are to be submitted to the Director of Parks & Recreation or designee on the Application for Facility Use form. They will may then be forwarded to the City Council for action. Requests by youth sports leagues to use park areas will be considered by the Parks & Recreation Director or designee; however, they may require prior approval from the allocation committee of the El Cajon Recreation Council. •
SUBJECT:
REFERENCE:
PARK ACREAGE EX PANS I ON
PURPOSE:
CITY OF EL CAJON
CITY COUNCIL POLICY
EFFECTIVE
1/10/78
To establish a policy that would permit the City to expand park acreage through the use of pub 1 i c schoo 1 sites.
BACKGROUND:
As the costs of acquiring and developing park sites continue to increase, it has become necessary to seek alternatives so that park expansion and development may conti.nue given budgetary con- straints. •
POLI CY:
The Parks and.Recreation Commission shall suggest and maintain, for City Council consideration, a pri.ori.ty 1 i'sting of three poten tial public school park sHe locations withi.n City 1 imits. Upon selection of a site, discussions shall be conducted with the ap propriate School District and an agre.ement reached whereby: The City will design the landscaping for that portion of the school site to be used for park purposes. The fi:nal destgns shall be officially approved by the City Counci 1 and the School District Board. In addition, the City will assume the costs for site de velopment, irrigation, walkways, lighting and plantings. The School District, in turn, shall assume full responsibility for maintenance of the site and enter into an agreement which will guarantee public use during non-school hours.
Projects which require joint financing shall be budgeted by all participants prior to commencement of the project design.
POLICY II
Es5
PAGE
1 of 1
CITY OF EL CAJON
CITY COUNCIL POLICY
SUBJECT: RONALD REAGAN COMMUNITY CENTER FACILITY USE POLICY
POLICY
E-7
REFERENCE: Adopted 1/24/89, Revised 8/3/93, 5/27/97, 10/28/03, 9/22/09, 6/14/16, and 4/27/21, and 9/XX/26
EFFECTIVE
4/27/21
PAGE
1 of 10
PURPOSE
To establish a procedure for the use of the Ronald Reagan Community Center (RRCC). All fees within this policy are set by Resolution No. 109-09 via resolution.
This policy establishes procedures for the use of City of El Cajon (the “City”) Ronald Reagan Community Center (RRCC). The RRCC provides facilities to accommodate a broad range of recreational and cultural activities. These facilities are available for use by the general public and outside groups or organizations. All fees referenced in this policy are established by the City Council via resolution.
BACKGROUND
The RRCC provides facilities to accommodate a broad range of recreational and cultural activities.
These facilities are available for use by the general public and groups or organizations for functions which are recreational, social or civic in nature. Interpretation of the RRCC Use Policy shall be made by the Director of Parks & Recreation or his/her designated representative.
The City owns and operates a broad range of parks and recreation facilities, including the RRCC, with the capacity to accommodate a broad range of recreational, social, civic, educational, and cultural activities. Given the high demand for facility use and the need to balance Department- sponsored activities with requests from outside groups and organizations, this policy establishes procedures guiding RRCC applicable procedures, scheduling, use, and applicable fees.
FACILITY USER CLASSIFICATIONS
The RRCC shall be available for use by the general public. Facility users shall be classified into groups for the purpose of assessing fees and determining priorities.Facility users shall be assessed fees based on their use as set forth in the City Council-approved Schedule of Miscellaneous Fees.
Facility use by groups to raise funds for recreation, education and welfarecommunity benefit programs which benefit the community will require approval by City Council or designee. ; El Cajon Municipal Code Section 2.56.030 H. A City El Cajon bBusiness lLicense may also be required. Facility user classifications are as follows:
Class 1. Programs organized, sponsored or conducted by the City of El Cajon.
-- -
CITY OF EL CAJON
CITY COUNCIL POLICY
SUBJECT: RONALD REAGAN COMMUNITY CENTER FACILITY USE POLICY
POLICY
E-7
REFERENCE: Adopted 1/24/89, Revised 8/3/93, 5/27/97, 10/28/03, 9/22/09, 6/14/16, and 4/27/21, and 9/XX/26
EFFECTIVE
4/27/21
PAGE
2 of 10
Class 2. A. Administration functions/activities of local schools.
B. Official activities of other governmental agencies.
Class 3. Facility use by community groups or youth organizations whose primary purpose is service to the community as a whole or whose activities and programs are of a character-building nature where on-site fees and collections are limited to minimal essential expenses and where membership is open to the general public.
Class 4. Facility use of a private nature which excludes the general public.
A. Resident: An individual, making application for facility use, with a residence address or business ownership within the El Cajon city limits as evidenced by a valid California Driver’s License, Property Deed or Tax Statement, or other official identification.
B. Nonresident: An individual, making application for facility use, residing outside of the El Cajon city limits.
Class 5. Facility use for commercial purposes or by commercial firms.
A. Resident: A business physically located within El Cajon city limits as evidenced by a valid El Cajon Business License.
B. Nonresident: A business physically located outside of the El Cajon city limits.
Facility use requests for events and activities involving participants between the ages of 13- – 20 must be hosted by educational institutions and/or must be an official school or educational function, or be a Ccity- sponsored activity.
The City Council reserves the right to limit the use of the City’s facilities. Any use must be compatible with the established purpose of the pPark and& rRecreation facilities.
ASSESSMENT OF FEES
Fees will be assessed as follows:
Class 1. No fees will be assessed.
CITY OF EL CAJON
CITY COUNCIL POLICY
SUBJECT: RONALD REAGAN COMMUNITY CENTER FACILITY USE POLICY
POLICY
E-7
REFERENCE: Adopted 1/24/89, Revised 8/3/93, 5/27/97, 10/28/03, 9/22/09, 6/14/16, and 4/27/21, and 9/XX/26
EFFECTIVE
4/27/21
PAGE
3 of 10
Class 2. All applicable fees will be assessed. Basic use fees will be assessed at 75% for public and private schools located within the El Cajon city limits, or schools which are part of the Grossmont Union High School District, Cajon Valley Union School District, or Grossmont-Cuyamaca Community College District.
Class 3. Basic use fees will be assessed at 75%. Other applicable fees will be assessed at 100%
Class 4. All applicable fees will be assessed. Class 5. All applicable fees will be assessed.
Programs organized, sponsored, co-sponsored, or conducted by the City shall not be assessed facility use fees.
All other individuals and organizations shall be subject to the applicable fees as established by the City Council.
The following criteria shall be used in determining applicable fees:
• Resident Fees: Resident rates shall apply when the individual submitting the Facility Use Application resides within the City or owns a business within City limits. Residency or business ownership must be verified by a valid California Driver License, property deed, tax statement, or other official documentation. All other applicants shall be assessed non- resident rates.
• Operational and Non-Operational Hour Fees: Operational Hour fees shall apply during the Ronald Reagan Community Center’s regular office hours. Non-Operational Hour fees shall apply for facility use outside of regular office hours. • Additional City Staff Services: Fees for additional City staff services shall be assessed as determined by the Director of Parks & Recreation or designee. • Alcohol Use Fees: Alcohol Use fees shall be assessed for any event or activity involving the service or consumption of alcohol.
• Commercial Use Fees: Commercial Use fees shall be assessed for any individual, business, or organization operating primarily for profit through the sale of goods and/or services.
All per-hour fees are charged per hour or fraction thereof. Basic use fees are charged for all hours rented, including clean-up and set-up/decorating hours which the user has requested. Special Service Fees (except extra staff services) will apply to event hours only for all classifications.
CITY OF EL CAJON
CITY COUNCIL POLICY
SUBJECT: RONALD REAGAN COMMUNITY CENTER FACILITY USE POLICY
POLICY
E-7
REFERENCE: Adopted 1/24/89, Revised 8/3/93, 5/27/97, 10/28/03, 9/22/09, 6/14/16, and 4/27/21, and 9/XX/26
EFFECTIVE
4/27/21
PAGE
4 of 10
APPLICATION PROCEDURE AND CONDITIONS OF USE
A. Facility Permit Statement
Facility use permits are issued in accordance with the policies outlined below as established by the City Council. All reservation Facility Use Application forms must be signed and returned with the necessary deposits before consideration of use approval. SUBMISSION
OF RESERVATION REQUESTFACILITY USE APPLICATION DOES NOT CONSTITUTE APPROVAL.
B. Application Procedure
Application for permission to use the RRCC must be made in writing on a Facility Use Permit Application provided by the Parks & Recreation Department. Additional information must be provided as required. Facility Use Permits Applications are available at the RRCC office.
C. Reservations
1. Reservations for the RRCC are granted by written permission of the Director of Parks & Recreation or designated representative and must be obtained at least two (2) weeks prior to the date of the proposed use. A reservation deposit in the amount of the appropriate cleaning/security deposit is to be paid at the time application is madeapproved.
2. Reservations may be made up to twelve (12) months in advance of the desired date.
3. Multiple and/or repeat reservations of any given group will be contingent upon care of property and equipment, and observance of approved rules and regulations.
4. The balance of all fees is to be paid no less than two (2) weeks in advance of the event date. If fees are not paid at this time, the group's reservation(s) may be cancelled. Under special circumstances, the Director of Parks & Recreation may arrange an alternative payment schedule with City Manager review.
5. Reservations shall not imply or constitute proprietary rights or benefits for any applicant.
CITY OF EL CAJON
CITY COUNCIL POLICY
SUBJECT: RONALD REAGAN COMMUNITY CENTER FACILITY USE POLICY
POLICY
E-7
REFERENCE: Adopted 1/24/89, Revised 8/3/93, 5/27/97, 10/28/03, 9/22/09, 6/14/16, and 4/27/21, and 9/XX/26
EFFECTIVE
4/27/21
PAGE
5 of 10
D. Permits
1. All permits will be issued for specific facilities and for specific hours. It is the responsibility of the group to see that unauthorized portions of the RRCC are not disturbed in any way and that the premises are vacated as scheduled.
2. Permits must be presented to the person in charge of the facility the day of the event before access to the building is allowed.
3. Usage must be within the allotted permit time. Permit schedules and charges will include all preparation and set-up time as well as clean-up time.
4. Permission to use the building is granted subject to observance of regulations.
Permits may be revoked for violation of regulations.
5. Hours of use:, all charges and any unusual requirements, such as special custodial services, decorations, special equipment, or and exceptional services, shall be listed in writing on the Facility Use PermitApplication. The grounds, building, or any part of the facility shall not be altered or changed without written approval.
E. Cancellations
1. For cancellation of any RRCC reservation up to sixty (60) days in advanceprior to an event, all groupsfacility users, except those City-sponsored, , except Class 1, will be charged 50% of the deposit. This charge will be deducted from the deposit collected by the City. at the time of application.
2. 3.1. When a reservation is cancelled with less than a sixty (60) day noticedays’ notice, all groups, except Class 1, may forfeit their deposit. If cancellation occurs sixty (60) days prior to event, 50% of deposit will be retained; less than sixty (60) days, the entire deposit may be forfeited.
In the event of cancellation by the City, notice will be given as far in advance as possible under the circumstances and a full refund of all monies collected by the City will be made.
Processing/transaction fees are non-refundable under any circumstance.
CITY OF EL CAJON
CITY COUNCIL POLICY
SUBJECT: RONALD REAGAN COMMUNITY CENTER FACILITY USE POLICY
POLICY
E-7
REFERENCE: Adopted 1/24/89, Revised 8/3/93, 5/27/97, 10/28/03, 9/22/09, 6/14/16, and 4/27/21, and 9/XX/26
EFFECTIVE
4/27/21
PAGE
6 of 10
F. Facilities
1. Facilities and equipment will shall be left in the same condition as they were prior to the activity.
2. Groups using the RRCC will shall observe, obey, and comply with all applicable City, County, State, and Federal laws, rules, and regulations.
G. Operating Business Hours
Hours of operation for the RRCC will be 6:00 AM to 1:00 AM. All use must occur within these operating hours.
The Ronald Reagan Community Center shall be available for use between the hours of 6:00 AM and 1:00 AM. All facility use, including setup and cleanup, must occur within these business hours.
H. Supervision of Events
1. An employee, or employees, of the City will be assigned to be present at programs and/or activities. The City employee(s) on duty shall have complete authority over the facility being used, all equipment, participants, and activities.
The City employee(s) on duty shall have the authority to request changes in activities or cessation of activities. The group(s) using the facility must comply with these requests or instruction. Groups holding facility use permits should consult the City employee(s) on duty in regard to their needs.
2. A responsible adult representative of the group must be present at the facility during the entire event.
I. Minors
Groups composed of minors (under 18) shall be supervised by two adults (25 years of age or older) per each twenty-five (25) juveniles at all times while using the RRCC. The application for use of the facility must be made by the adult who will be responsible for the activity. Minors are defined as those under the age of 18, except in the case where alcohol is served, when minors are defined as those under the age of 21.
CITY OF EL CAJON
CITY COUNCIL POLICY
SUBJECT: RONALD REAGAN COMMUNITY CENTER FACILITY USE POLICY
POLICY
E-7
REFERENCE: Adopted 1/24/89, Revised 8/3/93, 5/27/97, 10/28/03, 9/22/09, 6/14/16, and 4/27/21, and 9/XX/26
EFFECTIVE
4/27/21
PAGE
7 of 10
J. Security
If, in the opinion of the Director of Parks & Recreation or designee, an activity warrants the presence of one or more security personnel, the cost of such service shall be borne by the group sponsoring the activity. Arrangements for security personnel will be made by City staff with a licensed, bonded security agency, who will provide uniformed personnel. Fees for security personnel will be included in the facility use charges, as referenced in Section III(d) G. of the fee schedule. The number of security personnel will be determined by the Director of Parks & Recreation or designated representative.
K. Liability
The City is not liable for injury to persons using the facility or for any damage, loss, or theft of applicant's personal property used or stored on the premises. Upon submission of the Facility Use Application, applicant agrees to hold the City harmless from any and all liability or alleged liability arising out of, or in any way relating to the activities conducted by said applicant.
L. Insurance
1. The City may require the applicant to submit a certificate of insurance and separate endorsement meeting the criteria set forth in City Council Policy D-3 when deemed necessary by the Director of Parks & Recreation.
2. If required, evidence of insurance must be provided to the City staff two (2) weeks prior to the scheduled event date.
M. Damage
Permittee is financially responsible for any damage to, or loss of, City property. In case of damage or loss, a fee equal to the total replacement cost will be deducted from the deposit or paid additionally if the charge for damage is more than the deposit.
N. Equipment
1. Portable bars, audio visual, public address, and meeting equipment are available on a per use fee and/or deposit basis at rates established by the City Council.
CITY OF EL CAJON
CITY COUNCIL POLICY
SUBJECT: RONALD REAGAN COMMUNITY CENTER FACILITY USE POLICY
POLICY
E-7
REFERENCE: Adopted 1/24/89, Revised 8/3/93, 5/27/97, 10/28/03, 9/22/09, 6/14/16, and 4/27/21, and 9/XX/26
EFFECTIVE
4/27/21
PAGE
8 of 10
2. The use of public address or amplified sound equipment will be limited to that provided by the City. If additional sound equipment is required, it will be the responsibility of the permittee to acquire and operate it. The use of additional sound equipment must be specified on the facility use permit at the time of application and be subject to the approval of the Director of Parks & Recreation or designated representative. The sound level is subject to regulation by staff in order to comply with limitations established by City ordinance.
O. Animals
No animals except those which are trained to assist the disabled will be allowed in the RRCC.
P. Vehicle Parking
Parking of vehicles is allowed in marked or authorized parking areas only.
Q. Smoking
Smoking is not permitted in the indoor areas, outdoor patios, and areas surrounding the RRCC. (El Cajon Municipal Code Section 2.56.030 and 8.32.025)
FOOD AND ALCOHOL REGULATIONS
A. Permits
1. The use of alcoholic beverages is by written permit only and must be requested at the time the facility use application is made. The City reserves the right to place restrictions on the use of alcoholic beverages in accordance with the State law and City policy.
2. The distribution or consumption of alcoholic beverages shall be in compliance with all applicable laws, including regulations of the State of California Alcohol Beverage Control Department. Any groups using the RRCC will shall be solely responsible for obtaining all required permits or licenses relating to the distribution and consumption of alcoholic beverages on the premises.
CITY OF EL CAJON
CITY COUNCIL POLICY
SUBJECT: RONALD REAGAN COMMUNITY CENTER FACILITY USE POLICY
POLICY
E-7
REFERENCE: Adopted 1/24/89, Revised 8/3/93, 5/27/97, 10/28/03, 9/22/09, 6/14/16, and 4/27/21, and 9/XX/26
EFFECTIVE
4/27/21
PAGE
9 of 10
3. Evidence of required permits, licenses, or insurance must be provided to the RRCC staff two (2) weeks prior to the scheduled event date.
4. Injuries caused to any person as a result of alcoholic beverages being consumed by any person on the City's premises, or as a result of alcohol being available on the City's premises, shall be the sole responsibility of the permitee or organization, its sponsor, and representatives.
B. Minors
1. No alcoholic beverage shall be served to any minor person under 21 years of age.
Injuries caused to any person as a result of alcoholic beverages being served to or consumed by a minor on the City's premises, or arising off the City's premises, as a result of alcohol being available on the City's premises, shall be the sole responsibility of the permitee or organization, its sponsor, and adult representative.
2. All minors must be accompanied by a parent, adult relative (25 years or older), or legal guardian to any event or activity at the RRCC where alcoholic beverages will be served.
C. Security
Security will shall be required at all activities and/or events when alcoholic beverages are served. The cost of such service shall be borne by the applicant. (See General Regulations for procedures.)
D. Insurance
When alcoholic beverages are being served, the City will require the applicant to submit a certificate of insurance and separate endorsement meeting the criteria set forth in City Council Policy D-3.
E. Facilities
1. Food and refreshments, including alcoholic beverages, will may be permitted in only certain designated areas as determined by the Director of Parks & Recreation or designated representative.
SUBJECT: RONALD REAGAN COMMUNITY CENTER FACILITY USE POLICY
POLICY
E-7
REFERENCE: Adopted 1/24/89, Revised 8/3/93, 5/27/97, 10/28/03, 9/22/09, 6/14/16, and 4/27/21, and 9/XX/26
EFFECTIVE
4/27/21
PAGE
10 of 10
2. The alcoholic beverage permittee will shall remove all beverages from the premises immediately following the approved function.
F. Deposits
Any function where alcoholic beverages will be permitted will require an additional cleaning/security deposit as per fee schedule.
G. Glass Containers
The use of glass bottles for beer, ale, or soft drink beverages is prohibited in the RRCC. Glass containers for wine, champagne, and liquor are acceptable for bar use only.
H. Food
1. All food served, catered or otherwise, must comply with City, County, and State health ordinances, codes, and/or regulations.
2. If a group wishes to have a function catered, a caterer holding an El Cajon business license or who obtains such a license by the event date shall be used. Caterers must furnish a certificate of insurance meeting the criteria set forth in City Council Policy D-3. All caterers' names and addresses shall be provided to the Director of Parks & Recreation upon request. Menus and prices shall be arranged between the caterer and the user.
3. If a group wishes to prepare and serve food using City facilities and equipment, a City employee may be assigned and a staff fee charged to oversee the kitchen operation.
4. If a group wishes to prepare food in advance and provide the table service, City staff will not be necessary. Warming ovens and refrigerators will be available with the addition of a kitchen use fee.
EXCEPTIONS
Applicants who request an exception to this policy must submit a written request to the Director of Parks & Recreation. Upon review, the Department shall refer the request and its recommendation to the City Manager for final determination. If the requesting party wishes to protest the decision of the City Manager, the applicant may appeal to the City Council.
Requests for exceptions to fees must be submitted to the Director of Parks & Recreation for City Manager review and/or City Council action. Staff is not empowered to consider exceptions to the fee schedule.
CITY OF EL CAJON
CITY COUNCIL POLICY
SUBJECT: HIRING SCHOOL CROSSING GUARDS
REFERENCE: ADOPTED: 10 / 2 7 / 9 2
PURPOSE
EFFECTIVE
10/27/92
To establish standards under which the City shall provide and fund school crossing guards.
BACKGROUND
State law provides that the city may incur financial
responsibility for school crossing guards hired by a school district unless it adopts standards under which the City shall provide school crossing guards.
POLICY
1. Only school crossing guards who are hired by the City shall be funded by the City.
2. No school crossing guard shall be hired unless, in the City's sole discretion, such person is necessary for
the safety of pedestrians in school areas and the City
has adequate funds to employ such a person.
3. If the City's determination not to hire a school
crossing guard is based solely upon funding
constraints, the City may enter into an agreement with
the school district to jointly fund a school crossing
guard.
4. It is not the City's policy to pay for school crossing guards who have been hired by the school district.
POLICY
F-2
PAGE
1 of 1
CITY OF EL CAJON
CITY COUNCIL POLICY
SUBJECT: Travel and Meetings – Councilmembers and Commissioners
POLICY
G-1
REFERENCE: Adopted 11/28/72, Revised 11/22/77, Revised 8/5/80, Revised 11/25/80, Revised 3/11/86, Revised 1/24/06,
Revised 9/XX/2026
EFFECTIVE
1/24/06
9/XX/2026
PAGE
1 of 6
PURPOSE
To establish a policy to be followed by Councilmembers and Commissioners when traveling on official City Business.
BACKGROUND
Occasionally, it is necessary for Councilmembers and/or Commissioners to attend meetings away from the City or to travel outside the City to conduct City business. The following types of activities generally qualify as approved governmental activities whe re expenses incurred in the performance of such activities are reimbursable:
• Communicating with representatives of regional, state and national government on City-adopted policy positions,
• Attending educational seminars designed to improve Councilmembers’ and/or Commissioners’ skills and information levels, or as required by law,
• Participating in regional, state and national organizations whose activities affect the City’s interests,
• Recognizing service to the City (e.g., attending retirement functions for longtime City employees)
• Attending City events, and
• Implementing a City-approved strategy for attracting or retaining businesses to the City, which will typically involve at least one staff member.
In the performance of such governmental activities various modes of transportation are available and the costs involved vary considerably. In an effort to control costs and to compensate individuals for their reasonable expenses, the City Council has adopt ed the following policy on travel and meetings.
This policy shall not apply to routine expenses, such as mileage, parking fees or meals, incurred while attending meetings within the County of San Diego County in association with membership on Boards or Committees appointed by the City Council. Except as provided for Councilmembers, as described herein, all such routine expenses will be reimbursed through the administrative process and will not require City Council approval.
For Councilmember routine expenses within San Diego County the City Council has determined -
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CITY OF EL CAJON
CITY COUNCIL POLICY
SUBJECT: Travel and Meetings – Councilmembers and Commissioners
POLICY
G-1
REFERENCE: Adopted 11/28/72, Revised 11/22/77, Revised 8/5/80, Revised 11/25/80, Revised 3/11/86, Revised 1/24/06,
Revised 9/XX/2026
EFFECTIVE
1/24/06
9/XX/2026
PAGE
2 of 6
that the frequent use of adequate and reliable vehicles owned or rented by the
official are “actual and necessary” to the conduct of City business, and that it is appropriate for Councilmembers to own or rent their own, private automobile, in the performance of such duties.
The City Council, therefore, has determined that, in lieu of City -owned vehicles purchased for the use of the officials, and pursuant to Government Code section 1223, a monthly vehicle allowance should be paid to each Member of the City Council in the amounts established by this policy.
POLICY
It is the intent of the City to reimburse individual Councilmembers and Commissioners for reasonable expenses incurred when traveling on City business, including conferences and meetings from which the City will derive benefit.
Reservations for travel shall be made through the City, as far in advance d as possible, in order to take full advantage of any travel discounts and/or early registration rates. Travel arrangements should be made by City Manager department staff and approved by through the Purchasing Division via the City Manager’s office. For convenience and centralization, applicable travel forms and all travel information may be obtained by Councilmembers and Commissioners through the City Manager’s office. Staff shall not make travel arrangements or reimburse for non-City co-travelers.
In the event reservations are made and not kept or cancelled, the individual Councilmember or Commissioner not honoring the reservation shall be personally responsible for reimbursement to the City for any charges or costs.
Councilmembers and Commissioners Individuals applying for reimbursement of transportation, lodging, meals and incidental expenses shall use the following guidelines:
I. Transportation
A. The maximum to be paid for travel to areas outside the County of San Diego County shall not exceed an amount equal to “coach fare”the lowest fare airline transportation.
B. Reimbursement for the Aactual cost o f Ccarrier services, including taxicabs , rideshared, and vehicle rentals – Actual cost. Reasonable gratuity for these travel -
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CITY OF EL CAJON
CITY COUNCIL POLICY
SUBJECT: Travel and Meetings – Councilmembers and Commissioners
POLICY
G-1
REFERENCE: Adopted 11/28/72, Revised 11/22/77, Revised 8/5/80, Revised 11/25/80, Revised 3/11/86, Revised 1/24/06,
Revised 9/XX/2026
EFFECTIVE
1/24/06
9/XX/2026
PAGE
3 of 6
arrangements must be documented.
C. Private Car (when appropriate) in the amount established by the Internal Revenue Service as the optional standard mileage rates used to calculate deductible costs for operation of an automobile for business, as amended from time to time.
II. Lodging
Convention or housing bureau reservations are permissible; however, if convention and housing bureaus are not used, and if more than one place of lodging is available, the prevailing rate for the area for single occupancy lodging shall be observed when making reservations. Lodging expenses will be reimbursed or paid for when travel on official City business reasonably requires an overnight stay. In the absence of group or special rates, employees must request a “government rate” discount when making the reservations. the allowed reimbursable amount.
If such lodging is in connection with a conference or organized educational activity, lodging costs should not exceed the group rate published by the conference or activity sponsor for the meeting in question, provided that the group rate is available at the time of booking. Government or group rates offered by a provider of lodging services shall be used when available. In the event government rates are not available at a given time or in a given area, lodging rates that do not exc eed the IRS per diem rates for lodging in a given area will be the rate that is reimbursed.
III. Meals
The same “prevailing” rule as it applies to lodging shall apply to the actual cost of meals.
Exceptions shall be made for situations where it is necessary, for the business purpose of the trip, to eat at specific places or to attend business luncheons or banquets where rates are above the local average. A statement of justification should be atta ched for situations in which said prevailing meal rate is exceeded.
The City utilizes a fixed per diem model for meals related to travel for City business. The per diem is a flat -rate daily amount intended to cover the cost of meals while traveling out -of- county. The City offers a separate per diem rate for events within San Diego County that -
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CITY OF EL CAJON
CITY COUNCIL POLICY
SUBJECT: Travel and Meetings – Councilmembers and Commissioners
POLICY
G-1
REFERENCE: Adopted 11/28/72, Revised 11/22/77, Revised 8/5/80, Revised 11/25/80, Revised 3/11/86, Revised 1/24/06,
Revised 9/XX/2026
EFFECTIVE
1/24/06
9/XX/2026
PAGE
4 of 6
exceed four hours. Per diem rates for meals related to travel for City business out-of-county and within San Diego County are set by Administrative Policy E- E-4, “Travel and Meetings.”
City funds may not be used for the purchase or reimbursement of alcoholic beverages.
Payment – The per diem should be requested in advance of the travel with an approved Claim for Advance/Reimbursement of Travel Expense form to serve as the supporting documentation for the advance payment. Requests should be made at least two weeks in advance of travel to take into consideration the normal processing requirements. The per diem advance should be submitted for payment through an Accounts Payable Batch. If an advance is not requested, the per diem amount should be requested a nd entered as an Accounts Payable Batch after the travel with the Claim for Advance/Reimbursement of Travel Expense form submitted.
If travel is shortened or canceled, the employee is responsible for returning the prorated portion of the advanced per diem.
IV. Councilmember Vehicle Allowances
Councilmembers are expected to conduct City business within San Diego County through the attendance of meetings of Boards and Commissions, as appointed by the City Council, as well as meetings with City staff, constituents, attendance at events, etc., within San Diego County, during various hours of the day or night, and it is determined by the City Council that their effectiveness, in representing the City, is dependent on the frequent availability of adequate and reliable vehicles. Therefore, the City Council has determined that in lieu of vehicles purchased and maintained by the City, and supplied to the Councilmembers, private vehicles owned or rented by the Councilmembers, which are maintained, repaired, fueled, lubricated, and insured by the Councilmembers, are “actual and necessary” to the conduct of the City’s business, and that a monthly vehicle allowance should be paid to each of the Councilmembers in the amounts established by resolution of the City Council. As of January 24, 2006, those amounts are as follows:
For the Mayor: $550.00
For Councilmembers: $450.00
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CITY OF EL CAJON
CITY COUNCIL POLICY
SUBJECT: Travel and Meetings – Councilmembers and Commissioners
POLICY
G-1
REFERENCE: Adopted 11/28/72, Revised 11/22/77, Revised 8/5/80, Revised 11/25/80, Revised 3/11/86, Revised 1/24/06,
Revised 9/XX/2026
EFFECTIVE
1/24/06
9/XX/2026
PAGE
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The plan for reimbursement for actual and necessary use of private vehicles of the Councilmembers is deemed a “nonaccountable plan” under IRS Regulations and will be reported as taxable income to the Internal Revenue Service.
Claim for Expenses
Before any travel expenses are paid, individuals requesting reimbursement shall complete and sign a Claim for Reimbursement of Travel Expense form (SF11-78). All applicable receipts must be attached to this form and submitted to the City Manager’s office. The City Manager will then place the documentation on the City Council agenda, as a consent item. The City Council will review each request and will either approve and direct payment, or disapprove and return to the claimant for correction or revision and resubmittal.
Limitations
All requests for reimbursement of transportation, lodging, meals , and incidental expenses shall be at the single rate. Airport parking must utilize long-term lots for travel in excess of 24-hours.
Expenses incurred by a spouse or other person accompanying the traveler are not reimbursable.
In addition, the following expenditures are not reimbursable: (1) International travel, (2) the personal portion of any trip, including personal valet and laundry services, (3) late check-out fees or non-canceled reservations, in-room pay-per-view movie rentals, personal phone calls, while lodging (provided, however, that internet service not to exceed $15.00 per day is reimbursable if used for email for City business), (4) political contributions or events, (5) family expenses, including the expenses of a spouse or partner when accompanying the Councilmember or Commissioner on City -related business, as well as child or pet care related expenses, (6) entertainment or exercise expenses, including theater, movies (whether in-room or at a theater), sporting events (including gym, massage and/or golf related expenses), alcoholic beverages or personal bar expenses, (7) non -mileage or vehicle allowance personal automobile expenses, including repairs, traffic or parking citations, insurance or registration, (8) pers onal losses incurred while on City business, (9) unreasonable gratuities (where “reasonable” gratuities take into account acceptable community standards and the prevailing restaurant costs of the area), and (10) expenses for which Councilmembers or Commiss ioners receive reimbursement from another agency.
Cash Advances
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CITY OF EL CAJON
CITY COUNCIL POLICY
SUBJECT: Travel and Meetings – Councilmembers and Commissioners
POLICY
G-1
REFERENCE: Adopted 11/28/72, Revised 11/22/77, Revised 8/5/80, Revised 11/25/80, Revised 3/11/86, Revised 1/24/06,
Revised 9/XX/2026
EFFECTIVE
1/24/06
9/XX/2026
PAGE
6 of 6
Any cash advances shall be submitted to the Finance Department via the City Manager’s office, through an Accounts Payable Batch, with approved Claim for Reimbursement of Travel Expense form (SF11 -78). on a Request for Direct Payment form (SF27 -78). Cash advances shall normally be used for travel expenses such as meals and fuel for private automobiles (if applicable). In most circumstances, cash advances should not be drawn earlier than three (3) business days prior to the date of departure.
Report on Attendance of Meetings
After attending a meeting or conference, for which the Councilmember or Commissioner will receive reimbursement, the official shall provide a brief report at the next Council meeting (for Councilmembers) or committee meeting (for Commissioners) on the subs tance of the meeting or conference. Such report may be made jointly, if more than one official attended, and may be either oral or in writing.
-
I -
1 Call to Order 1 Call to Order 1 Roll Call
2 Roll Call 2 Invocation/Pledge 2 Invocation/Pledge
3 Pledge/Moment of Silence 3 City Manager Comments 3 Consent Items 4 Presentations/Proclamations 4 Community Bulletin Reports 4 Public Hearing 5 Agenda Changes 5 Additions/Deletions to Agenda 5 Public Comments 6 Consent Items 6 Presentations/Proclamations 6 City Council Reports 7 Public Comment 7 Public Comment 7 City Manager Reports 8 Written Communications 8 Conflict Disclosures 8 City Attorney Reports 9 Public Hearings 9 Consent Items 9 Closed Sessions
10 Administrative Reports 10 Staff Reports 10 Adjournment 11 Commission Reports 11 Hearings
12 Mayor & Council Activities Reports/
Comments
12 Council Initiated Reports
13 Joint Councilmember Reports 13 Council Committee Reports 14 General Information Items for Discussion 14 AB 1234 Reports 15 Ordinances: First Reading 15 City Attorney Remarks
16 Ordinances: Second Reading 16 Closed Sessions
17 Closed Sessions 17 Adjournment
18 Adjournment
City Council Agenda Items & Order
La MesaEl Cajon (Current) Santee
1 Call to Order 1 Invocation/Flag Salute 1 Call to Order 2 Roll Call 2 Presentations/Proclamations 2 Roll Call
3 Pledge/Moment of Silence 3 Add/Changes to the Agenda 3 Pledge 4 Presentations/Proclamations 4 Public Comment 4 Presentations/Proclamations/ Announcements
5 Consent Items 5 Council Communication 5 Public Comment 6 Public Comment 6 City Manager Update 6 Consent Items
7 Public Items 7 Consent Calendar 7 Public Hearings
8 Administrative Items 8 Business Calendar 8 Department Reports 9 City Manager Report 9 Council Agenda Setting 9 Committee/Commission Reports 10 Mayor/City Council Reports 10 Closed Sessions 10 Council Issues/ Recommendations 11 Clerk Report 11 Adjournment 11 City Manager Report
12 City Attorney Report 12 Closed Sessions
13 Closed Sessions 13 Adjournment
14 Adjournment
Chula Vista Anaheim Thousand Oaks
1 Call to Order 1 Call to Order/Roll Call
2 Roll Call 2 Pledge/Moment of Silence
3 Pledge/Invocation 3 Agenda Changes
4 Presentations/Proclamations 4 Presentations/Proclamations 5 Public Comment 5 Public Comment
6 City Manager Report 6 Consent Items
7 Committee/Council Reports 7 Business Items
8 Additions/Deletions 8 City Council Reports,
Announcements, Activities
9 Consent Calendar 9 Future Agenda Items
10 Public Hearings 10 Closed Sessions
11 Council Business 11 Adjournment
12 Closed Sessions
13 Adjournment
Irvine El Cajon (Proposed)
City Council
Agenda Report
Agenda Item 19.
DATE: 09/08/2026
TO: Honorable Mayor and City Councilmembers
FROM: Nate Prescott, Senior Management Analyst
SUBJECT: Consideration of Resolution Authorizing Funding Commitment for the East County Revolving Loan Fund
RECOMMENDATION:
That the City Council adopts the next Resolution, in order, to:
Allocate $100,000 from the General Fund Reserves to the City Manager’s Economic Development Account; and
1. Authorize the funds to contribute to the Empower East County Business Revolving Loan Fund.
2. BACKGROUND:
In 2023, the City Council heard a presentation from City Staff and the East County Economic Development Council (ECEDC) about a proposed East County Revolving Loan Fund. The ECEDC asked the City to commit $300,000 to the fund as part of a grant application with the U.S. Economic Development Administration. At that time, the City Council supported the concept and directed staff to prepare a commitment letter for the grant application.
After successfully securing the grant, the ECEDC returned to the City Council in May 2026 to finalize that commitment, but the City Council advised the ECEDC to seek the County of San Diego’s involvement in the funding pot so that the City of El Cajon’s funding contribution could be more proportional to the other cities involved. Since then, the County Board of Supervisors approved the County’s participation. Assuming the City funds the Revolving Loan Fund (RLF), the following breaks down each jurisdiction's funding commitment:
Lemon Grove - $20,000
La Mesa - $40,000
Santee - $40,000
El Cajon - $100,000
County of San Diego - $300,000
Economic Development Administration (EDA) - $400,000.
This revolving loan fund will greatly benefit our local economy, as access to capital is always a hurdle for small businesses. The ECEDC’s plan to tie the loans with required training and programs from the Small Business Development Center will greatly increase the success rate of these businesses and guarantee that the loan fund grows over the years.
For some background, a revolving loan fund is a business funding mechanism that gives low-interest loans to promising businesses and/or higher-interest loans to riskier businesses who have been turned away from traditional lending institutions. By providing loans to •
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•
•
•
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who have been turned away from traditional lending institutions. By providing loans to businesses in need, the ECEDC is able to inject capital directly into the small business community. As the loans are repaid, the principal and interest both go back into the fund and can be reused for new loans. This allows the fund to continue growing and aiding more businesses in the future. Revolving loan funds are a highly successful and beneficial economic development tool.
Since Redevelopment was banned in 2012, there have been very few ways for local governments to financially incentivize new business and development, especially smaller businesses. The RLF gives us a tool to facilitate growth. This program will be especially valuable to start-ups, giving them an avenue to purchase equipment, machinery, inventory, or even working capital. The program also benefits existing businesses, providing an opportunity for all the same investments, as well as building renovations, construction, and other business expansion investments.
With a $100,000 contribution from the City, El Cajon businesses would gain access to a revolving loan fund totaling approximately $900,000. The fund will be composed of seed money from the City of El Cajon, the Cities of Santee, La Mesa, and Lemon Grove, the County of San Diego, and federal funds from the EDA.
Because the original conversations and support happened in 2023, no budget allocation has been made yet. Staff recommends allocating $100,000 from the General Fund Reserves toward this economic development program.
CALIFORNIA ENVIRONMENTAL QUALITY ACT:
The proposed action is not subject to the California Environmental Quality Act ("CEQA") pursuant to State CEQA Guidelines section 15378(b)(4). It will not result in any direct or indirect physical change in the environment as it is a government fiscal activity which does not involve a commitment to any specific project.
FISCAL IMPACT:
Approval of this action will reduce the General Fund Carryover Reserve by $100,000 and increase the Fiscal Year 2026 Economic Development (101112) appropriations by the same amount. This is a one-time expense, and management and administration of the loans and borrowers are entirely handled by the ECEDC. The City will not be reimbursed for this contribution to the Revolving Loan Fund, but the City will indirectly benefit from this program by increasing investment in the City, helping fund new development and new businesses, and increasing sales tax through new business ventures. If successful, the long-term effect will be a positive impact on General Fund revenue.
Prepared By: Nate Prescott, Senior Management Analyst
Reviewed By: Graham Mitchell, City Manager
Approved By: Graham Mitchell, City Manager
Attachments
Resolution
RLF Overview
RESOLUTION NO. -26
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF EL CAJON
ALLOCATING FUNDS FOR THE
EMPOWER EAST COUNTY BUSINESS FUND
REVOLVING LOAN FUND PROGRAM
WHEREAS, the Empower East County Business Fund ("EECBF") is a regional revolving loan fund designed to expand access to flexible capital for small businesses and entrepreneurs in East County and t he program will provide gap financing to businesses that are viable but unable to secure sufficient financing through traditional lending channels; and
WHEREAS, the EECBF has secured federal funding from the Economic Development Administration in the amount of $400,000, and local agencies including the City of Lemon Grove ($20,000), City of La Mesa ($40,000), City of Santee ($40,000), the County of San Diego ($300,000) have made funding commitments to the EECBF Revolving Loan Fund (the "RLF"); and
WHEREAS, staff recommends the City of El Cajon (the "City") contribute $100,000 to the EECBF for the RLF; and
WHEREAS, the EECBF will be administered by the East County Economic Development Council (the "ECEDC"), and ECEDC staff will manage the day -to-day administration of the fund, including outreach, application intake, underwriting, loan packaging, committee coordination, documentation, closing, servicing, monitoring, and federal reporting; and
WHEREAS, this action is exempt from the California Environmental Quality Act (“CEQA”) in accordance with State CEQA Guidelines section 15378(b)( 5), as i t is an organizational activity of government that will not result in any direct or indirect physical change in the environment; and
WHEREAS, approval of this action will reduce the General Fund Carryover Reserve by $100,000 and increase the City Manager's FY26 Economic Development (101112) account by the same amount.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF EL CAJON AS FOLLOWS:
1. The foregoing recitals are true and correct and are the findings of the City Council.
2. The City Council hereby determines this action is exempt from the California Environmental Quality Act ("CEQA"), in accordance with State CEQA Guidelines section 15378(b)(5).
3. The City Council hereby authorizes the allocation of $100,000 from the General Fund Reserves to the City Managers Economic Development account for the Empower East County Business Fund's Revolving Loan Fund program.
4. The City Manager, or such person as is designated by the City Manager, is hereby authorized and directed to execute any agreements and subsequent amendments, along with such other documents necessary, as may be approved by the City Manager, on behalf of the City.
East County Economic Development Council | Empower East County Business Fund | Program Overview 1
Empower East County Business Fund
Revolving Loan Fund Programmatic Overview and Status Update To City of El Cajon
From East County Economic Development Council
Date 5/13/26
Subject Programmatic Overview and Status Update for the Empower East County Business Fund Revolving Loan Fund
Purpose: This overview is intended to help participating city officials, staff, and stakeholders understand the purpose of the Empower East County Business Fund, how the Revolving Loan Fund will operate, what role ECEDC will play in administering the program, and how local partners can support implementation, outreach, and long-term program success.
Executive Summary
The Empower East County Business Fund is a regional revolving loan fund designed to expand access to flexible capital for small businesses and entrepreneurs in East County. The program will provide gap financing to businesses that are viable but unable to secure sufficient financing through traditional lending channels.
The fund will be capitalized as an $800,000 revolving loan fund, consisting of a $400,000 federal investment from the U.S. Economic Development Administration (EDA) and $400,000 in local matching funds from city partners. Loans will generally be available up to $50,000 and may be used for eligible business needs such as working capital, equipment, construction, installation, renovation, and business expansion.
The eligible service area includes El Cajon, Santee, La Mesa, Lemon Grove, and unincorporated East County. The program is intended to support small businesses, start-ups, business expansions, and business retention projects that advance local economic development, job creation, and long-term business stability.
A key feature of the program is its connection to Small Business Development Center (SBDC) technical assistance. Borrowers and prospective borrowers may be connected with advising
East County Economic Development Council | Empower East County Business Fund | Program Overview 2 support related to business planning, financial projections, loan readiness, operations, marketing, and growth strategy. This structure pairs capital with business support, increasing the likelihood that borrowers are prepared to use funds effectively and repay the loan successfully.
The fund is structured as a revolving loan fund, so borrower repayments will return to the fund and may be redeployed to support additional businesses over time. This allows the initial federal and local investment to become a long-term regional economic development tool.
Background
Access to capital is a continuing challenge for many small businesses and entrepreneurs in East County. While traditional commercial lenders remain an important part of the financing ecosystem, many small businesses are unable to obtain full financing due to limited collateral, insufficient operating history, credit constraints, lack of owner equity, or project risks that fall outside conventional bank underwriting standards.
This challenge is particularly significant for start-ups, microbusinesses, expanding small businesses, and businesses located in communities where access to flexible financing is limited. These businesses may be viable and capable of growth, but they often need smaller, more flexible financing than traditional lenders are willing or able to provide.
The Empower East County Business Fund is intended to help address that gap. The fund will provide loans to eligible businesses that cannot obtain sufficient conventional financing on terms that allow the proposed business activity to move forward. The RLF is not intended to replace private financing where conventional credit is available. Instead, it is designed to fill a financing gap, support borrower readiness, and help local businesses invest in growth, stabilization, equipment, working capital, and job creation.
The program aligns with broader regional economic development goals, including local business growth, entrepreneurship, increased economic opportunity in underserved areas, job creation, and long-term economic resilience.
Program Overview
The Empower East County Business Fund will operate as a public-sector financing tool for small businesses and entrepreneurs in East County. The program will provide loans to eligible borrowers for business activities that support economic development, job creation, job retention, and business growth.
The core program framework is summarized below:
Program Element Description
Program Name Empower East County Business Fund
Program Type Revolving Loan Fund
East County Economic Development Council | Empower East County Business Fund | Program Overview 3 Total Fund Size $800,000
Federal Funding $400,000 from the U.S. Economic Development Administration Local Match / Partner Funding $400,000 from local city partners Eligible Service Area El Cajon, Santee, La Mesa, Lemon Grove, and unincorporated East County Target Borrowers Small businesses, entrepreneurs, start-ups, business expansions, and business retention projects
Loan Size $1000 to $50,000
Eligible Uses Working capital, inventory, machinery, equipment, construction, installation, renovation, and business expansion
Technical Assistance SBDC advising and business support Fund Model Revolving structure; repayments are reinvested into future loans
Eligible borrowers may include for-profit businesses, start-ups, existing small businesses, expanding businesses, and businesses involved in commercial, retail, service, industrial, high- tech, and office uses. Borrowers must be operating legally, current on applicable taxes, fees, and licenses, and unable to obtain full financing through conventional methods.
The fund is intended to be flexible enough to respond to a range of business needs while maintaining prudent lending standards. Loans may support working capital, equipment purchases, inventory, construction or installation costs, renovation of commercial or industrial space, and other eligible business development activities.
Need and Rationale
The RLF is needed because many small businesses in East County face a financing gap between what they need to grow or stabilize and what traditional lenders are willing to provide.
This may occur when a business is too new, lacks sufficient collateral, has limited owner equity, needs a smaller loan amount, or operates in a sector or location that lenders view as higher risk.
The local capital market can be especially difficult for entrepreneurs, microbusinesses, and businesses planning expansion. Conventional lenders often require significant collateral, strong credit history, and demonstrated cash flow. While these requirements are appropriate for traditional lending, they can leave otherwise viable small businesses without access to the capital needed to move forward.
The Empower East County Business Fund is designed to address this issue by providing a targeted source of flexible financing. The program can support businesses that are not yet fully East County Economic Development Council | Empower East County Business Fund | Program Overview 4 bankable but demonstrate reasonable repayment ability, business viability, and community benefit.
Local Economic Development Objectives
Objective Program Role
Small Business Growth Help businesses access capital for equipment, inventory, working capital, facility improvements, and expansion.
Job Creation and Retention
Support businesses that create or retain permanent jobs in East County.
The portfolio standard is at least one full-time job created or retained for every $50,000 lent.
Local Economic Resilience Help businesses remain, expand, and invest locally, strengthening commercial corridors and reducing business displacement.
Entrepreneurship and Business
Formation
Support entrepreneurs and start-ups that need early-stage capital but do not yet meet all conventional lending standards.
Long-Term Regional
Reinvestment
Use borrower repayments to support future loans, creating a sustainable financing tool beyond the initial deployment of capital.
Program Structure and Delivery
The Empower East County Business Fund will be administered by the East County Economic Development Council. ECEDC staff will manage the day-to-day administration of the fund, including outreach, application intake, underwriting, loan packaging, committee coordination, documentation, closing, servicing, monitoring, and federal reporting.
The program is structured to balance access to capital with responsible fund management.
While the goal is to support businesses that may not qualify for full conventional financing, each loan must still be reviewed for repayment ability, business viability, eligible use of funds, collateral, and community benefit.
Application and Underwriting Process
Prospective borrowers will submit a loan application and supporting documentation.
Depending on the nature of the business and loan request, required materials may include:
• Loan application;
• Business plan;
• Sources and uses of funds;
• Business tax returns or financial statements, if applicable; • Personal tax returns for business principals;
• Current balance sheet and profit and loss statement, if applicable; • Financial projections;
• Personal financial statement and resume for principals; East County Economic Development Council | Empower East County Business Fund | Program Overview 5 • Lease agreements, purchase agreements, estimates, appraisals, or other project- specific documentation, if applicable.
ECEDC staff will review applications and conduct underwriting to determine whether the loan request is eligible, financially feasible, and consistent with the purpose of the RLF. This review will consider the borrower’s repayment ability, creditworthiness, management capacity, collateral, business plan, projected cash flow, use of funds, and expected economic benefit.
The underwriting process is intended to follow prudent lending practices. Staff will prepare a loan analysis and recommendation for review by the appropriate loan review body.
Credit Not Otherwise Available
Due to the fund being supported by the EDA, each loan must demonstrate that credit is not otherwise available on terms and conditions that would permit the project or business activity to proceed.
This does not mean that every borrower must be completely unable to access any private financing. Rather, the program must document that the borrower cannot obtain sufficient conventional financing on reasonable terms for the proposed activity.
This determination may be supported by one or more forms of documentation, including:
• A written declination or indication from a conventional lender; • A referral from a financial institution or technical assistance provider; • A memorandum prepared by ECEDC staff based on the borrower’s credit profile, collateral position, cash flow, and prevailing local lending practices; • Input from SBDC advisors or other qualified technical assistance providers familiar with regional lending standards.
This flexible approach allows the program to document financing need without creating an unnecessary barrier for small businesses that may not have already completed a formal bank denial process.
Advisory Loan Committee / Loan Administration Board
The RLF will include a loan review and approval structure to provide oversight and ensure that loans are evaluated consistently with the program’s goals, underwriting standards, and federal requirements.
The RLF Strategy identifies a Loan Administration Board composed of five members appointed by the ECEDC Foundation Board of Directors. The board structure includes individuals with lending experience, business experience, small business or entrepreneurship experience, an at-large member, and the RLF Administrator or designee. A quorum consists of at least three members, and approvals require a majority vote of the quorum.
For city and stakeholder purposes, this body can be understood as the program’s loan review and decision-making committee. Its role is to review staff-prepared loan packages, evaluate recommendations, and make loan decisions consistent with the RLF Strategy.
East County Economic Development Council | Empower East County Business Fund | Program Overview 6 The committee structure provides an additional layer of governance and helps ensure that loan decisions are not made solely by staff. It also brings outside expertise into the review process, including lending, business, and small business development perspectives.
Technical Assistance and Borrower Support
A key feature of the Empower East County Business Fund is the integration of loan capital with business technical assistance.
ECEDC operates the East County SBDC, allowing the program to connect borrowers and prospective borrowers with advising support. This assistance may include business planning, financial projections, loan readiness, bookkeeping, marketing, operations, growth strategy, and post-loan support.
This capital-plus-support model is important because access to funding alone may not be sufficient for small business success. By pairing financing with advising, the program can help borrowers better understand their financial position, prepare stronger applications, use funds appropriately, and improve long-term repayment performance.
This structure also benefits the fund itself by helping reduce borrower risk and supporting stronger loan outcomes.
Loan Terms and Eligible Uses
Loans will generally be available up to $50,000 per borrower. Loan terms will vary depending on the purpose of the loan, repayment ability, collateral, projected cash flow, and the useful life of the asset being financed.
Interest rates will be established based on prevailing market rates for comparable commercial loans, borrower risk, collateral, cash flow, loan structure, and applicable federal and state requirements. Rates may be set at, below, or in limited cases slightly above market rates depending on the risk profile and sustainability needs of the fund.
Eligible uses may include:
• Working capital;
• Machinery;
• Equipment;
• Construction;
• Installation;
• Renovation of commercial or industrial property;
• Business expansion activities;
• Other eligible business development purposes consistent with RLF requirements.
The program will not support prohibited lending activities such as acquiring an equity position in a private business, subsidizing interest payments on an existing RLF loan, providing a borrower’s required equity contribution under another federal loan program, or refinancing existing debt except under limited circumstances allowed by applicable requirements.
East County Economic Development Council | Empower East County Business Fund | Program Overview 7 Fund Management and Compliance
ECEDC will be responsible for managing the RLF in accordance with EDA requirements, the approved RLF Strategy, and prudent lending practices. This includes maintaining separate accounting records for the RLF, tracking loan repayments and interest income, preparing required reports, monitoring borrower performance, and maintaining appropriate loan files.
Loan files will include required documentation such as the loan application, loan agreement, approval minutes, promissory note, security agreement, collateral documentation, financial statements, job reports, correspondence, and documentation demonstrating that credit was not otherwise available.
Borrowers will generally be required to make monthly payments based on an amortization schedule provided at loan closing. ECEDC will monitor loan performance, follow up on delinquent payments, conduct borrower reporting and site visits as needed, and coordinate with legal counsel if collection or default procedures become necessary.
The RLF Strategy also requires ongoing portfolio monitoring, including review of loan performance, default risk, changes in economic conditions, and compliance with RLF policies and procedures.
Implementation Status
The program has moved from award and planning into implementation preparation. The current status is summarized below.
Completed
• Federal investment has been awarded and accepted through the U.S. Economic Development Administration.
• The RLF Strategy has been developed.
• The core program framework has been established, including eligible borrowers, eligible uses, loan size, general loan terms, underwriting approach, and portfolio standards.
• The service area has been identified as El Cajon, Santee, La Mesa, Lemon Grove, and unincorporated East County.
• The program has been structured to pair financing with SBDC technical assistance. • Initial city and stakeholder engagement has occurred to brief local partners on the program and prepare for launch.
In Progress
• Finalizing program policies, procedures, and internal documentation; • Establishing the Advisory Loan Committee / Loan Administration Board structure; • Confirming committee roles, expectations, and review procedures; • Developing borrower-facing application materials;
• Developing internal review templates and loan packaging procedures; East County Economic Development Council | Empower East County Business Fund | Program Overview 8 • Coordinating with city partners, chambers, lenders, and community organizations for outreach and referrals;
• Building an initial borrower pipeline;
• Finalizing administrative, accounting, legal, and compliance infrastructure required before loan deployment.
Remaining Before Launch
• Final approval of borrower application materials;
• Finalization of loan documents and closing procedures; • Committee onboarding and scheduling;
• Confirmation of internal loan review workflow;
• Completion of compliance and reporting procedures;
• Final outreach plan for city partners, business organizations, lenders, and SBDC referrals;
• Launch of application intake and borrower screening.
Anticipated Timeline
The current implementation timeline is generally as follows:
Timeframe Activity
Q1–Q2 2026 Federal award secured; RLF Strategy developed; program framework and eligibility structure established
Q2–Q3 2026 Finalize policies, procedures, application materials, committee structure, borrower pipeline, and partner outreach
Q3–Q4 2026 Launch applications, begin formal outreach and referrals, review loan packages, and begin deploying capital
Ongoing Monitor loans, provide borrower support, report to EDA, collect repayments, and revolve funds into future loans
The anticipated path to launch is to complete internal setup during Q2-Q3 2026, open applications and begin outreach during Q3-Q4 2026, and begin deploying capital to eligible businesses once the required program infrastructure is in place.
Anticipated Outcomes and Impact
Business Support
Provide small businesses and entrepreneurs with access to flexible financing for practical business needs, including working capital, equipment, inventory, facility improvements, and expansion.
East County Economic Development Council | Empower East County Business Fund | Program Overview 9 Job Creation and Retention
Support businesses that create or retain jobs in East County. The portfolio target is at least one full-time job created or retained for every $50,000 lent.
Local Economic Stability
Help retain employers, strengthen commercial areas, support local supply chains, and reduce the risk of business displacement.
Support for Underserved Businesses and Entrepreneurs
Increase access to capital for businesses that may face barriers in the traditional lending market, including smaller businesses, start-ups, minority-owned businesses, women-owned businesses, and businesses located in underserved areas.
Long-Term Revolving Fund Sustainability
Return repayments to the fund so the initial investment can continue supporting additional businesses over time.
Stronger Regional Business Ecosystem
Connect financing, technical assistance, city referrals, lender relationships, and community outreach into a coordinated regional strategy.
Fiscal Impact
For participating cities, any direct fiscal impact would depend on the specific local funding commitment, agreement structure, and prior Council or administrative action associated with the city’s contribution to the local match.
The RLF itself is structured as a regional economic development investment supported by federal funding and local partner funds. The program is intended to preserve and recycle capital through borrower repayment. Administrative costs are expected to be managed through the RLF structure and program income to the extent allowed under applicable requirements, with ECEDC responsible for maintaining accounting records, reporting, and compliance procedures.
City Role and Partnership Opportunities
Participating cities can support successful implementation of the RLF through coordination, referrals, and outreach. Potential city roles include:
• Referring eligible businesses to ECEDC and the SBDC;
• Sharing program information through city business newsletters, websites, and economic development communications;
• Identifying businesses that may need working capital, equipment financing, or expansion support;
• Coordinating with chambers of commerce and local business associations; East County Economic Development Council | Empower East County Business Fund | Program Overview 10 • Helping ECEDC understand local business needs, priority corridors, and redevelopment opportunities;
• Participating in future program briefings or stakeholder updates; • Connecting the program to other city economic development, business retention, and small business support efforts.
The RLF is designed as a regional tool, but city participation will be important to ensure businesses are aware of the program and that capital reaches qualified applicants throughout the service area.
Conclusion and Next Steps
The Empower East County Business Fund represents a significant regional economic development tool for East County. By combining federal investment, local partner funding, ECEDC administration, and SBDC technical assistance, the program is designed to expand access to capital for businesses that may not be fully served by traditional lenders.
The program is currently in the implementation phase. The federal award has been secured, the RLF Strategy has been developed, and the core program structure has been defined.
ECEDC is now finalizing the operational infrastructure needed to launch the program, including loan documents, committee structure, application materials, compliance processes, and borrower outreach.
Next steps include finalizing program setup, launching applications, developing the borrower pipeline, and beginning capital deployment. Once launched, the fund will provide flexible financing to eligible East County businesses while creating a sustainable revolving capital source for future business growth, job creation, and economic resilience.
Staff will continue coordinating with ECEDC and regional partners as the program moves toward launch and will provide additional updates as appropriate.
City Council
Agenda Report
Agenda Item 20.
DATE: 09/08/2026
TO: Honorable Mayor and City Councilmembers
FROM: Mayor Wells
SUBJECT: Council Activity Report
RECOMMENDATION:
That the City Council accepts and files the following report of Council/Mayor activities attended during the current agenda period.
BACKGROUND:
Government Code Section 53232.3(d) requires members of a legislative body to provide brief reports on meetings attended at the expense of the local agency at the next regular meeting of the legislative body. This City Administrative Activity is not a project and therefore not subject to CEQA.
REPORT:
Since the last City Council meeting, I have attended the following events on behalf of the City of El Cajon:
August 13, 2026 - Meeting with Deputy Sheriff's Association August 16, 2026 - Stand With Us Anti-Semitism Dinner
August 21, 2026 - Building Industry Association Meeting August 21, 2026 - Meeting with Senator Steve Peace
August 22, 2026 - San Ysidro Health Gala
August 25, 2026 - Meeting with Capt. Garcia, Heartland Fire August 25, 2026 - PBID Meeting
August 28, 2026 - Comfort Capital Breakfast
August 28, 2026 - San Diego Rescue Mission Lunch
August 28, 2026 - Lincoln Club Dinner
September 2, 2026 - Associated Builders and Contractors Association Meeting September 4, 2026 - AFPI California Election Security Roundtable September 6, 2026 - Ukrainian Independence Day Event
September 8, 2026 - City Council Meeting(s)
I am available to answer questions.
Submitted By: Bill Wells, Mayor
City Council
Agenda Report
Agenda Item 21.
DATE: 09/08/2026
TO: Honorable Mayor and City Councilmembers
FROM: Councilmember Goble
SUBJECT: COUNCILMEMBER STEVE GOBLE
MTS (Metropolitan Transit System Board); East County Advanced Water Purification JPA Board; Chamber of Commerce – Government Affairs Committee; SANDAG – Board of Directors – Alternate.
RECOMMENDATION:
That the City Council accepts and files the following report of Council/Mayor activities attended during the current agenda period.
BACKGROUND:
Government Code Section 53232.3(d) requires members of a legislative body to provide brief reports on meetings attended at the expense of the local agency at the next regular meeting of the legislative body. This City Administrative Activity is not a project and therefore not subject to CEQA.
REPORT:
Since the last City Council meeting, I have attended the following events on behalf of the City of El Cajon:
August 12, 2026 - Emails with County Assessor's Office re: title change question August 14, 2026 - Call with East County AWP Administrator August 17-21, 2026 - Washington D.C. Trip with FBI Citizens Academy August 18, 2026 - Emails with Caltrans re: I-8 barrier
August 21, 2026 - Meeting with Daniel G @ USCBP in D.C.
August 26, 2026 - Neighborhood Meeting @ Mejia's House
August 26, 2026 - Phone call with Asst City Mgr re: RVs dumping on Jamacha Rd August 26, 2026 - Emails with Ron R re: speeding on Gull Ln August 31, 2026 - Meeting with Charlie B re: VFW Tiny Homes September 1, 2026 - Meeting with Fire Local 4603
September 3, 2026 - MTS Executive Committee Meeting
September 4, 2026 - Meeting with Fletcher Family re: sign September 8, 2026 - Meeting with City Manager
September 8, 2026 - City Council meeting(s)
I am available to answer questions.
Submitted By: Steve Goble, Councilmember
City Council
Agenda Report
Agenda Item 22.
DATE: 09/08/2026
TO: Honorable Mayor and City Councilmembers
FROM: Councilmember Kendrick
SUBJECT: COUNCILMEMBER GARY KENDRICK
METRO Commission/Wastewater JPA; Heartland Communications; Heartland Fire Training JPA.
RECOMMENDATION:
That the City Council accepts and files the following report of Council/Mayor activities attended during the current agenda period.
BACKGROUND:
Government Code Section 53232.3(d) requires members of a legislative body to provide brief reports on meetings attended at the expense of the local agency at the next regular meeting of the legislative body. This City Administrative Activity is not a project and therefore not subject to CEQA.
REPORT:
Since the last City Council meeting, I have attended the following events on behalf of the City of El Cajon:
No activities to report.
I am available to answer questions.
Submitted By: Gary Kendrick, Councilmember
City Council
Agenda Report
Agenda Item 23.
DATE: 09/08/2026
TO: Honorable Mayor and City Councilmembers
FROM: Deputy Mayor Metschel
SUBJECT: DEPUTY MAYOR MICHELLE METSCHEL
Harry Griffen Park Joint Steering Committee; METRO
Commission/Wastewater JPA – Alternate; Heartland Communications – Alternate; Heartland Fire Training JPA – Alternate.
RECOMMENDATION:
That the City Council accepts and files the following report of Council/Mayor activities attended during the current agenda period.
BACKGROUND:
Government Code Section 53232.3(d) requires members of a legislative body to provide brief reports on meetings attended at the expense of the local agency at the next regular meeting of the legislative body. This City Administrative Activity is not a project and therefore not subject to CEQA.
REPORT:
Since the last City Council meeting, I have attended the following events on behalf of the City of El Cajon:
August 19, 2026 - Homeless Solutions Collaborative
August 20, 2026 - Interview with KPBS
August 23, 2026 - Speech at Olaf Weighorst Museum Event September 8, 2026 - City Council Meeting(s)
I am available to answer questions.
Submitted By: Michelle Metschel, Deputy Mayor
City Council
Agenda Report
Agenda Item 24.
DATE: 09/08/2026
TO: Honorable Mayor and City Councilmembers
FROM: Councilmember Ortiz
SUBJECT: COUNCILMEMBER PHIL ORTIZ
League of California Cities, San Diego Division; East County Economic Development Council; MTS (Metropolitan Transit System Board) – Alternate; East County Advanced Water Purification JPA Board – Alternate; Chamber of Commerce – Government Affairs Committee – Alternate; SANDAG – Board of Directors – Alternate.
RECOMMENDATION:
That the City Council accepts and files the following report of Council/Mayor activities attended during the current agenda period.
BACKGROUND:
Government Code Section 53232.3(d) requires members of a legislative body to provide brief reports on meetings attended at the expense of the local agency at the next regular meeting of the legislative body. This City Administrative Activity is not a project and therefore not subject to CEQA.
REPORT:
Since the last City Council meeting, I have attended the following events on behalf of the City of El Cajon:
September 8, 2026 - City Council Meeting(s)
I am available to answer questions.
Submitted By: Phil Ortiz, Councilmember
City Council
Agenda Report
Agenda Item 25.
DATE: 09/08/2026
TO: City Clerk
FROM: City Attorney/General Legal Counsel
SUBJECT: Closed Session - Conference with Legal Counsel - Existing Litigation pursuant to paragraph (1) of subdivision (d) of Government Code section 54956.9: Skelton-Dixon vs City of El Cajon, et al.
RECOMMENDATION:
That the following Closed Session be scheduled for the Joint City Council / Housing Authority / Successor Agency to the El Cajon Redevelopment Agency meeting on Tuesday, September 8, 2026, at 3:00 p.m.
CONFERENCE WITH LEGAL COUNSEL – EXISTING LITIGATION – pursuant to paragraph (1) of subdivision (d) of Government Code section 54956.9:
NAME OF CASE:
Skelton-Dixon vs City of El Cajon, et al.
San Diego Superior Court Case No. 25CU063848C
Jennifer M. Lyon
City Attorney
JML:rnb
City Council
Agenda Report
Agenda Item 26.
DATE: 09/08/2026
TO: City Clerk
FROM: City Attorney/General Legal Counsel
SUBJECT: Closed Session - CONFERENCE WITH LEGAL COUNSEL- ANTICIPATED LITIGATION Significant exposure to litigation pursuant to Government Code section 54956.9(d)(2) (1 case) Existing facts and circumstances pursuant to Government Code section 54956.9 (e)(1) RECOMMENDATION:
That the following Closed Session be scheduled for the Joint City Council / Housing Authority / Successor Agency to the El Cajon Redevelopment Agency meeting on Tuesday, September 8, 2026, at 3:00 p.m.
CONFERENCE WITH LEGAL COUNSEL- ANTICIPATED LITIGATION Significant exposure to litigation pursuant to Government Code section 54956.9(d)(2) (1 case) Existing facts and circumstances pursuant to Government Code section 54956.9 (e)(1) NAME OF CASE:
One (1) potential case
Jennifer M. Lyon
City Attorney
JML:rnb