RESOLUTION NO. 2024-09
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GUADALUPE AUTHORIZING THE CITY TO ENTER
INTO A FACILITY USE AGREEMENT BETWEEN THE CITY OF GUADALUPE, A CALIFORNIA MUNICIPAL CORPORATION (“CITY”) AND GUADALUPE UNION SCHOOL DISTRICT, A PUBLIC SCHOOL DISTRICT ORGANIZED AND OPERATING UNDER THE LAWS OF CALIFORNIA (“DISTRICT”), IN GUADALUPE,
CALIFORNIA
WHEREAS, the City owns property and facilities in the City of Guadalupe known as the City Hall Auditorium/Gymnasium (“Gymnasium”) which is suitable for recreational use; and WHEREAS, the Guadalupe Union School District (GUSD) has need of the Gymnasium for its various athletic programs until such time as it has been able to construct its own gymnasium; and WHEREAS, in order to make the Gymnasium available to GUSD for its athletic programs as well as to the residents of Guadalupe, and to ensure that GUSD meaningfully contributes to the cost of maintaining the Gymnasium, , the parties wish to enter into Facility Use Agreement for the Use of the City Gymnasium (“Agreement”) to identify the rights and obligations of the City and GUSD with respect to the use of the City Gymnasium; and
WHEREAS, the parties wish to assure that priority control and use of the Gymnasium remains with the City; and
WHEREAS, the parties wish to provide for continuing coordination and flexibility in the use of the Gymnasium by each designating a representative to administer this agreement, NOW, THEREFORE, BE IT RESOLVED, by the City Council of the City of Guadalupe as follows:
SECTION 1. The Facility Use Agreement between the City and GUSD for use of the City Gymnasium, attached to the staff report for this item and incorporated in this resolution, is hereby approved.
SECTION 2. The Mayor is authorized to sign the Agreement on behalf of the City.
SECTION 3. The City Clerk is hereby authorized to make minor changes herein to address clerical errors, so long as substantial conformance of the intent of this document is maintained. In doing so, the City Clerk shall consult with the City Administrator and City Attorney concerning any changes deemed necessary.
PASSED, APPROVED AND ADOPTED at a regular meeting on the 23rd day of January 2024 by the following vote:
MOTION:
AYES:
ATTACHMENT 1
NOES:
ABSENT:
ABSTAINED:
I, Amelia M. Villegas, City Clerk of the City of Guadalupe DO HEREBY CERTIFY that the foregoing Resolution, being Resolution No. 2024-09, has been duly signed by the Mayor and attested by the City Clerk, all at a regular meeting of the City Council, held January 23, 2024, and that same was approved and adopted.
ATTEST:
______________________________ ____________________________________ Amelia M. Villegas, City Clerk Ariston Julian, Mayor
APPROVED AS TO FORM:
______________________________
Philip F. Sinco, City Attorney
1 FACILITIES USE AGREEMENT
This Agreement is made on [date], by and between the City of Guadalupe, a California Municipal Corporation (“City”) and Guadalupe Union School District, a public school district organized and operating under the laws of California (“District”), in Guadalupe, California.
Recitals
1. City owns property and facilities in the City of Guadalupe known as the City Hall Auditorium (“Auditorium”) which is suitable for recreational use; and
2. In order to make the Auditorium more fully available to residents of Guadalupe and to keep costs down, the parties wish to provide for its joint use; and
3. The parties wish to assure priority control and use of the Auditorium remains with the City; and
4. The parties wish to provide for continuing coordination and flexibility in the use of the Auditorium by each designating a representative to administer this agreement; and
5. The parties further wish to provide for flexibility in this agreement’s administration by using exhibits that may be updated by agreement of their representatives from time to time.
NOW, THEREFORE, IT IS AGREED:
1. Recitals true. The above recitals are true.
2. Designated representatives. City designates [name and position] and District designates [name and position] as representatives to provide for the administration of this agreement. The representatives are authorized to execute minor amendments to this agreement, and to modify the Exhibits to this agreement, to provide for the efficient and harmonious use of the Auditorium.
3. Facility description; equipment not included. The Auditorium to be jointly used under this agreement is more precisely described in Exhibit “A,” attached hereto and made a part of this agreement.
This agreement does not contemplate joint use of any non-fixture equipment or other personal property. In the event the District brings equipment or other personal property to the Auditorium, it shall be removed at the end of the day’s activity. The City is explicitly authorized to immediately dispose of any personal property or equipment left at its property/facility.
ATTACHMENT 2
2 4. Priority of use. The City shall have use of the Auditorium at all times listed in the schedules created under this agreement. In addition, the City shall have the right to preempt scheduled use of their properties by giving at least two weeks’ advance, written notice to the District representative.
5. Responsibility during use. When using the Auditorium, District shall take reasonable measures to assure that rules and procedures of the City are followed. More specifically:
a. District has been issued a key to the Auditorium. District shall assure that the key is used only at times and by persons authorized under this agreement.
b. The District shall inspect the Auditorium before and after each use, and report any damage to the City. The District shall pay the City for the cost of any repair due to damage of the Auditorium during District’s use, in the manner agreed by the designated representatives.
6. Responsibility upon closing. Following each use of the Auditorium, District shall clean and leave the Auditorium in at least as good a condition as District found it. District shall provide cleaning supplies and equipment for this purpose as agreed by the designated representatives. Following cleanup District shall remove trash and close and lock the Auditorium.
7. Payment by District: For each use of the Auditorium, District shall pay in advance to the City the amount to be determined by the representatives. The amount is listed in Exhibit “B,” attached hereto and incorporated, and may be updated from time to time by the designated representatives.
8. Coordination of use. The designated representatives shall meet from time to time, no less than twice annually, to coordinate use of the Auditorium. The product of those meetings should include, but need not be limited to:
a. A master schedule detailing upcoming use of the Auditorium; b. An evaluation of the condition of the Auditorium, including needed maintenance and repair and recommended improvements;
c. An estimate of the cost of needed maintenance, repair and improvements; and recommendations for allocating the cost between the parties based on use;
d. A recommendation for any needed amendments to the agreement or its exhibit(s).
9. Ongoing scheduling. In between coordination meetings, the City will schedule ongoing use of the Auditorium, and shall provide the District representative with ongoing schedule information.
10. Ongoing care of the Auditorium.
3 a. The City shall provide regular custodial services in between District events.
b. The City shall provide regular maintenance and repairs, including but not limited to upkeep of the Auditorium floor. Should the District wish the Auditorium to receive additional maintenance beyond what the City schedules, including but not limited to additional floor refinishing, the District shall pay for cost of additional maintenance in the manner agreed by the designated representatives.
c. The City shall provide a building attendant when the District is using the Auditorium to monitor the Auditorium, grounds, and restrooms regularly, so that the areas are safe and free from vandalism and that attendees younger than 7th grade are accompanied by supervising adults.
d. The District shall make no improvements to the Auditorium.
11. Compliance with law. The parties shall comply with all laws applicable to the joint use contemplated under this agreement.
12. Insurance and indemnification. District agrees to comply with indemnification terms, and to obtain and maintain insurance in full force and effect during the term of this Agreement, as specified in Exhibit “C,” attached hereto and incorporated.
13. Duty to cooperate in good faith. Each party has the duty to cooperate in good faith to provide for the efficient and harmonious use of the properties and facilities. Party representatives shall meet as necessary to address needs and concerns, and to make or seek necessary amendments to this agreement.
14. Dispute Resolution. Should a dispute arise between the parties, they shall attempt in good faith to resolve it between the representatives, with resort to the City Administrator and District Superintendent.
15. Termination. This agreement may be terminated by either party upon giving 30 days’ written notice to the representative of the other. In the event of a termination notice, the parties shall take reasonable cooperative steps to minimize the disruption of scheduled recreational events that will be caused by termination.
In the event of termination of this agreement, all District property shall be removed by the designated date for vacation. If the District’s property is not removed by that date, the City may either retain and use it on the premises, or sell it and deliver the proceeds (less a reasonable administrative fee) to the District.
16. Notices. Except as otherwise expressly provided by law, any and all notices or other communications required or permitted by this agreement or by law to be 4 served on or given to any party to this agreement shall be in writing and shall be deemed duly served and given when personally delivered or in lieu of such personal service when deposited in the United States mail, first-class postage prepaid to the following address for each respective party:
PARTY ADDRESS
A. City of Guadalupe Attn Recreation Services Manager
918 Obispo St, Guadalupe, CA
93434
Telephone (805) 356-3906
B. Guadalupe Union School District Attn Superintendent
4465 9th St, Guadalupe, CA
93434
Telephone (805) 343-2114
17. Governing Law and Venue. This agreement and all matters relating to this agreement shall be governed by the laws of the State of California in force at the time any decision or holding concerning this agreement arises. Any action or proceeding arising out of or relating to the contract or the parties’ relationship shall be brought in a state court situated in the County of San Luis Obispo or a federal court for the central district of California.
18. Binding Effect. This agreement shall be binding on and shall inure to the benefit of the heirs, executors, administrators, successors and assigns of the parties hereto, but nothing in this Section shall be construed as a consent by the parties to any assignment of this agreement or any interest in this agreement.
19. Integration and Amendments. This agreement (including any original counterparts executed by the parties) constitutes the sole and entire agreement between the parties with respect to the subject matter hereof. This agreement correctly sets forth the obligations of the parties hereto to each other as of the date of this agreement. All agreements or representations respecting the subject matter of this agreement not expressly set forth or referred to in this agreement are null and void. Amendments to this agreement shall be made only with the mutual written consent of all of the parties to this agreement.
20. Due Authority. The parties hereby represent that the individuals executing this agreement are expressly authorized to do so on and in behalf of the parties.
21. Construction. The parties agree that each party and counsel have reviewed and negotiated this agreement and that any rule of construction to effect that ambiguities are to be resolved against the drafting party shall not apply in the interpretation of this Agreement or any amendments or exhibits thereto. 5 The captions of the sections are for convenience and reference only, and are not intended to be construed to define or limit the provisions to which they relate.
EXECUTED ON THE DATE FIRST WRITTEN ABOVE.
City of Guadalupe
_______________________________
By:
Title:
Guadalupe Union School District
_______________________________
By:
Title:
6 Exhibit “A”
Description of Auditorium
7 Exhibit “B”
Payment terms
Fees for use of the Auditorium are as follows:
1. $70 per day when facility use is limited to practice by members of the District’s students; and
2. $80 per day when facility use includes a game, including an event with students from another district or scrimmage among students from District schools.
Fees shall be paid in advance of the practice or game to the City of Guadalupe at 918 Obispo Street, Guadalupe, California, 93434.
8 Exhibit “C”
Insurance and Indemnification
Insurance. District agrees to obtain and maintain in full force and effect during the term of this Agreement, insurance against claims for injuries to persons or damages to property which may arise from or in connection with this agreement by District, its agents, representatives or employees in performance of this Agreement. Insurance is to be placed with insurers with a current A.M. Best's rating of no less than A-:VII. All insurance policies shall be subject to approval by City as to form and content. These requirements are subject to amendment or waiver, if so approved in writing by City Administrator. District agrees to provide City with copies of required policies upon request. Prior to the beginning of and throughout the duration of this agreement, District and its subcontractors shall maintain insurance in conformance with the requirements set forth below. District will use existing coverage to comply with these requirements. If that existing coverage does not meet the requirements set forth herein, District agrees to amend, supplement or endorse the existing coverage to do so. District acknowledges that the insurance coverage and policy limits set forth in this section constitute the minimum amount of coverage required. Any insurance proceeds available to District or its subcontractors in excess of the limits and coverage identified in this Agreement and which is applicable to a given loss, claim or demand, will be equally available to City.
District shall provide the following types and amounts of insurance.
Without limiting District’s indemnification of City, and prior to commencement of Work, District shall obtain, provide and maintain at its own expense during the term of this Agreement, policies of insurance of the type and amounts described below and in a form satisfactory to City:
A. Minimum Scope of Insurance: Coverage shall be at least as broad as:
(1) Insurance Services Office Form Commercial General
Liability coverage (Occurrence Form CG 0001).
(2) Insurance Services Office Form No. CA 0001 covering Automobile Liability, including code 1 "any auto" and endorsement CA 0025, or equivalent forms subject to written approval of City.
(3) Workers' Compensation insurance as required by the Labor Code of the State of California and Employers' Liability insurance and covering all persons providing services on behalf of the District and all risks to such persons under this Agreement, along with a waiver of subrogation endorsement. (4) Errors and omission liability insurance appropriate to the District's profession.
9 B. Minimum Limits of Insurance: District shall maintain limits of insurance no less than:
(1) General Liability Insurance: District shall maintain commercial general liability insurance with coverage at least as broad as Insurance Services Office form CG 00 01, in an amount not less than $1,000,000 per occurrence, $2,000,000 general aggregate, for bodily injury, personal injury, and property damage, and a $2,000,000 completed operations aggregate. The policy shall provide or be endorsed to provide that City and its officers, officials, employees, agents, and volunteers shall be additional insureds under such policies. This provision shall also apply to any excess/umbrella liability policies.
The policy must include contractual liability that has not been amended. Any endorsement restricting standard ISO “insured contract” language will not be accepted. This insurance and any umbrella or excess liability insurance shall be maintained for a minimum of three years or as long as there is a statutory exposure to completed operations claims, with the City and its officers, officials, employees, and agents continued as additional insured.
(2) Automobile Liability: District shall maintain automobile insurance at least as broad as Insurance Services Office form CA 00 01 covering bodily injury and property damage for all activities of the District arising out of or in connection with this Agreement, including coverage for any owned, hired, nonowned or rented vehicles, in an amount not less than $1,000,000 combined single limit for each accident.
(3) Workers' Compensation and Employer's Liability: District shall maintain Workers’ Compensation Insurance (Statutory Limits) and Employer’s Liability Insurance (with limits of at least $1,000,000) for District’s employees in accordance with the laws of the State of California, Section 3700 of the Labor Code. In addition, District shall require each subcontractor to similarly maintain Workers’ Compensation Insurance and Employer’s Liability Insurance in accordance with the laws of the State of California, Section 3700 for all of the subcontractor’s employees. District shall submit to City. (4) Errors and Omissions Liability: $1,000,000 per claim as appropriate for the profession.
(5) Umbrella or excess liability insurance (if needed): District shall obtain and maintain an umbrella or excess liability insurance that will provide bodily injury, personal injury and property damage liability coverage at least as broad as the primary coverages set forth above, including commercial general liability, automobile liability, and employer’s liability. Such policy or policies shall include the following terms and conditions:
10 • A drop-down feature requiring the policy to respond in the event that any primary insurance that would otherwise have applied proves to be uncollectable in whole or in part for any reason;
• Pay on behalf of wording as opposed to
reimbursement;
• Concurrency of effective dates with primary policies; • Policies shall “follow form” to the underlying primary policies; and
• Insureds under primary policies shall also be insureds under the umbrella or excess policies.
(6) Pollution liability insurance. Environmental Impairment Liability Insurance shall be written on a District’s Pollution Liability form or other form acceptable to City providing coverage for liability arising out of sudden, accidental and gradual pollution and remediation. The policy limit shall be no less than $1,000,000 dollars per claim and in the aggregate. All activities contemplated in this Agreement shall be specifically scheduled on the policy as “covered operations.” The policy shall provide coverage for the hauling of waste from the project site to the final disposal location, including non-owned disposal sites.
C. Other Provisions: Insurance policies required by this Agreement shall contain the following provisions:
(1) Notice of Cancellation: Each insurance policy required by this Agreement shall be endorsed and state the coverage shall not be suspended, voided, canceled by the insurer or other party to this Agreement, reduced in coverage or in limits except after thirty (30) days' prior written notice by certified mail, return receipt requested has been given to City. (2) Primary/noncontributing: Coverage provided by District shall be primary and any insurance or self-insurance procured or maintained by City shall not be required to contribute with it. The limits of insurance required herein may be satisfied by a combination of primary and umbrella or excess insurance.
Any umbrella or excess insurance shall contain or be endorsed to contain a provision that such coverage shall also apply on a primary and non-contributory basis for the benefit of City before the City’s own insurance or self-insurance shall be called upon to protect it as a named insured.
(3) City’s Rights of Enforcement: In the event any policy of insurance required under this Agreement does not comply with these requirements or is canceled and not replaced, City has the right but not the duty to obtain the insurance it deems necessary and any premium paid by City will be promptly reimbursed by District or City will withhold amounts sufficient to pay premium from District payments. In the alternative, City may cancel this Agreement.
11 (4) Waiver of Subrogation: All insurance coverage maintained or procured pursuant to this agreement shall be endorsed to waive subrogation against City, its elected or appointed officers, agents, officials, employees and volunteers or shall specifically allow District or others providing insurance evidence in compliance with these specifications to waive their right of recovery prior to a loss. District hereby waives its own right of recovery against City, and shall require similar written express waivers.
(5) Enforcement of Contract Provisions (non estoppel): District acknowledges and agrees that any actual or alleged failure on the part of the City to inform District of non-compliance with any requirement imposes no additional obligations on the City nor does it waive any rights hereunder. (6) Requirements not Limiting: Requirements of specific coverage features or limits contained in this Section are not intended as a limitation on coverage, limits or other requirements, or a waiver of any coverage normally provided by any insurance. Specific reference to a given coverage feature is for purposes of clarification only as it pertains to a given issue and is not intended by any party or insured to be all inclusive, or to the exclusion of other coverage, or a waiver of any type. If the District maintains higher limits than the minimums shown above, the City requires and shall be entitled to coverage for the higher limits maintained by the District. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to the City.
(7) Prohibition of Undisclosed Coverage Limitations: None of the coverages required herein will be in compliance with these requirements if they include any limiting endorsement of any kind that has not been first submitted to City and approved of in writing.
(8) Separation of Insureds: A severability of interests provision must apply for all additional insureds ensuring that District’s insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the insurer’s limits of liability. The policy(ies) shall not contain any cross-liability exclusions.
(9) Pass through Clause: District agrees to ensure that its subconsultants, subcontractors, and any other party involved with the project who is brought onto or involved in the project by District, provide the same minimum insurance coverage and endorsements required of District. District agrees to monitor and review all such coverage and assumes all responsibility for ensuring that such coverage is provided in conformity with the requirements of this section. District agrees that upon request, all agreements with consultants, subcontractors, and others engaged in the project will be submitted to City for review.
12 (10) City’s Right to Revise Requirements: The City reserves the right at any time during the term of the contract to change the amounts and types of insurance required by giving the District a ninety (90) day advance written notice of such change. If such change results in substantial additional cost to the District, the City and District may renegotiate District’s compensation. (11) Self-insured Retentions: Any self-insured retentions must be declared to and approved by City. City reserves the right to require that selfinsured retentions be eliminated, lowered, or replaced by a deductible. Selfinsurance will not be considered to comply with these specifications unless approved by City.
(12) Timely Notice of Claims: District shall give City prompt and timely notice of claims made or suits instituted that arise out of or result from District’s performance under this Agreement, and that involve or may involve coverage under any of the required liability policies.
(13) Additional Insurance: District shall also procure and maintain, at its own cost and expense, any additional kinds of insurance, which in its own judgment may be necessary for its proper protection and prosecution of the agreement.
Indemnification.
(A) City and its respective elected and appointed boards, officials, officers, agents, employees and volunteers (individually and collectively, "Indemnitees") shall have no liability to District or any other person for, and District shall indemnify, defend, protect and hold harmless Indemnitees from and against, any and all liabilities, claims, actions, causes of action, proceedings, suits, damages, judgments, liens, levies, costs and expenses of whatever nature, including reasonable attorney's fees and disbursements (collectively, "Claims") which Indemnitees may suffer or incur or to which Indemnitees may become subject by reason of or arising out of any injury to or death of any person(s), damage to property, loss of use of property, economic loss or otherwise occurring as a result of or allegedly caused by District's performance of or failure to perform any services under this Agreement or by the negligent or willfully wrongful acts or omissions of District, its agents, officers, directors, sub contractors or employees, committed in performing any of the services under this Agreement. (B) If any action or proceeding is brought against Indemnitees by reason of any of the matters against which District has agreed to indemnify Indemnitees as provided above, District, upon notice from City, shall defend Indemnitees at District's expense by counsel acceptable to City, such acceptance not to be unreasonably withheld. Indemnitees need not have first paid for any of 13 the matters to which Indemnitees are entitled to indemnification in order to be so indemnified. The insurance required to be maintained by District under this agreement shall ensure District's obligations under this section, but the limits of such insurance shall not limit the liability of District hereunder. The provisions of this section shall survive the expiration or earlier termination of this Agreement. (C) The provisions of this section do not apply to Claims occurring as a result of the City's sole negligence or willfully wrongful acts or omissions. (D) City agrees to indemnify District for any such neglect or willfully wrongful acts committed by City or its officers, agents or employees. 1 Agenda Item No. 14
REPORT TO THE CITY COUNCIL OF THE CITY OF GUADALUPE
Agenda of January 23, 2024
_______________________________ _________________________________ Prepared by: Approved by:
Michael Cash, Director of Public Safety Todd Bodem, City Administrator SUBJECT: Approval for the implementation of the volunteer Guadalupe Safety Support Team (GSST) and to equip and support the program with uniforms and training under the direction of the Department of Public Safety.
RECOMMENDATIONS:
It is recommended that the City Council give approval for the implementation of the volunteer Guadalupe Safety Support Team (GSST) and to equip and support the program with uniforms and training under the direction of the Department of Public Safety.
BACKGROUND:
As recent disasters have shown, volunteers play a significant role in both the response and recovery phases of a disaster. Volunteers are among the first to arrive on scene following a major event or disaster. They will be essential to the sheltering, mass feeding, and other operations established in the wake of these disasters.
Volunteers will come forward in every major disaster—whether they emerge spontaneously or have been pre-registered and trained by a response agency. Having a plan in place for how volunteers will be recruited, managed, and utilized will assist the city of Guadalupe in improving the overall effectiveness of their disaster response.
Management of the volunteer program, Guadalupe Safety Support Team (GSST) will be under the direction of the Public Safety Department.
The referenced materials provide guidelines for recruitment, training, and Rules and Regulations of the volunteer Guadalupe Safety Support Team (GSST). It also provides general guidance for managing volunteer workers during an emergency.
ELIGIBILITY:
A volunteer Guadalupe Safety Support Team (GSST) member is anyone trained and authorized by the Guadalupe Public Safety Department to assist city employees to aid citizens, to conduct assigned Michael Cash
2 duties, and to perform services during any declaration of a National Emergency, State of Emergency, or Local Emergency.
A partial list of volunteer Guadalupe Safety Support Team (GSST) members eligibility includes:
• Age 16 and older
• No felony convictions
• Have good moral character
• Pass background and fingerprint check
• Pass the Guadalupe Safety Support Team (GSST) Academy • Be physically and emotionally able to perform the duties of the position • Volunteer a minimum of eight (8) hours a month
• US Citizenship is NOT Required
A partial list of volunteer Guadalupe Safety Support Team (GSST) members training includes:
• Leadership Training
• Cultural Competency
• Community Emergency Response Team (C.E.R.T.)
• First Aid, AED, CPR
• Psychological First Aid
• Check the Welfare / Senior Assistance Program
• School Safety and Response
• Fire Safety and Fire Extinguisher Training
• Traffic Control
• Active Shooter Procedures and Response
GSST ACADEMY:
The volunteer Guadalupe Safety Support Team (GSST) Academy will consist of the following:
• Ten (10) total academy sessions, consisting of five two-hour classes. • A 36-hour C.E.R.T. Training course in Community Emergency Response Training.
FISCAL IMPACT:
The approximate cost to provide uniforms and equipment for the first six (6) volunteers will be $100 per person to include the following:
• Uniform polo shirt
• Uniform pants
• Public Safety issued Identification Card.
3 ATTACHMENTS:
1. Resolution No. 2024-10
2. Guadalupe Safety Support Team (GSST) Handbook of Rules and Regulations
3. GSST Recruitment Flyer
4. GSST Application
5. GSST Academy PowerPoint Information
RESOLUTION NO. 2024-10
A RESOLUTION OF THE CITY COUNCIL OF THE CITY GUADALUPE TO APPROVE THE IMPLEMENTATION
OF THE VOLUNTEER GUADALUPE SAFETY SUPPORT TEAM (GSST) AND TO EQUIP AND SUPPORT THE
PROGRAM WITH UNIFORMS AND TRAINING UNDER THE DIRECTION OF THE DEPARTMENT OF PUBLIC SAFETY
WHEREAS, as recent disasters have shown, volunteers play a significant role in both the response and recovery phases of a disaster. Volunteers are among the first to arrive on scene following a major event or disaster. They will be essential to the sheltering, mass feeding, and other operations established in the wake of these disasters; and
WHEREAS, volunteers will come forward in every major disaster—whether they emerge spontaneously or have been pre-registered and trained by a response agency. Having a plan in place for how volunteers will be recruited, managed, and utilized will assist the city of Guadalupe in improving the overall effectiveness of their disaster response; and
WHEREAS, management of the volunteer program, Guadalupe Safety Support Team (GSST) will be under the direction of the Public Safety Department.
NOW, THEREFORE, BE IT RESOLVED, by the City Council of the City of Guadalupe as follows:
SECTION 1. The City Council hereby approves the implementation of the volunteer Guadalupe Safety Support Team (GSST) as described in the attachments to the staff report for this item, and to equip and support the program with uniforms and training under the direction of the Department of Public Safety at a cost of approximately $100 per approved volunteer.
SECTION 2. The City Clerk is hereby authorized to make minor changes herein to address clerical errors, so long as substantial conformance of the intent of this document is maintained. In doing so, the City Clerk shall consult with the City Administrator and City Attorney concerning any changes deemed necessary.
PASSED, APPROVED AND ADOPTED at a regular meeting on the 23rd day of January 2024, by the following vote:
MOTION:
AYES:
NOES:
ABSENT:
ABSTAINED:
I, Amelia M. Villegas, City Clerk of the City of Guadalupe DO HEREBY CERTIFY that the foregoing Resolution, being Resolution No. 2024-10, has been duly signed by the Mayor and attested by the City Clerk, all at a regular meeting of the City Council, held January 23, 2024, and that same was approved and adopted.
ATTACHMENT 1
ATTEST:
______________________________ ____________________________________ Amelia M. Villegas, City Clerk Ariston Julian, Mayor
APPROVED AS TO FORM:
______________________________
Philip F. Sinco, City Attorney
1 | Page
Guadalupe Safety Support Team
(GSST)
Program
Handbook of Rules and Regulations
ATTACHMENT 2
2 | Page
GSST MEMBER AGREEMENT
THE AGENCY (Guadalupe Department of Public Safety) AGREES:
1. To provide a Liaison Officer to supervise the GSST member.
2. To offer an orientation course, resources for GSST Academy, as well as additional as-needed on-the-job training (as an example: including cultural competencies).
3. To provide the space, equipment, and working conditions to adequately ensure that the GSST member can perform their assignments.
4. To review GSST member’s performance on a regular basis (annually), keep an account of GSST member hours, and provide a letter of recommendation when requested.
5. To give GSST members an opportunity to meet regularly with agency administrators.
GSST MEMBERS AGREE:
1. To accept the guidance and decisions of the Director of Public Safety or his/her designee(s).
2. To carry out duties promptly and reliably.
3. To use provided space and equipment only for work assigned and only at authorized times.
4. To maintain the dignity and integrity of the agency with the public.
5. To honor confidential information.
6. To accept evaluation and notify the agency in writing (with appropriate notice) of extended leave or resignation. a. Upon leaving the GSST Program, return all forms of identification and keys that they may have received during their service.
7. To understand the function of the paid city staff, maintain a professional working relationship with them, and stay within the bounds of GSST member’s responsibility.
8. To participate in meetings with the agency when one is deemed necessary by Supervisory Staff.
9. To understand their position, that of a GSST member, is that of volunteer, not an employee, and has no vested rights or right of appeal if the GSST member is terminated or released by the Public Safety Department.
10. Respect chain of command in the dissemination of information to the public or news organizations. _______________________ _ ____________________ _
Printed Name of GSST Member GSST Member Signature
__________________ _ _________________________________
Coordinator Signature Date
3 | Page
Guadalupe Safety Support Team (GSST)
4490 10th ST. Guadalupe, CA 93434
Phone: 805.343.2112 Fax: 805.343.1965
OUR CHARGE
In partnership with the community, we will provide impartial, ethical, and professional services. We will take a leadership role in forming collaborative community efforts to find long-term solutions to assist the city public safety officials. We will strive to maintain the trust, understanding, and confidence of our residents, while working to improve the quality of life.
OUR VALUES
Our charge will be accomplished while remaining dedicated to the following principles:
RESPECT: We will honor the individual worth and contributions of each member of our organization and the rest of the community.
INTEGRITY: We will not compromise our moral and ethical principles.
ACCOUNTABILITY: We will accept responsibility for our decisions and actions.
HONESTY: We will be forthright and truthful.
FAIRNESS: We will treat everyone in an equitable and dignified manner.
EMPATHY: We will be sensitive to the needs and feelings of others and to the cultural diversity of our community.
DIGNITY: We will treat everyone with respect regardless of their race, color, religion, sex, national origin, age, disability or genetic information.
4 | Page
CODE OF ETHICS FOR VOLUNTEERS
As a GSST member, I realize that I am subject to a code of ethics similar to that which binds the professionals in the fields in which I work. Like them, I assume certain responsibilities and expect to account for what I do in terms of my expected duties.
1. I will keep confidential matters confidential.
2. Although I have agreed to provide services to the City as a volunteer without any expectation of compensation and am not an employee, I understand that I am held to the same high ethical standards as all City employees.
3. I promise to retain an attitude of open-mindedness, to willingly participate in training, and to bring interest, attention, and enthusiasm to my particular job.
4. I will utilize my unique talents and skills to enrich all cooperative projects.
5. I will view my areas of weakness as places where I possess the potential for growth.
6. I plan to inform myself on how to best perform my duties and to realistically offer only the effort I am sure I can make.
7. To live up to my promise, I will exercise care to keep the agreement simple, clear, and free of misunderstanding.
8. I believe in a professional attitude toward my GSST work and know that I have an obligation to my assigned duties, to those who direct me, to my colleagues, and especially, to the public I serve.
Printed name of GSST member_______________________________________________ Signature of GSST member __________________________________________________ Date: ____________________ Coordinator: _________________________________ 5 | Page
GUADALUPE POLICE DEPARTMENT
100- GSST PROGRAM RULES AND REGULATIONS
101.0 DEPARTMENT POLICY AND PROVISIONS
The provisions of this manual are effective and approved by the Chief of Police. All standards set forth are required of all volunteers.
If any section, subsection, item, clause, or phrase contained in this manual is found to be illegal or otherwise incorrect or inapplicable, such findings shall not affect the validity of the remaining portions of this manual.
102.0 UNIT OBJECTIVE
The objective of the Guadalupe Safety Support Team (GSST) Program shall be to assist the Guadalupe Public Safety Department in meeting its professional objectives in the normal course of operation, and in times of disaster and emergency. In doing so, this unit shall encourage a close professional working relationship and spirit of mutual cooperation among unit members and the regularly employed department staff. This unit shall strive for complete professionalism of its members through continual training.
103.0 AUTHORITY
The Chief of Police has final authority over all GSST members. Watch Commanders are charged with, and are accountable for, providing appropriate supervision, direction, and control of GSST members assigned to a particular task.
104.0 TERMINATION
GSST members have no vested property right in their position and may be terminated or released at any time, without cause, and without right of appeal.
105.0 LEGALITY OF VOLUNTEER FORCES
The GSST program is created in accordance with existing city rules and state laws governing the organization, training, and assignments of GSST members. 106.0 DISCIPLINE
Discipline and direction of GSST members shall be assigned to a supervisor appointed by the Chief of Police.
107.0 INSPECTIONS
While engaged in GSST activities, all GSST members and any vehicles or equipment they are assigned or allowed to use, is subject to inspection by a supervisor. In addition, unit records and GSST member files are also subject to inspection by the assigned supervisor or the Chief of Police. All GSST personal information shall be held as confidential and protected as such. 108.0 TRAINING- GENERAL/PERFORMANCE EVALUATIONS
A training program shall be implemented for the members of the GSST. Approved supplemental and specialized training courses may be conducted at the station level. Training shall be ongoing and continuous as needed. Documentation of training shall be maintained by the GSST Coordinator and/or his/her designee and be placed into the GSST member’s personal files. Performance evaluations will be 6 | Page
completed by the Guadalupe Police Department with the assistance of the GSST Coordinator on an annual basis. (See attachment #A, “GSST Performance Evaluations”) 109.0 MINIMUM REQUIREMENTS
In addition to the general entry requirements for membership in the GSST program, GSST must comply with the following standards:
● Graduate from the Guadalupe Safety Support Team (GSST) Academy. ● Maintain a Departmental approved uniform.
● Attend unit meetings and training as required.
● Perform assigned duties for a minimum of eight (8) authorized hours per month. ● GSST members must ride with an Officer Field Trainer assigned by the Chief of Police for a minimum of 8 hours devoted to safety prior to being authorized to use a City vehicle for the member’s assigned duties.
● GSST members must demonstrate proficiency in radio communication procedures utilizing local law enforcement radio codes if their assigned duties will include field work. ● All members must be proficient with assigned equipment. 110.0 OPEN DOOR POLICY
Nothing in this policy shall prohibit a GSST member from meeting with the Chief of Police, Supervisor, or Watch Commander, outside the chain of command, for personnel issues. All efforts should be made to use the chain of command to resolve any issues concerning the volunteers. 110.0 LOCAL PERSONNEL FILE
The GSST personal file is the member’s “permanent personnel file” and shall be maintained by the Department Head and/or his/her designee. Appropriate security measures shall be followed so as to maintain the confidential nature of the files. The file shall contain the following information:
● Emergency information contact sheet.
● GSST application and background evaluation.
● GSST member evaluation reports.
● Other reports concerning the GSST member, if any (e.g., counselling memos or written reprimands).
● Records of required training and/or certificates.
● Original copy of all GSST member’s time sheets turned in. ● Any restrictions placed on the GSST member.
112.0 REPORTING CHANGES OR ADDITIONS TO PERSONAL INFORMATION CARD
GSST members shall notify the GSST Coordinator, of any temporary or permanent change to the member’s name, address, telephone number or emergency information as soon as it becomes available.
Members should also update their driver’s license and/or vehicle information as it occurs. 113.0 LEAVE OF ABSENCE
GSST members requesting a leave of absence shall submit a memorandum directed to the Chief of Police, via the GSST Coordinator or their immediate supervisor, with a copy to the GSST Coordinator.
A leave of absence may be granted for up to six (6) months. Any leave of more than six months will require remedial training and re-qualification by an Officer. Upon approval of any leave of absence, the GSST member shall surrender their Department identification card and all equipment assigned to them to the GSST Coordinator or his/her designee.
7 | Page
114.0 RESIGNATION PROCEDURE
GSST members may resign at any time. Verbal or written notification should be made to the Chief of Police via the GSST Coordinator. The member is required to turn in their police department identification card and all assigned uniforms, equipment and keys to the GSST Coordinator who will then notify the appropriate police department employees to cancel personal code words and clearances.
GSST members are reminded that any display of police department credentials after separation may be considered a criminal offense and subject to prosecution. 200-REGULATIONS: GSST MEMBERS
200.0 MEMBERSHIP
Membership in the GSST program shall be limited to the number of people that can be effectively supervised by the GSST Coordinator and/or designee(s). GSST working in areas other than field, will be supervised by that section supervisor and/or the Watch Commander. 201.0 CONDUCT
The conduct of the department GSST members shall be exemplary and conform to the standards set forth in this manual and the Guadalupe Police Department Policy Manual. At no time shall any GSST member bring discredit upon themselves or the Guadalupe Police Department. Each member shall read and sign a code of ethics.
202.0 COURTESY
Members shall exercise courtesy, compassion, respect, and consideration for the public in all their official duties. At no time are GSST members to engage in confrontation, verbal or otherwise, with members of the general public or other police staff in the performance of their duties. GSST members are required to act in a professional manner and not engage in officious, overbearing conduct. Such conduct will be grounds for termination or release.
203.0 OBEDIENCE
Members shall obey all laws of the United States and the State of California, all provisions of the City of Guadalupe Municipal Code, all Departmental regulations and the lawful order of any Department employee.
204.0 PERSONAL GROOMING
Members shall comply with departmental guidelines as set forth in the Guadalupe Police Department Policy Manual, unless otherwise directed by the GSST Coordinator, Watch Commander, or the Chief of Police.
205.0 MISUSE OF POSITION
GSST members shall not use their position or association with the Guadalupe Public Safety Department for the purpose of personal gain of any nature.
206.0 REWARDS AND GRATUITIES
GSST members shall not solicit or accept rewards or gratuities based on their association with the GSST program at any time. This shall include the acceptance of monies, merchandise, personal services, and admission to events or entertainment.
8 | Page
207.0 ALCOHOL AND DRUGS
Members shall not report for duty while under the influence of drugs or alcohol, nor with the smell of alcohol on their breath. GSST shall avoid all alcoholic beverages eight (8) hours prior to reporting for work.
208.0 CITY VEHICLE OPERATION
GSST members shall not operate city owned or maintained vehicles without the authorization of the on-duty Watch Commander and/or Department Head or his/her designee(s). The member must possess a current valid driver’s license.
209.0 USE OF PRIVATE VEHICLE
Members shall not use their personal vehicle for departmental business, unless specifically authorized by the Watch Commander and/or Department Head.
210.0 REPORTING FOR DUTY
Every GSST member reporting for duty shall report to the on-duty Watch Commander, Department Head or his/her designee, and get instructions on any unusual situations. Members shall report for duty promptly at the designated time and place with the necessary equipment and attire. When unable to do so, the member shall notify the Watch Commander, Department Head, GSST Coordinator, or the onduty Patrol Supervisor as soon as possible. 211.0 SHIFT DURATION/ TIMESHEETS
Members assigned to the GSST program may work up to an eight (8) hour shift, anytime between 0900 hours
and 1700 hours, on any day of the week. Members performing station duties or special assignments may work, as their schedule permits, at the discretion of their area supervisor. During major emergencies members may be asked to work longer hours.
GSST members shall keep track of their time worked and turn these time sheets in to the GSST Coordinator. (See attachment #B “GSST Time Sheet”)
212.0 ATTENDANCE- MEETINGS/TRAINING
Members shall attend all scheduled meetings and training unless excused in advance. Members excused from attending a particular meeting or training should contact the GSST Coordinator and get briefed on the meeting’s agenda.
213.0 COMPLETION OF REPORTS
All incident reports authored by members shall be turned in to the on-duty Watch Commander prior to the end of shift with a copy put in the GSST Coordinator’s box for his/her review. The Watch Commander will review these documents for thoroughness and accuracy and approve (or disapprove) the reports for distribution. In the event the report is returned for corrections, the member shall make the necessary corrections and resubmit the report for review, and subsequent distribution prior to going home for the day. (See attachment #C, “GSST Incident Report”) 214.0 INJURY ON DUTY
GSST members shall be provided all necessary emergency medical treatment for injuries received while on duty. GSST members shall immediately report any on-duty injury to the Watch Commander. An Employee Injury Report will be completed by the member’s supervisor and/or Department Head. GSST members are not covered under any city provided health plan and must provide their own coverage for 9 | Page
non-duty-related illness or injury. The only insurance or medical coverage available to GSST members is the City’s workers’ compensation coverage.
215.0 SERIOUS INJURY OR DEATH
Any incident in which a GSST member is seriously injured or killed while on-duty shall be reported as soon as possible to the Watch Commander, who shall contact the Chief of Police immediately. The GSST Coordinator shall be contacted as soon as possible. The Chief of Police, or his designee, shall make the appropriate notification to the member’s family and provide any required assistance. 300.0 UNIFORMS AND EQUIPMENT
301.0 UNIFORMS - GENERAL
Each member shall be required to wear and maintain the appropriate uniform when performing duties requiring police department identification while contacting the public and /or performing assigned duties. Uniforms will be clean and pressed prior to reporting for duty. All GSST uniforms shall be turned in to the GSST Coordinator or their designee immediately upon termination or dismissal. 302.0 GSST IN-PUBLIC UNIFORM
GSST in-public uniforms shall consist of the following:
CLASS A (Dress)
● Uniform polo shirt-light blue short/long sleeve with GSST patches ● Uniform pants - black with military creases
● Jacket- blue (optional)
● GPD issued GSST identification card
● Shoes- black boots or black tennis shoes (must be shined / cleaned) ● Belt - black
● Socks - black
● Hat - blue baseball hat with GSST emblem (optional)
CLASS B (Casual)
● TBD
SPECIAL ASSIGNMENT
Clothing for special assignments shall be at the discretion of the member’s supervisor in charge of the assignment.
303.0 UNIFORM DEVIATIONS
All GSST members shall wear uniforms while on duty. Uniforms shall not be worn off duty. GSST members requesting deviation of this policy shall obtain permission from the Chief of Police via the GSST Coordinator. GSST members will wear their identification badges while on duty or have the ID on their person at all times while on duty.
304.0 ADDITIONAL EQUIPMENT
Personal equipment used in connection with GSST member assignment(s) must meet the minimum standards of the Guadalupe Police Department and is the responsibility of the member. 10 | Page
305.0 LOST OR DAMAGED EQUIPMENT
Lost or damaged personal equipment, necessary for the job but not routinely supplied by the department, may be replaced or repaid by the city in accordance with the Department policy manual. 306.0 EQUIPMENT RESPONSIBILITY
Each member shall be responsible for all equipment assigned by the Department. Care shall be taken to keep the equipment in the best possible condition. Any lost or damaged equipment shall be reported to the Watch Commander on duty and the GSST Coordinator. Under normal conditions, no department equipment will be stored or appropriated by the members, either at home or at the department other than in their proper locations. Other employees must have access to this equipment as necessary. Specific permission must be obtained by the on-duty Watch Commander or the Department Head, for any deviations to normal procedures. Upon separation, resignation, termination, or retirement, all departmental equipment shall be promptly returned. This includes the ID card, uniform, keys, and any other equipment issued to the GSST member.
400.0 PATROL
401.0 PATROL GUIDELINES
Members can assist public safety personnel with field operations when requested. 402.0 VANDALISM/GRAFFITI
GSST members will be on alert for any vandalism or graffiti that occurs while in the performance of their duties. Graffiti will be called into the Public Safety Office before the end of shift. GSST will not contact vandalism or graffiti suspects but will call dispatch via radio for assistance. GSST will try to note descriptions of the suspects to assist officers.
406.0 OTHER DUTIES AS ASSIGNED
GSST may be called upon to assist in other departmental functions as requested or assigned. These may include, but are not limited to, traffic directions, found property processing (no weapons or drugs), parade crowd control, data entry, and any other duties as assigned and trained for. GSST may also be directed to pick up found property as requested by Dispatch or other Officers. This found property must be tagged and placed into the GPD property/evidence lockers. 407.0 VEHICLE AND EQUIPMENT INSPECTION
All members will inspect any equipment assigned to them prior to the start of their shift. All vehicles will be inspected to ensure all lighting and emergency equipment is functioning and/or in place.
Members will report any damage or malfunctions of their assigned vehicle immediately to the Watch Commander for documentation.
No member will operate any vehicle that is found to be unsafe or operating in an unusual manner.
Vehicles should be clean and neat prior to leaving the police parking lot. At the minimum, all windows and mirrors will be clean and unobstructed prior to leaving the parking lot. 408.0 FORMS AND REPORTS
Members will utilize the following forms on a regular basis and should insure sufficient amounts are on hand prior to beginning a patrol shift:
● GSST information cards
● Note pads and incident report forms
● Paper badges for the kids
11 | Page
All completed forms will be submitted for approval prior to the end of the shift. The Watch Commander will review the reports prior to distribution for completeness and accuracy. Any corrections will be completed by the GSST member responsible as soon as possible and resubmitted for approval and distribution. A copy of all reports will be placed in the GSST Coordinator’s box. GSST members are encouraged to keep a copy of all reports submitted for future reference and possible review prior to testifying in court.
409.0 RADIO COMMUNICATIONS/ CELLPHONE
The GSST uses regular departmental handheld and vehicle mounted radios. It is imperative that all GSST members understand and use correct radio procedures and codes to effectively communicate with Dispatch and other units. All radio communications should be brief and include all essential information.
Anytime a GSST member assigned to field work and/or is out of a vehicle, the handheld radio will be carried on the GSST’s person to facilitate a quick report to dispatch should an emergency occur.
Handheld radios will be placed into the
charger units in the office at the end of each shift.
All GSST members must pass a written test on radio codes and operational procedures prior to going out into the field. Any malfunctioning equipment will be tagged with a report identifying the problem.
12 | Page
Attachments
13 | Page
Attachment A
City of Guadalupe, California
GSST
4490 10th ST. Guadalupe, CA 93434
Phone: 805.343.2112 Fax: 805.343.1965
GSST PERFORMANCE EVALUATION
_________________________________________________ _____________ Last Name First Name MI Date
_________________________________________________ ______________ Position Date/Last Report
________________________ _______________ ______________ Length of Service with Dept. From To
PERFORMANCE STANDARDS ABOVE
STANDARD
MEETS
STANDARDS
SUBSTANDARD
1. Internal Relations
2. External Relations
3. Work Habits
4. Equipment Use and Maintenance
5. Technical Skills
6. Special Assignments
Performance Standard Comments:
_____________________________________________________________________________ _____________________________________________________________________________ _____________________________________________________________________________ _____________________________________________________________________________ _____________________________________________________________________________ GSST Member:
Department Head:
14 | Page
Attachment B
GUADALUPE POLICE DEPARTMENT
GSST TIME SHEET
NAME ________________________________MO./YR. ___________________ DATE ACTIVITY LOCATION # HOURS
TOTAL HRS: ________
15 | Page
Attachment C
Guadalupe Public Safety Department
GSST Incident Report
Date: Time:
GSST Member on Duty:
Incident Location:
Incident Reported:
Narrative:
Responding GPD Officer:
________________________________________________________________________ Disposition: ________________________________________________________________________ (GOA, HIF, Citation, Arrest, Other)
Other remarks: ________________________________________________________________________ GSST Signature (ID#): __________________________________________________ GSST Coordinator: ____________________________________________________ Supervising Officer: ____________________________________________________ 16 | Page
Attachment D
GUADALUPE PUBLIC SAFETY - GSST
TRAFFIC CONTROL LOG SHEET
Location:
Date / Time:
Incident Summary:
Guadalupe Department
of
Public Safety
Join the Guadalupe Safety Support Team Program!
To Apply, you must:
• Have a good moral character. Conviction of a felony is disqualifying. • Minimum age 16 years old.
• Pass a background and fingerprint check.
• Pass the Guadalupe Safety Support Team Academy.
• Be physically and emotionally able to perform the duties of the position. • Volunteer a minimum of eight hours a month.
• US Citizenship is NOT Required
The Guadalupe Safety Support Team and the Department of Public Safety are looking for citizens who want to serve the City of Guadalupe by getting training in a variety of skills including First Aid, CPR, and more; promoting public safety support activities and programs. Duties range from traffic control, assisting residents and public safety officials, clerical work, and checking on the welfare of elderly and/or disabled people.
FOR MORE INFORMATION, CALL:
(805) 343-2112
ATTACHMENT 3
GUADALUPE SAFETY SUPPORT TEAM APPLICATION
Print Name
Street Address City Zip Phone
Emergency Contact Name Relationship Phone
INDICATE AREAS OF INTEREST AND LIST SPECIAL SKILLS
If necessary, attach a separate sheet.
Traffic Control Translation (Spanish) Trade Skills (Electrical, Plumbing, etc.) Crowd Control Translation (Mixteco) Communications
Manual Labor (Lift 50 lbs.) Heavy Equipment Operation Computer Skills Clerical Duties Basic Needs Coordination Other:
Food Handler’s Certificate First Aid / CPR Certified
LIST HOURS AVAILABLE FOR VOLUNTEER SERVICES
Indicate AM or PM
Monday Friday
Tuesday Saturday
Wednesday Sunday
Thursday
I, the undersigned do hereby understand and agree that my only recourse and my only protection from any form of injury arising out of my activities as a Safety Support Team Volunteer with the City of Guadalupe shall be those through and from the Worker's Compensation Program, as adopted by the City of Guadalupe, and, do hereby, further specifically waive any and all other rights, claims or liability against the City, its officers, agents or employees from or on account of any injury suffered by me arising out of or in any way connected with my participation in the Guadalupe Safety Support Team Volunteer Program of the City. I further understand and agree that I am not an employee and that I provide volunteer service at the City’s will.
I DO NOT have any conditions (physical or other) that would limit my ability to perform my duties with the GSST.
Applicants Signature Date
If applicant is a minor, a parent or legal guardian must sign and below.
Parent/Guardian Signature Date
OPPOSITE SIDE TO BE COMPLETED BY DEPARTMENT
to
to
to
to
to
to
to
ATTACHMENT 4
To be completed by Division Manager/Department Head
List specific tasks volunteer will perform (list equipment, material, potential hazards, etc.)
1. 6.
Location(s) volunteer will be assigned.
1. _________________________________
2. __________________________________
3. __________________________________
Name and classification of volunteer’s immediate supervisor:
___________________________________________
Start Date:
Expected duration of assignment:
Reviewed By: Management Team Date
Approved By:
Department Head / Director of Public Safety Date
Forward a copy of the completed application to the Department Manager and Human Resources Manager.
2. 7.
3. 8.
4. 9.
5. 10.
GUADALUPE SAFETY
SUPPORT TEAM ACADEMY
2024
Guadalupe
Department of Public Safety
Police, Fire, & Emergency Preparedness
ATTACHMENT 5
GSST: Team Members
Eligibility Requirements
• Age 16 and older
• No arrest record (minor traffic violations excluded)
• Participants must be willing to complete at least 80
percent of the training classes.
MISSION STATEMENT
The Guadalupe Safety Support Team (GSST)
provides assistance to the community of
Guadalupe.
ACADEMY SYNOPSIS
• Guadalupe Safety Support Team (GSST) Academy is a
program designed to acquaint civilians with their local public safety departments, Fire, Police, and Emergency
Preparedness.
• It provides community members with basic training with police, fire, and emergency preparedness and provides an opportunity to assist the community with these tools
under the direction of the City of Guadalupe’s
Department of Public Safety.
GSST ACADEMY
TRAINING MODULES
• Leadership Training
• Cultural Competency
• Community Emergency Response Team (C.E.R.T) training
• First Aid, AED, CPR
• Psychological First Aid
• Check the Welfare / Senior Assistance Program
• Communication Skills
• Chain of Command
• Ride Along Protocols
• School Safety and Response
• Emergency Operations Center (EOC) Training
• Departmental Facility Tours
• Traffic Control
• Emergency Scenarios and Responses
• Fire Safety and Fire Extinguisher Training
• Communications -Apps/ Everbridge
• Radio Procedures and Operations
• Special Events Training (Parades)
• Office Operations
• General Evacuation Procedures and Response
• Active Shooter Procedures and Response
• PPE (Personal Protection Equipment)
GSST ACADEMY
TRAINING MODULES
(CONTINUED)
GSST ACADEMY
COURSE OUTLINE
• Ten (10) total academy sessions, consisting of
five two-hour classes.
• A 36-hour C.E.R.T. Training Course in Community
Emergency Response Training.
Questions?
Agenda Item No. 15
REPORT TO THE GUADALUPE CITY COUNCIL
Agenda of January 23, 2024
__________________________________ _____________________________ Prepared by: Approved by:
Tom Brandeberry, Project Manager Todd Bodem, City Administrator SUBJECT: Request the Council fund the startup cost for the City nonprofit and review some of the most important rules for create the nonprofit’s Bylaws.
RECOMMENDATION:
It is recommended that the City Council adopt Resolution No. 2024-11 approving the startup funding of the nonprofit and review the important draft bylaws for comments before staff begin the work with the nonprofit attorney to start the incorporation process.
BACKGROUND:
The City Council has approved many steps to bring the Royal Theatre to historic status, to bring the theatre to shovel ready status, and to apply for funding from both the Economic Development Administration (EDA) and the State Legislative budget process, which was approved and administrated via the California Arts Council (CAC). The City was successful in obtaining funding for the construction phase of the project from the federal Economic Development Administration (EDA) in the amount of $4,889,121. Additional funding was received as part of the 2021/22 State Budget and the City has received $5M from the California Arts Council.
The project, for the complete design, has a financial gap, at approximately $3 million. This is based on an estimate of what the construction bid will come in at, using the high estimate. Therefore, the City staff, with council’s prior approval have been working with tax credit attorney and tax credit consultant to apply for both Federal Historic Tax Credits (HTC) and New Market Tax Credits (NMTC) to fill the remaining gap in funding.
DISCUSSION:
The City is unable to accept tax credit investments directly under both the HTC and NMTC programs.
Additionally, each type of tax credits requires different type of entities to accept tax credits investments. HTC requires that the entity be a for-profit while the NMTC requires the entity be a nonprofit. Also, while the City can create a nonprofit, it has been determined that the City cannot create a Limited Liability Corporation (LLC) or any other form of for profit corporation. To be able to apply for both tax credit programs, the City must create a nonprofit to accept NMTC, and the nonprofit would create a for profit LLC to accept HTC. In doing this process, the City could receive anywhere from $4M to $5M in tax credits from both tax credit allocations for use in the Tom Brandeberry
rehabilitation of the Royal Theatre, new construction of the three-story performing art center, the amphitheater, and the plaza and possible fund reserves.
To start this process City staff asked the Council for authorization to create a City nonprofit, at the January 9, 2024 Council meeting, and to hire a nonprofit attorney (Thomas Wrobel) to complete the incorporation process and to apply for IRS nonprofit status. At that same meeting City staff indicated they would return to the Council to review the basic rules that would become part of the by-laws for the nonprofit.
As discussed at the January 9, 2024, Council meeting, one requirement of the NMTC program is the City cannot control the nonprofit, meaning, for example, if the nonprofit has five Board of Director, only two may be from the City (staff or Council members). This only applies during the period of investment (7 years). Some of the following rules are there to give the City some other types of control to address the limitation of control with Board of Directors.
The following nonprofit policies (draft bylaws) were developed in a meeting with Todd Bodem, Mayor Julian, and Thomas Brandeberry. Input from Robert Cowan (Tax Credit Attorney) and the City Attorney were also used for these rules.
Mission Statement
“We serve the residents and businesses of Guadalupe through community support and economic development activities based on identified community needs and in partnership with the City of Guadalupe.”
Board Composition
• The minimum Board members will be 5 and the maximum 7. City representation being less than 50% (2 or 3).
• Three of the Board of Directors will also fill the three officer positions: President, Treasurer, and Secretary. The President will be the Mayor of Guadalupe, and the Treasurer will be the Finance Director of the City of Guadalupe.
• The Initial Board of Directors for the nonprofit will be 5 members. The three remaining members will come from community groups and require Council approval. The potential community groups that will nominate a member to be presented to the City Council can come from:
o Guadalupe Business Association (GBA)
o The Guadalupe Union School District
o Nonprofits that provide services to Guadalupe
Corporate Office
The nonprofit will use 4545 10th Street (Senior Center), using the vacated Los Amigos de Guadalupe office, as the nonprofit’s official address (needed for incorporation requirements and a place for future staff). A lease will be developed. It is assumed that at a future date the nonprofit will hire paid staff, showing a separation between the City and the nonprofit Initial Board Members/Officers
In order to commence the incorporation process, it is necessary to have the officers identified. The person serving as the president may not serve in any other capacity, but the secretary and treasurer positions may be held by the same persons. To have persons sitting in these board positions for the purpose of signing documents and completing the initial incorporation process (open a bank account, as example), the appointment of two members to serve as officers are proposed to be:
President: Ariston Julian
Secretary/Treasurer: Janice Davis
Miscellaneous
• Fiscal Year will be July to June
• Annual Meeting: Last week in January
• Board of Directors will serve two-year terms
Funding
The City staff are requesting an award of $10,000 to support the nonprofit startup. These funds would be reimbursed if the City is successful in attracting tax credit investors. The funds would be used for general startup costs (web site development, for example) and allow the nonprofit to start a bank account, which will be needed for accepting investment funds, paying operating costs, and for bookkeeping, accounting purposes.
FISCAL IMPACT:
With the Council’s approves the $10,000 startup funds for the nonprofit the funds could be reimburse if the City is successful in recruiting MNTC investors.
ATTACHMENTS:
1. Resolution No. 2024-11
RESOLUTION NO. 2024-11
A RESOLUTION OF THE CITY COUNCIL OF THE CITY GUADALUPE APPROVING STARTUP FUNDING IN THE AMOUNT OF $10,000 FOR THE APPROVED CITY NONPROFIT CORPORATION AND APPROVE THE
APPOINTMENT OF THE PRESIDENT AND TREASURER/SECRETARY FOR THE PURPOSES OF THE NONPROFIT INCORPORATION PROCESS.
WHEREAS, the Royal Theatre Renovation Project will require additional funding; and WHEREAS, the City, with Council approval, has hired a tax consultant and tax attorney to apply for Historic Tax Credits (HTC) and New Market Tax Credits (NMTC) to fill the gap in funding; and WHEREAS, the City cannot directly receive either the HTC or NMTC investment in the Royal Theatre; and WHEREAS, the City authorized the creation of a City nonprofit corporation which would be able to accept NMTC funding; and
WHEREAS, this nonprofit in turn is empowered to create a for profit Limited Liability Corporation (LLC) to accept HTC investments; and
WHEREAS, the City staff have presented some of the important bylaws for the Council’s review and comments; and
WHEREAS, the City is recommending the appointment of Mayor Julian as the President of the City nonprofit; and
WHEREAS, the City is recommending the appointment of Finance Director, Janice Davis as the nonprofit’s Treasurer and Secretary of the City Nonprofit; and WHEREAS, the City is requesting $10,000, as startup funding for the nonprofit corporation.
NOW, THEREFORE, BE IT RESOLVED, by the City Council of the City of Guadalupe as follows:
SECTION 1: The funding of $10,000 will be provided as startup costs for the formation of a nonprofit corporation to serve the residents and business of Guadalupe through community support and economic development activities based on identified community needs and in partnership with the City; and
SECTION 2: That the Mayor is hereby appointed to the Nonprofit Board as the President; and SECTION 3: That the Finance Director is hereby appointed to the Nonprofit Board as the both the Treasurer and Secretary; and
SECTION 5: The City Clerk is hereby authorized to make minor changes herein to address clerical errors, so long as substantial conformance of the intent of this document is maintained. In doing ATTACHMENT 1
so, the City Clerk shall consult with the City Administrator and City Attorney concerning any changes deemed necessary.
PASSED, APPROVED AND ADOPTED at a regular meeting on the 23rd day of January 2024 by the following vote:
MOTION:
AYES:
NOES:
ABSENT:
ABSTAINED:
I, Amelia M. Villegas, City Clerk of the City of Guadalupe DO HEREBY CERTIFY that the foregoing Resolution, being Resolution No. 2024-11, has been duly signed by the Mayor and attested by the City Clerk, all at a regular meeting of the City Council, held January 23, 2024, and that same was approved and adopted.
ATTEST:
______________________________ ____________________________________ Amelia M. Villegas, City Clerk Ariston Julian, Mayor
APPROVED AS TO FORM:
______________________________
Philip F. Sinco, City Attorney