MINUTES
City of Guadalupe
Regular Meeting of the Guadalupe City Council
Tuesday, October 22, 2024, at 6:00 pm
City Hall, 918 Obispo Street, Council Chambers
1. ROLL CALL:
Council Member Christina Hernandez
Council Member Gilbert Robles
Council Member Whitney Furness
Mayor Pro Tempore Eugene Costa Jr.
Mayor Ariston Julian
Mayor Julian called the meeting to order at 6:00 p.m. All members were present. (Note: The abbreviation, "CM" for "Council Member", will be used in these minutes.)
2. PLEDGE OF ALLEGIANCE
3. MOMENT OF THANKS, APPRECIATION OR CONDOLENCES.
There were no comments made.
4. AGENDA REVIEW
There were no changes made to the agenda.
5. CEREMONIAL CALENDAR
A. Oath of Office - Rudy Alvara, Police Officer
Officer Alvara said, "First and foremost, / want to thank God for this opportunity. I want to thank my family for coming. I want to thank the City of Guadalupe and Chief Cash for this opportunity. I look forward to working in this fine city."
B. Michael Kuhbander - Guadalupe Police Officer of the Year Chief Cash said, "It is my honor to present to Officer Michael Kuhbander, the Santa Maria Elks Lodge #1538, the 52nd Law Enforcement Appreciation Officer of the Year. We were not able to present this to Michael at the dinner because he was sick. He has shown himself to be a fine example of what we have put forth as officers... community relations. He's a retired Sheriff, but we won't hold that against him. His knowledge, experience, and the way he handles his work has been an absolute god send for October 22, 2024 City of Guadalupe Council Meeting Minutes Page 1 of 18 us in the department. And his leadership with our younger officers in the department has been really great. I'd like to say thank you, and this is well deserved." Officer Kuhbander said, "It's great to be here. I just hit three (3) years with Guadalupe now...thoroughly enjoying my time. I was only planning on being here for 3-4 years, but I think I'll be here for a while. Thank you."
6. COMMUNITY PARTICIPATION FORUM
There were no requests to speak or written communication to be read.
7. CONSENT CALENDAR (A-G)
The following items are presented for City Council approval without discussion as a single agenda item in order to expedite the meeting. Should a Council Member wish to discuss or disapprove an item, it must be dropped from the blanket motion of approval and considered as a separate item.
A. Waive the reading in full of all Ordinances and Resolutions. Ordinances on the Consent Calendar will be adopted by the same vote cast as the first meeting unless City Council indicates otherwise.
Approve payment of warrants for the period ending October 11, 2024.
C. Approve the Minutes of the City Council regular meeting of October 8, 2024.
D. Adoption of Guadalupe/SMOOTH Drug and Alcohol Testing Program Manual.
E. Adopt Resolution No. 2024-62 authorizing the City to enter into an agreement with Mr.
William Bill Scott for independent planning services.
Adopt Resolution No. 2024-63 authorizing the City to enter into an agreement with Mr. Larry Appel, Integrity Planning for planning services commencing on January 1, 2025.
G. Adopt Resolution No. 2024-64 authorizing the City to enter into a three-year agreement with Eikhof Design Group, Inc. for professional City Engineering services.
No items were pulled. Motion was made by Council Member Hernandez and seconded by Council Member Furness to approve the full Consent Calendar. 5-0 Motion passed.
MANAGEMENT REPORTS
8. CITY ADMINISTRATOR: (Information Only)
A. City Administrator's report for October 22, 2024
Mr. Bodem mentioned that the City is up for another utility rate study. He will be going out for quotations to hire a financial services firm to complete this study. This relates to Proposition 218.
More information will be forthcoming in the coming months.
October 22, 2024 City of Guadalupe Council Meeting Minutes Page 2 of 18 CM Costa, Jr. asked, "What's happening on the project for the wastewater treatment plant?" Mr.
Bodem said, "It's going out for study now. It'll be quite some time to go through pros and cons and analysis to see if pushing it to Santa Maria or..." CM Costa, Jr. interjected and said, "No, what was approved at the last meeting, the project that Jeff (van den Eikhof) talked about?" Mr. Bodem then said, "Oh, that project. I can check on it and let you know." CM Robles asked, "Can you give us an update on the electric bus?" Mr. Bodem said, "No real update.
It's parked now, and we took the insurance off of it."
9. DIRECTOR OF PUBLIC SAFETY: (Information Only)
A. Director of Public Safety report for October 22, 2024 Chief Cash reported on the following:
We received a grant from the California Office of Traffic Safety for $57,000 for a DUI Saturation Patrol Enforcement Program and DUl equipment and radars. Working with Santa Maria Police Department and the CHP. This is timely since we had a situation at 11th Street, which was a DUI.
Then the one at Main & Pioneer, which was also a DUI. That person is still in the hospital in critical condition. All that was alcohol related.
School Traffic Safety Project: partnering with Mary Buren Elementary School to improve safety for all. Street delineators were installed in the 1000 block of Peralta to prevent illegal U-turns which are a traffic hazard during the school drop-off period. This trial period has been going outstandingly well.
I met with the principal again this afternoon to get feedback from her and students. Parents and teachers feel that it's very safe now. So, thank you for the leadership on that, Mr. Mayor, and school board members who were there, and Todd. So far, it's decreased use of police staff. We're monitoring it now and working with the crossing guard. We're very happy with that. (Note: Statistical reports for Police, Fire and Code Compliance can be viewed by going to the City website at www.cityofguadalupe.orq)
B. Police Department report for September 2024
C. Fire Department report for September 2024
I'm not sure if the check is here yet, but we received a reimbursement from the State of almost $100,000 for mutual aid. This was for the Park Fire Wildland mutual aid response.
D. Code Compliance report for September 2024
On the subject of traffic safety at Mary Buren, Mayor Julian said, "One of the things Dr. Handall... find an individual in terms of the crossing guard. What's the status on that?" Chief Cash said, "He's not been able to find any school personnel who are willing to do for only one (1) hour." The mayor then said, "I hear one of the bus drivers wants to do it." Chief Cash said, "We were hoping so. It's hard to find him right after school. He kind of disappears. If we could find someone who could October 22, 2024 City of Guadalupe Council Meeting Minutes Page 3 of 18 do an hour, that would help a lot on 11th Street, because we're trying to get a better understanding before Escalante Meadows opens. That's going to have a major impact. If we can get the school situation really under control, then we can divert our attention there... not only vehicle but pedestrian traffic."
Mayor Julian asked, "What about the training of the individual who's there now? Are you working with that person?" Chief Cash said, "We can't do the training, because they don't work for us. The only people who are allowed to be in the street to direct traffic is going to be an employee for us, for the City, and has to be trained by the Police Department. That liability is going to rest on the City.
So, since that person doesn't work for us, we can't do that...unless, I can ask her, does she want to do one hour. We'll work with Human Resources to see if that's feasible." The mayor then said, "I stopped by there one time when it just first transitioned. People were coming from the Mary Buren side, going across Peralta Street, parents, and then going back across 11th Street. That one individual was going across and allowing parents to cross Peralta Street and stopping traffic going across while there were probably ten cars trying to go on to 11th Street. Has that improved?" Chief Cash said, "It's helped, because we have people not making U-turns. But I've spoken to her, but she says she takes direction from the company she's employed with. Sometimes there only one (1) person going through. There's a lot of traffic that's stopped. If I'm out there, we'll do traffic control. But, then, we're obligated there, and we don't have resources for the rest of the city. It's like a double-edged sword. If we can get someone, we can train." The mayor said, "So, she says she's taking direction from the company when it comes to safety. What do we know about their training that individual, not just safety, but transitioning from one side of the street to the other? If you're stopping traffic... we saw this. They were parents, they weren't kids...parents coming from Mary Buren crossing Peralta, stopping traffic. To me, wait and keep the parents on that side, group up. There were about three (3) parents waiting there. Then let the cars exit."
Chief Cash hesitantly said, 'It's one of those things where you kind of get what you pay for. Nice way to sort of say it, and I think It was a low bid to get the company that is working there." Mayor Julian said, "I'm not saying anything against her. It's the training." Chief Cash said, "Well, it's part of the training. I can talk to Ms. Fox (principal). She has a couple of good people there. Then you have some others who aren't as diligent in doing the job."
The mayor then asked, "Is there more than one (1) person..." Chief said, "At that intersection, there's only one (1). Then you go back to 10th & Peralta, there's a crossing guard. We have to make sure he gets up off the ground and pays attention half the time. He likes to watch his phone. I've brought those issues up, and they're trying to work with me on it." They mayor said, "As long as it's improving day-by-day...you can ask Gene about that. He'll tell us the truth." CH Hernandez also asked, "Can you help me understand the stats on code compliance cases. How do they start off? Does a case first start off as code compliance or code enforcement?" Chief Cash said, "It's really the same. The only things we've changed...in the past, we would send a letter to comply. If you didn't comply within 30 days, we'd send you another letter. We'd do that three (3) times. We cut that out and just send one (1) letter. You either get it done, or we'll work with our city attorney to have a hearing officer deal with it. We usually work through complaints unless we see it.
October 22, 2024 City of Guadalupe Council Meeting Minutes Page 4 of 18 But we work very well with our street division. If they see stuff, they report to us, take a picture, and clean it off. We'll still send a letter for the cost."
CM Hernandez had another question. She asked, "There are different numbers for Code Enforcement Cases on '9D' and Code Compliance Cases. One says 'zero' and the other says '2'. So, I was just curious. Is there a different process? What does that process look like? Does it start off with our compliance officer or with Fire? What does that look like?" Chief Cash said, "The way that works is that Fire.../ apologize for the nomenclature here. Fire would do house numbers, weeds, trash...something that might start a fire if you don't clean up your yard. Code Compliance deals with structures, cars that have been parked, etc. That's the difference. Fire does some code compliance aspects, and then we have Josue doing other code compliance aspects.
Chief Cash questioned number differences. CM Hernandez said, "For example, for Code Compliance cases, one shows '2' year-to-date, and the other, Code Enforcement shows 'zero'. I was curious if they should match or not match or are they two different things?" Chief Cash said, "Those sometimes are only if we have cases." CM Hernandez then said, "I was just curious. Fire has '2' for year-to-date." Chief Cash then said, "They're working different things because of what they see. For example, we just had the 261 Tognazzini case where that place had been boarded up. Fire was out there doing inspections and saw the back door had been broken off...like someone had been in there. So, we sent that over to the city attorney. Now, that could be listed under 'Fire' as a 'code compliance' aspect, because we're doing work on it. But it might not necessarily be listed under 'Code Compliance Officer', because he's not working on that project."
Chief Cash clarified that if an issue is cleaned up right away, as opposed to it being long-term, it wouldn't be shown as a 'case', on the monthly report as we'd only be building numbers.
REGULAR BUSINESS
10. ARPA Allocation of Funds.
Written report: Janice Davis, Finance Director
Recommendation: That the City Council review requested changes to the American Rescue Plan Act (ARPA) allocation previously approved at the June 11, 2024, Council meeting.
Ms. Davis gave a brief background on this item. In a City Council meeting on June 11, 2024, the FY 24/25 budget was approved as were the allocation of ARPA (American Rescue Plan Act) funds. Part of the ARPA funds were allocated to fixing the roof and walls at City Hall. She said that under Section 6 of Resolution No. 2024-38 which had been approved on June11, 2024, the City Administrator could have made the changes but wanted to bring this to the City Council.
Ms. Davis mentioned that $820,988 needs to be spent by December 31, 2024. Then she noted an adjustment of $78,719, bringing the total to $899,707 which needs to be obligated/spent by year- end. Any funds that remain unobligated after the December 2024 deadline must be returned to the Department of the Treasury. She said that items listed as having funds already allocated have to do with parks and recreation, building maintenance and items needed to do work at the parks.
Then Ms. Davis addressed the Council asking were they would like to start the discussion. Mayor Julian asked, "Pulling ARPA fund for roof and walls. Do we have other monies to do that work?" (Ms.
October 22, 2024 City of Guadalupe Council Meeting Minutes Page 5 of 18 Davis said, "Yes.") First of all, the bid process would take a lot of time to do, and you wouldn't be able to spend the money. And we have state money to actually provide that." Ms. Davis said, , "The $1.1million? For the roof, yes, we still have that, and there's no deadline for that. The deadline for Covid, they're closing everything out. This is one of those things that I'd have to have obligated which means a contract, a P.O., or the money is spent by December 31, 2024." CM Furness said, "Put in a new scoreboard in the auditorium. We talked about that before. I don't see that on the list here. Is that something we can have?" Mr. Bodem said that there are remaining monies. We can always shift things around and not accept some of these, but there is a remaining balance." Ms. Davis asked for clarification on the scoreboard for the auditorium. Mayor Julian said that the scoreboard has been down for a long time. CM Furness said, "I feel very passionate about that one."
CM Furness also asked about the outside basketball court at City Hall and putting new hoops. Mr.
Bodem replied, "There are monies for asphalt repair, repairing and restriping. I think the hoops are fine, but we could use the remaining balance, if we need to do that." Ms. Barajas added, "We have to add hoops. We have the backboards." Mr. Bodem said that during Covid, the hoops were taken down. CM Furness said, "So, the repaving is on this list." Both Mr. Bodem and Ms. Davis confirmed the repaving is on the list.
At this point, Ms. Davis went through a list of 30+ recommended items for use of the $899,707, showing name of the item, estimated dollar amount, and rationale. These recommended items ranged from a low of $1,000 for a desk for public works to a high of $80,000 for a utility truck for Building Maintenance. The City must have these items obligated, meaning projects, purchases, etc. under contract, spent, or on a P.O. (purchase order) or else funds need to be returned to the Department of Treasury.
Allocated funds for a mower for Parks and Recreation and a heated power washer in the amounts of $20,000 and $3,875, respectively, were brought up for discussion. There were no objections noted.
The amount of $49,500 was allocated for sewer service line repairs on men's room and Fire Department side. Mayor Julian said, "The women's bathroom doesn't have that problem. It's only this side." Ms. Davis said, "We started having problems on this side, but the main issue which we can say we can cover with this fund is the men's side... which is needed the most." CM Hernandez said, "When I worked the free concerts/events before, I remember that the men's restroom was always plugged. We'd have to pay for a plumber to come and service it. How many times are we having a problem?" Mr. Bodem said, "I'd say about 5-6 times a year." CM Hernandez then asked, "For the women's restroom, you're not seeing problems?" Mr. Bodem said, "No, the issue is more on the men's side. The problems are in the pipes, too." Mayor Julian said, "Women's restroom... women need more facilities than men. There's one point that we really need to fix those restrooms. You're talking about $200,000 just for each restroom." Ms. Davis then said, "We just need to keep things at a minimum. We can't do anything that's going to have a contract..." The mayor said, "Yeah, having to go out to bid." Mr. Bodem said, "But we can get a core service line in, that could be added later. It's really from the building to the street." October 22, 2024 City of Guadalupe Council Meeting Minutes Page 6 of 18 Ms. Davis said, "The waterline replacement at City Hall item for $9,835Jaime (Vidales, Water Department Supervisor) got that quote. We need to keep at minimum. The waterline's not in regulation." Mr. Bodem said, "It's less expensive."
On the two (2) items for irrigation at O'Connell Park, one was for $49,500 and the other for $6,000, for a total of $55,500. Mayor Julian said, "The barbecue area..irrigate that whole area. Need to specify here. That whole area is dirt. The playground and barbecue area needs to be irrigated. The field itself needs a little help, but this is a big one. We need grass there, as opposed to dirt and weeds."
The mayor then said, "The $6,000, Christina knows about this...we planted 16 trees. What happens is the drip system, only a light line...gophers love it. They just chewed the heck out of it. Of the 16 trees planted, there are probably 4 or 5 of them that are dead already because of lack of water. For a community that should be thriving on the environment, we should have more trees in that area. A lot of people walk through that area. There was a run there this weekend. Would be nice to get that area irrigated to have it look better than it does now." A question was raised on the $80,000 allocated for a utility truck. Mr. Bodem said, "It's a utility truck with a tool box. It's like a 'garage on a truck'. It's fully loaded." An amount of $6,000 was allocated for picnic tables at O'Connell Park. Mayor Julian said, "They're originals. They're wooden tops." Ms. Davis said, "I think the plan is to get something like those at Le Roy Park. They're more durable and easier to clean."
CM Hernandez questioned the $5,000 allocated for two (2) generators for building maintenance and recreation. She wanted to know where they would be located. Ms. Davis said that they're portable generators. Flood lights for $5,000 were briefly discussed noting they also are portable and can be located where needed.
Mir. Bodem again made a comment that once we get quotes on various items, adjustments may need to be made. He also said that In the resolution, the City Administrator can adjust amounts.
The next item on the list was $7,500 for a Spanish/Mixteco interpreting system. CM Furness asked for more information. Mr. Bodem said, "Headphones that would translate." Mayor Julian said, "The school actually has a contractor... that's all he does. The system is more flexible than hiring someone.
One of the issues, like in Santa Maria, is that they set that aside...a lot of people don't show up. If we have an event where Spanish speaking translation is important...it's always important. We'd have the ability to do that." Ms. Davis added that this system was already on the list as previously approved.
There was some discussion on the recommended funds for paving cement curb area at the Senior Center. CM Robles said, "You can put my initials on this. For 3.5 years of running the Food Bank distribution there, you got a little section done around two (2) years ago, but we needed more. When we're running those pallets out, we have grass that's bad...three (3) inches probably higher than the concrete. That's much needed and about time." Ms. Davis said, "There is a quote higher than what we put in here. We put $15,000. This is just one quote." CM Robles felt that the cost should be less.
October 22, 2024 City of Guadalupe Council Meeting Minutes Page 7 of 18 Slurry seal at four locations: O'Connell Park, Veterans Hall, Senior Center curb and courtyard.
Allocated funds were $16,000 for each location. After some discussion, there were no objections noted.
For a new basketball rim lift in the city auditorium, $49,500 was allocated. Mr. Bodem said, "This is in the auditorium. This is the apparatus in the auditorium that pulls the rims. They're like 3,000 pounds each. Replace what's there with a motor lift pully system." CM Robles added, "I think those may be from around 1982." The mayor said, "It probably was a little later for the actual lift. It's been awhile. It's been used quite heavily."
Ms. Davis asked, "Do you know how much a scoreboard actually costs?" Mayor Julian said, "They're pretty reasonable now. I'd stick $5,000 in there." Ms. Barajas said, "Dignity might want to donate and can have their name on it." The mayor said that the current scoreboard in the auditorium was donated by Puritan Ice.
CM Hernandez asked about having one (1) or two (2) lights at O'Connell Park. She said, "Kids are out there practicing...people are driving." Ms. Davis wondered about the ability to have lights there.
Mayor Julian said, "if there are lights there, people will park there." CM Robles added, "We can't have lights because of coastal zone issues." Mayor Julian said, "That was when we were looking at lighting the football field. No way can you have a lighted football field in a coastal zone. Although Pismo Beach has nothing but lights there. But I think it's worth looking into...but there's a double- edged sword there. If you have lights there, people will go there at night. They park there now in the dark and drink."
CM Robles' question to Chief Cash was, "Would park be safer if there are lights there, or maybe around the perimeter of the park?" Chief Cash said, "Yes, but / would continue with our acquisition of our surveillance cameras. So, if you're going to add the lighting, I think that would be the smart thing to do to also have the cameras to assist Parks & Recreation with safety and assist us when we're not there. At least we could view things."
Mayor Julian said, "One other thing, too, with the double-edged sword, is that normally parks are open from dawn to dusk. With football, they bring their own power when they're practicing for the playoffs. So, we need to look at that. Because if you have lights there...of course, again, they go there anyway. People go and drink...if you have lights, it encourages people to park there." CM Hernandez then asked, "Do the lights at Le Roy Park ever close?" Ms. Barajas said, "I think it's timed...when it gets dark, they turn on, and when it's light, they turn off." CM Hernandez asked if there were any concerns at Le Roy Park. Chief Cash said, "There's a camera in the station to monitor, plus I have it on my phone. So, I get to monitor..so, if I get any calls or we don't, we can check it.
There are no issues at Le Roy Park. The only issues we had at O'Connell was the area by the trash can where they would drink. But we can view that now. We really haven't had any issues. But we've had a couple people in the park...but that's been in the daytime, the arrests that we made. When kids are playing, parents have been very vocal about calling us. We get some people who come there for maybe their lunch break or are there in the middle of the day, and they're drinking in their car.
So, parents will call us up. We've been pretty much taking care of that issue." Mayor Julian said, "There's a sign that says, 'No Alcohol'." There were no comments to what Mayor Julian said about the sign.
October 22, 2024 City of Guadalupe Council Meeting Minutes Page 8 of 18 Mr. Bodem asked, "Are you just talking about standard lights, scans of lights?" CM Robles asked, "Like accent lighting, like so many lights around the perimeter of the park, or maybe the parking lot? I just think it would be more of a deterrent than just having jet black, blacked out parking. Even if it was set on timer." Chief Cash said, "Like we do at Le Roy which works really well. There's not a lot of traffic, but we've had a few families after dusk out there. The park is a little more than it used to be." CM Robles, "Not entirely to light up the whole area. Something as far as accenting, maybe 20-foot LEDs on the walkways and parking lot." Chief Cash said, "Not the grass area, as far as the field," Both Mayor Julian and CM Robles said, "No, not the field." Chief Cash then asked, "But the other bathroom?" The mayor said that that is on something... from dusk to dawn.
Ms. Barajas added, "We recently purchased solar lights for one of our parks. They're big. They look like a street light...like the top of the pole, it looks like a street light. A two-pack is around $200+.
They're completely solar and can be clamped on to any pre-existing poles. You can install them immediately. I'm not sure if you want to consider that as an option. Solar is kind of nice, cheap, and can be sort of a starting point." The mayor asked, "You say you've purchased one?" Ms. Barajas said, "I purchased four (4) total that will be put at Paco Park. They're completely solar. You won't have to worry about any electrical, any cables or anything, and you can attach them wherever you want them to be. The solar lights will be installed at Paco Park before the end of the year." CM Furness asked, "Paco Park? Anything to do with the basketball court there?" Ms. Barajas said that if we could get the necessary equipment, like the power sprayer, we can work on all sorts of things there." The mayor said, "At Paco Park, landscaping-wise, it looks okay, but the graffiti is... you might as well paint it blue...the sidewalk...it's pretty bad. There was a mural, but it was painted over." The mayor went back to saying that solar lights should be on the list for O'Connell Park.
Monies were allocated for a utility trailer for building maintenance storage of equipment and recreation storage. The amount was for $60,000. CM Hernandez questioned where this utility trailer would be located. The mayor said, "On Pioneer Street, the old tank is gone. Some discussion before was storing the trailer there. But the concern was that it would get vandalized if put there...most likely it would be located in the service area."
The next item was an aerator for $7,000. Mr. Bodem said, "That's like at a golf course where it's used to take chunks of dirt out of the ground." The mayor said, "Once it's packed.." CM Robles added, "Once you compact the soil, you need to water at 3 inches, 2.5 inches. What that does is it actually puts plugs in the soil so you can put water and fertilizer down there. It breaks it up, too." Monies for an auger for $4,000 was approved for the list.
The $3,000 allocated for twenty (20) 6' tables and thirty (30) chairs for the city auditorium/gym as well as $1,500 for fifteen (15) 6' tables for the Senior Center were discussed. Mayor Julian said, "The rationale for the 20 additional tables for here is when we had our school reunion, we had to bring all the tables from the Veterans Hall here. The tables were needed to accommodate the people who were here. If we rent the place out, we could charge $2 per table, instead of them having to go elsewhere to get tables and chairs."
They mayor continued saying, "At the Senior Center, one of the rooms, a little room on the side, was refurbished with a television there and is now being used as a senior lounge, an area to have classes.
October 22, 2024 City of Guadalupe Council Meeting Minutes Page 9 of 18 The goal, the tables that are in there now, those were donated by a retirement community in San Luis Obispo. They're hard to move around. The chairs were donated by Hometown Buffet. They're still functional. I think it's just tables needed. The Hancock Board Meeting. Did anyone go? Annis, do you know anything about that?" Ms. Barajas said, "They said it went really well. They thanked the Recreation Department. One of our maintenance staff closed up for them. They said it went smoothly, and they liked the new room." The mayor said that the room is really cool.
Ms. Barajas said, "Tables and chairs. The maximum capacity for the city auditorium is 240 seated.
The reason we have a certain amount of tables and chairs is when people rent, we make sure we don't try to have more than 240 seated. I know people like extra tables for serving and things like that. It's just a matter of making sure that we don't have more tables and chairs than the limit of people that should be in there, per the Fire Department." The mayor asked how many tables and chairs were there now. Ms. Barajas said, "We have enough tables and chairs for the 240 limit." CM Robles asked, "You'd need extra for serving. Maybe a few more tables...maybe five (5)." Ms. Barajas said, "Yes, maybe a more minimal amount." Mayor Julian said, "You have serving...a lot of time they have raffle tables and other things." Ms. Barajas said, "The thing about charging people for tables and chairs is that they'll just go over to Delfino (local supplier) and rent from him. I think it's fifty cents a chair there. " The mayor said, "My concern isn't that. If we have it here, instead of, again, going out to get extra tables. " Ms. Barajas reiterated, " just wouldn't want too many, because it helps us control the situation when they're setting up and 'things like that."
CM Robles asked, , "Can you use the C-train for storage for that?" Ms. Barajas said, "The C-train is being used by the Recreation Department to put supplies in, which I think was the original purpose.
The stage is where the tables and chairs are kept on rolling carts and can be rolled out. It's not ideal, but it makes it faster for people to set up and put away. Drop-ins use them...so many people use them all week long. If they were locked away somewhere else, they'd have to drive them in and out.
If we had a little room off the gym, that would be awesome. It's just easier to move off the stage to the floor."
CM Robles asked, "The courtyard in the back where we talked about having slurry put there, are we also talking about having up to the ramp up to the back door so we have a smooth transition? It's in bad shape." The mayor said, "One of the problems is that the gym is lower than that." Ms. Barajas said, "If you can asphalt it a little bit...like the other day, the scissor lift, they had to put 10-12 pieces of wood in different formats to get the scissor lift up and on to the floor in the gym." The mayor said that it's worth looking at that.
Mayor Julian said, "One other thing, as a side note, when liquor's sold, they're not supposed to go inside. They're supposed to set up an area outside, in the courtyard. It rarely happens. I'm talking about tables here. So, if they had to set up out there...you know, if we don't need the tables, that's fine. So, we have enough tables to accommodate renters?" Ms. Barajas said, 'I'll go through and count everything tomorrow and send an update on what we have, including both chairs and tables." Another item discussed was the $10,000 allocated for a plotter for public works. Mr. Bodem said, "A plotter can print large copies. Like you can print out large maps. You can do a lot of things with it." The mayor said, "The thing about that...one of the issues that Garret (Matsuura) said that a plotter October 22, 2024 City of Guadalupe Council Meeting Minutes Page 10 of 18 takes maintenance. In my other line, if we had to run plans or maps, we'd use a contractor. We don't have to spend $10,000 on that. Who operates it? What's the maintenance cost on operations?" Mr.
Bodem said, "I do know that Dayanira knows how to run GIS programs." The mayor asked if she knows how to run a plotter. CM Furness said, "So, now that I know what this is, / use one at work to prints big things. That's what it is, right? Our architect uses it." Mr. Bodem said that you have to have a computer that plays with it.
CM Furness then said, "It's actually an app. The woman that does our graphics at work has one. She was out for a period of time, and I had to figure it out. They have like HP plotters You can get one that's user-friendly. I'm all for it. It's a really good tool." The mayor said, "I have no problems looking at it making sure that we need it. Don't buy it and then sit there when somebody leaves...is trained and leaves and then it sits there. " Mr. Bodem said, "To be honest, I could see Recreation using it." Ms. Davis said, "So, a computer to go with it."
The next item was $2,000 for public works window (PW Director's office). The mayor asked, "What's the public works window?" Mr. Bodem explained, "There's a room that's enclosed with no window.
The window would be on the inside. There's a vacant room that the Interim PW Director used to sit in." Mayor Julian said, "$2,000 for a window...to cut into dry wall to put a window?" Mr. Bodem said, "That's just a number we have in there now." The mayor then said, "If someone wants a gold-plated frame then... if that's what it costs, but it..." Mr. Bodem added, "Obviously, it may not cost that much when we get a quote."
The funds allocated for public works flooring was $6,000. Mr. Bodem said, "I personally don't think it will cost that much." The mayor said, "That should be on a new truck, not on..." Mr. Bodem then said, "I just think.../ don't know about the flooring." Mayor Julian asked, "Didn't we just put $18,000 into that?" Mr. Bodem said, "This is for where Shannon's conference room is." The mayor said, "Wasn't that whole room...? Mr. Bodem said, "They put up a wall in between to shorten her office.
They didn't do anything with the flooring. And they did some kitchen repairs." The mayor asked, "What kind of flooring are you talking about?" (Mr. Bodem's response was inaudible.) CM Furness asked the size of the area. Mr. Bodem said, 'It's not very large...maybe 10' × 14'." CM Costa, Jr. suggested maybe having hardwood flooring would be better. The mayor said, "Exactly, especially with boots on."
CM Furness asked, "I have a general question. All of this seems fine to me. I know there was a lot of back-and-forth discussion. Who has the discretion to change these items and/or amounts? So, if you decided about flooring or no flooring, that's your call?" Mr. Boder said, "Yes, and I would report back to the Council if there were any differences. We only have a two-month window. We really have to get going."
CM Furness then asked, "An item for $50,000 or more has to go out to 'bid'. Right?" Ms. Davis said, "We need a 'quote' for anything under $50,000." CM Furness, "For under $50,000 then, you only need one (1) quote?" (It was answered as trying for three (3) quotes.) To clarify, CM Furness said, "So, if it's over $50,000, you go out for a bid. But if it's under $50,000, you go for three (3) quotes.
You go with the lowest bidder, or do you do best value?" Mr. Bodem said, "The most qualified.. so, there's some discretion."
October 22, 2024 City of Guadalupe Council Meeting Minutes Page 11 of 18 CM had another question. She said, "For the items over $50,000 threshold, like the $80,000 utility truck, what happens?" Ms. Davis said, "That's just a purchase." Mir. Bodem also said, "Yes, that's more of a purchase. Going out to bid would be like for professional services." CM Furness also asked, "What about Le Roy Park? Is that out to bid?" Mr. Bodem said, "Jeff will have to do a bid and have something signed before end of the year. As long as it's signed, we can spend that amount." Another question from CM Furness was what would happen if the irrigation at O'Connell Park goes over $50,000?" Ms. Davis said, "We wouldn't be able to do it." CM Furness then asked, "So, would you be getting quotes for those items... say, the irrigation, you get three (3) quotes for it, and they're all over $50,000, you'd have to go out for bid?" Ms. Davis said, "But we won't. We just won't do it.
We wouldn't have enough time. I have to have that obligated and under contract." CM Furness asked, "Then Todd would be the one to switch money where that money would be spent?" Mr.
Bodem said that it would be a collective decision. Ms. Davis said, "If it's something rational, we'd take it back to you, so everybody could review." The mayor said, "$20,000 scoreboard." The last question from CM Furness was, "When were the floors in the auditorium replaced?" Mr. Bodem said, "They were replaced about two (2) years ago." CM Furness said, "I haven't checked them out. They're just something I was interested in. Cool." CM Hernandez asked, "Can we purchase maintenance to maintain the flooring there?" Mr. Bodem said, "Not in the long-term. It's kind of a one-off.... one-off purchase we would have to do it within the next two (2) months. We can't put it into operating budget." CM Hernandez then asked about purchasing equipment or materials to be able to maintain the floor. Mr. Bodem said, "You can buy an apparatus, a sander and supplies for the floor there. " They mayor added, "You don't want to get into a sander. It has to be professional."
Mr. Bodem said, "The bottom line is that really recreation, outdoor, like ventilation, systems for our City Council are eligible for ARPA funds. Recreation is a big part. The mayor said, "What about a P.A. system?" CM Robles said, "If you're going to bid for a scoreboard, you right as well tack on a P.A. system. " CM Furness said, "I would do them separately." CM Robles added, "If you're going to do one, you could do the other." Mr. Bodem said, "Okay."
Ms. Barajas said, "The other thing that the Recreation Commission brought up the other day, with all the different events that happen in the auditorium, is a curtain. We don't own a curtain for the stage. For one of the events, we had to borrow a curtain from Allan Hancock." The mayor said, "People who went to school here may remember that there was a curtain on the stage. That's a good point. There was a main one before on the stage. And there were several in the back where you could actually have a play there. " Ms. Barajas said, "At this point, the Recreation Commission just wants one. So, If we have an event or something, and you're not using the whole stage, it looks really terrible behind you. Also, that weird door in the back." The mayor said that that door back there needs to be replaced."
Ms. Barajas continued saying, "Like when we were doing the fashion show, when we were doing that, it would have been nice to have our own curtain. We had to borrow a curtain, install it, use it, take it down, and return it." Mayor Julian then said, "Set aside...take at least the tables and chairs...we're not doing that, or the tables for the auditorium. I think it's a good point. It doesn't look like a stage without curtains."
October 22, 2024 City of Guadalupe Council Meeting Minutes Page 12 of 18 Ms. Davis asked, "Are you talking about the P.A. system being donated, as well or...?" Mayor Julian said that that would have to be purchased. CM Robles said, "You could probably find a sponsorship for the scoreboard". CM Furness said, "Sponsorship for a scoreboard is a great idea, but the P.A. system is a great idea, too. But..." The mayor added, "You can look at a donation. Chief is on the foundation over there."
Ms. Davis then asked, "For the P.A. system, what do you need?" Mayor Julian said, "You need the amplifier, the speakers, a microphone. We don't have a podium out there. There should be one that sits over there." Ms. Barajas said, "The Rec Department owns two (2) speakers and microphones that you can plug into them." Mr. Boder asked, "Is it something you want to fix?" CM Furness said, "A portable P.A. system that she just described is an upgrade, too. But if under the $50,000 threshold, getting a P.A. system that's permanently fixed in the auditorium would be..." Someone asked, "Where would it live?" CM Robles suggested, "There was a connection before that was wired to speakers. You'd probably need a scorer's table and something to connect on stage." CM Furness added, "With technology these days...one thing / was telling Annis when I was at an event with her, she had this really complicated system that I barely know how to use. I have a Bluetooth speaker that's just as loud, just as a microphone. Something like that could be...something easy to use, at least for the Parks & Rec Department. For $300, you can get an amplified Bluetooth speaker, that with a microphone, that would be good for you...but for the auditorium, I think with new technology, we could figure that out. But that's a good idea." CM Hernandez said, . "That would be great when we have community meetings, like CalTrans meetings, that would be available." Someone asked if the speakers would be mounted. Mayor Julian said, "I'm going to interrupt here. That's hard wall. You go to a theatre in Arroyo Grande, go to any theatres, there's carpeting to knock the sound out. But you've got bounced all over the place. So, putting speakers up, you're going to actually need to look at the configuration of the walls...how to deal with that."
Ms. Barajas asked, "Maybe you would want to have two (2) portables: one (1) for the Rec Department and one (1) for every time the auditorium is used, one would be used?" CM Furness said, "We could do a test. The one I'm talking about... we could see what it sounds like in the auditorium.
It's a really cool thing." CM Robles added, "Obviously, with all the artists that we've had here performing, they all complain about the sound. It's bad." CM Furness said, "I think a portable P.A. system for Annis would be super important, because her system is not great." There was also some discussion about a projector. Mayor Julian said, "We have a PowerPoint 5,000 lumens projector?" "Ms. Barajas said, "What I use for the movies is a 1,080, something like that. It's just for inside movies. It's one that I can move wherever I want a movie. It's not mounted...it's not fancy. It was about $208 on sale from around $300. Our other one died, and we have a movie on Friday, so we had to move quickly."
The mayor said, "At the Sports Hall of Fame, we had the 5,000 lumens projector. We shot it on the wall, I think. But I don't know. If you want to spend..." Ms. Barajas said, "We use it once a month.
For $200, it's worth it. The other one broke, so we needed this one." Mayor Julian then said, "I'd go higher than, what' the lumens? What did you say? 1,000?" Ms. Barajas added, "Unfortunately, I had a time crunch. All the ones that were higher and more expensive and better, it was going to take about two (2) weeks to get. I didn't have two (2) weeks." Mr. Bodem said, "I think what they're October 22, 2024 City of Guadalupe Council Meeting Minutes Page 13 of 18 saying is for long-term use..." Ms. Barajas then said, "Yes, if you want us to get a better one, / agree with you. I was just on a tight time crunch. The better ones were around $500-$600." There was no further discussion on the ARPA list of allocated items. Ms. Davis said, "There's no resolution. We just wanted the City Council to know where the money was going to and to have discussion about the items with the City Council. Of course, I have to get pricing for those items we added tonight to see if we're in the ballpark for what we have. But I think this is a good amount that might cover the rest of what we have to use." CM Furness said, "Thank you for all that work." The mayor added his thanks, too. CM Costa, Jr. said that there was a resolution with the staff report. Mr.
Bodem said that that resolution was an old one just to show language that had previously been approved.
11. Amendment to the Fee Waiver Policy.
Written report: Annis Barajas, Recreation Services Manager Recommendation: that the City Council approve an amendment to the Fee Waiver Policy to exempt rentals that have a total cost under $650.00 from having to be approved by the City Council.
Ms. Barajas gave a brief background saying that in the last City Council meeting on October 8h, there was discussion of amending the Fee Waiver Policy to allow for the City Administrator, rather than the City Council, to approve fee waiver requests below an agreed upon dollar amount. The cost for staff to prepare documents to present to the Council's review could cost more than the request to waive fees.
The recommendation presented is that as long as the total rental cost...that's all fees, everything that Esther does, that the total rental costs are $650 or less, the hourly fees would be waived by the City Administrator, or designee. Again, the waivers would only be for the hourly fees charged. Other rental fees remain, aren't waived. Then the City Council would be presented with requests for hourly fee waivers of $651 and above, if requested.
Ms. Davis asked, "Are we reviewing the paperwork from the non-profit, such as financials, etc.?" Mr.
Bodem said that the process is the same. Ms. Barajas added, "The whole process is the same. It's just when we get to the point of writing the staff report, sending it to Todd for review, and all, we skip that part." Ms. Davis then asked, "I didn't see financials for a fee waiver request that came in before." Ms. Barajas said, "They send all that information to our department, then I just provide a staff report. All that comes to me. Those are not included on the staff report for requests that have gone to the Council."
Motion was made by Council Member Furness and seconded by Council Member Hernandez to approve the amendment to the Fee Waiver Policy. 5-0 Motion passed.
12. FUTURE AGENDA ITEMS
CM Furness asked, "The artwork that's sitting on the courtyard here. I've had people ask me.../ had somebody ask me why that artwork isn't on Guadalupe Street by the train. They had the musicians playing instruments. " Mr. Bodem said, "They were falling apart." Mayor Julian added, "The art group that originally had the artwork said they would donate and maintain the pieces. Then they went October 22, 2024 City of Guadalupe Council Meeting Minutes Page 14 of 18 bankrupt." CM Costa, Jr. asked, "Where's the one with the man with the head in his hands?" The mayor said that had been in front of Nardo's Restaurant. City Attorney Sinco said, "They were proposed for sale. It's surplus property." (Then there was a story told of some people's reaction to one of the pieces of artwork that had been sitting in front of a building on Guadalupe Street.) Ms. Barajas said, "Someone came into my office today and, amazingly, brought that up. They asked why they were still out there, and they're falling apart. They're worried about the danger of them falling and hurting someone. When we have those parties...you know, when people are out here drinking alcohol, and they're having a party inside, you have this whole courtside that's full. And then if we decide to do the slurry, we have to..." CM Furness suggested that this item be put on a future agenda.
CM Furness also asked if there were cameras in the back courtyard. Ms. Barajas asked, "Can solar lights be placed on the back courtyard? There was a light that was hanging off the side of the building that doesn't work anymore. There's one tiny little light out there. The cost for like four (4) solar lights would be about $500." CM Robles said, "Yes, they're needed when people who rent are out there." Mr. Bodem said to put those solar lights on the list. CM Furness said, "I'd like to talk about the courtyard. Maybe there's a bigger conversation to talk about it. There's the artwork, it's going to be repaved, etc."
Mayor Julian said, "Right now, for a renter bringing in a pit, they have to go through the school yard.
There should be a barbecue pit, a portable one that belongs to the City, back there." Ms. Barajas then asked, "Can the C-train be painted just a solid color? The C-train looks a little..." The mayor said, "Yes, the courtyard...there's grass there. It's a nice little area." CM Furness said, "' think there's a lot of potential back there that we could talk about." CM Costa, Jr. suggested putting some benches out there around the tree. Ms. Barajas said, "We have one little picnic table out there like kind of..." CM Costa, Jr. said, "No, put the benches all around the tree."
13. ANNOUNCEMENTS - COUNCIL ACTIVITY/COMMITTEE REPORTS
CM Costa, Jr.: Volleyball ends for McKenzie; 7th grade basketball will be starting.
CM Hernandez:
-- helped the Recreation Department lead the first hike out at the Guadalupe Dunes. Two (2) of the participants were over the age of 71. It was exciting to lead them on their first hike out there. It was very engaging, and I hope to do another one in the future. ---CEC, along with their partners, will be hosting an air quality report on Friday, November 8th, from 5:00 p.m. to 8:00 p.m., at the Le Roy park Community Center. They will present important project updates, including findings from soil sampling conducted at four sites in Guadalupe. Additionally, they will share our Community Air Plan. This event provides a valuable opportunity for community October 22, 2024 City of Guadalupe Council Meeting Minutes Page 15 of 18 members to engage with ongoing efforts to improve air quality and address environmental health concerns.
-Designated this past week, the Chumash Heritage National Marine Sanctuary was approved, and is America's 17th and one of the largest marine sanctuaries, covering 4,543 square miles off our coast. That's really exciting. It protects significant natural, cultural, and historical resources while creating new opportunities for research, community engagement, and education. Indigenous Peoples have lived on this coast for over 10,000 years. The sanctuary honors the cultural and historical importance of this area, with a focus on respectful, community-driven environmental stewardship.
--State Hwy 166: there is a survey in both English and Spanish on SBCAG website at www.sbcag.org The public is encouraged to go to this survey to provide feedback and any concerns on use of Hwy 166 and local roads.
Mayor Julian:
--There was a ribbon cutting at the SLO Root1 dispensary this past Saturday. There were quite a lot of people there. A lot of good food.
--SBCAG and APCD will have a meeting this Thursday, October 24th. CalTrans will give a project update for Santa Barbara County. There are a couple of items related to Guadalupe. There's the Hwy 166/1 project that's still in the planning stages. That's for summer 2025. That's for $12.9 million.
The route, Hwy 166 to Santa Maria, that's for $1.4 million...for summer 2026. Then there's the actual bridge. That's for summer 2025...that's $33 million. There's a lot happening on the transportation side.
---Santa Barbara County Food Bank Update:
-Food Bank: There are discussions of expanding services here. Guadalupe is considered a disadvantaged community; there are a lot of low-income people here. They want to expand distribution services here. We've been working with the school...the school wanted to do it, but they're putting in solar at McKenzie. They want to do it at Mckenzie. That's still in the planning stages.
--Food Bank totals for October 3rd distribution: 208 families served. -- FY July 1, 2023 to June 30, 2024, the totals were:
Individuals Served: 57,727 Produce Served: 124,082 Ibs.
Households Served: 7,716 Canned/Dry Goods: 173,375 lbs.
Total Pounds: 297,457 Ibs.
October 22, 2024 City of Guadalupe Council Meeting Minutes Page 16 of 18 -.. "Veterans Stand Down" will be at the Fairpark in Santa Maria on Saturday October 26th. Opening ceremony will be at 9:30 a.m. with all services opening at 9:45 a.m. Food, clothing, mental health and other services will be provided and much needed for our veterans. A barbecue lunch for veterans will also be served at 12 noon. The Air Force have a lot of equipment, a lot of canvas bags, etc. What was happening was that people were going in, getting stuff, taking it to their car, going back and getting more stuff, taking it to their car and then selling all. They're watching it closely this time. -The County is looking at roadside stands that we see popping up all over the place. They're going to look at restricting that to certain...they want to open it up to vendors that will generate monies for themselves and their families but not to those that just come in and throw up there stuff in the middle of nowhere.
Chief Cash asked, "For the Food Bank on Thursday, November 7', will there be anything special because of Thanksgiving that you might be aware of?" The mayor said, "No, nothing special if you're asking about turkeys. The regular food distribution will occur." Both Mr. Bodem and Chief Cash said to make sure there are at least two (2) parking spaces cleared in front of the election ballot drop-off box at City Hall on Election Day, Tuesday, November 5th.
14. ADJOURNMENT TO CLOSED SESSION
Items to be discussed in closed session were: Public Employment Performance Evaluation - Director of Public Safety and City Administrator and Public Employment - City Administrator.
Motion was made by Council Member Costa, Jr. and seconded by Council Member Hernandez to adjourn to closed session. 5-0 Motion passed. Meeting adjourned to closed session at 7:34 p.m.
15. CLOSED SESSION AGENDA
A. Public Employment Performance Evaluation
(Pursuant to Government Code Section 54957(b))
Title: Director of Public Safety
B. Public Employment Performance Evaluation
(Pursuant to Government Code Section 54957(b))
Title: City Administrator
C. Public Employment
(Pursuant to Government Code Section 54957(b))
Title: City Administrator
16. ADJOURNMENT TO OPEN SESSION MEETING
October 22, 2024 City of Guadalupe Council Meeting Minutes Page 17 of 18 Motion was made by Council Member Costa, Jr. and seconded by Council Member Furness to adjourn to open session meeting. 5-0 Motion passed. Meeting adjourned to open session at 8:38 p.m.
17. CLOSED SESSION ANNOUNCEMENTS
There was no reportable action.
18. ADJOURNMENT
Motion was made by Council Member Costa, Jr. and seconded by Council Member Furness to adjourn the meeting. 5-0 Motion passed. Meeting adjourned at 8:39 p.m.
Prepared by:
Ariston Julian, Mayor
October 22, 2024 City of Guadalupe Council Meeting Minutes Page 18 of 18