CITY OF PACIFICA
CITY COUNCIL AGENDA
Council Chambers
2212 Beach Blvd
Pacifica, CA 94044
Mayor Tygarjas Bigstyck
Mayor pro Tem Sue Vaterlaus
Councilmember Sue Beckmeyer
Councilmember Mary Bier
Councilmember Christine Boles
City Council Regular Meeting 1 June 26, 2023
SPECIAL and REGULAR MEETING
June 26, 2023 (MONDAY)
www.cityofpacifica.org
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BEFORE THE MEETING: Written public comments may be submitted in advance by 12:00 p.m. on the meeting date by email to: [email protected]. Written public comments submitted by email should adhere to the following:
• Clearly indicate the Agenda Item No. or specify “Public Comment on Item Not on Agenda” in the Subject Line
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Written public comments received by 12:00 p.m. on the meeting date will be provided in their entirety to the City Council and posted to the City’s website prior to the meeting but will not be read verbally at the meeting.
AT THE MEETING: Materials in writing provided at the meeting should provide seven (7) copies to provide for each Councilmember, City Clerk and City staff.
City Council Regular Meeting 2 June 26, 2023
6:00 PM CLOSED SESSION
00a. CONFERENCE WITH LABOR NEGOTIATORS - Government Code section 54957.6 - Agency designated representatives: Mark Wilson of Burke, Williams, and Sorenson; Employee organizations: Fire Battalion Chiefs, IAFF Local 2400; Fire Fighters, IAFF Local 240; Management Unit, Teamsters Local 350 ; Miscellaneous Employee, Teamster Local 856; Pacifica Police Officers Association; Police Mgmnt (PPMA) & Police Supervisors (PPSA); Wastewater Treatment Plant Teamsters Local 856
7:00 PM OPEN SESSION
Call to Order
Roll Call
Reading of Land Acknowledgment
The City of Pacifica acknowledges that we occupy the unceded ancestral homeland of the Ramaytush Ohlone peoples, who are the original inhabitants of the San Francisco Peninsula. We honor the Ramaytush Ohlone peoples for their enduring commitment to Mother Earth. As the Indigenous protectors of this land and in accordance with their traditions, the Ramaytush Ohlone have never ceded, lost, nor forgotten their responsibilities as the caretakers of this place, as well as for all peoples who reside in their traditional territory. We affirm their sovereign rights as First Peoples and wish to pay our respects to the ancestors, elders, and relatives of the Ramaytush Ohlone peoples.
Salute to the Flag led by Councilmember Bier
Closed Session Report
SPECIAL PRESENTATIONS
A. Proclamation - Dr. Heather Olsen
B. Proclamation - "Parks Make Life Better!" Month - July 2023
CONSENT CALENDAR
Persons wishing to address the Council on any Consent Calendar item may do so at this time. Each speaker will be allotted three minutes. Those wishing to address the Council on any item listed on the agenda should submit a speaker card to the City Clerk.
Items on the consent calendar will be adopted by one motion unless a Councilmember requests, before the vote on the motion, to have an item discussed. Time limit on comments is three minutes or less.
1. Approval of Minutes
PROPOSED ACTION: Move to approve the minutes of the City Council Special and Regular Meeting held on June 12, 2023.
City Council Regular Meeting 3 June 26, 2023
2. Amendments to Consultant Services Agreements for On-Call Planning Services, Building Division Staff Augmentation, and Related Services Between the City of Pacifica and CSG Consultants, Inc., M-Group, and Raney Planning & Management, Inc.
PROPOSED ACTION: Move to adopt the following resolutions to approve the following agreement amendments:
1) Adopt the Resolution titled, “A Resolution of the City Council of the City of Pacifica Authorizing the City Manager to Execute a Sixth Amendment of the Consultant Services Agreement With CSG Consultants, Inc. for Building Official, Building Inspection, Plan Review, Current Planning And Related Services” to extend the term of the Agreement to June 30, 2024, and to authorize compensation not to exceed the compensation for Building Division contractual services in the City budget, to be adopted, for FY 2023-24, and authorize the City Manager to execute the amendment; 2) Adopt the Resolution titled, “A Resolution of the City Council of the City of Pacifica Authorizing the City Manager to Execute a Sixth Amendment to the Consultant Services Agreement with M-Group for On-Call Planning and Related Services” to increase the cost ceiling amount by $125,000 with a total contract amount not to exceed $1,075,000 and to extend the term of the Agreement two years to June 30, 2025, and authorize the City Manager to execute the amendment; and, 3) Adopt the Resolution titled, “A Resolution of the City Council of the City of Pacifica Authorizing the City Manager to Execute a Seventh Amendment to the Consultant Services Agreement with Raney Planning & Management, Inc. for Contract and Related Services” to increase the cost ceiling amount by $75,000 with a total contract amount not to exceed $975,000 and to extend the term of the agreement two years to June 30, 2025, and authorize the City Manager to execute the amendment.
3. Sharp Park Priority Development Area Pedestrian Improvement Project TFCA Funding Agreement between City/County Association of Governments and City of Pacifica PROPOSED ACTION: Adopt the Resolution entitled “A Resolution of the City Council of the City of Pacifica Approving the Fiscal Year 2023-2024 TFCA Funding Agreement (“Agreement”) between the City/County Association of Governments of San Mateo County, a Joint Powers Agency whose members include the County of San Mateo and the twenty incorporated cities and towns within San Mateo County (C/CAG) and the City of Pacifica” and Authorize the City Manager to sign the Agreement.
4. Community Center Roof Coating Project
PROPOSED ACTION: Approve the Resolution entitled "A Resolution of the City Council of the City of Pacifica Approving (upon approval of the FY 2023-24 budget) the Construction Contract with Pacific Polymers Inc. in an amount not to exceed $464,196.60; Authorize a budget authority in the amount of $533,826.09, which includes contingencies in an amount not to exceed fifteen percent (15%) of the Construction Contract amount; Authorize staff to Execute Future Change Orders not to exceed the contingency amount; and Authorize the City Manager to execute all documents related to the Community Center Roof Coating Project.”
City Council Regular Meeting 4 June 26, 2023
5. Resolution Granting Consent to the City of Burlingame to Form the San Francisco Peninsula Tourism Marketing District (SFPTMD) and Include the City of Pacifica in the SFPTMD
PROPOSED ACTION: Adopt the attached resolution granting consent to the City of Burlingame to form the San Francisco Peninsula Tourism Marketing District (SFPTMD) and include the City of Pacifica in the SFPTMD.
PUBLIC COMMENTS ON ITEMS NOT ON THE POSTED AGENDA
This portion of the Agenda is available for the public to address the City Council on any issue that is not on the Agenda. Any person wishing to address the Council shall be recognized by the Mayor during this time, provided, however, that only items not on the agenda for that meeting may be addressed. All remarks shall be addressed to the Council as a body and not to any member thereof. Councilmembers shall not enter into debate with speakers under Public Comments on Items Not on the Posted Agenda. A maximum time of three minutes will be allowed for any speaker. Persons addressing the City Council shall adhere to time limits and not disrupt the conduct of the meeting, and not make threats against any person or the public order. The Mayor, or their designee, may remove or cause the removal of an individual for disrupting the meeting, after providing the necessary warning pursuant to California Government Code Section 54957.95 with confirmation from the City Attorney that removal is appropriate.
COUNCIL COMMUNICATIONS
The purpose of Council Communications is for Councilmembers to inform each other of items of potential interest to other Councilmembers, such as interagency meetings.
STAFF COMMUNICATIONS
The purpose of Staff Communications is for the City Manager to offer announcements as appropriate.
PUBLIC HEARINGS
6. Consideration of a Joint Exercise of Powers Agreement approving the issuance of taxexempt Revenue Bonds by the California Municipal Finance Authority for the purpose of financing or refinancing the acquisition, rehabilitation, improvement and equipping for The Bluffs at Pacifica Apartments at 380 Esplanade Avenue (APN 009-131-060).
Recommended California Environmental Quality Act (CEQA) Status: General Rule Exemption, CEQA Guidelines Section 15061(b)(3).
PROPOSED ACTION:
1) Conduct the public hearing under the requirements of Tax Equity & Fiscal Responsibility Act (TEFRA) and the Internal Revenue Code of 1986, as amended (the “Code”); and 2) Adopt the attached resolution authorizing and directing execution of a Joint Exercise of Powers Agreement relating to the California Municipal Finance Authority and approving the issuance of qualified 501(c)(3) bonds in an aggregate principal amount not to exceed $50,000,000 for the purpose of financing or refinancing the acquisition, rehabilitation, improvement and equipping of The Bluffs at Pacifica Apartments at 380 Esplanade Avenue (APN 009-131-060) and certain other matters thereto, and finding the action exempt from the California Environmental Quality Act (CEQA).
City Council Regular Meeting 5 June 26, 2023
7. Adoption of the Fiscal Year 2023-24 Operating and Capital Budget.
PROPOSED ACTION: Hold a public hearing, review, and move to adopt the following resolutions:
1. Adopt the resolution approving the FY 2023-24 Operating and Capital Budget;
2. Adopt the FY 2023-24 Capital Improvement Program appropriation of $1.205 million from the Roy Davies Trust Fund by a 4/5 vote
3. Adopt the resolution establishing GANN Appropriation Limit for FY 2023-24;
4. Adopt the resolution approving the City's annual review of the Investment Policy included as Exhibit A to the resolution, with no changes for FY 2023-24.
CONSIDERATION
8. Disbanding of Current Library Advisory Committee membership, Resolution Amending the Library Advisory Committee, and Recruitment of the new Committee PROPOSED ACTION: It is recommended that the City Council take the following actions:
1. Move to disband the current Library Advisory Committee membership; and
2. Move to adopt the attached resolution titled, “A Resolution of the City Council of the City of Pacifica Rescinding Resolution No. 02-2016 and Amending the Charter of the Library Advisory Committee”; and
3. Direct the City Clerk to begin the recruitment process for the community at-large Library Advisory Committee members.
ADJOURN
NOTICE: If you challenge a city's zoning, planning or other decision in court, you may be limited to raising only those issues you or someone else raised at the public hearing described in this notice, or in written correspondence delivered to the City Council at, or prior to, the public hearing. Judicial review of any city administrative decision may be had only if a petition is filed with the court not later than the 90th day following the date upon which the decision becomes final. Judicial review of environmental determinations may be subject to a shorter time period for litigation, in certain cases 30 days following the date of the final decision The City of Pacifica will provide assistance for disabled citizens upon at least 24 hours advance notice to the City Manager’s Office (650) 738-7301, or send request via email to:
[email protected] if you need sign language assistance or written material printed in a larger font or taped, advance notice is necessary. All meeting rooms are accessible to the disabled.
The Pacifica Municipal Code is available online at the City’s website (www.cityofpacifica.org/municode);
HOW TO OBTAIN CITY COUNCIL AGENDAS
Posted agendas:
Agendas are posted no later than Friday prior to the City Council meeting date, at the entrance to the City Hall location at the Pacifica Community Center, 540 Crespi Drive.
View on the Internet:
Follow the link to Council agenda, at www.cityofpacifica.org E-mail subscription:
Send a request to Sarah Coffey, at [email protected] City Clerk’s Office/City Manager’s Office
City Hall, 540 Crespi Drive
Council meetings:
City Council Regular Meeting 6 June 26, 2023
Agendas are available at the City Council meeting
HOW TO REACH YOUR GOVERNMENT OFFICIALS
• Governor Gavin Newsom, State Capitol Building, Sacramento CA 95814 (916) 445-2841 • State Senator Josh Becker, 1528 So. El Camino Real, Suite 303, San Mateo CA 94402 (650) 212-3313 • Assembly Member Marc Berman, 721 Colorado Ave, Suite 101, Palo Alto CA 94303 (650) 324-0224 • Congresswoman Anna Eshoo, 698 Emerson Street, Palo Alto CA 94301 (650) 323-2984 • Senator Alex Padilla, B03 Russell Senate Office Building, Washington DC 20510 (202) 224-3553 • Senator Dianne Feinstein, #1 Post Street, Suite 2450, San Francisco CA 94104 (415) 393-0707 • President Joseph R. Biden, 1600 Pennsylvania Ave. NW, Washington DC 20500
CITY COUNCIL
• Mayor Tygarjas Bigstyck, tbigstyck@ pacifica.gov
• Mayor pro Tem Sue Vaterlaus, [email protected]
• Councilmember Sue Beckmeyer, [email protected]
• Councilmember Mary Bier, [email protected]
• Councilmember Christine Boles, [email protected]
CITY OF PACIFICA
COUNCIL AGENDA SUMMARY REPORT
6/26/2023
1 SUBJECT:
Approval of Minutes
RECOMMENDED ACTION:
Move to approve the minutes of the City Council Special and Regular Meeting held on June 12, 2023.
STAFF CONTACT:
Sarah Coffey, City Clerk
650-738-7307
[email protected]
BACKGROUND/DISCUSSION:
Move to approve the minutes of the City Council Special and Regular Meeting held on June 12, 2023 (Attachment A).
FISCAL IMPACT:
None.
ORIGINATED BY:
City Clerk
ATTACHMENT LIST:
Attachment A: Minutes of 06-12-2023 Council Meeting (PDF) 1 Packet Pg. 7
CITY OF PACIFICA
CITY COUNCIL MINUTES
Council Chambers
2212 Beach Blvd
Pacifica, CA 94044
Mayor Tygarjas Bigstyck
Mayor pro Tem Sue Vaterlaus
Councilmember Sue Beckmeyer
Councilmember Mary Bier
Councilmember Christine Boles
City Council Regular Meeting 1 June 12, 2023
SPECIAL AND REGULAR MEETING
June 12, 2023 (MONDAY)
www.cityofpacifica.org
Mayor Tygarjas Bigstyck called the study session to order on June 12, 2023 at 5:05 PM 5:00 PM - STUDY SESSION
Mayor Bigstyck called the study session to order at 5:05 p.m. City Clerk Coffey stated the Commissions/Committees giving annual reports.
Representatives from the Planning Commission; Parks, Beaches & Recreation Commission; Emergency Preparedness & Safety Commission; Beautification Advisory Committee; Economic Development Committee; and Open Space & Parkland Advisory Committee presented their annual reports to Council. Council thanked all Commissions/Committees for their hard work.
Annual Reports to City Council from the Beautification Advisory Committee, Economic Development Committee, Emergency Preparedness & Safety Commission, Open Space and Parkland Advisory Committee, Parks, Beaches & Recreation Commission, and Planning Commission
PROPOSED ACTION: This is an informational item. It is requested that the City Council provide feedback and receive and file the annual report of each commission and committee.
7:00 PM OPEN SESSION
Call to Order
Mayor Bigstyck reconvened the meeting at 7:03 p.m.
Attendee Name Title Status Arrived
Tygarjas Bigstyck Mayor Present
Sue Vaterlaus Mayor pro Tem Present
Sue Beckmeyer Councilmember Present
Mary Bier Councilmember Present
Christine Boles Councilmember Present
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Attachment: Attachment A: Minutes of 06-12-2023 Council Meeting (5391 : Approval of Minutes) City Council Regular Meeting 2 June 12, 2023
Staff Present: Kevin Woodhouse, City Manager; Michelle Kenyon, City Attorney; Lisa Petersen, PW Director; Yulia Carter, Asst. City Manager; Christian Murdock, Planning Director; Maria Sarasua, Police Chief; Bob Palacio, PB&R Director; Bill Glasgo, Police Captain; Ron Myers, Fire Chief; Bill Amable, Dep. Fire Chief; Roland Yip, PW Dep. Director (Field Services/Engineering); Maria Aguilar, PW Dep. Director-Wastewater; Nelson Schlater, Engineering Manager; Lucy Xie, Dep. Finance Director; Jason Bustria, IT Analyst; Sarah Coffey, City Clerk; Emily La, Dep. City Clerk.
Reading of Land Acknowledgment
Mayor Bigstyck read the Land Acknowledgement.
Salute to the Flag led by Councilmember Beckmeyer
SPECIAL PRESENTATIONS
A. Pacifica Resource Center Annual Report
Mayor Bigstyck introduced Director Anita Rees, who presented the annual PRC report.
Director Rees described the Pacifica Resource Center’s updated mission and vision following their strategic planning process and shared their future goals to care for those in most need and they will expand their facilities to integrate existing and new programs. She gave statistics on what they provided for the community, such as groceries, tax services, etc., to help the community stay housed and they are working to increase all of those benefits. She also gave an update on the Safe Parking Permit Program and the expansion of their programs.
Councilmember Beckmeyer thanked her for the update, adding that she marveled at what she accomplishes and was happy on hearing about expanding their facilities.
Mayor pro Tem Vaterlaus marveled at the number of people they serve. She thought it was amazing work and she thanked her.
Councilmember Boles highlighted the 412 people they prevented from being homeless as we have a large homeless population in terms of county percentages that we are eager to work towards reducing. She asked about PRC’s space needs, and Director Rees described their challenges with office space and housing spaces. Councilmember Boles stated that those are important things for Council to know as they are talking to politicians for money and affordable housing developers.
Councilmember Bier thanked her so much for everything, as PRC helped her in a time of great need for her and her daughter. She mentioned her comment about getting a mental health practitioner and they could talk offline about the program at the Daly City Health Center because they are connected with graduate schools and there is an abundance of interns. She looks forward to seeing the wishlist, and she asked about their pantry needs. Director Rees described their challenges with stocking and storing their pantry.
Councilmember Bier thanked her for their Safe Parking Permit Program and noted it is wonderful to see people moving through it as she knows how long it takes for people to get housed. Director Rees shared a County resource to assist with those who struggle with paying rent in general at the San Mateo County Department of Housing website. Councilmember Bier
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Attachment: Attachment A: Minutes of 06-12-2023 Council Meeting (5391 : Approval of Minutes) City Council Regular Meeting 3 June 12, 2023
stated that a lot of people in the school district can qualify, and Director Rees responded affirmatively.
Mayor Bigstyck thanked her for being here. He stated he spent a great deal of time on the Board and he continues being the liaison and is gratified that he gets to keep good company.
Before he joined the Board, he would sit in the audience and hear the reports and think that he would love to volunteer with PRC and then when he finally joined the Board he had the opportunity to volunteer and he took that opportunity robustly. He asked Director Rees about the opportunities available for those interested in volunteering with PRC, and Director Rees described the many aspects of their volunteer program, such as grocery packing, food distributions, supply deliveries, and shower maintenance.
Mayor Bigstyck stated that there are so many different people with so many different backgrounds and they aren’t an organization where it is one size fits all and they have ongoing programs but it’s about who they are, what they need to do to help them, etc. He asked if she could talk about the complexity and nuance of what PRC does. Director Rees described the myriad goods and services PRC provides to the community, including providing supplies like backpacks, in addition to providing a safe space where people can receive support.
Mayor Bigstyck thanked her for all she does and opened public comments.
Suzanne Moore, Pacifica, stated she is with Pacifica Housing for All, and thus she is extremely grateful for the work of the PRC in helping neighbors with taxes, food, counseling, etc. She shared all her thoughts on their work and her suggestion to support them.
CONSENT CALENDAR
Mayor Bigstyck asked if anyone wanted to pull an item from consent. Councilmember Boles pulled Item #8.
Mayor Bigstyck opened public comments, minus Item #8. Seeing no public comments, he closed public comments.
Councilmember Boles stated she had a correction to the minutes in the discussion about the Surplus Land Act, noting the dimensions of a building referenced in that discussion were 40 feet by 130 feet.
CONSENT ITEMS #1-7 and 9
ITEM #2 AS AMENDED
RESULT: ADOPTED AS AMENDED [UNANIMOUS]
MOVER: Sue Beckmeyer, Councilmember
SECONDER: Mary Bier, Councilmember
AYES: Bigstyck, Vaterlaus, Beckmeyer, Bier, Boles
1. Approval of Disbursements for Dated 5/01/23 through 5/31/23.
PROPOSED ACTION: Receive and file the Monthly Check Register Report for the month of May 2023
2. Approval of Minutes
PROPOSED ACTION: Move to approve the minutes of the City Council Special and Regular Meeting held on May 22, 2023.
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Attachment: Attachment A: Minutes of 06-12-2023 Council Meeting (5391 : Approval of Minutes) City Council Regular Meeting 4 June 12, 2023
3. Continuation of Proclamation of Local Emergency of the Pacifica Coastline from Westline Drive to the End of Beach Boulevard.
PROPOSED ACTION: Accept report and make a determination that conditions of local emergency continue to exist within the Pacifica Coastline from Westline Drive to the end of Beach Boulevard.
4. Continuation of Proclamation of Local Emergency at the Anza Pump Station.
PROPOSED ACTION: Accept Report and Make a Determination that Conditions of Local Emergency Continue to Exist at the Anza Pump Station at the Pacifica State Beach.
5. Appropriation from Disaster Accounting Fund (Fund 38) and Deposit of funds into the State of California Condemnation Fund related to City of Pacifica v. Tong, San Mateo Superior Court Case No. 18CIV05455
PROPOSED ACTION: Authorize a deposit of $1,923,500 into the State of California Condemnation Fund related to City of Pacifica v. Tong, San Mateo Superior Court Case No. 18CIV05455; and approve a Resolution amending the FY 2022-23 Budget to include the additional appropriation of this amount from the available fund balance of the Disaster Accounting Fund (Fund 38).
6. Notice of Completion for the North Pacifica Pedestrian Improvement Project PROPOSED ACTION: Move to Adopt the Resolution of the City Council of the City of Pacifica accepting completion and directing the City Manager to file Notice of Completion for the North Pacifica Pedestrian Improvement Project; and Authorize the City Manager to release the retention funds to the contractor.
7. Purchase Agreement between the City of Pacifica and MISCOwater for the purchase of Smith & Loveless Schloss Bar Screen Unit (Rebuild) for the Rockaway Pump Station Bar Screen Rebuild Project.
PROPOSED ACTION: Adopt Resolution Approving the Purchase Agreement between the City of Pacifica and MISCOwater, via sole source, in the amount of $162,343 for the purchase of Smith & Loveless - Schloss bar screen rebuild unit for the Rockaway Pump Station Bar Screen Project; authorize the City Manager to execute all documents related to the project.
8. Consideration of “Records Cleanup Day” Event and Related Activities PROPOSED ACTION: Consider and by motion direct staff to adopt a records management practice for a Pilot 2023 “Records Cleanup Day” event and related activities similar to the City of San Mateo’s records management practice of a “Records Cleanup Day” per the City of Pacifica’s response to the recommendation contained in the San Mateo County Grand Jury Report “A Delicate Balance between Knowledge and Power: Government Transparency and the Public’s Right to Know”.
Agenda Item #8 Discussion:
City Manager Woodhouse provided a brief report and referred to City Clerk Coffey for additional details.
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Attachment: Attachment A: Minutes of 06-12-2023 Council Meeting (5391 : Approval of Minutes) City Council Regular Meeting 5 June 12, 2023
Mayor Bigstyck asked for elaboration on what an annual Records Cleanup Day would look like.
City Clerk Coffey explained that the City of San Mateo does an annual Records Cleanup Day that makes the adherence to their records retention policy and schedule a fun festive event.
The City Clerk’s Office works with the staff from each department and identifies from their department a goal for their records cleanup to adhere to the records retention schedule and then submit a form that documents their goal for that cleanup event. It allows the flexibility for each department to identify their records goals within the structure of the records retention policy and schedule and do what fits best for each department and division. It provides a fun environment for staff to focus on the needs for record management that may often by overlooked in day-to-day activities, especially with intense workloads. It gives a little bit more attention to document and records management as some of those actions could be records destruction in accordance with the records retention schedules and those schedules meet statutory requirements and the needs of the city. It could be focusing on going through emails and getting rid of emails that are beyond their retention period. It could be focused on digitizing records or calling back records from offsite storage to see if those should be scanned or are eligible for destruction. Pacifica, in 2020, worked extensively with a consultant and staff from each department to develop a City of Pacifica specific records management policy and retention schedule. The policy and schedule were adopted by City Council in November 2020 and what is proposed in this staff report is to reach out to the consultant that assisted the city in developing our own records retention policy and schedule to provide some additional guidance and training to city staff.
Mayor Bigstyck thought it sounded like an amazing opportunity to refocus on a duty that might get left by the wayside and bring a heightened awareness to best practices in general. He thanked her for elucidating that.
Councilmember Beckmeyer asked if it was appropriate to say that staff would work on cleaning up records that day or also plan for others.
City Clerk Coffey stated it would be planning for that day and the Records Cleanup Day would be the festivities around that, to celebrate the activities that staff did over a period of time to culminate in that Records Cleanup Day. They are envisioning that each department can coordinate a records destruction or onsite shredding once the approval has been given through the review, according to the policy.
Councilmember Beckmeyer remembered going over this in 2020, and she thought it was educational and is a robust policy. She appreciated going over that as a reminder.
Councilmember Boles was trying to imagine the process and how much work it is for her and the City Attorney. She asked if every record gets looked at individually by both of them.
City Clerk Coffey stated that the records retention schedule that was developed categorized the records into different categories and part of the goal in the Records Cleanup Day may just be organizing records in a meaningful way by their record category or identifying that category and it is then connected with the records retention period for that category of records. She stated it could be a more organization goal related for departments rather than actually destroying any records that are not beyond their retention period. The records retention schedule is developed in a way to identify different records categories and, if records are filed in a very organized way in a time range that are filed together, then you don’t necessarily need to look at each and every
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Attachment: Attachment A: Minutes of 06-12-2023 Council Meeting (5391 : Approval of Minutes) City Council Regular Meeting 6 June 12, 2023
record to approve that destruction and the records coordinator for that department would make sure that those documents are filed properly and are within a category that is subject to being beyond their retention period.
Mayor Bigstyck opened public comments.
Clif Lawrence, Pacifica, stated that he used to conduct seminars on this topic. He was glad they have it, and he added some concerns on the process and possible legal repercussions.
Mayor Bigstyck closed public comments and asked City Clerk Coffey if training and audits are part and parcel with the cleanup day.
City Clerk Coffey stated that, in explaining the process, the first thing she started with was reaching out to the consultant who assisted in developing our records retention policy and schedule that they adopted; she agreed that training is very important, especially with staff turnover and it is important to remind staff that there is a policy in place and need to adhere to the policy and to the detailed records retention schedules. Additionally, records organization and management is a priority as well, and the goals are specific to each department and the needs of that department. If a department feels they need to focus more on getting old emails under control, saving documents from emails to a more organized way for those that need to be retained or just organizing records in a way so they can relate to the records management schedule better, and they are all equal priority goals in the Records Cleanup Day.
Councilmember Boles asked if independent audits are done regularly.
City Clerk Coffey stated there is an audit process built into the retention policy and the destruction policy; it’s audited in the sense that the department staff are not unilaterally making the decision to destroy records, as it goes through City Clerk and City Attorney review before there is any approval given. She also highlighted, in response to the comment, that city transparency is very important to the city and the public’s right to know. She stated that the City agrees with the grand jury report and wholeheartedly agrees with transparency and the public’s right to know - the city’s business is the public’s business.
Mayor pro Tem Vaterlaus was amazed that the schedule was so elaborate and each subject has its own line and own numbers and everybody will know exactly what it is; they are very detailed with the charts telling what the retention policy is and each department will know exactly where their department stands in this structure.
City Clerk Coffey added that part of the review process includes rejecting any lists that do not include a reference to the retention schedule in that document series and notifying departments to clearly identify the retention period.
Councilmember Bier thanked the City Clerk for the clarity she provided. Mayor Bigstyck echoed that. He thought it was a lot of work and was largely not known, let alone appreciated.
Councilmember Beckmeyer moved approval of the Records Clean Up Day event and related activities; seconded by Mayor pro Tem Vaterlaus.
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Attachment: Attachment A: Minutes of 06-12-2023 Council Meeting (5391 : Approval of Minutes) City Council Regular Meeting 7 June 12, 2023
AGENDA ITEM #8
RESULT: ADOPTED [UNANIMOUS]
MOVER: Sue Beckmeyer, Councilmember
SECONDER: Sue Vaterlaus, Mayor pro Tem
AYES: Bigstyck, Vaterlaus, Beckmeyer, Bier, Boles
9. Public meeting to receive testimony regarding amendment to the Pacifica Hotel Business Improvement District (BID) by amending the Pacifica Municipal Code Section 3-17.03 to remove provision for allocation of funds within thirty days and replace the Pacifica Chamber of Commerce as the Managing Agency of the BID with the City of Pacifica
PROPOSED ACTION: Receive public testimony regarding the proposed amendment to the Pacifica Hotel Business Improvement District (BID) by amending Section 3-17.03 (Administration) of Chapter 17 (hotel business improvement district) within Title 3 (Finance) of the Pacifica Municipal Code to remove provision for allocation of funds within thirty days and to replace the Pacifica Chamber of Commerce as the Managing Agency of the BID with the City of Pacifica.
PUBLIC COMMENTS ON ITEMS NOT ON THE POSTED AGENDA
Clif Lawrence, Pacifica, referred to the turnout at last week’s Planning Commission meeting regarding the quarry and will be a topic of their jurisdiction. He then mentioned his concerns and thoughts on the project.
Lauren Smith, Pacifica, thanked the Coast Pride Committee and volunteers, her coworker, and Katie Brookshire who conceived and pressured for this event for many years, and then shared her thoughts on the success of this event.
Frank Vella, Pacifica, shared his thoughts about support for a Local Coastal Plan and interaction with the Coastal Commission regarding protection of all properties in Pacifica affected by the sea wall problem and offered possible goals. He provided to the City Clerk the referenced petitions that he gathered from residents calling for a study session to be held regarding sea level rise protections.
Delia McGrath, Pacifica, stated she is representing Pacifica Peace People, a 20-year-old organization, and discussed concerns and goals they have in acting locally for peace globally, such as through the city’s support of the ICAN initiative. She mentioned the international summit for peace in Ukraine to be held in Vienna, Austria, and period of observation of cease fire related to the war in Ukraine.
Brendan Berman, Pacifica, stated he was present as a citizen with immense pride and gratitude as he reflected on the recent Pride parade and celebration and shared his thoughts on the inspiring event and appreciated the Coast Pride staff and board and volunteers, etc., and the positive effect it had on our local economy.
Petra Kretschmer, Pacifica, expressed her thoughts and concerns regarding Mori Point and traffic in Fairway Park West, and the city not addressing what is negatively happening in their neighborhood for three years. She provided written correspondence to the City Clerk that she
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referenced in her comments.
Laurie Gaggero, Pacifica, expressed her concerns about the mapping error in Mori Point which directs visitors to the endangered species area near her home and the negative impact she is personally experiencing.
Dennis Hogan, Pacifica, expressed his thoughts about permit parking and beach protection.
Mr. Hogan continued his thoughts on the owners’ responsibility for maintaining the beach.
Marj Davis, Pacifica, expressed her sympathy for what residents in that area are experiencing and then shared her concerns and suggestions on the quarry reclamation project.
Mayor Bigstyck closed public comments, and asked the City Manager if he could address the question about the city owning beaches.
City Manager Woodhouse stated that beach ownership was complicated, as depending on when the mean high tide line is it could mean state, city or private ownership. He stated he could turn to Planning Director Murdock in case he knows more information.
Planning Director Murdock stated that the City Manager mentioned that beach ownership was relatively complicated and there are different ownerships between the City, State, and the federal government depending on location and what they define as a beach, as well as privately owned beach in narrow areas of Pacifica.
Mayor Bigstyck stated that it might not be a bad idea to have a joint study session between OSPAC, Emergency Preparedness and PB&R to figure out what next steps look like, and he will be discussing that idea with the City Manager going forward. He included information on the next OSPAC meeting on June 21 at the Community Center where there is generally a representative from GGNRA present, as well as a Beach Boulevard Infrastructure Resiliency project meeting coming up on June 27 at the Community Center and will be announced through Connect with Pacifica. Mayor Bigstyck stated that they are at the beginning of a process and he thought staff was looking at a 125 data points provided by Coastal Commission staff. He appreciated the Mori Point residents coming and keeping Council informed of what is going on.
He didn’t think a solution is obvious but, as long as their voices continue, they will work on what they need to figure out.
Councilmember Bier asked if they can briefly talk about the map. City Manager Woodhouse agreed that the mapping resources and technology related to those is a topic that the City has spoken with GGNRA about, as well as advertising the southernmost and northernmost access points which he did before in his Connect with Pacifica and said people should consider going to Rockaway or Beach Boulevard to access along the levy. He stated that they are talking with GGNRA and had a meeting with them last week to talk about potential solutions.
COUNCIL COMMUNICATIONS
Councilmember Bier asked for a moment of silence for Jane Northrup and stated that she will miss her dearly. She is on the board of Coast Pride and feels like that is all that she has been working on, as they have worked on events in all the cities. She stated that Pacifica’s event was awesome. She thanked Robine Runneals for her help on the parade information and thanked Fog Fest team as she had no idea what it took to close down the street. She thanked all the people who helped them, especially Alyssa who was the liaison for the city, as well as the
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Economic Development Committee, Councilmember Beckmeyer, and Katie Brookshire at Table Wine. She referred to what she heard in feedback from the community that it was the best tabling event that they have had in a really long time and people were continually engaged the entire time by asking questions and getting connected to resources. She thanked the Pacifica School District as she got the permits in place as well as the food truck vendors. After the event, she had to step back and take care of her own mental and physical health. She went to a training on micro-aggressions and communication styles and she recommends it. She hoped Pacifica could look into offering these kinds of opportunities to staff, Commissions, and elected people as it was really important information to understand. She felt how we communicate with each other was so important and they have to bring people together to the table. She has learned how to communicate fully with our community. She attended a county discussion on Fentanyl and they will be seeking some funding for our prevention work and it was good to hear the engagement that the County Board of Supervisors is having. She attended the HEART board meeting. The Housing Endowment and Regional Trust of San Mateo County (HEART) helps first time buyers purchase their homes and the newest program is the Housing Preservation Program. The main point of the program is to purchase and preserve existing naturally occurring affordable multi-family housing, and there are a lot of benefits that come in like obtaining immediate property tax exemptions, applying for flexible occupancy standards, and issuing bonds. She stated that this group is able to gather funding, purchase buildings that are 5 or more units, upgrade it, make sure those who are living there are allowed to stay there, and have deed restrictions and low-income housing.
Mayor pro Tem Vaterlaus attended the Council of Cities in Atherton. She was at the Veteran’s Memorial on Veteran’s Day and it was a great ceremony dedicating the veteran’s memorial.
She went to a party for the end of the bowling alley which was definitely a sad event. She heard some things that are positively not true, and she will say it now. People said the city required them to close, and that is not true. She had an amazing time at the Pride Parade which was a great community event. She attended Josh Becker’s campaign kickoff and the City and County Association of Government Legislative Meeting where they go over the state budget. There were a lot of things that they thought they were going to get a lot of money for, but they are not.
There are a lot of bills that we supported that became two-year bills and would go in suspension. At the CCAG’s regular meeting, they had presentations on storm water and education. She stated that she is on what was called the COVID-19 Recovery Council. They are going to add more private sector people as it is about funding and a lot of the items that the county did during COVID-19 are still continuing and it is an important process. She was at a well-attended sea level rise meeting. They presented a resolution at the County Fair for Coast Day at the Fair and it was moving to hear Dolores Huerta talk about that process and what it took to unionize the farm workers, along with Cesar Chavez. She stated that San Francisco Parks and GGNRA did contact her about the Mori Point Memorial that people put together.
They have memorial rocks, plaques, etc. and they are going to clean it out again this week and, if anyone has anything that means something to them, they are going to remove everything from there and make it back to a natural environment. They asked her to spread the word.
Councilmember Boles attended the Council of Cities in Atherton and one of the joys for her in being an architect and serving in this role was getting to see all these amazing new buildings as they open up. She said it was inspirational seeing their library and thinking about our library. It has been almost six months since she has been on Council and sworn in. In the last weeks, she had her last orientation meeting with Public Works and she appreciated PW Director Petersen, Dep. Director Yip, and all the staff she met. She got a tour of the Linda Mar pump station (storm water and sewer) and to correct disinformation, if you see steam, that’s not the sewer, that’s the storm water. She stated that they are working hard with the equipment being
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serviced, repaired, and rebuilt and she thought we will be in good shape for this year’s El Nino in that area. She had a great meeting with Habitat for Humanity and met with the CEO, Director of Development, and Director of Construction. They all had ties to Pacifica and loved Pacifica, and they would love to work in Pacifica and talked about a few sites. She talked to other affordable housing developers and now it is so difficult because of finances, loan rates, and construction costs that are so high. They had a big meeting at the San Francisco Airport Roundtable. The FCC hasn’t reviewed some of their policies since the 60s, and there is new research now about the health effects of airplane noise and they have a public review process with a document issued for a public comment period until the end of July. At that meeting, they were working through the letter they were going to send together and they are also encouraging cities to send letters. Once she gets the final letter from them, she hopes to set up a meeting in our community where they can work on that. She attended the Peninsula Clean Energy community group that advises the Board and they had a preview of the budget. The state is forcing Community Choice Aggregates to purchase additional power to build resilience, more than they would normally need, to have as a backup. There is so much demand for that across the whole state and they will be paying a lot more for that. The organization is so well-managed and there will be a surplus and they will have meetings to decide what to do with the extra money, helping electrify more and looking at projects in Pacifica. She thought it was exciting to be a part of that. She stated Pride was so fun and she wanted to give a shout out to all of those who worked so hard. She stated that it started off as a fun gathering but they are building community and raising money and growing. She stated that the Fair was great. She stated that she and her husband are offering tours of their house and shared the upcoming schedule.
Councilmember Beckmeyer stated that she also participated in so many of the things that have been mentioned. She stated that she attended the BID meeting on May 24. Asst. City Manager Carter gave an overview to the BID of where we are in the process and the different steps that have to happen with the hearing to enact what they asked the city to do. She had two meetings back to back, Coastal Cities Group and the Local Government Workshop. The Coastal Cities Group is statewide through the League of Cities/CalCities, and the next day the Local Government Workshop meeting, which is a different collaboration of people, including Coastal Commission members and commission staff. League of Cities/CalCities staff from our Coastal Cities group and coastal counties are represented. One thing Mayor pro Tem Vaterlaus mentioned is now everyone is looking at the legislative reports and actions, and there are a couple of bills they were watching closely to see what the impact might be for cities. What they are seeking is for there not to be unintended cost consequences for the city that they end up taking on. She stated that it was so important at this juncture to be working with the different staff members at the different organizations so they can talk to the staff at the legislators’ offices about why these changes need to be made and what the concerns are; ultimately, if they can make an adjustment, then the cities or county organizations will write a letter of support or be neutral, but if they can’t, then there are sometimes letters of opposition. She had a great opportunity to go to see the School of Rock performance. She stated that, at the veteran’s event at the Legion Hall, she was so proud to see what our community has done together and was thankful to city staff for the help they gave in terms of the guidance for permitting the requirement. There was an extension of time for ADA compliance issues to be addressed and it is so much better now. She had the opportunity to speak to a Boy Scouts troop in Vallemar about public service. It was a great experience and she was pleased with how it all came together. She had an opportunity to go to the Rotary Club dinner meeting with a presentation by former Planning Commissioner John Nibbelin about the Office of the County Counsel and how they are interchangeably using the name of the Office of the County Attorney as it makes more sense to people. She had a dual excitement with Cabrillo School graduation, her day job, and the Beautification Advisory Committee meeting. The recent Bioswale Workday was
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amazing and was a great collaboration between the Beautification Advisory Committee members and Cabrillo School PTO. They worked well together, and it was a lot of hard work.
Mayor Bigstyck noted that they will be adjourning in honor of Jane Northrup and Jeanne Matysiak. He welcomed Jack Burgett with NCCWD. They got a report that someone’s life was saved in a water rescue this week, and one of the life buoys was used. He will begin by noticing the war in Ukraine and expressing the urge for it to cease for the sake of the Ukrainian people.
He sent the email for the ICAN project, i.e., the International Campaign to Abolish Nuclear Weapons. Over the last several weeks, he has been talking a lot with Jonathan Cordero of the Ramaytush Ohlone, who is going to be processing out of lymphoma and their prayers go with him as he goes on that journey. He attended the Pacifica Resource Center appreciation lunch where there were representatives from Berman’s office and Becker’s office, as well as Ray Mueller. Afterward, he had the opportunity to talk further with Berman’s staff member and showed her some of our infrastructure needs along the coastline. He attended the committee / commission charters ad hoc meeting with Councilmember Bier. He attended the Peninsula Clean Energy meeting and the big thrust was the Diversity, Equity, Accessibility, and Inclusion Action Plan that they formally passed through, i.e., the action plan based off of the PCE DEAI policy. They also talked about budget and there will be excess funds and they will be figuring out how best to deploy them for the sake of our mission which is ultimately bringing everyone clean energy and, in the meantime, rates will continue to be under PG&E’s by 5%. He attended Council of Cities in Atherton; he was reminded about the need Pacifica has for a modern library and this was driven home earlier today when he was attending the Library Joint Powers Authority meeting and they were talking about the Maker Mobile which is ready to be displayed and rolled out to what is called EPACENTER which is in East Palo Alto, and will be the site of their new library. He is looking forward to that Maker Mobile coming to Pacifica. Some of these programs that are available in libraries will be available to those who sometimes have more difficulty getting to them. He attended the American Legion memorial re-dedication along with his colleagues. He attended Pacifica Pride and it was fun walking in the parade with his colleagues, including Josh Becker, Marc Berman, and Ray Mueller. He took the opportunity to deepen his relationship with Marc Berman in this instance. It was a pleasure taking him around the various organizations represented at Ingrid B. Lacy so his understanding of what is going on in the community and what these organizations were doing was deepened and he got to reconvene with him at Josh Becker’s campaign kickoff where he got to say hi to good friends, Anna Eshoo and Kevin Mullin. He stated that Ray Mueller and he did office hours at the Chit Chat Café on Monday and he would call it a good attendance with a handful of community members who were interested in chatting with them. He thanked Ray Mueller for coming and facilitating that conversation. He met with some PCT representatives later and he thought it might be an interesting idea to start a television program that will be run by the mayor where they invite local leaders from the region to come and talk about any given item that they don’t have to hear on their agendas. He was inspired by the idea that he would love to have a conversation with Mary Bier about emotional intelligence and to do that in a public setting and have the conversation. He stated they were looking forward to taping date in the not-toodistant future. He watched the Planning Commission meeting on the quarry later in the evening. He stated that Dave Crimmen had a single release party at Nick’s on Saturday and he got to be a proactive member of the community and do something for his mental health in a positive way. This morning was the Library JPA meeting he alluded to vis-a-vis the Maker Mobile. They are engaging in the second round of the California State Library grant and hopefully they can get some money for an updated library or renovating the Sanchez Library.
There will be a September study session on adult literacy and outreach. He remarked that City Manager Woodhouse is now the vice chair of the Operations Committee for the Library JPA and he congratulated him.
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STAFF COMMUNICATIONS
City Manager Woodhouse stated that they have been promoting the recruitment for the Climate Action and Adaptation Plan Task Force. He noted that tomorrow morning he and the mayor would be presenting the same State of the City Address that they gave to the Democrats Club to the Rotary Club. He pointed out that slowly but surely they are getting more Stephen Johnson photos on the wall in the Council Chambers. There is more to come in decorating the chambers and the chambers are receiving a lot of comments anecdotally from people present and from employees.
PUBLIC HEARINGS
10. Conduct Public Hearing and adopt a Resolution Confirming the Annual Report from the Pacifica Hotel Business Improvement District and Assessing the Levy for the Fiscal Year 2023-24 at the same rates as in the Fiscal Year 2022-23.
PROPOSED ACTION: 1) Conduct the Public Hearing: 2) Rule on Oral and Written protests, if any; and 3) Adopt the resolution confirming the annual report of the Pacifica Hotels Business Improvement District Advisory Board and continuing the assessments without change in FY 2023-24.
Asst. City Manager Carter presented the staff report.
City Clerk Coffey added that the city has received no written protests at this time.
Mayor Bigstyck acknowledged that Councilmembers had no questions. He then opened the public hearing and, seeing no one for public comments, closed the public hearing.
Councilmember Bier moved to adopt the resolution confirming the annual report of the Pacifica Hotels Business Improvement District Advisory Board and continuing the assessments without change in FY 2023-24; seconded by Councilmember Beckmeyer.
RESULT: ADOPTED [UNANIMOUS]
MOVER: Mary Bier, Councilmember
SECONDER: Sue Beckmeyer, Councilmember
AYES: Bigstyck, Vaterlaus, Beckmeyer, Bier, Boles
11. Fiscal Year 2023-24 Program Options, Master Fee Schedule, and Proposed Budget.
PROPOSED ACTION: Review and discuss the Fiscal Year 2023-24 Proposed General Fund and Other Funds Budget, provide additional policy direction on the desired budget options and strategies for the upcoming FY 2023-24 Budget and hold a public hearing to adopt a Resolution with an updated Master Fee Schedule.
Asst. City Manager Carter presented the staff report.
Mayor Bigstyck asked if the reference to senior code enforcement officer would include an additional staff member.
Asst. City Manager Carter responded affirmatively. She stated that we currently have one code enforcement officer for the entire city for all code enforcement issues, and the STR workload alone will require additional attention.
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Mayor Bigstyck asked if senior code enforcement implied a hierarchy in code enforcement.
City Manager Woodhouse stated that one of the strategies that aligns to the Council’s strategy about recruitment and retention of employees is to create some mobility within a small program.
It is a hierarchy and would have a senior code enforcement officer and a code enforcement officer and they are recommending the creation of the position funded out of this program at the senior level so we can have recruitment and retention capabilities.
Mayor Bigstyck presumed there would be an application period for the new position when it opens, and City Manager Woodhouse remarked that that would be generally the case.
City Manager Woodhouse added they are recommending all items on the list and the reason for the order is if the Council wants to discuss and shorten the list, there is some order of priority to go off of. In his mind, they are all important and achieving Council’s vision and goals strategy.
Asst. City Manager Carter completed the staff report.
Mayor Bigstyck expressed appreciation at the work they did, presenting it in a way that made it readable for them, and thanked them for being available for all their follow-up questions.
Councilmember Bier wondered how distributions of the special event budget would be decided.
PB&R Director Palacio stated that one of the first things he looked at was their expense account for special events, which was at $17,000 for all special events in a city of this size and was not close to what they actually need. He stated that, being able to generate excitement and pride about a community, you have to have special events and need to elevate them and increase the number of events they’re having. While $30,000 sounds like a big number, when you start spending that on special events, it is a nominal figure.
Councilmember Bier didn’t realize it was in his department and appreciated all his work.
Councilmember Boles asked if the $30,000 was intended for outside of events hosted by the Economic Development Committee. Councilmembers Bier and Boles concluded the money would be in separate buckets.
City Manager Woodhouse added that he believes the Economic Development Committee built into the base budget a small budget that helps fund their special events.
Councilmember Bier was happy to see the two-year pilot program for the community wellness and crisis response team. As it is a pilot program, she asked if they can get some information on what it will look like.
City Manager Woodhouse stated that the last couple of years the five large cities in our county did pilot this kind of embedded clinician in the police departments; it has been proven so successful that most departments are moving towards having this resource within the department. They looked at the possibility of sharing this resource with other cities and each city is determining that their need is so significant that they want their own if they can afford it and they were recommending that. He stated that it is a pilot in the sense that they do want to see how it plays out and what the impact is before they decide in the future, if affordable, that it could be continued.
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Police Chief Sarasua stated that this is an exciting opportunity for the police department. She stated that there has been clear evidence that a co-response model reduces the likelihood that a use of force encounter will occur with a mental health consumer. She stated that it is a much more compassionate way of utilizing the expertise of the clinician to help de-escalate situations when a mental health consumer is in a period of acute crisis. She stated that they attend CIT training, but it is not enough to provide the officers with the skills that they need to help deal with people who have mental health disorders and are in crisis. She stated that some of the data points that they would collect to determine the efficacy of the program would be whether or not there is a reduction in the calls for service that they get related to mental health consumers.
She stated the initial data that they collected revealed that they responded to over 300 of these calls from May 2022 to May 2023, and 150 of those resulted in a psychological evaluation for a 5150 hold. With each one of those encounters, it elevates the propensity that a call could have adverse outcomes and that is what they want to avoid. She stated that the pilot program is to gather evidence. She stated that, this week, she will be meeting with StarVista, which has been the provider of five different agencies in San Mateo County.
Councilmember Bier thanked her. She then referred to the excess ERAF funds, stating that she completely understood the important need for a housing in lieu fund to get housing, but she asked if it was possible to talk about maybe giving a little more to the Pacifica Resource Center.
Mayor Bigstyck asked if she had a number in mind that she wants to give a discussion around.
Councilmember Bier asked for a little time to think about it.
Councilmember Boles thanked the City Manager and Asst. City Manager for their answers and the presentation. She sees how much work this is and how detailed they are. It is easy to understand which she appreciates. Regarding the maintenance worker for Public Works, one of the things she learned about in her Public Works orientation was that our rangers who are responsible for beach maintenance, parking, etc., and other places where our beach rangers do education programs, are also responsible for bathroom cleaning at the beaches; therefore, we are losing staff and taking time from other things. She wondered if this maintenance worker might help to clean our beach bathrooms.
PW Director Petersen stated our ultimate goal is that they were able to figure out in their budget how they could get a contract service to come in and hopefully service some of those bathrooms and, in the meantime, that would be one of the tasks that they will have the maintenance worker do which she thought it would be a big relief to our rangers.
Councilmember Boles asked if we had tried to sell the old vehicles and recoup some money.
PW Director Petersen stated that we do as they go to auction.
Councilmember Boles thought those were typically small amounts.
Asst. City Manager Carter stated that any proceeds go back to the Vehicle Replacement Fund.
Mayor pro Tem Vaterlaus had a question about the tree fee because there was no previous tree fee and it seems so high to charge $1000 to remove a tree, especially if the tree is dead.
Planning Director Murdock pointed out that trees that are dead are exempt from the tree permit
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requirement under the Municipal Code. To remove a dead tree that might pose a hazard would not be subject to a tree permit and thus they would not have to pay the fee. He explained that the fee they recommended reflects the complexity of implementing the Tree Protection Ordinance that Council enacted last year. They brought on a contract arborist who can help us to review the technical aspects. When taking into account the level of effort required to intake, route, review, route back, review again, etc., as well as accomplish the posting requirements and administrative requirements to reflect the final approval and, in some cases, post removal inspections, it is time-intensive and the fee reflects the cost recovery associated with those tree permits that are not part of another type of application, such as a building permit or another type of discretionary permit that goes to the Planning Commission. It is a costly ordinance to administer, and the proposed fee reflects that. Planning Director Murdock stated that the fee would be for removal of a tree or substantial trimming that constitutes a regulated activity under the ordinance that is not associated with some other activity that necessitates that removal or significant trimming. For instance, if they are doing a project on their home, that tree permit review and the cost associated with it would be rolled into the building permit process, but if you just want to cut down a tree because you don’t like the tree, this would be the permit fee associated with that.
Councilmember Boles stated that she was concerned about the cost, especially for trimming; there are fire risks with trees too close to houses and we want people to trim them. She asked what the definition of significant trimming is.
Planning Director Murdock stated that the threshold is 15% of the tree.
Councilmember Boles thought it seemed like a lot and people wouldn’t get permits or might not trim the trees, and Mayor pro Tem Vaterlaus stated that it might make them not cut down a tree.
Councilmember Boles stated that the fee for trimming could possibly be reduced.
Planning Director Murdock clarified that the cost is the cost, and the question is whether we are recovering that cost from the applicant who is requesting the permit and doing the work or is the city subsidizing it. It doesn’t make it less expensive, but just a question of who is paying for the work to be done.
Councilmember Boles stated that we are proposing to increase STR fees but not enough to cover the cost of the enforcement. She thought a lot of the enforcement is not necessarily all of the people having STRs are problematic, and they have 60 that are fully licensed now. She asked if there was a way to charge a penalty in addition to help recover the costs.
Planning Director Murdock thought it could be an option, adding that there are a number of practical challenges with taking that approach, such as the city’s overall code enforcement approach is to achieve voluntary compliance; they issue very few citations for violations of the Municipal Code and they strive to educate and encourage property owners and others to comply with the code outside of a formal punitive process and that would be a shift in their overall enforcement approach unique to short-term rentals. He stated that the other issue, to pursue a much more punitive process, is likely to increase the number of appeals of those enforcement actions which has a proportionate increase in staff resources committed to upholding the city’s action and participating in the appeal hearing process, which on occasion progresses to legal action in court as well and they need to be mindful of the commitment of resources that would come with that and could have a counter-productive effect in terms of making resources available on the street, so to speak, to go out, investigate and follow up on complaints or concerns about short-term rentals.
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Councilmember Boles didn’t know how long they have been working on the enforcement but she thought they have been doing this for a year or so. The fact that they only have 60 that are permitted out of 190 STRs leads her to believe that being nice isn’t working for everyone. She considered a fine or a consideration of revoking permits we have.
Planning Director Murdock stated he will finish his final point on the practical challenges of a penalty-based funding. It provides an inconsistent source of revenue to sustain a code enforcement officer position for the STR enforcement program and it may be difficult to employ someone part-time or sporadically to do that work or it would require a commitment of other general fund sources to offset those revenues that might come in very inconsistent amounts and points of time. As it relates to the point made about 60 versus 190 in terms of operating versus permitted, he thought the enforcement story is a little more complex than that. There are code enforcement investigations that have been occurring related to quality-of-life concerns and those are primarily driven by our code enforcement officer among her myriad of other Municipal Code violations or complaints to investigate. The other component of it is the registration and permitting and taxation component which is primarily not handled by code enforcement but through the STR program administrator which is defined as Asst. City Manager Carter and that is a separate process that isn’t directly related to this code enforcement officer capacity program proposed. There is cooperative work and coordination that is associated with each of those, but they are distinct in their resources, funding, and intended purpose.
Asst. City Manager Carter added that the program is still very young and they don’t have the funding for the program yet, and they are trying to identify those properties. Once we reach the cap, the program will streamline naturally. They are still chasing down all the new illegally potentially operating in the STRs; compliance, as Planning Director Murdock stated, is complex as they are talking about business license, the short-term rental permit fees, and the TOT.
Councilmember Boles asked if they are still accepting applications for new short-term rentals and business licenses beyond the number they identified that are currently operating.
Asst. City Manager Carter stated that, for now, they haven’t reached the cap. The 60 STRs that are fully compliant count against the cap and the remaining 109 are in some form of compliance. HDL is sending them different letters depending on their specific situation and they are working with HDL now to change the procedures and streamline them a little bit.
City Manager Woodhouse clarified that, while they may be receiving applications, they have not issued any new STR permits. He stated that one clarification he would like to make regarding Planning Director Murdock’s comment about our seeking voluntary compliance is the exception to that is as we proceed with the audit and enforcement of compliance in the STR program, they are going to need to take a hard line on back taxes and business licenses that don’t exist in order to bring those into compliance. He suggests that getting this program at the baseline operational level moving forward so they are clear about where they are relative to the cap and as they move into Council’s work on revising the STR ordinance in the future - getting it to that baseline level is going to take some specific enforcement action.
Councilmember Boles stated that the budget assumes that we have 150 paying STRs but supposedly we only have 60 now so the $42,000 deficit might actually be bigger than that.
Asst. City Manager Carter stated that it could be. She stated that the whole program is new as they see it now and the new STR permit fee part of the Master Fee Schedule and even those 60
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that already have a permit will be subject to renewal so that’s why they put all eventual 150 STRs at the higher rate. She stated, as she mentioned before, they will bring this program back to Council at mid-year to sum up how it is going.
Councilmember Boles appreciated this being in the budget and consideration for a new code enforcement officer.
Asst. City Manager Carter stated that is how they see it now and it may need adjusting.
Councilmember Beckmeyer stated, on the subject of STRs, she realized that they are working out the parameters of the program as they know they have some sites that are one bedroom, two bedrooms, and others that are larger. She wondered if there was an opportunity to have a fee structure that, like in the planning fee structure, if the value of the building is valued incrementally or a more complicated plan or a larger whole home STR with more bedrooms that fit 12-16 people, which might generate more calls for service, more complaints, etc. She asked, if it is a larger property, if there is an opportunity to consider a tiered fee structure to help recoup the cost of those code enforcement issues that may not pertain to every property equally.
City Manager Woodhouse thought, when staff undertakes the research related to STR ordinance revisions, a significant amount of those may relate to improvements related to enforcement; that would be the time to dig into any kind of tiered fee structure they may want to try to justify. At this time, they don’t have the information to recommend that. They indicate that they are not aware of any hosted STRs in Pacifica under the traditional definition of hosted where the owner is there the whole time, so they are mostly un-hosted and to try and draw a distinction between a two-bedroom place or a four-bedroom place leads to a lot of legalities and more analysis that they would need to go into, but it may be something that Council wants to direct in the future when they are really looking at the program holistically. He thought they have before them is staff’s best attempt at starting a fee structure to set an expectation that is a good balance of where they see the permit. They looked at other agencies’ STR permit fees and they are in the realm. This is a starting point and can be adjusted in the future unless Council was interested in something different and not starting at this starting point.
Councilmember Beckmeyer confirmed they were discussing the STR application fee.
City Manager Woodhouse responded affirmatively.
Councilmember Beckmeyer stated that it is increasing from $158 adopted in 2022-23 to the proposed amount of $1,622.
Mayor pro Tem Vaterlaus asked if it is a yearly fee.
Asst. City Manager Carter stated that it is.
Mayor pro Tem Vaterlaus stated that it only amounts to $135 a month and, while it looks like a big fee, for someone doing short-term rentals, it’s not.
Councilmember Boles stated there may be some difference in short-term rentals and she loves the idea of a tiered fee structure.
Councilmember Beckmeyer clarified if the proposed amendments to the budget were structured in a way that we weren’t recouping the $42,000 general fund cost (not covered by these fees).
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Attachment: Attachment A: Minutes of 06-12-2023 Council Meeting (5391 : Approval of Minutes) City Council Regular Meeting 18 June 12, 2023
Asst. City Manager Carter confirmed this is just estimating the cost of the program. They want to be safe and they don’t want to overly cover the cost as well. The program updates would be coming to Council in mid-year and the additional analysis would happen at the same time.
Councilmember Beckmeyer confirmed they would not amend their fee structure mid-year.
Asst. City Manager Carter agreed that it is annual, adding that they can still provide them progress (the cost and the revenue they receive). As they do in the mid-year, they look directly to make decisions on the next budget cycle.
City Manager Woodhouse stated that the starting point is that they are determining the balance of arriving at the justification for that dollar amount. They know they need to undertake the ordinance work and revisions as directed by Council. There is a portion to this program implementation that they have to balance what they can actually charge to the fee.
Councilmember Boles doesn’t quite understand when they need a nexus study to look at new fees. She sees there are some new fees that they have added to the budget. Given that Council has prioritized affordable housing and an affordable housing fund, she noticed on looking at San Bruno’s fee schedule that, as part of the development application, they charged an affordable housing fee on a sliding scale depending on what kind of project it is. She asked if that was something they would need a nexus study for.
City Attorney Kenyon confirmed that is something that will require a nexus study. She stated that any fee that is related to development, called development impact fees, do require a formal study so they can be applied uniformly to all development. There are different categories such as different types of development and all based on what is the nexus of the impact associated with that development to the potential impact.
Planning Director Murdock agreed, and compared to some of the other fees they see in the proposed fee schedule, many of those are based on a fee that has already been calculated based on a prior study for hourly staff time and where that is essentially the cost of the service times some amount of time; they have not identified that the nexus study is required in those instances, but for an entirely new fee based on something other than a cost they have already calculated, a nexus fee would absolutely be required.
Councilmember Boles asked if they can give them an idea of what staff time and commitment would be to undertake something like that, particularly the affordable housing fee.
Planning Director Murdock stated that it could be quite robust in terms of the amount of time involved in preparing a nexus fee.
City Attorney Kenyon stated that their office would generally advise staff to hire a consultant to prepare the nexus study as it is very specific. Not surprisingly, they get challenged and they need to make sure that they are precise, robust analyses and defensible.
Planning Director Murdock stated that, given the cost associated and the level of effort associated, it has been the case more than once in recent years that cities have partnered regionally through the 21 Elements collaborative to undertake impact fees like commercial linkage fees to spread that cost; a lot of the regional data analysis can be common across the region and dialing that in specifically is sort of a minor customization cost as part of that
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Attachment: Attachment A: Minutes of 06-12-2023 Council Meeting (5391 : Approval of Minutes) City Council Regular Meeting 19 June 12, 2023
package. There is not one proposed currently that he was aware of that they could participate in so they would likely need to undertake that individually as a city which would significantly increase the cost and the project management component from staff as the City Attorney mentioned.
Councilmember Boles asked about the fire truck costs and she was trying to understand what kind of vehicle they need, especially as they are considering increasing density and building heights. She wants to understand at what point they need to start to think about having our own ladder truck for taller buildings. She knows, as part of the Sharp Park Specific Plan discussion, it was okay to rely on Daly City for that, but if we start to increase height down in Linda Mar where it is a longer drive and there’s more traffic, and the number of buildings above a specific height and what that height is, she wants to understand what would trigger that as they are looking at refining our Housing Elements.
Mayor Bigstyck welcomed Fire Chief Myers.
Fire Chief Myers though the basic question is that you are not required to ever have a ladder truck; it is what you can afford, what you want to provide in your level of service. He wouldn’t recommend that the city buy a ladder truck as they have ladder truck service as part of North County Fire Authority. It is $2.5 million to buy a ladder truck and another $3.5 million a year to staff one. He didn’t see a need for it and there is no requirement to have a ladder truck.
Councilmember Boles asked, if they are building 5-7 stories, if it is okay with the equipment we have here and regionally.
Fire Chief Myers agreed, stating that there are cities in the county who don’t have ladder trucks and they can’t afford ladder trucks. He added the higher you go, the less effective a ladder truck is going to be.
Councilmember Boles added buildings are built with sprinklers and better fire systems.
Fire Chief Myers stated that is how you deal with your development: You make sure you preengineer it and make it so it is fire-safe through engineering.
Mayor Bigstyck opened up the public hearing.
Suzanne Moore, Pacifica, stated she is a member of Pacifica Housing for All, and she was grateful for staff’s recommendation of two budget items, use of $1.6 million of ERAF funds toward our housing in lieu fund and believed the PRC funding should be prioritized as well as evaluating funding sources for affordable housing funds and the pilot for Community Wellness and Crisis Response Team, and shared her thoughts on these subjects.
Mayor Bigstyck closed the public hearing.
Councilmember Bier referred positively to Ms. Moore’s mention of the $1.6 million for the in lieu fund and suggested $73,750 go to the Pacifica Resource Center.
Mayor Bigstyck clarified if it was an extra $73,750, and Councilmember Bier confirmed.
Councilmember Boles was okay with that as she thought it was a good idea as they are doing so much in our community and they obviously have space needs to be able to serve our
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Attachment: Attachment A: Minutes of 06-12-2023 Council Meeting (5391 : Approval of Minutes) City Council Regular Meeting 20 June 12, 2023
community better. She was excited that we have the housing in lieu fund here.
Councilmember Beckmeyer asked the City Manager, in terms of the topic of increasing the allocations to the Resource Center, if the contributions from the city to any non-government organization come from excess ERAF in the way we do our budget.
City Manager Woodhouse stated that, the way excess ERAF works, which was a Council policy decision years ago, is the two non-government organizations the city contributes to out of excess ERAF is the Pacifica Resource Center and the Pacific Beach Coalition. Insofar as the city is receiving excess ERAF in any given year, which is not guaranteed that it would be received in future years, we carve out $83,000 for the PRC and $5,000 for the PBC and the remainder goes into the Fund 38 Disaster Accounting Fund or at times it has been used for other priorities. He stated that they are talking about splitting that remainder between Fund 38 and the housing in lieu fund. He stated that the city contributes minorly to other non-profits annually. He noted that occasionally there are requests that come up about specific causes and they have never had the opportunity to sit down and look at it holistically, mainly because we struggle with our own finances and we still are. That is why he isn’t in a position to make a recommendation about this. In terms of the PRC, what is built into this budget is the annual $83,000 and the $120,000 for the Temporary Safe Parking Program.
Mayor Bigstyck shared his first experience attending a Council meeting when friends were advocating for PRC, and he also advocated for PRC then and when he was on the PRC Board and learned that Council viewed it as a priority. At this time, he stated that he likes Councilmember Bier’s idea and he has interest in supporting. His concern is that, because they fund them through ERAF which is one-time money, and given recent state budget concerns, he isn’t sure the governor’s budget requests in the future will take away that cash which is not guaranteed. He was concerned, if they almost double that amount of money and ERAF goes away, about the conversation around maintaining the funding at that level and should they increase it that much now, given that ERAF is the money from which they are increasing it. He has no lack of desire to increase funding, but that is his concern, i.e., he doesn’t want to give them something and then take it away. He reopened the public hearing for Director Rees to provide any input.
Anita Rees, PRC, stated that they have gotten $83,000 for about 20 years. She thinks it would make a lot of sense to increase, and she suggested that they start with an increase of the CPI.
She stated that it doesn’t have to be huge and what it does is shows a commitment from the city to continue to grow as need grows. She stated that they aren’t asking for a huge amount of money and they have been fortunate to raise funds in a way that sustains their programs. She did think the city being able to say that they believe in the work being done to support the community and promote the well-being of all Pacificans would say a lot, as that is one thing they go to their funders and say that the city believes in the work they do and supports our community. This is one of the ways the city does that, among all the programs and supports they already provide to the city. She thought that would be a good show of faith, i.e., after 20 years they are inching it up a little bit, given the higher cost of everything in the community.
She appreciated Councilmember Bier for suggesting that and Council having this conversation.
Mayor Bigstyck closed the public hearing again.
Councilmember Boles moved to extend the meeting to 11:20 p.m.; seconded by Mayor pro Tem Vaterlaus.
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Attachment: Attachment A: Minutes of 06-12-2023 Council Meeting (5391 : Approval of Minutes) City Council Regular Meeting 21 June 12, 2023
MOVE TO EXTEND MEETING TO 11:20 PM
RESULT: ADOPTED [UNANIMOUS]
MOVER: Christine Boles, Councilmember
SECONDER: Sue Vaterlaus, Mayor pro Tem
AYES: Bigstyck, Vaterlaus, Beckmeyer, Bier, Boles
Mayor Bigstyck asked what they were proposing.
Mayor pro Tem Vaterlaus stated $100,000 over $83,000.
Mayor Bigstyck was personally comfortable with that number. a
Councilmember Bier stated that it was higher than the CPI.
Mayor Bigstyck responded affirmatively.
Councilmember Beckmeyer asked if the proposal would be to increase to $100,000 with the expectation that is the ongoing support to the PRC in addition to the CPI piece.
Mayor Bigstyck stated he was not personally committed to an ongoing CPI raise at this time, but he thought $100,000 would be the number going forward with or without a CPI adjustment.
Councilmember Beckmeyer stated her concern was that she wanted to find a way to fund some other non-governmental organizations such as Coast Pride. She didn’t know where that comes from and wants to make sure they don’t cut off the possibility of doing that. She wondered if there was an opportunity at mid-year to evaluate this or some way they can dial in where there may be some opportunity for other NGOs.
City Manager Woodhouse thought one of the challenges is that all of the non-profits in Pacifica didn’t know this conversation was going to happen at this meeting, and if it is going to happen in the future, they can be noticed about it as they have to go through a process. He compared it to, if the city were a CDBG (Community Development Block Grant) organization, often they have an annual application process in a city that is taking CDBG monies and funding nongovernment organizations. There was a known annual process, you could have new applications that come in any given year, and decisions made during budget on how to apply those CDBG funds. He stated that Pacifica doesn’t have anything like that. We have a legacy system out of our excess ERAF, two NGOs are funded, etc. They haven’t put the question out there about the funding needs or the interests. He stated it is Council’s decision. He didn’t think there is a problem with Council deciding that in a specific budget they want to increase one entity and then in mid-year they may want to look at a process to see where they are and whether they want to donate to other organizations.
Councilmember Beckmeyer stated that she would be willing to support $100,000 but she also wants to talk about Coast Pride.
Mayor pro Tem Vaterlaus agreed.
Mayor Bigstyck stated that a study session on the topic around mid-year would be in order.
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Attachment: Attachment A: Minutes of 06-12-2023 Council Meeting (5391 : Approval of Minutes) City Council Regular Meeting 22 June 12, 2023
City Manager Woodhouse confirmed six months.
Councilmember Beckmeyer stated that mid-year seems logical to her as they will have a better understanding of where we are, as all of the assumptions being made now will have a half of year’s experience to adjust. She stated that, also knowing when Pride falls, it gives enough time for there to be a discussion that could be fruitful in supporting that effort.
Councilmember Bier appreciated her talking about Pride.
Councilmember Beckmeyer added that there is also Fog Fest.
City Manager Woodhouse stated, related to a future discussion and how a process would ordinarily play out, part of that application process is to know what is the proforma of the organizations that are requesting funding. They heard the annual report from PRC and they know what they do, but what are the financials of those organizations.
Mayor Bigstyck stated he heard consensus from Council.
Councilmember Beckmeyer moved to adopt the resolution approving the Master Fee Schedule; seconded by Councilmember Bier.
RESULT: ADOPTED [UNANIMOUS]
MOVER: Sue Beckmeyer, Councilmember
SECONDER: Mary Bier, Councilmember
AYES: Bigstyck, Vaterlaus, Beckmeyer, Bier, Boles
CONSIDERATION - NONE.
ADJOURN
Mayor Bigstyck referred to the prior request to adjourn the meeting in honor of Jeanne Matysiak and Jane Northrup and asked if anyone would like to say a word before they adjourn.
Councilmember Beckmeyer shared how much Jeanne Matysiak meant to her and to the community in terms of the service that she provided. She was having a hard time adjusting to the reality that she is no longer with us because the world feels a little less bright without her.
Her father, Alan Hale, is very special to this community and her loss is great. With Jane Northrup, she did so much informing the community for so many years and one thing she is so grateful for her work is the difference she made in putting our very first bond vote over the top for Pacifica School District. There were significant structural challenges with the buildings, but it was her work on that which opened people’s eyes and helped explain why it was so necessary to have that. She was grateful to both of them.
Councilmember Bier wanted to piggyback on her comments on Jeanne, as she really appreciated that she would ask the hard questions at the appropriate times and she learned a lot on how she led and the different hats she wore and she will miss her. She knows a lot of people in the school district are distraught about the loss of her. She stated that Jane was like a staple in our community, always there and reporting on everything and writing notes, having extra-long phone conversations and reports on family and partnership, etc. She was special to her, and she will miss her.
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Mayor pro Tem Vaterlaus thought other councilmembers said it very well and she would also miss both of them and all that Jeanne and Jane did.
Councilmember Boles stated she didn’t know Jeanne and was sorry she missed that, but she ran into Jane a couple of weeks ago at the Rosalind Bakery and they had a nice chat and promised to grab lunch together so she is sad that isn’t going to happen. She always brought bright joy wherever she was, and she will miss her.
Mayor Bigstyck stated he didn’t know Jeanne himself, but he could not turn a corner without seeing Jane up to two weeks ago when he saw her at the Farmer’s Market. He feels very blessed that he had the last opportunity to say hello to his friend who is someone who was everywhere in the community that she could possibly be at a given moment to make sure that the voice of the community was heard. He thanked her for speaking for the entirety of the community and making it happen for all of us.
Mayor Bigstyck adjourned the meeting at 11:10 p.m. in honor of Jeanne Matysiak and Jane Northrup.
Transcribed by Barbara Medina, Public Meeting Stenographer.
Respectfully Submitted,
Sarah Coffey, City Clerk
__________________________
Tygarjas Bigstyck, Mayor
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Attachment: Attachment A: Minutes of 06-12-2023 Council Meeting (5391 : Approval of Minutes)
CITY OF PACIFICA
COUNCIL AGENDA SUMMARY REPORT
6/26/2023
1 SUBJECT:
Amendments to Consultant Services Agreements for On-Call Planning Services, Building Division Staff Augmentation, and Related Services Between the City of Pacifica and CSG Consultants, Inc., M-Group, and Raney Planning & Management, Inc.
RECOMMENDED ACTION:
Move to adopt the following resolutions to approve the following agreement amendments:
1) Adopt the Resolution titled, “A Resolution of the City Council of the City of Pacifica Authorizing the City Manager to Execute a Sixth Amendment of the Consultant Services Agreement With CSG Consultants, Inc. for Building Official, Building Inspection, Plan Review, Current Planning And Related Services” to extend the term of the Agreement to June 30, 2024, and to authorize compensation not to exceed the compensation for Building Division contractual services in the City budget, to be adopted, for FY 2023-24, and authorize the City Manager to execute the amendment; 2) Adopt the Resolution titled, “A Resolution of the City Council of the City of Pacifica Authorizing the City Manager to Execute a Sixth Amendment to the Consultant Services Agreement with M-Group for On-Call Planning and Related Services” to increase the cost ceiling amount by $125,000 with a total contract amount not to exceed $1,075,000 and to extend the term of the Agreement two years to June 30, 2025, and authorize the City Manager to execute the amendment; and, 3) Adopt the Resolution titled, “A Resolution of the City Council of the City of Pacifica Authorizing the City Manager to Execute a Seventh Amendment to the Consultant Services Agreement with Raney Planning & Management, Inc. for Contract and Related Services” to increase the cost ceiling amount by $75,000 with a total contract amount not to exceed $975,000 and to extend the term of the agreement two years to June 30, 2025, and authorize the City Manager to execute the amendment.
STAFF CONTACT:
Elizabeth Brooks, Management Analyst II
(650) 501-6025
[email protected]
Christian Murdock, Planning Director
(650) 738-7341
[email protected]
BACKGROUND/DISCUSSION:
The Planning Department is processing a significant number of routine and complex development project applications submitted for City permits. The Planning Department is also the lead department for several City Council priority initiatives, including the preparation of an update to the 2023-2031 Housing Element of the General Plan for future approval by the City Council. The Planning Department also has a key supporting role in several other priority initiatives and is involved in ongoing efforts to implement the 2040 General Plan and Sharp Park Specific Plan.
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The Planning Department currently relies on several consulting firms to augment planning staff resources for routine project reviews and California Environmental Quality Act (CEQA) analyses. The costs for these activities related to private development projects is reimbursed by project applicants.
BUILDING DIVISION
In October 2015, the City entered into its current contract with CSG Consultants to provide Building Division services including plan checking, inspection, code enforcement, building official, administration, and special project services (Attachment A). The term of the initial threeyear contract expired at the end of October 2018, and the City Council subsequently extended the contract for additional one-year terms in 2019, 2020, and a 2-year term in 2021. The annual maximum compensation for the contract is determined during the budget process each fiscal year.
The Planning Department is seeking an extension of the term identified in Section 3.1 (“Effective Date”) of the Agreement to June 30, 2024 (see Attachment A1: CSG Sixth Amendment).
PLANNING DIVISION
In 2016, after issuing a Request for Proposals for contract planning services to augment planning staff resources for routine project reviews and California Environmental Quality Act (CEQA) analyses, the City initially engaged consultants M-Group and Raney Planning and Management, Inc. (“Raney”) with consultant services agreements in an amount not to exceed $50,000 each (Attachments B and C, respectively). Since that time, the City Council has several times approved amendments to these agreements to increase the maximum cost ceiling and term, as shown below. Cost ceiling increase requests and term extension requests are predicated on what level of staffing is required to complete current and upcoming planning initiatives.
M-Group
Amendment Date Executed Cost Ceiling Approved
First November 15, 2016 Not to exceed $150,000
Second January 22, 2018 Not to exceed $300,000
Third December 4, 2018 Not to exceed $450,000
Fourth January 27, 2020 Not to exceed $600,000
Fifth July 12, 2021 Not to exceed $950,000
Raney Planning and Management, Inc.
Amendment Date Executed Cost Ceiling Approved
First November 15, 2016 Not to exceed $150,000
Second August 14, 2017 Not to exceed $250,000
Third September 10, 2018 Not to exceed $400,000
Fourth November 12, 2019 Not to exceed $500,000
Fifth March 9, 2020 Not to exceed $700,000
Sixth July 12, 2021 Not to exceed $900,000
M-Group and Raney are currently working on initiatives with the Planning Department as detailed below.
M-Group
M-Group’s primary services for the Planning Department have involved staff augmentation for project processing. However, M-Group has also prepared environmental review documents to assist the City with compliance with CEQA. Since execution of the Fifth Amendment to the 2 Packet Pg. 32
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Agreement with M-Group in July 2021, the Planning Department has received applications for several new projects that M-Group is processing. While the Agreement’s Scope of Work allows for the performance of planning services for all types of projects requesting entitlements, the costs associated with this work are projected to exceed the existing cost ceiling of $950,000.
Accordingly, the Planning Department is seeking an increase in the Cost Ceiling amount identified in Section 2.1 (“Compensation”) of the M-Group Agreement (Attachment B) by $125,000, with a total contract amount not to exceed $1,075,000. The Planning Department is also seeking an extension of the completion date identified in Section 3.1 (“Effective Date”) of the Agreement to June 30, 2025 (see Attachment B1: M-Group Sixth Amendment). The purpose of the increased cost ceiling and extension of the completion date is to continue to utilize MGroup for staff augmentation during periods of peak workload and during temporary staff vacancies. M-Group will continue to provide the Planning Department with ongoing staff augmentation including but not limited to processing projects, preparing staff reports, and preparing CEQA documents.
Raney Planning and Management, Inc.
Since execution of the Sixth Amendment to the Agreement with Raney in July 2021, the Planning Department has determined that several projects it has and is currently processing are not exempt from environmental review under CEQA, and therefore, require environmental review. Raney is currently supporting several large projects requiring CEQA review. Raney continues to provide the City with CEQA expertise and assists the City with CEQA compliance on many large projects by preparing all types of CEQA documentation including, but not limited to, categorical exemptions, initial study/mitigated negative declarations, and program-level and project-level environmental impact reports (EIRs).
The costs associated with work under the Agreement are projected to exceed the existing cost ceiling of $900,000. Accordingly, the Planning Department is seeking an increase in the Cost Ceiling amount identified in Section 2.1 (“Compensation”) of the Raney Agreement (Attachment C) by $75,000, with a total contract amount not to exceed $975,000. The Planning Department is also seeking an extension of the completion date identified in Section 3.1 (“Effective Date”) of the Agreement to June 30, 2025, to allow sufficient time for the long and complex work related to CEQA (see Attachment C1: Raney Seventh Amendment).
ALTERNATIVE ACTION:
Deny, or authorize a different amount for the amendments to the CSG, M-Group, and/or Raney Agreements.
Authorization of a reduced amount for an amendment will require Planning Department staff take over responsibilities from the consultants while continuing to perform other staff general responsibilities, including obligations to process building permit applications and other private development project applications.
If the Council denies the requested authorization for consultant CSG, the City will need to transition to an alternative consultant to provide Building Division services or would need to recruit and hire in-house staff. Both of these alternatives would have the potential to disrupt ongoing Building Division services in the interim.
If the Council denies the requested authorization for consultants M-Group or Raney, Planning Department staff would need to direct time to complete in-house environmental review documents in accordance with CEQA in addition to establishing contracts with various consultants possessing the technical expertise to analyze specific environmental resource topics that are beyond staff’s qualifications. The impact of this increased workload would 2 Packet Pg. 33
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negatively affect staff’s ability to address other general responsibilities, including the goals and strategies of the City Council’s Strategic Plan.
RELATION TO CITY COUNCIL GOALS AND WORK PLAN:
The tasks being performed by CSG Consultants, Inc., M-Group, and Raney Planning & Management, Inc. are not directly associated with any of the goals and strategies of the City Council’s Strategic Plan, as the functions of the Building Division, compliance with CEQA and planning permit review, and development proposal processing are all general government responsibilities of the City as a local public agency.
However, the environmental review that is required under CEQA discloses the physical impacts of a project on the environment and includes additional community outreach beyond the minimum requirements of the Pacifica Municipal Code. Furthermore, hiring a consultant allows experts to perform highly technical analyses for which staff is unqualified.
The benefits and efficiencies of engaging professional planning firms to perform these tasks will indirectly allow in-house staff resources to devote time to the goals and strategies of the City Council’s Strategic Plan including Goal 1 - Enhance organizational and fiscal stability and Goal 3 - Prioritize protection and development of affordable housing.
FISCAL IMPACT:
The budget for Fiscal Year 2023-2024 is pending adoption at the time of this report. As prepared, the proposed amendment to the CSG Agreement would be limited to the amount budgeted for Building Division contractual services. The cost to operate the Building Division is offset by permit fees.
The amounts of the requested contract budget increases for M-Group and Raney Planning & Management, Inc., $125,000 and $75,000 respectively, are included in the Fiscal Year 2023- 2024 Planning Department budget as a developer-reimbursed expenditure and, if adopted as-is, will require no additional appropriation. Because the expense is paid by project applicants, there is no net fiscal impact to the City.
ORIGINATED BY:
Planning Department
ATTACHMENT LIST:
Attachment A - CSG Agreement to Provide Contractual Building Services (PDF) Attachment A1 - Amendment 6 to CSG Agreement to Provide Contractual Building Services (PDF)
Attachment B - M-Group Agreement to Provide On-Call Planning Services (PDF) Attachment B1 - Amendment 6 to M-Group Agreement to Provide On-Call Planning Services (PDF)
Attachment C - Raney Agreement to Provide Contract Planning Services (PDF) Attachment C1 - Amendment 7 to Raney Agreement to Provide Contract Planning Services (PDF)
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RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PACIFICA AUTHORIZING THE
CITY MANAGER TO EXECUTE A SIXTH AMENDMENT TO THE CONSULTANT SERVICES AGREEMENT WITH CSG CONSULTANTS, INC. FOR BUILDING OFFICIAL, BUILDING INSPECTION, PLAN REVIEW, CURRENT PLANNING AND RELATED SERVICES. ______________________________________________________________________ WHEREAS, consistent with the City of Pacifica’s Purchasing Policy (Administrative Policy No. 76), the City of Pacifica entered into an agreement with CSG Consultants, Inc. for consulting services under the City Manager’s purchasing authority in October 2015; and WHEREAS, the City Council authorized amendments to the City’s agreement with CSG Consultants, Inc. for consulting services in May 2017, September 2018, October 2019, October 2020, and October 2021; and
WHEREAS, the City Council of the City of Pacifica has considered the City Manager’s recommendation to approve a sixth amendment to the City’s agreement with CSG Consultants, Inc. for consultant services on June 26, 2023.
NOW, THEREFORE BE IT RESOLVED by the City Council of the City of Pacifica to authorize the City Manager, following adoption of the Fiscal Year 2023-2024 budget, to amend the agreement with CSG Consultants, Inc. for the purpose of extending the term of the agreement to June 30, 2024.
* * * * *
PASSED AND ADOPTED at a regular meeting of the City Council of the City of Pacifica, California, held on the 26th day of June 2023, by the following vote:
AYES, Councilmembers:
NOES, Councilmembers:
ABSENT, Councilmembers:
ABSTAIN, Councilmembers:
______________________________
Tygarjas Twyrls Bigstyck, Mayor
ATTEST: APPROVED AS TO FORM:
______________________________ ______________________________ Sarah Coffey, City Clerk Michelle Kenyon, City Attorney 2 Packet Pg. 35
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RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PACIFICA AUTHORIZING THE
CITY MANAGER TO EXECUTE A SIXTH AMENDMENT TO THE CONSULTANT SERVICES AGREEMENT WITH M-GROUP FOR ON-CALL PLANNING AND RELATED SERVICES. ______________________________________________________________________ WHEREAS, consistent with the City of Pacifica’s Purchasing Policy (Administrative Policy No. 76), the City of Pacifica entered into an agreement with M-Group for consulting services under the City Manager’s purchasing authority in July 2016; and WHEREAS, the City Council authorized amendments to the City’s agreement with MGroup for consulting services in November 2016, January 2018, December 2018, January 2020, July 2021; and
WHEREAS, the City Council of the City of Pacifica has considered the City Manager’s recommendation to approve a sixth amendment to the City’s agreement with M-Group for consultant services on June 26, 2023.
NOW, THEREFORE BE IT RESOLVED by the City Council of the City of Pacifica to authorize the City Manager, following adoption of the Fiscal Year 2023-2024 budget, to amend the agreement with M-Group for the purpose of increasing the cost ceiling amount by $125,000 with a total contract amount not to exceed $1,075,000 and to extend the term of the agreement two years to June 30, 2025.
* * * * *
PASSED AND ADOPTED at a regular meeting of the City Council of the City of Pacifica, California, held on the 26th day of June 2023, by the following vote:
AYES, Councilmembers:
NOES, Councilmembers:
ABSENT, Councilmembers:
ABSTAIN, Councilmembers:
______________________________
Tygarjas Twyrls Bigstyck, Mayor
ATTEST: APPROVED AS TO FORM:
______________________________ ______________________________ Sarah Coffey, City Clerk Michelle Kenyon, City Attorney 2 Packet Pg. 36
Pacifica City Council 7
June 26, 2023
RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PACIFICA AUTHORIZING THE
CITY MANAGER TO EXECUTE A SEVENTH AMENDMENT TO THE CONSULTANT SERVICES AGREEMENT WITH RANEY PLANNING & MANAGEMENT, INC. FOR
CONTRACT AND RELATED SERVICES
______________________________________________________________________ WHEREAS, consistent with the City of Pacifica’s Purchasing Policy (Administrative Policy No. 76), the City of Pacifica entered into an agreement with Raney Planning & Management, Inc. for consulting services under the City Manager’s purchasing authority in May 2016; and
WHEREAS, the City Council authorized amendments to the City’s agreement with Raney Planning & Management, Inc. for consulting services in November 2016, August, 2017, September 2018, November 2019, March 2020, and July 2021; and WHEREAS, the City Council of the City of Pacifica has considered the City Manager’s recommendation to approve a seventh amendment to the City’s agreement with Raney Planning & Management, Inc. for consultant services on June 26, 2023.
NOW, THEREFORE BE IT RESOLVED by the City Council of the City of Pacifica to authorize the City Manager, following adoption of the Fiscal Year 2023-2024 budget, to amend the agreement with Raney Planning & Management, Inc. for the purpose of increasing the cost ceiling amount by $75,000 with a total contract amount not to exceed $975,000 and to extend the term of the agreement two years to June 30, 2025.
* * * * *
PASSED AND ADOPTED at a regular meeting of the City Council of the City of Pacifica, California, held on the 26th day of June 2023, by the following vote:
AYES, Councilmembers:
NOES, Councilmembers:
ABSENT, Councilmembers:
ABSTAIN, Councilmembers:
______________________________
Tygarjas Twyrls Bigstyck, Mayor
ATTEST: APPROVED AS TO FORM:
______________________________ ______________________________ Sarah Coffey, City Clerk Michelle Kenyon, City Attorney 2 Packet Pg. 37
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Attachment: Attachment A - CSG Agreement to Provide Contractual Building Services (5384 : Planning Dept Amendments: CSG, M-Group, - 1 - OAK #4823-3103-3258 v1
SIXTH AMENDMENT TO AGREEMENT FOR CONSULTANT SERVICES
This Sixth Amendment to Agreement for Consultant Services (the "Sixth Amendment") is made and entered into this 1st day of July 2023, by and between THE CITY OF PACIFICA, a municipal corporation (hereinafter referred to as "CITY") and CSG Consultants, Inc., a California Corporation (hereinafter referred to as "CONSULTANT").
RECITALS
WHEREAS, on October 26, 2015, City and Consultant entered into that certain agreement entitled "Consultant Services Agreement" ("Agreement") to provide Building Official, Building Inspection, Plan Review, current Planning and related services; and WHEREAS, on May 11, 2017, City and Consultant entered into a First Amendment to that agreement to add Code Enforcement Services in order to provide those services during a recruitment period;
WHEREAS, on September 10, 2018, City and Consultant entered into a Second Amendment to that agreement to extend the term of services to October 31, 2019 and adjust compensation as reflected in the adopted City-wide budget; and WHEREAS, on October 14, 2019, City and Consultant entered into a Third Amendment to the agreement to extend the term of services to October 31, 2020 and adjust compensation as reflected in the adopted City-wide budget; and
WHEREAS, on October 26, 2020, City and Consultant entered into a Fourth Amendment to the agreement to extend the term of services to October 31, 2021 and adjust compensation as reflected in the adopted City-wide budget; and
WHEREAS, on October 25, 2021, City and Consultant entered into a Fifth Amendment to the agreement to extend the term of services to June 30, 2023 and adjust compensation as reflected in the adopted City-wide budget; and
WHEREAS, City and Consultant now desire to enter into this Sixth Amendment to extend the contract term and adjust compensation as reflected in the adopted City-wide budget.
AGREEMENT
NOW, THEREFORE, for the considerations hereinafter set forth, the parties hereby amend the Agreement as follows:
1. Section 2.1 of the Agreement, “Compensation” is hereby amended to read as follows:
Compensation. Compensation for the Service shall be in accordance with Exhibit A, Compensation, attached hereto and incorporated herein. It is agreed that the compensation for the Services shall not exceed the adjusted compensation for Building Division contractual services in the City-wide adopted budget for FY 2023-24 ("Cost Ceiling").
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2. Section 3.1 of the Agreement, “Effective Date” is hereby amended to read as follows:
Effective Date. This Agreement shall become effective upon execution of the second signature and shall remain in full force and effect until the Services are completed (the “Term”). CONSULTANT agrees to complete all services by June 30, 2024.
3. Agreement in Effect. Except as amended by this Sixth Amendment, the Agreement shall remain in full force and effect.
4. Counterpart Signatures. This Sixth Amendment may be signed in multiple counterparts which, when signed by all parties, shall constitute a binding agreement.
IN WITNESS WHEREOF, the parties have executed this Sixth Amendment as of the date set forth above.
CITY OF PACIFICA
By: Date
Kevin Woodhouse, City Manager
Approved As To Form
By:
Michelle Marchetta Kenyon, City Attorney
CONSULTANT
___CSG Consultants________
By: Date
Cyrus Kianpour, President
By: Date
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Attachment: Attachment A1 - Amendment 6 to CSG Agreement to Provide Contractual Building Services (5384 : Planning Dept Amendments:
FREMONT | PLEASANTON | SAN JOSE | SACRAMENTO | NEWMAN | FRESNO | ORANGE
EXHIBIT A
City of Pacifica
Building Services
Effective Date – July 1, 2023 – June 30, 2024
CSG's fee schedule which includes fees for personnel providing the proposed scope of work is provided in the table below. We will coordinate the pickup and return of all plans via CSG staff or licensed courier service. This service is provided at no additional cost. CSG will mail an invoice at the beginning of every month for services rendered during the previousmonth.
Personnel / Services Current Flat Fee / Hourly Rates July 1, 2023 – June 30, 2024 Current Flat Fee / Hourly Rates
Full Plan Check by Percentage 75 % of City’s Building Plan Check FY 23Fees -24 Rates Plumbing, Mechanical, & Electrical Plan
Review by Percentage
50 % of City’s Building Plan Check Fees
Structural Plan Review by Percentage 55 % of City’s Building Plan Check Fees Expediated Plan Review by Percentage 95 % of City’s Building Plan Check Fees Building Official $141 $148
Certified Plan Review / Building and Fire Life
Safety Review
$119 $125
Structural Plan Review – Structural /
Professional Engineer
$152 $160
Fire Plan Review $119 $125
CASp Consultation $152 $160
CASp Inspection $152 $160
Certified Building Inspector $114 $120
Permit Technician $86 $90
Grading Plan Check / Professional Engineer* - $210
Expedited Plan Review Hourly 1.5 X Hourly Rate 1.5 X Hourly Rate *Grading plan review requires three (3) weeks turn around time for all first reviews and two (2) weeks for subsequent backchecks from the date of submittal.
All hourly rates include overhead costs including, but not limited to, salaries, benefits, Workers Compensation Insurance, and office expenses. Should the scope of work change or circumstances develop which necessitate special handling, CSG will notify the City prior to proceeding. On July 1 of each year following the contract year, CSG will initiate a rate increase based on the change in CPI for the applicable region. CSG will invoice on a monthly basis for services rendered during the prior month. Unless otherwise agreed, payment terms are 30- days from receipt of invoice.
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SIXTH AMENDMENT TO AGREEMENT FOR CONSULTANT SERVICES
This Sixth Amendment to Agreement for Consultant Services (the "Sixth Amendment") is made and entered into this 1st day of July 2023, by and between THE CITY OF PACIFICA, a municipal corporation (hereinafter referred to as "CITY") and M-Group, a California Corporation (hereinafter referred to as "CONSULTANT").
RECITALS
WHEREAS, on July 22, 2016, CITY and Consultant entered into that certain agreement entitled “Agreement for Consultant Services” (“Agreement”) to provide on-call planning and related services; and
WHEREAS, on November 15, 2016, City and Consultant entered into a First Amendment to the Agreement; and
WHEREAS, on January 22, 2018, City and Consultant entered into a Second Amendment to the Agreement; and
WHEREAS, on December 4, 2018, City and Consultant entered into a Third Amendment to the Agreement; and
WHEREAS, on January 27, 2020, City and Consultant entered into a Fourth Amendment to the Agreement; and
WHEREAS, on July 12, 2021, City and Consultant entered into a Fifth Amendment to the Agreement; and
WHEREAS, City and Consultant now desire to enter into this Sixth Amendment to increase the Cost Ceiling in section 2.1 (“Compensation”) and extend the completion date identified in section 3.1 (“Effective Date”) of the Agreement.
AGREEMENT
NOW, THEREFORE, for the considerations hereinafter set forth, the parties hereby amend the Agreement as follows:
1. Section 2.1 of the Agreement, “Compensation” is hereby amended to read as follows:
Compensation. Compensation for the Services shall be in accordance with Exhibit A, Compensation, attached hereto and incorporated herein. It is agreed that the compensation for the Services shall not exceed $1,075,000 (“Cost Ceiling”).
2. Section 3.1 of the Agreement, “Effective Date” is hereby amended to read as follows:
Effective Date. This Agreement shall become effective upon execution of the second signature and shall remain in full force and effect until the Services are completed (the “Term”). CONSULTANT agrees to complete all services by June 30, 2025.
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3. Agreement in Effect. Except as amended by this Sixth Amendment, the Agreement shall remain in full force and effect.
4. Counterpart Signatures. This Sixth Amendment may be signed in multiple counterparts which, when signed by all parties, shall constitute a binding agreement.
IN WITNESS WHEREOF, the parties have executed this Agreement as of the date set forth above.
CITY OF PACIFICA
By: Date
Kevin Woodhouse, City Manager
Approved As To Form
By:
Michelle Marchetta Kenyon, City Attorney
CONSULTANT
_M-Group______________________
By: Date
By: Date
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M-G R O U P |
* Hourly rates are subject to annual adjustment.
* M-Group adds a 10% administration fee to Sub-consultant rates.
M-GROUP STAFF HOURLY RATE
2023 2024
Admin Analyst
Planning Tech $90 $95
Assistant Planner
Assistant Urban Designer $110 $115
Social Media Coordinator
$140 $145
Associate Planner
Associate Urban Designer
GIS Services
Environmental Planner
Historic Preservation Specialist $155 $160
Public Art Specialist
Senior Planner
Senior Urban Designer
$165 $175
Senior Environmental Planner
Project Manager
Principal Planner
Principal Environmental Planner
Principal Policy Planner
Director of Urban Design
$185 $195
Principal $265-$285 $280-$300
EXHIBIT A
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Attachment: Attachment C1 - Amendment 7 to Raney Agreement to Provide Contract Planning Services (5384 : Planning Dept Amendments:
RANEY
PLANNlNG & MANAGEMENT, lNC.
ENVIRONMENTAL AND PLANNING 2023 BILLING RATES
The following is a summary of Raney, a division of Raney Planning & Management, Inc., Billing Rates for the provision of environmental and planning services. Please note that Raney will provide a complete scope of services and cost estimate by task based on hours, upon request.
Tim Raney, AICP, President
Cindy Gnos, AICP, Senior Vice President
Nick Pappani, Vice President
Rod Stinson, Vice President
Angela DaRosa, Division Manager
Kevin Valente, AICP, Senior Associate
Associate
Administrative
AIR QUALITY 2023 BILLING RATES
$235/hour
$215/hour
$195/hour
$195/hour
$175/hour
$155/hour
$135/hour
$85/hour
The following is a summary of the Billing Rates for the provision of air quality and GHG analysis services. Please note that Raney will provide a complete scope of services and cost estimate by task based on hours, upon request.
Rod Stinson, Air Quality Specialist
Angela DaRosa, Air Quality Specialist
Air Quality Technician
OTHER COST INFORMATION
$175/hour
$175/hour
$155/hour
• Overhead charges for technical sub-consultants, travel, and copying/printing: 10% • Travel: Billed at cost
o It should be noted that Raney charges mileage at the Federal Standard Mileage Rate provided by the IRS.
• Copying and Printing: Billed at cost
o Black & White (8.5" x 11"): 15¢/per page
o Color (8.5" x 11 "): 30¢/per page
o Oversized prints (11" x 17"): 30¢/per page
150 l Sports Drive, Ste
www.raneymanagem
A I Sacramento, CA 9 5834 I Phone: (916) 372-6100
ent.com
EXIDBITA
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Attachment: Attachment C1 - Amendment 7 to Raney Agreement to Provide Contract Planning Services (5384 : Planning Dept Amendments:
CITY OF PACIFICA
COUNCIL AGENDA SUMMARY REPORT
6/26/2023
1 SUBJECT:
Sharp Park Priority Development Area Pedestrian Improvement Project TFCA Funding Agreement between City/County Association of Governments and City of Pacifica RECOMMENDED ACTION:
Adopt the Resolution entitled “A Resolution of the City Council of the City of Pacifica Approving the Fiscal Year 2023-2024 TFCA Funding Agreement (“Agreement”) between the City/County Association of Governments of San Mateo County, a Joint Powers Agency whose members include the County of San Mateo and the twenty incorporated cities and towns within San Mateo County (C/CAG) and the City of Pacifica” and Authorize the City Manager to sign the Agreement.
STAFF CONTACT:
Raymund Donguines, P.E., Senior Civil Engineer
(650) 738-3768
[email protected]
Roland Yip, P.E., DPW Deputy Director
(650) 738-3771
[email protected]
Lisa Petersen, P.E., DPW Director
(650) 738-3770
[email protected]
BACKGROUND/DISCUSSION:
The Sharp Park Priority Development Area (PDA) Pedestrian Improvement Project will close sidewalk gaps, improve sidewalks to current ADA standards, install new ADA compliant driveways and corner curb ramps, install curb and gutter to improve storm water management, remove and replace failed pavement, install Bicycle Boulevard (Paloma) and pedestrian crossing striping, and resurface roads with slurry seal along Paloma Avenue, Carmel Avenue and Santa Maria Avenue from Francisco Boulevard to Beach Boulevard. The new driveways and sidewalks will provide an ADA compliant path of travel in the project area and provide a vital link for pedestrians and bicyclists from the eastern residential neighborhood of Pacifica to the Sharp Park district, Palmetto business area, Pacifica Civic Center, two schools, the Sharp Park Library, and the popular Sharp Park Beach and Pacifica Pier. Furthermore, the pavement improvements will aid bicyclists and pedestrians by removing tripping hazards while also installing up to date and improved pavement striping for a safer overall experience.
On April 14, 2022, the City/County Association of Governments of San Mateo (C/CAG) approved the guidelines and process for the Metropolitan Transportation Commission One Bay Area Grant (OBAG) 3 County & Local Program. C/CAG received 29 applications from 18 jurisdictions and 3 partner agencies requesting a total of $87 million in OBAG 3 funds. C/CAG had a target of approximately $32 million in funding for projects. The applications were ranked by an evaluation panel comprised of representatives from the C/CAG Congestion Management 3 Packet Pg. 87
Pacifica City Council 2
June 26, 2023
and Environmental Quality (CMEQ) and Bicycle and Pedestrian Advisory Committee (BPAC), Commute.org, Silicon Valley Bicycle Coalition, and local city staff.
At the September 15, 2022 C/CAG Board meeting, the Board approved the project nomination list for the OBAG 3 Program. The nomination list includes 11 projects requesting approximately $32m of OBAG 3 funding. The C/CAG Board Resolution 22-81 also recommended $900,000 of Measure M SRTS funds for the Pacifica Sharp Park Priority Development Area Pedestrian Improvement Project, in conjunction with $1,269,801 of OBAG 3 funds. Although the Measure M funds were secured for the project by this approval because they are from local funding, the OBAG 3 funds required Metropolitan Transportation Commission approval (MTC).
In January 2023, MTC approved the OBAG 3 County & Local Program, which awarded San Mateo County a total of $30.8 million to 7 projects in the county. Due to funding constraints, MTC did not recommend funding the $1,269,801 for the Sharp Park Priority Development Area Pedestrian Improvement Project from OBAG 3.
MTC’s OBAG 3 funding reflects geographic distribution of funding to projects along the Bayside of the County but did not fund a project on the Coastside. C/CAG staff recommended a reallocation of $1,000,000 in available OBAG 2 funds to the City of Pacifica for the Sharp Park project. Additionally, their staff recommended the allocation of $358,247 in Transportation Fund for Clean Air (TFCA) County Program Manager Funds to the City of Pacifica for this project. To receive these funds, the City has agreed to meet an expedited schedule requiring obligation of funds for construction by January 2024.
The City Manager recommends adopting the resolution and approving the TFCA funding Agreement between the City/County Association of Governments of San Mateo County and City of Pacifica.
ALTERNATIVE ACTION:
Alternative Action would be to not adopt the resolution which would exclude the City from receiving the grant funding. Staff does not support this alternative action.
RELATION TO CITY COUNCIL GOALS AND WORK PLAN:
Stewardship of City Infrastructure: includes repairing/replacing outdated city facilities such as city hall, the libraries, fire stations, etc., improving streets, and responding to impacts of sea level rise. Adopting the resolution will make the funds available for the Sharp Park Priority Development Area Pedestrian Improvement Project.
FISCAL IMPACT:
None at this time. However, this action commits the City to complete the project construction. Sufficient funds exist from Measure A and Measure M in Fund 9 for this purpose.
ORIGINATED BY:
Public Works
ATTACHMENT LIST:
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June 26, 2023
Attachment 1: FY 2023-2024 TFCA Funding Agreement between the City/County Association of Governments of San Mateo County and City of Pacifica (PDF) 3 Packet Pg. 89
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June 26, 2023
RESOLUTION NO. ________
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PACIFICA APPROVING THE FISCAL YEAR 2023-2024 TFCA FUNDING AGREEMENT (“AGREEMENT”) BETWEEN THE
CITY/COUNTY ASSOCIATION OF GOVERNMENTS OF SAN MATEO COUNTY A JOINT
POWERS AGENCY WHOSE MEMBERS INCLUDE THE COUNTY OF SAN MATEO AND
THE TWENTY INCORPORATED CITIES AND TOWNS WITHIN SAN MATEO COUNTY, HEREINAFTER CALLED “C/CAG,” AND THE CITY OF PACIFICA, HEREINAFTER CALLED “CITY.”
WHEREAS, on September 30, 2022, C/CAG staff submitted to the Metropolitan Transportation Commission (MTC) the Sharp Park Priority Development Area Pedestrian Improvement Project as part of the Countywide nomination list for OBAG 3; and WHEREAS, the Sharp Park Priority Development Area Pedestrian Improvement fell short of MTC funding, however, C/CAG staff recommends moving forward with the City of Pacifica’s Sharp Park Priority Development Area Pedestrian Improvement Project by allocating $358,247 of Transportation Fund for Clean Air (TFCA) funding for the construction phase of the project; and
WHEREAS it is necessary for C/CAG to enter into a funding agreement with the City of Pacifica and set forth the responsibilities of each party.
NOW, THEREFORE BE IT RESOLVED that the Governing Board of the City of Pacifica authorizes the City Manager to execute the funding Agreement for the Governing Board.
• • • • •
PASSED AND ADOPTED at a regular meeting of the City Council of the City of Pacifica, California, held on the 26th day of June 2023, by the following vote:
AYES, Councilmembers:
NOES, Councilmembers
ABSENT, Councilmembers:
ABSTAIN, Councilmembers:
CITY OF PACIFICA
_________________________________
Tygarjas Twyrls Bigstyck, Mayor
ATTEST: APPROVED AS TO FORM:
______________________________ _________________________________ Sarah Coffey, City Clerk Michelle Kenyon, City Attorney 3 Packet Pg. 90
TFCA Agreement – Pacifica Sharp Park FY 2023-2024
FISCAL YEAR 2023-2024 TFCA FUNDING AGREEMENT
BETWEEN
THE CITY/COUNTY ASSOCIATION OF GOVERNMENTS
AND
CITY OF PACIFICA
This 2023-2024 TFCA Funding Agreement (Agreement), effective as of July 1, 2023 (Effective Date), is made and entered into between the City/County Association of Governments of San Mateo County or C/CAG, a joint powers agency hereinafter referred to as "Program Manager," and City of Pacifica, hereinafter referred to as "Project Sponsor".
SECTION I
RECITALS:
1) The Bay Area Air Quality Management District, hereinafter referred to as "Air District," is authorized under California Health and Safety (Health & Safety) Code Sections 44223 and 44225 to levy a fee on motor vehicles registered within its jurisdiction (Motor Vehicle Fees), a portion of which the Air District receives and dedicates to its Transportation Fund for Clear Air (TFCA) program.
2) TFCA program monies may be allocated for projects to reduce air pollution from motor vehicles and to implement transportation control measures included in the plan adopted pursuant to Health and Safety Code Sections 40233, 40717, and 40919. 3) In accordance with Health and Safety Code Section 44241(d), the Air District allocates not less than forty (40) percent of the TFCA monies received to implement the TFCA County Program Manager program.
4) The Air District has been notified, in a communication dated August 28, 1992, that the Program Manager is the duly authorized recipient of the proportionate share of Program monies for San Mateo County, and has been so designated by resolutions adopted by the San Mateo County Board of Supervisors and by the city councils of a majority of the cities representing a majority of the population in the incorporated area of the county. The terms and conditions for the expenditure of the County’s Program monies by the County Program Manager are set forth in the resolution(s).
5) The role of the Program Manager is to administer the TFCA County Program Manager funds.
This includes the preparation of an expenditure plan for approval by the C/CAG Board of Directors and the Air District Board of Directors, project sponsor oversight, preparation and submittal of the Funding Status and Final reports, and TFCA County Program Manager fund audit support.
6) On March 9, 2023, the C/CAG Board of Directors approved projects for TFCA funding,
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including the TFCA grant amount of up to $358,247 to fund “Other Projects to be determined.” On April 13, 2023, the C/CAG Board approved the allocation of $358,247 of Fiscal Year 2023/24 TFCA to the Project Sponsor’s Sharp Park Priority Development Area Pedestrian Improvement Project for Fiscal Year 2023-2024 as set forth in Attachment A and incorporated herein (hereinafter referred to as “Project”).
7) The Program Manager and Project Sponsor, pursuant to Health and Safety Code Section 44241, hereby enter into this Agreement to implement the Project to improve air quality in the San Francisco Bay Area Air Basin.
SECTION II
PROJECT SPONSOR AGREES:
1) To apply all funds received under this Agreement to the Project, consistent with the mutually agreed to terms and conditions contained in this Agreement. 2) To maintain, at all times during the term of this Agreement, a separate account or sub-ledger for all funds received under this Agreement and to withdraw funds from this separate account. 3) To maintain, or cause to be maintained adequate records to document and demonstrate to the Program Manager, Air District staff and auditors the receipt and expenditures of TFCA funds. 4) To allow the Program Manager and the Air District to audit all expenditures relating to the Project funded through this Agreement. For the duration of the Project as described in Attachment A and for five (5) years from the end of each project’s Years of Effectiveness stated in the submitted Final Cost-Effectiveness Worksheet, Project Sponsor will make available to the Program Manager, Air District staff, or to an independent auditor selected by the Air District all records relating to Project performance and expenses incurred in implementing the Project. 5) To maintain employee time sheets documenting those hourly labor costs incurred in the implementation of the Project, which are paid with funds received under this Agreement, or to establish an alternative method to document staff costs charged to the Project. 6) All TFCA funds allocated to Project Sponsor will be distributed on a cost reimbursement basis, with a contract retention of fifteen percent (15%) pending submission of the final Project report, on the basis of documented legitimate expenditures for the intended purpose of the Project.
Legitimate documented expenditures shall be defined as those described in Attachment B and incorporated herein. Costs will be reimbursed only up to the amount of the TFCA funds authorized by this Agreement. In no event shall the Program Manager be required to provide any funding to the Project Sponsor under this Agreement unless such funds are first provided to the Program Manager by the Air District. The Program Manager will withhold payments in the event the Project Sponsor fails to comply with the requirements of this Agreement. 7) To keep necessary records of the performance of the Project in order to expedite evaluation of
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emissions reductions achieved from implementation of the Project. 8) To submit reports to the Program Manager as follows:
a) Interim Project Report: The Project Sponsor must submit an annual interim project report to the Program Manager within four (4) months of the end of each fiscal year which itemizes (a) the expenditure of the funds, (b) progress to date in the implementation of the Project, and (c) the results of the monitoring of the performance of the Project. The Program Manager must submit the annual reports on Air District-approved report forms annually until the Project is completed.
b) Final Report: The Project Sponsor must submit a final report to the Program Manager within four (4) months of the Project completion which itemizes (a) the expenditure of the funds, (b) the final results of the monitoring of the performance of the Project, and (c) the Final Cost-Effective (C-E) Worksheet. The Program Manager must submit the final report on Air District-approved report forms. The Program Manager will retain fifteen percent (15%) of total TFCA funds until the final report is submitted.
9) To use both the Air District’s and C/CAG’s approved logos for the TFCA Project implemented directly by the Project Sponsor under this Agreement, as specified below:
a) the logos must be used on signs posted at the site of any construction; b) the logos must be displayed on any vehicles operated with or obtained as part of the Project;
c) the logos must be used on any public information material relating to the Project, such as websites and printed materials, including transit schedules, brochures, handbooks, maps and other promotional materials; and
d) Project Sponsor must demonstrate to the Program Manager through photographs of vehicles and copies of press releases that Air District and C/CAG logos are used and displayed as required.
10) To acknowledge the Air District as a funding source in any related articles, news releases or other publicity materials for the Project which are implemented directly by the Project Sponsor. 11) Prior to commencement of any work, Project Sponsor shall deliver to Program Manager all insurance documentation, annual certificates and/or other evidence of the insurance coverage required below, verifying coverages. Project Sponsor shall obtain and maintain in full force and effect insurance as set forth below. All insurance specified below shall remain in force until all work or services to be performed are satisfactorily completed, and the work or services have been formally accepted. Project Sponsor must notify C/CAG if any of the required coverages listed below are non-renewed or cancelled. Failure to obtain and maintain the insurance
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coverage and to comply with all insurance requirements shall be deemed a breach of this Agreement.
The insurance requirements specified in this section shall cover Project Sponsor’s own liability and the liability arising out of work or services performed under this Agreement by any subconsultants, subcontractors, suppliers, temporary workers, independent contractors, leased employees, or any other persons, firms or corporations that Project Sponsor authorizes to work under this Agreement (hereinafter referred to as “Agents.”) Project Sponsor shall, at its own expense, obtain and maintain in effect at all times during the life of this Agreement the types of insurance indicated below against claims, damages and losses due to injuries to persons or damage to property or other losses that may arise in connection with the performance of work under this Agreement.
Project Sponsor is also required to assess the risks associated with work to be performed by Agents under subcontract and to include in every subcontract the requirement that the Agent maintain adequate insurance coverage with appropriate limits and endorsements to cover such risks. To the extent that an Agent does not procure and maintain such insurance coverage, Project Sponsor shall be responsible for said coverage and assume any and all costs and expenses that may be incurred in securing said coverage or in fulfilling Project Sponsor’s indemnity obligation as to itself or any of its Agents in the absence of coverage. a) Liability insurance with a limit of not less than $1,000,000 per occurrence. Such insurance shall be of the type usual and customary to the business of the Project Sponsor and to the operation of the vehicles, vessels, engines, or equipment operated by the Project Sponsor.
b) Property insurance in an amount of not less than the insurable value of Project Sponsor’s vehicles, vessels, engines or equipment funded under the Agreement and covering all risks of loss, damage or destruction of such vehicles, vessels, engines or equipment.
12) All funds received under this Agreement shall be expended only in accordance with all applicable provisions of the law for the Project that is implemented directly by the Project Sponsor.
13) To return to the Program Manager all funds that are not expended in accordance with applicable provisions of law.
14) To the extent not otherwise prohibited by law, and to the extent required by the California Public Records Act (California Government Code section 6250 et seq.), to place in the public domain any software, written document, or other product developed with funds received through this Agreement.
15) If TFCA funds are used for the purchase of any vehicle(s), Project Sponsor must either obtain approval from the Program Manager for alternative use of the vehicle(s) or return to the Program Manager any funds realized from the sale of any vehicle(s) purchased with TFCA funds if such
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reuse or sale occurs within the industry standards for the useful life from the date of purchase of the vehicle(s). The amount of funds returned to the Program Manager will be proportional to the percentage of TFCA funds originally used to purchase the vehicle(s). 16) Project Sponsor will complete the Project by June 30, 2025. 17) Project Sponsor must sign this Agreement within sixty (60) days after the Program Manager has transmitted it to them in order to remain eligible for the granted TFCA funds. Program Manager may grant a one-time extension of thirty (30) days to the Project Sponsor for just cause. 18) Unless authorized by the Program Manager, if no status reports and/or reimbursement requests are received from the Project Sponsor within one (1) year from the date of execution of the Agreement the Project will be considered for cancellation and the funds reprogrammed.
SECTION III
PROGRAM MANAGER AGREES:
1) To distribute TFCA funds allocated to the Project Sponsor only on a cost reimbursement basis, on the basis of documented legitimate expenditures for the intended purpose of the Project.
Costs will be reimbursed only up to the amount of the TFCA funds authorized by this Agreement. In no event shall the Program Manager be required to provide any funding to the Project Sponsor under this Agreement unless such funds are first provided to the Program Manager by the Air District. The Program Manager will retain fifteen percent (15%) of total TFCA grant amount until the final Project report is submitted. The Program Manager will withhold payments in the event the Project Sponsor fails to comply with the requirements of this Agreement.
2) To reimburse Project costs incurred by Project Sponsor from the execution of this Agreement through June 30, 2025.
3) To provide timely notice prior to conducting an audit. 4) To provide the Project Sponsor, and any other requesting party, a copy of the fiscal and performance audits as specified in Section 44242 of the Health and Safety Code. 5) To provide the Project Sponsor with all Project Sponsor reporting forms required for the Project Sponsor to submit pursuant to this Agreement, including the Interim Project Report and Final Report required pursuant to Section II.8 above.
SECTION IV
IT IS MUTUALLY AGREED:
1) Term: This Agreement will remain in effect for three (3) years after the completion of the
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Project, unless it is terminated as provided below.
2) Termination: Either party may terminate this Agreement at any time by giving written notice of termination to the other party which shall specify the effective date thereof. Notice of termination under this paragraph shall be given at least ninety (90) days before the effective date of such termination. This Agreement will also terminate at the end of the fiscal year during which the City/County Association of Government loses designation as Program Manager for San Mateo County.
In addition to the foregoing, Program Manager may terminate this Agreement for cause. In order to terminate for cause, Program Manager must first give Project Sponsor notice of the alleged breach. Project Sponsor shall have five (5) calendar days after receipt of such notice to respond, and a total of fifteen (15) calendar days after receipt of such notice to cure the alleged breach. If Project Sponsor fails to cure the breach within this period, Program Manager may immediately terminate this Agreement without further action.
3) Hold Harmless/Indemnity: Project Sponsor shall indemnify and hold harmless the Air District, its employees, agents, representatives, and successors-in-interest against any and all liability, loss, expense, including reasonable attorneys’ fees, or claims for injury or damages arising out of their performance of the Project or operation or use of the equipment that is subject to this Agreement. Project Sponsor shall also indemnify and hold harmless the Program Manager, its employees, agents, representatives, and successors-in-interest against any and all liability, loss, expense, including reasonable attorneys’ fees, or claims for injury or damages arising out of their performance of the Project or operation or use of the equipment that is subject to this Agreement, or payments made pursuant to this Agreement brought for, or on account of, any of the following: (A) injuries to or death of any person, including the Project Sponsor and its employees/officers/agents; (B) damage to any property of any kind whatsoever and to whomsoever belonging; (C) any sanctions, penalties, or claims of damages resulting from the Project Sponsor’s failure to comply, if applicable, with the requirements set forth in the Health Insurance Portability and Accountability Act of 1996 (HIPAA) and all Federal regulations promulgated thereunder, as amended; or (D) any other loss or cost, including but not limited to that caused by the concurrent active or passive negligence of the Program Manager and/or its officers, agents, employees, or servants. However, the Project Sponsor’s duty to indemnify and save harmless under this Section shall not apply to injuries or damage for which the Program Manager has been found in a court of competent jurisdiction to be liable by reason of its own negligence or willful misconduct. The duty of the Project Sponsor to indemnify and save harmless as set forth by this Section shall include the duty to defend as set forth in Section 2778 of the California Civil Code. In the event that, for any reason other than Program Manager’s sole misconduct, the Air District seeks return of funds already distributed to the Project Sponsor pursuant to this Agreement, the Project Sponsor shall indemnify and reimburse the Program Manager in the amount the Program Manager is required to return to the Air District under the funding Agreement between the Program Manager and the Air District.
This indemnification provision will survive termination or expiration of this Agreement. 4) Notices: Any notice which may be required under this Agreement shall be in writing, shall be
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effective when received, and shall be given by personal service, by U.S. Postal Service mail, by certified mail (return receipt requested) or by email, to the address set forth below, or to such addresses which may be specified in writing to the parties hereto.
Raymund Donguines
City of Pacifica
170 Santa Maria Avenue
Pacifica, CA 94044
(650)738-3771
[email protected]
Eva Gaye
City/County Association of Governments
555 County Center, 5th Floor
Redwood City, CA 94063
(650) 599-1453
[email protected]
5) Additional Acts and Documents: Each party agrees to do all things and take all such actions, and to make, execute and deliver such other documents and instruments, as shall be reasonably requested to carry out the provisions, intent and purpose of this Agreement. 6) Integration: This Agreement represents the entire agreement of the parties with respect to the funds initially allocated to be spent in FY 2023-2024 described in this Agreement, and no representation, warranties, inducements or oral agreements have been made by any of the parties except as expressly set forth herein, or in other contemporaneous written agreements. 7) Amendment: This Agreement may not be changed, modified or rescinded except in writing, signed by all parties hereto, and any attempt at oral modification of the Agreement shall be void and of no effect. Any change in the project scope shall constitute an amendment under this Agreement.
8) Independent Contractor: Project Sponsor renders its services under this Agreement as an independent contractor. None of the Project Sponsor's agents or employees shall be agents or employees of the Program Manager. This paragraph does not apply to elected officials serving concurrently on the governing boards of the Project Sponsor, Program Manager or the Air District.
9) Assignment: This Agreement may not be assigned, transferred, hypothecated, or pledged by any party without express written consent of the other party. 10) Severability: Should any part of this Agreement be declared unconstitutional, invalid, or beyond the authority of either party to enter into or carry out, such decision shall not affect the validity of the remainder of this Agreement which shall continue in full force and effect; provided that, the remainder of this Agreement can, absent the excised portion, reasonably be interpreted to reflect
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the intentions of the parties.
11) Force Majeure: Neither the Project Sponsor nor the Program Manager shall be liable or deemed to be in default for any delay or failure in performance under this Agreement or interruption of services, directly or indirectly, from acts of God, civil or military authority, acts of public enemy, war, strikes, labor disputes, shortages of suitable parts, materials, labor or transportation, or any similar cause beyond the reasonable control of the Project Sponsor or Program Manager. 12) Governing Law: This Agreement shall be construed and interpreted, and the legal relations created thereby shall be determined in accordance with the laws of the State of California.
IN WITNESS WHEREOF, Project Sponsor and Program Manager have entered into this Fiscal Year 2023-2024 TFCA Funding Agreement as of the Effective Date set forth above.
FOR PROJECT SPONSOR: FOR PROGRAM MANAGER:
By: __________________________ By: _______________________________
Kevin Woodhouse, City Manager Sean Charpentier, Executive Director City of Pacifica City/County Association of Governments of San Mateo County
Approved as to form: Approved as to form:
By:__________________________ By:_________________________________ Michelle Marchetta Kenyon Melissa Andrikopoulos
City of Pacfica City Attorney C/CAG Legal Counsel
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ATTACHMENT A
COUNTYWIDE VOLUNTARY TRIP REDUCTION PROGRAM
PROJECT INFORMATION
Project Information Form
A. Project Number: 24SM04
B. Project Title: Sharp Park PDA Pedestrian Improvement Project C. Project Category (project will be evaluated under this category): 9b Smart growth – pedestrian Improvement
D. TFCA County Program Manager Funds Allocated: $358,247.00 E. TFCA Regional Funds Awarded (if applicable): $______________ F. Total TFCA Funds Allocated (sum of C and D): $______________ G. Total Project Cost: $2,950,000
H. Project Description:
City of Pacifica will use TFCA funds to close sidewalk gaps, improve sidewalk to above ADA standards, install new ADA compliant driveways and corner curb ramps, install curb and gutter to improve storm water management, remove and replace failed pavement, slurry seal, and install bicycle and pedestrian striping along Paloma Avenue, Carmel Avenue and Santa Maria Avenue from Francisco Boulevard to Beach Boulevard. The new driveways and sidewalks will provide ADA complaint path of travel in the project area and provide a vital link for pedestrians and bicyclists from the eastern residential neighborhood of Pacifica to the Sharp Park district, Palmetto business area, Pacifica Civic Center, two schools, the Sharp Park Library, and the popular Sharp Park Beach and Pacifica Pier. Furthermore, the pavement improvements will aid bicyclists and pedestrians by remove tripping hazards while also installing up to date and improved pavement striping for a safer overall experience.
I. Final Report Content: Final Report form and final Cost Effectiveness Worksheet City of Pacifica will use Final Report Form 3, Bicycle Projects J. Attach a completed Cost-Effectiveness Worksheet and any other information used to evaluate the proposed project.
City is working to complete the Cost-Effectiveness Worksheet K. Has or will this project receive any other TFCA funds, such as Regional Funds? No L. Comments (if any):
M. Please indicate if the project is located in a SB535 Disadvantaged Community and/or AB1550 Lowincome Community (Please use the map to find your project’s location:
The project is not located in a SB535 Disadvantaged Community and/or AB1550 Low-income Community.
https://ww3.arb.ca.gov/cc/capandtrade/auctionproceeds/communityinvestments.htm) Section 2. Project Category Specific Questions
N. If a ridesharing, first- and last-mile connections service, pilot trip reduction, transit information, telecommuting or infrastructure improvement project, explain how the number of vehicle trips that
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will be reduced by the project was estimated, and provide supporting information and data to justify the estimate. Not Applicable
O. If an alternative fuel vehicle project, provide the following information:
Not Applicable
P. If a first- and last-mile connections service project, confirm that the service will comply with all the following requirements: Not Applicable
☐ Service connects directly to a transit station and a distinct commercial or employment location. ☐ Service schedule coordinates with the mass transit’s schedule. ☐ Service is available for use by all members of the public. ☐ Service is at least 70% unique and operates where no other service was provided within the past three years.
Q. If a pilot trip reduction project, confirm that the project complies with all the following requirements:
Not Applicable
☐ Project will reduce single‐occupancy vehicle trips and result in a reduction in emissions of criteria pollutants.
☐ Service is available for use by all members of the public. ☐ Applicant provided a written plan showing how the service will be financed in the future and require minimal, if any, TFCA funds to maintain its operation by the end of the third year. ☐ If the local transit provider is not a partner, the applicant demonstrated that they have attempted to have the service provided by the local transit agency. The transit provider was given the first right of refusal and determined that the proposed project does not conflict with existing service. ☐ Applicant provided data and/or other evidence demonstrating the public’s need for the service, such as a demand assessment survey and letters of support from potential users. ☐ Service is at least 70% unique and operates where no other service was provided within the past three years.
R. If a bicycle parking project, answer the following questions: Not Applicable a. What plan is the project referenced in?
b. Will the project be publicly accessible and available for use by all members of the public? S. If a bikeway project, answer the following questions:
a. What plan is the project referenced in?
City of Pacifica Bicycle & Pedestrian Master Plan
b. Will the project be publicly accessible and available for use by all members of the public? Yes c. If applicable, will the project be consistent with design standards published in the California Highway Design Manual or conform to the provisions of the Protected Bikeway Act of 2014? Yes
d. Has the project completed all applicable environmental reviews and either have been deemed exempt by the lead agency or have been issued the applicable negative declaration or environmental impact report or statement?
Environmental reviews have not been completed.
T. If a bike share project, confirm that the project complies with all the following requirements:
Not Applicable
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☐ Project either increases the fleet size of existing service areas or expands existing service areas to include new Bay Area communities.
☐ Project completed and approved an environmental plan and a suitability study demonstrating the viability of bicycle sharing.
• Project has shared membership and/or is interoperable with the Bay Area Bike Share (BABS) project when they are placed into service. Please select the choice that best describes the project:
☐ Interoperable with BABS
☐ Exempt from requirement for the following reason(s):
☐ i. Projects that do not require membership or any fees for use; ☐ ii. Projects that were provided funding under MTC’s Bike Share Capital Program to start a new or expand an existing bike share program; or ☐ iii. Projects that attempted to coordinate with, but were refused by, the current BABS operator to have shared membership or be interoperable with BABS. Applicants must provide documentation showing proof of refusal.
U. If an infrastructure improvement for trip reduction project, answer the following questions:
a. What plan is the project referenced in?
City of Pacifica Bicycle & Pedestrian Master Plan
b. Which transportation control measure from the most recently adopted Air District plan is the project implementing?
TCM-D1: Pedestrian Access and Facilities Improvements
c. Has the project completed all applicable environmental reviews and either have been deemed exempt by the lead agency or have been issued the applicable negative declaration or environmental impact report or statement?
Environmental reviews have not been completed.
V. If an alternative fuel infrastructure project, confirm that the project complies with all the following requirements:
Not Applicable
☐ Project must be designed, installed, and maintained as required by the existing recognized codes and standards and as approved by the local/state authority. ☐ Project funds awarded will not be used to pay for fuel, electricity operation, or maintenance costs. • Please clarify the infrastructure project’s primary purpose (select all that apply):
☐ charge vehicles 14,000 lbs and less
☐ charge vehicles 14,001 lbs and more
☐ serve private fleet
☐ available for public use
☐ other (please specify): ___________________________
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ATTACHMENT B
GUIDELINES FOR ELIGIBLE TFCA REIMBURSABLE COSTS
The Transportation Fund for Clean Air (TFCA) enabling legislation allows the vehicle registration fees collected for the program to be used for project implementation costs, as well as administrative project costs. This attachment provides guidance on differentiating and reporting these costs. The Air District will use the definitions and interpretations discussed below in the financial accounting of the TFCA program. The Air District conducts audits on TFCA-funded projects to ensure that the funds have been spent in accordance with the program guidelines and policies.
Project Implementation Costs
Project implementation costs are charges associated with implementing a TFCA-funded project including:
• Documented hourly labor charges (salaries, wages, and benefits) directly and solely related to implementation of the TFCA project,
• Capital costs,
• Capital equipment installation costs,
• Equipment maintenance costs,
• Shuttle driver labor costs,
• Labor costs related to capital purchases,
• Operator or personnel training directly related to project implementation, • Contractor labor charges related to the TFCA project, and • Travel and training costs only if these costs are directly related to the implementation of the TFCA-funded project (e.g., the cost of training mechanics to service TFCA-funded natural gas clean air vehicles).
The Project Sponsor may seek reimbursement for these costs by providing proper documentation with project invoices. Such documentation must show how the project implementation costs were calculated, for example, by listing the date when the hours were worked, employee job title, employee hourly pay rates, tasks, and total charges. Documentation of hourly charges may be provided with time sheets or any other generally accepted accounting method to allocate and document staff time.
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CITY OF PACIFICA
COUNCIL AGENDA SUMMARY REPORT
6/26/2023
1 SUBJECT:
Community Center Roof Coating Project
RECOMMENDED ACTION:
Approve the Resolution entitled "A Resolution of the City Council of the City of Pacifica Approving (upon approval of the FY 2023-24 budget) the Construction Contract with Pacific Polymers Inc. in an amount not to exceed $464,196.60; Authorize a budget authority in the amount of $533,826.09, which includes contingencies in an amount not to exceed fifteen percent (15%) of the Construction Contract amount; Authorize staff to Execute Future Change Orders not to exceed the contingency amount; and Authorize the City Manager to execute all documents related to the Community Center Roof Coating Project.” STAFF CONTACT:
Raymund Donguines, P.E., Senior Civil Engineer
(650) 738-3768
[email protected]
Roland Yip, P.E., DPW Deputy Director
(650) 738-3771
[email protected]
Lisa Petersen, P.E., DPW Director
(650) 738-3770
[email protected]
BACKGROUND/DISCUSSION:
The City Council approved the FY 2022-2027 Capital Improvement Program (CIP) in June of 2022. The CIP included the Community Center Roof to upgrade the deteriorated roof and allow for new solar panel installation on the roof from Peninsula Clean Energy (PCE). The Pacifica Community Center Roof Coating Project consists of performing thermal scan of the roof, power wash of the roof surface, removal of all loose debris, removal of all walk pads, repair of all blisters, install Liquitec base coat, install Liquitec top coat, broadcast dry roof granules into wet coating, and back roll.
The Project was advertised on April 12, 2023, and April 19, 2023 and a mandatory pre-proposal meeting was held on April 26, 2023. Eighteen (18) companies requested plans and specifications and seven (7) companies submitted bids. On May 4, 2023, the bid opening was held via Zoom by the City Clerk and the result is as follows:
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June 26, 2023
Company Base Bid
Pacific Polymers Inc, dba American Foam Experts $464,196.60 Stronger Building Services $522,780.00
Andy’s Roofing Company Inc. $567,178.50
Waterproofing Associates $579,485.64
Best Contracting Services $625,485.00
I & A Contractor Inc. $683,980.00
San Francisco Roofing Services, Inc. $685,345.00
The apparent low bidder is Pacific Polymers Inc., dba American Foam Experts with a base bid amount of $464,196.60. This is approximately 15% over the Engineer’s Estimate; Staff found the bid reasonable based on the current construction industry market and high inflation rates.
The City Manager recommends the award of contract (Attachment "A") to the apparent low bidder, Pacific Polymers Inc. In addition, a 15% contingency is recommended to allow enough funding to handle any unforeseen conditions and/or additional improvements that are identified during construction.
ALTERNATIVE ACTION:
Council may choose not to adopt the resolution and not approve the construction contract.
However, this will result in project delays and possible increase in construction cost. Staff does not recommend this alternative action.
RELATION TO CITY COUNCIL GOALS AND WORK PLAN:
Approval of the construction contract is consistent with the following Council adopted Goals:
• Stewardship of City Infrastructure: includes repairing/replacing outdated city facilities such as city hall, the libraries, fire stations, etc., improving streets, and responding to impacts of sea level rise. This construction project will improve the existing Community Center Roof and allow for installation of solar panels by PCE.
FISCAL IMPACT:
The following is the source and use of funds for the project:
Total Project Source and Use of Funds
FY 22-23 General Fund $325,000.00
Disaster Accounting Fund (in FY 2023-24
budget approval recommendation)
$210,000.00
Total Source of Funds $535,000.00
Community Center Roof Coating
Project
$533,826.09
Total Use of Funds $533,826.09
Project End Balance $1,173.91
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June 26, 2023
The 2022-2023 Adopted Budget appropriated $325,000 from General Fund for the coating of the Community Center roof. The recently received bids went over the previously appropriated budget by $210,000. Adding this additional budget was discussed with the Council during the budget agenda item on June 12, 2023. During this discussion, additional funds in the amount of $210,000 were recommended to be transferred from the Disaster Accounting Fund and appropriated to the project budget for a total budget authority of $535,000, upon approval of the FY 2023-24 budget. Contingencies will be used to repair unforeseen conditions, such additional repair of any structural damage in the roof. Approval of this transfer will occur upon approval of the FY 2023-24 budget at the end of the June 26, 2023 Council meeting.
ORIGINATED BY:
Public Works
ATTACHMENT LIST:
Attachment 1-PACIFIC POLYMERS CONSTRUCTION SERVICES AGREEMENT SIGNED (PDF)
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June 26, 2023
RESOLUTION NO. __-2023
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PACIFICA APPROVING (UPON APPROVAL OF THE FY 2023-24 BUDGET) THE CONSTRUCTION CONTRACT WITH PACIFIC POLYMERS INC. IN AN AMOUNT NOT TO EXCEED $464,196.60 AUTHORIZE A BUDGET AUTHORITY IN THE AMOUNT OF $535,000, WHICH INCLUDES CONTINGENCIES IN AN AMOUNT NOT TO EXCEED FIFTEEN PERCENT (15%) OF THE CONSTRUCTION CONTRACT AMOUNTS; AUTHORIZE STAFF TO EXECUTE FUTURE CHANGE ORDERS NOT TO EXCEED THE CONTINGENCY AMOUNT; AND AUTHORIZE
THE CITY MANAGER TO EXECUTE ALL DOCUMENTS RELATED TO THE COMMUNITY CENTER ROOF COATING PROJECT.
WHEREAS, consistent with the City of Pacifica’s Bidding Procedures for Public Projects (Municipal Code Title 3 Chapter 15) the City of Pacifica advertised the Request for Bids for Community Center Roof Coating Project on April 12, 2023 and April 19, 2023; and WHEREAS, the low bidder was Pacific Polymers Inc, dba American Foam Experts; and WHEREAS, the work is needed to repair the Community Center Roof and allow for installation of solar panels by Peninsula Clean Energy (PCE).
NOW, THEREFORE BE IT RESOLVED that the City Council of the City of Pacifica authorizes the City Manager to execute all documents related to the Community Center Roof Coating Project.
• • • • •
PASSED AND ADOPTED at a regular meeting of the City Council of the City of Pacifica, California, held on the 26th day of June, 2023, by the following vote:
AYES, Councilmembers:
NOES, Councilmembers:
ABSENT, Councilmembers:
ABSTAIN, Councilmembers:
_________________________________
Tygarjas Twyrls Bigstyck, Mayor
ATTEST: APPROVED AS TO FORM:
______________________________ _________________________________ Sarah Coffey, City Clerk Michelle Kenyon, City Attorney 4 Packet Pg. 106
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Packet Pg. 107 Attachment: Attachment 1-PACIFIC POLYMERS CONSTRUCTION SERVICES AGREEMENT SIGNED (5366 : Community Center Roof Coating
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Packet Pg. 108 Attachment: Attachment 1-PACIFIC POLYMERS CONSTRUCTION SERVICES AGREEMENT SIGNED (5366 : Community Center Roof Coating © 1988-2015 ACORD CORPORATION. All rights reserved.
The ACORD name and logo are registered marks of ACORD
CERTIFICATE HOLDER
ACORD 25 (2016/03)
AUTHORIZED REPRESENTATIVE
CANCELLATION
DATE (MM/DD/YYYY) CERTIFICATE OF LIABILITY INSURANCE
JECT LOC PRO- POLICY GEN'L AGGREGATE LIMIT APPLIES PER:
CLAIMS-MADE OCCUR
COMMERCIAL GENERAL LIABILITY
PREMISES (Ea occurrence) $ DAMAGE TO RENTED
EACH OCCURRENCE $
MED EXP (Any one person) $
PERSONAL & ADV INJURY $
GENERAL AGGREGATE $
PRODUCTS - COMP/OP AGG $
DED RETENTION $ CLAIMS-MADE OCCUR
$ AGGREGATE $ UMBRELLA LIAB EACH OCCURRENCE $ EXCESS LIAB DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required) INSR
LTR TYPE OF INSURANCE POLICY NUMBER
POLICY EFF
(MM/DD/YYYY) POLICY EXP(MM/DD/YYYY) LIMITS
PER
STATUTE OTH- ER
E.L. EACH ACCIDENT E.L. DISEASE - EA EMPLOYEE
E.L. DISEASE - POLICY LIMIT
$
$
$
ANY PROPRIETOR/PARTNER/EXECUTIVE
If yes, describe under DESCRIPTION OF OPERATIONS below
(Mandatory in NH) OFFICER/MEMBER EXCLUDED? WORKERS COMPENSATION
AND EMPLOYERS' LIABILITY Y / N
AUTOMOBILE LIABILITY
ANY AUTO
OWNED SCHEDULED
HIRED
AUTOS ONLY NON-OWNED
AUTOS ONLY AUTOS
AUTOS ONLY
COMBINED SINGLE LIMIT BODILY INJURY (Per person)
BODILY INJURY (Per accident) PROPERTY DAMAGE $$
$
$
THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS
CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS.
INSD
ADDL WVDSUBR
N / A
$
$
(Ea accident)
(Per accident)
OTHER:
THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS
CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER.
IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s).
COVERAGES CERTIFICATE NUMBER: REVISION NUMBER:
INSURED
PHONE
(A/C, No, Ext): PRODUCER
ADDRESS: E-MAIL
FAX
(A/C, No): CONTACT NAME:
NAIC #
INSURER A :
INSURER B :
INSURER C :
INSURER D :
INSURER E :
INSURER F :
INSURER(S) AFFORDING COVERAGE
SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE
THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED
IN ACCORDANCE WITH THE POLICY PROVISIONS.
Acct#: 2525969 6/5/2023 USI Insurance Services, LLC 844-290-4908 2502 N Rocky Point Drive Tampa, FL 33607 [email protected] Ace American Insurance Co. 22667 Barrett Business Services, Inc. L/C/F PACIFIC POLYMERS, INC. DBA: AMERICAN FOAM EXPERTS 11500 TWIN CITIES RD GALT, CA 95632 A X C51257455 9/1/2022 9/1/2023
X
2,000,000 2,000,000 2,000,000 Policy State = CA Waiver of Subrogation in favor of certificate holder when required by written contract City Of Pacifica 540 Crespi Drive Pacifica, CA 94044
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Packet Pg. 109 Attachment: Attachment 1-PACIFIC POLYMERS CONSTRUCTION SERVICES AGREEMENT SIGNED (5366 : Community Center Roof Coating Workers' Compensation and Employers' Liability Policy
Named Insured Endorsement Number
Policy Number
Symbol: WLR Number:
Policy Period
TO
Effective Date of Endorsement
Issued By (Name of the Insurance Company)
Insert the policy number. The remainder of the information is to be completed only when this endorsement is issued subsequent to the preparation of the policy.
This endorsement changes the policy to which it is attached and is effective on the date issued unless otherwise stated.
CALIFORNIA WAIVER OF OUR RIGHT TO RECOVER FROM OTHERS ENDORSEMENT This endorsement applies only to the insurance provided by the policy because California is shown in Item
3.A. of the Information Page.
We have the right to recover our payments from anyone liable for an injury covered by this policy. We will not enforce our right against the person or organization named in the Schedule, but this waiver applies only with respect to bodily injury arising out of the operations described in the Schedule, where you are required by a written contract to obtain this waiver from us.
You must maintain payroll records accurately segregating the remuneration of your employees while engaged in the work described in the Schedule.
Schedule
1. ( ) Specific Waiver
Name of person or organization:
( ) Blanket Waiver
Any person or organization for whom the Named Insured has agreed by written contract to furnish this waiver.
2. Operations:
3. Premium:
The premium charge for this endorsement shall be percent of the California premium developed on payroll in connection with work performed for the above person(s) or organization(s) arising out of the operations described.
4. Minimum Premium:
_______________________________________
Authorized Agent
WC 90 03 75 (05/18)
ALL CALIFORNIA OPERATIONS
1.0 $0
Barrett Business Services, Inc. L/C/F PACIFIC POLYMERS, INC. DBA: AMERICAN FOAM EXPERTS 11500 TWIN CITIES RD GALT, CA 95632 C51257455 9/1/2022 9/1/2023 6/5/2023 Ace American Insurance Co. X
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Packet Pg. 110 Attachment: Attachment 1-PACIFIC POLYMERS CONSTRUCTION SERVICES AGREEMENT SIGNED (5366 : Community Center Roof Coating The ACORD name and logo are registered marks of ACORD
CERTIFICATE HOLDER
© 1988-2014 ACORD CORPORATION. All rights reserved.
ACORD 25 (2014/01)
AUTHORIZED REPRESENTATIVE
CANCELLATION
DATE (MM/DD/YYYY) CERTIFICATE OF LIABILITY INSURANCE
JECT LOC PRO- POLICY GEN'L AGGREGATE LIMIT APPLIES PER:
CLAIMS-MADE OCCUR
COMMERCIAL GENERAL LIABILITY
PREMISES (Ea occurrence) $ DAMAGE TO RENTED
EACH OCCURRENCE $
MED EXP (Any one person) $
PERSONAL & ADV INJURY $
GENERAL AGGREGATE $
PRODUCTS - COMP/OP AGG $
DED RETENTION $ CLAIMS-MADE OCCUR
$ AGGREGATE $ UMBRELLA LIAB EACH OCCURRENCE $ EXCESS LIAB DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required) INSR
LTR TYPE OF INSURANCE POLICY NUMBER
POLICY EFF
(MM/DD/YYYY) POLICY EXP(MM/DD/YYYY) LIMITS
PER
STATUTE OTH- ER
E.L. EACH ACCIDENT E.L. DISEASE - EA EMPLOYEE
E.L. DISEASE - POLICY LIMIT
$
$
$
ANY PROPRIETOR/PARTNER/EXECUTIVE
If yes, describe under DESCRIPTION OF OPERATIONS below
(Mandatory in NH) OFFICER/MEMBER EXCLUDED? WORKERS COMPENSATION
AND EMPLOYERS' LIABILITY Y / N
AUTOMOBILE LIABILITY ANY AUTO
ALL OWNED SCHEDULED
HIRED AUTOS NON-OWNED
AUTOS AUTOS
AUTOS
COMBINED SINGLE LIMIT BODILY INJURY (Per person)
BODILY INJURY (Per accident) PROPERTY DAMAGE $$
$
$
THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS
CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS.
INSD
ADDL WVDSUBR
N / A
$
$
(Ea accident)
(Per accident)
OTHER:
THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS
CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER.
IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s).
COVERAGES CERTIFICATE NUMBER: REVISION NUMBER:
INSURED
PHONE
(A/C, No, Ext): PRODUCER
ADDRESS: E-MAIL
FAX
(A/C, No): CONTACT NAME:
NAIC #
INSURER A :
INSURER B :
INSURER C :
INSURER D :
INSURER E :
INSURER F :
INSURER(S) AFFORDING COVERAGE
SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE
THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS.
6/5/2023
G.L. Anderson Ins Srvs Inc
an affiliate of Professional Ins Assoc
193 Blue Ravine Rd, Suite 210
Folsom CA 95630
916-353-5130 916-353-5135 [email protected] Allstate Insurance Company 19232 PACIF94 Associated Industries Insuranc 23140 Pacific Polymers, Inc
dba American Foam Experts
11500 Twin Cities Road
Galt CA 95632
StarStone National Ins. Co. 25496 248647938
B X 1,000,000 X 300,000 Excluded 1,000,000 2,000,000 XY Y AES122543600 1/27/2023 1/27/2024 2,000,000
A
1,000,000 X
648908687 9/5/2022 9/5/2023
C
X 5,000,000 X
77380R230ALI
5,000,000
1/27/2023 1/27/2024
City of Pacifica, its officers, directors, officials, agents, employees, and volunteers as included as Additional Insured's as their interests may appear per written contract. Insurance is primary and non-contributory and Waiver of Subrogation applies. *30 days notice of cancellation applies except 10 days for non-payment of premium. City of Pacifica 540 Crespi Drive
Pacifica CA 94044
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COMMERCIAL AUTO
AA CW 20 10 11
THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY.
Includes copyrighted material of Insurance Services Office, Inc., with its permission AA CW 20 10 11 Allstate Insurance Company Page 1 of 3
BUSINESS AUTO ENHANCEMENT ENDORSEMENT
Coverage provided under this policy is modified by the attachment of this endorsement. If there is any conflict in coverage provisions between this form and any state specific endorsement also attached to this policy, the provision(s) of the state specific form shall apply.
This endorsement modifies insurance provided under the following:
BUSINESS AUTO COVERAGE FORM
In SECTION I - COVERED AUTOS, the following
changes are made:
The following is added:
D. Physical Damage Coverage for Temporary
Substitute and Leased Autos
If Physical Damage Coverage is provided by this
policy, the following kinds of "autos" are covered
"autos" for the same coverages provided by the
policy:
1. Any private passenger "auto", or other than
private passenger vehicle with gross vehicle
weight of 20,000 lbs. or less, you do not own
while used with the permission of the owner as
a temporary substitute for a covered "auto" you
own that is out of service because of its:
a. Breakdown;
b. Repair;
c. Servicing;
d. "Loss"; or
e. Destruction.
2. Private passenger "autos" and other than private
passenger vehicles with gross vehicle weight of
10,000 lbs. or less, leased, hired, rented, or
borrowed for a period of 30 days or less. This
does not include any vehicle you lease, hire,
rent, or borrow from any of your "employees"
or partners or members of their households.
In SECTION II ---- LIABILITY COVERAGE, the
following changes are made:
Under A. Coverage, Who Is An Insured, the
following is added:
d. Any organization, other than a partnership or joint
venture, over which you maintain ownership or in
which you hold a majority interest. This provision
applies only if there is no similar insurance provided
to that organization.
e. Any organization you acquire or form after policy
inception, other than a partnership or joint venture,
over which you maintain ownership, or in which
you hold a majority interest. Coverage under this
provision does not apply;
(1) If there is similar insurance provided to that
organization; or
(2) To "bodily injury" or "property damage" that
occurred before you acquired or formed the
organization.
f. Any person or organization that you are required to
name as an additional insured under the terms of a
written job contract, or by written insurance
requirements executed prior to any covered "loss"
or claim. This protection applies only if the person
or organization is liable for the conduct of an
"insured" and only to the extent of that liability.
Under A. Coverage, Coverage Extensions,
Supplementary Payments, subparagraphs (2) and (4)
are replaced with the following:
(2) Up to $5,000 for cost of bail bonds (including
bonds for related traffic law violations) required
because of an "accident" we cover. We do not
have to furnish these bonds.
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Includes copyrighted material of Insurance Services Office, Inc., with its permission AA CW 20 10 11 Allstate Insurance Company Page 2 of 3
(4) All reasonable expenses incurred by the "insured"
at our request, including loss of earnings up to
$500 a day because of time off from work.
Under B. Exclusions, Fellow Employee, the following
paragraph is added:
But this exclusion does not apply to "bodily injury" to a fellow "employee" caused by any person whose
position within the insured organization is at or above the level of manager or supervisor.
Coverage afforded by this provision is excess over
any other collectible insurance.
In SECTION III - PHYSICAL DAMAGE COVERAGE,
the following changes are made:
Under A. Coverage, Glass Breakage - Hitting A Bird
Or Animal - Falling Objects Or Missiles, the following
is added:
If damage to glass is repaired in lieu of being
replaced, no deductible will apply for repair only.
Under A. Coverage, Coverage Extensions, the
following is added:
c. Personal Effects Coverage
In the event of a total theft of your covered "auto",
for which you carry either Comprehensive or
Specified Causes of Loss coverage, we will pay up
to $500 for the personal effects which are:
1. owned by you; and
2. in your covered "auto" at the time of the total theft of such "auto".
No deductible applies to Personal Effects Coverage.
Under A. Coverage, the following is added:
5. Lease and Loan Gap Coverage
In the event of a total "loss" to a covered "auto"
shown in the Schedule or Declarations for which a
specific premium charge indicates that physical
damage coverage applies, we will pay any unpaid
amount due on the lease or loan for a covered
"auto", less:
a. The amount paid under the Physical Damage
Coverage section of the policy; and
b. Any:
(1) Overdue lease/loan payments at the time of
the "loss";
(2) Financial penalties imposed under a
lease for excessive use, abnormal wear
and tear or high mileage;
(3) Security deposits not returned by the
lessor;
(4) Costs for extended warranties, Credit
Life Insurance, Health, Accident or
Disability Insurance purchased with the
loan or lease; and
(5) Carry-over balances from previous loans
or leases.
Under D. Deductible, the following paragraph is
added:
When Collision Coverage is provided by this
policy, the deductible amount will not be
subtracted from the loss payment in collisions
involving your covered "auto" and another auto
covered by Allstate Insurance Company or any
of it’s affiliates.
In SECTION IV - BUSINESS AUTO
CONDITIONS, the following changes are made:
Under A. Loss Conditions, Duties In The Event
Of Accident, Claim, Suit Or Loss Condition, the
following is added under subpart a:
Knowledge of an "accident" or "loss" by any of
your agents, servants or "employees" shall not
in itself constitute knowledge by you, unless
you or one of your corporate officers or
managers, or any assignee, shall have received
such notice from the agent, servant or
"employee".
When you report an occurrence of any
"accident" or "loss" to a Worker’s Compensation
carrier or self insured plan providing the named
insured’s Worker’s Compensation insurance
which later develops into a claim submitted
under this policy, failure to report such
"accident" or "loss" to us at the same time shall
not be deemed a violation of this condition.
After you become aware of such liability claim
arising from the "accident" or "loss", you must
give us prompt notice.
Under A. Loss Conditions, Transfer of Rights of
Recovery Against Others To Us, the following
is added:
We waive any right of recovery we may have
against any person or organization because of
payments we make for injury or damage arising out
of work you perform under a contract with such
person or organization, in which you have agreed
to waive your right of such recovery.
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Includes copyrighted material of Insurance Services Office, Inc., with its permission AA CW 20 10 11 Allstate Insurance Company Page 3 of 3
Under B. General Conditions, Concealment,
Misrepresentation Or Fraud, the following is
added:
This condition does not apply to any omission or
failure to provide material facts if the omission or
failure was unintentional.
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Packet Pg. 136 Attachment: Attachment 1-PACIFIC POLYMERS CONSTRUCTION SERVICES AGREEMENT SIGNED (5366 : Community Center Roof Coating COMMUNITY CENTER ROOF COATING PROJECT PACIFIC POLYMERS INC. AGREEMENT – Page 16 Appendix F to Construction Services Agreement
SUPPLEMENTAL CONDITIONS
1. Plans
See Plans and Specifications entitled: Community Center Roof Coating Project.
2. Shop Drawings
Shop drawings will not be required on this project.
3. Dust Control and Cleanup
During the construction period, the dust level shall be kept at a minimum. The premises shall also be kept free from the accumulation of waste material or rubbish. Failure to meet this requirement may result in project shutdown.
The final cleaning shall leave the facilities ready for use with no additional cleanup. Use no cleaning materials which will contaminate the ocean. At the completion of the contract, the Contractor shall remove all remaining litter, debris, materials, temporary structures and equipment from the site.
The premises shall be left in a clean and orderly condition acceptable to the City Engineer.
In the event Contractor leaves the job overnight in an unclean condition, City may take action to provide necessary requirements and will deduct the cost of doing so from subsequent Contractor payments.
4. Public Safety
Contractor shall be responsible during all phases of work to provide for public safety and convenience. It shall be the Contractor’s responsibility to provide adequate provisions to assure the safety of the general public throughout the duration of the project, including periods when no work is being performed. The site shall be thoroughly fenced-off when work is not actively in progress, and lighted barricades shall be placed around any obstructions not encompassed by this fence.
In the event Contractor leaves the job overnight in an unsafe condition, or fails to provide for public safety and convenience, City may take action to provide necessary requirements and will deduct the cost of doing so from subsequent Contractor payments.
All applicable safety regulations shall be complied with to protect the public and the Contractor’s employees. Strict compliance with Cal/OSHA safety requirements in doing the work is required.
5. Prevailing Wage Rates
The Contractor shall post, in a location on the job site, the prevailing wage rate Determination which is applicable to this project.
6. Discrimination
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Packet Pg. 137 Attachment: Attachment 1-PACIFIC POLYMERS CONSTRUCTION SERVICES AGREEMENT SIGNED (5366 : Community Center Roof Coating COMMUNITY CENTER ROOF COATING PROJECT PACIFIC POLYMERS INC. AGREEMENT – Page 17 No discrimination shall be made in the employment of persons upon public works because of the race, sex, age, color, national origin, creed, sexual orientation or marital status of such persons and every contractor for public works violating this section is subject to all the penalties imposed for a violation of Section 1735 of the California Labor Code.
7. Employment of Apprentices
Attention is directed to the provisions in Sections 1777.5 (Chapter 1411, Statutes of 1967) and 1777.6 of the Labor Code concerning the employment of apprentices by the Contractor or any subcontractor under him.
The Contractor and any subcontractor shall comply with the requirements of Sections 1777.5 and 1777.6 in the employment of apprentices.
Information relative to apprenticeship standards, wage schedules and other requirements may be obtained from the Director of Industrial Relations, ex officio the Administrator of Apprenticeship, San Francisco, California, or from the Division of Apprenticeship Standards and its branch offices.
8. Materials and Supplies
All materials and supplies called for by contractor’s scope and proposal and shall be new unless otherwise specified.
9. Protection
The Contractor shall provide adequate protection for the site and surroundings throughout the work.
All damage done to existing property shall be neatly repaired or replaced at the Contractor’s expense. Work shall be executed in a careful and orderly manner with the least possible disturbance to public and occupants of the area.
The Contractor shall conduct his operations in such a manner as to avoid damage to existing improvements and adjacent property. The Contractor shall, at its sole cost and expense, repair or replace any damage occurring from his operations to pursue completion of the contract. The repairs and replacement shall be to the satisfaction of the Engineer and according to City standards and practices. The minimum repair or replacement shall be equal to surrounding existing conditions or better, and the Engineer’s decision as to acceptable repair or replacement shall be final. The burden of proof as to whether there was existing damage by the Contractor shall rest with the Contractor.
The site shall be maintained in a neat and orderly manner at all times. All existing facilities shall be protected and, if they are damaged or destroyed by the Contractor, shall be restored or replaced in kind at his expense, to their original conditions, or better, as approved by the City or other owner thereof. The site shall be secured at the conclusion of each work day.
10. Inspections
Inspectors, employed by the City, shall be authorized to inspect all work done and all materials furnished. Such inspection may extend to all or any part of the work on the project and to the preparation, fabrication or manufacture of the materials to be used. An inspector is not authorized to revoke, alter or waive any requirements of the specifications. He is authorized to call the attention of the Contractor to any failure of the work or materials to conform to the specifications and
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Packet Pg. 138 Attachment: Attachment 1-PACIFIC POLYMERS CONSTRUCTION SERVICES AGREEMENT SIGNED (5366 : Community Center Roof Coating COMMUNITY CENTER ROOF COATING PROJECT PACIFIC POLYMERS INC. AGREEMENT – Page 18 contract. He shall have the authority to reject materials or suspend the work until any question at issue can be referred to and decided by the Engineer.
An inspector will in no case act as foreman or perform other duties for the Contractor, nor interfere with the Contractor’s management of the work.
In case the Contractor refuses to suspend operations on verbal order, the inspector giving such verbal order will then issue the order in writing. After placing the order in the hands of the person in charge of the work for the Contractor, the inspector will immediately leave the job. Work done during the absence of the inspector will not be accepted or compensated.
The Contractor shall prosecute work only in the presence of an authorized inspector or authorized representative of the Engineer, and any work done without such inspection shall be at the Contractor’s risk and be subject to rejection.
The Contractor shall furnish the Engineer with every reasonable facility for ascertaining whether or not the work, as performed, is in accordance with the requirements and intent of the specifications and contract. The Contractor shall at all times and for any purpose permit the Engineer and any of his representatives and representatives of the City to have access to the work and the premises used by the Contractor.
11. Defective Materials
Any materials condemned or rejected by the Engineer as not meeting the requirements of these specifications may be branded or otherwise marked by the Engineer and shall, on demand, be at once removed by the Contractor to a satisfactory distance from the work.
If the Contractor does not remove such material within a reasonable time, fixed by written notice, the City may remove and store the materials at the expense of the Contractor. If the Contractor does not pay the expense of such removal and storage within ten days thereafter, the City may, upon ten days’ written notice, sell such materials at auction or at private sale. The City will account for the net proceeds thereof after deducting all the costs and expenses that should have been borne by the Contractor.
No partial payment, inspection, taking possession of, or other act made or done by the Engineer or the City with respect to the work prior to the final completion and acceptance thereof shall relieve Contractor from performing the Work in accordance with this contract, and shall not affect or prejudice the right of the Engineer or the City to reject any defective work or material or to require the Contractor complete fulfillment of all the provisions of the contract.
If the Engineer deems it expedient and not in the best interests of the City to correct work injured or done not in accordance with the contract, the defective work may be accepted subject to an equitable deduction from the contract price which may be made therefor by the City upon certificate from the Engineer.
12. Temporary Suspension of Work and Extension of Time for Performance When conditions at the site of the proposed work are unsatisfactory for the prosecution of a part or all of the work as adjudged by the Contractor and he is forced to suspend such work until reasonable conditions for its prosecution exist, he may request, in writing, that the Engineer authorize such suspension of work. Without the Engineer’s approval, any suspensions violate this specification.
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Packet Pg. 139 Attachment: Attachment 1-PACIFIC POLYMERS CONSTRUCTION SERVICES AGREEMENT SIGNED (5366 : Community Center Roof Coating COMMUNITY CENTER ROOF COATING PROJECT PACIFIC POLYMERS INC. AGREEMENT – Page 19 Unsatisfactory conditions may include, but not limited to: inclement weather, excessively high surf and/or tides, strikes, excessive high or low ambient temperature and inability of delivery of materials by suppliers for good reason.
When, in the opinion of the Engineer, suspensions of work are beyond the control of both the Contractor and the City (including, without limitation, adverse weather, conditions, earthquakes, force majeure events), the time of performance as set forth in the Agreement will be extended by the Engineer, in writing, by a period of time equal to that lost due to the delay occasioned by the allowed suspension, all at no additional cost to the City and without waiver of remedies for nonproliferation of the work. Such allowed suspension of work shall not relieve the Contractor of his contractual responsibilities.
13. Laws and Regulations
The Contractor shall comply with all local, regional, State and Federal laws and regulations at all times. In addition, the Contractor shall meet the standards set by the Air Quality Act for Noise and Pollution. If there is any conflict between these specifications and provisions and any laws or regulations, the matter shall be brought to the attention of the Engineer immediately.
14. Sound Control Requirements
The Contractor shall comply with all local sound control and noise level rules, regulations and ordinances which apply to any work performed pursuant to the contract.
Each internal combustion engine, used for any purposes on the job or related to the job, shall be equipped with a muffler of a type recommended by the manufacturer. No internal combustion engine shall be operated on the project without said muffler.
15. Air Pollution Control
The Contractor shall comply with all air pollution control rules, regulations, ordinances and statutes which apply to any work performed pursuant to the contract, involving any air pollution control rules, regulations, ordinances and statutes specified in Section 11017 of the Government Code.
16. Water Pollution
General:
Contractor shall take all measures necessary to prevent debris or contamination from entering the ocean. Best Management Practice (BMP) shall be enforced at all times.
Correction of Inadequate Pollution and Erosion Control Measures:
If the measures being taken by the Contractor are inadequate to control water pollution effectively, the City Engineer may direct the Contractor to revise operations. The directions will be in writing and will specify the items of work for which the Contractor’s water pollution control measures are inadequate. No further work shall be performed on those items until the water pollution control measures are made adequate.
Abatement of Other Water Pollution:
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Packet Pg. 140 Attachment: Attachment 1-PACIFIC POLYMERS CONSTRUCTION SERVICES AGREEMENT SIGNED (5366 : Community Center Roof Coating COMMUNITY CENTER ROOF COATING PROJECT PACIFIC POLYMERS INC. AGREEMENT – Page 20 The cleanup of water pollution by chemicals, petroleum products, cement or by the escape of any other material that is harmful or potentially harmful, from the work site as a result of the Contractor’s operations, into drainage systems or the ocean shall be the financial responsibility of the Contractor. The means of cleanup and the party or parties to be engaged to perform the cleanup work shall be determined by the Engineer in consultation with appropriate hazardous materials, pollution control, safety, health and wildlife authorities and officials. The Contractor shall immediately carry out cleanup orders issued to him through or by the Engineer and shall make the work site accessible to personnel and equipment from outside pollution control resources called in by the Engineer. The cost of cleanup action called for by the Engineer and performed by outside resources shall be deducted from any monies due or become due the Contractor.
Compensation:
Full compensation for conforming to the requirements of this section shall be considered as included in the Contract Sum paid for the various items of work and no additional compensation will be allowed therefor.
17. Environmental Protection Requirements
Source Reduction and Recycling
The California Integrated Waste Management Act of 1989 (AB 939) mandates that 25 percent of the waste stream in the City of Pacifica be diverted from landfill by 1995 and that this diversion increase to 50 percent by 2000. AB 939 also required the City of Pacifica to prepare and adopt a Source Reduction and Recycling Element (SRRE) outlining recommended programs to meet the above noted diversion goals. One of the approved SRRE programs is to require the utilization of recycled construction materials for City projects. All work performed under this contract and all contractors and their associates and/or employees shall utilize recycled materials and recycle construction materials where feasible. Construction/Demolition Recycling Resources Lists are available from the Pacifica Planning Department and the California Integrated Waste Management Board.
Contractor shall reuse or recycle any useful construction materials generated during the project.
Disposal
At the end of each working day, the Contractor shall collect all scrap, debris and waste material and dispose of such materials properly.
Hazardous Material/Waste Management
A. Storage
The Contractor shall label and store all hazardous materials, such as pesticides, paints, thinners, solvents, and fuels; and all hazardous wastes, such as waste oil and antifreeze; in accordance with the City of Pacifica Hazardous Materials Storage Ordinance and all applicable State and Federal regulations.
The Contractor shall store all hazardous materials and all hazardous wastes in accordance with secondary containment regulations, and it is recommended that these materials and
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Packet Pg. 141 Attachment: Attachment 1-PACIFIC POLYMERS CONSTRUCTION SERVICES AGREEMENT SIGNED (5366 : Community Center Roof Coating COMMUNITY CENTER ROOF COATING PROJECT PACIFIC POLYMERS INC. AGREEMENT – Page 21 wastes be covered, as needed, to avoid potential management of collected rain water as a hazardous waste.
The Contractor shall keep an accurate, up-to-date inventory, including Material Safety Data Sheets (MSDSs), of hazardous materials and hazardous wastes stored on-site, to assist emergency response personnel in the event of a hazardous materials incident.
B. Disposal
The Contractor shall use secondary containment, such as a drip pan, to catch leaks or spills any time that vehicle or equipment fluids are dispensed, changed or poured.
The Contractor shall keep a stockpile of spill cleanup materials, such as rags or absorbents, readily accessible on site.
The Contractor shall clean up leaks and spills of vehicle or equipment fluids immediately and dispose of the waste and cleanup materials as hazardous waste, as described in the section above.
The Contractor shall not wash any spilled material into streets, gutters, storm drains or creeks and shall not bury spilled hazardous materials.
The Contractor shall report any hazardous materials spill to the City of Pacifica Building Division at (650) 738-7344.
The Contractor shall inspect vehicles and equipment arriving on site for leaking fluids and shall promptly repair leaking vehicles and equipment. Drip pans shall be used to catch leaks until repairs are made.
C. Activity-Specific Requirements
The following requirements shall be met on all projects within the City of Pacifica that include the listed activities.
Concrete, Grout and Mortar Waste Management
Material Management:
The Contractor shall store concrete, grout, and other materials away from drainage areas and ensure that these materials do not enter the storm drain system or the ocean waters.
Concrete Truck/Equipment Wash Out:
The Contractor shall not wash out concrete trucks or equipment into streets or gutters.
The Contractor shall perform washout of concrete trucks or equipment off-site or in a designated area on-site where the water will flow onto dirt or into a temporary pit in a dirt area. The Contractor shall let the water percolate into the soil and
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Packet Pg. 142 Attachment: Attachment 1-PACIFIC POLYMERS CONSTRUCTION SERVICES AGREEMENT SIGNED (5366 : Community Center Roof Coating COMMUNITY CENTER ROOF COATING PROJECT PACIFIC POLYMERS INC. AGREEMENT – Page 22 dispose of the hardened concrete in a trash container. If a suitable dirt area is not available, then the Contractor shall collect the wash water and remove it off-site.
18. Layout of Work
Layout of work shall be done by the Contractor. Contractor shall mark the work area limits and facilities to be removed and replaced. All layout shall be approved by the City.
19. Substitutions
Substitutions in material or methods of construction, when necessary because of material shortages or in order to avoid serious delay may be made only after they are approved by the City Engineer in writing.
20. Traffic Control and Public Access
The Contractor shall be responsible for proper traffic control to assure public safety and convenience. Continuous safe public access shall be maintained to residential structures at all times.
21. Material and Workmanship
All materials and workmanship are to be the best of their respective kinds. The terms “or equal,” “approved,” “selected” and so forth shall mean as approved, etc. by the City Engineer. All materials and equipment used should be in accordance with the manufacturer’s printed directions.
Use adequate numbers of skilled workmen who are thoroughly trained and experienced in necessary crafts and who are completely familiar with the specified requirements and methods needed for proper performance of work specified. Use equipment adequate in terms of size, capacity and numbers to accomplish work in a timely manner.
22. Drug-Free Workplace
The Contractor is required to comply with the Drug-Free Workplace Act of 1988. The requirements of the Drug-Free Workplace Policy are described in City of Pacifica Administrative Policy Number
46. 23. Harassment and Discrimination
The Contractor is required to comply with City of Pacifica Administrative Policy Number 33, Harassment and Discrimination in the Workplace.
24. Payroll Records
Contractor and each Sub-Contractor shall keep an accurate payroll record, showing the name, address, social security number, work week, and the actual per diem wages paid to each journeyman, apprentice, worker, or other employee employed by him in connection with the public work. All payroll records shall be certified and maintained by the Contractor and be made available to auditors and managers from the City upon request.
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Packet Pg. 143 Attachment: Attachment 1-PACIFIC POLYMERS CONSTRUCTION SERVICES AGREEMENT SIGNED (5366 : Community Center Roof Coating
CITY OF PACIFICA
COUNCIL AGENDA SUMMARY REPORT
6/26/2023
1 SUBJECT:
Resolution Granting Consent to the City of Burlingame to Form the San Francisco Peninsula Tourism Marketing District (SFPTMD) and Include the City of Pacifica in the SFPTMD RECOMMENDED ACTION:
Adopt the attached resolution granting consent to the City of Burlingame to form the San Francisco Peninsula Tourism Marketing District (SFPTMD) and include the City of Pacifica in the SFPTMD.
STAFF CONTACT:
Yulia Carter, Assistant City Manager
(650) 738-7402
[email protected]
BACKGROUND/DISCUSSION:
The Council held several recent discussions related to the local Pacifica Hotels Business Improvement District. This report is separate from those discussions and affects the regional countywide SMCTBID that Pacifica hotels are also part of in addition to the local H-BID.
In 2001, the San Mateo County Tourism Business Improvement District (SMCTBID) was formed pursuant to the Parking and Business Improvement Area Law of 1989 (also known as the “89 Law”). San Francisco Peninsula and San Mateo County lodging businesses seek to modernize the SMCTBID by forming a new District, the San Francisco Peninsula Tourism Marketing District (SFPTMD), pursuant to the Property and Business Improvement District Law of 1994 (also known as the “94 Law”).
The SFPTMD is a benefit assessment district proposed to create a revenue source to help fund marketing and sales promotion efforts for San Francisco Peninsula area lodging businesses.
This approach has been used successfully in other destination areas throughout the state to improve tourism and drive additional room nights to assessed lodging businesses. The proposed SFPTMD includes all lodging businesses located within the boundaries of the cities of Belmont, Brisbane, Burlingame, East Palo Alto, Foster City, Half Moon Bay, Menlo Park, Millbrae, Pacifica, Redwood City, San Bruno, San Carlos, San Mateo, South San Francisco, and the unincorporated area of San Mateo County (the “Participating Jurisdictions”).
The San Mateo County/Silicon Valley Convention and Visitors Bureau dba The San Francisco Peninsula (SFP) and lodging business owners decided to pursue formation of the SFPTMD in order to create a revenue source devoted to marketing the San Francisco Peninsula area as a tourist, meeting and event destination. If established, the SFPTMD would generate an estimated $10.9 million annually for promotion of travel and tourism specific to the San Francisco Peninsula area.
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June 26, 2023
Tourism Marketing Districts
Tourism Marketing Districts (TMDs) utilize the efficiencies of private sector operation in the market-based promotion of tourism. These special assessment districts allow lodging business owners to organize their efforts to increase tourism. Lodging business owners within the TMD fund the TMD, and those funds are used to provide services that are desired by and benefit the lodging businesses within the TMD.
TMD benefits include:
➢ Funds cannot be diverted for other government programs; ➢ They are customized to fit the needs of each destination; ➢ They allow for a wide range of services; including destination marketing, tourism promotion, and sales lead generation;
➢ They are designed, created and governed by those who will pay the assessment; and ➢ They provide a stable funding source for tourism promotion.
In California, TMDs are primarily formed pursuant to the Property and Business Improvement District Law of 1994. This law allows for the creation of special benefit assessment districts to raise funds within a specific geographic area. The key difference between TMDs and other special benefit assessment districts is that funds raised are returned to the private non-profit corporation governing the TMD.
MANAGEMENT DISTRICT PLAN
The Management District Plan (Attachment A) includes the proposed boundary of the SFPTMD, a service plan and budget and a proposed means of governance. The SFPTMD will include all lodging businesses located within the boundaries of the cities of the Participating Jurisdictions.
The annual assessment rate is one-and one-half percent (1.5%) of gross short-term sleeping room rental revenue for lodging businesses with 5,000 square feet or more of dedicated meeting space, and 0.75% for all other lodging businesses within the SFPTMD’s boundaries.
Based on the benefit received, assessments will not be collected on stays of more than thirty (30) consecutive days; stays provided to airline cockpit and/or cabin crews pursuant to an agreement between a hotel and an airline, which is in furtherance of or to facilitate such crews’ performance of their jobs for the airline, including layovers between flights; employees of the state or federal government if room charges are paid directly by their employing agency and copies of official travel orders are submitted as applicable; and, any properly credentialed officer or employee of a foreign government who is exempt by reason of express provision of federal law or international treaty.
The proposed SFPTMD will have a five (5) year term, beginning October 1, 2023, or as soon as possible thereafter, and ending five (5) years from its start date. The assessment will be implemented beginning October 1, 2023, or as soon as possible thereafter. Once per year beginning on the anniversary of SFPTMD formation there is a thirty (30) day period in which business owners paying fifty percent (50%) or more of the assessment may protest and begin proceedings to terminate the SFPTMD.
The City of Burlingame has requested the City of Pacifica’s consent to create the SFPTMD and to include City of Pacifica lodging businesses in the SFPTMD (Attachment B). As structured, the City of Burlingame shall be responsible for collecting the assessments on a monthly basis (including any delinquencies, penalties and interest) from each lodging business located in the boundaries of the SFPTMD. The City of Burlingame shall take all reasonable efforts to collect the assessments from each lodging business. The City of Burlingame shall be paid a fee equal 5 Packet Pg. 145
Pacifica City Council 3
June 26, 2023
to one percent (1%) of the amount of assessment collected or a flat fee of $60,000, whichever is greater each year to cover its costs of collection and administration.
The recommended action, adoption of the attached resolution granting consent to the City of Burlingame to form the SFPTMD and include the City of Pacifica in the SFPTMD, will enable the City of Burlingame and SFP to move forward with the SFPTMD formation process. Upon successful formation, the SFPTMD will be governed by SFP and by the Management District Plan and will be facilitated by the Burlingame City Council.
ALTERNATIVE ACTION:
Council may choose to not adopt the resolution.
RELATION TO CITY COUNCIL GOALS AND WORK PLAN:
The adoption of this resolution granting consent to the City of Burlingame to form the San Francisco Peninsula Tourism Marketing District (SFPTMD) and including the City of Pacifica SFPTMD is associated with the goals and strategies of the City Council’s Strategic Plan including Goal 1 - Enhance organizational and fiscal stability.
FISCAL IMPACT:
No direct fiscal impact. However, the SFPTMD programs are intended to increase room night sales for assessed lodging businesses within the SFPTMD, which could in the future increase transient occupancy tax (TOT) and sales tax collections from visitors to Pacifica.
ORIGINATED BY:
City Manager's Office
ATTACHMENT LIST:
Attachment A - City of Burlingame Resolution No. 049-2023 expressing intent ot form SFPTMD and demonstrating the proposed boundary. (PDF)
Attachment B - City of Burlingame Resolution No. 050-2023 requesting consent to form the SFPTMD and include the City of Pacifica. (PDF)
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RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PACIFICA GRANTING
CONSENT TO THE CITY OF BURLINGAME TO FORM THE SAN FRANCISCO PENINSULA
TOURISM MARKETING DISTRICT (SFPTMD) AND TO INCLUDE THE CITY OF PACIFICA IN THE SFPTMD.
______________________________________________________________________ WHEREAS, in 2001, the San Mateo County Tourism Business Improvement District (SMCTBID) was formed pursuant to the Parking and Business Improvement Area Law of 1989 by City of Burlingame Ordinance No. 1648; and
WHEREAS, the City of Pacifica granted consent to the City of Burlingame to be included within the boundaries of the SMCTBID by Pacifica City Council Resolution No. 27-2010; and WHEREAS, the City of Burlingame, San Mateo County/Silicon Valley Convention and Visitors Bureau dba The San Francisco Peninsula (“SFP”), and San Mateo County lodging businesses, seek to modernize the SMCTBID by forming a new District, the San Francisco Peninsula Tourism Marketing District (SFPTMD), pursuant to the Property and Business Improvement District Law of 1994; and
WHEREAS, the Property and Business Improvement Law of 1994, Streets and Highways Code § 36600 et seq., authorizes the City of Burlingame to establish business improvement districts for the purposes of driving increased business sales directly to payors; and
WHEREAS, the City Council of the City of Burlingame has requested consent to form the SFPTMD in the City of Pacifica with adoption of Burlingame City Council Resolution No. 050-2023, dated May 15, 2023.
NOW, THEREFORE, BE IT RESOLVED, by the City Council of the City of Pacifica, that:
Section 1: The above recitals are true and correct.
Section 2: The City of Burlingame is hereby granted consent to include the City of Pacifica in the SFPTMD, for the formation of the SFPTMD and future renewals.
Section 3: The Clerk of the City of Pacifica is hereby directed to transmit a certified copy of this Resolution to the Clerk of the City of Burlingame.
Section 4: This Resolution is effective upon its adoption. • • • • •
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Pacifica City Council 5
June 26, 2023
PASSED AND ADOPTED at a regular meeting of the City Council of the City of Pacifica, California, held on the 26th day of June 2023, by the following vote:
AYES, Councilmembers:
NOES, Councilmembers:
ABSENT, Councilmembers:
ABSTAIN, Councilmembers:
______________________________
Tygarjas Twyrls Bigstyck, Mayor
ATTEST: APPROVED AS TO FORM:
______________________________ ______________________________ Sarah Coffey, City Clerk Michelle Kenyon, City Attorney 5 Packet Pg. 148
RESOLUTION NO. 049-2023
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BURLINGAME DECLARING ITS
INTENTION TO ESTABLISH THE SAN FRANCISCO PENINSULA TOURISM MARKETING
DISTRICT (SFPTMD) AND FIXING THE TIME AND PLACE OF A PUBLIC MEETING AND A
PUBLIC HEARING THEREON AND GIVING NOTICE THEREOF
WHEREAS, in 2001, the San Mateo County Tourism Business Improvement District (SMCTBID) was formed pursuant to the Parking and Business Improvement Area Law of 1989 (89 Law) by Resolution No. 074-2001; and
WHEREAS, the City of Burlingame (City), San Mateo County/Silicon Valley Convention and Visitors Bureau dba The San Francisco Peninsula (SFP), and San Mateo County lodging businesses seek to modernize the SMCTBID by forming a new District, the San Francisco Peninsula Tourism Marketing District (SFPTMD), pursuant to the Property and Business Improvement District Law of 1994; and
WHEREAS, the Property and Business Improvement Law of 1994, Streets and Highways Code § 36600 et seq., authorizes the City to establish business improvement districts for the purposes of promoting tourism; and
WHEREAS, lodging business owners, and representatives from the City of Burlingame have met to consider the formation of the SFPTMD; and
WHEREAS, SFP has drafted a Management District Plan (Plan) that sets forth the proposed boundary of the SFPTMD, a service plan and budget, and a proposed means of governance; and
WHEREAS, the proposed SFPTMD includes all lodging businesses, existing and in future, in the cities of Belmont, Brisbane, Burlingame, East Palo Alto, Foster City, Half Moon Bay, Menlo Park, Millbrae, Pacifica, Redwood City, San Bruno, San Carlos, San Mateo, South San Francisco, and the unincorporated area of San Mateo County; and
WHEREAS, consent to include lodging businesses in their respective jurisdictions will be requested from the cities of Belmont, Brisbane, Burlingame, East Palo Alto, Foster City, Half Moon Bay, Menlo Park, Millbrae, Pacifica, Redwood City, San Bruno, San Carlos, San Mateo, South San Francisco, and the unincorporated area of San Mateo County; and WHEREAS, lodging businesses who will pay more than fifty percent (50%) of the assessment under the SFPTMD have petitioned the City Council to establish the SFPTMD.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL THAT:
1. The recitals set forth herein are true and correct.
2. The City Council finds that lodging businesses that will pay more than fifty percent (50%) of the assessment proposed in the Plan have signed and submitted petitions in support of the formation of the SFPTMD. The City Council accepts the petitions and adopts this Resolution of Intention to establish the SFPTMD and to levy an assessment on certain lodging businesses within the SFPTMD boundaries in accordance with the Property and Business Improvement District Law of 1994.
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Packet Pg. 149 Attachment: Attachment A - City of Burlingame Resolution No. 049-2023 expressing intent ot form SFPTMD and demonstrating the proposed
3. The City Council finds that the Plan satisfies all requirements of Streets and Highways Code § 36622.
4. The City Council declares its intention to establish the SFPTMD and to levy and collect assessments on lodging businesses within the SFPTMD boundaries pursuant to the Property and Business Improvement District Law of 1994.
5. The SFPTMD shall include all lodging businesses, existing and in the future, located within the boundaries of the cities of Belmont, Brisbane, Burlingame, East Palo Alto, Foster City, Half Moon Bay, Menlo Park, Millbrae, Pacifica, Redwood City, San Bruno, San Carlos, San Mateo, South San Francisco, and the unincorporated area of San Mateo County as shown in the map attached as Exhibit A.
6. The name of the district shall be San Francisco Peninsula Tourism Marketing District (SFPTMD).
7. The annual assessment rate is one- and one-half percent (1.5%) of gross short-term sleeping room rental revenue for lodging businesses with 5,000 square feet or more of dedicated meeting space, and 0.75% for all other lodging businesses within the on stays of more than thirty (30) consecutive days; stays provided to airline cockpit and/or cabin crews pursuant to an agreement between a hotel and an airline, which is in layovers between flights; employees of the state or federal government if room charges are paid directly by their employing agency and copies of official travel orders are submitted as applicable; and any properly credentialed officer or employee of a foreign government who is exempt by reason of express provision of federal law or international treaty.
8. The assessments levied for the SFPTMD shall be applied toward sales and marketing programs to market assessed lodging businesses in the San Francisco Peninsula area as tourist, meeting, and event destinations, as described in the Plan. Funds remaining at the end of any year may be used in subsequent years in which SFPTMD assessments are levied as long as they are used consistent with the requirements of this resolution and the Plan.
9. The proposed SFPTMD will have a five (5) year life, beginning October 1, 2023, or as soon as possible thereafter, and ending five (5) years from its start date, unless renewed pursuant to Streets and Highways Code § 36660.
10. Bonds shall not be issued.
11. The time and place for the public meeting to hear testimony on establishing the SFPTMD and levying assessments are set for June 20, 2023, at 7:00 PM, or as soon thereafter as the matter may be heard, at City Hall, 501 Primrose Road, Burlingame, CA 94010.
12. The time and place for the public hearing to establish the SFPTMD and the levy of assessments are set for July 5, 2023, at 7:00 PM, or as soon thereafter as the matter may be heard, at City Hall, 501 Primrose Road, Burlingame, CA 94010. The City Clerk is directed to provide written notice to the lodging businesses subject to assessment of the
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Packet Pg. 150 Attachment: Attachment A - City of Burlingame Resolution No. 049-2023 expressing intent ot form SFPTMD and demonstrating the proposed date and time of the meeting and hearing, and to provide that notice as required by Streets and Highways Code § 36623, no later than May 21, 2023.
13. At the public meeting and hearing, the testimony of all interested persons for or against the establishment of the SFPTMD may be received. If at the conclusion of the public hearing, there are of record written protests by the owners of the lodging businesses within the proposed SFPTMD that will pay more than fifty percent (50%) of the estimated total assessment of the entire SFPTMD, no further proceedings to establish the SFPTMD shall occur for a period of one (1) year.
14. The complete Plan is on file with the City Clerk and may be reviewed upon request.
15. This resolution shall take effect immediately upon its adoption by the City Council. ______________________________ Michael Brownrigg, Mayor I, Meaghan Hassel-Shearer, City Clerk of the City of Burlingame, certify that the foregoing Resolution was introduced at a regular meeting of the City Council on the 15th day of May, 2023, and was adopted thereafter by the following vote:
AYES: Councilmembers: BEACH, BROWNRIGG, COLSON, ORTIZ, STEVENSON NOES: Councilmembers: NONE
ABSENT: Councilmembers: NONE
______________________________ Meaghan Hassel-Shearer, City Clerk
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Packet Pg. 151 Attachment: Attachment A - City of Burlingame Resolution No. 049-2023 expressing intent ot form SFPTMD and demonstrating the proposed
EXHIBIT A
District Boundaries
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Packet Pg. 152 Attachment: Attachment A - City of Burlingame Resolution No. 049-2023 expressing intent ot form SFPTMD and demonstrating the proposed 1 RESOLUTION NO. 050-2023
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BURLINGAME REQUESTING
CONSENT OF THE CITIES OF BELMONT, BRISBANE, EAST PALO ALTO, FOSTER CITY,
HALF MOON BAY, MENLO PARK, MILLBRAE, PACIFICA, REDWOOD CITY, SAN BRUNO,
SAN CARLOS, SAN MATEO, SOUTH SAN FRANCISCO, AND THE UNINCORPORATED
AREA OF SAN MATEO COUNTY TO FORM THE SAN FRANCISCO PENINSULA TOURISM
MARKETING DISTRICT
WHEREAS, the City Council of the City of Burlingame ( the Council) desires to begin proceedings to form the San Francisco Peninsula Tourism Marketing District (SFPTMD); and WHEREAS, certain lodging business owners have requested that the Council form the SFPTMD; and
WHEREAS, a portion of the territory proposed to be included in the SFPTMD lies within the boundaries of the cities of Belmont, Brisbane, Burlingame, East Palo Alto, Foster City, Half Moon Bay, Menlo Park, Millbrae, Pacifica, Redwood City, San Bruno, San Carlos, San Mateo, South San Francisco, and the unincorporated area of San Mateo County (the Cities and County), as shown on the map attached hereto as Exhibit A and incorporated herein by such attachment; and
WHEREAS, the area of the Cities and County that lies within the boundaries of the proposed SFPTMD will, in the opinion of the Council, be benefited by the improvements and activities, and the purpose sought to be accomplished by the work can best be accomplished by a single comprehensive scheme of work.
NOW, THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY OF BURLINGAME that:
Section 1: The above recitals are true and correct.
Section 2: Consent of the cities of Belmont, Brisbane, East Palo Alto, Foster City, Half Moon Bay, Menlo Park, Millbrae, Pacifica, Redwood City, San Bruno, San Carlos, San Mateo, South San Francisco, and the unincorporated area of San Mateo County, through their City Councils and Board of Supervisors, is hereby requested to form the SFPTMD, and to grant to the Council of the City of Burlingame jurisdiction for all the purposes in connection with the creation, operation, and future renewals of the proposed SFPTMD.
Section 3: The Burlingame City Clerk is hereby directed to transmit a certified copy of this Resolution to the clerks of the Granting Cities and County.
Michael Brownrigg, Mayor
DocuSign Envelope ID: 72BCEE96- 8B4D- 43A3-8C06-E6F3ED870850
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Packet Pg. 153 Attachment: Attachment B - City of Burlingame Resolution No. 050-2023 requesting consent to form the SFPTMD and include the City of 2 I, Meaghan Hassel-Shearer, City Clerk of the City of Burlingame, certify that the foregoing Resolution was introduced at a regular meeting of the City Council on the 15th day of May, 2023, and was adopted thereafter by the following vote:
AYES: Councilmembers: BEACH, BROWNRIGG, COLSON, ORTIZ, STEVENSON NOES: Councilmembers: NONE
ABSENT: Councilmembers: NONE
Meaghan Hassel-Shearer, City Clerk
DocuSign Envelope ID: 72BCEE96- 8B4D- 43A3-8C06-E6F3ED870850
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Packet Pg. 154 Attachment: Attachment B - City of Burlingame Resolution No. 050-2023 requesting consent to form the SFPTMD and include the City of 3 ExhibitA
Boundary Map
DocuSign Envelope ID: 72BCEE96- 8B4D- 43A3-8C06-E6F3ED870850
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Packet Pg. 155 Attachment: Attachment B - City of Burlingame Resolution No. 050-2023 requesting consent to form the SFPTMD and include the City of
CITY OF PACIFICA
COUNCIL AGENDA SUMMARY REPORT
6/26/2023
1 SUBJECT:
Consideration of a Joint Exercise of Powers Agreement approving the issuance of tax-exempt Revenue Bonds by the California Municipal Finance Authority for the purpose of financing or refinancing the acquisition, rehabilitation, improvement and equipping for The Bluffs at Pacifica Apartments at 380 Esplanade Avenue (APN 009-131-060). Recommended California Environmental Quality Act (CEQA) Status: General Rule Exemption, CEQA Guidelines Section 15061(b)(3).
RECOMMENDED ACTION:
1) Conduct the public hearing under the requirements of Tax Equity & Fiscal Responsibility Act (TEFRA) and the Internal Revenue Code of 1986, as amended (the “Code”); and 2) Adopt the attached resolution authorizing and directing execution of a Joint Exercise of Powers Agreement relating to the California Municipal Finance Authority and approving the issuance of qualified 501(c)(3) bonds in an aggregate principal amount not to exceed $50,000,000 for the purpose of financing or refinancing the acquisition, rehabilitation, improvement and equipping of The Bluffs at Pacifica Apartments at 380 Esplanade Avenue (APN 009-131-060) and certain other matters thereto, and finding the action exempt from the California Environmental Quality Act (CEQA).
STAFF CONTACT:
Christian Murdock, AICP, Planning Director
(650) 738-7341
[email protected]
BACKGROUND/DISCUSSION:
The entity IH Bluffs Pacifica LLC, with Affordable Housing Alliance II, Inc., dba Integrity Housing as the sole member (the “Borrower”) has selected California Municipal Finance Authority (the “CMFA”), a joint powers authority, to be the issuer of tax-exempt revenue bonds to acquire, rehabilitate, and improve The Bluffs at Pacifica Apartments located at 380 Esplanade Avenue (the “Project”), in an amount not to exceed $50 million, and has requested that the City conduct a public hearing in accordance with the Tax Equity and Fiscal Responsibility Act of 1983 (“TEFRA”). The issuance of tax exempt, private activity bonds must be approved by the jurisdiction in which a project is located following a public hearing. A public hearing is required to provide a reasonable opportunity for interested individuals to express their views orally or in writing, on the proposed issuance of bonds and the location and nature of a proposed project to be financed. Additionally, to authorize CMFA to serve as the issuer of the bonds for the Project, the City of Pacifica is required to become a member of the CMFA by executing a Joint Exercise of Powers Agreement (“JEPA”). All financial obligations of the bond issuance are the responsibility of the Borrower and not the CMFA or the City of Pacifica.
In October 1978, the City approved the development of The Bluffs at Pacifica project and since then various building permits were issued for improvements to the units, common areas, and wireless facility at the apartment building. Integrity Housing submitted an application to the CMFA requesting it to be the issuer of tax-exempt financing for The Bluffs at Pacifica. The Project is expected to be financed in an amount not to exceed $50 million of qualified bonds and 6 Packet Pg. 156
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proceeds would be used to finance the acquisition, rehabilitation, improvement, and equipping of the multi-family housing Project. The Project is made up of 64 units, and 20% of the units (13) will be converted to affordable housing and restricted to 50% of Area Median Income levels, also known as Very Low Income level.
Joint Exercise of Powers Agreement & Bond Issuance
The CMFA was created on January 1, 2004 pursuant to a JEPA to assist local governments, non-profit organizations and businesses with the issuance of taxable and tax-exempt bonds aimed at improving the standard of living in California. To date, over 350 municipalities have become members of CMFA. The CMFA’s representatives and its Board of Directors have considerable experience in bond financing.
The City of Pacifica is required to become a member of CMFA in order to authorize CMFA to serve as the issuer of the bonds for the Project. Attached to this report is a copy of the JEPA to be executed by a designated signatory of the City. The JEPA provides that the CMFA is a public entity, separate and apart from each member executing such agreement. The debts, liabilities and obligations of the CMFA do not constitute debts, liabilities or obligations of the members executing such agreement.
There are no costs associated with membership in the CMFA and the City will in no way become exposed to any financial liability by reason of its membership in the CMFA. In addition, participation by the City in the CMFA will not impact the City’s appropriations limits and will not constitute any type of indebtedness by the City. Outside of holding the TEFRA hearing, adopting the required resolution and executing the JEPA of the CMFA, no other participation or activity of the City or the City Council with respect to the issuance of the bonds will be required. The JEPA expressly provides that any member may withdraw from such agreement upon written notice to the Board of Directors of the CMFA. In the case of the proposed bond financing for the Borrower, the City following its execution of the JEPA, could, at any time following the issuance of the bonds, withdraw from the CMFA by providing written notice to the Board of Directors of the CMFA.
The bonds to be issued by the CMFA for the Project will be the sole responsibility of the Borrower, and the City will have no financial, legal, or moral obligation, liability or responsibility for the Project or the repayment of the bonds for the financing of the Project. All financing documents with respect to the issuance of the bonds will contain clear disclaimers that the bonds are not obligations of the City or the State of California but are to be paid for solely from funds provided by the Borrower.
California Environmental Quality Act (CEQA) Status
The California Environmental Quality Act (Section 21000 et seq. of the California Public Resources Code, hereafter “CEQA”) requires analysis of agency approvals of discretionary “projects.” A “project,” under CEQA, is defined as “the whole of an action, which has a potential for resulting in either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment.” CEQA Guidelines Section 15061(b)(3) sets forth the General Rule that CEQA only applies to projects which “have the potential for causing a significant effect on the environment; where it can be seen with certainty that there is no possibility that the activity in question may have a significant effect on the environment, the activity is not subject to CEQA.”
The action being taken by Council is to adopt a resolution approving, authorizing, and directing execution of a JEPA relating to the CMFA and approving the issuance of revenue bonds by the CMFA to provide for the financing or refinancing of acquisition, rehabilitation, improvement, and equipping of an existing apartment complex known as The Bluffs at Pacifica. Adoption of this resolution is solely for the purposes of satisfying the requirements of TEFRA, the Internal 6 Packet Pg. 157
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Revenue Code, and the California Government Code Section 6500 (and following). The multifamily rental housing Project was previously approved and environmental impacts associated with that project were analyzed under a separate CEQA document. This City Council action does not involve the approval of any physical development or activity that would have the potential of causing a significant effect on the environment. Therefore, the proposed action does not constitute approval of a project under CEQA and is not subject to CEQA.
ALTERNATIVE ACTION:
The City Council could determine to reject the request to execute the JEPA and reject the request to authorize CMFA to issue revenue bonds to the Borrower.
RELATION TO CITY COUNCIL GOALS AND WORK PLAN:
The recommended action would be consistent with the following Fiscal Year 2022-2023 City Council goals:
• “Fiscal Sustainability” includes investing in economic development to increase revenues, funding a reserve/emergency fund, and being well prepared for grant opportunities. • “A Healthy and Compassionate Community” includes addressing affordable housing and mental health services, exploring and implementing strategies that relate to homelessness, and supporting community services for all ages.
FISCAL IMPACT:
The Board of Directors of the California Foundation for Stronger Communities, a California nonprofit public benefit corporation (the “Foundation”), acts as the Board of Directors for the CMFA.
Through its conduit issuance activities, the CMFA shares a portion of the issuance fees it receives with its member communities and donates a portion of these issuance fees to the Foundation for the support of local charities. With respect to the City of Pacifica, it is expected that a portion of the issuance fee attributable to the City will be granted by the CMFA to the general fund of the City. Such grant may be used for any lawful purpose of the City.
ORIGINATED BY:
Planning Department
ATTACHMENT LIST:
Attachment 1 - Resolution for JEPA and Bond Issuance Authorization (380 Esplanade Ave) (DOCX)
Attachment 2 - CMFA JEPA Agreement- Pacifica (PDF)
6 Packet Pg. 158
RESOLUTION NO. _____
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PACIFICA, CALIFORNIA,
APPROVING, AUTHORIZING, AND DIRECTING EXECUTION OF A JOINT EXERCISE
OF POWERS AGREEMENT RELATING TO THE CALIFORNIA MUNICIPAL FINANCE AUTHORITY AND APPROVING THE ISSUANCE OF QUALIFIED 501(C)(3) BONDS IN AN AGGREGATE PRINCIPAL AMOUNT NOT TO EXCEED $50,000,000 FOR THE
PURPOSE OF FINANCING OR REFINANCING THE ACQUISITION,
REHABILITATION, IMPROVEMENT, AND EQUIPPING OF THE BLUFFS AT PACIFICA APARTMENTS AT 380 ESPLANADE AVENUE (APN 009-131-060) AND CERTAIN
OTHER MATTERS RELATING THERETO, AND FINDING THE ACTION EXEMPT FROM THE CALIFORNIA ENVIRONMENTAL QUALITY ACT (CEQA).
_____________________________________________________________________ WHEREAS, pursuant to Chapter 5 of Division 7 of Title 1 of the Government Code of the State of California (the “Act”), certain public agencies (the “Members”) have entered into a Joint Exercise of Powers Agreement Relating to the California Municipal Finance Authority, dated as of January 1, 2004 (the “Agreement”) in order to form the California Municipal Finance Authority (the “Authority”), for the purpose of promoting economic, cultural and community development, and in order to exercise any powers common to the Members, including the issuance of bonds, notes or other evidences of indebtedness; and WHEREAS, the City of Pacifica (the “City”), has determined that it is in the public interest and for the public benefit that the City become a Member of the Authority in order to facilitate the promotion of economic, cultural and community development activities in the City, including the financing of projects therefor by the Authority; and WHEREAS, there is now before this City Council (the “City Council”) the form of the Agreement; and
WHEREAS, the Agreement has been filed with the City, and the members of the City Council, with the assistance of its staff, have reviewed said document; and WHEREAS, the Authority is authorized to issue and sell revenue bonds for the purpose, among others, of financing or refinancing the construction, acquisition and rehabilitation of capital projects; and
WHEREAS, IH Bluffs Pacifica LLC with Affordable Housing Alliance II, Inc., dba Integrity Housing as the sole member (the “Borrower”) which is an organization described in Section 501(c)(3) of the Internal Revenue Code of 1986 (the “Code”) has requested that the California Municipal Finance Authority (the “Authority”) adopt a plan of financing providing for the issuance of qualified 501(c)(3) bonds as defined in Section 145 of the Code in one or more series issued from time to time, including bonds issued to refund such qualified 501(c)(3) bonds in one or more series from time to time, and at no time to exceed $50,000,000 in aggregate principal amount (the “Bonds”), to finance or refinance the acquisition, rehabilitation, improvement and equipping of a multifamily rental housing project located at 380 Esplanade Avenue, Pacifica, California (the “Project”); and WHEREAS, in order for the interest on the Bonds to be tax-exempt, Section 147(f) of the Code, requires that an “applicable elected representative” of the governmental unit, the geographic jurisdiction of which contains the site of facilities to be financed with the
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Packet Pg. 159 Attachment: Attachment 1 - Resolution for JEPA and Bond Issuance Authorization (380 Esplanade Ave) [Revision 1] (5378 : TEFRA-380 proceeds of the Bonds, hold a public hearing on the issuance of the Bonds and approve the issuance of the Bonds following such hearing; and
WHEREAS, the Authority has determined that the City Council is an “applicable elected representative” for purposes of holding such hearing; and WHEREAS, the Authority has requested that the City Council approve the issuance of the Bonds by the Authority in order to satisfy the public approval requirement of Section 147(f) of the Code and, the requirements of Section 4 of the Agreement; and WHEREAS, notice of such public hearing has been duly given as required by the Code, and this City Council has heretofore held such public hearing at which all interested persons were given an opportunity to be heard on all matters relative to the financing or refinancing of the Project and the Authority’s issuance of the Bonds therefor; and WHEREAS, it is in the public interest and for the public benefit that the City Council approve the issuance of the Bonds by the Authority for the aforesaid purposes.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PACIFICA, CALIFORNIA, AS FOLLOWS:
SECTION 1: The foregoing recitals are true and correct.
SECTION 2: Pursuant to Section 15061 of the California Environmental Quality Act (“CEQA”) Guidelines (i.e., California Code of Regulations, Title 14, Division 6, Chapter 3, Sections 15000-15387), approval of this Resolution is exempt from CEQA because it can be seen with certainty that there is no possibility that the activity in question may have a significant effect on the environment and the activity is not subject to CEQA.
SECTION 3: The Agreement is hereby approved and the Mayor or the designee thereof is hereby authorized and directed to execute said document, and the City Clerk or such Clerk’s designee is hereby authorized and directed to attest thereto.
SECTION 4: The City Council approves the issuance of the Bonds by the Authority. It is the purpose and intent of the City Council that this resolution constitute approval of the issuance of the Bonds (a) by the “applicable elected representative” of the governmental unit having jurisdiction over the area in which the Project is located in accordance with Section 147(f) of the Code and; (b) by the City Council in accordance with Section 4 of the Agreement.
SECTION 5: The issuance of the Bonds shall be subject to the approval of the Authority of all financing documents relating thereto to which the Authority is a party. The City shall have no responsibility or liability whatsoever with respect to the Bonds.
SECTION 6: The adoption of this Resolution shall not obligate the City or any department thereof to (i) provide any financing to acquire or construct the Project or any refinancing of the Project; (ii) approve any application or request for or take any other action in connection with any planning approval, permit or other action necessary for the acquisition, construction, rehabilitation or operation of the Project; (iii) make any contribution or advance any funds whatsoever to the Authority; or (iv) take any further action with respect to the Authority or its membership therein.
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Packet Pg. 160 Attachment: Attachment 1 - Resolution for JEPA and Bond Issuance Authorization (380 Esplanade Ave) [Revision 1] (5378 : TEFRA-380 SECTION 7: The executing officers(s), the City Clerk and all other proper officers and officials of the City are hereby authorized and directed to execute such other agreements, documents and certificates, and to perform such other acts and deeds, as may be necessary or convenient to effect the purposes of this Resolution and the transactions herein authorized.
SECTION 8: The City Clerk shall forward a certified copy of this Resolution and an originally executed Agreement to the Authority in care of its counsel:
Ronald E. Lee, Esq.
Jones Hall, APLC
475 Sansome Street, Suite 1700
San Francisco, CA 941111
SECTION 9: This Resolution shall take effect immediately upon its adoption by the City Council. The City Clerk shall certify as to the adoption of this Resolution.
PASSED AND ADOPTED at a regular meeting of the City Council of the City of Pacifica, California, held on the 26
th day of June 2023.
AYES, Councilmembers:
NOES, Councilmembers:
ABSENT, Councilmembers:
ABSTAIN, Councilmembers:
__________________________
Tygarjas Twyrls Bigstyck, Mayor
ATTEST: APPROVED AS TO FORM:
______________________________ __________________________ Sarah Coffey, City Clerk Michelle Kenyon, City Attorney
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Packet Pg. 161 Attachment: Attachment 1 - Resolution for JEPA and Bond Issuance Authorization (380 Esplanade Ave) [Revision 1] (5378 : TEFRA-380
JOINT EXERCISE OF POWERS AGREEMENT
RELATING TO THE CALIFORNIA MUNICIPAL FINANCE AUTHORITY
THIS AGREEMENT, dated as of January 1, 2004, among the parties executing this Agreement (all such parties, except those which have withdrawn as provided herein, are referred to as the “Members” and those parties initially executing this Agreement are referred to as the “Initial Members”):
WITNESSETH
WHEREAS, pursuant to Title 1, Division 7, Chapter 5 of the California Government Code (in effect as of the date hereof and as the same may from time to time be amended or supplemented, the “Joint Exercise of Powers Act”), two or more public agencies may by agreement jointly exercise any power common to the contracting parties; and WHEREAS, each of the Members is a “public agency” as that term is defined in Section 6500 of the Joint Exercise of Powers Act; and
WHEREAS, each of the Members is empowered by law to promote economic, cultural and community development, including, without limitation, the promotion of opportunities for the creation or retention of employment, the stimulation of economic activity, the increase of the tax base, and the promotion of opportunities for education, cultural improvement and public health, safety and general welfare; and
WHEREAS, each of the Members may accomplish the purposes and objectives described in the preceding preamble by various means, including through making grants, loans or providing other financial assistance to governmental and nonprofit organizations; and WHEREAS, each Member is also empowered by law to acquire and dispose of real property for a public purpose; and
WHEREAS, the Joint Exercise of Powers Act authorizes the Members to create a joint exercise of powers entity with the authority to exercise any powers common to the Members, as specified in this Agreement and to exercise the additional powers granted to it in the Joint Exercise of Powers Act and any other applicable provisions of the laws of the State of California; and
WHEREAS, a public entity established pursuant to the Joint Exercise of Powers Act is empowered to issue or execute bonds, notes, commercial paper or any other evidences of indebtedness, including leases or installment sale agreements or certificates of participation therein (herein “Bonds”), and to otherwise undertake financing programs under the Joint Exercise of Powers Act or other applicable provisions of the laws of the State of California to accomplish its public purposes; and
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Packet Pg. 162 Attachment: Attachment 2 - CMFA JEPA Agreement- Pacifica (5378 : TEFRA-380 Esplanade-The Bluffs) WHEREAS, the Members have determined to specifically authorize a public entity authorized pursuant to the Joint Exercise of Powers Act to issue Bonds pursuant to the Joint Exercise of Powers Act or other applicable provisions of the laws of the State of California; and WHEREAS, it is the desire of the Members to use a public entity established pursuant to the Joint Exercise of Powers Act to undertake the financing and/or refinancing of projects of any nature, including, but not limited to, capital or working capital projects, insurance, liability or retirement programs or facilitating Members use of existing or new financial instruments and mechanisms; and
WHEREAS, it is further the intention of the Members that the projects undertaken will result in significant public benefits to the inhabitants of the jurisdictions of the Members; and WHEREAS, by this Agreement, each Member desires to create and establish the “California Municipal Finance Authority” for the purposes set forth herein and to exercise the powers provided herein;
NOW, THEREFORE, the Members, for and in consideration of the mutual promises and agreements herein contained, do agree as follows:
Section 1. Purpose.
This Agreement is made pursuant to the provisions of the Joint Exercise of Powers Act.
The purpose of this Agreement is to establish a public entity for the joint exercise of powers common to the Members and for the exercise of additional powers given to a joint powers entity under the Joint Powers Act or any other applicable law, including, but not limited to, the issuance of Bonds for any purpose or activity permitted under the Joint Exercise of Powers Act or any other applicable law. Such purpose will be accomplished and said power exercised in the manner hereinafter set forth.
Section 2. Term.
This Agreement shall become effective in accordance with Section 17 as of the date hereof and shall continue in full force and effect until such time as it is terminated in writing by all the Members; provided, however, that this Agreement shall not terminate or be terminated until all Bonds issued or caused to be issued by the Authority (defined below) shall no longer be outstanding under the terms of the indenture, trust agreement or other instrument pursuant to which such Bonds are issued, or unless a successor to the Authority assumes all of the Authority’s debts, liabilities and obligastions.
Section 3. Authority.
A. CREATION AND POWERS OF AUTHORITY.
Pursuant to the Joint Exercise of Powers Act, there is hereby created a public entity to be known as the “California Municipal Finance Authority” (the “Authority”), and said Authority shall be a public entity separate and apart from the Members. Its
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Packet Pg. 163 Attachment: Attachment 2 - CMFA JEPA Agreement- Pacifica (5378 : TEFRA-380 Esplanade-The Bluffs) debts, liabilities and obligations do not constitute debts, liabilities or obligations of any Members.
B. BOARD.
The Authority shall be administered by the Board of Directors (the “Board,” or the “Directors” and each a “Director”) of the California Foundation for Stronger Communities, a nonprofit public benefit corporation organized under the laws of the State of California (the “Foundation”), with each such Director serving in his or her individual capacity as a Director of the Board. The Board shall be the administering agency of this Agreement and, as such, shall be vested with the powers set forth herein, and shall administer this Agreement in accordance with the purposes and functions provided herein. The number of Directors, the appointment of Directors, alternates and successors, their respective terms of office, and all other provisions relating to the qualification and office of the Directors shall be as provided in the Articles and Bylaws of the Foundation, or by resolution of the Board adopted in accordance with the Bylaws of the Foundation.
All references in this Agreement to any Director shall be deemed to refer to and include the applicable alternate Director, if any, when so acting in place of a regularly appointed Director.
Directors may receive reasonable compensation for serving as such, and shall be entitled to reimbursement for any expenses actually incurred in connection with serving as a Director, if the Board shall determine that such expenses shall be reimbursed and there are unencumbered funds available for such purpose.
The Foundation may be removed as administering agent hereunder and replaced at any time by amendment of this Agreement approved as provided in Section 16; provided that a successor administering agent of this Agreement has been appointed and accepted its duties and responsibilities under this Agreement.
C. OFFICERS; DUTIES; OFFICIAL BONDS.
The officers of the Authority shall be the Chair, Vice-Chair, Secretary and Treasurer (defined below). The Board, in its capacity as administering agent of this Agreement, shall elect a Chair, a Vice-Chair, and a Secretary of the Authority from among Directors to serve until such officer is re-elected or a successor to such office is elected by the Board. The Board shall appoint one or more of its officers or employees to serve as treasurer, auditor, and controller of the Authority (the “Treasurer”) pursuant to Section 6505.6 of the Joint Exercise of Powers Act to serve until such officer is re-elected or a successor to such office is elected by the Board.
Subject to the applicable provisions of any resolution, indenture, trust agreement or other instrument or proceeding authorizing or securing Bonds (each such resolution, indenture, trust agreement, instrument and proceeding being herein referred to as an “Indenture”) providing for a trustee or other fiscal agent, and except as may otherwise be
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Packet Pg. 164 Attachment: Attachment 2 - CMFA JEPA Agreement- Pacifica (5378 : TEFRA-380 Esplanade-The Bluffs) specified by resolution of the Board, the Treasurer is designated as the depositary of the Authority to have custody of all money of the Authority, from whatever source derived and shall have the powers, duties and responsibilities specified in Sections 6505, 6505.5 and 6509.5 of the Joint Exercise of Powers Act.
The Treasurer of the Authority is designated as the public officer or person who has charge of, handles, or has access to any property of the Authority, and such officer shall file an official bond with the Secretary of the Authority in the amount specified by resolution of the Board but in no event less than $1,000.
The Board shall have the power to appoint such other officers and employees as it may deem necessary and to retain independent counsel, consultants and accountants.
The Board shall have the power, by resolution, to the extent permitted by the Joint Exercise of Power Act or any other applicable law, to delegate any of its functions to one or more of the Directors or officers, employees or agents of the Authority and to cause any of said Directors, officers, employees or agents to take any actions and execute any documents or instruments for and in the name and on behalf of the Board or the Authority.
D. MEETINGS OF THE BOARD.
(1) Ralph M. Brown Act.
All meetings of the Board, including, without limitation, regular, adjourned regular, special, and adjourned special meetings shall be called, noticed, held and conducted in accordance with the provisions of the Ralph M. Brown Act (commencing with Section 54950 of the Government Code of the State of California), or any successor legislation hereinafter enacted (the “Brown Act”).
(2) Regular Meetings.
The Board shall provide for its regular meetings; provided, however, it shall hold at least one regular meeting each year. The date, hour and place of the holding of the regular meetings shall be fixed by resolution of the Board. To the extent permitted by the Brown Act, such meetings may be held by telephone conference.
(3) Special Meetings.
Special meetings of the Board may be called in accordance with the provisions of Section 54956 of the Government Code of the State of California. To the extent permitted by the Brown Act, such meetings may be held by telephone conference.
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Packet Pg. 165 Attachment: Attachment 2 - CMFA JEPA Agreement- Pacifica (5378 : TEFRA-380 Esplanade-The Bluffs) (4) Minutes.
The Secretary of the Authority shall cause to be kept minutes of the regular, adjourned regular, special, and adjourned special meetings of the Board and shall, as soon as possible after each meeting, cause a copy of the minutes to be forwarded to each Director.
(5) Quorum.
A majority of the Board shall constitute a quorum for the transaction of business. No action may be taken by the Board except upon the affirmative vote of a majority of the Directors constituting a quorum, except that less than a quorum may adjourn a meeting to another time and place.
E. RULES AND REGULATIONS.
The Authority may adopt, from time to time, by resolution of the Board such rules and regulations for the conduct of its meetings and affairs as may be required.
Section 4. Powers.
The Authority shall have the power, in its own name, to exercise the common powers of the Members and to exercise all additional powers given to a joint powers entity under any of the laws of the State of California, including, but not limited to, the Joint Exercise of Powers Act, for any purpose authorized under this Agreement. Such powers shall include the common powers specified in this Agreement and may be exercised in the manner and according to the method provided in this Agreement. The Authority is hereby authorized to do all acts necessary for the exercise of such power, including, but not limited to, any of all of the following: to make and enter into contracts; to employ agents and employees; to acquire, construct, provide for maintenance and operation of, or maintain and operate, any buildings, works or improvements; to acquire, hold or dispose of property wherever located; to incur debts, liabilities or obligations; to receive gifts, contributions and donations of property, funds, services, and other forms of assistance from person, firms, corporations and any governmental entity; to sue and be sued in its own name; to make grants, loans or provide other financial assistance to governmental and nonprofit organizations (e.g., the Members or the Foundation) to accomplish any of its purposes; and generally to do any and all things necessary or convenient to accomplish its purposes.
Without limiting the generality of the foregoing, the Authority may issue or cause to be issued Bonds, and pledge any property or revenues as security to the extent permitted under the Joint Exercise of Powers Act, or any other applicable provision of law; provided, however, the Authority shall not issue Bonds with respect to any project located in the jurisdiction of one or more Members unless the governing body of any such Member, or its duly authorized representative, shall approve, conditionally or unconditionally, the project, including the issuance of Bonds therefor. Such approval may be evidenced by resolution, certificate, order, report or such other means of written approval of such project as may be selected by the Member (or its authorized representative) whose approval is required. No such approval shall be required in
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Packet Pg. 166 Attachment: Attachment 2 - CMFA JEPA Agreement- Pacifica (5378 : TEFRA-380 Esplanade-The Bluffs) connection with Bonds that refund Bonds previously issued by the Authority and approved by the governing board of a Member.
The manner in which the Authority shall exercise its powers and perform its duties is and shall be subject to the restrictions upon the manner in which a California general law city could exercise such powers and perform such duties. The manner in which the Authority shall exercise its powers and perform its duties shall not be subject to any restrictions applicable to the manner in which any other public agency could exercise such powers or perform such duties, whether such agency is a party to this Agreement or not.
Section 5. Fiscal Year.
For the purposes of this Agreement, the term “Fiscal Year” shall mean the fiscal year as established from time to time by resolution of the Board, being, at the date of this Agreement, the period from July 1 to and including the following June 30, except for the first Fiscal Year which shall be the period from the date of this Agreement to June 30, 2004.
Section 6. Disposition of Assets.
At the end of the term hereof or upon the earlier termination of this Agreement as set forth in Section 2, after payment of all expenses and liabilities of the Authority, all property of the Authority both real and personal shall automatically vest in the Members in the manner and amount determined by the Board in its sole discretion and shall thereafter remain the sole property of the Members; provided, however, that any surplus money on hand shall be returned in proportion to the contributions made by the Members.
Section 7. Bonds.
From time to time the Authority shall issue Bonds, in one or more series, for the purpose of exercising its powers and raising the funds necessary to carry out its purposes under this Agreement.
The services of bond counsel, financing consultants and other consultants and advisors working on the projects and/or their financing shall be used by the Authority. The expenses of the Board shall be paid from the proceeds of the Bonds or any other unencumbered funds of the Authority available for such purpose.
Section 8. Bonds Only Limited and Special Obligations of Authority.
The Bonds, together with the interest and premium, if any, thereon, shall not be deemed to constitute a debt of any Member or pledge of the faith and credit of the Members or the Authority. The Bonds shall be only special obligations of the Authority, and the Authority shall under no circumstances be obligated to pay the Bonds except from revenues and other funds pledged therefor. Neither the Members nor the Authority shall be obligated to pay the principal of, premium, if any, or interest on the Bonds, or other costs incidental thereto, except from the revenues and funds pledged therefor, and neither the faith and credit nor the taxing power of the Members nor the faith and credit of the Authority shall be pledged to the payment of the
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Packet Pg. 167 Attachment: Attachment 2 - CMFA JEPA Agreement- Pacifica (5378 : TEFRA-380 Esplanade-The Bluffs) principal of, premium, if any, or interest on the Bonds nor shall the Members or the Authority in any manner be obligated to make any appropriation for such payment.
No covenant or agreement contained in any Bond or related document shall be deemed to be a covenant or agreement of any Director, or any officer, employee or agent of the Authority in his or her individual capacity and neither the Board of the Authority nor any Director or officer thereof executing the Bonds shall be liable personally on any Bond or be subject to any personal liability or accountability by reason of the issuance of any Bonds.
Section 9. Accounts and Reports.
All funds of the Authority shall be strictly accounted for. The Authority shall establish and maintain such funds and accounts as may be required by good accounting practice and by any provision of any Indenture (to the extent such duties are not assigned to a trustee of Bonds).
The books and records of the Authority shall be open to inspection at all reasonable times by each Member.
The Treasurer of the Authority shall cause an independent audit to be made of the books of accounts and financial records of the Authority by a certified public accountant or public accountant in compliance with the provisions of Section 6505 of the Joint Exercise of Powers Act. In each case the minimum requirements of the audit shall be those prescribed by the State Controller for special districts under Section 26909 of the Government Code of the State of California and shall conform to generally accepted auditing standards. When such an audit of accounts and records is made by a certified public accountant or public accountant, a report thereof shall be filed as a public record with each Member and also with the county auditor of each county in which a Member is located; provided, however, that to the extent permitted by law, the Authority may, instead of filing such report with each Member and such county auditor, elect to post such report as a public record electronically on a website designated by the Authority. Such report if made shall be filed within 12 months of the end of the Fiscal Year or Years under examination.
The Treasurer is hereby directed to report in writing on the first day of July, October, January, and April of each year to the Board and the Members which report shall describe the amount of money held by the Treasurer for the Authority, the amount of receipts since the last such report, and the amount paid out since the last such report (which may exclude amounts held by a trustee or other fiduciary in connection with any Bonds to the extent that such trustee or other fiduciary provided regular reports covering such amounts.) Any costs of the audit, including contracts with, or employment of, certified public accountants or public accountants in making an audit pursuant to this Section, shall be borne by the Authority and shall be a charge against any unencumbered funds of the Authority available for that purpose.
In any Fiscal Year the Board may, by resolution adopted by unanimous vote, replace the annual special audit with an audit covering a two-year period.
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Packet Pg. 168 Attachment: Attachment 2 - CMFA JEPA Agreement- Pacifica (5378 : TEFRA-380 Esplanade-The Bluffs) Section 10. Funds.
Subject to the applicable provisions of any Indenture, which may provide for a trustee or other fiduciary to receive, have custody of and disburse Authority funds, the Treasurer of the Authority shall receive, have the custody of and disburse Authority funds pursuant to the accounting procedures developed under Sections 3.C and 9, and shall make the disbursements required by this Agreement or otherwise necessary to carry out any of the provisions of purposes of this Agreement.
Section 11. Notices.
Notices and other communications hereunder to the Members shall be sufficient if delivered to the clerk of the governing body of each Member; provided, however, that to the extent permitted by law, the Authority may, provide notices and other communications and postings electronically (including, without limitation, through email or by posting to a website).
Section 12. Additional Members/Withdrawal of Members.
Qualifying public agencies may be added as parties to this Agreement and become Members upon: (1) the filing by such public agency with the Authority of an executed counterpart of this Agreement, together with a copy of the resolution of the governing body of such public agency approving this Agreement and the execution and delivery hereof; and (2) adoption of a resolution of the Board approving the addition of such public agency as a Member.
Upon satisfaction of such conditions, the Board shall file such executed counterpart of this Agreement as an amendment hereto, effective upon such filing.
A Member may withdraw from this Agreement upon written notice to the Board; provided, however, that no such withdrawal shall result in the dissolution of the Authority so long as any Bonds remain outstanding. Any such withdrawal shall be effective only upon receipt of the notice of withdrawal by the Board which shall acknowledge receipt of such notice of withdrawal in writing and shall file such notice as an amendment to this Agreement effective upon such filing.
Section 13. Indemnification.
To the full extent permitted by law, the Board may authorize indemnification by the Authority of any person who is or was a Director or an officer, employee of other agent of the Authority, and who was or is a party or is threatened to be made a party to a proceeding by reason of the fact that such person is or was such a Director or an officer, employee or other agent of the Authority, against expenses, including attorneys fees, judgments, fines, settlements and other amounts actually and reasonably incurred in connection with such proceeding, if such person acted in good faith in a manner such person reasonably believed to be in the best interests of the Authority and, in the case of a criminal proceeding, had no reasonable cause to believe the conduct of such person was unlawful and, in the case of an action by or in the right of the Authority, acted with such care, including reasonable inquiry, as an ordinarily prudent person in a like position would use under similar circumstances.
6.b
Packet Pg. 169 Attachment: Attachment 2 - CMFA JEPA Agreement- Pacifica (5378 : TEFRA-380 Esplanade-The Bluffs) Section 14. Contributions and Advances.
Contributions or advances of public funds and of the use of personnel, equipment or property may be made to the Authority by the Members for any of the purposes of this Agreement. Payment of public funds may be made to defray the cost of any such contribution or advance. Any such advance may be made subject to repayment, and in such case shall be repaid, in the manner agreed upon by the Authority and the Member making such advance at the time of such advance. It is mutually understood and agreed to that no Member has any obligation to make advances or contributions to the Authority to provide for the costs and expenses of administration of the Authority, even though any Member may do so. The Members understand and agree that a portion of the funds of the Authority that otherwise may be allocated or distributed to the Members may instead be used to make grants, loans or provide other financial assistance to governmental units and nonprofit organizations (e.g., the Foundation) to accomplish any of the governmental unit’s or nonprofit organization's purposes.
Section 15. Immunities.
All of the privileges and immunities from liabilities, exemptions from laws, ordinances and rules, and other benefits which apply to the activity of officers, agents or employees of Members when performing their respective functions within the territorial limits of their respective public agencies, shall apply to the same degree and extent to the Directors, officers, employees, agents or other representatives of the Authority while engaged in the performance of any of their functions or duties under the provisions of this Agreement.
Section 16. Amendments.
Except as provided in Section 12 above, this Agreement shall not be amended, modified, or altered, unless the negative consent of each of the Members is obtained. To obtain the negative consent of each of the Members, the following negative consent procedure shall be followed: (a) the Authority shall provide each Member with a notice at least sixty (60) days prior to the date such proposed amendment is to become effective explaining the nature of such proposed amendment and this negative consent procedure; (b) the Authority shall provide each Member who did not respond a reminder notice with a notice at least thirty (30) days prior to the date such proposed amendment is to become effective; and (c) if no Member objects to the proposed amendment in writing within sixty (60) days after the initial notice, the proposed amendment shall become effective with respect to all Members.
Section 17. Effectiveness.
This Agreement shall become effective and be in full force and effect and a legal, valid and binding obligation of each of the Members on the date that the Board shall have received from two of the Initial Members an executed counterpart of this Agreement, together with a certified copy of a resolution of the governing body of each such Initial Member approving this Agreement and the execution and delivery hereof.
6.b
Packet Pg. 170 Attachment: Attachment 2 - CMFA JEPA Agreement- Pacifica (5378 : TEFRA-380 Esplanade-The Bluffs) Section 18. Partial Invalidity.
If any one or more of the terms, provisions, promises, covenants or conditions of this Agreement shall to any extent be adjudged invalid, unenforceable, void or voidable for any reason whatsoever by a court of competent jurisdiction, each and all of the remaining terms, provisions, promises, covenants and conditions of this Agreement shall not be affected thereby, and shall be valid and enforceable to the fullest extent permitted by law.
Section 19. Successors.
This Agreement shall be binding upon and shall inure to the benefit of the successors of the parties hereto. Except to the extent expressly provided herein, no Member may assign any right or obligation hereunder without the consent of the other Members.
Section 20. Miscellaneous.
This Agreement may be executed in several counterparts, each of which shall be an original and all of which shall constitute but one and the same instrument.
The section headings herein are for convenience only and are not to be construed as modifying or governing the language in the section referred to.
Wherever in this Agreement any consent or approval is required, the same shall not be unreasonably withheld.
This Agreement shall be governed under the laws of the State of California.
This Agreement is the complete and exclusive statement of the agreement among the Members, which supercedes and merges all prior proposals, understandings, and other agreements, whether oral, written, or implied in conduct, between and among the Members relating to the subject matter of this Agreement.
6.b
Packet Pg. 171 Attachment: Attachment 2 - CMFA JEPA Agreement- Pacifica (5378 : TEFRA-380 Esplanade-The Bluffs) IN WITNESS WHEREOF, the City of Pacifica has caused this Agreement to be executed and attested by its duly authorized representatives as of the ___ day of _____________, 2023.
Member:
CITY OF PACIFICA
By
Name:
Title:
ATTEST:
By
Name:
Title:
6.b
Packet Pg. 172 Attachment: Attachment 2 - CMFA JEPA Agreement- Pacifica (5378 : TEFRA-380 Esplanade-The Bluffs)
CITY OF PACIFICA
COUNCIL AGENDA SUMMARY REPORT
6/26/2023
1 SUBJECT:
Adoption of the Fiscal Year 2023-24 Operating and Capital Budget.
RECOMMENDED ACTION:
Hold a public hearing, review, and move to adopt the following resolutions:
1. Adopt the resolution approving the FY 2023-24 Operating and Capital Budget;
2. Adopt the FY 2023-24 Capital Improvement Program appropriation of $1.205 million from the Roy Davies Trust Fund by a 4/5 vote
3. Adopt the resolution establishing GANN Appropriation Limit for FY 2023-24;
4. Adopt the resolution approving the City's annual review of the Investment Policy included as Exhibit A to the resolution, with no changes for FY 2023-24.
STAFF CONTACT:
Kevin Woodhouse, City Manager
[email protected]
650-738-7409
Yulia Carter, Assistant City Manager
[email protected]
650-738-7301
BACKGROUND:
Each year, the City of Pacifica adopts an annual operating and capital budget that reflects the planned activities for the next fiscal year based on the best information available at the time of adoption.
The City Council held several study sessions related to the FY 2023-24 Budget. On April 10, 2023, in the first budget study session, staff presented the Budget planning process, methodology, timeline, and long-term financial forecast. Unlike the forecast leading into the Budget last year when the City's long-term financial forecast projected a significant ongoing structural deficit, this condition has now been mitigated by improved post-COVID revenue projections and, most importantly, by Pacifica voters passing a new Measure Y - ½ Transactions & Use Tax in November 2022. As a result, the long-term financial forecast projected a positive outlook with a structurally balanced budget for FY 2023-24 and beyond but did not leave sufficient funds for needed service enhancements, adequate staffing and employee compensation levels, and ongoing investments in capital infrastructure.On May 8, 2023, staff presented the General Fund Base Budget, Preliminary Budget Strategies, and the Proposed Capital Improvement Plan for FY 2023-24. The Base Budget included an approximately $1.3 million preliminarily projected surplus available to address all service needs and meet Council priorities for the upcoming Budget. At the Budget study session on June 12, 2023, City Council held a public hearing and adopted the FY2023-24 Master Fee Schedule. At that meeting, the City Manager also brought forward all recommended budget options for the 7 Packet Pg. 173
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upcoming budget. Staff received City Council feedback for developing the Proposed Budget and incorporated Council direction in the budget presented for adoption in this report. Since the last meeting, staff has prepared the Proposed FY 2023-24 Budget for all city funds.
The primary focus of today’s discussion is to provide Council with the final Proposed FY 2023- 24 Operating and Capital Budget for adoption, presented in Attachments 4 and 5 to this report.
DISCUSSION
The goal of the budget process is to develop a structurally balanced City Budget by completing a full analysis of the City's revenue structure and current service level to identify necessary service increase and/or reduction options, which, when combined, will reach a balanced and sustainable budget.
Budgetary Reserves and Fund Balance Structure
The Proposed FY 2023-24 Operating and Capital Budget is being presented as a balanced budget, meaning that the City’s operating expenditures do not exceed general revenues. With all program options discussed at the last meeting included, the General Fund will project an ending surplus of about $333,844 and maintain all previously approved reserves necessary for long-term fiscal and operational sustainability.
The General Fund Base Budget revenues and transfers are projected at $48.9 million. The total General expenditures and transfers out are budgeted at $48.6, which includes a one-time General Fund contribution of $650,000 (projected current year’s measure Y revenues) towards the FY 2023-24 CIP Budget to expand the street resurfacing project to include streets outside of the five-year street resurfacing plan. The table below demonstrates the Net change to the General Fund Balance.
FY 2023-24
Adj Base
Budget
6/12/23
FY 2023-24
Adopted
Budget
Revenues:
Operating Revenues $47,402,500 $47,649,200
Operating Transfers In 1,291,900 1,291,900
Total Revenues 48,694,400 48,941,100
Expenditures and Transfers :
Operating Expenditures 43,732,226 44,581,056
Operating Transfers Out 3,376,200 3,376,200
Capital Transfers Out 650,000 650,000
Total Expenditures and Transfers 47,758,426 48,607,256
Surplus (Deficit) $ 935,974 $ 333,844
FY 2023-24 ADOPTED BUDGET
NET GENERAL FUND SURPLUS (DEFICIT)
After applying all changes described above, the Proposed General Fund Budget will have a $333,844 surplus, leaving $8.4 million in the Unassigned General Fund Balance, which is about 18% of the City’s Operating expenditures in addition to 10% or $4.8 million minimum policy reserve and compliant with the Government Finance Officers Association of the US and Canada (GFOA) standards.
The City’s Fund Balance Policy identifies fund balances (or reserves) that fall into the following categories: non-spendable items or portions of fund balance that cannot be liquidated, restricted 7 Packet Pg. 174
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amounts for use by outside agencies, committed amounts by Council action such as emergency /contingency reserves and assigned balances to pay off unfunded liabilities and to fund infrastructure improvements.
In accordance with GASB Statement No. 54 requirements and the City policy, the Council established the following designations or contingencies of the General Fund Committed Balance.
• Budget Shortfall Policy Reserve of 10% of Expenditures ($4.8 million) • Facilities Maintenance & Replacement ($205,000)
• Compensated Absences Reserve ($0.2 million)
• Child Care Reserve ($0.5 million)
• Legal Reserves ($0.1 million)
The Recommended FY 2023-24 Budget is balanced, meaning that the operating revenues do not exceed the operating expenditures and includes an undesignated General Fund Balance of $8.4 million. The rest of the General Fund balances are detailed in the table below.
Designations Actual
FY 2021-22
Adopted FY
2022-23
Revised
2022-23
FY 2023-24
Adj Base
Budget
6/12/23
FY 2023-24
Adopted
Beginning Fund Balance $ 15,669,797 $ 16,063,391 $ 16,063,391 $ 18,309,534 $ 18,309,534 Total Revenue 43,581,527 47,275,263 50,677,370 48,694,400 48,941,100 Total Operating Expenditures 40,187,933 46,617,227 47,776,227 47,108,426 47,957,256 Total Capital Project Expenditures 3,000,000 655,000 655,000 650,000 650,000 Ending Fund Balance 16,063,391 16,066,427 18,309,534 19,245,508 18,643,378 Non-Spendable 3,768,557 4,371,453 4,480,137 4,417,515 4,417,515 Assigned Reserves
Policy Level of 10% of Expenditures 4,018,793 4,661,723 4,777,623 4,710,843 4,795,726 Facility Maintenance & Replacement 205,000 205,000 205,000 205,000 205,000 Compensated Absences 200,000 200,000 200,000 200,000 200,000 Child Care Reserve 697,908 488,591 488,591 488,591 488,591 Legal Reserves 100,000 100,000 100,000 100,000 100,000
Assigned Reserves 5,221,701 5,655,314 5,771,214 5,704,434 5,789,317 Total Designations 8,990,258 10,026,767 10,251,350 10,121,948 10,206,831 Unassigned Fund Balance 7,073,133 6,039,660 8,058,184 9,123,560 8,436,547 Operating Expenses 40,187,933 46,617,227 47,776,227 47,108,426 47,957,256 Unassigned Fund Balance as % of Op. Expenses 18% 13.0% 16.9% 19% 18% FY2023-24 ADOPTED BUDGET
GENERAL FUND (ASSIGNED & UNASSIGNED BALANCES)
Maintaining a sufficient level of the projected ending fund balance is necessary for the City’s fiscal and operational sustainability. After factoring in the restricted reserves and operating contingencies, the ending undesignated General Fund balance is projected close to $8.4 million or 18% of the General Fund operating expenditures (excluding one-time capital transfers), which is slightly above the GFOA recommendation for government entities of no less than two months of regular general fund operating expenditures, which is approximately $7.9 million for the City of Pacifica in FY2023-24.
Other Funds
Staff used the same basic assumptions for all other funds to factor in a 2% cost of living 7 Packet Pg. 175
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increase for most contract and professional services categories and 1% for materials and supply categories. The summary of Revenues, Expenditures, and Fund Balances for all of the City’s fund categories is shown in the table below and further described in Attachment 7. Revenues under expenditures for Enterprise Fund and Internal Service Fund reflect the uses of the available fund balance for one-time needs (e.g., capital investments in Wastewater infrastructure or vehicle replacement purchases in the Motor Pool Fund).
Fund Name
Projected Fund
Balance
6/30/2023
Revenues &
Transfers In
Adopted Budget
Expenditures &
Transfers Out
Adopted Budget
Revenue
Over (Under)
Expenditures
Projected Fund
Balance 6/30/2024
GENERAL FUND $ 18,309,534 $ 48,941,100 $ 48,607,256 $ 333,844 $ 18,643,378 ENTERPRISE FUNDS 21,619,153 19,739,000 28,066,231 (8,327,231) 13,291,922 SPECIAL REVENUE FUNDS 23,295,302 17,579,900 16,852,479 727,421 24,022,723 INTERNAL SERVICE FUNDS 2,667,158 4,986,100 5,821,490 (835,390) 1,831,768 DEBT SERVICE FUNDS 5,317,384 2,499,800 2,499,800 0 5,317,384 Total Other Funds $ 52,898,997 $ 44,804,800 $ 53,240,001 $ (8,435,201) $ 44,463,796 Total All Funds $ 71,208,531 $ 93,745,900 $ 101,847,257 $ (8,101,357) $ 63,107,174 Other Matters (Action Items):
GANN Appropriation Limit
The City is required by the State Constitution to annually establish and adhere to a limit on the amount of its appropriations. Such limit is prescribed by a State formula calculated by taking the prior year's limit and applying growth factors as appropriate. The growth factors are determined by 1) the change in population in either the City or the County and 2) the change in per capita income or non-residential new construction. For the Fiscal Year 2023-24, staff has calculated that the appropriations limit is $53.0 million. Per the Recommended FY 2023-24 Budget, the City expects to collect and has budgeted to appropriate $40.0 million, which is 24.7% or $13.1 million below the appropriations limit (Attachment 2).
Investment Policy
Following the CA Government Code requirement for annual review of the Investment Policy, staff is bringing the City's Investment Policy to City Council together with the budget to satisfy this requirement. The Council previously approved Investment Policy changes in October 2018 (Attachment 3). There are no changes to the Investment Policy recommended at this time.
Conclusion and Future Outlook
The Proposed FY 2023-24 Budget is balanced and reflects the City Council's direction and priorities. Fiscal and organizational stability is one of the Council’s top priorities as the City continues to provide quality programs and services in a financially sustainable manner.
Although the passage of Measure Y was a considerable achievement for Pacifica that resolves the City's ongoing structural deficit, the financial outlook only covers the current level of municipal services. It does not address other critical organizational needs that exist. The cost to deliver services and City operations has increased due to inflation and personnel costs due to labor increases and unfunded liabilities related to pension and OPEB. Although Measure Y essentially helped balance the budget deficit, the City’s tax revenue base remains significantly lower than the majority of Bay Area cities, and the City’s long-term financial outlook is not sustainable to address future fiscal challenges that are common for all Bay Area local agencies and those that are unique to Pacifica. Specifically, the modest structural surplus projected for this Budget does not fully address the following ongoing challenges the City will likely continue facing in the upcoming years. As staff previously shared with the Council, the following challenges will likely remain in the near future:
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1. Labor Market
Staff has previously shared with the Council the challenging labor market condition in the Bay Area. Like many Bay Area agencies, the City has been experiencing critical recruitment and retention challenges (over 30% turnover rate), having to conduct multiple recruitments for the most critical professional and management positions and their replacement is often challenging, taking a long time and often results in loss of institutional knowledge and substantial training and onboarding needs.
On average, the City is running a 10-15% vacancy rate, translating into 19-28 vacant positions at any given time. This is partially because more than 1/3 of City classifications appear below market in total compensation. Yet, the City does not have sufficient resources to bring them all to the market median at once. It is important to note that the FY 2023-24 Budget does not include any assumptions for the outcome of the labor negotiations with all labor groups that are currently in progress. The FY 2023-24 Budget will have to be amended to include the new labor cost once the new labor agreements are in place.
2. Staffing Level and Organizational Capacity
In addition to the ongoing recruitment and retention challenges, Pacifica historically had been staffed approximately 23% lower than comparable full-service public agencies of the same size.
This finding translates into over 40 additional full-time-equivalent (FTE) positions that a fullservice City of our size should have to be a par with the industry standards to adequately provide municipal services.
The current staffing level and ongoing recruitment & retention challenges result in an unsustainable staff workload to provide "core" municipal services and significantly limit the organizational capacity to execute new projects and/or implement any service enhancements.
The FY 2023-24 Budget starts addressing this challenge by funding a Project Manager, Sr.
Code Enforcement Officer, Mental Health Clinician, and a limited-term Maintenance Worker positions. However, these are far from addressing the overwhelming need for additional staffing throughout the organization.
3. Council Priorities for Service Enhancements and Capital Improvement Needs This year, the City Council transitioned to the broader strategic planning process versus the annual goal-setting workshop in previous years, focusing on short-term goals and priorities for the upcoming budget cycle. The broader Strategic Planning process provides a critically important roadmap for the organization, as it captures its strategic vision and establishes the framework for the City's short and longer-term priorities and objectives that translate into the staff’s work plan over a 7-year timeframe.
The new Strategic Plan is now adopted and is included in the attached FY 2023-24 Budget document, as it will guide the Council’s strategic vision and staff’s work plan for the upcoming years. Given the diverse organizational challenges and the limited resources available to meet these needs, the Council will likely have future challenges in prioritizing the service needs to develop balanced and sustainable budgets in the future.
Staff identifies ongoing funding for non-discretionary capital projects as another future budget challenge. The FY 2023-24 Budget does not include any General Fund contribution towards the Capital Program (except for a one-time allocation of the FY2022-23 Measure Y Funds mentioned above). However, this approach is not sustainable long-term. When no external funding sources can be identified, the General Fund will need to be allocated to help fund identified priority projects. Given that the City does not have dedicated capital revenue sources, a more considerable ongoing General Fund contribution towards CIP of approximately $1 million will likely be required annually. CIP funding will probably be another competing priority 7 Packet Pg. 177
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for the Council in the future.
City staff looks forward to continued work with the City Council and the community to address future financial challenges that may lay ahead and identify operational opportunities and efficiencies, assess appropriate fee structures, pursue economic development opportunities, and advise on alternative revenue options available to the City and the community to ensure Pacifica continues to be a desirable community in which to live, work, and play.
ALTERNATIVE ACTION:
The City Council is being asked to adopt the FY2023-24 Proposed Budget. No alternative action is identified.
RELATION TO CITY COUNCIL GOALS AND WORK PLAN:
A balanced and structurally sustainable budget is consistent with all City Council goals.
FISCAL IMPACT:
The FY 2023-24 Recommended Budget is balanced. The General Fund Operating Revenues Budget is $48.9 million and slightly exceeds the General Fund Operating Expenditures Budget of $48.6 million. General Fund expenditures include $0.6 million in a one-time transfer toward the CIP program. The FY 2023-24 Other Funds revenues and expenditures total $44.8 million and $53.2 million, respectively, and include the FY 2023-24 Capital Improvement Plan (CIP) budget of $17.5 million, which is partially funded by one-time use of various fund reserves and outside funding sources.
ORIGINATED BY:
City Manager's Office
ATTACHMENT LIST:
Attachment 1 - Resolution Adopting Operting and CIP Budgets-FY 2023-24-Final (PDF) Attachment 2 - Resolution Establishing GANN Appropriation-FY 2023-24 (PDF) Attachment 3 - Resolution - Investment Policy-FY 2023-24 (PDF) Attachment 4 - Proposed Budget Book FY 23-24 (PDF)
Attachment 5 - FY 2023-28 Capital Budget (PDF)
Attachment 6 - FY 2023-24 Fund Balance Summary (PDF)
7 Packet Pg. 178
RESOLUTION NO. ________
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PACIFICA ADOPTING THE FISCAL YEAR 2023-24 ANNUAL OPERATING AND CAPITAL BUDGET WHEREAS, the City Council of the City of Pacifica has held public budget study sessions on April 10, 2023, May 8 2023, and June 12, 2023, and a public hearing on June 26, 2023, for consideration of adoption of the Recommended FY 2023-24 Operating and Capital Budget; and
WHEREAS, the recommended budget was prepared in accordance with governmental accounting standards and the financial policies of the City; and WHEREAS, the recommended budget is a balanced expenditure plan that ensures the maintenance of adequate reserves during FY 2023-24; and WHEREAS, the City of Pacifica now desires to adopt the 2023-24 Fiscal Year Appropriations Limit and Operating and Capital Improvement Program Budget for FY 2023-24;
WHEREAS, Sections 65400, 654001, and 65403 of the State Planning and Zoning Code require the Planning Commission to review Public Works capital projects for the next fiscal year to determine conformity with the adopted General Plan. The Planning Commission reviewed and approved the Capital Improvement Project Budget on June 5, 2023;
WHEREAS, expenditures from the Roy Davies Trust Fund are required to be approved by a 4/5 vote of the City Council, and the 2023-24 Roy Davies Trust Fund expenditures are part of the 2023-24 Capital Budget, and NOW, THEREFORE, THE CITY COUNCIL HEREBY RESOLVES:
The City Council of the City of Pacifica hereby approves the FY 2023-24 budget with the citywide revenues and expenditures as follows:
7.a
Packet Pg. 179 Attachment: Attachment 1 - Resolution Adopting Operting and CIP Budgets-FY 2023-24-Final (5392 : Adoption of FY 2023-24 Operating and City of Pacifica
FY 2023-24 Adpoted Budget
Fund Balances Summary
GENERAL FUND $ 48,941,100 $ 48,607,256 $ 333,844
ENTERPRISE FUNDS
18 Sewer Charge Fund 19,071,000 17,116,167 1,954,833
34 Sewer Facility Construction Fund 3,000 10,488,000 (10,485,000) 35 Beach Parking Fund 665,000 462,064 202,936
Total Enterprise Funds 19,739,000 28,066,231 (8,327,231)
SPECIAL REVENUE AND CAPITAL FUNDS
07 SLES Fund 130,000 128,300 1,700
09 Measure A Fund 1,463,000 2,626,900 (1,163,900)
10 Gas Tax Maintenance Fund* 2,245,900 1,763,100 482,800 11 Measure W Fund 560,000 550,000 10,000
12 Highway 1 Improvement Fund 29,500 59,796 (30,296)
13 Street Improvement Fund 1,821,000 1,610,000 211,000
14 Manor Drive Improvement Fund 2,700,000 3,060,000 (360,000) 16 NPDES Stormwater Fund 203,000 334,600 (131,600)
19 Planned Local Drainage Fund 477,000 2,100 474,900
22 General Capital Improvement Fund 4,391,000 4,612,000 (221,000) 23 Frontierland Remediation 75,000 280,000 (205,000)
24 Housing In-Lieu Fund 1,665,250 - 1,665,250
26 Park In-Lieu Capital Improvement 120,000 - 120,000
27 PB&R Roy Davies Trust - 135,400 (135,400)
28 PB&R Special Revenue Fund - 200,583 (200,583)
31 Pacifica Library Fund 34,000 34,700 (700)
38 Disaster Accounting Fund 1,665,250 1,455,000 210,250 Total Special Revenue and Capital Funds 17,579,900 16,852,479 727,421
INTERNAL SERVICE FUNDS
65 Self Funded Dental Plan 248,500 181,100 67,400
66 Self-Insurance Fund W/C 1,100,000 1,100,000 -
67 Self-Insurance Fund Liability 2,030,300 2,380,300 (350,000) 71 Motor Pool Operations Fund 1,200,000 1,190,712 9,288 72 Motor Pool Replacement Fund 125,000 570,000 (445,000) 74 Fire Equipment Fund 282,300 399,378 (117,078)
Total Internal Service Funds 4,986,100 5,821,490 (835,390)
DEBT SERVICE FUNDS
40 Debt Service Fund 2,499,800 2,499,800 -
Total Debt Service Funds 2,499,800 2,499,800 -
Total Other Funds 44,804,800 53,240,001 (8,435,201)
Total All Funds $ 93,745,900 $ 101,847,257 $ (8,101,357) Revenues &
Transfers In
Adopted
Budget
Expenditures
& Transfers
Out Adopted
Budget
Revenue Over
(Under)
Expenditures
Fund Name
7.a
Packet Pg. 180 Attachment: Attachment 1 - Resolution Adopting Operting and CIP Budgets-FY 2023-24-Final (5392 : Adoption of FY 2023-24 Operating and Section 1. The All Funds Budget Summary, included in the City’s Operating Budget for Fiscal Year 2023-24, contains the expenditures (including transfers) to be appropriated in the sum of $101,847,257. The citywide revenues (including transfers) are budgeted at $93,745,900.
Section 2. The CIP allocation of $17.5 million, including the Capital Budget expenditures The additional allocation for the Civic Center Facilities Rehabilitation Project included in the CIP budget also increase the construction contingency for the Project by an additional $500,000 or
5.3% of the construction budget to the total contingency of $1,237,838 (13.1%), increasing the total project construction budget authority to $10,651,966. The CIP Budget also includes expenditures from the Roy Davies Trust Fund of $135,400.
A copy of the Operating and Capital budgets are on file with the City Clerk and are hereby adopted. The funds appropriated by this resolution are authorized to be expended as necessary and proper for municipal purposes.
Section 3. The City Manager shall be authorized to redistribute budgeted appropriations from one department to another or one capital project to another within the same fund. However any transfers between the funds shall be approved by the City Council.
PASSED AND ADOPTED at a regular meeting of the City Council of the City of Pacifica, California, held on the 26
th day of June 2023.
AYES, Councilmembers:
NOES, Councilmembers:
ABSENT, Councilmembers:
ABSTAIN, Councilmembers:
Tygarjas Bigstyck, Mayor
APPROVED AS TO FORM: ATTEST
Michelle Marchetta Kenyon Sarah Coffey
City Attorney City Clerk
7.a
Packet Pg. 181 Attachment: Attachment 1 - Resolution Adopting Operting and CIP Budgets-FY 2023-24-Final (5392 : Adoption of FY 2023-24 Operating and RESOLUTION NO. ________
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PACIFICA ESTABLISHING THE APPROPRIATION LIMIT FOR FISCAL YEAR 2023-2024 PURSUANT TO ARTICLE XIIIB OF
THE CALIFORNIA STATE CONSTITUTION
WHEREAS, Proposition 4 was adopted by voters on November 6, 1979, thereby adding Article XIIIB of the California State Constitution, and WHEREAS, it is the desire of the City Council of the City of Pacifica to establish the Appropriation Limit for fiscal year 2023-2024 pursuant to Article XIIB of the California State Constitution.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PACIFICA THAT:
1. the appropriations subject to limitations for the fiscal year 2023-2024 were $39,964,331;
2. the January 1, 2023 factors for the California per capita personal income increased by 4.44% and the population of the City of Pacifica decreased by 0.9959%;
3. the Appropriation Limit subject to limitation for the fiscal year 2023-2024 totals $53,039,802; and
BE IT FURTHER RESOLVED THAT $53,039,802 is hereby appropriated to “Reserve for General Operations.” The appropriations authorized by the adopted budget shall be chargeable to said account. Any unspent or unencumbered budget appropriations, and any balance of appropriations in the Reserve account shall not be expended without prior authorization from the City Council of the City of Pacifica, and BE IT FURTHER RESOLVED that any revenues from proceeds of taxes and user fees in excess of costs received during the fiscal year 2023-2024 over and above the appropriated limit of $53,039,802 must be returned to the taxpayers of the City of Pacifica in accordance with the procedure to be adopted by the Council of the City of Pacifica when such amount of refund is determined.
PASSED AND ADOPTED at a regular meeting of the City Council of the City of Pacifica, California, held on the 26th day of June, 2023, by the following vote:
AYES, Councilmembers:
NOES, Councilmembers:
ABSENT, Councilmembers:
ABSTAIN, Councilmembers:
Tygarjas Bigstyck, Mayor
APPROVED AS TO FORM: ATTEST:
Michelle Marchetta Kenyon, City Attorney Sarah Coffey, City Clerk
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Packet Pg. 182 Attachment: Attachment 2 - Resolution Establishing GANN Appropriation-FY 2023-24 (5392 : Adoption of FY 2023-24 Operating and Capital
ANNUAL APPROPRIATION LIMT
FISCAL YEAR 2021-2022
Appropriations Limitation, imposed by Propositions 4 and 111, establishes a formula to restrict the amount of revenues that can be appropriated in any fiscal year. The Limit is based on actual appropriations for base fiscal year 1978-79 and is increased annually using the growth in population and the consumer price index as well as commercial property development within the City during the year. Revenues that are restricted to the limitation are those which are referred to as “proceeds of taxes”, such as sales tax, property tax and business license tax.
The City must adopt an appropriation limit for each fiscal year. Beginning with the fiscal year 1990-1991, the law provides the local agency with an option to calculate the adjustment factors by the following formulas:
Inflation - Either the percentage change in the California per capital income or the percentage change in the local assessment roll from the preceding year due to the addition of local non-residential construction.
Population - Either the City’s own population growth or the population growth of the entire County.
Historically Calculated Appropriations Limits:
Fiscal Year Method Used Limit
2008-2009 CA Income/San Mateo Population 29,912,483
2009-2010 CA Income/San Mateo Population 30,462,125
2010-2011 CA Income/San Mateo Population 30,035,741
2011-2012 CA Income/San Mateo Population 31,048,271
2012-2013 CA Income/San Mateo Population 32,534,535
2013-2014 CA Income/San Mateo Population 34,573,086
2014-2015 CA Income/San Mateo Population 34,897,143
2015-2016 CA Income/San Mateo Population 36,592,519
2016-2017 CA Income/San Mateo Population 38,908,408
2017-2018 CA Income/San Mateo Population 40,570,055
2018-2019 CA Income/San Mateo Population 42,269,940
2019-2020 CA Income/San Mateo Population 44,019,916
2020-2021 CA Income/San Mateo Population 45,604,633
2021-2022 CA Income/San Mateo Population 47,856,145
2022-2023 CA Income/San Mateo Population 50,995,869
2023-2024 CA Income/San Mateo Population 53,039,802
Calculations:
Fiscal Year 2022-2023 Limit: $50,995,869
Adjustment Factors:
1. California per capital income change = 4.44%
2. San Mateo County Population change = -0.9959%
Total Adjustment: 1.0401
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Packet Pg. 183 Attachment: Attachment 2 - Resolution Establishing GANN Appropriation-FY 2023-24 (5392 : Adoption of FY 2023-24 Operating and Capital Step 1 Total all appropriations (2023-2024) operating and capital from general and special funds $ 78,910,376
Step 2 Deduct:
1. Non-Proceeds of Taxes $ (38,825,250)
2. Exempt Expenditures (Debt Service, Medicare) $ (329,250) Add:
1. Excess user fees which exceed actual costs $ 208,455 Step 3 Equals appropriations subject to limit (Step 1 - Step 2) $ 39,964,331 Step 4 Compare against 2023-2024 Appropriations Limit (from below) $ 53,039,802 Dollar Amount Under Limit (Step 4 - Step 3) $ 13,075,471 Percentage of Limit (Step 3/Step 4) 75.35%
Step 5 Fiscal Year 22-23 Appropriation Limit $ 50,995,869 Fiscal year Growth Factor based on Non-Residential
Step 6 California per capita personal income growth 4.44% 1.0401 and the City of Pacifica Population Change -0.9959%
((4.44+100)/100) x ((-0.9959+100)/100)
Step 7 FY 23-24 Appropriations Limit (Step 5 x Step 6) $ 53,039,802 Step 8 FY 23-24 Appropriations Subject to Limit (from above) $ 39,964,331 Step 9 Dollar Amount Under Limit (Step 7 - Step 8) $ 13,075,471 Step 10 Percentage of Limit (Step 8/Step 7) 75.35%
Step 11 Percentage Under Limit (Step 9/Step 7) 24.65%
APPROPRIATIONS LIMIT CALCULATIONS
FISCAL YEAR 2023-2024
CITY OF PACIFICA
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Packet Pg. 184 Attachment: Attachment 2 - Resolution Establishing GANN Appropriation-FY 2023-24 (5392 : Adoption of FY 2023-24 Operating and Capital RESOLUTION NO. ________
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PACIFICA ACCEPTING
ANNUAL REVIEW OF THE INVESTMENT POLICY
WHEREAS, California Code Section 53646 (a) (2) requires City Council annual review and approval of the Investment Policy; and
WHEREAS, the City’s current Investment Policy was adopted by City Council in October, 2018 and last reviewed in June, 2022; and
WHEREAS, staff has reviewed the investment policy to ensure any necessary updates have been incorporated; and
WHEREAS, there is no change in the investment policy this year; and NOW, THEREFORE, the City Council of the City of Pacifica does hereby approve the City of Pacifica’s Investment Policy with no changes for FY 2023-24 as contained in Exhibit A attached hereto.
PASSED AND ADOPTED at a regular meeting of the City Council of the City of Pacifica, California, held on the 26
th day of June 2023.
AYES, Councilmembers:
NOES, Councilmembers:
ABSENT, Councilmembers:
ABSTAIN, Councilmembers:
Tygarjas Twyrls Bigstyck, Mayor
APPROVED AS TO FORM: ATTEST
Michelle Marchetta Kenyon Sarah Coffey
City Attorney City Clerk
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Packet Pg. 185 Attachment: Attachment 3 - Resolution - Investment Policy-FY 2023-24 (5392 : Adoption of FY 2023-24 Operating and Capital Budget)
CITY OF PACIFICA
ADMINISTRATIVE POLICY
No.
39 INVESTMENT POLICY
DATE ISSUED:
02/89; 11/94; 12/96; 08/17,
10/18
I. PURPOSE
The purpose of this Investment Policy for the City of Pacifica (the City) is to provide guidance and direction for the prudent investment of City funds and to foster the creation of a systematic and controlled investment process. The ultimate goal is to maximize the efficiency of the City’s cash management system and to enhance the economic status of the City while protecting its pooled investment cash.
II. POLICY
It is the policy of the City of Pacifica to invest public funds in a manner which will provide maximum security, meet the daily cash flow demands of the City and provide reasonable investment return while conforming to all California laws and local statutes governing the investment of public funds. It is also the policy of the City that all funds not required for immediate budgeted expenditures be invested in compliance with this Investment Policy.
III. SCOPE
This Investment Policy applies to all short-term operating funds and investment activities under the direct authority of the City. These funds are described in the most current annual financial report and include: General Fund, Capital Projects Fund, Special Revenue Funds, Enterprise Funds, Internal Service Funds and Fiduciary Funds.
This investment policy applies to all transactions involving the financial assets and related activities of the foregoing funds.
IV. PRUDENCE
The standard of prudence to be used for managing the City’s investment program is
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Packet Pg. 186 Attachment: Attachment 3 - Resolution - Investment Policy-FY 2023-24 (5392 : Adoption of FY 2023-24 Operating and Capital Budget) California Government Code Section 53600.3, the prudent investor standard which states, “When investing, reinvesting, purchasing, acquiring, exchanging, selling, or managing public funds, a trustee shall act with care, skill, prudence, and diligence under the circumstances then prevailing, including, but not limited to, the general economic conditions and the anticipated needs of the agency, that a prudent person acting in a like capacity and familiarity with those matters would use in the conduct of funds of a like character and with like aims, to safeguard the principal and maintain the liquidity needs of the agency.”
The City Manager and other individuals assigned to manage the investment portfolio, acting in accordance with written procedures and this Investment Policy and exercising due diligence, shall be relieved of personal responsibility for an individual security’s credit risk or market price changes, provided deviations from expectations are reported in a timely fashion and appropriate action is taken to control adverse developments.
V. OBJECTIVES
The City’s funds shall be invested in accordance with all applicable City policies and codes, state and local statutes and federal regulations, and in a manner designed to accomplish the following objectives, which are listed in priority order:
A. Safety: Safety of principal is the foremost objective of the investment program.
Investments of the City shall be undertaken in a manner that seeks to ensure that capital losses are avoided, whether from securities default, broker-dealer default, or erosion of market value. To attain this objective, diversification is required in order that potential losses on individual securities do not exceed the income generated from the remainder of the portfolio. The City may elect to sell a security prior to its maturity and record a capital gain or loss in order to improve the quality, liquidity or yield of the portfolio in response to market conditions or the City's risk preferences.
B. Liquidity: The City’s investment portfolio will remain sufficiently liquid to enable the City to meet all operating requirements which might be reasonably anticipated.
C. Return on Investment: The City’s investment portfolio shall be designed with the objective of attaining a market rate of return throughout budgetary and economic cycles, taking into account the City's investment risk constraints and the cash flow characteristics of the portfolio.
VI. DELEGATION OF AUTHORITY
Section 53636 of the Government Code of the State of California provides that money on deposit is deemed to be in the treasury of the City. The responsibility for conducting the City's investment program resides with the City Manager or her/his designee.
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Packet Pg. 187 Attachment: Attachment 3 - Resolution - Investment Policy-FY 2023-24 (5392 : Adoption of FY 2023-24 Operating and Capital Budget) VII. PUBLIC TRUST
All participants in the investment process shall act reasonably as custodians of the public trust. Investment officials shall recognize that the investment portfolio is subject to public scrutiny and evaluation. The overall program shall be designed and managed with a degree of professionalism that is worthy of the public trust. Nevertheless, in a diversified portfolio, it must be recognized that occasional measured losses are inevitable, and must be considered within the context of the overall portfolio investment return, provided that adequate diversification has been implemented.
Investments are to be made that will bear in mind the responsibility of city government to its citizens. Investments that encourage the betterment of the human condition will be sought. Alternative investments that enhance the quality of life will be given full consideration. Investments that serve to only enrich a few to the detriment of the people will be strictly avoided.
VIII. ETHICS AND CONFLICT OF INTEREST
All personnel responsible for authorizing the purchase of investments shall refrain from personal business activities that could conflict with proper execution of the investment program and/or which could impair their ability to make impartial investment decisions.
The City Manager and other key Finance personnel shall file a Statement of Economic Interests each year as required by California Government Code Section 87203 and regulations of the Fair Political Practices Commission. [Any securities broker or dealer who has made a political contribution to any member of the City Council, or any candidate for those offices, in an amount that exceeds the limitations contained in Rule G-37 of the Municipal Securities Rulemaking Board (MSRB) within any consecutive 48-month period shall not engage in any securities transactions (purchase, sale and/or exchange) with the City.] IX. QUALIFIED MONEY MANAGERS, FINANCIAL DEALERS AND INSTITUTIONS The City may contract with professional money managers to assist in the management of all or part of its investment portfolio in compliance with the guidelines outlined in this Investment Policy. If City staff directly invests in individual securities, then the City will maintain a list of financial institutions and primary dealers authorized to provide investment services. Professional money managers working with the City may maintain their own list. Primary dealers include those that regularly report to the Federal Reserve Bank and should qualify under Securities and Exchange Commission Rule 15c3-1 (uniform net capital rule).
All financial institutions, dealers and cash managers who desire to become qualified
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Packet Pg. 188 Attachment: Attachment 3 - Resolution - Investment Policy-FY 2023-24 (5392 : Adoption of FY 2023-24 Operating and Capital Budget) bidders for investment transactions must supply the City with the following: audited financial statements, proof of Financial Industry Regulatory Authority (FINRA) certification when applicable, trading resolution, proof of State of California registration when applicable, completed questionnaire and certification of having read the City of Pacifica's investment policy and depository contracts. A current audited financial statement is required to be on file for each financial institution and dealer.
The City shall send a copy of the current investment policy to all brokers/dealers approved to do business with the City. Confirmation of receipt of this policy shall be considered evidence that the dealer understands the City’s Investment Policy and intends to sell the City only appropriate investments authorized by this Investment Policy.
X. AUTHORIZED INVESTMENTS
All investments and deposits of City funds shall be made in accordance with California Government Code Sections 16429.1, 53600-53609 and 53630-53686. Within the context of code limitations, the following investments and their respective additional limitations are authorized:
Limitations identified in the following sections shall be adhered to and the percentage limits and credit criteria shall be measured against portfolio value on the date the investment is purchased. In the event of a credit downgrade below the minimum acceptable credit rating, the City shall require investment advisors, engaged in the investing of City funds, to notify City staff of the downgrade, and provide a plan of action to address the downgrade:
A. Local Agency Obligations – 1) Bonds issued by the local agency, including bonds payable solely out of the revenues from a revenue-producing property owned, controlled, or operated by the local agency or by a department, board, agency, or authority of the local agency. 2) Bonds, notes, warrants, or other evidences of indebtedness of a local agency within this state, including bonds payable solely out of the revenues from a revenue-producing property owned, controlled, or operated by the local agency, or by a department, board, agency, or authority of the local agency. “Local agency” means county, city, city and county, including a chartered city or county, school district, community college district, public district, county board of education, county superintendent of schools, or any public or municipal corporation.
B. United States Treasury bills, bonds and notes or those for which the full faith and credit of the United States are pledged for the payment of principal and interest.
There is no limit on the percentage of U.S. Treasury obligations that may be held in the City's portfolio.
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Packet Pg. 189 Attachment: Attachment 3 - Resolution - Investment Policy-FY 2023-24 (5392 : Adoption of FY 2023-24 Operating and Capital Budget) C. State Obligations – 1) Registered state warrants or treasury notes or bonds of this state, including bonds payable solely out of the revenues from a revenue-producing property owned, controlled, or operated by the state or by a department, board, agency, or authority of the state. 2) Registered treasury notes or bonds of any of the other 49 states in addition to California, including bonds payable solely out of the revenues from a revenue-producing property owned, controlled, or operated by a state or by a department, board, agency, or authority of any of the other 49 states, in addition to California, including bonds payable solely out of the revenues from a revenue-producing property owned, controlled, or operated by a state or by a department, board, agency, or authority of any of the other 49 states, in addition to California.
D. Federal agency or United States government-sponsored enterprise obligations, participations, or other instruments (or Agencies), including those issued by or fully guaranteed as to principal and interest by federal agencies or United States government-sponsored enterprises with maturities not exceeding five years from the date of trade settlement.
E. Banker’s Acceptances with a maturity not exceeding 180 days from the date of trade settlement, drawn on or accepted by a FDIC insured commercial bank with combined capital and surplus of at least $250 million, rated at least A-1 or the equivalent by a nationally recognized statistical rating organization (NRSRO) at the time of purchase and whose senior long-term debt is rated at least A or the equivalent by a NRSRO at the time of purchase. No more than 5% of the City’s total portfolio shall be invested in banker’s acceptances of any one issuer, and the aggregate investment in banker’s acceptances shall not exceed 25% of the City’s total portfolio.
F. Commercial Paper of “prime” quality of the highest ranking or the highest letter and numerical rating as provided for by a nationally recognized statistical rating organization (NRSRO). Purchases must be limited to corporations organized and operating within the United States, having assets in excess of $500 million and having an “A” or higher rating for the issuer’s debentures, other commercial paper (as provided by Moody’s or Standard and Poor’s rating services). No more than 5% of the City’s total portfolio may be invested in the commercial paper of any one issuer, and the aggregate investment in commercial paper shall not exceed 25% of the City’s total portfolio. The maximum maturity of commercial paper cannot exceed 270 days from the date of trade settlement.
G. Shares of beneficial interest issued by diversified management companies, that are money market funds or money market mutual funds registered with the Securities and Exchange Commission under the Investment Company Act of 1940 (15 U.S.C.
Sec. 80a-1, et seq.). To be eligible for investment pursuant to this subdivision these
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Packet Pg. 190 Attachment: Attachment 3 - Resolution - Investment Policy-FY 2023-24 (5392 : Adoption of FY 2023-24 Operating and Capital Budget) companies shall either: (1) attain the highest ranking or the highest letter and numerical rating provided by not less than two of the three largest nationally recognized rating services or (2) retain an investment advisor registered or exempt from registration with the Securities and Exchange Commission with not less than five years’ experience managing money market mutual funds with assets under management in excess of $500 million.
H. State of California Local Agency Investment Fund. State of California’s Local Agency Investment Fund (LAIF), pursuant to California Government Code Section 16429.1. There is no limit on the percentage of LAIF that may be held in the City's portfolio. LAIF investments are subject to statutory limits. The LAIF portfolio should be reviewed periodically.
I. Shares of Beneficial Interest issued by a Joint Powers Authority, including the California Asset Management Program (CAMP) and CalTrust. The City can invest in this category, provided the City is a member of the Joint Powers Authority and therefore a voting member.
J. Medium Term Notes issued by corporations organized and operating within the United States or by depository institutions licensed by the United States or any state and operating within the United States with a final maturity not exceeding five years from the date of trade settlement. These notes must have a rating of at least “A” or the equivalent by a NRSRO. No more than 5% of the City’s total portfolio shall be invested in medium term notes of any one issuer, and the aggregate investment in medium term notes shall not exceed 25% of the City’s total portfolio.
K. Non-Negotiable Certificates of Deposit - The City may invest a portion of its surplus funds in deposits at a commercial bank, savings bank, savings and loan association, or credit union that uses a private sector entity that assists in the placement of deposits, in accordance with Government Code 53601.8.
L. Repurchase Agreements - “Repurchase agreement” means a purchase of securities by the local agency pursuant to an agreement by which the counterparty seller will repurchase the securities on or before a specified date and for a specified amount and the counterparty will deliver the underlying securities to the local agency by book entry, physical delivery, or by third-party custodial agreement. The transfer of underlying securities to the counterparty bank’s customer book-entry account may be used for book-entry delivery. Investments in repurchase agreements may be made, on authorized investments, when the term of the agreement does not exceed 180 days.
XI. PROHIBITED INVESTMENTS
At the time of purchase, all permitted investments shall conform in all respects with this
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Packet Pg. 191 Attachment: Attachment 3 - Resolution - Investment Policy-FY 2023-24 (5392 : Adoption of FY 2023-24 Operating and Capital Budget) Investment Policy and with California Government Code Sections 53601, 53601.1, 53601.2, 53601.6, and 53635, as may be amended from time to time. No investment prohibited by California Government Code shall be permitted herein.
Ineligible investments, those that are not described herein, including but not limited to, common stocks or long term (over five years in maturity) notes and bonds, are prohibited from use in this portfolio.
Types of securities or transactions not permitted include:
A. Borrowing for investment purposes (leverage)
B. Inverse floaters, leveraged floaters, equity-linked securities, event-linked securities, structured investment vehicles (SIV)
Exempt from this definition are simple FRNs whose periodic coupon adjustment is based on a short-term (one-year or less) rate index (such as Treasury bills, federal funds, prime rate or LIBOR) and which have a reasonable expectation of maintaining a value at par at each interest rate adjustment through final maturity.
The following securities are also exempt from this definition: U.S. Treasury and Agency zero coupon bonds, U.S. Treasury and Agency strips, Resolution Funding Corporation (REFCORP) strips or other callable securities which otherwise meet quality, maturity and percent limitations assigned to their respective security category.
C. Derivatives (e.g., swaptions, spreads, straddles, caps, floors, collars, etc.) shall be prohibited.)
D. Trading of options and futures are prohibited
The City discourages investments in tobacco, fossil fuel, or weapons manufacturing companies, consistent with the policies/practices of the State Treasurer’s Local Agency Investment Account/Pool Money Investment Account (LAIF/PMIA).
XII. SAFEKEEPING AND CUSTODY
All security transactions entered into by the City shall be conducted on a delivery versus payment (DVP) basis as evidenced by safekeeping receipts in the City’s name and shall be delivered to the City or the City’s designated custodian upon receipt of payment by the City.
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Packet Pg. 192 Attachment: Attachment 3 - Resolution - Investment Policy-FY 2023-24 (5392 : Adoption of FY 2023-24 Operating and Capital Budget) XIII. DIVERSIFICATION
The City’s investment portfolio shall be diversified to avoid incurring unreasonable risks inherent in over investing in specific instruments, individual financial institutions or maturities. See Attachment A for portfolio investment parameters.
XIV. INTERNAL CONTROLS
The Finance Department will establish a system of internal controls, which shall be documented in writing. The controls shall be designed to prevent loss of public funds arising from fraud, employee error, and misrepresentation by third parties, unanticipated changes in financial markets or imprudent actions by employees and officers of the City.
Controls deemed most important include: control of collusion, segregation of duties, separating transaction authority from accounting and record keeping, custodial safekeeping, clear delegation of authority, written confirmation of telephone transactions, documentation of transactions and strategies and code of ethical standards.
XV. PERFORMANCE STANDARDS
The investment portfolio shall be designed to attain a market rate of return throughout budgetary and economic cycles, taking into account prevailing market conditions, risk constraints for eligible securities, and cash flow requirements. The performance of the City’s investments shall be compared to the average yield on the U.S. Treasury security that most closely corresponds to the portfolio’s weighted average effective maturity.
When comparing the performance of the City’s portfolio, its rate of return will be computed net of all fees and expenses.
XVI. REPORTING
Monthly Reporting
The City Manager or designee shall present a monthly report of investment transactions to the City Council.
Quarterly Reporting
The City Manager or designee shall present a quarterly report to the City Council no later than 30 days after the end of each quarterly period. The report will provide a clear picture of the status of the current investment portfolio. The report shall include the following information on investments:
• Type of investment (e. g. U.S. Treasury security, commercial paper); • Issuer name;
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Packet Pg. 193 Attachment: Attachment 3 - Resolution - Investment Policy-FY 2023-24 (5392 : Adoption of FY 2023-24 Operating and Capital Budget) • Date of maturity;
• Weighted Average Maturity (WAM) of the portfolio;
• Par and dollar amount invested in all securities, and investments and monies;
• A description of the funds, investments, and programs (including lending programs) managed by contracted parties (i.e. LAIF, investment pools, outside money managers, and securities lending agents); • Current market value as of the date of the report of all funds held by the local agency and under the management of any outside party that is not also a local agency or LAIF and the source of the valuation; • A statement of compliance with the investment policy or an explanation • for non-compliance; and
• A statement of the local agency’s ability to meet its pool’s expenditure requirements for the next six months, as well as an explanation of why sufficient money will not be available if that is the case.
XVII. REVIEW, ADOPTION & AMENDMENTS
The City’s Investment Policy shall be adopted by resolution of the City Council. This Investment Policy shall be reviewed at least annually to ensure its consistency with the overall objectives of preservation of principal, liquidity and yield, and its compliance with current law. Any amendments to the Investment Policy must be approved by the City Council.
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Packet Pg. 194 Attachment: Attachment 3 - Resolution - Investment Policy-FY 2023-24 (5392 : Adoption of FY 2023-24 Operating and Capital Budget)
INVESTMENT POLICY GLOSSARY
U. S. Government Treasuries – United States Treasury Bills, Notes, and Bonds backed by the full faith and credit of the United States Government and considered to be the most secure securities.
U.S. Government Sponsored Enterprise Debt (GSEs) (known as Agencies) – Federal agency and instrumentality obligations are marketable debt instruments issued by a government-sponsored enterprises (GSE), or a federally related institution, commonly known as federal or U.S. “agencies.” Such agencies include, Federal Farm Credit Bank System (FFCB), Federal Home Loan Bank (FHLB), Federal Home Loan Mortgage Corporation (FHLMC), Federal National Mortgage Association (FNMA), Resolution Funding Corporation (REFCORP).
Local Agency Debt (Municipal and State Obligations) – Municipal notes, bonds, and other obligations are securities issued by state and local government agencies to finance capital and operating expenses.
Money Market Mutual Funds – Money market mutual funds (MMMFs), called shares of beneficial interest issued by diversified management companies, are mutual funds that invest exclusively in short-term money market instruments. MMMFs seek the preservation of capital as a primary goal while maintaining a high degree of liquidity and providing current income representative of the market for short-term investments.
Industry officials may refer to their funds as "money market funds".
Bankers Acceptances (BAs) – Bankers’ acceptances (BAs) are money market instruments that are created in the course of bank financing transactions, particularly international trade financings. In creating a BA, a bank accepts responsibility for future payment of a draft or letter of credit issued in the course of a financing transaction, and then sells this obligation at a discount in the money market to an investor. The investor is shielded from the possibility of default on the part of the ultimate borrower because of the bank’s acceptance or guarantee of the BA at maturity.
Medium-term notes (MTNs) – Medium-term notes are debt obligations that are continuously offered in a range of maturities. Medium-term notes, defined as all corporate and depository institution debt securities with a maximum remaining maturity of five years or less, issued by corporations organized and operating within the United States or by depository institutions licensed by the United States or any state and operating within the United States. The California Government Code restricts local agencies to the purchase of medium-term notes that meet, among other things, certain term and quality standards.
Commercial Paper – Commercial paper (CP) is an unsecured, short-term (under 270
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Packet Pg. 195 Attachment: Attachment 3 - Resolution - Investment Policy-FY 2023-24 (5392 : Adoption of FY 2023-24 Operating and Capital Budget) days) promise to repay a fixed amount on a certain future date. Corporations, banks and other borrowers issue CP as a less expensive alternative to short-term loans.
Non-Negotiable Certificates of Deposit (NCDs) – A short-term, secured deposit in a financial institution that usually returns principal and interest to the lender at the end of the loan period. These CDs generally carry a penalty if redeemed prior to maturity.
Local Agency Investment Fund (LAIF) – LAIF was created in the California State Treasury by Gov. Code §16429. LAIF holds local government funds in trust in a state investment pool in order to provide safety, liquidity and the benefits of the investment pool yield for local government entities invested in LAIF. LAIF may hold a broader range of securities that would not be eligible under the City investment criteria. Since LAIF is subject to different statutory investment provisions, any such variances in the LAIF pool holdings are appropriate exceptions for City purposes.
Shares of Beneficial Interest issued by a Joint Powers Authority – shares of beneficial interest are issued by the joint powers authority, with each share representing an equal proportional interest in the underlying pool of securities owned by the joint powers authority.
Repurchase Agreements – A repurchase agreement (repo) is a short-term purchase of securities with a simultaneous agreement to sell the securities back on a specified date at an agreed upon price.
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Packet Pg. 196 Attachment: Attachment 3 - Resolution - Investment Policy-FY 2023-24 (5392 : Adoption of FY 2023-24 Operating and Capital Budget)
ATTACHMENT A
SUMMARY OF PERMITTED INVESTMENTS
AUTHORIZED
INVESTMENTS
MAXIMUM %
HOLDINGS
PURCHASE
RESTRICTIONS
MAXIMUM
MATURITY
MINIMUM
CREDIT
RATINGS *
U.S. Treasury 100% n/a 5 years n/a
U.S. Agencies 100% n/a 5 years Aa / AA
Commercial Papers 25% n/a 270 days P-1 / A-1+
Negotiable CD’s 25% n/a 1 year P-2 / A-1
Banker’s Acceptances 25% Domestic banks
only
180 days A / A
Fully Collateralized Time
Deposits (FDIC insured) 100% n/a 5 years n/a
Fully Collateralized Money
Market Bank Account 100% n/a daily liquidity n/a
Money Market Funds 100% NAV = $1.00 daily liquidity n/a Medium Term Notes 25% n/a 5 years
A for 3 years or
less
AA for over 3
years
Repurchase Agreements 25%
102% collateral;
daily mark-tomarket 180 days n/a
Local Agency Investment
Fund 100% n/a daily liquidity n/a
California Asset
Management Program
(CAMP) 25% n/a
daily liquidity
(CAMP) AAAm
CA Municipal Obligations 25%
Not issued by
City or related
City agency 2 years Aa / AA
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Packet Pg. 197 Attachment: Attachment 3 - Resolution - Investment Policy-FY 2023-24 (5392 : Adoption of FY 2023-24 Operating and Capital Budget)
RECOMMENDED
OPERATING
BUDGET
CITY OF PACIFICA
FY 2023-2024
CALIFORNIA
1 Packet P
City of Pacifica
540 Crespi Drive
Pacifica, CA 94044
(650) 738-7300
https://www.cityofpacifica.org/
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Packet Pg. 199 A
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4 P
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24 O
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CITY OF PACIFICA
Fiscal Year 202-2
Adopted Budget
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Packet Pg. 200 Attachment: Attachment 4 - Proposed Budget Book FY 23-24 [Revision 1] (5392 : Adoption of FY 2023-24 Operating and Capital Budget)
CITY OF PACIFICA
ACKNOWLEDGMENTS:
Budget Book Preparation
Yulia Carter, Assistant City Manager
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Matt Pressey, Financial Advisor (RGS)
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Packet Pg. 203 Attachment: Attachment 4 - Proposed Budget Book FY 23-24 [Revision 1] (5392 : Adoption of FY 2023-24 Operating and Capital Budget)
CITY OF PACIFICA
Executive Summary
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Packet Pg. 205 Attachment: Attachment 4 - Proposed Budget Book FY 23-24 [Revision 1] (5392 : Adoption of FY 2023-24 Operating and Capital Budget) June 26, 2023
Honorable City Council, City of Pacifica
Subject: Fiscal Year 2023-24 Proposed Budget
Honorable Mayor, Mayor Pro Tem, and Members of the City Council, On behalf of City staff, I am pleased to present for your consideration the Proposed Budget for Fiscal Year 2023-24, which is balanced and is being presented for the Council’s consideration of formal adoption at the City Council meeting of June 26, 2023. This transmittal memo provides a summary of the Proposed Budget.
INTRODUCTION
Preparation of this Proposed Budget comes at an important milestone for Pacifica’s budgetary outlook. The City has faced structural deficit forecasts, with operating expenses exceeding operating revenues for its General Operating Fund for years. Over the past two years, during the pandemic and into pandemic recovery, the City has been buoyed by American Rescue Plan Act (ARPA) funding to achieve a balanced budget while maintaining existing levels of essential City services. Knowing that ARPA funding is temporary and ends in June 2023, the City took steps to address the on-going structural deficit by placing a local Transactions and Use (Sales) Tax measure on the ballot for voter consideration in November 2022. The voters approved this tax, Measure Y, by a vote of 59.37% in favor. With the passage of Measure Y, combined with prudent expenditure containment and revenue enhancement through economic development efforts and grant-seeking, for the first time in many years the City is not faced with a structural deficit to close in the upcoming fiscal year budget!
However, Measure Y and other revenues are only enough to maintain existing levels of services for FY 2023-24. With Pacifica’s perennial low staffing levels and below-market employee compensation compared to comparable cities in our region, and limited revenue sources to fund critical infrastructure and other capital projects, a challenge for the FY 2023-24 Proposed Budget is how to prudently fund important program enhancements in some departments, fund essential capital projects, address recruitment and retention challenges of qualified employees, and prepare for long-term financial sustainability. The importance of confronting these challenges is spotlighted in the 2023-2030 City of Pacifica Strategic Plan, which was developed and adopted by the City Council this spring and is summarized below.
The remainder of this Proposed Budget transmittal memo is organized as follows:
o Strategic Planning and Budget Development Process;
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Packet Pg. 206 Attachment: Attachment 4 - Proposed Budget Book FY 23-24 [Revision 1] (5392 : Adoption of FY 2023-24 Operating and Capital Budget) o Summary of 2023-2030 City of Pacifica Strategic Plan; o Budget Development Strategies
o Proposed Budget Overview
o Conclusion & Longer-term Challenges
o Acknowledgments
STRATEGIC PLANNING & BUDGET DEVELOPMENT PROCESS
Preparation of this budget began with the mid-year FY2022-23 budget adjustments brought to City Council on March 27, 2023, reflecting a more accurate picture of revenue and expenditure status as the City continued to emerge from pandemic impacts, and forecasting for anticipated Measure Y revenue. Based on that mid-year analysis, the Long-term Financial Forecast and Budget methodology and calendar were presented to the City Council at the first Budget Session on April 10, 2023. Unlike the previous year when the City's long-term financial forecast projected a significant ongoing structural deficit, this condition has now been mitigated by improved post-COVID revenue projections and, most importantly, by Pacifica voters passing Measure Y. As a result, the long-term financial forecast projected a positive outlook with a structurally balanced budget for FY 2023-24 and beyond, but did not leave sufficient funds for needed service enhancements, adequate staffing and employee compensation levels, and ongoing investments in capital infrastructure.
At the second Budget Session, on May 8, 2023, staff presented the General Fund Base Budget, Preliminary Budget Strategies, and the Proposed Capital Improvement Plan for FY 2023-24.
Also on May 8, the Council adopted the 2023-2030 Strategic Plan, which was the result of two community workshops in March and April which served as this year’s annual goal-setting process. This strategic planning process was a critical step in the budget development process, helping to align the City’s financial resources with the Council’s priorities for coming years.
The budget development process continued throughout May and June, including:
x June 5: Planning Commission review of the Proposed FY2024-28 Capital Improvement Plan for Conformity with the General Plan
x June 12: Budget Session 3: Review of FY 2023-24 Program Options, Proposed Budget Recommendations, and Adoption of Master Fee Schedule
x June 26: Budget Adoption
STRATEGIC PLAN
Each year the City Council convenes in advance of the new fiscal year to review the City’s prior goals and develop a list of priorities to be implemented in the upcoming fiscal year. This annual process is intended to identify Council priorities in advance of developing the annual budget, in order to align the City’s financial resources with the projects and initiatives that will make up the workplan for the fiscal year. This year, the City Council undertook a different process - strategic planning. A best practice for high functioning organizations, strategic planning is begins with identifying Mission, Vision, and Values statements for the organization, followed by identifying long-term goals that reflect those statements, and multi-year strategies and priorities to fulfill those goals.
The final Adopted 2023-2030 Strategic Plan is provided in Attachment 4 of the Proposed Budget. As a summary, and to connect the Strategic Plan to this Proposed Budget, the following table explains the components of the Strategic Plan and the final outcome. The 10 7.d
Packet Pg. 207 Attachment: Attachment 4 - Proposed Budget Book FY 23-24 [Revision 1] (5392 : Adoption of FY 2023-24 Operating and Capital Budget) subsequent sections in this transmittal memo show how the Budget Development Strategies and the Proposed Budget tie to the Goals and Strategies of the Strategic Plan.
Mission Statement
(What the City does and strives to do
on an on-going basis)
The City of Pacifica
provides exceptional services,
maintains the small-town feel
and safety of its unique community,
and stewards its environment, coastal beauty,
and recreational opportunities.
Vision Statement
(What the City is aspiring to become)
Pacifica strives to be an inclusive
and sustainable community:
environmentally, economically, socially, and
holistically.
Values
(How the City does its work)
Collaborative Teamwork
Healthy Workplace
Heartfelt Service
Resource Stewardship
Transparent and Responsive
Visionary Planning
Goals
(How the City will achieve its Vision)
&
Strategies
(City Council’s initial priorities to ensure progress on achieving the Strategic Plan, while recognizing the ongoing services, management and non-discretionary work that consume most City resources)
Goal #1: Enhance organizational and fiscal stability.
A. Improve staff retention, recruitment, mental health and wellness resources, and increase staffing for rising workloads.
B. Consider possible tax and bond measures for 2024.
C. Prioritize implementation of the Economic Opportunities Study.
Goal #2: Improve and steward City infrastructure, streets and facilities.
A. Complete selected stormwater and flooding improvements citywide B. Advance the Beach Boulevard Resiliency and Esplanade Protection Projects (including the Pier, as feasible).
C. Pursue planning and financing for the Library projects.
D. Develop a Facilities and Equipment Plan for Public Safety and the Community Center Goal #3: Prioritize protection and development of affordable housing.
A. Complete the Housing Element Update.
B. Update the Short-Term Rental Ordinance.
C. Prioritize Housing Element program implementation.
Goal #4: Pursue climate change adaptation and mitigation.
A. Update the Climate Action and Adaptation Plan, including performance targets.
B. Continue the urban forestry plan, tree canopy goals, inventory and projects.
C. Update Pacifica’s Local Coastal Plan and improve communications and collaboration with the California Coastal Commission.
Goal #5: Broaden public communications and collaboration.
A. Creatively and appropriately leverage community expertise and volunteers to advance City priorities.
B. Increase communications, education, and connections for community mental health resources.
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Packet Pg. 208 Attachment: Attachment 4 - Proposed Budget Book FY 23-24 [Revision 1] (5392 : Adoption of FY 2023-24 Operating and Capital Budget)
BUDGET DEVELOPMENT STRATEGIES
During the May 8, 2023, Budget Session, the City Council discussed and provided direction regarding six specific budget strategies recommended by the City Manager to guide the development of the budget, aligned to the City Council’s goals. These strategies are listed below, along with a brief summary of how each strategy is implemented in the Proposed Budget.
¾ Budget Strategy #1: Utilize funding strategies that minimize General Fund impact to augment professional staffing.
Relates to Council Goal #1: Enhance organizational and fiscal stability.
Implementation in Proposed Budget: Several staff-augmentation actions are included in the proposed budget to help deliver projects and services effectively with minimal on-going impact to the General Fund. These include:
x funding for a summer intern program;
x funding for a temporary fellowship position to assist with the Climate Action and Adaptation Plan Update;
x funding for a 3-year limited term Maintenance Worker I position in Public Works;
x funding a full-time Capital Project Manager out of capital project budgets;
x implementing a short-term rental program fee to cover the costs of administering this program, including augmenting code enforcement resources related to this program
¾ Budget Strategy #2: Continue to build the City's Reserve Funds due to future financial uncertainties concerning the Vehicle License Fee In-lieu payments from the state.
Relates to Council Goal #1: Enhance organizational and fiscal stability.
Implementation in Proposed Budget: The proposed budget
includes prudently maintaining Assigned Reserves at policy levels to protect the City against unexpected interruptions in revenues, the vulnerability of State actions, adverse economic conditions, unpredictable one-time costs, and exposure to natural disasters and emergencies. The reserves and levels are:
x General Reserve – 10% of Expenditures: $4,794,026
x Facilities Maintenance & Replacement: $205,000
x Compensated Absences: $200,000
x Child Care Reserve: $488,591
x Legal Reserve: $100,000
¾ Budget Strategy #3: Additional funding for the Civic Center Project. 12 7.d
Packet Pg. 209 Attachment: Attachment 4 - Proposed Budget Book FY 23-24 [Revision 1] (5392 : Adoption of FY 2023-24 Operating and Capital Budget) Relates to Council Goal #2: Improve and steward City
infrastructure and facilities.
Implementation in Proposed Budget: The proposed budget
includes allocating an additional $600,000 from the Disaster Accounting Fund toward the Civic Center Project to cover costs from change orders and additional architectural services due to severe existing condition building damage discovered after removing the exterior of the buildings.
¾ Budget Strategy #4: Capital Improvement Program Funding for Priority Storm Drainage and Streets Projects.
Relates to Council Goal #2: Improve and steward City
infrastructure and facilities.
Implementation in Proposed Budget: The proposed budget
includes allocating the anticipated $650,000 in Measure Y revenue collected during this fiscal year from April 1, 2023, through June 30, 2023, towards additional priority streets paving projects and $350,000 from the Disaster Accounting Fund toward the
Anza/Arguello Interim Storm Drain Upgrade project.
¾ Budget Strategy #5: Reprioritize a portion of Excess Educational Revenue Augmentation Funding (Excess ERAF) toward funding for
affordable housing.
Relates to Council Goal #3: Prioritize protection and development of affordable housing.
Implementation in Proposed Budget: The proposed budget
includes allocating 50% of Excess ERAF (approximately $1.67 million), after allocating the NGOs’ share, toward the Housing Inlieu fund for future potential affordable housing projects. ¾ Budget Strategy #6: Allocate a specific amount of training, conference, and travel funding for each Councilmember to be transparent to the public and equitable amongst Councilmembers about funding for
professional development activities.
Relates to Council Goals #1 and #5: Enhance organizational and fiscal stability and Broaden public communications and
collaboration
Implementation in Proposed Budget: The proposed budget
includes increasing City Council’s conference, training, and travel budget allocation by $22,900, to a total of $38,000, to be transparent to the public and equitable amongst Councilmembers about funding for professional development activities.
In addition to actions related to the above budget strategies, the proposed budget includes 13 7.d
Packet Pg. 210 Attachment: Attachment 4 - Proposed Budget Book FY 23-24 [Revision 1] (5392 : Adoption of FY 2023-24 Operating and Capital Budget) numerous items recommended by the City Manager that are directly informed by and help fulfill the Council’s Strategic Plan Goals and Strategies, but were not yet developed by the time of the May 8th budget strategies recommendations. However, these additions were presented at the June 12, 2023, Budget Session. They include the following notable additions:
¾ Budget Addition A: Mental Health Clinician in Police Department.
Relates to Council Goals #5, Strategy B: Increase
communications, education, and connections for community mental health resources.
Implementation in Proposed Budget: The proposed budget
includes funding for the first year of a two-year pilot project to add a mental health clinician in the Police Department to help the Community Wellness and Crisis Response Team ($140,000). ¾ Budget Addition B: Police and Fire equipment replacement funding.
Relates to Council Goals #1: Enhance organizational and fiscal stability.
Implementation in Proposed Budget: The proposed budget
includes funding for necessary replacement of body-worn and incar cameras and tasers for PD ($100,000), protective gear and radio equipment in Fire ($399,378), and an initial deposit ($70,000) for the lease purchase of a replacement fire apparatus. ¾ Budget Addition C: Vehicle replacement funding.
Relates to Council Goals #1: Enhance organizational and fiscal stability.
Implementation in Proposed Budget: The proposed budget
includes $500,000 in Vehicle Replacement Fund 72 towards the purchase of new vehicles citywide in accordance with the City’s vehicle replacement schedule.
¾ Budget Addition D: Economic development activities.
Relates to Council Goals #1: Enhance organizational and fiscal stability.
Implementation in Proposed Budget: The proposed budget
includes funding for implementation of priority actions from the Economic Opportunities Study ($60,000) and the Shop
Pacifica/Workation program ($25,000).
¾ Budget Addition E: Parks, Beaches, and Recreation program and special event enhancements.
Relates to Council Goals #5, Strategy B: Increase
communications, education, and connections for community 14 7.d
Packet Pg. 211 Attachment: Attachment 4 - Proposed Budget Book FY 23-24 [Revision 1] (5392 : Adoption of FY 2023-24 Operating and Capital Budget) mental health resources.
Implementation in Proposed Budget: The proposed budget
includes funding for enhancing PB&R special events and
programming to enhance community experiences.
BUDGET OVERVIEW
While it is always difficult to predict revenues and expenditures for the future, this proposed budget has been prepared with staff’s best estimates at this time about anticipated revenues and expenditures for the upcoming year. This Proposed Budget also continues the City’s tradition of financial transparency, pursuing cost recovery, and budgeting prudence. This Proposed Budget provides clarity and understanding of the City’s financial plan for FY2023-24 in an easy-to-read format.
A detailed “Basis of Budget Preparation and Budget Overview” is provided in the Proposed Budget Book on pp 51-67. That Overview provides details about budget revenue and expenditure assumptions, projected fund balance structure and budgetary reserves for all funds, and the specifics of additional programs included in the General Fund budget. In addition, the FY2024-2028 Capital Improvement Program is provided as Attachment 5.
For purposes of this Transmittal Memo, the following charts are provided to show at a highly aggregated level the amounts and sources of General Fund Revenues, and the apportionment of Expenditures.
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Packet Pg. 212 Attachment: Attachment 4 - Proposed Budget Book FY 23-24 [Revision 1] (5392 : Adoption of FY 2023-24 Operating and Capital Budget)
CONCLUSION & LONGER-TERM CHALLENGES
I am pleased to present a Proposed Budget for FY2023-24 that is structurally balanced, transparent, accountable, prudent, and maintains critical programs and services for the Pacifica community. The progress the City has made, and will continue to make, on the City Council’s Strategic Plan is noteworthy, especially when viewed within the financial and staffing constraints under which the City has been operating. The approval of the Measure Y ½ cent Transactions and Use (Sales) Tax in November 2022 by Pacifica voters is forecast to close the City’s structural budget deficit beginning in FY2023-24, allowing the City to maintain existing levels of service. And a combination of positive tax revenue performance, prudent expenditure containment, and revenue enhancement through economic development efforts and grant-seeking has allowed for modest temporary service enhancements in the FY2023- 24 Proposed Budget, as described earlier in this Transmittal Memo and in the Budget Overview in the Proposed Budget Book on pp 51-67
Looking ahead, the City is confronted with challenges in building a financially sustainable future for the City that includes addressing Pacifica’s low staffing and compensation levels compared to other comparable cities in the region, and appropriately funding its Capital Improvement Program to address the many infrastructure, streets, and facilities needs of the City. City staff is committed to continuing its work to identify operational opportunities and efficiencies, assess appropriate fee structures, pursue economic development opportunities, 16 7.d
Packet Pg. 213 Attachment: Attachment 4 - Proposed Budget Book FY 23-24 [Revision 1] (5392 : Adoption of FY 2023-24 Operating and Capital Budget) and advise on alternative revenue options available to the City and the community to facilitate Pacifica’s future financial sustainability. I and City staff look forward to continued work with the City Council and the community to address these financial challenges and ensure Pacifica continues to be a desirable community in which to live, work, and play.
ACKNOWLEDGMENTS
Preparation of the FY2023-24 Proposed Budget was a significant team effort by numerous staff.
I appreciate everyone’s energy, focus, and teamwork. With deep gratitude for excellent work, I would like to first recognize Assistant City Manager/ Administrative Services Director Yulia Carter, Deputy Finance Director Lucy Xie, Financial Analyst II Mario Xuereb, and Financial Consultant Matt Pressey. I also want to thank and acknowledge the efforts of the Departments in developing their departmental budget submittals – Police Chief Maria Sarasua, Police Captains Bill Glasgo and Chris Clements; Planning Director Christian Murdock, Senior Planner Stefanie Cervantes and Management Analyst Elizabeth Brooks; Parks, Beaches and Recreation Director Bob Palacio, Child Care Supervisors Tracy Gilbert and Mindy Tiet, Senior Services Supervisor Amber Shong, and Recreation/Aquatics Supervisor Anthony Schriver; Public Works Director Lisa Petersen, Deputy Directors Roland Yip and Maria Aguilar, and the CIP team -- Senior Civil Engineer Raymond Donguines, Field Services Superintendents Gino Assereto and Louis Langi, Plant Manager Louis Sun, Collections Manager Eddie Pastrano, Assistant Superintendent Rey Mendez, Wastewater Engineering Manager Nelson Schlater and Senior Civil Engineer (Wastewater) Dan Patten; Fire Chief Ron Myers, Deputy Fire Chiefs Todd Johnson, Sean Kavanaugh, and Bill Amable, and Supervising Administrative Analyst Elizabeth Solis. I would also like to recognize the other members of the Executive Team -- City Clerk Sarah Coffey, City Attorney Michelle Marchetta Kenyon, and Assistant City Attorney Denise Bazzano for their roles in helping deliver this Proposed Budget. Finally, I would like to thank each of the City Council members for their focus, scrutiny, and decision-making throughout their review of the various iterations of this budget – Mayor Tygarjas Bigstyck, Mayor Pro Tem Sue Vaterlaus, and Councilmembers Sue Beckmeyer, Mary Bier, and Christine Boles.
Sincerely,
Kevin S. Woodhouse
City Manager
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Packet Pg. 215 Attachment: Attachment 4 - Proposed Budget Book FY 23-24 [Revision 1] (5392 : Adoption of FY 2023-24 Operating and Capital Budget)
CITY OF PACIFICA
City Council
Mayor
Tygar Bigstyck
Mayor Pro Tempore
Sue Vaterlaus
Sue Beckmeyer Mary Bier Christine Boles
Council Members
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Packet Pg. 216 Attachment: Attachment 4 - Proposed Budget Book FY 23-24 [Revision 1] (5392 : Adoption of FY 2023-24 Operating and Capital Budget)
THIS PAGE IS INTENTIONALLY
BLANK
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Packet Pg. 217 Attachment: Attachment 4 - Proposed Budget Book FY 23-24 [Revision 1] (5392 : Adoption of FY 2023-24 Operating and Capital Budget)
CITY OF PACIFICA
Executive Team
Kevin Woodhouse
City Manager
Maria Sarasua
Police Chief
Christian Murdock
Planning Director
Michelle M. Kenyon
City Attorney
Ron Myers
North County Fire Chief
Bob Palacio
Parks, Beaches, and
Recreation Director
Yulia Carter
Assistant City Manager
Lisa Peterson
Public Works Director
Sarah Coffey
City Clerk
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Packet Pg. 219 Attachment: Attachment 4 - Proposed Budget Book FY 23-24 [Revision 1] (5392 : Adoption of FY 2023-24 Operating and Capital Budget) Includes Mission, Vision, Values,
Goals, and Strategies
City of Pacifica
Strategic Plan
MAY 2023
2023 to 2030
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Packet Pg. 220 Attachment: Attachment 4 - Proposed Budget Book FY 23-24 [Revision 1] (5392 : Adoption of FY 2023-24 Operating and Capital Budget) To the Pacifica City Council and Community,
I am pleased to present Pacifica’s 2023-2030 Strategic Plan. The City Council’s commitment to undertaking a strategic planning process this year, the community’s input into the process, and the enclosed outcome of that process, is a testament to the City Council’s hard work and dedication to developing and implementing a vision for Pacifica to enhance the future of this incredible and unique coastal community. This strategic plan charts a bright future for Pacifica and, importantly, provides clear City Council direction to guide priorities for the organization for years to come.
City staff and I look forward to the challenging work
ahead to carry out the many important services,
programs, and projects to fulfill this strategic plan.
Respectfully,
Kevin S. Woodhouse
City Manager
Message from the City Manager
City Council
Tygarjas Bigstyck, Mayor Sue Vaterlaus, Mayor pro Tem
Sue Beckmeyer, Councilmember Mary Bier, Councilmember Christine Boles, Councilmember www.cityofpacifica.org 02
Pacifica Strategic Plan 2023 to 2030
24 7.d
Packet Pg. 221 Attachment: Attachment 4 - Proposed Budget Book FY 23-24 [Revision 1] (5392 : Adoption of FY 2023-24 Operating and Capital Budget) Each year the City Council convenes in advance of the new fiscal year to review and amend as necessary City Council goals, and to develop a list of priorities to be implemented in the upcoming fiscal year to fulfill the goals. In Spring 2023, over the course of three public meetings, the Pacifica City Council undertook a comprehensive strategic planning process instead of its annual goal-setting process. Beginning with identifying Mission, Vision, and Values statements for the organization, followed by identifying goals that represent those statements and strategies to fulfill those goals, the Pacifica City Council developed this 2023 to 2030 Strategic Plan.
A strategic plan is a living document, featuring a
comprehensive framework that can be adjusted
periodically based on the needs of the community.
Strategic Planning
www.cityofpacifica.org 03
Pacifica Strategic Plan 2023 to 2030
25 7.d
Packet Pg. 222 Attachment: Attachment 4 - Proposed Budget Book FY 23-24 [Revision 1] (5392 : Adoption of FY 2023-24 Operating and Capital Budget) The City of Pacifica provides exceptional
services, maintains the small-town feel
and safety of its unique community, and
stewards its environment, coastal beauty,
and recreational opportunities.
MISSION - What Do We Do?
VISION
Pacifica strives to be an inclusive and
sustainable community: environmentally,
economically, socially, and holistically.
- What Are We Becoming?
Collaborative Teamwork
Healthy Workplace
Heartfelt Service
Resource Stewardship
Transparent and Responsive
Visionary Planning
VALUES
How Do We Approach Our Work?
www.cityofpacifica.org 04
Pacifica Strategic Plan 2023 to 2030
26 7.d
Packet Pg. 223 Attachment: Attachment 4 - Proposed Budget Book FY 23-24 [Revision 1] (5392 : Adoption of FY 2023-24 Operating and Capital Budget) Improve and steward City
infrastructure, streets and facilities.
02 Prioritize protection and development
of affordable housing.
03 Goals
Enhance organizational
and fiscal stability.
01 - How Will We Achieve Our Vision?
Pursue climate change
adaptation and mitigation.
04 Broaden public communications
and collaboration.
05 www.cityofpacifica.org 05
Pacifica Strategic Plan 2023 to 2030
27 7.d
Packet Pg. 224 Attachment: Attachment 4 - Proposed Budget Book FY 23-24 [Revision 1] (5392 : Adoption of FY 2023-24 Operating and Capital Budget) Enhance organizational and
fiscal stability.
A. Improve staff retention, recruitment, mental health
___and wellness resources, and increase staffing for
___rising workloads.
B. Consider possible tax and bond measures for 2024.
C. Prioritize implementation of the Economic
___Opportunities Study.
A. Complete selected stormwater and flooding
___improvements citywide.
B. Advance the Beach Boulevard Resiliency and Esplanade ___Protection Projects (including the Pier, as feasible).
C. Pursue planning and financing for the Library projects.
D. Develop a Facilities and Equipment Plan for Public
___Safety and the Community Center.
Improve and steward City
infrastructure, streets and facilities.
01 02
Pacifica Goals and Strategies
2023 to 2030
The Strategies listed under each Goal below are the City Council’s initial priorities to ensure progress on achieving the Strategic Plan while recognizing the ongoing services, management and non-discretionary work that consume most City resources. www.cityofpacifica.org 06
Pacifica Strategic Plan 2023 to 2030
28 7.d
Packet Pg. 225 Attachment: Attachment 4 - Proposed Budget Book FY 23-24 [Revision 1] (5392 : Adoption of FY 2023-24 Operating and Capital Budget) A. Complete the Housing Element Update.
B. Update the Short-Term Rental Ordinance.
C. Prioritize Housing Element program implementation.
Pursue climate change
adaptation and mitigation.
A. Update the Climate Action and Adaptation Plan,
___including performance targets.
B. Continue the urban forestry plan, tree canopy goals, ___inventory and projects.
C. Update Pacifica’s Local Coastal Plan and improve
___communications and collaboration with the
___California Coastal Commission.
Prioritize protection and
development of affordable
housing.
A. Creatively and appropriately leverage community
___expertise and volunteers to advance City priorities.
B. Increase communications, education, and
___connections for community mental health resources.
Broaden public
communications and
collaboration.
03 04
05 www.cityofpacifica.org 07
Pacifica Strategic Plan 2023 to 2030
The Strategies listed under each Goal below are the City Council’s initial priorities to ensure progress on achieving the Strategic Plan while recognizing the ongoing services, management and non-discretionary work that consume most City resources. 29 7.d
Packet Pg. 226 Attachment: Attachment 4 - Proposed Budget Book FY 23-24 [Revision 1] (5392 : Adoption of FY 2023-24 Operating and Capital Budget) Conclusion City Manager's Office
540 Crespi Drive, Pacifica, CA 94044
(650) 738-7409
[email protected]
The Pacifica Strategic Plan 2023 to 2030 establishes strategies for the next seven years to meet the City’s five overarching goals. The Plan articulates the organizational mission and vision of the City and establishes a set of values and goals as a guide for decision making. Accountability for the Strategic Plan will be provided through periodic updates to the City Council.
Progress on the Plan will be reviewed annually, with updates as strategies are completed and as new issues emerge.
Pacifica Strategic Plan 2023 to 2030
www.cityofpacifica.org 08
Pacifica Strategic Plan 2023 to 2030
30 7.d
Packet Pg. 227 Attachment: Attachment 4 - Proposed Budget Book FY 23-24 [Revision 1] (5392 : Adoption of FY 2023-24 Operating and Capital Budget) About the City of Pacifica
*Photos courtesy of Stephen Johnson
Location:
The City of Pacifica is located along a six–mile stretch of coastal beaches and forested hills in north-central California. The City compromises several small valleys spread between Sweeny Ridge in the east, Montara to the south, and the Pacific Ocean's rocky bluffs to the west. It is located approximately 15 miles south of San Francisco and an easy 40-minute drive from almost anywhere in the Bay Area within the western portion of San Mateo County. Pacifica's climate is usually mild throughout the year.
Featuring some of the most beautiful coastlines in California, visitors of Pacifica will enjoy miles of sandy beaches, hiking trails along the coastline and mountain ridges, and many local shops and restaurants.
History:
Pacifica received its current name in 1957, which means "Peaceful." Its name came about from a contest held in 1957 to find a name for a newly incorporated coastal city.
In 1769, Portola Expedition from Spain encountered
people living in the village of Pruristac in what is now present-day Linda Mar. The Spanish named these
people Coastoans. However, the actual name of the
tribe was Ohlone, who had occupied Pacifica for
thousands of years prior. The Portola Expedition had
overshot their quest for Monterey and, over the next
several days, hiked to the top of Sweeny Ridge, where
they became the first Europeans to sight the San
Francisco Bay.
31 7.d
Packet Pg. 228 Attachment: Attachment 4 - Proposed Budget Book FY 23-24 [Revision 1] (5392 : Adoption of FY 2023-24 Operating and Capital Budget) By 1800, the Ohlone Village of Pruristac was annihilated from diseases (possibly measles) carried by white missionaries.
In 1839, Don Francisco Sanchez, a politician, military officer, and ranchero, was granted two leagues of land (approximately the size of the present-day City of Pacifica) by the governor of Alta California. He built a home on his property which is now known as Sanchez Adobe.
As the 1800s passed, the character of the area became established by the diversity of multiple cultures that made up the Coastside, a prime example of the American melting pot.
In 1906, the Ocean Shore Railway began construction along the shoreline. Construction of the Railway spanning from SanFrancisco to Tunitas Glen, just south of Pacifica, was completed in 1907. Due to financial problems and the increasing popularity of the horseless carriage, the railroad ceased operation in 1920.
During The Prohibition Era (1920-1933), Doctor Galen Hickok bought Sam's Castle, a large castle remote from his offices in San Francisco, to use as a rehabilitation center for his abortion patients (an illegal practice).
During WWII (1939-1945) the Devil's Slide
Bunker was built. When in service, a watcher
equipped with a set of binoculars would keep
watch out at sea and if they spotted simply
radioed a massive six-inch gun not far away,
which would sink them before they got close.
With the advent of more modern missile
defenses, the station became obsolete, and the
entire site was abandoned in 1949, leaving an
empty bunker atop Devil's Slide.
In 1957, Pacifica was incorporated,
consolidating the nine small communities of
Fairmont, Westview, Pacific Manor, Sharp
Park, Fairway Park, Vallemar, Rockaway
Beach, Linda Mar, and Pedro Point. It has
many reminders of its early beginnings in the
1800s. The City's location on the coast
attracts fishermen, farmers, and many other
industries. The town developed a rich and
unique community comprised of various
backgrounds and ethnicities.
The City is a coastal community and is home to approximately 38,595 people. 32 7.d
Packet Pg. 229 Attachment: Attachment 4 - Proposed Budget Book FY 23-24 [Revision 1] (5392 : Adoption of FY 2023-24 Operating and Capital Budget) Government Structure:
The City of Pacifica operates under a Council-Manager form of government and is governed by a five-member elected City Council. The City Council appoints a City Manager who is responsible for the oversight of daily operations and provides leadership for the City's programs.
By means of its own employees and through
other shared or contract services, the City of
Pacifica provides a variety of municipal services
to its citizens, including law enforcement; library,
disaster preparedness, recreation programs;
maintenance of beaches, streets, parks and
buildings; sanitary sewer utility collection and
maintenance, planning, zoning and building
inspection, storm drain maintenance, code and
parking enforcement, engineering and general
administrative services.
The members of the City Council serve as the policy-making body. City voters elect five Council members to staggered four-year terms.
The City Council meets regularly on the
second and fourth Monday of each month at
7:00 p.m., and may call additional special
meetings. All meetings of the City Council,
Planning and Recreation Commissions, and
any other committees are open to the public
except when certain personnel matters and
legal items are discussed.
City offices are open 8:30 a.m. to 5:00 p.m.,
Monday through Friday, except on holidays.
City of Pacifica Main Line (650) 738-7300 540 Crespi Drive City Manager's Office (650) 738-7409 540 Crespi Drive
City Clerk's Office (650) 738-7307 540 Crespi Drive
Administrative Services (650) 738-7300 540 Crespi Drive Finance (650) 738-7392 540 Crespi Drive
Recreation Services (650) 738-7387 540 Crespi Drive
Economic Development (650) 738-7301 540 Crespi Drive
Public Works (650) 738-3767 700 Pacific Coast Hwy
Code Enforcement (650) 738-7343 540 Crespi Drive
Public Safety (Business Line) (650) 738-7314 2075 Coast Hwy Additional information about city services is available on the City of Pacifica's website at www.cityofpacifica.org
33 7.d
Packet Pg. 230 Attachment: Attachment 4 - Proposed Budget Book FY 23-24 [Revision 1] (5392 : Adoption of FY 2023-24 Operating and Capital Budget) Population:
There is a rich culture of diverse traditions and multi-generational families who have lived in Pacifica for well over 100 years. The City population is about 38,595. There are approximately 13,986 households and 9,971 families (71.29 % of households). About
45.34 % of the City population has a bachelor's degree or higher.
Culture, Recreation & Local Attractions:
The City and Coastside are thriving fishing and
tourism destinations. The local and growing
organic agriculture community hosts a
Wednesday farmers market, while the Pacifica
Pier is the only pier in the Bay Area where you
can crab or fish for free. The crabbing season
begins in November and lasts throughout July.
The Coastal Trail runs along for miles along
beaches and bluff tops where individuals whale
watch, bike, or hike. Golf can be enjoyed at the
Sharp Park Golf course with specular
backdrops.
The natural beauty that makes up Pacifica is appreciated by visitors and residents alike.
Each year, The Fog Fest, a festival to celebrate the community and raise funds for local community groups, draws in over 40,000 visitors over a two–day period.
Besides the sandy beaches and rugged cliffs along
the ocean, Pacifica is also home to residential
communities where architecture is enhanced by
colorful yards and gardens. Visitors can stroll around
town to discover unique wares in local shops, markets
and boutiques. Music, tastings, acting classes, and
other entertainment are held at parks, shops,
wineries, and eateries. First-class dining can be found at restaurants, bakeries, taquerias, delis, and coffee
shops. Menus include fresh fish straight off the boat
and ethnic offerings from around the world.
The City also boasts seven unique lodgings with over 300 available rooms. These guests generate over $3.0 million in transient occupancy tax and contribute to $2.8 million in sales tax for the community each year.
Fun Facts:
x The 9-foot statue of Gaspar de Portola at the corner of Highway 1 and Crespi Drive was given to the State of California by the Spanish autonomous region of Catalonia in 1988. It commemorates the initial discovery of San Francisco Bay by Europeans 34 7.d
Packet Pg. 231 Attachment: Attachment 4 - Proposed Budget Book FY 23-24 [Revision 1] (5392 : Adoption of FY 2023-24 Operating and Capital Budget) during the "Age of Exploration." Pacifica is a sister city of Balaguer, Spain, the birthplace of Portola
x The boundary of the City of Pacifica closely
compares with the limits of the San Pedro
land grant, a gift of the Mexican government
to Francisco Sanchez in 1838 in recognition
of his services as military commander and
alcalde (mayor and magistrate) of the City of
Yerba Buena (now San Francisco).
x Francisco Sanchez built the Sanchez adobe
in the 1840s as a country home. There he
was famed for his generosity to travelers, including John C. Fremont, who visited there during his extensive survey of California.
x The City of Pacifica was named not by its Spanish immigrants but through a contest in 1957 that was held to find a name for the newly incorporated coastal City. The winning name, Pacifica, was based on the 80-foot statue by sculptor Ralph Stackpole, which was created as the theme lady for the Golden Gate International Exposition. Two of the sculptor's working models have been saved.
One is over the front stairs at City Hall, and the other sits in the City Council Chambers.
x The thousand-plus acres that make up
San Pedro Valley Park was assembled
from large parcels leased from the North
Coast County Water District and the 21-
acre core that was John Gay's Trout Farm
until it was destroyed by the 1962 floods.
It is administered by the San Mateo
County Parks and Recreation
Department.
35 7.d
Packet Pg. 232 Attachment: Attachment 4 - Proposed Budget Book FY 23-24 [Revision 1] (5392 : Adoption of FY 2023-24 Operating and Capital Budget) x Sanchez Adobe is a living history site that was occupied from prehistoric Indian times until it became a historic landmark
in 1953. It was an Indian village, a
mission farm, a cattle ranch, the home of
Francisco Sanchez (alcalde (Mayor) of
San Francisco), a residence of General
Kirkpatrick, the Hotel San Pedro, a
speakeasy known as Adobe House, and
an artichoke storage facility. For many
years it was the only provider of food for
Mission Dolores in San Francisco. The
old adobe home on the site, a fine example of authentic Monterey architecture, is the oldest building in San Mateo County.
x Sam's Castle - After the 1906 earthquake, Henry Harrison McCloskey—a San Francisco attorney for the Ocean Shore Land Company (and Railroad)— buys a plot of land on the craggy bluffs of what is now the Sharp Park district of Pacifica, California. McCloskey hires architect Charles MacDougal to design an earthquake/fire-proof home to assuage the fears of his wife, Emily McCloskey.
Shortly after moving in, Henry McCloskey dies. In 1916, Dr. Galen Hickok purchased the castle and began using it as a "retreat for girls and women unwilling to become mothers." Dr. Hickock was arrested and sentenced to serve five years at San Quintin prison.
x Established in 1905, the Ocean Shore Railroad Company's tracks started in San Francisco and ran along a coastal route
through the small villages that later
became Pacifica. It hugged the mountain
at Devil's Slide and traveled south through
Pacifica. The route ended at Tunitas
Creek, south of Pacifica. Most of the
Ocean Shore right of way was paved over
and turned into Highway 1, reputed to be
the most spectacular road on the West
Coast. Signs of Pacifica's early railroad days
can be seen along the Rockaway headlands and along the railway berm in Pedro Point. The huge cut between Fairway Park and Vallemar was created by railroad engineers, and three railroad stations still stand.
s
36 7.d
Packet Pg. 233 Attachment: Attachment 4 - Proposed Budget Book FY 23-24 [Revision 1] (5392 : Adoption of FY 2023-24 Operating and Capital Budget) x Beginning life in 1910, the Little Brown Church was Pacifica's first church. It was built of rough-sawn fir and redwood, standing
just 100 feet from the Ocean Shore
Railroad. Known as the Salada Beach
Presbyterian Church, it served as a church,
community social center, meeting room,
public school, well-baby clinic, and
neighborhood movie house. Now it is home
to the Pacifica Coastside Museum, where
visitors can learn about Pacifica's unique
and colorful history.
x Located at Sharp Park Beach, Pacifica
Municipal Pier was opened in
November 1973. It was built as a
cooperative development of the City of
Pacifica, the Wildlife Conservation
Board, and the California Department
of Fish & Game. Famous for its
salmon runs and winter Dungeness
crabbing, the pier attracts anglers from
around the globe. Other species
caught at the pier are Jack Smelt, White
Croaker, and Striped Bass. The pier, a designated site by The Whale Trail, is one of the best places to watch humpbacks and gray whales lunge feeding, tail slapping, and, if you're lucky, breaching.
*Fun Facts courtesy of Robert Crow and the Pacifica Historical Society b
37 7.d
Packet Pg. 234 Attachment: Attachment 4 - Proposed Budget Book FY 23-24 [Revision 1] (5392 : Adoption of FY 2023-24 Operating and Capital Budget) City of Pacifica&RPPXQLW\
3URILOH
The City welcomes those wishing to live, work and play in Pacifica. You will find an inviting and multicultural community atmosphere and friendly and involved people here.
HOTELS, MOTELS, B&B’S
Number of Hotels and Lodging Establishments 7
RV Parks and Campgrounds 1
Hotel Rooms 328
Average Occupancy 68%
Annual Coast Side Visitors (pre-pandemic) 4.2 million
EMPLOYMENT Number
Employed
% of
Total
2,270 10.88%
13,424 64.33%
Self-Employed
Private Companies
Governmental Workers
1RWIRU3URILW&RPSDQLHV
3,275
15.70%
CITY STATISTICS
Population 38,595
Climate Range 47 – 72 °F
Land Area 12.59 Square Miles
Miles of Streets 188.01 Miles
Miles of Sanitary Sewers 82 Miles
City Parks
Beaches
Sports Fields
Playgrounds
19 4
5 14
38 7.d
Packet Pg. 235 Attachment: Attachment 4 - Proposed Budget Book FY 23-24 [Revision 1] (5392 : Adoption of FY 2023-24 Operating and Capital Budget) Median Age
Total Households
Average Household Size
Median Household Income
Education – High School Degree or higher
Education – Bachelor's Degree or higher
Median Housing Value
Percent of Foreign-Born Persons
43.4 13,986
3 138,548
79.0%
45.4%
$1,018,800
23.73%
Source: "Pacifica Demographics." Point2, https://www.point2homes.com/US/Neighborhood/CA/SanMateo-County/Pacifica-Demographics.html#Education. 39 7.d
Packet Pg. 236 Attachment: Attachment 4 - Proposed Budget Book FY 23-24 [Revision 1] (5392 : Adoption of FY 2023-24 Operating and Capital Budget) 1 1
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42 7.d
Packet Pg. 239 Attachment: Attachment 4 - Proposed Budget Book FY 23-24 [Revision 1] (5392 : Adoption of FY 2023-24 Operating and Capital Budget) RESOLUTION NO. ________
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PACIFICA ESTABLISHING THE APPROPRIATION LIMIT FOR FISCAL YEAR 2023-2024 PURSUANT TO ARTICLE XIIIB OF
THE CALIFORNIA STATE CONSTITUTION
WHEREAS, Proposition 4 was adopted by voters on November 6, 1979, thereby adding Article XIIIB of the California State Constitution, and WHEREAS, it is the desire of the City Council of the City of Pacifica to establish the Appropriation Limit for fiscal year 2023-2024 pursuant to Article XIIB of the California State Constitution.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PACIFICA THAT:
1. the appropriations subject to limitations for the fiscal year 2023-2024 were $39,964,331;
2. the January 1, 2023 factors for the California per capita personal income increased by 4.44% and the population of the City of Pacifica decreased by 0.9959%;
3. the Appropriation Limit subject to limitation for the fiscal year 2023-2024 totals $53,039,802; and
BE IT FURTHER RESOLVED THAT $53,039,802 is hereby appropriated to “Reserve for General Operations.” The appropriations authorized by the adopted budget shall be chargeable to said account. Any unspent or unencumbered budget appropriations, and any balance of appropriations in the Reserve account shall not be expended without prior authorization from the City Council of the City of Pacifica, and BE IT FURTHER RESOLVED that any revenues from proceeds of taxes and user fees in excess of costs received during the fiscal year 2023-2024 over and above the appropriated limit of $53,039,802 must be returned to the taxpayers of the City of Pacifica in accordance with the procedure to be adopted by the Council of the City of Pacifica when such amount of refund is determined.
PASSED AND ADOPTED at a regular meeting of the City Council of the City of Pacifica, California, held on the 26th day of June, 2023, by the following vote:
AYES, Councilmembers:
NOES, Councilmembers:
ABSENT, Councilmembers:
ABSTAIN, Councilmembers:
Tygarjas Twyrls Bigstyck, Mayor
APPROVED AS TO FORM: ATTEST:
Michelle Marchetta Kenyon, City Attorney Sarah Coffey, City Clerk 43 7.d
Packet Pg. 240 Attachment: Attachment 4 - Proposed Budget Book FY 23-24 [Revision 1] (5392 : Adoption of FY 2023-24 Operating and Capital Budget) Annual Appropriation Limit
Fiscal Year 2023-2024
Appropriations Limitation, imposed by Propositions 4 and 111, establishes a formula to restrict the amount of revenues that can be appropriated in any fiscal year. The Limit is based on actual appropriations for base fiscal year 1978-79 and is increased annually using the growth in population and the consumer price index as well as commercial property development within the City during the year. Revenues that are restricted to the limitation are those which are referred to as “proceeds of taxes”, such as sales tax, property tax and business license tax.
The City must adopt an appropriation limit for each fiscal year. Beginning with the fiscal year 1990-1991, the law provides the local agency with an option to calculate the adjustment factors by the following formulas:
Inflation - Either the percentage change in the California per capital income or the percentage change in the local assessment roll from the preceding year due to the addition of local non-residential construction.
Population - Either the City’s own population growth or the population growth of the entire County.
Historically Calculated Appropriations Limits:
Fiscal Year Method Used Limit
2008-2009 CA Income/San Mateo Population 29,912,483
2009-2010 CA Income/San Mateo Population 30,462,125
2010-2011 CA Income/San Mateo Population 30,035,741
2011-2012 CA Income/San Mateo Population 31,048,271
2012-2013 CA Income/San Mateo Population 32,534,535
2013-2014 CA Income/San Mateo Population 34,573,086
2014-2015 CA Income/San Mateo Population 34,897,143
2015-2016 CA Income/San Mateo Population 36,592,519
2016-2017 CA Income/San Mateo Population 38,908,408
2017-2018 CA Income/San Mateo Population 40,570,055
2018-2019 CA Income/San Mateo Population 42,269,940
2019-2020 CA Income/San Mateo Population 44,019,916
2020-2021 CA Income/San Mateo Population 45,604,633
2021-2022 CA Income/San Mateo Population 47,856,145
2022-2023 CA Income/San Mateo Population 50,995,869
2023-2024 CA Income/San Mateo Population 53,039,802
Calculations:
Fiscal Year 2022-2023 Limit: $50,995,869
Adjustment Factors:
1. California per capital income change = 4.44%
2. San Mateo County Population change = -0.9959%
Total Adjustment: 1.0401
44 7.d
Packet Pg. 241 Attachment: Attachment 4 - Proposed Budget Book FY 23-24 [Revision 1] (5392 : Adoption of FY 2023-24 Operating and Capital Budget) Step 1 Total all appropriations (2023-2024) operating and capital from general and special funds 78,910,376 $
Step 2 Deduct:
1. Non-Proceeds of Taxes (38,825,250) $
2. Exempt Expenditures (Debt Service, Medicare) (329,250) $ Add:
1. Excess user fees which exceed actual costs 208,455 $ Step 3 Equals appropriations subject to limit (Step 1 - Step 2) 39,964,331 $ Step 4 Compare against 2023-2024 Appropriations Limit (from below) 53,039,802 $ Dollar Amount Under Limit (Step 4 - Step 3) 13,075,471 $ Percentage of Limit (Step 3/Step 4) 75.35%
Step 5 Fiscal Year 22-23 Appropriation Limit 50,995,869 $ Fiscal year Growth Factor based on Non-Residential
Step 6 California per capita personal income growth 4.44% 1.0401 and the City of Pacifica Population Change -0.9959%
((4.44+100)/100) x ((-0.9959+100)/100)
Step 7 FY 23-24 Appropriations Limit (Step 5 x Step 6) 53,039,802 $ Step 8 FY 23-24 Appropriations Subject to Limit (from above) 39,964,331 $ Step 9 Dollar Amount Under Limit (Step 7 - Step 8) 13,075,471 $ Step 10 Percentage of Limit (Step 8/Step 7) 75.35%
Step 11 Percentage Under Limit (Step 9/Step 7) 24.65%
&,7<2)3$&,),&$APPROPRIATIONS LIMIT
CALCULATIONS FISCAL YEAR 2023-2024
45 7.d
Packet Pg. 242 Attachment: Attachment 4 - Proposed Budget Book FY 23-24 [Revision 1] (5392 : Adoption of FY 2023-24 Operating and Capital Budget) RESOLUTION NO. ________
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PACIFICA ADOPTING THE FISCAL YEAR 2023-24 ANNUAL OPERATING AND CAPITAL BUDGET WHEREAS, the City Council of the City of Pacifica has held public budget study sessions on April 10, 2023, May 8 2023, and June 12, 2023, and a public hearing on June 26, 2023, for consideration of adoption of the Recommended FY 2023-24 Operating and Capital Budget; and
WHEREAS, the recommended budget was prepared in accordance with governmental accounting standards and the financial policies of the City; and WHEREAS, the recommended budget is a balanced expenditure plan that ensures the maintenance of adequate reserves during FY 2023-24; and WHEREAS, the City of Pacifica now desires to adopt the 2023-24 Fiscal Year Appropriations Limit and Operating and Capital Improvement Program Budget for FY 2023-24;
WHEREAS, Sections 65400, 654001, and 65403 of the State Planning and Zoning Code require the Planning Commission to review Public Works capital projects for the next fiscal year to determine conformity with the adopted General Plan. The Planning Commission reviewed and approved the Capital Improvement Project Budget on June 5, 2023;
WHEREAS, expenditures from the Roy Davies Trust Fund are required to be approved by a 4/5 vote of the City Council, and the 2023-24 Roy Davies Trust Fund expenditures are part of the 2023-24 Capital Budget, and NOW, THEREFORE, THE CITY COUNCIL HEREBY RESOLVES:
The City Council of the City of Pacifica hereby approves the FY 2023-24 budget with the citywide revenues and expenditures as follows:
46 7.d
Packet Pg. 243 Attachment: Attachment 4 - Proposed Budget Book FY 23-24 [Revision 1] (5392 : Adoption of FY 2023-24 Operating and Capital Budget) City of Pacifica
FY 2023-24 Adpoted Budget
Fund Balances Summary
GENERAL FUND 48, $ 48,607,256 941,100 $ 333,844 $
ENTERPRISE FUNDS
18 Sewer Charge Fund 19,071,000 17,116,167 1,954,833
34 Sewer Facility Construction Fund 3,000 10,488,000 (10,485,000) 35 Beach Parking Fund 665,000 462,064 202,936
Total Enterprise Funds 19,739,000 28,066,231 (8,327,231)
SPECIAL REVENUE AND CAPITAL FUNDS
07 SLES Fund 130,000 128,300 1,700
09 Measure A Fund 1,463,000 2,626,900 (1,163,900)
10 Gas Tax Maintenance Fund* 2,245,900 1,763,100 482,800 11 Measure W Fund 560,000 550,000 10,000
12 Highway 1 Improvement Fund 29,500 59,796 (30,296)
13 Street Improvement Fund 1,821,000 1,610,000 211,000
14 Manor Drive Improvement Fund 2,700,000 3,060,000 (360,000) 16 NPDES Stormwater Fund 203,000 334,600 (131,600)
19 Planned Local Drainage Fund 477,000 2,100 474,900
22 General Capital Improvement Fund 4,391,000 4,612,000 (221,000) 23 Frontierland Remediation 75,000 280,000 (205,000)
24 Housing In-Lieu Fund 1,665,250 - 1,665,250
26 Park In-Lieu Capital Improvement 120,000 - 120,000
27 PB&R Roy Davies Trust - 135,400 (135,400)
28 PB&R Special Revenue Fund - 200,583 (200,583)
31 Pacifica Library Fund 34,000 34,700 (700)
38 Disaster Accounting Fund 1,665,250 1,455,000 210,250 Total Special Revenue and Capital Funds 17,579,900 16,852,479 727,421
INTERNAL SERVICE FUNDS
65 Self Funded Dental Plan 248,500 181,100 67,400
66 Self-Insurance Fund W/C 1,100,000 1,100,000 -
67 Self-Insurance Fund Liability 2,030,300 2,380,300 (350,000) 71 Motor Pool Operations Fund 1,200,000 1,190,712 9,288 72 Motor Pool Replacement Fund 125,000 570,000 (445,000) 74 Fire Equipment Fund 282,300 399,378 (117,078)
Total Internal Service Funds 4,986,100 5,821,490 (835,390)
DEBT SERVICE FUNDS
40 Debt Service Fund 2,499,800 2,499,800 -
Total Debt Service Funds 2,499,800 2,499,800 -
Total Other Funds 44,804,800 53,240,001 (8,435,201)
Total All Funds 93,745,900 $ 101,847,257 $ (8,101,357) $ Revenues &
Transfers In
Adopted
Budget
Expenditures
& Transfers
Out Adopted
Budget
Revenue Over
(Under)
Expenditures
Fund Name
47 7.d
Packet Pg. 244 Attachment: Attachment 4 - Proposed Budget Book FY 23-24 [Revision 1] (5392 : Adoption of FY 2023-24 Operating and Capital Budget) Section 1. The All Funds Budget Summary, included in the City’s Operating Budget for Fiscal Year 2023-24, contains the expenditures (including transfers) to be appropriated in the sum of $101,847,257. The citywide revenues (including transfers) are budgeted at $93,745,900.
Section 2. The CIP allocation of $17.5 million, including the Capital Budget expenditures The additional allocation for the Civic Center Facilities Rehabilitation Project included in the CIP budget also increase the construction contingency for the Project by an additional $500,000 or
5.3% of the construction budget to the total contingency of $1,237,838 (13.1%), increasing the total project construction budget authority to $10,651,966. The CIP Budget also includes expenditures from the Roy Davies Trust Fund of $135,400.
A copy of the Operating and Capital budgets are on file with the City Clerk and are hereby adopted. The funds appropriated by this resolution are authorized to be expended as necessary and proper for municipal purposes.
Section 3. The City Manager shall be authorized to redistribute budgeted appropriations from one department to another or one capital project to another within the same fund. However any transfers between the funds shall be approved by the City Council.
PASSED AND ADOPTED at a regular meeting of the City Council of the City of Pacifica, California, held on the 26th day of June 2023.
AYES, Councilmembers:
NOES, Councilmembers:
ABSENT, Councilmembers:
ABSTAIN, Councilmembers:
Tygarjas Bigstyck, Mayor
APPROVED AS TO FORM: ATTEST
Michelle Marchetta Kenyon Sarah Coffey
City Attorney City Clerk
48 7.d
Packet Pg. 245 Attachment: Attachment 4 - Proposed Budget Book FY 23-24 [Revision 1] (5392 : Adoption of FY 2023-24 Operating and Capital Budget)
CITY OF PACIFICA
Budget Overview
49 7.d
Packet Pg. 246 Attachment: Attachment 4 - Proposed Budget Book FY 23-24 [Revision 1] (5392 : Adoption of FY 2023-24 Operating and Capital Budget) d,/^W'
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50 7.d
Packet Pg. 247 Attachment: Attachment 4 - Proposed Budget Book FY 23-24 [Revision 1] (5392 : Adoption of FY 2023-24 Operating and Capital Budget) Basis of Budget Preparation and Budget Overview
The City Budget is the result of a thorough,
lengthy, and collaborative process involving City
Council leadership and City Staff expertise. The
City Council sets policy direction for the Budget,
and City staff take into consideration economic
trends to forecast revenue and create a budget
that accomplishes the Council's goals while
ensuring the City's financial stability. Local,
County, State, and national economic trends are
among the factors considered.
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Development of the Fiscal Year 2024
Budget incorporates a positive yet
slowing economic outlook that
balances the continuing trend of stable
key economic indicators following the
COVID-19 pandemic, with
corresponding growth in property tax
and sales tax. Inflation has taken off
the last two years since March 2021
with a high in June 2022 of 8.93% and
has steadily slowed through May 2023
down to 4.13%.
National Outlook and Impact on the City
According to the June 2023 UCLA Anderson Forecast released on June 7, 2023, the U.S. is not in a recession, but a mild recession could be in the future depending on Federal Reserve policy. UCLA economists say that if data continue to show a robust labor market, the Fed will likely err on the side of
further tightening of monetary policy.
Higher interest rates can directly
impact the viability of development
projects and other economic activity
previously anticipated in San Mateo
County and nationwide.
Nationwide unemployment has
reached 3.4% in April 2023, but climed
to 3.7% in May 2023, which is slightly
above the pre-pandemic level of 3.5%.
51 7.d
Packet Pg. 248 Attachment: Attachment 4 - Proposed Budget Book FY 23-24 [Revision 1] (5392 : Adoption of FY 2023-24 Operating and Capital Budget) Certain industries, such as the technology industry, have executed layoff plans, the impact of which will contribute to the mild recession scenario.
State Outlook and Impact on the City
The California economy is poised to
overtake Germany as the world's 4th
largest economy in the coming year,
continuing to outperform the nation and
other countries in Gross Domestic
Product (GDP) growth, companies'
market value, and renewable energy.
California has also been the largest state
economy by GDP in the past 50 years and lead the nation in the post-pandemic economic recovery.
As knowledge workers throughout the State remained employed and sought additional work-from-home space during the pandemic, the price of housing continues to climb throughout the State, particularly in the Bay Area, Los Angeles, and San Diego markets.
The average median home price in California is $761,300, down by 9.01% YoY for April 2023. In 2023, experts predict the median sale price growth to drop by roughly 4%, the first annual drop since 2012. Despite expected declines in sales price, property tax revenue for the City is expected to rise due to reassessments at the point of sale to the higher sales price value.
Local Economy
Overall, the San Francisco Bay Area economy has
recovered from the pandemic, enjoying prosperity
exceeding pre-pandemic figures in all sectors.
According to the 2023 Joint Venture Silicon Valley
Index report, 91,000 people departed over the past
two years (the highest number on record since the
dot.com bust) and there is no longer a significant
influx of people from other places. However, the
economy is at full employment, growing even despite
a round of layoffs.
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City staff normally prepares an annual operating budget that requires City Council adoption and contains revenues, appropriations, and other financial information pertaining to all City operating and capital budgets. The philosophy employed in creating this Budget has been to focus the City's efforts on continuing to provide quality "core" municipal services in the most efficient way possible.
This operating Budget covers the 2023-24 fiscal year, which runs from July 1, 2023, to June 30, 2024.
52 7.d
Packet Pg. 249 Attachment: Attachment 4 - Proposed Budget Book FY 23-24 [Revision 1] (5392 : Adoption of FY 2023-24 Operating and Capital Budget) Basis of Budgeting
The City's budgets for Governmental Funds, such
as the General Fund, Debt Service Funds, Special
Revenue Funds, and Capital Project Funds, are
prepared based on the modified accrual basis of
accounting (revenues are recognized in the
accounting period in which they become available
and measurable, and expenditures are recognized
in the accounting period in which the liability is
incurred). The City's Enterprise Funds and Internal
Service Funds shall be prepared on the full accrual
basis of accounting for all operating revenues and
most operating expenses (revenues are recognized
when they are earned, and expenses are recognized when the liability is incurred). Certain expenses for long-term liabilities, such as net-pension liability, are budgeted on the modified accrual basis of accounting. The City's operating budget shall exclude unrealized gains or losses resulting from the change in fair value of investments.
Budget Preparation
The annual budget cycle begins each year with the development of budget instructions, including policy directives and a budget calendar, in December and is completed with the budget adoption by the City Council in June.
This year's budget cycle launched in the Spring 2023, over the course of three public meetings, the Pacifica City Council undertook a comprehensive strategic planning process instead of its annual goal-setting process. Beginning with identifying Mission, Vision, and Values statements for the organization, followed by identifying goals that represent those statements and strategies to fulfill those goals, the Pacifica City Council developed this 2023 to 2030 Strategic Plan.
In March 2023, the City Council completed the mid-year review of the FY 2022-23 budget. At that time, Council reviewed revenues and expenditures adjustments, adopted a resolution authorizing adjustments to the Fiscal Year 2022-23 Operating and Capital Budget, and discussed preparation for the FY 2023-24 Budget process.
The City Manager and Assistant City Manager provide
guidance to departments prior to the preparation of
department budgets related to economic outlook and
parameters for budgeting.
Budget projections are submitted by department
heads to the Finance Department. Then, the Assistant
City Manager submits the draft recommended City
budget to the City Manager for review.
Staff considered Council priorities during the budget
development process, and every new programmatic
53 7.d
Packet Pg. 250 Attachment: Attachment 4 - Proposed Budget Book FY 23-24 [Revision 1] (5392 : Adoption of FY 2023-24 Operating and Capital Budget) addition to the Budget was viewed and presented in light of Council priorities and strategic goals.
Council held budget study sessions in May and June to review and discuss budget options for the FY 2023-24 before finally adopting the Budget on June 26, 2023.
The Budget development timeline is presented in the table below:
Budgetary Control
The City utilizes the following procedures to establish budgetary control:
1. The City Manager submits to the City Council a proposed balanced operating and capital budget for the next fiscal year.
2. After a review by the City Council, a public hearing is conducted, and further comment is received from the City Council and the general public.
3. Upon completion of the hearings and modifications, if any, to the proposed Budget, it is adopted by the City Council through the passage of an appropriate resolution.
Adoption of the Capital appropriation from Roy Davies Trust Fund requires a 4/5 vote of the Council.
4. Generally, the Budget is amended in the middle of the year and at the end of the year.
All approved additional appropriations are added to the adopted Budget, and an amended budget is presented to the City Council, which adopts it after due review.
5. The City Manager is authorized to transfer budget amounts of operational expenditure categories within funds and departments as deemed necessary to meet the City's operational needs.
6. City Council approval is required for all inter-fund transfers, fund reserve to appropriations transfers, new revenue sources with offsetting appropriations, and transfers to/from the capital expenditure category. Although it has been customary to present to Council all transfers between the City departments, the legal budgetary 54 7.d
Packet Pg. 251 Attachment: Attachment 4 - Proposed Budget Book FY 23-24 [Revision 1] (5392 : Adoption of FY 2023-24 Operating and Capital Budget) control of the City Council is at the fund level. This is the level where City management cannot overspend the Budget without approval from the City Council.
The City Council holds public budget study sessions and adopts the City operating and capital budget no later than June 30 of each year.
The philosophy employed in creating this budget document has been to focus the City's efforts in continuing to provide quality municipal services, as well as the timely addressing of key infrastructure needs.
The City's budget goals are to achieve a balanced budget with operating revenue, including reimbursements from
other funds for services provided, equal to or greater than operating expenditures including debt service).
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The FY 2023-24 Adopted Budget is the result of an inclusive and interactive budget development process. In preparation for the FY 2023-24 Adopted Budget, staff factored input received from the Council strategic planning workshops, priorities, proposed Capital Improvement Plan, FY 2022-23 mid-year budget review, and Council's direction throughout the year.
During this year's budget process, staff implemented a modified zero-based budget methodology, a systematic financial management strategy commonly used by local governments to help achieve more cost-effective delivery of public services. Expenses must be demonstrated as necessary based on the current service level and are not assumed to carry over from prior years. Each new program is considered in light of potential alternatives and priorities that will allow the City to redirect efforts and funds from lower priority to higher priority programs.
Each department was provided a base budget expenditure allotment consistent with the authorized FY2022-23 Budget, adjusted by known personnel salary and benefit increases, a
2.0% inflationary increase for professional services contractual obligations, and a 1% increase for other operating expenses. Each department was then given an opportunity to submit prioritized program changes for service enhancements or reductions to the base budget.
The goal of this process is to identify necessary and/or desirable service increase or reduction options, which
combined will reach a balanced and sustainable
budget. To this end, the City Manager reviewed
department requests and formulated a packaged
budget recommendation of enhancements for the
Council's consideration. Staff recommendations are
based on many considerations, including the City's
strategic plan, staffing capacity, and potential impacts on the overall City operation and services provided to
the community.
55 7.d
Packet Pg. 252 Attachment: Attachment 4 - Proposed Budget Book FY 23-24 [Revision 1] (5392 : Adoption of FY 2023-24 Operating and Capital Budget) Base Budget Assumptions
The base budget is not an exact duplicate of the Adopted or Amended FY 2022-23 Budget because of actions that the Council took throughout the year, and most importantly, the new FY 2023-24 Budget Assumptions that staff developed based on the most current economic factors and information available. These assumptions are described in detail in the materials for the budget study session on May 8, 2023.
Base Budget General Fund Revenue Assumptions
Revenue estimates are based on the most current
information from department feedback, external sources, and further analysis. The following revenue assumptions are included in the Base Budget:
¾ Property Tax is the City's largest revenue source.
Historically, Pacifica's property tax base has only
very slowly expanded. For the FY 2022-23 Budget,
property taxes comprise approximately 33% of City
General Fund revenues. Both secured and
unsecured property taxes are levied based on the
assessed real property valuation (the basis for property tax levy) as of January 1, 2023. The FY 2023-24 property tax revenues are projected at $16.2 million or $.65 million (4.2%) above the FY 2022-23 Mid-Year Revised Budget of $15.6 million based on the information provided by the County and HdL, the City's property tax consultant.
¾ Charges for Services is the second largest revenue category that includes building, planning, other permits, recreation revenues and rentals, fines, and reimbursements.
The building and planning revenues are projected to increase based on the current activity level and CPI factors. Overall, this category shows an increase of $1.1 million, or 13.4%.
¾ Vehicle License Fee (VLF) in Lieu is the third
largest revenue category. Through the State,
there has been insufficient ERAF to fund the
VLF in Lieu allocation for FY's 2019-20, 2020-
21, and 2021-22. Staff has previously reported
to the Council a projected loss (delay) of this
major revenue stream currently owed to the City
by the State. In the past, the State has backfilled
the VLF shortfall, but the State's payment lags
two years behind the shortfall year. The state did
pay the shortfall for FY 2019-20 and 2020-21
totaling $2.1 million, most of which occurred in
this current fiscal year 2022-23. As of now, it is uncertain if the state will pay the trueup for FY 2021-22 ($691,185) due to be paid back to the City in FY 2023-24.
Therefore, the VLF category shows a decrease of $1.5 million compared to FY 2022- 23 due to the large payback in the current FY 2022-23 and no shortfall backfill planned by the state in FY 2023-24.
56 7.d
Packet Pg. 253 Attachment: Attachment 4 - Proposed Budget Book FY 23-24 [Revision 1] (5392 : Adoption of FY 2023-24 Operating and Capital Budget) ¾ Sales Tax is the City's fourth-largest revenue category. Based on discussions with the City's sales tax advisor and sales tax projections prepared by HdL the local sales activities forecast is expected to show slightly better performance than initially expected. This is due to an increase in the Restaurants and Hotel category of 2.5% and the State / County pool allocation for online
sales increasing 4.3% over the FY 2022-23
projections. The biggest offset is projected to
occur in the Fuel and Service Stations industry
group with a decrease of 7.7%. Total sales tax is
estimated at $3.4 million, an additional 1.3%
increase over the Revised FY 2022-23 Budget.
¾ Measure Y is a ½ cent Transaction & Use Tax
that was passed by the voters in the City of
Pacifica in November 2022. The tax became
effective April 1, 2023 and FY 2023-24 will be
the first full year of collections. HdL projects this
revenue to be $2.8 million in FY 2023-24. This revenue source is now the fifth-largest revenue category.
¾ Other Categories are broken out into Utility Users Tax (UUT) ($2.7 million), Transient Occupancy Tax ($2.7 million), Cannabis Operations tax ($0.95 million), Business License Tax ($0.5 million), other taxes ($1.3 million) and Intergovernmental ($2.4 million). The FY 2023-24 base budget was built on the historical averages, economic trends and the prior year's returns. Intergovernmental revenue category decreased by $4.5 million as a result of the end of the ARPA funding. ¾ Other Taxes project a significant drop of $0.4 million or 25% over the FY2022-23 Revised Budget due to recent ruling on the State Supreme Court that put all California cities Franchise Fees at risk unless the fee can be justified and directly tied to the associated cost. Because the Court ruling coincided with the City's negotiations of the Recology Franchise agreements, the City was able to identify this cost in accordance with the ruling standards based on the recently completed Refuse Vehicle Impact Study. The study identifies $421K of City cost for streets. However, this portion of the Franchise Fees now must be used solely for street maintenance and therefore will be shifted out of the General Fund and directly deposited in the Street Improvement Fund.
¾ Operating Transfers In include transfers from the Gas Tax and Street Construction Fund to pay for Public Works street maintenance staff in the General Fund. The budget is $1.3 million, a $161,000 increase from the prior year.
Base Budget General Fund Expenditure Assumptions
Below are the key Base Budget expenditures assumptions:
¾ Salary and Benefits projections include funding for 188.25 full-time equivalents (FTE) positions citywide at 100%. Funding for part-time positions is consistent with the prior year's allocation. Overall, salaries and benefits increased by $354k compared to the FY 2022-23 mid-year revised Budget. The increase is minimal 57 7.d
Packet Pg. 254 Attachment: Attachment 4 - Proposed Budget Book FY 23-24 [Revision 1] (5392 : Adoption of FY 2023-24 Operating and Capital Budget) primarily due to decreases in CalPERS UAL payment due to appreciation of the market value of the assets as a result of favorable investment market conditions by CalPERS. The gains in the market value of the assets directly reduce the total unfunded liability and are amortized over a 20-year period. The annual UAL payment is also reduced by year one of the 20-year amortization of the gain. ¾ Vacant positions are budgeted at the top step with the "employee plus one" cafeteria plan assumption for health benefits. Projections also include merit increases for eligible staff members on their performance review dates. ¾ No assumption is made for ongoing annual increase in the employee compensation as the City is currently in labor negotiations with all labor groups.
Once the new Memoranda of Understanding
(MOU) terms and provisions are in place this
category will be revised at the mid-year.
¾ FY 2023-24 PERS retirement rates are
budgeted as provided by CalPERS for
classic miscellaneous and safety members
and Public Employees' Pension Reform Act
(PEPRA) rates for miscellaneous and safety
employees without prior municipal
experience or who have had a break in
service.
¾ PERS Unfunded Accrued Liability (UAL) payment is budgeted at $4.8 million for Safety and Miscellaneous employees, a decrease of approximately $320,000 or 6%; An additional contribution to the 115 trust administered by Public Agency Retirement Services (PARS) of $167,500 is included to help fund the City's pension obligations in accordance to the Pension Funding Policy; A continuing contribution of $200,000 to PARS is budgeted to fund OPEB unfunded liability, consistent with the Council funding strategy #5 approved in April 2022. ¾ Most Professional Services contractual obligations were increased by 2% over the FY 2023-24 Revised Budget to account for regular inflationary increases unless the further cost increase was noted and factored into the Budget by operating departments. This Category shows a 10.6% decrease primarily because of removal of a large one-time legal settlement in the City Attorney's Office included in the FY2023-24 Revised Budget and from moving the General Liability expense to the General Liability Internal Service Fund. A transfer to the General Liability Insurance Fund has been correspondingly increased.
¾ Similarly, most of the Material, Supplies, and Maintenance category assume a modest 1% increase.
58 7.d
Packet Pg. 255 Attachment: Attachment 4 - Proposed Budget Book FY 23-24 [Revision 1] (5392 : Adoption of FY 2023-24 Operating and Capital Budget) ¾ Operating Transfers Out Category accounts for a transfer to the Debt Service Fund to fund Pension Obligation Bonds, and other debt obligations and accounts for transfers to the General Liability Internal Service Fund. Overall, this Category projects a net increase of approximately $930,819 primarily due to increases in the transfer to the General Liability Internal
Service Fund to cover general liability
premiums, self-insurance claims, risk
management staff costs, and related risk
management legal costs. The Risk
Management premium increased by nearly
$0.4 million or 13% compared to the current
year primarily due to significant property
insurance cost increase in the unstable postpandemic insurance market. ¾ Capital Transfers Out Category $650k
allocation in FY 2023-24, which is equal to the prior year.
City Manager's Budget Recommendations for the FY 2023-24 Budget The goal of any budget process is to develop the City's Budget by completing a full analysis of the City's revenue structure and current service level to identify necessary service increase and/or reduction options, which, when combined, will reach a balanced and sustainable budget.
Since the last meeting, each City Department has been given an opportunity to submit their prioritized budget requests with reference to the Council’s specific goals and strategies in the newly adopted Strategic Plan. The Recommended Budget is balanced and includes prioritized programs and services recommended for funding in the FY 2023-24.
In developing budget recommendations for service
changes, the City Manager had to balance the
future financial sustainability with the Council’s
strategic vision, staffing, organizational capacity,
and impacts on the City operations and services
provided to the community. The budget
recommendations also fulfill the six budget
strategies recommended by the City Manager and
supported by the City Council from the May 8,
2023, budget session. The goal of this budget
process was to identify necessary and required
service change options, which in combination,
maintain a balanced and sustainable budget.
To this end, the City Manager reviewed department requests and is making the following budget recommendations for the Council’s consideration, as presented below and in Attachments 5-6. In the attachment, each budget option form shows how the recommendation ties to the Strategic Plan. Out of 16 Budget options recommended for FY 59 7.d
Packet Pg. 256 Attachment: Attachment 4 - Proposed Budget Book FY 23-24 [Revision 1] (5392 : Adoption of FY 2023-24 Operating and Capital Budget) 2023-24, 11 of them directly impact the General Fund at a total cost of $606,800, including seven programmatic changes that will result in an additional ongoing costs of $259,800 and four one-time budget recommendations (including multi-year limited-term or pilot programs) budgeted at $347,000. Other funds include four one-time expense amendment recommendations at an additional cost of $969,378, and one ongoing revenue adjustment budget option for $1.6 million.
The complete list of Recommended Budget Options across all funds is presented below.
While all of these are important, they are listed in order of the City Manager’s priority should the Council wish to consider reducing the list:
1. Two-year pilot program for the Community Wellness and Crisis Response Team that includes funding for the Mental Health Clinician – General Fund $140,000 (One-time).
2. Replacing an expiring contract for body-worn cameras with the updated body-worn and in-car camera and tasers system provided by Axon. – General Fund $100,000 (Ongoing).
3. Appropriation of $399,378 from the available balance of the Fire Equipment Fund (Fund 74) towards purchasing protective gear and radio equipment. - Fire Equipment Fund $399,378 (One-time).
4. Additional Funding of a 3-year Limited-Term Maintenance Worker I in Public Works Department – General Fund $122,000 (One-time)
5. Addition of the full-time Project Manager position to be funded in General Capital Fund 22 ($197,008). The Project Manager's time will be charged to already funded capital projects and will not have an additional direct General Fund impact unless the project is funded by the General Fund. - General Capital Fund 22 $197,008 (Ongoing).
6. Allocation of approximately half of the $3.4 million of Excess Educational Revenue Augmentation Funding (ERAF) revenues projected to collect in FY2023-24 in the Housing in Lieu Fund ($1.67 million) to start accumulating fund balance in this fund to be used for developing affordable housing in the future. – Housing in Lieu Fund $1,673,750 (Ongoing).
7. Additional allocation of $500,000 in Vehicle Replacement Fund 72 towards the purchase of new vehicles citywide in accordance with the City’s vehicle replacement schedule. – Vehicle Replacement Fund 72 (One-time).
8. Short Term Rental (STR) Compliance Enhancement Program to include funding for STR Ordinance revision, additional Sr. Code Enforcement Officer and legal cost to streamline the City’s STR regulations and provide adequate enforcement to the program. The overall cost of the program ($285,300) will be partially offset by the increased STR Permit Fees as presented in the updated Master Fee Schedule, that 60 7.d
Packet Pg. 257 Attachment: Attachment 4 - Proposed Budget Book FY 23-24 [Revision 1] (5392 : Adoption of FY 2023-24 Operating and Capital Budget) are project to generate $243,300 per year (150 STR cap) to the net cost of $42,000 in General Fund (Ongoing)
9. Additional allocation of $70,000 from the
available Vehicle Replacement Fund balance
(Fund 72) to fund the initial deposit (if
required, subject to lease purchase
agreement terms) for the lease purchase of a
new Fire apparatus as further described in
the attached budget form. Approval of this
budget option also includes the ongoing
future commitment of about $125K of annual
lease payments for the next ten years,
starting in FY 2025-26. Vehicle
Replacement Fund (One-time) .
10. Allocation of $60,000 for the Implementation of the Economic Opportunities Study to include preparation of the RFP for the Beach Blvd. site as appropriate subject to Surplus Land Act (SLA) process, obtaining an official appraisal (MAI or Value Statement) of the Beach Blvd site, and conducting a feasibility assessment and developing an implementation plan for establishing a special / tax increment financing district such as CRD or EIFD for the Sharp Park and/or Rockaway districts. – General Fund, $60,000 (One-time).
11. Providing an additional six-month budget for marketing Pacifica as a destination and ShopPacifica / Workation Promotional Budget. The current year’s allocation includes a $50,000 allocation of ARPA funds for this purpose. The FY2023-24 Recommended allocation reduces this budget to $25,000 in General Fund (Onetime).
12. Provide Annual funding for Citywide summer internship program as an effective way to augment staff’s work and create a path forward for potentially recruiting new employees in the future. – General Fund, $35,000 (Ongoing).
13. Adjustment to salary range for the vacant Recreation Manager position to set the salary closer to the market to enable a successful near future recruitment. – General Fund, $25,300 (Ongoing).
14. Increase in citywide special event budget of $30,000 to enhance the post-pandemic activities and attractions to ensure a positive community experience. Once developed, the program is expected to generate additional revenues that may increase the General Fund budget in future years. – General Fund, $30,000 (Ongoing).
15. Adding a Teen Program at the Community Center starting January 2024 will result in an increase in revenue of $3,400 and additional expenses of $8,000 to the net program cost of $4,600 in General Fund (Ongoing).
61 7.d
Packet Pg. 258 Attachment: Attachment 4 - Proposed Budget Book FY 23-24 [Revision 1] (5392 : Adoption of FY 2023-24 Operating and Capital Budget)
16. Increase City Council’s conference, training budget and travel budget allocation by $22,900 to $38,000 to be transparent to the public and equitable amongst Councilmembers about funding for professional development activities. – General Fund $22,900 (Ongoing).
Projected Fund Balance Structure and Budgetary Reserves The Proposed FY 2023-24 Operating Budget is being
presented as a balanced budget, meaning that the
City’s operating expenditures do not exceed general
revenues.
If all program options identified in this report are
approved by City Council, the General Fund will
project an ending surplus of about $333,844 and
maintain all previously approved reserves necessary
for long-term fiscal and operational sustainability.
The General Fund Base Budget revenues and transfers
are projected at $48.9 million. The total General expenditures and transfers out are also budgeted at $48.6, which includes a one-time General Fund contribution of $650,000 towards the FY 2023-24 CIP Budget. The table below demonstrates the Net change to the General Fund Balance.
The table below demonstrates the Net change to the General Fund Balance.
After applying all changes described above, the Proposed General Fund Budget will have a $333,844 surplus, leaving $8.4 million in the Unassigned General Fund Balance, which is about 18% of the City’s Operating expenditures in addition to 10% or $4.8 million minimum policy reserve.
FY 2023-24
Adj Base
Budget
6/12/23
FY 2023-24
Adopted
Budget
Revenues:
Operating Revenues 47,402,500 $ 47,649,200 $
Operating Transfers In 1,291,900 1,291,900
Total Revenues 48,694,400 48,941,100
Expenditures and Transfers :
Operating Expenditures 43,732,226 44,581,056
Operating Transfers Out 3,376,200 3,376,200
Capital Transfers Out 650,000 650,000
Total Expenditures and Transfers 47,758,426 48,607,256
Surplus (Deficit) 935,974 $ 333,844 $
FY 2023-24 ADOPTED BUDGET
NET GENERAL FUND SURPLUS (DEFICIT)
62 7.d
Packet Pg. 259 Attachment: Attachment 4 - Proposed Budget Book FY 23-24 [Revision 1] (5392 : Adoption of FY 2023-24 Operating and Capital Budget) The City’s Fund Balance Policy identifies fund balances (or reserves) that fall into the following categories: non-spendable items or portions of fund balance that cannot be liquidated, restricted amounts for use by outside agencies, committed amounts by Council action such as emergency /contingency reserves and assigned balances to pay off unfunded liabilities and to fund infrastructure improvements.
In accordance with GASB Statement No. 54 requirements and the City policy, the Council established the following designations or contingencies of the General Fund Committed Balance.
¾ Budget Shortfall Policy Reserve of 10% of Expenditures ($4.8 million) ¾ Facilities Maintenance & Replacement (restored back to $0.2 million) ¾ Compensated Absences Reserve ($0.2 million)
¾ Child Care Reserve ($0.5 million)
¾ Legal Reserves ($0.1 million)
The General Fund balances for the FY 2023-24 Recommended Budget are detailed in the table below. If all options presented in this report are approved by the Council, the City will have a balanced FY 2023-24 Budget with an undesignated General Fund Balance of approximately $8.4 million.
63 7.d
Packet Pg. 260 Attachment: Attachment 4 - Proposed Budget Book FY 23-24 [Revision 1] (5392 : Adoption of FY 2023-24 Operating and Capital Budget) Maintaining a sufficient level of the projected ending
fund balance is necessary for fiscal and operational
sustainability. After factoring in the restricted reserves and operating contingency, the ending undesignated
General Fund balance is projected close to $8.4
million or 18% of the General Fund operating
expenditures (excluding one-time capital transfers),
which is slightly above the Government Finance
Officers Association of the US and Canada (GFOA)
recommendation for government entities of no less
than two months of regular general fund operating
expenditures, which is approximately $7.9 million for
the City of Pacifica in FY2023-24.
Other Funds
Staff used the same basic assumptions for all other funds to factor in a 2% cost of living increase for most contract and professional services categories and 1% for materials and supply categories. The summary of Revenues, Expenditures, and Fund Balances for all of the City’s fund categories is shown in the table below. Revenues under expenditures for Enterprise Fund and Internal Service Fund reflect the uses of the available fund balance for one-time needs (e.g. capital investments in Wastewater infrastructure or vehicle replacement purchases in the Motor Pool Fund).
Enterprise Funds consist of Wastewater
Operating and Capital and Beach Parking
Funds. Enterprise funds are used for services
that are financed and operated in a manner
similar to a private business enterprise. The FY
2023-24 total enterprise funds budget is $28.1
million, 27.6% of the City’s overall budget.
Sewer funds are used to account for sewage
collection, treatment, major replacements, and
maintenance and protection improvements to
the sewer system. Sewer charges of $19.0
million are based on a 3.5% rate increase in FY
2023-24. The sewer operating expenditures
include the same inflationary base budget assumptions. The Salaries and Benefit costs of Fund Name
Projected Fund
Balance
6/30/2023
Revenues &
Transfers In
Adopted Budget
Expenditures &
Transfers Out
Adopted Budget
Revenue
Over (Under)
Expenditures
Projected Fund
Balance 6/30/2024
GENERAL FUND $ 18,309,534 $ 48,941,100 $ 48,607,256 $ 333,844 $ 18,643,378 ENTERPRISE FUNDS 21,619,153 19,739,000 28,066,231 (8,327,231) 13,291,922 SPECIAL REVENUE FUNDS 23,295,302 17,579,900 16,852,479 727,421 24,022,723 INTERNAL SERVICE FUNDS 2,667,158 4,986,100 5,821,490 (835,390) 1,831,768 DEBT SERVICE FUNDS 5,317,384 2,499,800 2,499,800 0 5,317,384 Total Other Funds $ 52,898,997 $ 44,804,800 $ 53,240,001 $ (8,435,201) $ 44,463,796 Total All Funds $ 71,208,531 $ 93,745,900 $ 101,847,257 $ (8,101,357) $ 63,107,174 64 7.d
Packet Pg. 261 Attachment: Attachment 4 - Proposed Budget Book FY 23-24 [Revision 1] (5392 : Adoption of FY 2023-24 Operating and Capital Budget) approximately $5.5 million are based on 28 FTE allocated to the Sewer Fund and include all current MOU provisions.
The Beach Parking Fund is used to account for parking services to residents and visitors.
The revenues are projected at $0.7 million, which aligns with the FY 2022-23 Revised Budget.
Special Revenue and Capital Funds are used to account for specific revenue sources or financial resources for which expenditures are restricted by law or administrative action to specific purposes. This Category includes Gas Tax and Streets Funds, General Capital, Drainage, Housing in-lieu, Parking in-Lieu, Park in-Lieu, PB&R Special Revenue and Roy Davies Trust, Disaster Accounting, and other funds.
The FY 2023-24 revenues for this category are $17.6 million. The FY 2023-24 expenditures of $16.9 million for this Category represents around 17% of the City's total budget and include the recommended FY 2023-24 CIP Budget allocation and the following recommended budget option as already mentioned above:
• Addition of the full-time Project Manager position to be funded in General Capital Fund 22 ($197,008). The Project Manager's time would be charged to already funded capital projects and will not have an additional direct impact on General Fund unless the project is funded by the General Fund.
Internal Service Funds serve the needs of the City
and are used to account for Citywide services on a
cost-reimbursement basis. These funds
accommodate the vehicle, employee benefits, and
risk management needs of the City and are
supported by the funds that receive the benefit. The
FY 2023-24 budget for this category is $5.8 million,
which is 6% of the City’s budget. The Motor Pool
Replacement and Fire Equipment Funds are funding
the following City Manager’s budget
recommendations in the FY 2023-24 as already
mentioned above:
• Additional allocation of $500,000 in Vehicle Replacement Fund 72 towards the purchase of new vehicles citywide in accordance with the City’s vehicle replacement schedule. • Additional allocation of $70,000 from the available Vehicle Replacement Fund balance (Fund 72) towards the initial deposit for the lease purchase of a new Fire apparatus as further described in the attached budget form.
• Appropriation of $399,378 from the available balance of the Fire Equipment Fund (Fund 74) towards the purchase of protective gear and radio equipment Both the Motor Pool Replacement Fund and the Fire Equipment Fund have sufficient resources to fund the FY 2023-24 requests.
65 7.d
Packet Pg. 262 Attachment: Attachment 4 - Proposed Budget Book FY 23-24 [Revision 1] (5392 : Adoption of FY 2023-24 Operating and Capital Budget) The Debt Service Fund is used to account for all ongoing debt payment obligations. The FY 2023-24 Budget of $2.5 million factors-in all debt service payment obligations according to the current debt service schedules and includes the payment on the Pension Obligation Refunding Bonds and the Civic Center improvement project financing. The Debt Service Fund represents around 2% of the City’s total budget.
Conclusion and Future Outlook
The Proposed FY 2023-24 Budget is balanced and reflects the City Council's direction and priorities. Fiscal sustainability remains a top priority as the City continues to provide quality programs and services in a financially sustainable fashion. City staff looks forward to continued work with the City Council and the community to ensure Pacifica continues to be a desirable community in which to live, work, and play. 66 7.d
Packet Pg. 263 Attachment: Attachment 4 - Proposed Budget Book FY 23-24 [Revision 1] (5392 : Adoption of FY 2023-24 Operating and Capital Budget) &LW\RI3DFLILFD
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67 7.d
Packet Pg. 264 Attachment: Attachment 4 - Proposed Budget Book FY 23-24 [Revision 1] (5392 : Adoption of FY 2023-24 Operating and Capital Budget) d,/^W'
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68 7.d
Packet Pg. 265 Attachment: Attachment 4 - Proposed Budget Book FY 23-24 [Revision 1] (5392 : Adoption of FY 2023-24 Operating and Capital Budget)
CITY OF PACIFICA
General Fund Overview
69 7.d
Packet Pg. 266 Attachment: Attachment 4 - Proposed Budget Book FY 23-24 [Revision 1] (5392 : Adoption of FY 2023-24 Operating and Capital Budget)
THIS PAGE IS INTENTIONALLY
BLANK
70 7.d
Packet Pg. 267 Attachment: Attachment 4 - Proposed Budget Book FY 23-24 [Revision 1] (5392 : Adoption of FY 2023-24 Operating and Capital Budget) General Fund Overview
The General Fund is the primary operating fund of the City and is used to account for day-to-day activities. It receives unrestricted revenue and provides City general administrative services, public safety, and land development–related activities.
All general tax revenue and other revenues that
are not allocated by law or contractual
agreement to another fund are accounted for in
this fund. The General Fund is an unrestricted
fund and its resources can be used for any City
service or governmental purpose.
The major revenue sources for the General
Fund are transient occupancy (hotel) taxes,
sales taxes, property taxes, charges for
services, and other revenue.
The General Fund provides for the cost of operating the City government and includes the City Manager, City Attorney, City Clerk, City Council, Finance and Risk Management, Human Resources, Information Technology, Public Safety, and Emergency Services Operations, Planning Services, Building and Code Enforcement, Engineering, Facilities Maintenance, Parks, Beaches and Recreation Services. In addition, General Fund expenditures include capital projects and reserve funding.
Pacifica is a full-service City that provides services to the community using City staff in combination with contract services. The Public Works, Engineering, Planning and Building, Administrative Services, Finance, City Clerk, and City Manager departments consist primarily of City staff. This work is supplemented by contracts with other government agencies and service providers that provide the City with Animal Control, Building Inspection, Dispatch, Janitorial, Fire Suppression and Prevention, Legal Services, and Library Operations.
BUDGET OVERVIEW
The General Fund budget for FY 2023-24 is $48.9 million in revenue and $48.6 million in operating expenditures, including capital transfers of $0.650 million. This will generate a small structural surplus of about $333,844 in the 2023-24 General Fund budget.
GENERAL FUND REVENUES
Unlike appropriations that can be established at
the direction of the City, many key revenue
sources are controlled by external forces to the
City. For instance, property tax revenue varies
with real estate values, and development-related
revenue is affected by the volume and type of
building permits and plan check requests. Sales
tax and transient occupancy tax (TOT) revenues
71 7.d
Packet Pg. 268 Attachment: Attachment 4 - Proposed Budget Book FY 23-24 [Revision 1] (5392 : Adoption of FY 2023-24 Operating and Capital Budget) are subject to local and national economic cycles, businesses’ decisions to locate in the community and the travel activity of businesses and tourists.
The following three sources make up almost 50% of the revenue in the General Fund:
Transient Occupancy (Hotel) Tax, Property Tax, and Sales Tax.
General Fund revenue in 2023-24 is projected to come in higher than last year’s due gradual recovery of the local economy in the post-pandemic world. 2020-21
Actual
2021-22
Actual
2022-23
Amended
Budget Actual
2023-24
Adopted
Budget
Property Tax 15,131,117 $ 14,500,404 $ 15,554,100 $ 16,204,900 $ Vehicle License Fees 2,643,981 $ 4,355,327 $ 6,986,807 $ 5,508,600 $ Business License Tax 444,171 $ 460,964 $ 453,000 $ 520,700 $ Cannabis Tax 775,261 $ 839,527 $ 825,000 $ 950,000 $
Sales Tax 2,848,681 $ 3,136,434 $ 3,356,000 $ 3,401,000 $ Measure Y - $- $ 650,000 $ 2,800,000 $
Transient Occupancy Tax 1,531,550 $ 1,492,502 $ 2,643,000 $ 2,669,500 $ Utility Users Tax 2, $ 2,265,330 146,229 $ 2,400,000 $ 2,700,000 $ Other Taxes 1,734,220 $ 1,800,589 $ 1,687,800 $ 1,266,800 $ Intergovernmental 2,633,423 $ 7,233,142 $ 6,887,165 $ 2,431,700 $ Other Revenue 737,600 $- $ 88,000 $ 105,000 $
Charges for Services 5,061,683 $ 6,366,388 $ 8,015,598 $ 9,091,000 $ Transfers In 733,007 $ 1,130,919 $ 1,130,900 $ 1,291,900 $ $ 43,581,524 36,420,923 $ 50,677,370 $ 48,941,100 $
Expenditures
Total General Fund Exp.
72 7.d
Packet Pg. 269 Attachment: Attachment 4 - Proposed Budget Book FY 23-24 [Revision 1] (5392 : Adoption of FY 2023-24 Operating and Capital Budget) Key general fund revenue categories are further described below:
Property tax
Property tax is the City’s largest tax revenue source. Property tax revenue is collected and distributed by the County of San Mateo based on applying the constitutionally limited tax rate of 1% to the assessed value of certain secured and unsecured properties as determined by the County Assessor.
The City’s share of this property tax revenue is approximately 23.66%, less than the rebate back to the State for Educational Revenue Augmentation Fund (ERAF), which would bring the City’s General Fund portion of property tax revenue down to a net share of about 19 cents per each dollar of tax collected.
Where Do Property Taxes Go?
Based on the City’s largest Tax Rate Area (TRA)
The City considers the historical rate of changes and economic conditions when forecasting property tax revenue. Property tax revenue shows increases based on figures from the San Mateo County Assessor’s Office. This is consistent with trends throughout the County.
While the property tax budget revenue assumes a 4.2% increase for base property tax based on prior-year trends, and information received from the San Mateo County Controller’s Office, the FY 2023-24 budget recommendation for overall property taxes of $16.2 million will be an increase of $0.65 million over the FY 2022-23 Revised Budget. 73 7.d
Packet Pg. 270 Attachment: Attachment 4 - Proposed Budget Book FY 23-24 [Revision 1] (5392 : Adoption of FY 2023-24 Operating and Capital Budget) Sales and Use Tax
The Sales Tax is currently the City’s fourth largest tax revenue source. Sales tax is collected by the State Board of Equalization against tangible items. The local portion is distributed to cities and counties based on the location of the sale.
Based on discussions with the City's sales tax advisor and sales tax projections prepared by HdL the local sales
activities forecast is expected to show slightly better performance than initially expected. This is due to an
increase in the Restaurants and Hotel category of 2.5% and the State / County pool allocation for online sales increasing
4.3% over the FY 2022-23 projections. The biggest offset is projected to occur in the Fuel and Service Stations industry group with a decrease of 7.7%. Total sales tax is estimated at $3.4 million, an additional
1.3% increase over the Revised FY 2022-23 Budget.
Measure Y
Measure Y is a ½ cent Transaction & Use Tax that was passed by the voters in the City of Pacifica in November 2022. The tax became effective April 1, 2023 and FY 2023-24 will be the first full year of collections. HdL projects this revenue to be $2.8 million in FY 2023-24. This revenue source is now the fifth-largest revenue category.
Transient Occupancy Taxes (TOT)
Transient occupancy taxes are assessed on The City’s seven hotels and lodging establishments, short-term-rental properties, and one RV Park at a rate of 12%, generating approximately $2.7 million in revenue per year. Based on the information provided by the City’s Chamber of Commerce, the Managing Agency for the Pacifica Hotel Business Improvement District, 328 available rooms in 2001 averaged about 73% occupancy to accommodate annual coastside visitors. The pre-pandemic coastside tourist profile included about 15% of foreign visitors, 22% domestic from other states, and around 63% from other parts of Northern California. International tourism is still in decline due to the impacts of COVID-19, yet domestic travel has rebounded. Increased occupancy rates also mean that these visitors contribute to Pacifica’s economy and sales tax by making purchases throughout the community.
HdL has provided updated estimates for the Transient
Occupancy Tax to increase only by $26,500 or 1%.
This is based on the rebound and full recovery in the
current year, including the short-term rental properties and the reopening of the Fairfield Hotel under the new
name with additional rooms.
74 7.d
Packet Pg. 271 Attachment: Attachment 4 - Proposed Budget Book FY 23-24 [Revision 1] (5392 : Adoption of FY 2023-24 Operating and Capital Budget) Charges for Services
Cost of Services fees are revised on an annual basis based on a review of the actual cost. This revenue source is approximately 19% of General Fund revenue and includes building, planning, other permits, recreation revenues and rentals, fines, and reimbursements. For FY 2023-24, charges for services are projected to increase by $1.1 million or 13.4% over the Revised FY 2022-23 Budget..
Vehicle License Fee (VLF) in Lieu
Vehicle License Fee (VLF) in Lieu is the third largest revenue category. Through the State, there has been insufficient ERAF to fund the VLF in Lieu allocation for FY's 2019-20, 2020-21, and 2021-22. Staff has previously reported to the Council a projected loss (delay) of this major revenue stream currently owed to the City by the State. In the past, the State has backfilled the VLF shortfall, but the State's payment lags two years behind the shortfall year. The state did pay the shortfall for FY 2019-20 and 2020-21 totaling $2.1 million, most of which occurred in this current fiscal year 2022-23. As of now, it is uncertain if the state will pay the true-up for FY 2021-22 ($691,185) due to be paid back to the City in FY 2023-24. Therefore, the VLF category shows a decrease of $1.5 million compared to FY 2022-23 due to the large payback in the current FY 2022-23 and no shortfall backfill planned by the state in FY 2023-24.
Other &DWHJRULHV
Other Revenues include the Intergovernmental category, which includes revenues received from the Federal, State, County, and other governmental agencies. Other significant revenue categories include the Utility Users Tax (UUT), Cannabis Operations Tax and Business License Tax.
GENERAL FUND EXPENDITURES
75 7.d
Packet Pg. 272 Attachment: Attachment 4 - Proposed Budget Book FY 23-24 [Revision 1] (5392 : Adoption of FY 2023-24 Operating and Capital Budget) The 2023-24 General Fund Budget expenditures of $48.6 million show $176,029 or
0.4% increase in spending over the Revised 2022-23 Budget.
The increase in expenditures in the coming year is
primarily due to the budget assumptions used to
develop the base budget.
TRANSFERS FOR CAPITAL PROJECT FUNDS
The General Fund helps to fund projects and
expenditures identified in the City’s Capital
Improvement Plan (CIP) that is budgeted in various
Special and Capital Funds.
Staff always strives to identify probable funding sources for projects and explore outside funding sources whenever possible. These include Federal and State Grants, County contributions, Gas Tax, and various other tax measures. When no external sources of funding can be identified, General Fund is allocated to help fund identified projects. In the FY 2023-24 proposed CIP, the General Fund contribution is $650,000. The City’s FY 2023-24 $21.1 million Capital Program is quite aggressive and is comprised of 38 capital projects.
Additional information on the City’s Capital Improvement Program can be found in the FY 2023-2028 CIP Budget document.
RESERVES AND ASSIGNED FUNDS
The City’s Fund Balance Policy identifies fund balances (or reserves) that fall into the following categories: non-spendable items or portions of fund balance that cannot be liquidated, restricted amounts for use by outside agencies, committed amounts by Council action such as emergency /contingency reserves and assigned balances to pay off unfunded liabilities and to fund infrastructure improvements.
In accordance with GASB Statement No. 54 requirements and the City policy, the Council established the following designations or contingencies of the General Fund Committed Balance.
¾ Budget Shortfall Policy Reserve of 10% of Expenditures ($4.8 million) 2020-21
Actual
2021-22
Actual
2022-23
Amended
Budget Actual
2023-24
Adopted
Budget
Salaries & Benefits 25,098,441 $ 27,270,356 $ 30,677,431 $ 31,031,756 $ Contract Services 5,669,667 $ 7,201,485 $ 11,041,884 $ 9,871,600 $ Material/Supplies/Maintenance 3,210,913 $ 3,610,220 $ 3,611,531 $ 3,677,700 $ Transfers/Allocations Out 852,000 $ 2,105,875 $ 2,445,381 $ 3,376,200 $ Transfers Out - Capital 1,009,270 $ 3,000,000 $ 655,000 $ 650,000 $ Total General Fund Exp. $ 43,187,936 35,840,292 $ 48,431,227 $ 48,607,256 $ Expenditures
76 7.d
Packet Pg. 273 Attachment: Attachment 4 - Proposed Budget Book FY 23-24 [Revision 1] (5392 : Adoption of FY 2023-24 Operating and Capital Budget) ¾ Facilities Maintenance & Replacement (restored back to $0.2 million) ¾ Compensated Absences Reserve ($0.2 million)
¾ Child Care Reserve ($0.5 million)
¾ Legal Reserves ($0.1 million)
The General Fund balances for the FY 2023-24 Recommended Budget are detailed in the table below. If all options presented in this report are approved by the Council, the City will have a balanced FY 2023-24 Budget with an undesignated General Fund Balance of approximately $8.4 million.
The Committed Contingency Reserves provide funds for the City to cover unexpected and sharp drops in revenues due to the economic fluctuations, emergencies, and other unanticipated expenditures and events. The City’s policy requires to set aside 10% of budgeted annual operating expenses. In calculating the FY 2023-24 operating 10% contingency reserves, staff included operating transfers in the expenditures figures and set aside nearly $4.8 million for this purpose. Together with other contingencies in the above table, the FY2023-24 total assigned reserves are $5.8 million or 17.6% of the General Fund operating expenditures (excluding one-time and capital transfers). The unassigned General Fund Balance is projected at $8.4 million, and when combined with Designations Actual
FY 2021-22
Adopted FY
2022-23
Revised
2022-23
FY 2023-24
Adj Base
Budget
6/12/23
FY 2023-24
Adopted
Beginning Fund Balance 15,669,797 $ 16,063,391 $ 16,063,391 $ 18,309,534 $ 18,309,534 $ Total Revenue 43,581,527 47,275,263 50,677,370 48,694,400 48,941,100 Total Operating Expenditures 40,187,933 46,617,227 47,776,227 47,108,426 47,957,256 Total Capital Project Expenditures 3,000,000 655,000 655,000 650,000 650,000 Ending Fund Balance 16,063,391 16,066,427 18,309,534 19,245,508 18,643,378 Non-Spendable 3,768,557 4,371,453 4,480,137 4,417,515 4,417,515 Assigned Reserves
Policy Level of 10% of Expenditures 4,018,793 4,661,723 4,777,623 4,710,843 4,795,726 Facility Maintenance & Replacement 205,000 205,000 205,000 205,000 205,000 Compensated Absences 200,000 200,000 200,000 200,000 200,000 Child Care Reserve 697,908 488,591 488,591 488,591 488,591 Legal Reserves 100,000 100,000 100,000 100,000 100,000
Assigned Reserves 5,221,701 5,655,314 5,771,214 5,704,434 5,789,317 Total Designations 8,990,258 10,026,767 10,251,350 10,121,948 10,206,831 Unassigned Fund Balance 7,073,133 6,039,660 8,058,184 9,123,560 8,436,547 Operating Expenses 40,187,933 46,617,227 47,776,227 47,108,426 47,957,256 Unassigned Fund Balance as % of Op. Expenses 18% 13.0% 16.9% 19% 18% 77 7.d
Packet Pg. 274 Attachment: Attachment 4 - Proposed Budget Book FY 23-24 [Revision 1] (5392 : Adoption of FY 2023-24 Operating and Capital Budget) the 10% contingency reserve of $4.7 million mentioned above, the total General Fund reserves exceed the minimum GFOA-recommended threshold of two months of operating revenues or expenditures.
78 7.d
Packet Pg. 275 Attachment: Attachment 4 - Proposed Budget Book FY 23-24 [Revision 1] (5392 : Adoption of FY 2023-24 Operating and Capital Budget) 2020-21
Actual
2021-22
Actual
2022-23
Amended
Budget Actual
2023-24
Adopted
Budget
Property Tax $ 14,500,404 15,131,117 $ 15,554,100 $ $ 16,204,900 Vehicle License Fees $ 4,355,327 2,643,981 $ 6,986,807 $ $ 5,508,600 Business License Tax $ 460,964 444,171 $ 453,000 $ $ 520,700 Cannabis Tax $ 839,527 775,261 $ 825,000 $ $ 950,000
Sales Tax $ 3,136,434 2,848,681 $ 3,356,000 $ $ 3,401,000 Measure Y $- - $ 650,000 $ $ 2,800,000
Transient Occupancy Tax $ 1,492,502 1,531,550 $ 2,643,000 $ $ 2,669,500 Utility Users Tax $ 2,265,330 2,146,229 $ 2,400,000 $ $ 2,700,000 Other Taxes $ 1,800,589 1,734,220 $ 1,687,800 $ $ 1,266,800 Intergovernmental $ 7,233,142 2,633,423 $ 6,887,165 $ $ 2,431,700 Other Revenue $- 737,600 $ 88,000 $ $ 105,000
Charges for Services $ 6,366,388 5,061,683 $ 8,015,598 $ $ 9,091,000 Transfers In 733,007 $ 1,130,919 $ 1,130,900 $ 1,291,900 $ $ 43,581,524 36,420,923 $ 50,677,370 $ 48,941,100 $
City of Pacifica
FY 2023-24 Budget
General Fund Revenue By Type
Expenditures
Total General Fund Exp.
$-
$2,000,000
$4,000,000
$6,000,000
$8,000,000
$10,000,000
$12,000,000
$14,000,000
$16,000,000
$18,000,000
2020-21 Actual 2021-22 Actual 2022-23 Amended Budget Actual 2023-24 Adopted Budget 79 7.d
Packet Pg. 276 Attachment: Attachment 4 - Proposed Budget Book FY 23-24 [Revision 1] (5392 : Adoption of FY 2023-24 Operating and Capital Budget) 2020-21 Actual 2021-22 Actual
2022-23
Amended
Budget Actual
2023-24
Adopted
Budget
Salaries & Benefits $ 27,270,356 25,098,441 $ 30,677,431 $ $ 31,031,756 Contract Services $ 7,201,485 5,669,667 $ 11,041,884 $ $ 9,871,600 Material/Supplies/Maintenance $ 3,610,220 3,210,913 $ 3,611,531 $ $ 3,677,700 Transfers/Allocations Out $ 2,105,875 852,000 $ 2,445,381 $ $ 3,376,200 Transfers Out - Capital 1,009,270 $ 3,000,000 $ 655,000 $ 650,000 $ Total General Fund Exp. $ 43,187,936 35,840,292 $ 48,431,227 $ 48,607,256 $ City of Pacifica
FY 2023-24 Budget
General Fund Expenditures By Type
Expenditures
$-
$5,000,000
$10,000,000
$15,000,000
$20,000,000
$25,000,000
$30,000,000
$35,000,000
2020-21 Actual 2021-22 Actual 2022-23 Amended Budget Actual 2023-24 Adopted Budget 80 7.d
Packet Pg. 277 Attachment: Attachment 4 - Proposed Budget Book FY 23-24 [Revision 1] (5392 : Adoption of FY 2023-24 Operating and Capital Budget) Actual Actual Amended Adopted
Budget Budget Budget Budget
20-21 21-22 22-23 23-24
Revenue
Taxes 27,255,209 $ $ 28,851,076 $ 34,555,707 $ 36,021,500 Property Tax 15,131,117 $ 14,500,404 $ 15,554,100 $ $ 16,204,900 Vehicle License Fees 2,643,981 $ 4,355,327 $ 6,986,807 $ $ 5,508,600 Business License Tax 444,171 $ 460,964 $ 453,000 $ $ 520,700 Cannabis Tax 775,261 $ 839,527 $ 825,000 $ $ 950,000
Sales Tax 2,848,681 $ 3,136,434 $ 3,356,000 $ $ 3,401,000 Measure Y - $- $ 650,000 $ $ 2,800,000
Transient Occupancy Tax 1,531,550 $ 1,492,502 $ 2,643,000 $ $ 2,669,500 Utility Users Tax 2,146,229 $ 2,265,330 $ 2,400,000 $ $ 2,700,000 Other Taxes 1,734,220 $ $ 1,800,589 $ 1,687,800 $ 1,266,800 Intergovernmental 2,633,423 $ 7,233,142 $ 6,887,165 $ $ 2,431,700 Other Revenue 737,600 $- $ 88,000 $ $ 105,000
Charges for Services 5,061,683 $ 6,366,388 $ 8,015,598 $ $ 9,091,000 Total Revenue 35,687,916 $ 42,450,605 $ 49,546,470 $ $ 47,649,200 Expenditures
Salaries & Benefits 25,098,441 $ 27,270,356 $ 30,677,431 $ $ 31,031,756 Contract Services 5,669,667 $ 7,201,485 $ 11,041,884 $ $ 9,871,600 Material/Supplies/Maintenance 3,210,913 $ 3,610,220 $ 3,611,531 $ $ 3,677,700 Total Expenditures 33,979,022 $ 38,082,061 $ 45,330,846 $ $ 44,581,056 Excess revenue over
(under) expenditures 1,708,894 $ 4,368,545 $ 4,215,624 $ $ 3,068,144 Other financing sources (uses)
Transfers In 733,007 $ 1,130,919 $ 1,130,900 $ $ 1,291,900 De Transfers/Allocations Out (852,000) $ (2,105,875) $ (2,445,381) $ $ (3,376,200) Transfers Out - Capital (1,009,270) $ (3,000,000) $ (655,000) $ $ (650,000) Total Financing Sources (uses) (1,128,263) $ (3,974,956) $ (1,969,481) $ $ (2,734,300) Excess revenue and other
sources over (under) expenditures
and other uses 580,631 $ 393,589 $ 2,246,143 $ $ 333,844 Beginning Net Assets, July 1 $ 15,669,802 15,089,171 $ 16,063,391 $ $ 18,309,534 Ending Net Assets, June 30 (Projected) $ 16,063,391 15,669,802 $ 18,309,534 $ 18,643,378 $ General Fund (01)
Statement of Revenue, Expenditures and Changes in Net Assets 81 7.d
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Packet Pg. 279 Attachment: Attachment 4 - Proposed Budget Book FY 23-24 [Revision 1] (5392 : Adoption of FY 2023-24 Operating and Capital Budget)
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83 7.d
Packet Pg. 280 Attachment: Attachment 4 - Proposed Budget Book FY 23-24 [Revision 1] (5392 : Adoption of FY 2023-24 Operating and Capital Budget)
REVENUE
2022-2023
Amended
Budget
2023-2024
Adopted
Budget
2024-2025
Projected
2025-2026
Projected
2026-2027
Projected
2027-2028
Projected
2028-2029
Projected
2029-2030
Projected
2030-2031
Projected
2031-2032
Projected
2032-2033
Projected
Property Tax 15,554,100 $ 16,204,900 $ 16,853,100 $ 17,527,200 $ 18,228,300 $ 18,957,400 $ 19,715,700 $ 20,504,300 $ 21,324,500 $ 22,177,500 $ 23,064,600 $Vehicle License Fees 6,986,807 5,508,600 5,728,900 5,958,100 6,196,400 6,444,300 6,702,100 6,970,200 7,249,000 7,539,000 7,840,600 Sales Tax 3,356,000 3,401,000 3,503,000 3,608,100 3,716,300 3,827,800 3,942,600 4,060,900 4,182,700 4,308,200 4,437,400Measure Y 650,000 2,800,000 2,884,000 2,970,500 3,059,600 3,151,400 3,245,900 3,343,300 3,443,600 3,546,900 3,653,300Transient Occupancy Tax 2,643,000 2,669,500 2,736,200 2,804,600 2,874,700 2,946,600 3,020,300 3,095,800 3,173,200 3,252,500 3,333,800Utility Users Tax 2,400,000 2,700,000 2,767,500 2,836,700 2,907,600 2,980,300 3,054,800 3,131,200 3,209,500 3,289,700 3,371,900Other Taxes 2,965,800 2,737,500 2,805,900 2,876,000 2,947,900 3,021,600 3,097,100 3,174,500 3,253,900 3,335,200 3,418,600Department/Program Revenues 10,292,251 11,522,700 11,753,200 11,988,300 12,228,100 12,472,700 12,722,200 12,976,600 13,236,100 13,500,800 13,770,800 Transfers In 1,130,900 1,291,900 1,291,900 1,291,900 1,291,900 1,291,900 1,291,900 1,291,900 1,291,900 1,291,900 1,291,900 Excess ERAF 88,000 105,000 105,000 105,000 105,000 105,000 105,000 105,000 105,000 105,000 105,000 ARPA 4,610,512 - - - - - - - - - -
Total Annual Revenue 50,677,370 $ 48,941,100 $ 50,428,700 $ 51,966,400 $ 53,555,800 $ 55,199,000 $ 56,897,600 $ 58,653,700 $ 60,469,400 $ 62,346,700 $ 64,287,900 $EXPENDITURES 2022-2023
Amended
Budget
2023-2024
Adopted
Budget
2024-2025
Projected
2025-2026
Projected
2026-2027
Projected
2027-2028
Projected
2028-2029
Projected
2029-2030
Projected
2030-2031
Projected
2031-2032
Projected
2032-2033
Projected
Salaries & Benefits 30,677,431 $ 31,031,756 $ 32,144,427 $ 33,315,290 $ 34,548,306 $ 35,847,738 $ 37,218,176 $ 38,664,557 $ 40,192,200 $ 41,806,830 $ 43,514,614 $Contract Services 11,041,884 9,871,600 10,115,390 10,368,275 10,627,482 10,893,169 11,165,498 11,444,635 11,730,751 12,024,020 12,324,620 Material/Supplies/Maintenance 3,611,531 3,677,700 3,717,921 3,764,395 3,811,450 3,859,093 3,907,332 3,956,174 4,005,626 4,055,696 4,106,392 Transfers Out - Debt Service 2,072,081 1,942,300 1,975,909 2,043,595 2,257,820 2,318,189 2,346,202 2,180,680 1,079,640 1,070,527 1,071,015Transfers/Allocations Out 373,300 1,433,900 1,476,917 1,521,225 1,566,861 1,613,867 1,662,283 1,712,152 1,763,516 1,816,422 1,870,914 Total Annual Operating Expenditures 47,776,227 $ 47,957,256 $ 49,430,564 $ 51,012,779 $ 52,811,919 $ 54,532,056 $ 56,299,491 $ 57,958,198 $ 58,771,733 $ 60,773,495 $ 62,887,556 $Transfers Out - Capital 655,000 $ 650,000 $ - $- $- $- $- $- $- $- $- $Total General Fund Expenditures 48,431,227 $ 48,607,256 $ 49,430,564 $ 51,012,779 $ 52,811,919 $ 54,532,056 $ 56,299,491 $ 57,958,198 $ 58,771,733 $ 60,773,495 $ 62,887,556 $GF Structural Surplus/Deficit 2,246,143 333,844 998,136 953,621 743,881 666,944 598,109 695,502 1,697,667 1,573,205 1,400,344% of GF Revenues 4.43% 0.68% 1.98% 1.84% 1.39% 1.21% 1.05% 1.19% 2.81% 2.52% 2.18%Projected Ending Fund Balance 18,309,534 $ 18,643,378 $ 19,641,514 $ 20,595,135 $ 21,339,016 $ 22,005,960 $ 22,604,069 $ 23,299,571 $ 24,997,238 $ 26,570,443 $ 27,970,786 $Non-Spendable, Restricted & Assigned 10,251,350 $ 10,206,832 $ 10,004,247 $ 10,162,478 $ 10,342,392 $ 10,514,406 $ 10,691,149 $ 10,857,020 $ 10,938,373 $ 11,138,550 $ 11,349,956 $Unassigned Fund Balance 8,058,184 $ 8,436,547 $ 9,637,267 $ 10,432,657 $ 10,996,624 $ 11,491,554 $ 11,912,920 $ 12,442,551 $ 14,058,864 $ 15,431,893 $ 16,620,831 $Total Available Reserves (Unassigned +10% Policy Designation) 12,835,807 13,232,272 14,580,323 15,533,935 16,277,816 16,944,760 17,542,869 18,238,371 19,936,038 21,509,243 22,909,586 Above/(Below) GFOA Guidelines 4,873,102 5,239,396 6,341,896 7,031,805 7,475,830 7,856,084 8,159,621 8,578,671 10,140,749 11,380,327 12,428,327 Available balance as % of Op. Exp 26.9% 27.6% 29.5% 30.5% 30.8% 31.1% 31.2% 31.5% 33.9% 35.4% 36.4% City of PacificaLong Term Financial Forecast Table and Assumptions General Fund 84 7.d
Attachment: Attachment 4 - Proposed Budget Book FY 23-24 [Revision 1] (5392 : Adoption of FY 2023-24 Operating and Capital Budget) City of Pacifica
FY 2023-24 Budget
General Fund Revenue By Department
Fire Dept
$429,400
1%
General
Government
$36,462,400
79%
PB&R
$4,671,300
10%
Planning
$3,699,200
8%
Police Dept
$513,100
1%
Public Works
$365,700
1% Fire Dept
General Government
PB&R
Planning
Police Dept
Public Works
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Packet Pg. 282 Attachment: Attachment 4 - Proposed Budget Book FY 23-24 [Revision 1] (5392 : Adoption of FY 2023-24 Operating and Capital Budget) Expenditures
2020-21
Actual
2021-22
Actual
2022-23
Amended
Budget Actual
2023-24
Adopted
Budget
Fire Dept 1,081,594 $ 1,186,477 $ 421,000 $ $ 429,400
General Government 30,274,707 $ 36,198,925 $ 40,961,919 $ $ 36,462,400 PB&R 2,205,441 $ 3,497,592 $ 4,399,282 $ $ 4,671,300
Planning 1,926,209 $ 1,844,683 $ 3,379,869 $ $ 3,699,200 Police Dept 572,027 $ 387,452 $ 506,800 $ $ 513,100
Public Works 360,944 $ 455,306 $ 358,500 $ 365,700 $
Total General Fund Exp. 36,420,923 $ 43,570,435 $ 50,027,370 $ 46,141,100 $ City of Pacifica
FY 2023-24 Budget
General Fund Revenue By Department
$-
$5,000,000
$10,000,000
$15,000,000
$20,000,000
$25,000,000
$30,000,000
$35,000,000
$40,000,000
$45,000,000
Fire Dept General
Government
PB&R Planning Police Dept Public Works
By Department Year over Year
2020-21 Actual 2021-22 Actual 2022-23 Amended Budget Actual 2023-24 Adopted Budget 86 7.d
Packet Pg. 283 Attachment: Attachment 4 - Proposed Budget Book FY 23-24 [Revision 1] (5392 : Adoption of FY 2023-24 Operating and Capital Budget) City of Pacifica
FY 2023-24 Budget
General Fund Expenditures By Department
Fire Dept
$7,969,668
16%
General
Government
$7,155,340
15%
Non
Departmental
$4,883,300
10%
PB&R
$5,862,623
12%
Planning
$5,831,718
12%
Police Dept
$12,003,585
25%
Public Works
$4,901,022
10%
Fire Dept
General Government
Non Departmental
PB&R
Planning
Police Dept
Public Works
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Packet Pg. 284 Attachment: Attachment 4 - Proposed Budget Book FY 23-24 [Revision 1] (5392 : Adoption of FY 2023-24 Operating and Capital Budget) Expenditures
2020-21
Actual
2021-22
Actual
2022-23
Amended
Budget Actual
2023-24
Adopted
Budget
Fire Dept 6,983,578 $ 7,857,056 $ 7,821,755 $ $ 7,969,668 General Government 5,024,509 $ 6,196,094 $ 7,911,434 $ $ 7,155,340 Non Departmental 2,976,590 $ 6,189,472 $ 5,036,681 $ $ 4,883,300 PB&R 4,384,857 $ 4,777,197 $ 5,658,925 $ $ 5,862,623
Planning 2,409,539 $ 3,056,701 $ 5,394,439 $ $ 5,831,718 Police Dept 10,114,604 $ 10,739,867 $ 11,506,318 $ $ 12,003,585 Public Works 3,946,616 $ 4,371,547 $ 5,101,675 $ 4,901,022 $ Total General Fund Exp. 35,840,292 $ 43,187,936 $ 48,431,227 $ 48,607,256 $ City of Pacifica
FY 2023-24 Budget
General Fund Expenditures By Department
$-
$2,000,000
$4,000,000
$6,000,000
$8,000,000
$10,000,000
$12,000,000
$14,000,000
Fire Dept General
Government
Non
Departmental
PB&R Planning Police Dept Public Works
By Department Year over Year
2020-21 Actual 2021-22 Actual 2022-23 Amended Budget Actual 2023-24 Adopted Budget 88 7.d
Packet Pg. 285 Attachment: Attachment 4 - Proposed Budget Book FY 23-24 [Revision 1] (5392 : Adoption of FY 2023-24 Operating and Capital Budget)
CITY OF PACIFICA
Department Work Programs
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Packet Pg. 287 Attachment: Attachment 4 - Proposed Budget Book FY 23-24 [Revision 1] (5392 : Adoption of FY 2023-24 Operating and Capital Budget) CITY OF 3$&,),&$
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Packet Pg. 288 Attachment: Attachment 4 - Proposed Budget Book FY 23-24 [Revision 1] (5392 : Adoption of FY 2023-24 Operating and Capital Budget)
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Packet Pg. 289 Attachment: Attachment 4 - Proposed Budget Book FY 23-24 [Revision 1] (5392 : Adoption of FY 2023-24 Operating and Capital Budget) &LW\&RXQFLO
Mission
The City of Pacifica provides exceptional services, maintains the small-town feel and safety of its unique community, and stewards its environment, coastal beauty, and recreational opportunities..
Description
The City Council is the governing body of the City. It provides community leadership, establishes policies that reflect the needs, wishes, and priorities of the community of Pacifica and enacts laws and adopts resolutions and ordinances. The Mayor and City Council represent the City on various local, regional, and state policy committees and commissions. The City Council appoints the City Manager, who is the City's chief executive and is responsible to the City Council for the proper and efficient management of all municipal activities. The City Council also appoints the City Attorney, who advises the City Council on all legal matters. The City Council meets the second and fourth Monday of each month in formal public session and occasionally in additional special meetings, study sessions and closed sessions.
Staffing
The Council is composed of five members who are elected by district for four-year staggered terms. The Mayor is appointed annually from among the elected Council members.
Service Level Priorities
x Deliberate on all matters brought before the City Council at its public meetings, and making decisions relative to those matters, while striving to meet the goals of the Strategic Plan.
x Establish priorities for the Pacifica municipal government’s Strategic Plan goals. x Allocate financial resources necessary to meet priorities and goals to provide community services.
Budget Highlights / Summary of Changes
The current level of service will be maintained. New policy application for specific budget amount allocation of $7,000 for each councilmember and additional $3,000 for new councilmember in the first year for training and conferences to be transparent and equitable about funding for professional development activities.
Fiscal Year 2022-2023 Accomplishments
x Adopted Ordinance related to Phase I of Heritage Tree / Tree Preservation ordinance updates.
x Adopted Ordinance implementing a cap on Short-Term Rentals permits. x Approved a Development Agreement related to Pacifica School District Workforce Housing Project.
93 7.d
Packet Pg. 290 Attachment: Attachment 4 - Proposed Budget Book FY 23-24 [Revision 1] (5392 : Adoption of FY 2023-24 Operating and Capital Budget) x Updated Council Rules and Code of Ethics.
x Returned to in-person City Council meetings with a hybrid video / teleconference option for public participation.
x Adopted 2022 Storm Drainage Master Plan.
x Provided Direction on Pacifica Economic Opportunities Study as part of Pacifica’s Vision 2025 & Beyond Plan.
x Approved the Draft 2023-2031 Housing Element Update for transmission to HCD. x Adopted City of Pacifica Strategic Plan, including the mission, vision, values, goals and strategies for the next seven years.
Fiscal Year 2023-2024 Goals / Strategic Priorities
x Enhance organizational and fiscal stability – improve staff retention, recruitment, mental health and wellness resources; consider possible tax and bond measures for 2024; prioritize implementation of Economic Opportunities Study. x Improve and steward City infrastructure, streets and facilities – complete selected stormwater and flooding improvements; advance the Beach Boulevard Resiliency and Esplanade Protection Projects; pursue planning and financing for Library projects; develop a facilities and equipment plan for public safety and the community center.
x Prioritize protection and development of affordable housing – complete the Housing Element Update; update the Short-Term Rental Ordinance; prioritize Housing Element program implementation.
x Pursue climate change adaptation and mitigation – update the Climate Action and Adaptation Plan; continue the urban forestry plan, tree canopy goals; update Pacifica’s Local Coastal Plan and improve communications and collaboration with the California Coastal Commission.
x Broaden public communications and collaboration, including appropriately leveraging community expertise and volunteers to advance City priorities and communicating available mental health resources to community. 94 7.d
Packet Pg. 291 Attachment: Attachment 4 - Proposed Budget Book FY 23-24 [Revision 1] (5392 : Adoption of FY 2023-24 Operating and Capital Budget) CITY OF PACIFICA FY 2023-24 Budget
City Council
Amended Adopted
Actual Actual Budget Budget
2020-21 2021-22 2022-23 2023-24
Expenditures
Salaries & Benefits 114,590 $ 121,419 $ 134,848 $ 159,600 $ Contract Services - $- $ 9,600 $ 9,800 $
Material/Supplies/Maintenance 82,744 $ 85,171 $ 44,900 $ 44,000 $ Total Expenditures 197,334 $ 206,590 $ 189,348 $ 213,400 $ Full-Time Equivalent Employees 5.00 5.00 5.00 5.00
$-
$50,000
$100,000
$150,000
$200,000
$250,000
2020-21 2021-22 2022-23 2023-24
Material/Supplies/Ma
intenance
Contract Services
Salaries & Benefits
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Packet Pg. 293 Attachment: Attachment 4 - Proposed Budget Book FY 23-24 [Revision 1] (5392 : Adoption of FY 2023-24 Operating and Capital Budget) CITY OF 3$&,),&$
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Packet Pg. 295 Attachment: Attachment 4 - Proposed Budget Book FY 23-24 [Revision 1] (5392 : Adoption of FY 2023-24 Operating and Capital Budget) City Manager's Office
Mission
The mission of the City Manager's Department is to provide overall leadership of the City, execute Council policy direction, and ensure that the City's policies and services are administered fairly to the residents and businesses of Pacifica, with excellent customer service, and prudent stewardship of tax revenues and other resources in support of a vibrant community with a broad range of public services and complex infrastructure.
Description
The Department provides overall management of City operations and oversight of City Departments. The City Manager is the City's chief executive and is responsible to the City Council for the proper and efficient management of all municipal activities. The City Manager advises the Council on the City's planning and financial needs, as well as other municipal matters, implements all laws and ordinances, manages City facilities, prepares and manages the budget, carries out the City's business, and administers the policies of the Council. The City Manager directs and coordinates the various departments and municipal services through appointed department directors who directly supervise and administer the various staff and operational elements of the City.
Staffing
The City Manager's Office is comprised of a City Manager, Assistant City Manager/Administrative Services Director, Economic Development Manager, Management Analyst, City Clerk, Deputy City Clerk, and Executive Assistant.
Service Level Changes
Current level of services to be maintained for the FY2023-24.
Budget Highlights / Summary of Changes
There are no significant changes to the FY 2023-24 budget.
City Manager's Office
Fiscal Year 2022-2023 Accomplishments
x Continued progress on all FY2022-23 Council Priorities; x Prepared November 2022 Ballot Measures and followed up the successful passage of Measure Y with the formation of a Measure Y Oversight Committee; x Completed Council Strategic Planning process and development of a balanced budget for FY2023-24;
x Onboarded a new councilmember(s) and new position(s) in the City Manager’s Office;
Service Priorities
x Oversee the delivery of public services in accordance with all federal and state laws and the policies, ordinances, and resolutions adopted by the City Council. x Direct and organize City departments, programs, and services. 99 7.d
Packet Pg. 296 Attachment: Attachment 4 - Proposed Budget Book FY 23-24 [Revision 1] (5392 : Adoption of FY 2023-24 Operating and Capital Budget) x Carry out City Council Strategic Plan.
x Recommend adoption of policies and ordinances as necessary. x Ensure the long-term fiscal viability of the City.
x Increase productivity, efficiency, and effectiveness of the organization. x Oversee public information, customer service, legislative advocacy and community engagement.
x Advise the City Council on matters regarding current and future fiscal, staffing, and program needs of the City.
x Enforce contracts, agreements, and permits authorized by the City Council.
Economic Development
Mission
The mission of the Economic Development Division is to grow the local economy, increase the City's tax revenue base, and create more jobs by facilitating and encouraging business growth, real estate attraction, and recognition of Pacifica as a great place to live work and play.
Description
The Economic Development Division serves the City's business community to support existing businesses and commercial property owners by providing accurate, useful, and timely information, connecting businesses with resources, serving as liaison with local business groups, supporting the Economic Development Committee, and supporting the interdepartmental activities and programs benefitting or impacting businesses.
Service Priorities
x Expand the City's revenue base to improve fiscal health and the local economy x Retain, expand and attract desirable businesses and jobs x Promote and market the City as an overnight destination x Evaluate and deliver projects that provide fiscal and economic benefit to the community
x Support businesses seeking to expand
x Strategically manage City land and building assets
Fiscal Year 2022-2023 Accomplishments
x Launched implementation of the Marketing Plan and developed successful ongoing marketing programs and initiatives to ensure post-pandemic recovery x Expanded the Shop Pacifica” e-gift program to 50 participating businesses, over 1,000 e-gift cards sold, resulting in boosting local economy in over $60,000 in new customer spending in Pacifica
x Developed and implemented a new “Workation” program to encourage visitors to consider visiting Pacifica as a destination for remote work from one of the City’s beachfront hotels and receive a promotional “Shop Pacifica” e-gift card to explore and enjoy participating local businesses.
100
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Packet Pg. 297 Attachment: Attachment 4 - Proposed Budget Book FY 23-24 [Revision 1] (5392 : Adoption of FY 2023-24 Operating and Capital Budget) x Completed the Vision 2025 & Beyond program as a long-term strategic planning project addressing fiscal sustainability, economic opportunities and community engagement to help develop and tell Pacifica’s story.
x Conducted the Economic Opportunities Study as part of the Vision 2025 & Beyond project to assess the City’s commercial economy and analyze the current and future economic opportunities in each of the City’s business zones and specific site development feasibility and fiscal and economic analysis. x Launched series of ongoing networking and educational events for small businesses and connecting them to local and regional resources through Rennesaunce Center and Small Business Development Center. x Conducted a Small Business Job Fair event for 29 participating small businesses offering over 50 local jobs and an onsight application process. x In partnership with the Economic Development Committee organized the City’s first “Blues & Brews” music festival filled with great music, local breweries and food trucks and fundraising opportunities for a future Pacifica Bike Park project. The event provided an opportunity to highlight and promote the Sharp Park business district and bring life to the downtown area.
x Assisted the Coastside Pride and the Economic Development Committee with the Pride event coordination that included roughly 1000 arrendees x Launched “Business Matters” e-newsletter as an effective communication channel with Pacifica businesses. This is an oingoing monthly publication to help build, connect and benefit the business community.
x Completed a recruitment of the new Economic Development Manager who will be joining the City in August.
Fiscal Year 2023-2024 Goals / Strategic Priorities
x Implementation of the Economic Opportunities Study to include preparation of the RFP for Beach Blvrd site subject to Surplus Land Act (SLA) process. x Obtain appraisal (MAI or Value Statement) for the Beach Blvd site x Conducting a feasibility assessment and developing an implementation plan for establishing a special tax increment financing district, such as CRD or EIFD for the Sharp Park and Rockaway business districts
x Continue expanding the City’s marketing programs, including “Shop Pacifica” and “Workations”
x Continue assisting the Economic Development Committee in implementation of their work plan.
x Continue working closely with the Hotel Business Improvement District on developing the efficient Hotel BID program that benefit the participating Pacifica hotels.
x Review the City’s signage program and implement reasonable changes that will result in improving signage, facades and landscaping to create and attractive, comfortable pedestrian experience in the public right-of way and enhanced shopping activity.
x Develop a calendar of existing events and consider expanding citywide events to reflect Pacifica’s climate with sunny, event friendly weather from May to October. 101
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Packet Pg. 298 Attachment: Attachment 4 - Proposed Budget Book FY 23-24 [Revision 1] (5392 : Adoption of FY 2023-24 Operating and Capital Budget) City Clerk
Mission
The mission of the City Clerk Department is to promote openness in government. The City Clerk's Office is committed to serving the citizens of our community in a neutral and ethical manner by providing equal access to open and transparent government, ensuring the integrity of the participatory process, bridging internal and external communication pathways, and enhancing the public's trust in local government.
Description
The City Clerk Department conducts regular and special general municipal elections in consolidation with the County of San Mateo for the election of City Councilmembers and local initiatives, referendums, and recalls. The Department administers Political Reform Act requirements related to campaign disclosure statements, conflict of interest filings, and AB1234 ethics training. Brown Act requirements are administered by the City Clerk Department, ensuring meetings, agendas, minutes, reports, public notices, resolutions, and ordinances are prepared, posted, and published pursuant to law. The City Clerk serves as Clerk of the Council and attends, monitors, and retains complete records of all City Council proceedings. The City Clerk ensures open and transparent access through records-related services, including records management, retention, and Public Records Act programs. Additionally, the City Clerk Department administers the boards and commissions program related to vacancies, orientation, commission handbook, and Maddy Act compliance. The City Clerk serves as the City's Elections Official, Political Reform Act Filing Officer, Records Manager, and Compliance Officer.
Service Priorities
x Provide City Council support, including agenda and packet preparation, public noticing, and distribution of materials to the City Council, staff, and the public. x Support City committees and commissions, including recruitment for vacancies and expiring terms, new member onboarding, and support staff liasions to the commitees and commissions related to agenda and packet preparation and distribution of materials to Commissioners, staff, and the public. x Process local legislation, including resolutions, ordinances, and minutes. x Oversee elections, including qualifying candidates, petitions, and ballot measures, processing all necessary resolutions, monitoring campaign filing requirements, and certifying election results.
x Maintain records and archives, including responses to public records requests.
Fiscal Year 2022-2023 Accomplishments
Highlights include:
x Managed the City's agenda management software, including making updates as needed, and provided training to staff.
x Processed 7 ordinances, 105 resolutions, 22 City Council Regular Meetings and Agenda Packets, 14 City Council Special Meetings and Study Sessions and Agenda Packets, 36 Proclamations, and 212 public records requests. x Managed vacancies and appointments to all City Committees, and Commissions. x Continued the Records Management and Scanning project. 102
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Packet Pg. 299 Attachment: Attachment 4 - Proposed Budget Book FY 23-24 [Revision 1] (5392 : Adoption of FY 2023-24 Operating and Capital Budget) x Conducted the City's November 8, 2022 General Municipal Election for three district-based Councilmember seats as well as two municipal ballot measures. x Transitioned from remote public meeting format to in-person hybrid video / teleconference meeting format for City Council and Planning Commission meetings upon termination of the declaration of the COVID-19 emergency.
Fiscal Year 2023-2024 Goals / Strategic Priorities
x Facilitate review of all City committee and commission charters as directed by City Council.
x Implement a Pilot 2023 Records Clean-Up Day in conjunction with the administration of the City’s Records and Information Management Policy and adopted Records Retention Schedules. Continue efforts for records scanning / digitization project.
x Facilitate recruitment for new City committees: Measure Y Citizens’ Oversight Committee and Climate Action and Adaptation Update Task Force. x Preparation activities related to potential municipal ballot measures for November 2024 election.
x Launch public interface for Customer Relations Management / Service Request portal via QAlert web-based platform.
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Packet Pg. 301 Attachment: Attachment 4 - Proposed Budget Book FY 23-24 [Revision 1] (5392 : Adoption of FY 2023-24 Operating and Capital Budget) CITY OF PACIFICA FY 2023-24 Budget
City Manager's Office
Amended Adopted
Actual Actual Budget Budget
2020-21 2021-22 2022-23 2023-24
Expenditures
Salaries & Benefits 707,039 $ 850,149 $ 1,621,023 $ 1,382,004 $ Contract Services 119,032 $ 628,037 $ 455,600 $ 679,900 $ Material/Supplies/Maintenance 91,838 $ 91,107 $ 282,400 $ 194,700 $ Total Expenditures 917,909 $ 1,569,294 $ 2,359,023 $ 2,256,604 $ Full-Time Equivalent Employees 4.50 5.50 6.50 6.50
$-
$500,000
$1,000,000
$1,500,000
$2,000,000
$2,500,000
2020-21 2021-22 2022-23 2023-24
Material/Supplies/Ma
intenance
Contract Services
Salaries & Benefits
105
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Packet Pg. 303 Attachment: Attachment 4 - Proposed Budget Book FY 23-24 [Revision 1] (5392 : Adoption of FY 2023-24 Operating and Capital Budget) &,7<2)3$&,),&$
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Packet Pg. 305 Attachment: Attachment 4 - Proposed Budget Book FY 23-24 [Revision 1] (5392 : Adoption of FY 2023-24 Operating and Capital Budget) City Attorney
Mission
The mission of the City Attorney is to provide the City with timely and high-quality legal advice, counsel, and representation.
Description
The City Attorney is appointed by the City Council to provide general legal services to the City Council, City Manager and City Departments. Legal services include attendance at meetings of the City Council and other City bodies as requested, rendition of legal advice on City matters to City staff, preparation of ordinances, resolutions, contracts, and other legal documents pertaining to City affairs, preparation of opinions regarding City matters as requested by appropriate City officials, and general municipal advice to all departments of the City. The City Attorney also provides special counsel services such as personnel, redevelopment, construction law and representation of the City in all matters of litigation.
Service Priorities
1. Deliver excellent legal advice by continuing to devote the time and resources necessary to assure that requests for opinions, ordinances, resolutions, contracts and all other non-litigation matters are completed in a timely and professional manner.
2. Work closely with the City Council, City Manager and City Staff to provide legal advice and training on all legal matters impacting or affecting the City.
3. Represent the City in negotiations involving complex agreements and contractual disputes.
4. Attend all regular City Council meetings and Special Meetings on an as-needed basis.
5. Attend Planning Commission meetings on an as-needed basis.
6. Attend weekly Executive Team meetings with City Manager and Department Heads.
8. Zealously and ethically represent the City by devoting the time and resources necessary to assure that each case is investigated, analyzed, researched, defended or prosecuted in accordance with the highest legal professional standards.
Staffing
The City Attorney is retained by the City Council through a contract relationship with the firm Burke, Williams & Sorensen, LLP. Michelle Marchetta Kenyon has been designated as the City Attorney who receives assistance from other attorneys in the firm who serve as both Assistant and Deputy City Attorneys. The City Attorney’s Office is charged with the task of serving as the legal counsel to the City Council, Planning Commission, City Manager, and City staff on all legal aspects of municipal operations. 109
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Packet Pg. 306 Attachment: Attachment 4 - Proposed Budget Book FY 23-24 [Revision 1] (5392 : Adoption of FY 2023-24 Operating and Capital Budget) Service Level Changes
For FY 2023-24, the City Attorney’s Office plans to continue its services and accessibility for the City Council, Planning Commission, City committees, staff, and the general public.
Budget Highlights / Summary of Changes
The City Attorney budget consists of costs for litigation, compensation, and operations of the City Attorney’s Office.
Fiscal Year 2022-2023 Accomplishments
x The City Attorney’s Office provided legal advice and support on all aspects of City operations. A sampling of significant accomplishments this past year include:
o Civic Center Campus Facilities bid award and contracting o Heritage Tree Ordinance Revisions
o General Plan Update
o Sharp Park Specific Plan adoption
o Measure Y Ballot Measure Advice and Implementation Following Voter Approval
Fiscal Year 2023-2024 Goals / Strategic Priorities
x Continue to provide efficient, cost-effective delivery of legal services and pursuit of additional cost recovery where appropriate.
x Continue to implement Council policy directives and ensure projects and directives are legally secure
x Continue to advise and assist the City Manager and staff in implementing Council policies and directives.
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Packet Pg. 307 Attachment: Attachment 4 - Proposed Budget Book FY 23-24 [Revision 1] (5392 : Adoption of FY 2023-24 Operating and Capital Budget) CITY OF PACIFICA FY 2023-24 Budget
City Attorney
Amended Adopted
Actual Actual Budget Budget
2020-21 2021-22 2022-23 2023-24
Expenditures
Salaries & Benefits* 40,283 $ 5,688 $ 51,686 $ $ -
Contract Services 1,042,949 $ 1,411,376 $ 1,865,000 $ 1,315,000 $ Material/Supplies/Maintenance 4,631 $ 4,611 $ 5,300 $ 5,400 $ Total Expenditures 1,087,864 $ 1,421,676 $ 1,921,986 $ 1,320,400 $ Full-Time Equivalent Employees 0.25 0.25 0.25 0.00
* Salaries and Benefits for prior years relate to a portion of the City Manager's executive assistant position. For FY 2023-24, the budget for this position is 100% in the City Manager's Office. $-
$500,000
$1,000,000
$1,500,000
$2,000,000
$2,500,000
2020-21 2021-22 2022-23 2023-24
Material/Supplies/Mai
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Packet Pg. 309 Attachment: Attachment 4 - Proposed Budget Book FY 23-24 [Revision 1] (5392 : Adoption of FY 2023-24 Operating and Capital Budget) CITY O)3$&,),&$
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Packet Pg. 311 Attachment: Attachment 4 - Proposed Budget Book FY 23-24 [Revision 1] (5392 : Adoption of FY 2023-24 Operating and Capital Budget) Administrative Services
Mission
The mission of the Administrative Services Department is to provide high-quality support services to all City departments, staff, and the community through internal services, including Finance, Human Resources, Information Technology, and Risk Management functions, and to ensure compliance with the City’s policies and procedures.
Description
The Administrative Services Department provides internal services and reliable technology resources to staff, members of the City Council, Committees and Commissions, and the community. The Department is responsible for all financial operations, properly recording financial transactions, implementing best practices in employee relations, providing quality internal customer service, and promoting a positive work environment for the City’s talented workforce. The Department prepares the City’s annual operating and capital budget and coordinates the external audit process, including preparing the City’s Annual Comprehensive Financial Report (ACFR). The Department also negotiates and administers contracts for services provided to the community.
Staffing
The Administrative Services Department is comprised of an Assistant City Manager/ Administrative Services Director (0.5 FTE), a Deputy Finance Director, Financial Analyst II, Accountant, two Accounting Technician positions, Information Technology Manager and three IT technicians, Human Resources Manager, and two Human Resources Analysts positions (one permanent and one limited-term).
Service Level Changes
FY2023-24 budget maintains the same level of services as the previous year.
Budget Highlights / Summary of Changes
The Finance, Human Resources, and Information Technology budget is included in the Administration Department budget with salaries and budget costs for the assigned staff per the applicable MOUs with the bargaining units. In addition, contract expenditures are budgeted for professional services, which reflect a 2% increase over the prior fiscal year’s budget.
Finance Division
Mission
The mission of the Finance Department is to maintain accurate financial reports, provide financial support to other departments, and ensure compliance with the City’s policies and procedures.
Description
The Finance Department is responsible for all financial operations. Finance tracks revenue, expenditures, and bonded debt and properly records all financial transactions in 115
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Packet Pg. 312 Attachment: Attachment 4 - Proposed Budget Book FY 23-24 [Revision 1] (5392 : Adoption of FY 2023-24 Operating and Capital Budget) accordance with Generally Acceptable Accounting Principles (GAAP) and the requirements of the Government Accounting Standards Board (GASB). The Department’s goals are to provide financial oversight and support, including implementation and enforcement of financial policies consistent with federal, state, and local mandates, as well as industry best practices.
Service Priorities
x Carry out Strategic Goals and City Council priorities relating to the City’s fiscal sustainability.
x Increase the productivity, efficiency, and effectiveness of the organization. x Advise the City Council on matters regarding current and future fiscal, staffing, and program needs of the City.
x Undertake financial planning and oversee the preparation of the annual budget. x Ensure internal controls through accountability, financial reporting, and audits. x Manage cash assets, including banking, cashiering, disbursements, and revenues. x Perform accounts payable, receivable, and payroll functions. x Fulfill the City Treasurer function, ensuring an appropriate investment of funds and debt service administration.
x Provide sound financial advice to the City Council, City Manager, and staff.
Financial Services 2022-2023 Accomplishments
x Successfully completed interim and final financial audits, and received a clean audit opinion and management letter from the independent auditors x Prepared Annual Comprehensive Financial Report (ACFR) and received the Certificate of Achievement for Excellence in Financial Reporting from the Government Finance Officers Association (GFOA).
x Processed 405 journal entries, 4900 vendor checks, 6,840 payroll checks, over 9800 invoices, and 490 business license applications.
x Completed and filed State Controller’s and other mandated financial reports in a timely manner.
x Implemented a new procurement system to enable City staff to unify the RFP process and compliance requirements citywide
x Completed the financial analysis and calculations of the City’s unfunded pension and OPEB liability and developed a funding policy guidelines to fund the Actuarily Determined Contribution (ADC) for OPEB and the minimum required contribution to reach 85% funded status in 20 years for Pension liability to realize a significant reduction in these liabilities during the next year-end closure and beyond. x Completed a needs assessment and prepared an RFP for the Enterprise Resource Planning (ERP) project, selected s solution, and negotiated a contract for a cloudbased application. x Completed actuarial valuation study for Other-Post-Employment-Benefits (OPEB) x Initiated Business License Tax audit and completed the audit for property management business category.
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Packet Pg. 313 Attachment: Attachment 4 - Proposed Budget Book FY 23-24 [Revision 1] (5392 : Adoption of FY 2023-24 Operating and Capital Budget) x Renegotiated City banking agreements to receive a high interest rate of 3.5% (up from .05% before)
x Diversified investment portfolio by opening safe and secure CDARS accounts compliance with the City’s investment policy, with a higher return rate than LAIF x Implemented the Modified Base Budget methodology and Redesigned the FY 2022-23 Budget Document and received the Distinguished Budget Presentation Award from the Government Finance Officers Association (GFOA) Fiscal Year 2023-24 Goals and Strategic Priorities
x Continue supporting the City Council’s Strategic Goals and priorities as they relate to the City’s Financial Operations
x Support the City’s Records Management project led by City Clerk’s Division by timely scanning financial reports
x Review purchasing policy and modify the City’s purchasing procedures to gain efficiency, reduce the time spent on contract and purchase order processing and conduct citywide training on new procedures.
x Continue to work with HdL to review the full-service TOT management program as it applies to the short-term vacation rental properties within city limits. x Continue to work with HdL on Business License Tax audits of different segments of the business community.
x Implementation of the Short-Term Rental (STR) Compliance Program to streamline the City’s STR regulations and provide adequate enforcement. x Complete the contract negotiations for the Enterprise Resource Planning system (ERP) and begin the implementation.
Risk Management
Mission
The mission of Risk Management is to enhance safety and protect citizens, employees, and assets of the City by fostering a culture of proactive risk management to effectively forecast, control, and mitigate the City’s risk through effective loss prevention, claims management, and risk financing.
Description
The Risk Management Department is comprised of two programs: General Liability and Workers Compensation. Risk Management implements safety policies, best practices, and procedures to mitigate the City’s risk exposure. The Risk Management Program protects City assets, provides liability insurance and claims management services, and promotes the safety and well-being of City employees. The program includes managing liability, property and auto claims, and insurance programs. It also develops risk reduction policies and procedures and ensures compliance with the City’s risk management operational best practices as enforced by the Pooled Liability Network Joint Powers Authority (PLAN JPA), and safety standards and regulations as defined by OSHA and the City’s Injury and Illness Prevention Program (IIPP). The budget is provided in the General Liability and Workers Compensation internal service funds and accounts for premiums as well as any settlements resulting from claims against the City. 117
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Packet Pg. 314 Attachment: Attachment 4 - Proposed Budget Book FY 23-24 [Revision 1] (5392 : Adoption of FY 2023-24 Operating and Capital Budget) Service Priorities
x Ensure the City has adequate insurance coverage for its operations. x Undertake and complete timely claims management.
x Promote policies and programs to reduce risk exposure. x Develop safety policies and procedures and implement risk management best practices to mitigate risk.
Risk Management 2022-2023 Accomplishments
x Timely managed General liability and Workers Compensation claims x Continued to ensure compliance with State-mandated safety training and provided ongoing training opportunities for City employees in areas of ergonomics, job hazard prevention, driver safety, contract selection and risk transfer, recreation risk management, and other aspects of general liability and workers’ compensation. x Provided citywide training for employees and supervisors on the City’s Risk Management Program and workers' compensation and risk management procedures
x Conducted training meetings and discussed best practices for consistency and handling of Workers compensation claim reporting in a timely manner, so that claim expenses and legal costs can be minimized
x Re-established the City’s Safety Committee and held regular meetings to ensure safety standards and comply with OSHA standards, regulations, and requirements to prevent work-related injuries and illness.
x Reviewed and revised the citywide Injury and Illness Prevention Program (IIPP) document and met and conferred with all employee groups before implementing it x Provided Reasonable Suspicion Testing Training for Supervisors related to CFR 49 Part 382/655 Regulations for Drug and Alcohol Use/Misuse & Drug Dependency.
x Pacifica’s Assistant City Manager was elected by the PLAN JPA Board to serve on the PLAN’s Executive and Risk Management Committees and also represent the entire PLAN JPA at the California Affiliated Risk Management Authorities (CARMA), an excess liability insurance pool six member JPA, with over 160 underlying municipal member agencies.
Fiscal Year 2023-2024 Goals and Strategic Priorities
x Support the Council's Strategic Goals and Priorities as they relate to the Risk Management Program
x Form the Risk Management Committee and hold regular meetings to identify, mitigate and reduce risks to the City
x Provide citywide training for employees and supervisors on the City’s Risk Management Program and workers' compensation and risk management procedures
x Update a citywide ADA Transition Plan to comply with the Americans with Disabilities Act and assure that City facilities, programs, and services are accessible to disabled citizens and employees.
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Packet Pg. 315 Attachment: Attachment 4 - Proposed Budget Book FY 23-24 [Revision 1] (5392 : Adoption of FY 2023-24 Operating and Capital Budget) x Process and handle General Liability and Workers compensation claims in a timely manner, and continue holding quarterly claims reviews with the insurance pools so that claim expenses and legal costs can be minimized. x Continue to comply with OSHA standards, regulations, and requirements to prevent work-related injuries and illness.
x Conduct a comprehensive risk management assessment of the City’s practices and procedures in various programs to identify risk factors and develop multi-year risk management goals and priorities for compliance with risk management best practices.
Human Resources Division
Mission
The mission of the Human Resources Division is to provide high-quality labor and employee relations, staff recruitment and retention, and staff professional development services that support the City’s objectives in serving the needs of the community.
Description
The Human Resources Division recruits, develops, and supports the organization’s most valuable resource ─ its staff. The Division implements best practices in recruitment, benefits management, professional development, labor relations, grievance management, policy development and implementation, and employee classification and compensation. In addition, the Division manages highly sensitive and confidential information to effectively conduct workplace investigations, implement practices to enhance employee performance, manage claims and ensure compliance with local, state, and federal labor regulations. The Division also participates in the Liebert Cassidy Whitmore Employment Relations Consortiums that offer training and professional development to local governments throughout the County to help recruit and retain talent in local government careers.
Service Priorities
x Created onboarding process to effectively educate and orient new staff. x Recruit, hire, develop, and retain a diverse and highly-talented professional staff. x Manage administrative and personnel policies and procedures and ensure compliance with related laws and regulations.
x Manage confidential information when consulting employees and handling personnel records.
x Manage labor relations with all bargaining units and unrepresented employees. x Manage grievances related to the Personnel Policies and Procedures and MOUs.
Human Resources 2022-2023 Accomplishments
x Significantly educed recruitment turnaround timeframe to more efficiently recruit and onboard new employees
x The City conducted 71 recruitments, processed 1,237 employment applications, and filled 90 vacancies during this fiscal year
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Packet Pg. 316 Attachment: Attachment 4 - Proposed Budget Book FY 23-24 [Revision 1] (5392 : Adoption of FY 2023-24 Operating and Capital Budget) x Established a collaborative work culture environment with all bargaining unit representatives in preparation for labor negotiations.
x Prepared an RFP and selected a consulting firm to conduct a comprehensive Classification and Compensation Study and completed a citywide salary survey in time for the labor negotiations.
x Worked with department Directors to develop employee recruitment and retention initiatives, including streamlined employee recognition programs, including the annual service awards, recognition of professional administrative day and other employee events
x Conducted sensitivity training in the Public Works Department. x Reviewed HR policies and procedures related to telecommuting and developed a citywide telecommuting policy.
x Continued to promote health and wellness throughout our workforce by contracting with a new Employee Assistance Program “CONCERN”.
x Negotiated new labor agreements and personnel policies and procedures with represented employee groups (in progress)
x Developed, updated and implemented a new hire orientation and enhanced onboarding process to effectively educate and orient new employees to ensure they have a positive experience when joining the City
x Recruited and contracted with 34th Street Consulting, Inc., to deliver Sexual Harassment Prevention Training for all supervisors, mangers, and employees of the city.
x Conducted open enrollment meetings to provide employees with information regarding medical, dental, vision, life, and retirement benefits. x Continued to collaborate with other local public agencies within the County of San Mateo and NorCal to stay informed of state and local developments and changes in employment laws that may affect the City.
Fiscal Year 2023-24 Goals and Strategic Priorities
x Research, develop, and implement a new employee evaluation procedure and process to provide both management and employee with an improved performance evaluation format.
x Schedule and provide Conflict Resolution Training for all employees. x Continue to support Department Directors to generate best practices on maintaining strong staffing with employee recruitment and retention initiatives. x Work with the City Attorney’s office on updating the City’s HR policies and procedures.
x Provide monthly communication to all employees via email and continue to promote health and wellness throughout our workforce.
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Packet Pg. 317 Attachment: Attachment 4 - Proposed Budget Book FY 23-24 [Revision 1] (5392 : Adoption of FY 2023-24 Operating and Capital Budget) x Support the City’s Records Management project led by the City Clerk’s Office. x Continue to work collaboratively with consultant and all departments on completing the classification study and updating job classifications as needed. x Continue reviewing and updating personnel policies and procedures Information Technology Division
Mission
The mission of the Information Technology Division is to provide high-quality technologybased services that support the City’s goal to effectively serve the needs of the community.
Description
The Information Technology Division manages the City’s information technology program, provides and maintains appropriate hardware and software to City departments, develops and maintains a secure network infrastructure, manages the City’s data and voice infrastructure maintains the City’s telecommunication systems, and manages the City’s website. The Division ensures that staff has the resources and training to effectively use equipment and technology in furtherance of their departmental goals.
Service Priorities
x Enhance staff productivity with a secure network, desktop, portable hardware, and supporting software.
x Minimize IT equipment downtime and maximize response time and maintain IT systems for disaster recovery and business continuity.
x Maintain an effective, visitor-friendly, and informative website that conveys the City’s image, mission, and services.
Information Technology 2022-2023 Accomplishments
x Replaced aging wireless access points at all City facilities to expand coverage and access
x Completed City Council Chambers audio/video equipment upgrade project x Completed City Council Chambers network upgrade project x Implemented full hybrid IT environment for City Council meetings x Upgraded and virtualized card access system for doors at PD x Completed website migration to new platform (GovAccess) x Completed PD radio system infrastructure upgrade project x Completed city-wide WiFi upgrade project
Fiscal Year 2023-2024 Goals and Strategic Priorities
x Roll out MFA (Multi-factor authentication) City-wide on Microsoft services to improve security and mitigate Cyberthreats
x Upgrade existing backup system to improve security and reduce recovery time of systems
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Packet Pg. 318 Attachment: Attachment 4 - Proposed Budget Book FY 23-24 [Revision 1] (5392 : Adoption of FY 2023-24 Operating and Capital Budget) x Deploy a new Citywide VoIP (Voice over IP) solution to replace the legacy phone system
x Set up a mobile device management system to more accurate secure, manage, and track City-issued mobile devices (iPhones, iPads, Laptops) x Replace aging wireless access points at all City facilities to expand coverage and access
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Packet Pg. 319 Attachment: Attachment 4 - Proposed Budget Book FY 23-24 [Revision 1] (5392 : Adoption of FY 2023-24 Operating and Capital Budget) CITY OF PACIFICA FY 2023-24 Budget
Administrative Services
Amended Adopted
Actual Actual Budget Budget
2020-21 2021-22 2022-23 2023-24
Expenditures
Salaries & Benefits 1,920,714 $ 1,926,292 $ 2,255,887 $ 2,149,936 $ Contract Services 714,698 $ 922,027 $ 975,390 $ 1,002,500 $ Material/Supplies/Maintenance 185,990 $ 150,216 $ 209,800 $ 212,500 $ Total Expenditures 2,821,402 $ 2,998,534 $ 3,441,077 $ 3,364,936 $ Full-Time Equivalent Employees 12.50 13.00 14.00 14.00
$-
$500,000
$1,000,000
$1,500,000
$2,000,000
$2,500,000
$3,000,000
$3,500,000
$4,000,000
2020-21 2021-22 2022-23 2023-24
Material/Supplies/Mai
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Packet Pg. 321 Attachment: Attachment 4 - Proposed Budget Book FY 23-24 [Revision 1] (5392 : Adoption of FY 2023-24 Operating and Capital Budget) CITY OF 3$&,),&$
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Packet Pg. 323 Attachment: Attachment 4 - Proposed Budget Book FY 23-24 [Revision 1] (5392 : Adoption of FY 2023-24 Operating and Capital Budget) Police Department
Mission
The mission of the Pacifica Police Department is to protect and serve the members of our community with the highest level of commitment, ethics, and professionalism.
Description
The Police Department provides for the safeguarding of constitutional guarantees; the preservation of peace, order, and safety by fair, unbiased, and practical enforcement of laws and ordinances; reduction of injuries and deaths related to traffic collisions; addressing quality of life issues; and the prevention of crime through a proactive and collaborative effort with the community.
Service Priorities
x Provide law enforcement services to the community with a full-service methodology.
x Response to life-threatening emergency and urgent criminal event calls for service. x Response to calls for service related to non-urgent criminal events, traffic complaints, and quality of life issues within the community. x Traffic enforcement and investigation to reduce the number of persons injured and killed in the city as a result of traffic collisions.
x Community engagement to foster positive, collaborative relationships with community members in an effort to increase community policing opportunities. x Provide emergency management services to the City via emergency preparedness planning and liaison work with Federal, State, and County entities. x Provide first responder services to the unhoused and those with mental illness or substance abuse issues.
Staffing
The Police Department is comprised of 33 authorized sworn peace officer positions, 4- full time support positions and 1 part-time support position. Departmental staff are assigned to one of 2 divisions within the department, the Field Services Division and the Administrative/Investigative Services Division. Patrol Services, Traffic and Community Policing reside primarily in the Field Services Division. Records, Fiscal Management, Training, Technical Support, Investigations, Juvenile, Evidence, Property and Communications are conducted through the Investigations/Administration Division.
Police Reserves, and Citizen Volunteers also provide key assistance with several of these programs.
Service Level Changes
FY2023-24 budget includes 1 full time Star Vista Clinician to enhance police response to incidents involving individuals experiencing mental health crisis, substance abuse and homelessness in Pacifica.
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Packet Pg. 324 Attachment: Attachment 4 - Proposed Budget Book FY 23-24 [Revision 1] (5392 : Adoption of FY 2023-24 Operating and Capital Budget) Budget Highlights / Summary of Changes
The main budget change is from the addition of the Mental Health Clinician for funding a two-year position. The FY 2023-24 cost is $140,000.
Update our current body worn camera system, in-car camera system and tasers. Enter a five year contract with a vendor at annual cost of approximately $100,000 a year.
Field Services Division
Mission
The Mission of the Field Services Division is to provide first-line response to emergency and non-emergency calls for service from community members, enforce laws and ordinances, and address quality of life issues through best practice community-oriented policing strategies.
Description
The Field Services Division consists of sworn, unformed Peace Officers, volunteer Reserve Peace Officers, and non-sworn Community Service Officers.
Service Priorities
x Respond to life-threatening emergencies
x Respond to non-emergency calls for service
x Prevention of crime through collaborative efforts with the community x Prevention of traffic collisions causing injury and death through proactive enforcement and community education
x Investigate criminal cases and present them to the District Attorney’s Office for prosecution
x Investigate traffic collisions
x Liaison to the Emergency Preparadness Safety Commission.
Administrative / Investigative Division
Mission
The Mission of the Administrative/Investigative Division is to provide administrative support services related to records, policy, and training via sworn and support staff.
Further, the Division provides criminal investigative services via sworn personnel.
Description
The Administrative/Investigative Division is comprised of Police Records personnel, police detectives, property and evidence personnel, and administrative support personnel.
Service Priorities
x Provide record-keeping services related to report classification and retention. x Provide critical data entry related to Federal and State legal mandates. 128
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Packet Pg. 325 Attachment: Attachment 4 - Proposed Budget Book FY 23-24 [Revision 1] (5392 : Adoption of FY 2023-24 Operating and Capital Budget) x Provide community member assistance via a front counter and telephone communications.
x Complete legally mandated tasks related to police records. x Provide complex criminal investigative services related to property crimes and crimes against persons.
x Process crime scene evidence and securely store it for criminal proceedings. x Schedule and monitor training of all department personnel. x Provide administrative support to Command personnel.
x Prepare for City emergencies through the Emergency Manager, including training and coordination of CERT volunteers.
Fiscal Year 2022-2023 Accomplishments
x Community engagement and regular meetings regarding social justice issues related to law enforcement.
x Implemented and met regularly with the newly formed Chiefs Advisory Panel. x Successful implementation of a program to comply with AB 953 (Racial Identity and Profiling Act) requirements.
x Successful implementation of mandated California Incident-Based Reporting System (CIBRS) and the National Incident-Based Reporting System (NIBRS) requirements.
x Continued commitment to training officers in Crisis Intervention (CIT). 97% of sworn staff has been trained.
x Increased bias-free policing training and increased less-lethal force options available to officers.
x Successful audit from Peace Officers Standards and Training (POST) regarding departmental hiring process/documents and compliance with mandated training requirements.
x TEA is in the final phase of completion of our police radio infrastructure project. x Collaborated with City departments and the Pacifica Resource Center and implemented the Oversize Vehicle Permit Parking Program. x Successful Implementation of the SAFE Parking Permit Program by utilizing our ARPA Funded Community Service Officer.
x Completed our first full year of Stop Data reporting to DOJ and was certified by the FBI for successfully reporting crime stats with less than 5% error rate. x Micro Film convestion project has been completed, which allows records staff to start purging old reports.
x On boarded three per deim record staff members to assist with several propjects. x Hired a full time Administrative Assistant.
x Hired a full time Police Officer and completed the Field Training Program. x Implemented a “watch report” to share commmunication on crime trends and calls for service.
x Updated our transparency portal on the police department website. x Participated in community disaster preparadness events including the Pacifica Wildfire Awarness Event, and the San Mateo County Disaster Prepardness Day. x Obtained a California Office of Traffic Safey Grant in the amount of $75,000. 129
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Packet Pg. 326 Attachment: Attachment 4 - Proposed Budget Book FY 23-24 [Revision 1] (5392 : Adoption of FY 2023-24 Operating and Capital Budget) x Increased community communication through more frequently issuing press releases and social media posts.
x Continued to maintain service levels despite several vacant police officer positions. x Employee Appreciation Event “taco truck tuesday” during Police Appreciation Week 2023.
x Promoted 1 Police Sergeant and 2 Police Corporals.
x Through an exhaustive nation wide search the City of Pacifica hired a new Police Chief.
Fiscal Year 2023-2024 Goals / Strategic Priorities
x Invest in a healthy and engaged workforce with the development of a robust employee wellness plan.
x Continue items previously identified in the Policing in Pacifica workplan. x Hire a Mental Health Clinician that will support our officers in dealing with persons in crisis, and addressing our unhoused population.
x Enhance our recruiting efforts to ensure recruitment and retention levels are not impacted.
x Fill our 4 vacant police officer positions all while retaining our current staff. x Continue CIT training for officers, seeking 100% of personnel trained. x Continue to seek community engagement opportunities to further build community relationships.
x Identify sources of grant funding to assist with traffic and alcoholic beverage control related issues.
x Continue to work with residents in the fairway neighborhood and GGNRA to address parking issues and access to Mori Point.
x Update our Body Worn Camera System, In-Car Camera System and Tasers, so our officers are equipped properly and to ensure the communites expectations are met all while providing the upmost transparency.
x The Investigations Division will continue to mamage the ever increasing case load generated in Pacifica, coordinate with patrol for smooth information exchange, continue to work with allied agencies, and stay abreast of modern investigation techniques and laws.
x Continue to formally recognize Employee of the Quarter and Employee of the Year. 130
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Packet Pg. 327 Attachment: Attachment 4 - Proposed Budget Book FY 23-24 [Revision 1] (5392 : Adoption of FY 2023-24 Operating and Capital Budget) CITY OF PACIFICA FY 2023-24 Budget
Police Department
Amended Adopted
Actual Actual Budget Budget
2020-21 2021-22 2022-23 2023-24
Expenditures
Salaries & Benefits 8,473,477 $ 9,203,724 $ 9,875,518 $ 10,246,185 $ Contract Services 829,772 $ 851,975 $ 909,200 $ 1,026,800 $ Material/Supplies/Maintenance 811,354 $ 684,169 $ 721,600 $ 730,600 $ Total Expenditures 10,114,604 $ 10,739,867 $ 11,506,318 $ 12,003,585 $ Revenue Sources
Charges for Services 312,383 $ 245,428 $ 316,800 $ 323,100 $ Intergovernmental 108,343 $ 63,160 $ 40,000 $ 40,000 $
Total Revenues $ 308,589 420,726 $ 356,800 $ 363,100 $
Full-Time Equivalent Employees 37.00 38.50 39.50 39.50
$-
$2,000,000
$4,000,000
$6,000,000
$8,000,000
$10,000,000
$12,000,000
$14,000,000
2020-21 2021-22 2022-23 2023-24
Material/Supplies/Mai
ntenance
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Salaries & Benefits
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Packet Pg. 329 Attachment: Attachment 4 - Proposed Budget Book FY 23-24 [Revision 1] (5392 : Adoption of FY 2023-24 Operating and Capital Budget) CITY OF 3$&,),&$
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Packet Pg. 330 Attachment: Attachment 4 - Proposed Budget Book FY 23-24 [Revision 1] (5392 : Adoption of FY 2023-24 Operating and Capital Budget) d,/^W'
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Packet Pg. 331 Attachment: Attachment 4 - Proposed Budget Book FY 23-24 [Revision 1] (5392 : Adoption of FY 2023-24 Operating and Capital Budget) North County Fire Authority
Mission
Be Kind – Always Prepared – Care for Others
Description
Emergency Response: Provides life-saving services and overall assistance to residents, businesses, and visitors by responding to and mitigating emergency and non-emergency incidents and events, such as Emergency Medical Pre-Hospital Care and Advanced Life Services, Fire Suppression, Fire Search and Rescue, Low and High Angel Rescues, Urban Search and Rescue, Structural Collapse, Vehicle Accidents and Extrications, Terrorism, Multi-Casualty Incidents (MCIs) and WMD Special Operations, Hazardous Materials Releases, and Public Assistance.
Fire and Life Safety Code Compliance and Fire Investigations: Minimize loss of life and property from fires and hazardous materials releases. Provide on-site fire and life safety code compliance inspections and re-inspections to businesses, multi-family, and permitted occupancies through dedicated safety inspectors and fire companies, as well as fire protection planning through new construction and tenant improvement plan review services and inspections, resulting in a fire and hazardous materials safe environment.
When fires occur, complete fire investigations to determine the fire cause, origin, and if possible the responsible party if illegal activity is involved.
Community Outreach and Public Education: Educates the community in the reduction of injuries, loss of life, and property damage from fires and other accidents or events, as well as providing emergency planning and disaster preparedness for individuals, families, and through Community Emergency Response Team (CERT) participants.
Organizational Support, Strategy, and Maintenance of Effort: Administration, Leadership, Oversight, Budget and Accounts Payable, Human Resources, Community Emergency Planning, Preparedness and Response, Mandated and Recurrent Training and Certifications; Equipment, Facilities and Grounds, Safety, Health and Wellness, Apparatus and Vehicles, Master and Operational Planning, Grant Awards Management, Communications Systems, and Information Technology.
Service Priorities
The Fire Department will support citywide priorities through the following:
Economic Development/Revenue Enhancement: Complete thorough and timely plans check reviews and construction inspections. Provide positive customer relationships through professional consultations regarding development, new business, and expansion opportunities. Continue to look for cooperative agreements, which reduce cost, enhance service delivery, and provides for revenue and reimbursements.
Public Safety: Stop the escalation of medical emergencies by providing pre-hospital care medical treatment and or advanced life support services through paramedic fire 135
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Packet Pg. 332 Attachment: Attachment 4 - Proposed Budget Book FY 23-24 [Revision 1] (5392 : Adoption of FY 2023-24 Operating and Capital Budget) companies. Stop the escalation of structure fires by confining the damage near the room of origin and limiting heat and smoke damage to the area or floor of fire origin. Stop the escalation of all other emergencies and mitigate those effectively and efficiently.
Complete annual fire and life safety inspections of all commercial, permitted, and multifamily occupancies. Complete required and mandated training, as well as re-certifications for all employees.
Community / Civic Support: Continue to achieve an excellent overall customer service rating in delivery of emergency and non-emergency services. Continue providing community outreach and public education programs designed to prevent fire, injuries, accidents, and other elements making for a safer city. Provide for emergency preparedness and community outreach programs to educate the public with regard to disasters and becoming self-sufficient until help arrives.
Staffing
The North County Fire Authority (NCFA), which provides fire services to the Cities of Pacifica, Daly City and Brisbane, is comprised of 3 Bureaus consisting of the Operations, Special Services and Administrative Services, supported by 7 Divisions, which are Emergency Medical Services, Training, Special Operations, Emergency Planning, Fire Prevention, Technical Services and Support Services. NCFA daily staffing across all jurisdictions is approximately 35 personnel, which cover fire engines, ladder trucks, rescue units, USAR Heavy rescue, battalion chiefs, duty chief and investigators/PIOs.
Service Level Changes
FY2023-24 budget includes no service level changes.
Budget Highlights / Summary of Changes
Capital acquisitions and replacement of structural firefighting personal protect equipment and handheld portable radios.
Fiscal Year 2022-2023 Accomplishments
Emergency Operations and Training
x Achieved an overall “Customer Satisfaction” rating of 98% in the delivery of emergency and non-emergency services.
x Continued implementation of NCFA Pandemic Response Plan focusing on preparedness, response, personnel protective equipment and operational readiness.
x Deployed fire companies and chief officers to multiple major wildfire incidents throughout California through the Statewide Fire and Rescue Mutual Aid system. x Developed a NCFA 5 Year Business and Operational “Strategic Plan” establishing goals and benchmarks for accomplishments in concert with the NCFA 10 Year Business and Operational “Strategic Plan”. x Achieved getting a first due fire company on scene in 5 minutes and 28 seconds to all fire and medical emergencies from time of dispatch to arrival. x Completed a new hire firefighter recruit academy through the NCFA Training 136
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Packet Pg. 333 Attachment: Attachment 4 - Proposed Budget Book FY 23-24 [Revision 1] (5392 : Adoption of FY 2023-24 Operating and Capital Budget) Division.
x Provided Pre-Hospital Advanced Life Saving (ALS) medical interventions and treatments for residents, businesses and visitors through paramedics staffed engine and truck companies, as well over 50% of emergency medical services were for senior citizens.
x Completed all required annual training, continuing education and certifications for our fire company-based paramedics and emergency medical technicians, x Averaged 240 hours per firefighter over the year of in-service recurrent and mandated training through efforts of the Operations Bureau, Training Division and Special Operations Division.
Public Education and Community Outreach
x Administered and implemented a chipping program through grant funding to make designated roadways safer from wildfire intrusion during evacuations. x Presented Community Wildfire Awareness and Preparedness outreach through web based, social media and online education platforms as well as other forms of communications.
x Distributed the Ready-Set-Go Wildfire preparedness brochure and information through NCFA and Cities social media and websites.
x Promoted All Risk evacuation plan and tool which is available to the public online through a web-based platform to assist in major emergency evacuations. x For October Fire Prevention Week all schools were provided fire prevention educations materials including the importance of smoke detectors in the home. x Participated in the San Mateo County Emergency Preparedness evevt. x Provided a virtual on-line “Fire Service Day” during the COVID 19 pandemic. x Participated in a drive to collect new supplies and backpacks for kids in need staring back to school.
x Distributed throughout the year public information and media releases through NCFA and other online social media platforms regarding emergency incidents and significant events.
x Partnered and participated in the ‘Operation Santa Claus’ program, as well as other toy and assistance drive initiatives within each community. x Provided Basic Emergency Preparedness, Individual and Family Preparedness seminars, as well as Community Emergency Response Team (CERT) classes to prepare for disasters.
x Distributed and provided education on Senior Citizen Fall Prevention, as well as a Home Safety Checklist information.
x Presented “Hands Only CPR” and “Stop the Bleed” instruction through either in person or on-line.
Fire Prevention
x Fire Safety Inspectors completed all annual required, mandated and routine fire and life safety occupancy inspections ensuring code compliance. x Fire Prevention Services Division completed timely, professional and high-quality 137
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Packet Pg. 334 Attachment: Attachment 4 - Proposed Budget Book FY 23-24 [Revision 1] (5392 : Adoption of FY 2023-24 Operating and Capital Budget) pre-fire engineering development reviews, plan check analysis and inspections for new construction projects, tenant improvements, fire detection alarm and suppression systems.
x Fire Companies assisted in completion of all annual required, mandated and fire and life safety occupancy inspections ensuring code compliance. x Completed fire investigation cause and origin determinations and analysis for fire incidents.
x Provided virtual fire extinguisher training to businesses and the public.
Fiscal Year 2023-2024 Goals / Strategic Priorities
x Medical emergency responses by a paramedic fire company and will arrive on average within 6 minutes or less total reflex time.
x Fire emergency responses by a fire company will arrive on average within 6 minutes or less total reflex time.
x Achieve an overall “Customer Satisfaction” rating of 98% or greater in the delivery of emergency and non-emergency services.
x 220 hours of annual mandatory, certification and recurrent training on average for each firefighter
x Ensure annual required in-service on duty continuing education, infrequent skills and certifications totaling 24 hours for each paramedic and 12 hours for each emergency technician.
x Provide overall administration and leadership for all aspects of the organization, including creation implementation of goals, priorities, objectives, performance measurements and outcomes, fiscal management, policy development and direction, strategic planning, accounting, human resources, payroll, facilities, grounds and fleet maintenance, along with purchasing of goods, supplies and equipment, as well as analysis of fire resources deployment. x Ensure annual fire and life safety inspections and re-inspections completed by fire companies and dedicated fire inspectors for mandated and required occupancies, all commercial, permitted and multi-family occupancies. x Provide public awareness and education regarding emergency disaster preparedness. Participate and lead in emergency coordination and homeland security activities in collaboration with stakeholders. x Continue providing community outreach and public education programs designed to prevent fire, injuries, and accidents, making for a safer city. This includes annually visiting school classrooms, seniors, neighborhood groups, safety fairs, etc. as well as instructing the public how to perform “Hands Only CPR”, stopping choking and bleeding, along with how to utilize Automatic External Defibrillators (AEDʼs).
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Packet Pg. 335 Attachment: Attachment 4 - Proposed Budget Book FY 23-24 [Revision 1] (5392 : Adoption of FY 2023-24 Operating and Capital Budget) CITY OF PACIFICA FY 2023-24 Budget
North County Fire Authority
Amended Adopted
Actual Actual Budget Budget
2020-21 2021-22 2022-23 2023-24
Expenditures
Salaries & Benefits 6,288,718 $ 6,893,841 $ 6,992,355 $ 6,846,868 $ Contract Services 148,954 $ 220,920 $ 201,200 $ 205,300 $ Material/Supplies/Maintenance 545,905 $ 728,363 $ 628,200 $ 635,200 $ Total Expenditures 6,983,578 $ 7,843,124 $ 7,821,755 $ 7,687,368 $ Revenue Sources
Charges for Services 385,042 $ 464,011 $ 421,000 $ 429,400 $ Intergovernmental 696,553 $ 722,466 $- $ $ -
Total Revenues $ 1,186,477 1,081,594 $ 421,000 $ 429,400 $ Full-Time Equivalent Employees 26.00 26.00 26.00 26.00
$-
$1,000,000
$2,000,000
$3,000,000
$4,000,000
$5,000,000
$6,000,000
$7,000,000
$8,000,000
$9,000,000
2020-21 2021-22 2022-23 2023-24
Material/Supplies/Main
tenance
Contract Services
Salaries & Benefits
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Packet Pg. 337 Attachment: Attachment 4 - Proposed Budget Book FY 23-24 [Revision 1] (5392 : Adoption of FY 2023-24 Operating and Capital Budget) CITY OF 3$&,),&$
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Packet Pg. 339 Attachment: Attachment 4 - Proposed Budget Book FY 23-24 [Revision 1] (5392 : Adoption of FY 2023-24 Operating and Capital Budget) Planning Department
Mission
The mission of the Planning Department is to provide responsive services and authoritative information relating to the City’s General Plan, Local Coastal Program, Zoning Regulations, Building Code, and other regulations intended to preserve public health, safety, and welfare.
Description
The Planning Department provides public facing and internal services related to the review of development permit and building permit applications, and enforcement of the City’s development regulations. The Planning Department has primary responsibility for the maintenance and implementation of the City’s General Plan, Local Coastal Program, Zoning Regulations, and Building Code, as well as environmental review of City and private development projects. It also provides primary staff support to the Planning Commission, Open Space and Parkland Advisory Committee (OSPAC), and Climate Action and Adaptation (CAAP) Task Force.
Service Priorities
x Provide timely responses to inquiries about City regulations. x Provide an efficient process for review of building permit plan check applications. x Comply with all laws governing the development review process. x Provide staff support to the Planning Commission and OSPAC. x Investigate and resolve code enforcement complaints with priority given to violations affecting public health, safety, and welfare. x Implement City Council priority work plan projects as assigned.
Staffing
The Planning Department is comprised of (9) full-time and (1) part-time City staff and several consultants to accomplish its broad array of services:
City Staff Position Regular/Limited
Term
(1) Director Regular
(2) Senior Planners Regular
(1) Associate Planner Regular
(1) Assistant Planner Limited
(1) Management Analyst Regular
(2) Permit Technicians Regular
(1) Code Enforcement Officer Regular
(1) Transcriptionist (Part-time) Regular
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Packet Pg. 340 Attachment: Attachment 4 - Proposed Budget Book FY 23-24 [Revision 1] (5392 : Adoption of FY 2023-24 Operating and Capital Budget) Consultants:
Building Official
Building Inspector
Plan Reviewer
CEQA Review
Geotechnical Engineering
Below-Market Rate (BMR) Administration
Planning Staff Augmentation
Other Specialized Assistance
Service Level Changes
FY2023-24 budget includes service level increases to address a number of key priorities:
x Housing Element Update and Implementation
x Climate Action and Adaptation Plan (CAAP) Task Force Creation and CAAP Preparation
x Short-Term Rental (STR) Program Enhancements and Enforcement Budget Highlights / Summary of Changes
The Planning Department’s budget reflects an ongoing high-level of services given the department’s staffing level. The department has primary responsibility for 7 of 15 strategies across 4 of the 5 City Council Priority Goals for FY 2023-24 and key supporting responsibilities for several others. It also has significant ongoing responsibilities related to administration of the building permit and development permit review processes including processing appeals, staffing of three commissions/committees/task forces, and focusing on significant code enforcement matters.
Further information on the three divisions within the Planning Department is as follows:
Planning Division
Mission
The Planning Division serves as the primary interface between developers, the community, and the City’s development review process. It also has primary responsibility for administration of the City’s General Plan, Local Coastal Program, and Zoning Regulations.
Description
Manages the City’s development review process by integrating interdepartmental reviews, responding to community inquiries, presenting to the Planning Commission, and resolving City Council appeals. Also supports activities by other departments/divisions by providing expert advice on the City’s development and Zoning Regulations and environmental review.
Service Priorities
x Continually improve the efficiency and transparency of the development review process for applicants and the public.
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Packet Pg. 341 Attachment: Attachment 4 - Proposed Budget Book FY 23-24 [Revision 1] (5392 : Adoption of FY 2023-24 Operating and Capital Budget) x Establish policies for City Council approval that balance community character, protect natural resources, fulfill the City’s regional housing needs obligations, support economic development and financial sustainability, and comply with all applicable laws.
Building Division
Mission
The Building Division administers the City’s Building Code and preserves public health, safety, and welfare by performing building permit plan reviews, conducting inspections, and performing investigations of complaints related to buildings.
Description
With support from two City staff permit technicians, the consultant Building Official, building inspectors, and plan reviewers coordinate their work to administer the City’s Building Code from application through final inspection.
Service Priorities
x Provide responsive services to building permit applicants submitting at the public counter and online.
x Provide timely review of building permit applications in accordance with Cityestablished service goals.
Code Enforcement Division
Mission
The Code Enforcement Division leads investigations into reported complaints of violations of the City’s development regulations, Zoning Regulations, and other laws of the City to preserve public health, safety, and welfare. It treats all parties with respect, dignity, and in accordance with due process.
Description
The Code Enforcement Officer prioritizes multiple complaints to focus first on issues that affect public health, safety, and welfare. Seeks voluntary compliance through respectful engagement with violators and utilizes enforcement tools as a last option.
Service Priorities
x Prioritize investigations relating to imminent threats to public health, safety, and welfare.
x Achieve voluntary compliance through education and mutual respect.
Fiscal Year 2022-2023 Accomplishments (department-wide) x Completed General Plan Update and Sharp Park Specific Plan Adoptions by City Council (Plan Pacifica)
x Initiated Housing Element Update with significant community engagement and transmittal of draft to the California Department of Housing and Community Development (HCD)
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Packet Pg. 342 Attachment: Attachment 4 - Proposed Budget Book FY 23-24 [Revision 1] (5392 : Adoption of FY 2023-24 Operating and Capital Budget) x Achieved adoption of triennial California Building Code Update and Reach Code adoption for building electrification
x Issued 1,561 building permits consisting of $48.5 million in valuation x Conducted 3,957 building inspections
x Investigated more than 500 code enforcement complaints.
Fiscal Year 2023-2024 Goals and Strategic Riorities
x Prioritize implementation of the Economic Opportunity Study (Streamline the City’s development regulations for particular opportunity sites) x Support Public Works through permitting and environmental review processes x Complete the Housing Element Update
x Update the Short-term Rental (STR) Ordinance
x Prioritize Housing Element program implementation
x Update the Climate Action and Adaption Plan, including performance targets x Continue the urban forestry/tree canopy inventory and projects (Streamline implementation of Tree Preservation Ordinance and prepare amendments as necessary)
x Update Pacifica's Local Coastal Plan and improve communications and collaboration with the CCC
x Creatively and appropriately leverage community expertise and volunteers to advance City priorities (CAAP Task Force and CAAP preparation/adoption) 146
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Packet Pg. 343 Attachment: Attachment 4 - Proposed Budget Book FY 23-24 [Revision 1] (5392 : Adoption of FY 2023-24 Operating and Capital Budget) CITY OF PACIFICA FY 2023-24 Budget
Planning Development
Amended Adopted
Actual Actual Budget Budget
2020-21 2021-22 2022-23 2023-24
Expenditures
Salaries & Benefits 1,051,423 $ 1,245,131 $ 1,241,870 $ 1,675,418 $ Contract Services 859,151 $ 456,551 $ 2,588,469 $ 2,160,600 $ Legal (reimbursable) 141,547 $ 706,435 $ 895,100 $ 903,100 $ Planning (reimbursable) 622,608 $ 460,320 $ 540,000 $ 961,900 $ Material/Supplies/Maintenance 188,263 $ 188,263 $ 129,000 $ 130,700 $ Total Expenditures 2,862,993 $ 3,056,701 $ 5,394,439 $ 5,831,718 $ Revenue Sources
Charges for Services 1,413,025 $ 1,320,291 $ 1,709,320 $ 1,751,900 $ Legal (reimbursement) 251,331 $ 271,626 $ 890,549 $ 908,400 $ Planning (reimbursement) 261,853 $ 252,766 $ 780,000 $ 795,600 $ Total Revenues $ 1,844,683 1,926,209 $ 3,379,869 $ 3,455,900 $ Full-Time Equivalent Employees 9.75 8.75 10.75 10.75
$-
$500,000
$1,000,000
$1,500,000
$2,000,000
$2,500,000
$3,000,000
$3,500,000
$4,000,000
$4,500,000
2020-21 2021-22 2022-23 2023-24
Material/Supplies/Main
tenance
Contract Services
Salaries & Benefits
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Packet Pg. 345 Attachment: Attachment 4 - Proposed Budget Book FY 23-24 [Revision 1] (5392 : Adoption of FY 2023-24 Operating and Capital Budget) CITY OF 3$&,),&$
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Packet Pg. 347 Attachment: Attachment 4 - Proposed Budget Book FY 23-24 [Revision 1] (5392 : Adoption of FY 2023-24 Operating and Capital Budget) Public Works Department
Mission
The mission of the Public Works Department is dedication to excellence, integrity, environmental stewardship, and management of the City’s infrastructure. Public Works supports the Council goals of an engaged community, stewardship of City infrastructure, a healthy and compassionate community, environmental sustainability, a strong City workforce, maintaining a safe community, and fiscal sustainability. We promote safety and livability through the effective management of streets, parks, facilities, and utilities.
Public Works’ values include support, trust, and positive culture. Shared behaviors related to these values include the following:
-Include everyone; respect, listen to and appreciate others -Build strong relationships, be a team player
-Develop ourselves and mentor and develop others
-Collaborate and work together effectively as one team
-Communicate clearly, concisely and candidly
-Make sound decisions using facts and data
-Hold ourselves and other accountable for delivering results -Show initiative, courage and integrity
-Deal positively with residents, businesses and other departments and each other -Have a can do, find a way attitude and emotional resilience -Have a continuous improvement philosophy and practice
-Enjoy the journey and have fun – never at others’ expense Description
The Public Works Department (PW) constructs and maintains the City’s public parks, facilities, roadways, trails, beaches, Pacifica Pier, right of way, storm water and sewer collection system, treatment plant and other infrastructure. Six organizational units (Administration, Parks, Facilities (Bldgs., Lighting) and Ranger Services, Streets, Storm Drain Services and Motor Pool, Engineering Development Services and Engineering Program Services, Solid Waste Management/Environmental Services, Sewer Collections Services and Sewer Plant Management work in coordination to achieve the Department’s overarching goal of ensuring the City’s facilities are safe, functional, and maintained. In addition to providing ongoing maintenance activities, the Public Works Department staff provides information and outreach to City residents, businesses, and the public concerning the Department’s programs, activities, and projects.
Service Priorities:
x Manage and maintain the City’s sanitary sewer collection system, pump stations and Calera Creek Water Recycling Plant.
x Maintain critical infrastructure including parks, beaches, trails, streets, and other public facilities.
x Management of the City’s urban forest.
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Packet Pg. 348 Attachment: Attachment 4 - Proposed Budget Book FY 23-24 [Revision 1] (5392 : Adoption of FY 2023-24 Operating and Capital Budget) x Research and submittal for Capital Improvement Program (CIP) grant funding. x Monitor and manage the City’s solid waste franchise agreement. x Act as staff liaison for the City’s Beatification Advisory Commission. x Plan, design and implement active transportation projects to promote social justice and environmental stewardship.
x Management of professional design services and construction consultant services. x Implement preventive street maintenance program to reduce roadway maintenance costs.
Staffing
The Public Works Department is supported by 56 full-time staff with 28 in the Wastewater Division, 23 in the Field Services Division and 5 in the Engineering Division Service Level Changes
FY2022-23 budget includes a new 3-year Limited-Term Maintenance Worker I to assist the department in the maintenance backlog within the Field Services section related to the damaging 2022-23 winter storm season and to help with storm preparation and management of the upcoming El Nino winter storms that are likely to be similarly impactful.
Budget Highlights / Summary of Changes
The budget changes include new 3-year Limited-Term Maintenance Worker I and Project Manager position in General Capital Improvement (Fund 22) with their time charged directly to Capital Improvement Projects.
Engineering Division
Mission
The mission of the Engineering Division is to protect public health and safety, and improve the quality of life of residents and visitors by ensuring safe and functional infrastructure and traffic flow. The division manages public and private work in the City right of way and ensures work meets all applicable local, state and federal regulations and laws.
Description
The Engineering Division is responsible for providing land development review services for private development, issuance of applicable permits, assisting with environmental review, coordination with other divisions, consulting engineers, and other utility providers in the design and construction of new and public and privately funded projects and infrastructure. The division serves as lead on the preparation of studies and master plans of the City’s streets, buildings, parks, trails, sewage, and drainage systems. The division is responsible for the implementation of the capital improvement program, which include acquisition and compliance with state and federal grant projects. The division provides administrative services to the City’s Beautification Advisory Commission, provides technical expertise to the public and other City departments and the Council and manages the City’s solid waste franchise agreement. The division works with the Federal Emergency Management Agency (FEMA) for City reimbursements following county/state/federal disaster proclamations.
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Packet Pg. 349 Attachment: Attachment 4 - Proposed Budget Book FY 23-24 [Revision 1] (5392 : Adoption of FY 2023-24 Operating and Capital Budget) Field Services Division
Mission
The mission of the Field Services Division is to proactively maintain and enhance City streets, parks, trails, beach areas, Pacifica Pier, storm drain systems and other infrastructure for continued functionality and safe operational use and to comply with local, state and federal laws. The division also maintains the City’s vehicle fleet.
Description
The Field Services Division provides cost-effective and timely maintenance of City infrastructure. This includes road and storm drain maintenance, creating new and replacing existing street signs, sidewalk/curb and gutter maintenance, vegetation management and management of the City’s urban forest, review of City protected tree removals, park, beaches, building maintenance and repair and other City owned infrastructure. The division responds to emergencies within the City by assisting Police and Fire with disaster response and takes the lead on responding to emergencies as needed. In addition, the division prepares for winter storm impacts and manages these impacts during the duration of the storm. The division works closely with the Engineering division and other department personnel to address repairs and facilities and identify larger projects to be included in the Capital Improvement Program. The division provides the staff liaison to the Beautification Advisory Committee.
Wastewater Division
Mission
The mission of the Wastewater Division is to maintain, manage, replace and upgrade the City’s sewer collection system, pump stations and the Calera Creek Water Recycling Plant. The division ensures compliance with local, state and federal laws, and ensures functionality of the system and safe operation. The division manages flows through high rain events and works closely with the Engineering division and other department personnel to identify larger projects to be included in the Capital Improvement Program.
Description
The Wastewater Division provides cost-effective and timely maintenance of City sewer collection system, pump stations and the sewer treatment plant. Work includes cleaning operations, USA marking for other utility work and quarterly reporting to regulatory agencies on system condition. The division works with engineering to develop capital improvement programs related to the system and with North Coast County Water District on distribution of recycled water. The division responds to emergencies and works with residents on their sewer lateral needs and on administration of the Sewer lateral Grant Program. The division provides technical expertise to the public and other divisions.
Fiscal Year 2022-2023 Accomplishments (department-wide) x Inspected 21,000 LF of sanitary sewer and 320 LF of sewer laterals. x Maintained 37 buildings, 16 parks/playgrounds, 90 centerline miles pf streets and 63,000 LF of creeks and drainage ditches.
x Processed 371 encroachment permits and 80 building permits. 153
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Packet Pg. 350 Attachment: Attachment 4 - Proposed Budget Book FY 23-24 [Revision 1] (5392 : Adoption of FY 2023-24 Operating and Capital Budget) x Completed Storm Drain Master Plan 2022 Update.
x Completed Heritage Tree Ordinance.
x Managed emergency stormwater and sewer issues through 13 atmospheric river/significant winter storm events.
x Awarded $2.25 million in grants for Sharp Park Priority Pedestrian Improvement project.
x Completed construction of the FY 22-23 Pavement Resurfacing and ADA Ramp projects.
x Delivered 9 million gallons of recycled water to North Coast County Water District. x Design contract awarded for the Wastewater Ultraviolet Disinfection (UV) System. x Secured $21M California IBank Loan to finance the UV Disinfection Project. x Completed 3 Sewer pump station Bar Screen Rebuilds (Linda Mar/Rockaway/Sharp Park).
x Completed Phase I, of the Wastewater Plant Photovoltaic System Improvement Project.
Fiscal Year 2022-2023 Goals / Strategic Priorities
x Complete Anza Pump Station Project.
x Streamline the new City Tree Ordinance process.
x Complete Civic Center Revitalization Project.
x Complete Pacifica Pier Assessment Project.
x Complete FEMA related projects from Winter 2022-23 storm events. x Complete Community Center Roofing and Photovoltaic Project. x Complete FY 23-24 Pavement Resurfacing and ADA Ramp projects. x Complete Local Roadway Safety Plan.
x Complete design of the Ultra Violet Replacement Project. x Complete design and start construction for Linda Mar Rehabilitation Project. x Award contract for WW Plant Supervisory Control and Data Acquisition Project. 154