AGENDA
Pismo Beach City Council
Tuesday, July 19, 2022
Regular Meeting Zoom Meeting ID: 848 2371 5585 - Phone Number (669) 900-6833 Zoom Meeting Link https://us02web.zoom.us/j/84823715585 Regular Meeting in-person access: Council Chamber, City Hall, 760 Mattie Road, Pismo Beach, 93449
0. HYBRID MEETING INSTRUCTIONS:
To continue conducting the people’s business within San Luis Obispo County, State of California, and CDC health and safety guidelines, these meetings are being conducted in a hybrid format with both in-person and virtual public participation. Ways to watch this meeting and submit public comment are provided below.
Watch and participate in person:
• Regular Meeting: Visit the Council Chamber at City Hall, 760 Mattie Road, Pismo Beach, CA 93449. • To make Regular Meeting public comment, please submit an optional blue “speaker slip” to staff; the Mayor will ask you to approach the lectern to speak during the public comment period on your item of interest. • To make Closed Session public comment, please be present in the Chamber at the start of Closed Session; the Mayor will call for public comment prior to commencing the closed proceedings.
Watch and participate via Zoom:
• Regular Meeting: Click this link on any computer or mobile device: https://us02web.zoom.us/j/84823715585 .
This URL may also be typed into a web browser.
• To make public comment, press the “raise your hand” button when the comment period for your item of interest begins. You will be notified when you’ve been unmuted and it’s your turn to speak.
Listen and participate via telephone:
• Regular Meeting: Call 1-669-900-6833 to join by telephone audio only. Enter Meeting ID 848 2371 5585 when prompted.
• To make public comment, press *9 to “raise your hand” when the comment period on your item of interest begins. You will be notified when you’ve been unmuted and it’s your turn to speak.
Watch online:
• Regular Meeting: Visit www.pismobeach.org/agenda and scroll to “Upcoming Events.” When the live broadcast begins, an “In Progress” link will appear; click this link to watch the livestream.
Watch on Channel 20:
• Regular Meeting: Tune to local cable channel 20 in Pismo Beach; the meeting will be broadcast live. Meetings are also replayed at 9:00 a.m., 6:00 p.m., and 1:00 a.m. each day the following week.
Submit written comment:
• In advance of the meeting, written comments may be emailed to [email protected] or mailed or delivered to the City Clerk’s Office, 760 Mattie Road, Pismo Beach, CA 93449. During the meeting no later than the start of the comment period for your item of interest, written comment may be hand-delivered to staff in the Council Chamber. Comment submitted via email after the start of the meeting may not be fully considered prior to any action taken on the item.
Submit voicemail comment:
• Regular Meeting and Closed Session: Call 805-773-7005 and leave a voicemail before the meeting; or during the meeting no later than the start of the comment period for your item of interest. This phone number is an automated voicemail line only and will not be answered or monitored for other purposes.
Please note:
• Meetings may begin a few minutes after the scheduled start time. • Meetings will be recorded, except closed sessions; these recordings are public record. • Phone numbers of call-in participants may be visible to other meeting participants, or in meeting recordings; Members of the public may create free Zoom accounts in order to change their screen names via the Zoom software when joining the virtual call.
• Phone numbers of voicemail commenters may be visible in the public record along with transcripts. • Public commenters wishing to display written comment or pictorial exhibit during a comment period must email the materials ahead of the comment period in order to permit display of the materials.
Please contact City Clerk Erica Inderlied at [email protected] with questions.
Council Agenda 7-19-2022
Pismo Beach City Council Agenda July 19, 2022
Regular Meeting—5:30 p.m.
Council Chamber, City Hall, 760 Mattie Road, Pismo Beach, CA 93449 Zoom Meeting ID: 848 2371 5585 – Phone Number (669) 900-6833
CALL TO ORDER: Mayor Waage
1. ROLL CALL:
Mayor: Waage
Mayor Pro Tem: Reiss
Council Members: Blake, Guthrie, Newton
2. PLEDGE OF ALLEGIANCE
3. ACCEPTANCE OF AGENDA
4. PRESENTATIONS
Item 4.A: Proclamation: Parks & Recreation Month (Jackson)
5. PUBLIC COMMENT PERIOD
At this time, members of the public may comment on any item NOT appearing on the agenda. For items appearing on the agenda, including the Consent Calendar, the public will be invited to make comments during Council consideration of the item. In accordance with state law, matters raised as part of this comment period cannot be discussed or acted upon by the City Council at this time.
However, in response to a matter raised as part of this comment period, the Council may, during Item 13, City Council Comments and Requests, direct staff to assist a speaker, or schedule the matter for consideration on a future agenda.
Please adhere to the following procedures when addressing the Council:
• Please limit your comments to 3 minutes or less.
• Unduly disruptive behavior will not be permitted.
Documents submitted to the Council become public record unless otherwise exempt from disclosure.
6. CITY MANAGER’S REPORT
7. CITY ATTORNEY’S REPORT / CLOSED SESSION REPORT
8. COUNCIL COMMITTEE REPORTS
1. Air Pollution Control District, SLO County (Waage/Newton)
2. California Coastal Coalition Board (Reiss/Blake)
3. California Joint Powers Insurance Authority Board (Reiss)
4. Central Coast Community Energy Policy Board (Mayor)
5. Chapman Estate Foundation Liaison (Reiss)
6. Coastal Cities Group, League of CA Cities (Waage)
7. CAPSLO Board of Directors (Reiss)
8. Conference and Visitors Bureau Board Liaison (Newton)
9. Friends of Price House Liaison (Waage)
10. Hazard Mitigation & Fire Safety (Blake/Waage)
11. Homeless Services Oversight Council (Guthrie)
12. Integrated W aste Management Authority (Newton)
13. Mobile Home Rent Stabilization Subcommittee (Blake/Waage)
14. REACH (formerly EVC) (Blake)
15. Regional Transit Authority, SLO (Waage/Reiss)
16. Shell Beach Improvement Group Liaison (Newton/Reiss)
17. SLOCOG (Waage/Reiss)
18. South County Chambers of Commerce Gov’t Affairs (Blake)
19. Visit SLO CAL Advisory Committee (Newton)
20. Water Resources Advisory Committee, SLO (Guthrie)
21. Zone 3 Water Advisory Committee, SLO (Guthrie)
(Govt Code Section 53232.3)
Council Agenda 7-19-2022
Pismo Beach City Council Agenda July 19, 2022
9. CONSENT CALENDAR
All Consent Calendar items will be acted upon by a single action of the City Council unless otherwise requested by an individual Council Member for separate consideration. Public comment on Consent Calendar items will be invited prior to action on the Calendar.
Item 9.A: Adoption of Meeting Minutes (Inderlied)
Recommendation:
Adopt Minutes of the June 21, 2022 Regular Meeting.
Item 9.B: Payroll Register and Register of Demands (Feeser)
Recommendation:
1. Approve the Summary of Payroll Register for June 19, 2022 and July 3, 2022;
2. Approve the Register of Demands for June 3, 2022, June 10, 2022, June 17, 2022, June 24, 2022, June 30, 2022, and July 1, 2022.
Item 9.C: Monthly Investment Transaction Report of the City’s Cash and Investments for May 2022 of FY 2021-2022 (Feeser)
Recommendation:
No action required; information only.
Item 9.D: Paid Parking Quarterly Update – Fourth Quarter of Fiscal Year 2022 (Downing)
Recommendation:
Receive report; information only.
Item 9.E: Department Activity Reports for June 2022 (All)
Recommendation:
Receive reports as information only.
Item 9.F: City Council Automobile Allowance Policy (Garcia)
Recommendation:
Adopt a Resolution enacting an Automobile Allowance Policy to reimburse City Council Members and the Mayor for actual and necessary expenses.
Item 9.G: Purchasing Policy Updates to Reflect Assembly Bill 1234 Regarding Council Expense Reimbursement (Feeser)
Recommendation:
Adopt a Resolution updating the City of Pismo Beach Purchasing Policy and Procedures Manual to reflect Assembly Bill 1234 regarding Council expense reimbursement; rescinding Resolutions R-2021-100 and R-2002-064.
Council Agenda 7-19-2022
Pismo Beach City Council Agenda July 19, 2022
Item 9.H: Adoption of Findings Relating to AB 361 (Virtual Meetings) (Inderlied)
Recommendation:
Adopt the following findings with respect to the City of Pismo Beach’s utilization of the provisions of Assembly Bill 361, relating to Brown Act teleconferences.
1. The City Council has reconsidered the circumstances of the state of emergency created by the coronavirus pandemic.
2. The following circumstances exist:
• State or local officials continue to impose or recommend measures to promote social distancing.
10. ITEMS PULLED FROM CONSENT CALENDAR
11. PUBLIC HEARINGS No earlier than 6:00 p.m.
None.
12. BUSINESS ITEMS May be reordered and heard prior to Public Hearings
Item 12.A: Extending the Appointment of CalPERS Retiree to Serve as Extra Help on an Interim Basis (Garcia)
Recommendation:
Adopt a Resolution extending the appointment of Deborah Di Bianca as an Interim Administrative Assistant pursuant to Government Code Section 21224.
Item 12.B: Introduction (First Reading) of Ordinance Amending Council Member Compensation (Garcia)
Recommendation:
Introduce an Ordinance amending Chapter 2.04, Section 2.04.020: Salaries Designated, of the City of Pismo Beach Municipal Code, relating to Council Member and Mayor compensation.
13. CITY COUNCIL COMMENTS AND REQUESTS
14. ADJOURNMENT
Meeting Time Date Location
Closed Session Immediately Following Regular
Meeting Tuesday, July 19, 2022 Admin Conference Room,
City Hall
Council Agenda 7-19-2022
Pismo Beach City Council Agenda July 19, 2022
Special Closed Session—Immediately Following Regular Meeting Administration Conference Room, City Hall, 760 Mattie Road, Pismo Beach, CA 93449
CALL TO ORDER: Mayor Waage
1. ROLL CALL:
Mayor: Waage
Mayor Pro Tem: Reiss
Council Members: Blake, Guthrie, Newton
2. PUBLIC COMMENT PERIOD
At this time, members of the public may comment on any item appearing on the agenda.
Please adhere to the following procedures when addressing the Council:
• Please limit your comments to 3 minutes or less.
• Unduly disruptive behavior will not be permitted.
Documents submitted to the Council become public record unless otherwise exempt from disclosure.
3. ANNOUNCEMENT OF CLOSED SESSION ITEM(S)
Item 3.A: Conference with Legal Counsel – Existing Litigation (Paragraph (1) of subdivision (d) of Government Code §54956.9) Name of Case: V. Lopez Jr. & Sons General Engineering Contractors, Inc. vs. City of Pismo Beach
San Luis Obispo Superior Court Case No. 20CV-0652
4. CLOSED SESSION REPORT
5. ADJOURNMENT
Meeting Time Date Location
Regular Meeting 5:30 p.m. Tuesday, August 2, 2022 Council Chamber, City Hall Regular Council meetings will adjourn by 11:00 p.m. unless four-fifths of the Council votes to continue past that time. If the meeting is adjourned at 11:00 p.m., any remaining agenda items will be continued to the next regular meeting (R-97-04).
AFFIDAVIT OF POSTING
I, Erica Inderlied, City Clerk for the City of Pismo Beach, declare under penalty of perjury that the foregoing agenda for the July 19, 2022 meeting(s) of the Pismo Beach City Council was posted on July 14, 2022, at City Hall, located at 760 Mattie Road, Pismo Beach, CA, as well as on the City’s website.
Erica Inderlied, City Clerk
Meeting Schedule: The City Council of Pismo Beach regularly meets on the first and third Tuesdays of each month at 5:30 p.m., unless otherwise noticed. Closed and Special sessions will be duly noticed as needed.
Council Agendas: Agendas for Regular Meetings are available for public review on the City’s website at pismobeach.org/agenda and upon request from the City Clerk’s Office, typically by 4:00 p.m. on the Thursday prior to the meeting, but no later than 72 hours prior to the meeting. Agendas for Closed Sessions Council Agenda 7-19-2022
Pismo Beach City Council Agenda July 19, 2022
and other Special meetings are made available at least 72 hours prior to the meeting when possible, but no later than 24 hours prior to the meeting.
Related Materials: All materials submitted to the Council relating to items on this agenda are open for public inspection unless otherwise exempt by law. Staff reports and attachments published as part of this agenda packet, as well as copies of correspondence received relating to these agenda items and materials distributed at the meeting, may be obtained 1) in the consolidated online Agenda Center at pismobeach.org/agenda, 2) in the Access Pismo public records portal at pismobeach.org/accesspismo, 3) by request from the City Clerk at [email protected], or 4) in person at the City Clerk's Office, City Hall, 760 Mattie Road, Pismo Beach, Mon–-Fri 8:00 a.m.–-5:00 p.m. Please call (805) 773-7003 with any questions.
Broadcasting: Regular (televised) City Council meetings are available for viewing 24/7 at pismobeach.org/agenda, broadcast live on Channel 20, and re-broadcast during the week following the meeting on Channel 20 at 9:00 a.m., 6:00 p.m., and 1:00 a.m. each day.
Use of Equipment: Please contact the City Clerk’s Office if requesting to use the chamber equipment during public comment or as part of a scheduled presentation, 24 hours prior to the meeting at (805) 773-7003.
Notice Regarding Americans with Disabilities Act
In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting or if you need agenda documents provided in an alternative format, please contact the City Clerk’s Office at 773-7003 as soon as possible prior to the meeting to ensure that reasonable arrangements can be made (28CFR 35.102-
35.104 ADA Title II).
Council Agenda 7-19-2022
A PROCLAMATION OF THE CITY COUNCIL OF THE CITY OF PISMO BEACH RECOGNIZING JULY 2022 AS PARKS MAKE LIFE BETTER! MONTH
WHEREAS, Parks and Recreation promotes physical, emotional and mental health and wellness through organized and self-directed fitness, play, and activity; and
WHEREAS, Parks and Recreation supports the economic vitality of communities by attracting new businesses, promoting community revitalization, increasing tourism, providing jobs and generating revenues; and
WHEREAS, Parks and Recreation creates memorable experiences through enrichment activities for all ages, free community events, quality youth and senior programming, and opportunities for community involvement; and
WHEREAS, Parks and Recreation fosters social cohesiveness in communities by celebrating diversity, providing inclusive services, modeling compassion, promoting social equity, connecting social networks, and ensuring all people have access to its benefits; and
WHEREAS, Parks and Recreation supports human development and endless learning opportunities that foster social, intellectual, physical and emotional growth in people of all ages and abilities; and
WHEREAS, Parks and Recreation strengthens community identity by providing facilities and services that reflect and celebrate community character, heritage, culture, history, and landscape; and
WHEREAS, Parks and Recreation supports safe, vibrant, attractive, progressive communities that make life better through positive alternatives offered in their recreational opportunities; and
WHEREAS, the U.S. House of Representatives has designated July as Parks and Recreation Month; and the California State Legislature recognizes the importance of access to local parks, trails, open space, and facilities for the health, wellness, development, inspiration, and safety of all Californians through the California Park & Recreation Society’s Parks Make Life Better! campaign.
NOW, THEREFORE, the City Council of the City of Pismo Beach hereby proclaims July 2021 as Parks Make Life Better! Month and in doing so, urges all its citizens to use and enjoy its parks, facilities, programs, and services.
Dated this 19th day of July, 2022
________________________
Ed Waage, Mayor
Council Agenda 7-19-2022 4.A-1
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PISMO BEACH COUNCIL AGENDA REPORT
Agenda Item #9.A
` SUBJECT/TITLE:
ADOPTION OF MEETING MINUTES
RECOMMENDATION:
Adopt Minutes of the June 21, 2022 Regular Meeting.
BACKGROUND:
Attached for the Council’s consideration are the draft minutes of the subject meetings for review and adoption.
FISCAL IMPACT:
There is no fiscal impact associated with the preparation or adoption of meeting minutes.
ALTERNATIVES:
1. Adopt the minutes with revisions.
2.Decline to adopt the minutes; provide direction or request additional information.
ATTACHMENTS:
1.Minutes of June 21, 2022
Submitted by: Erica Inderlied, City Clerk Meeting Date: July 19, 2022 City Manager Approval:
Council Agenda 7-19-2022 9.A-1
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DRAFT MINUTES
Pismo Beach City Council
Tuesday, June 21, 2022
Regular Meeting—5:30 p.m.
Meeting Held Virtually
The City Council of the City of Pismo Beach met this date in a regular session with Mayor Waage presiding.
CALL TO ORDER: 5:30 p.m.
1. ROLL CALL:
Present: Absent:
Mayor Ed Waage (via teleconference) None
Mayor Pro Tem Mary Ann Reiss (via teleconference)
Council Member Sheila Blake (via teleconference)
Council Member Marcia Guthrie (via teleconference)
Council Member Scott Newton (via teleconference)
Staff Present:
Matt Downing, Community Development Director (via teleconference) Nadia Feeser, Administrative Services Director (via teleconference) Benjamin Fine, Public Works Director/City Engineer (via teleconference) David Fleishman, City Attorney (via teleconference)
Jorge Garcia, Assistant City Manager (via teleconference) Erica Inderlied, City Clerk (via teleconference)
Gordon Jackson, Director of Tourism and Events (via teleconference) Paul Lee, Battalion Chief (via teleconference)
James R. Lewis, City Manager (via teleconference)
Jeff Smith, Chief of Police (via teleconference)
Other staff present as noted below
2. PLEDGE OF ALLEGIANCE
The Pledge of Allegiance was not conducted.
3. ACCEPTANCE OF AGENDA
Consensus among a majority of the Council to reorder Item 12.G, Agreement with AmpSurf for the Title Sponsorship of the 2022 ISA World Para Surfing Championship, to be heard prior to Item 12.A.
Council Agenda 7-19-2022 9.A-2
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4. PRESENTATIONS
None.
5. PUBLIC COMMENT PERIOD
Call for public comment:
Jeff Edwards spoke.
Eric Daniels, PG&E, spoke.
6. CITY MANAGER’S REPORT
City Manager Lewis commented on various topics.
7. CITY ATTORNEY’S REPORT / CLOSED SESSION REPORT
None.
8. COUNCIL COMMITTEE REPORTS
The Council reported on recent and upcoming meetings of various external bodies:
Council Member Newton:
Pismo Beach Conference and Visitors Bureau (CVB) / Lodging Business Improvement District (LBID) Board.
Mayor Waage:
Central Coast Community Energy (3CE) Policy Board.
9. CONSENT CALENDAR
Call for public comment:
Jeff Edwards spoke.
Action: Adopt Consent Calendar.
Motion: Guthrie
Second: Newton
Vote: The motion passed on the following vote (Items 9.A through 9.I):
Ayes: 5 Guthrie, Newton, Blake, Reiss, Waage
Noes: 0
Absent: 0
Council Agenda 7-19-2022 9.A-3
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Abstain: 0
Recused: 0
Item 9.A: Adoption of Meeting Minutes (Inderlied)
Recommendation:
Adopt Minutes from June 7, 2022 Closed and Regular Meeting.
Item 9.B: Payroll Register and Register of Demands (Feeser)
Recommendation:
1. Approve the Summary of Payroll Register for June 5, 2022;
2. Approve the Register of Demands for May 20, 2022 and May 27, 2022.
Item 9.C: Department Activity Reports for May 2022 (All)
Recommendation:
Receive reports as information only.
Item 9.D: Update on March 16, 2020 and January 12, 2017 Emergency Proclamations (Inderlied)
Recommendation:
No action required, information only.
Item 9.E: Proposition 1 Groundwater Grant Program Funding Agreement with the State Water Resources Control Board and Designation of Representatives for Central Coast Blue (Fine)
Recommendation:
Adopt a Resolution authorizing staff to enter into a Proposition 1 Groundwater Grant Program funding agreement with the State Water Resources Control Board and authorizing and designating representatives for Central Coast Blue.
Legislative Record: Resolution R-2022-057 adopted.
Council Agenda 7-19-2022 9.A-4
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Item 9.F: Award of Contract to Engel & Gray, Inc. for Biosolids Composting (Fine)
Recommendation:
Adopt a Resolution authorizing the exemption from formal bidding procedures and authorizing the City Manager to enter into a Professional Services Agreement with Engel & Gray, Inc. in the amount of $130,000 per year for three years.
Legislative Record: Resolution R-2022-058 adopted.
Item 9.G: Agreement with Ellison Schneider Harris & Donlan LLP for Legal Services (Fleishman)
Recommendation:
Adopt a Resolution authorizing the City Manager to enter into an Agreement with Ellison Schneider Harris & Donlan, LLC to provide water law legal services.
Legislative Record: Resolution R-2022-059 adopted.
Item 9.H: Revised San Luis Obispo County Integrated Waste Management Authority (IWMA) Second Amended and Restated Joint Powers Agreement (Lewis)
Recommendation:
Adopt a Resolution authorizing the Mayor to execute the revised Second Amended and Restated Joint Powers Agreement to
establish an Integrated Waste Management Authority for the cities of San Luis Obispo County, California.
Legislative Record: Resolution R-2022-060 adopted.
Item 9.I: Adoption of Findings Relating to AB 361 (Virtual Meetings) (Inderlied)
Recommendation:
Adopt the following findings with respect to the City of Pismo Beach’s utilization of the provisions of Assembly Bill 361, relating to Brown Act teleconferences.
1. The City Council has reconsidered the circumstances of the state of emergency created by the coronavirus pandemic.
2. The following circumstances exist:
• State or local officials continue to impose or recommend measures to promote social distancing.
Council Agenda 7-19-2022 9.A-5
Attachment 1
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10. ITEMS PULLED FROM CONSENT
None.
11. PUBLIC HEARINGS
Item 11.A: Protest Hearing for Declaration of Properties as Non-Compliant for Weed and Rubbish Abatement (Lee)
Recommendation:
Conduct a public hearing to hear protests from property owners whose properties have been identified as non-compliant for weed abatement.
Presenting staff:
Paul Lee, Battalion Chief
James R. Lewis, City Manager
Public Hearing / Call for public comment: No comment.
Action: No action.
12. BUSINESS ITEMS
Item 12.G: Agreement with AmpSurf for the Title Sponsorship of the 2022 ISA World Para Surfing Championship (Jackson)
Recommendation:
Adopt a Resolution authorizing the City Manager to enter into an agreement with the Association of Amputee Surfers for the Title Sponsorship of the 2022 ISA World Para Surfing Championships, in an amount not to exceed $175,400, and appropriating related budget adjustments in Fiscal Year 2023.
Presenting staff:
Gordon Jackson, Director of Tourism and Events
James R. Lewis, City Manager
Call for public comment:
Dana Cummings, AmpSurf, commented.
Phyllis Borba commented.
Action: Adopt a Resolution authorizing the City Manager to enter into an agreement with the Association of Amputee Surfers for the Title Sponsorship of the 2022 ISA World Para Surfing Championships, in an Council Agenda 7-19-2022 9.A-6
Attachment 1
Packet Page 7
amount not to exceed $175,400, and appropriating related budget adjustments in Fiscal Year 2023.
Motion: Newton
Second: Blake
Vote: The motion passed on the following vote:
Ayes: 5 Newton, Blake, Guthrie, Reiss, Waage
Noes: 0
Absent: 0
Abstain: 0
Recused: 0
Legislative Record: Resolution R-2022-065 adopted.
Item 12.A: Short-Term Rental Regulations and Enforcement (Downing)
Recommendation:
1. Receive a report and provide direction to staff on potential changes to the City’s Short-Term Rental regulations.
2. Should changes to the Short-Term Rental regulations be desired, adopt an Urgency Ordinance imposing a moratorium on the issuance of Short- Term Rental licenses pursuant to Government Code Section 65858.
Presenting staff:
Matt Downing, Community Development Director
David Fleishman, City Attorney
James R. Lewis, City Manager
Call for public comment:
Stacy Inman commented.
Bernie Ringer-Britz commented.
Action: Consensus in support of providing the following direction to staff:
Study options for revising the City’s short-term rental regulations and return to the Council with a report on recommended changes, including the following possible provisions for consideration:
• A requirement that the property owner must reside there for a defined period of time before a short-term rental license application will be accepted for the property.
• Constraints on the timeframe during which trash from the property may be put out on the curb for pickup.
Council Agenda 7-19-2022 9.A-7
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• A period of time following a citation or license revocation for illegal operation of a short-term rental during which the property owner is ineligible to reapply for a new short-term rental license. • Stronger penalties for property owners who are found to have misrepresented their actual place of residency for purposes of a short- term rental application.
• Enhanced notification to surrounding properties when a short-term rental license has been applied for, with the opportunity for surrounding property owners to provide comment on the application.
• Imposing larger fines and more strict enforcement practices, to the extent legally feasible.
• Implementing a cap on the total number of short-term rentals that may be licensed at any one time, calculated as a percentage of the total number of single-family housing units in the city.
• Expansion of the types of proof required in order to establish the property owner’s actual place of residency.
In support: 5 Blake, Guthrie, Newton, Reiss, Waage
In opposition: 0
Absent: 0
Abstain: 0
Recused: 0
Action: Adopt an Urgency Ordinance imposing a moratorium on the issuance of Short-Term Rental licenses pursuant to Government Code Section 65858.
Motion: Guthrie
Second: Blake
Vote: The motion passed on the following vote:
Ayes: 5 Guthrie, Blake, Newton, Reiss, Waage
Noes: 0
Absent: 0
Abstain: 0
Recused: 0
Legislative Record: Urgency Ordinance O-2022-005 adopted.
Item 12.B: Highway 1/Dolliver Street Relinquishment and Sidewalk Update (Fine)
Recommendation:
Receive an update on the relinquishment process and provide staff direction on how to proceed with respect to sidewalk gaps on Mattie Road and Dolliver Street.
Council Agenda 7-19-2022 9.A-8
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Presenting staff:
Benjamin Fine, Public Works Director/City Engineer
James R. Lewis, City Manager
Call for public comment:
Jeff Reynolds spoke.
Action: Consensus in support of providing the following direction to staff:
1. Missing sidewalk “Segment B” (Mattie Road from Foothill Road to the Pismo Preserve): Take no action at this time.
2. Missing sidewalk “Segment C” (Mattie Road from north of Tract 2295 to Spyglass Drive): Discuss with Caltrans the feasibility of designing its upcoming Five Cities Multimodal Transportation Network Enhancement Project in such a way that would allow for the shifting of the north end of Mattie Road to accommodate the eventual addition of sidewalks along the north and east sides of this segment of roadway; and evaluate the fiscal and logistical impacts on the existing 2022 Paving Project.
3. Missing sidewalk “Segment D” (Highway 1 at various locations from Ira Lease Park to the Butterfly Grove): Pursue the installation of sidewalk along the inland side of Highway 1 between Frady Lane and Paseo Drive, effectuating the work in the most cost-effective manner identified by staff, possibly including a change order with the existing contractor for the 2022 Paving Project, and returning to the Council for further authorization if needed.
In support: 5 Blake, Guthrie, Newton, Reiss, Waage
In opposition: 0
Absent: 0
Abstain: 0
Recused: 0
Item 12.C: Amendment of the City’s Classification Plan to Include Four New Classifications and Update Two Existing Job Classifications; Appropriation of Funds as Required to Cover Ongoing Costs of Five Additional Full-Time Positions (Garcia)
Recommendation:
Adopt a Resolution amending the City’s Classification Plan to include four new full-time job classifications, updating existing classifications for Utility Manager and Facilities Manager, and appropriating funds to cover ongoing costs for five full-time positions effective June 21, 2022.
Presenting staff:
Jorge Garcia, Assistant City Manager
James R. Lewis, City Manager
Council Agenda 7-19-2022 9.A-9
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Call for public comment: No comment.
Action: Adopt a Resolution amending the City’s Classification Plan to include four new full-time job classifications, updating existing classifications for Utility Manager and Facilities Manager, and appropriating funds to cover ongoing costs for five full-time positions effective June 21, 2022.
Motion: Reiss
Second: Guthrie
Vote: The motion passed on the following vote:
Ayes: 5 Reiss, Guthrie, Blake, Newton, Waage
Noes: 0
Absent: 0
Abstain: 0
Recused: 0
Legislative Record: Resolution R-2022-061 adopted.
Item 12.D: Memorandum of Understanding Between the Pismo Beach Service Employees International Union Local 620 (SEIU) and the City of Pismo Beach (Garcia)
Recommendation:
Adopt a Resolution approving a new three-year Successor Memorandum of Understanding (MOU) with the Service Employees International Union Local 620 (SEIU) for Fiscal Years 2023, 2024, and 2025, and appropriating funds as required to cover costs.
Presenting staff:
Jorge Garcia, Assistant City Manager
James R. Lewis, City Manager
Call for public comment: No comment.
Action: Adopt a Resolution approving a new three-year Successor Memorandum of Understanding (MOU) with the Service Employees International Union Local 620 (SEIU) for Fiscal Years 2023, 2024, and 2025, and appropriating funds as required to cover costs.
Motion: Waage
Second: Reiss
Vote: The motion passed on the following vote:
Ayes: 5 Waage, Reiss, Blake, Guthrie, Newton
Council Agenda 7-19-2022 9.A-10
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Noes: 0
Absent: 0
Abstain: 0
Recused: 0
Legislative Record: Resolution R-2022-062 adopted.
Item 12.E: Three-Year Resolution Establishing Wages and Benefits for Full-Time Non-Represented Employees; Resolution Establishing Salary Schedule for Part-Time Employees (Garcia)
Recommendation:
1. Adopt a Resolution approving salaries and benefits for a three-year term (Fiscal Years 2023, 2024, and 2025) for non-represented full-time City employees and appropriating funds as required to cover costs;
2. Adopt a Resolution approving salary schedules for non-represented part-time City employees and appropriating funds as required to cover costs; and
3. Approve the updated Combined Salary Schedule.
Presenting staff:
Jorge Garcia, Assistant City Manager
James R. Lewis, City Manager
Call for public comment: No comment.
Action: Adopt a Resolution approving salaries and benefits for a three-year term (Fiscal Years 2023, 2024, and 2025) for non-represented full-time City employees and appropriating funds as required to cover costs.
Motion: Reiss
Second: Blake
Vote: The motion passed on the following vote:
Ayes: 5 Reiss, Blake, Guthrie, Newton, Waage
Noes: 0
Absent: 0
Abstain: 0
Recused: 0
Legislative Record: Resolution R-2022-063 adopted.
Action: Adopt a Resolution approving salary schedules for non- represented part-time City employees and appropriating funds as required to cover costs.
Council Agenda 7-19-2022 9.A-11
Attachment 1
Packet Page 12
Motion: Newton
Second: Blake
Vote: The motion passed on the following vote:
Ayes: 5 Newton, Blake, Guthrie, Reiss, Waage
Noes: 0
Absent: 0
Abstain: 0
Recused: 0
Legislative Record: Resolution R-2022-064 adopted.
Action: Approve the updated Combined Salary Schedule.
Motion: Blake
Second: Newton
Vote: The motion passed on the following vote:
Ayes: 5 Blake, Newton, Guthrie, Reiss, Waage
Noes: 0
Absent: 0
Abstain: 0
Recused: 0
Item 12.F: Review of Council Expense Reimbursement and Compensation Practices (Garcia)
Recommendation:
Receive a report on the City’s practices with respect to expense reimbursement and compensation for City Council Members, and provide direction if desired.
Presenting staff:
Jorge Garcia, Assistant City Manager
James R. Lewis, City Manager
Call for public comment:
Tedd commented.
Action: Consensus among a majority of the Council to provide the following direction to staff:
1. Return with an amendment to City’s reimbursement policies to reflect a single “miscellaneous” expense reimbursement category for Council Members with a monthly combined limit of $95.
Council Agenda 7-19-2022 9.A-12
Attachment 1
Packet Page 13
2. Return with a policy for the Council’s consideration that would enact the option of for Council Members to receive a monthly automobile allowance in the amount of $100 per month.
Action: Direct staff to return at the next available meeting with the first reading of an ordinance that would, if adopted, increase the monthly salary paid to Council Members by 20%, for a total of $926.64 per month.
In support: 3 Guthrie, Newton, Reiss
In opposition: 2 Blake, Waage
Absent: 0
Abstain: 0
Recused: 0
Item 12.G: Agreement with AmpSurf for the Title Sponsorship of the 2022 ISA World Para Surfing Championship (Jackson)
This item was reordered and heard prior to Item 12.A.
13. CITY COUNCIL COMMENTS AND REQUESTS
None.
14. ADJOURNMENT
At 8:05 p.m.
APPROVED: ATTEST:
________________________________ ________________________________ Ed Waage, Mayor Erica Inderlied, City Clerk
Council Agenda 7-19-2022 9.A-13
Attachment 1
Packet Page 14
PISMO BEACH COUNCIL AGENDA REPORT
Agenda Item #9.B
SUBJECT/TITLE:
PAYROLL REGISTER AND REGISTER OF DEMANDS
RECOMMENDATION:
1. Approve the Summary of Payroll Register for June 19, 2022 and July 3, 2022;
2. Approve the Register of Demands for June 3, 2022, June 10, 2022, June 17, 2022, June 24, 2022, June 30, 2022 and July 1, 2022.
BACKGROUND:
Attached are the Summary of Payroll Register(s) and Register(s) of Demands (Check Registers) noted above, provided for Council approval.
FISCAL IMPACT:
As demonstrated in the attached payroll and check registers.
ALTERNATIVES:
1.Request additional information from staff.
ATTACHMENTS:
1.Payroll Summary
2.Register of Demands
Submitted by: Meeting Date: July 19, 2022
Nadia Feeser, Administrative Services Director / City Treasurer City Manager Approval:
9.B-1Council Agenda 7-19-2022
Packet Page 15
FOR PERIOD ENDING 06/19/22
CHECKS DATED 06/24/22
PAYROLL CHECKS AND DIRECT DEPOSIT TRANSACTIONS
Checks 12
ACH 130
EARNINGS
REGULAR 357,253.94
HOLIDAY 4,014.17
OVERTIME (Includes Comp Time Payouts)14,976.55
Administration ‐
Building ‐
Conference & Visitors Bureau ‐
Police Department 12,725.63
Parking ‐
Engineering ‐
Fire ‐
Recreation ‐
Public Works 97.02
Water 700.00
Wastewater 1,271.58
Motor Vehicles 182.32
Subtotal‐Overtime 14,976.55$
SALARY ADJUSTMENTS 1,726.60
TRAINING / UNIFORM ALLOWANCE 120.00
OTHER EARNINGS 14,545.01
$392,636.27
LESS AUTHORIZED PAYROLL DEDUCTIONS
FEDERAL WITHHOLDING TAX 34,581.69
FICA & MEDICARE 29,788.16
STATE INCOME TAX 11,920.29
STATE DISABILITY INSURANCE 4,143.33
GARNISHMENTS 692.76
HEALTH 1,627.11
SUPPLEMENTAL DISABILITY 1,630.48
SECTION 125 2,530.64
PERS 30,057.93
DEFERRED COMPENSATION 9,626.76
ADDITIONAL LIFE INSURANCE 296.17
UNION DUES 2,453.66
PISMO ATHLETIC CLUB 262.50
OTHER
NET PAYROLL $263,024.79
DIRECT DEPOSIT DEDUCTION 254,314.79
NET PAYROLL AFTER ACH DEPOSIT 8,710.00
SUMMARY PAYROLL REGISTER
9.B-2Council Agenda 7-19-2022
Attachment 1
Packet Page 16
FOR PERIOD ENDING 07/03/22
CHECKS DATED 07/08/22
PAYROLL CHECKS AND DIRECT DEPOSIT TRANSACTIONS
Checks 10
ACH 128
EARNINGS
REGULAR 343,552.57
HOLIDAY 3,662.27
OVERTIME (Includes Comp Time Payouts)10,702.54
Administration ‐
Building 164.01
Conference & Visitors Bureau ‐
Police Department 7,234.01
Parking ‐
Engineering ‐
Fire ‐
Recreation 138.54
Public Works 784.50
Water 1,422.20
Wastewater 959.28
Motor Vehicles
Subtotal‐Overtime 10,702.54$
SALARY ADJUSTMENTS 1,144.82
TRAINING / UNIFORM ALLOWANCE 121.50
OTHER EARNINGS 15,743.32
$374,927.02
LESS AUTHORIZED PAYROLL DEDUCTIONS
FEDERAL WITHHOLDING TAX 35,391.18
FICA & MEDICARE 28,324.65
STATE INCOME TAX 12,214.63
STATE DISABILITY INSURANCE 3,891.69
GARNISHMENTS 692.76
HEALTH 1,627.11
SUPPLEMENTAL DISABILITY 1,501.58
SECTION 125 2,530.64
PERS 29,113.87
DEFERRED COMPENSATION 9,084.35
ADDITIONAL LIFE INSURANCE 296.17
UNION DUES 2,408.51
PISMO ATHLETIC CLUB 240.00
OTHER
NET PAYROLL $247,609.88
DIRECT DEPOSIT DEDUCTION 238,753.42
NET PAYROLL AFTER ACH DEPOSIT 8,856.46
SUMMARY PAYROLL REGISTER
9.B-3Council Agenda 7-19-2022
Attachment 1
Packet Page 17
City of Pismo Beach
Final Disbursement List Check Date 06/03/2022
US BANK
ACH/Vendor Check Check
Check# Number Payee Date Amount Description
122492 14340 Access Limited Construction 06/03/2022 500.00$ Bond Release ‐ 121 Indio Encroachment Permit E21‐000051 122493 10446 Achievement House, Inc. 06/03/2022 11,729.55 Beach & Sidewalk Cleaning Services April 2022 122494 13158 Advantage Technical Services, Inc 06/03/2022 28,511.00 CM and Inspection ‐ SB Reservoir I Apr 2022 122495 11882 Alexander's Contract Services Inc 06/03/2022 3,039.94 Water Meter Reading Services May 2022 122496 11483 Baker Manock & Jensen Attorneys At Law 06/03/2022 3,479.64 Professional Services Dec 2021‐Feb 2022 Nipomo Litigation 122497 14036 Big Wakoo Fence, Inc. 06/03/2022 3,400.00
Emergency Fence Repairs ‐ Shell Beach Streetscape
122498 11852 Bill Gaines Audio Inc 06/03/2022 927.50
Summer Concert Series Audio ‐ 06/12/22
122499 10626 California Highway Adoption Co 06/03/2022 1,050.00 Highway 101 On/Off Ramp Trash Mitigation Apr 2022
122500 10085 Cannon Associates 06/03/2022 16,243.46 Ocean Blvd ESDC ‐ April 2022 122501 10269 Carquest Auto Parts 06/03/2022 116.11 Vehicle Maintenance Supplies 122502 14027 Central Coast Landscape Products, Inc. 06/03/2022 634.23 Landscape Maintenance 122503 11231 Coastal Peaks Coffee 06/03/2022 54.00 Coffee Supplies 122504 11227 Cole Chrysler Dodge 06/03/2022 1,054.96 PD Vehicle Maintenance 122505 12156 County Of San Luis Obispo 06/03/2022 1,313.20 Chargeable Report Writing & Correspondence Mar/Apr 122506 13386 Cuesta Polygraph & Investigations, LLC. 06/03/2022 5,859.18 PD Background Checks & Psych Evals 122507 12628 Dell Marketing LP 06/03/2022 4,156.13 Computer Equipment ‐ PD MCV 122508 11222 Drive Customs 06/03/2022 2,250.00
PD214 Patrol Command Tahoe New Vehicle Build Labor
122509 14352 Rex Duhn 06/03/2022 42,549.00
Refund ‐ Permit B21‐000352
122510 11469 Eikhof Design Group Inc 06/03/2022 5,818.78 Dolphin Bay Storm Drain Repair /Dino Caves Restrooms April 2022 122511 11059 Emergency Vehicle Group Inc 06/03/2022 239.42 Vehicle Maintenance Supplies
122512 10398 Liliana Graham 06/03/2022 475.20 Instructor: Ballroom Dance May 2022 #10931 122513 13220 Rachel Gruetzmacher 06/03/2022 82.50 Reimbursement for LG Uniform‐Swimsuits 122514 14246 Hunter Smith Architecture 06/03/2022 7,772.50 Chapman Estate ‐ April 2022 122515 11739 J.B. Dewar Incorporated 06/03/2022 178.22 Fuel Tank Decals and Diesel Fuel Nozzle 122516 12525 JJ Fisher Construction 06/03/2022 23,720.56 Dino Caves/Price Park Final 122517 12096 Lee Wilson Electric Co Inc 06/03/2022 345.00 Signal Light Maintenance Mar 2022 122518 10175 Life‐Assist, Inc. 06/03/2022 39.87 Medical Supplies ‐ Fire 122519 10097 Miners Hardware 06/03/2022 666.84 Maintenance Supplies 122520 10039 New Times 06/03/2022 475.00 Legal Notice Advertising 122521 12335 Procare Janitorial Supply Inc 06/03/2022 30.87 Janitorial Supplies 122522 14120 Quincon, Inc. 06/03/2022 153,475.35 Corp Yard & City Hall Remodel 122523 10240 R & T Embroidery, Inc. 06/03/2022 96.00 Lifeguard Uniform Embroidery 122524 12348 Rayne Water Conditioning 06/03/2022 109.90 Soft Water ‐ Station 63 & 64 June 2022 122525 13201 Rincon Consultants, Inc. 06/03/2022 520.00 CCB EIR ‐ Mar/Apr 2022 122526 12436 S & S Worldwide 06/03/2022 505.35 Rec Craft Supplies 122527 11266 San Luis Auto Parts Inc 06/03/2022 169.06 Vehicle Maintenance Supplies
122528 12108 Santa Maria Tire, Inc. 06/03/2022 207.11
PD165 Spare Tire Mount and Balance
122529 10584 Selective Security Systems Inc 06/03/2022 79.56 Parking Annex Alarm Service 6/1/22 ‐ 8/31/22
122530 10913 Siteone Landscape Supply LLC 06/03/2022 29.00 Landscape Maintenance
122531 12570 SLO Roasted Coffee 06/03/2022 267.50 Coffee Supplies 122532 10576 SLOCO Data, Inc 06/03/2022 944.97 Brochures for Chapman Estate Foundation 122533 11722 SP Maintenance Services Inc 06/03/2022 4,413.75 Parking Lot & Street Sweeping Services Apr 2022 122534 12031 Stanley Convergent Security Solutions 06/03/2022 778.78 Monthly Security & Fire Monitoring June 2022 122535 12290 State Of California‐ EDD 06/03/2022 3,081.00 Unemployment Insurance 1st Qtr 2022 122536 14262 The McClatchy Co., LLC 06/03/2022 421.74 Legal Notice Advertising 122537 14015 The Pape` Group Inc. 06/03/2022 920.55 E64 Check Engine Light & Oil Leak Repair 122538 10905 Venco Power Sweeping Inc 06/03/2022 4,279.13 Street Sweeping Services April 2022 122539 10692 Ed Waage 06/03/2022 733.74 Toner Expense Reimbursement ‐ Dec 2021‐Apr 2022 122540 10381 Walker Consultants 06/03/2022 54.00 Refund for Overpayment of BL #21207 122541 12614 Winema Industrial & Safety Supply 06/03/2022 262.76 Safety Supplies Total 338,061.91
9.B-4Council Agenda 7-19-2022
Attachment 2
Packet Page 18
City of Pismo Beach
Final Disbursement List Check Date 06/10/2022
US BANK
ACH/Vendor Check Check
Check# Number Payee Date Amount Description
ACH 10002 Internal Revenue Service 06/10/2022 96,201.22$ Federal Income Tax PD 06/10/22 ACH 11305 Public Employees Retirement System 06/10/2022 64,948.10 PERS Retirement EE & ER PD 06/10/22 ACH 12260 dba: Mission Square ICMA Retirement Trust ‐ 457 06/10/2022 19,676.43 ICMA 457 Deferred Comp PD 06/10/22 ACH 12305 Franchise Tax Board 06/10/2022 16,857.88 SDI & State Income Tax PD 06/10/22 ACH 12360 CalPERS 457 Plan 06/10/2022 187.50 PERS 457 Deferred Comp PD 06/10/22 ACH 12708 dba: Mission Square ICMA Retirement Trust‐Roth IR 06/10/2022 360.00 ICMA Roth IRA PD 06/10/22 122543 11382 Applied Technology Group, Inc. 06/10/2022 122,317.80 UHF/VHF Mobile Radios ‐ PD (24) and UHF Mobile Radios ‐PD (24) 122544 13170 Atlas Business Solutions Inc 06/10/2022 1,080.00 ScheduleAnywhere License Renewal 122545 11589 Austin's Wet Pets and Pond Maintenance, Inc 06/10/2022 140.00 Pond Maintenance May 2022 ‐ Chapman Estate 122546 UB*00896 LAURA BECKER (T) 06/10/2022 15.36 Refund Check 018068‐000, 641 VISTA PACIFICA 122547 10028 Brisco Mill & Lumber Yard 06/10/2022 387.59 Supplies ‐ Streets 122548 12098 Burke & Pace Lumber of Arroyo Grande 06/10/2022 168.88 Gazebo Supplies 122549 13065 California State Lands Commission 06/10/2022 15.00 Revised Annual Rent 4/20/22 ‐ 4/19/23 Per Lease Agrmt # 6674 122550 10799 Lindsay Carter Coates 06/10/2022 708.00 Instructor: Yoga w/Lindsay May 2022 #10844 122551 10281 City of Arroyo Grande 06/10/2022 5,091.24 Postage and Printing ‐ Summer Activity Guide 122552 11227 Cole Chrysler Dodge 06/10/2022 31.90 Vehicle Repairs & Maintenance 122553 UB*00900 PETER CORRICK 06/10/2022 51.19 Refund Check 011425‐001, 822 DUGAN 122554 11986 Culligan/Central Coast Water 06/10/2022 311.00 Car Wash Filtration & Soft Water Tank Rental May 2022 122555 14313 Culligan/Santa Maria 06/10/2022 498.42 Drinking Water May 2022 122556 14217 Deltina Coffee Roasters 06/10/2022 62.50 Coffee Supplies 122557 13697 Dudek 06/10/2022 10,722.50 GP/LCP Update ‐ Prof Planning Svcs 3/26/22 ‐ 4/29/22 122558 13821 Reno Evans 06/10/2022 225.00 Reimbursement: SWRCB Grade III Certificate 122559 13586 Famcon Pipe & Supply Inc. 06/10/2022 1,286.21 Distribution Maintenance 122560 12123 Farm Supply 06/10/2022 97.43 Supplies ‐ Parks 122561 12589 Ferguson Enterprises, Inc. 06/10/2022 369.75 Water Dept Supplies 122562 11868 FGL Environmental 06/10/2022 600.00 Organic Analysis 4/12/22 122563 12035 Ben Fine 06/10/2022 9.07 Reimbursement for PW Week supplies 122564 13450 Franchise Tax Board‐Tax Withholding 06/10/2022 692.76 Tax Withholding Order PD 06/10/22 122565 12952 GSI Water Solutions Inc 06/10/2022 3,922.40 NCMA Annual Monitoring Report Apr 2022 122566 10751 Haaker Equipment Company 06/10/2022 1,539.92 Pier Plaza Scrubber Brushes 122567 11412 Harvey's Honey Huts 06/10/2022 250.00 Portable Toilets ‐ Chapman Estate May 2022 122568 UB*00897 HINDS MEDICAL GROUP (T) 06/10/2022 33.88 Refund Check 007536‐000, 2 JAMES #109 122569 12018 Erica Inderlied 06/10/2022 45.98 Mileage: Meeting with City of Cambria 5/19/22 122570 13276 InfoSend, Inc. 06/10/2022 1,179.86 Utility Bills Return Envelopes Reorder 122571 13385 IPS Group, Inc. 06/10/2022 4,441.21 Parking Meter Supplies 122572 12255 Iron Mountain Information Mgmt, Inc 06/10/2022 67.52 Shredding Services ‐ 04/27/2022 ‐ 05/24/2022 122573 11828 Gordon Jackson 06/10/2022 163.00 M&IE:CCTC Annual Retreat Ventura‐ CA 5/1‐5/3/22 & CA Lodging Expo 122574 12525 JJ Fisher Construction 06/10/2022 17,857.08 Release Retention ‐ Dino Caves/Price Park 122575 UB*00899 ANDREW KEIL (T) 06/10/2022 3.18 Refund Check 017275‐000, 161 IRISH 122576 12096 Lee Wilson Electric Co Inc 06/10/2022 285.00 Call Out for Repairs ‐ James Way/Oak Park Lit Sign 122577 13361 Marborg Industries Santa Barbara 06/10/2022 62.23 Lifeguard Porta Potties 05/02/22 ‐ 05/31/22 122578 13768 Mark Schwind Electric, Inc. 06/10/2022 300.00 Electrical Call Out for Pier Power Pedestals 122579 UB*00898 PETER MASNY (T) 06/10/2022 37.99 Refund Check 007570‐000, 971 SHAFFER 122580 14042 Merjan Enterprises, Inc. 06/10/2022 6,784.27 City Hall Access Control & Security Cameras 122581 13836 Mesa Energy Systems, Inc 06/10/2022 868.00 HVAC Callout & Repairs ‐ Police Department 122582 10097 Miners Hardware 06/10/2022 2,237.67 Maintenance Supplies 122583 13964 MNS Engineers, Inc. 06/10/2022 1,402.28 Construction Mgmt ‐ Bello Bridge April 2022 122584 11172 Mullahey Ford 06/10/2022 4,829.12 Vehicle Maintenance & Repairs 122585 10039 New Times 06/10/2022 157.00 Legal Notice Advertising 122586 12199 Noble Saw, Inc 06/10/2022 619.69 Equipment Maintenance 122587 14343 ODP Business Solutions, LLC 06/10/2022 493.73 Office Supplies 122588 11127 Oliveira Environmental Consulting LLC 06/10/2022 9,980.00 Environmental Review for McNeal Project 122589 10241 Original Watermen, Inc. 06/10/2022 113.08 Lifeguard Supplies 122590 11202 Pavement Engineering, Inc. 06/10/2022 11,080.75 Paving Project ‐ April 2022 122591 13149 Pismo Beach Lifeguard Association 06/10/2022 5.00 Lifeguard Dues PD 06/10/22 122592 12022 Pismo Beach Police Officer's Association 06/10/2022 1,560.03 POA Dues PD 06/10/22 122593 12335 Procare Janitorial Supply Inc 06/10/2022 1,516.68 Janitorial Supplies 122594 10817 PRP Co Dba PRP Companies 06/10/2022 539.42 Vehicle Impound Release Forms (500) 122595 14354 Gerald D. Purify Jr 06/10/2022 800.00 Dante Marsh and the Vibe Setters Band 6/12/22 Concert 122596 13898 Quadient, Inc. 06/10/2022 2,000.00 Postage 05/06/22 & 05/16/2022 122597 10240 R & T Embroidery, Inc. 06/10/2022 522.00 Junior Lifeguard Patches ‐ Qty 300 122598 13796 ReadyRefresh by Nestle 06/10/2022 159.58 Drinking Water May 2022 ‐WasteWater 122599 12108 Santa Maria Tire, Inc. 06/10/2022 5,359.99 Vehicle Maintenance & Repairs 122600 14190 Santa Ynez Valley Elite Event Party Rentals 06/10/2022 1,073.03 Remaining Balance for July 4th Rentals 122601 13994 SBRK Finance Holdings, Inc. 06/10/2022 542.50 CivicPay IVR Transaction Fees May 2022 122602 11208 SEIU Local 620 AFL/CIO 06/10/2022 903.25 SEIU Dues PD 06/10/22 122603 13913 Silvas Oil Co., Inc 06/10/2022 9,641.88 Diesel & Unleaded Fuel Deliveries 05/26/2022 122604 12570 SLO Roasted Coffee 06/10/2022 37.00 Coffee Supplies 122605 12925 Smith's Alarms & Electronics 06/10/2022 90.00 Security Monitoring ‐ Price House 06/01/2022 ‐ 08/31/2022 122606 14113 Southpaw Sign Co., Inc. 06/10/2022 42,197.36 St Jude's Tunnel ‐ Lighting and Signs Bal Due 122607 12031 Stanley Convergent Security Solutions 06/10/2022 1,008.86 City Hall Remodel ‐ Security System Install/Reconfiguration 122608 12629 Tetra Tech Inc 06/10/2022 600.00 Map Checking Services
9.B-5Council Agenda 7-19-2022
Attachment 2
Packet Page 19
City of Pismo Beach
Final Disbursement List Check Date 06/10/2022
US BANK
ACH/Vendor Check Check
Check# Number Payee Date Amount Description
122609 14091 The Flag Factory, Main Street Banner USA 06/10/2022 1,010.95 Flags for Pier Parking Lot Flag Pole 18'x20' 122610 12991 TransUnion Risk and Alternative 06/10/2022 158.00 Investigative Services May 2022 122611 11165 Tri County Office Furniture 06/10/2022 1,331.58 MSD Office Furniture 122612 12228 Turf Star, Inc. 06/10/2022 341.84 Torro 7210 Mower Blades & Filters 122613 12982 Ultrex Business Products 06/10/2022 973.58 City‐Wide Copier Usage May 2022 122614 13392 Urban Planning Concepts 06/10/2022 5,536.13 GP/LCP Update Planning Services April 2022 122615 12622 USA Bluebook Acct: 82507 06/10/2022 755.14 Lab Supplies 122616 10507 V & V Manufacturing 06/10/2022 797.98 PD Badges 122617 14115 Vanir Construction Mgmt, Inc. 06/10/2022 7,782.96 Safety Facility Professional Services April 2022 122618 12132 White Flag Pest Control Inc 06/10/2022 986.00 Pest Control Services Total 500,098.31
9.B-6Council Agenda 7-19-2022
Attachment 2
Packet Page 20
City of Pismo Beach
Final Disbursement List Check Date 06/17/2022
US BANK
ACH/ Vendor Check Check
Check# Number Payee Date Amount Description
ACH 11224 Richards, Watson, Gershon Attorneys At Law 06/17/2022 16,223.75 Professional Legal Services April 2022 ACH 12944 Leaf 06/17/2022 1,231.19 Monthly Copier Lease June 2022 ACH 13455 Wex 06/17/2022 858.27 Fuel for City Vehicles 5/7/22 ‐ 6/7/22 122619 10434 Abalone Coast Analytical Inc 06/17/2022 112.00 Water Analysis 122620 12275 Airgas West Inc 06/17/2022 204.26 Cylinder Rental May 2022 122621 12111 Air‐Vol Block Inc 06/17/2022 312.87 WWTP Maintenance Supplies 122622 12433 Alpha Electrical Service Inc 06/17/2022 739.50 WWTP Water Pump Repair 122623 14215 Dino Navin Anciaux 06/17/2022 490.00 M&IE/Mileage: CWEA Conf 6/20‐6/23/22 122624 13460 AT&T Mobility 287284035974 06/17/2022 1,130.19 Wireless Services May 2022 122625 10818 Bosch Landscape 06/17/2022 300.00 Vacant Bello Lot Weed Abatement 122626 14229 Brendler Janitorial Service 06/17/2022 16,152.00 Janitorial Services for City Facilities May 2022 122627 14148 Michael H. Bruffey 06/17/2022 975.00 PLM Sampling Collection/Report ‐ Chapman Estate 122628 12610 CalPortland Construction 06/17/2022 1,251.92 Distribution Maintenance 122629 13951 Central Coast Portables 06/17/2022 484.05 Tennis Court Portable Toilets ‐ 05/01/22 ‐ 05/28/22 122630 13893 Charles P. Crowley Company, Inc 06/17/2022 3,165.36 Odor control at Addie St Lift Station 122631 11231 Coastal Peaks Coffee 06/17/2022 305.50 Coffee Supplies 122632 14142 Crosno Construction, Inc. 06/17/2022 106,711.88 Shell Beach Reservoir #1 Replacement Project 122633 11893 CRS West, Inc‐SLO 06/17/2022 974.07 Repair Large Format Printer 122634 12628 Dell Marketing LP 06/17/2022 7,335.38 Computers 122635 12307 Department Of Justice 06/17/2022 64.00 Livescan Services ‐ May 2022 122636 12168 Diversified Construction 06/17/2022 3,250.00 Weed Abatement‐City Lot Chumash Park 6/4/22 122637 10242 Dooley Enterprises, Inc. 06/17/2022 4,174.29 PD Ammunition 122638 11289 eGenoa, LLC 06/17/2022 1,500.70 PD214 Graphics & Decals 122639 11469 Eikhof Design Group Inc 06/17/2022 3,468.20 Project Consulting Services May 2022 122640 10746 Electricraft Inc. 06/17/2022 137.39 Remove & Replace Damaged Cat6 Wall Jack ‐ City Hall Remodel 122641 14325 Engeo Incorporated 06/17/2022 1,362.48 Ocean Blvd Improvements April 2022 122642 13586 Famcon Pipe & Supply Inc. 06/17/2022 4,238.89 Distribution Maintenance 122643 12123 Farm Supply 06/17/2022 4.84 Supplies ‐ Parks 122644 12587 Fedex 06/17/2022 54.98 Express Mail ‐ Check to PG&E for Corp Yard project 122645 12589 Ferguson Enterprises, Inc. 06/17/2022 2,971.16 Equipment Maintenance Supplies 122646 14069 Greines, Martin, Stein & Richland LLP 06/17/2022 8,775.00 Professional Legal Services May 2022 122647 10751 Haaker Equipment Company 06/17/2022 1,485.18 Equipment Maintenance 122648 14357 Sally Hemesath 06/17/2022 124.53 Partial Class Refund ‐ Withdrew from Class 122649 10376 Hinderliter, de Llamas & Associates 06/17/2022 1,279.01 Sales Tax Consulting & Audit Information Qtr 4/2021 122650 14246 Hunter Smith Architecture 06/17/2022 4,822.00 Chapman Estate CM ‐ May 2022 122651 13276 InfoSend, Inc. 06/17/2022 994.18 Data Processing‐Printing‐Mailing City's Utility Bills May 2022 122652 13385 IPS Group, Inc. 06/17/2022 2,005.11 IPS Transaction Fees ‐ May 2022 122653 12255 Iron Mountain Information Mgmt, Inc 06/17/2022 101.13 Shredding Services‐ 4/27/22‐5/24/22 122654 12891 J.L. Wingert Co. 06/17/2022 2,341.43 Horizon 90pt tablets 122655 12371 Kemira Water Solutions Inc 06/17/2022 5,195.51 Ferrous Chloride 122656 11748 Left Coast Enterprises, Inc. 06/17/2022 1,867.76 T‐shirts for Stride With the Tide event 122657 10175 Life‐Assist, Inc. 06/17/2022 320.38 Medical Supplies ‐ Fire 122658 10656 LN Curtis & Sons 06/17/2022 3,113.03 Radio Equipment SWAT Headsets 122659 14245 Mary McGrath Architects 06/17/2022 49,700.00 Criteria & Bridging Docs for Public Safety Facility March 2022 122660 12279 McMaster Carr 06/17/2022 666.06 Water Tank‐ Shell Beach Res 1 Aeration 122661 13836 Mesa Energy Systems, Inc 06/17/2022 3,819.50 HVAC Repairs ‐ WWTP & City Hall 122662 14321 Mid State Container Sales, Inc. 06/17/2022 6,350.00 Storage Container for Beach Volleyball Courts 122663 10097 Miners Hardware 06/17/2022 529.90 Maintenance Supplies 122664 10039 New Times 06/17/2022 157.00 Legal Notice Advertising 122665 14137 Newby Construction Industries 06/17/2022 7,247.95 Emergency Gazebo Repairs 122666 13714 Nipomo Dog & Cat Hospital 06/17/2022 682.46 PD K9 Medical Visit 12/14/21 122667 14327 O'Connor & Sons, Inc 06/17/2022 3,996.00 Shell Beach Fire Station Termite Fumigation/Tenting 122668 14343 ODP Business Solutions, LLC 06/17/2022 729.88 Office Supplies 122669 10728 Oilfield Environmental & Compliance, Inc. 06/17/2022 9,705.50 Lab Analysis April/May 2022 122670 13197 Olin Corporation 06/17/2022 4,777.77 Sodium Hypochlorite 122671 12138 Ormonde Truck & Tractor 06/17/2022 1,732.50 Gazebo Relocation 122672 12315 Pacific Gas & Electric Company 06/17/2022 3,281.90 Electricity 05/05/22 ‐ 06/05/22 122673 12099 Pacific Petroleum Corp 06/17/2022 16,937.78 Digester #2 Gas Purge & Rehabilitation 122674 12335 Procare Janitorial Supply Inc 06/17/2022 1,431.87 Janitorial Supplies 122675 14201 Procare Medical Supplies 06/17/2022 1,195.00 Safety Supplies 122676 10817 PRP Co Dba PRP Companies 06/17/2022 584.71 PD Pre‐Printed Envelopes & Shoulder Patch Artwork 122677 14351 Public Treasury Institute of North America 06/17/2022 2,200.00 PTI Cashier & Supervisor Training Course 122678 13898 Quadient, Inc. 06/17/2022 472.51 Neopost Postage Lease 4/16/22 ‐ 7/15/22 122679 14120 Quincon, Inc. 06/17/2022 147,966.30 Bello Bridge Habitat Mitigation/Monitoring
9.B-7Council Agenda 7-19-2022
Attachment 2
Packet Page 21
City of Pismo Beach
Final Disbursement List Check Date 06/17/2022
US BANK
ACH/ Vendor Check Check
Check# Number Payee Date Amount Description
122680 12613 Quinn Company 06/17/2022 1,389.54 Equipment Repairs & Maintenance 122681 13201 Rincon Consultants, Inc. 06/17/2022 7,070.00 Consultant for EIR for GP/LCP March 2022 122682 10452 Rolson Music & Sound 06/17/2022 650.00 Mobile Stage Rental ‐ Dino Caves Concert 6/12/22 122683 14355 Safety 1st Seminars 06/17/2022 863.20 Instructor: Babysitting Class 6/4/22 #10879 122684 12516 San Luis Obispo Co. Health Agency 06/17/2022 7,569.75 Q4 FY 2021‐22 Animal Shelter Services 122685 12108 Santa Maria Tire, Inc. 06/17/2022 3,083.60 Vehicle Maintenance 122686 14359 Suzanne Shaug 06/17/2022 55.00 Refund ‐ Rental overpayment PBVH 07/26/22 122687 10913 Siteone Landscape Supply LLC 06/17/2022 151.09 Water Truck Hoses 122688 10093 SLO County Auditor‐Controller 06/17/2022 11,425.00 Phoenix Parking Surcharges Apr 2022 122689 10532 SLO County Sheriff‐Coroner 06/17/2022 131.00 Lab Services Mar/Apr 2022 122690 11539 Eva Snopek Keehn 06/17/2022 318.50 Instructor: Dog Therapy 5/18/22 ‐ 7/6/22 #10979 & 10960 122691 14334 SpectraTurf 06/17/2022 23,528.00 Dino Caves Park/Pier Plaza/Spyglass ‐ Playground Coating 122692 12171 State Water Resources Control Board 06/17/2022 58,125.64 CWSRF C‐06‐8016‐110 C#D1501027 Five Cities LS Principal & Int 122693 12630 SWCA Environmental Consultants 06/17/2022 1,238.00 Ventana Tennis Courts ‐ Cultural & Biological Support May 2022 122694 13530 TCA Tools Inc 06/17/2022 739.11 Shop Tools 122695 12629 Tetra Tech Inc 06/17/2022 6,607.50 1000 Bello ‐ Point Cloud Scan 122696 12461 TJA Advertising 06/17/2022 15,627.89 CVB Advertising and Promotion April 2022 122697 11165 Tri County Office Furniture 06/17/2022 173.55 Office Furniture ‐ Engineering 122698 12651 Chris Trimble 06/17/2022 1,000.00 Education Reimbursement 122699 10380 Trinity Cyclery 06/17/2022 5,148.77 PD Electric Bicycle 122700 12228 Turf Star, Inc. 06/17/2022 310.51 Equipment Maintenance 122701 12299 Valley Instrument Service Inc 06/17/2022 1,249.34 Lab Equipment 122702 14358 Xtreme Plumbing Services, Inc. 06/17/2022 2,500.00 Refund Bond for Encroachment Permit ‐ 1426 Ocean Blvd Total 625,727.95
9.B-8Council Agenda 7-19-2022
Attachment 2
Packet Page 22
City of Pismo Beach
Final Disbursement List Check Date 06/24/2022
US BANK
ACH/ Vendor Check Check
Check# Number Payee Date Amount Description
ACH 10002 Internal Revenue Service
06/24/2022 94,158.01$ Federal Income Tax PD 06/24/22
ACH 11224 Richards, Watson, Gershon Attorneys At Law
06/24/2022 60.25 Legal Services - Pacific Harbor Homes
ACH 11305 Public Employees Retirement System
06/24/2022 62,935.23 PERS Retirement EE & ER PD 06/24/22 ACH 12260 dba: Mission Square ICMA Retirement Trust - 457 06/24/2022 19,622.93 ICMA 457 Deferred Comp PD 06//24/22 ACH 12305 Franchise Tax Board
06/24/2022 16,063.76 SDI & State Income Tax PD 06/24/22 ACH 12360 CalPERS 457 Plan
06/24/2022 187.50 PERS 457 Deferred Comp ER PD 06/24/22 ACH 12708 dba: Mission Square ICMA Retirement Trust-Roth IR 06/24/2022 360.00 ICMA Roth IRA PD 06/24/22 122703 UB*00902 KIERAN DEAL ALYCIA DANIEL (T)
06/24/2022 17.44 Refund Check 018343-000, 369 HINDS #C 122704 UB*00904 GREG BOEGE (T)
06/24/2022 127.37 Refund Check 007192-000, 242 CUYAMA
122705 12224 Delta Dental Of California
06/24/2022 46.98 Dental Deductions May 2022
122706 14043 Health & Human Resource Center, Inc.
06/24/2022 130.05 Employee Assistance Program - May 2022 122707 UB*00901 TERRI HOOD
06/24/2022 118.25 Refund Check 007498-000, 116 WHITECAP 122708 UB*00903 ERIK MEYER (T)
06/24/2022 100.30 Refund Check 017673-000, 2028 OCEAN BLVD 122709 UB*00905 RICHARD NORMAN, DPM (T)
06/24/2022 23.68 Refund Check 007782-000, 2 JAMES #205 122710 13073 VSP- Vision Service Plan (CA)
06/24/2022 3,454.67 VSP Vision Insurance May 2022
122711 14122 Aardvark
06/24/2022 20,793.29 PD Safety Equipment
122712 13158 Advantage Technical Services, Inc
06/24/2022 23,667.00 CM and Inspection - SB Reservoir I May 2022 122713 11882 Alexander's Contract Services Inc
06/24/2022 3,783.64 Water Meter Reading Services June 2022 122714 11365 American Legal Publishing Corporation
06/24/2022 234.10 Internet/Folio Editing May 2022
122715 14368 Anetik
06/24/2022 700.00 Lifeguard Uniforms
122716 13278 AT&T 9391059148
06/24/2022 1,489.64 Phone Bill - 05/10/22 - 06/09/22
122717 14363 AT&T Mobility 287314925891
06/24/2022 1,447.01 Parking iPads - May 2022
122718 13382 Axon Enterprises Inc.
06/24/2022 3,886.59 PD Taser Equipment
122719 13569 Jedidiah J. Bickel
06/24/2022 75.00 CVB/LBID 2nd Qtr 2022 Stipend
122720 10888 Bound Tree Medical LLC
06/24/2022 417.15 FD Medical Equipment
122721 14248 Boys and Girls Club of So. San Luis Obispo County 06/24/2022 1,700.00 Childcare Support Services May 2022 122722 12841 Robert Brenman
06/24/2022 22.50 Senior Dance Band Member 06/13/22
122723 11392 Brenntag Pacific Inc.
06/24/2022 8,573.18 Sodium Bisulfite 25%
122724 10028 Brisco Mill & Lumber Yard
06/24/2022 47.40 Supplies - Streets
122725 14365 Sean Campbell
06/24/2022 283.00 CWEA Membership
122726 10269 Carquest Auto Parts
06/24/2022 166.03 Vehicle Maintenance Supplies
122727 11451 Channel Islands Technology Integrators' Group 06/24/2022 408.22 Software License
122728 13105 Chapman Foundation
06/24/2022 570.00 Docent Fees April & May 2022
122729 11373 Cherry Lane Nursery
06/24/2022 184.00 Damaged Tree Replacement
122730 11552 Agritec International Ltd CleanTech Environmental 06/24/2022 217.45 Shop Parts Washer Rental
122731 11169 Coast Riders Powersport Sales
06/24/2022 594.00 PD Equipment Maintenance
122732 11231 Coastal Peaks Coffee
06/24/2022 107.00 Coffee Supplies
122733 13257 Core & Main LLP
06/24/2022 727.28 June Meters
122734 11893 CRS West, Inc-SLO
06/24/2022 186.62 Print Paving Project Plans
122735 12307 Department Of Justice
06/24/2022 96.00 DOJ Fingerprint Apr 2022
122736 12168 Diversified Construction
06/24/2022 2,485.00 Weed Abatement June 2022
122737 14344 Mary Elizabeth Douglas
06/24/2022 22.50 Senior Dance Band Member 06/13/22
122738 11289 eGenoa, LLC
06/24/2022 304.50 Circle Magnet Signs for vehicles
122739 10746 Electricraft Inc.
06/24/2022 120.00 Junction Box Repairs - Chapman Estate 122740 12541 Engel & Gray Inc
06/24/2022 19,232.98 Composting Biosolids April & May 2022 122741 12589 Ferguson Enterprises, Inc.
06/24/2022 161.63 Distribution Maintenance
122742 13450 Franchise Tax Board-Tax Withholding
06/24/2022 692.76 Tax Withholding Order PD 06/24/22
122743 14097 Julia Goodman
06/24/2022 25.71 Reimb: Risk Mgmt - Covid-19 Test Kits
122744 12952 GSI Water Solutions Inc
06/24/2022 2,263.39 NCMA Annual Report - May 2022
122745 13588 Kenneth John Guge III
06/24/2022 112.00 Instructor: Central Coast Judo - May 2022 #10855 122746 10376 Hinderliter, de Llamas & Associates
06/24/2022 153.06 Sales Tax Consulting & Audit Information Qtr 4/2021 122747 14246 Hunter Smith Architecture
06/24/2022 1,961.00 City Hall/Corp Yard - May 2022
122748 14068 Impax Automation, LLC
06/24/2022 4,910.39 SCADA System Maintenance & Support 6/1/22 - 6/3/22 122749 11828 Gordon Jackson
06/24/2022 18.50 Reimb: Uber IPW 2022 Orlando FL 6/4/22 - 6/9/22 122750 14294 Jones Mayer
06/24/2022 1,125.00 Personnel Investigation Services
122751 10375 Mark Latham
06/24/2022 168.55 Reimb: Safety Boots FY 2022
122752 12019 James Lewis
06/24/2022 105.00 Parking: City Leaders Summit 5/11-5/14/22 122753 11586 Liebert, Cassidy & Whitmore
06/24/2022 10,500.63 Negotiations 2022
122754 10656 LN Curtis & Sons
06/24/2022 3,919.75 Annual Hurst Tools Service
122755 14362 Sarah Ludden
06/24/2022 250.00 DCP Deposit Refund - Event Date 5/20/22 122756 14245 Mary McGrath Architects
06/24/2022 27,440.00 Safety Facility Professional Services April/May 2022 122757 12279 McMaster Carr
06/24/2022 412.34 High Pressure Flowmeter for Aeration of Shell Beach 1 Reservoir 122758 12960 Med-Stops Medical Clinic Inc
06/24/2022 200.00 DMV-DOT Physical 2022
122759 13716 Dawn Meisner
06/24/2022 51.46 Risk Mgmt - Covid-19 Test Kits
122760 13836 Mesa Energy Systems, Inc
06/24/2022 8,959.00 City Hall Server Room HVAC
122761 11728 MFI Limited Inc
06/24/2022 298.00 Overpayment on Permit B19-000545
122762 14367 Lauren Miller
06/24/2022 177.60 Withdrawal from class due to illness #10910 122763 10097 Miners Hardware
06/24/2022 117.36 Maintenance Supplies
122764 11780 Moondoggies Beach Club, Inc.
06/24/2022 939.33 Prizes for Volleyball Tournaments
122765 14353 Motorola Solutions, Inc.
06/24/2022 213.19 PD Radio Repairs & Maintenance
122766 10039 New Times
06/24/2022 157.00 Legal Notice Advertising
122767 12199 Noble Saw, Inc
06/24/2022 27.10 Equipment Repairs & Maintenance
9.B-9Council Agenda 7-19-2022
Attachment 2
Packet Page 23
City of Pismo Beach
Final Disbursement List Check Date 06/24/2022
US BANK
ACH/ Vendor Check Check
Check# Number Payee Date Amount Description
122768 14343 ODP Business Solutions, LLC
06/24/2022 512.15 Office Supplies
122769 12270 Office Depot
06/24/2022 2.41 Office Supplies
122770 10697 Parker Graphic Design
06/24/2022 100.00 Rec Program Advertisement
122771 11202 Pavement Engineering, Inc.
06/24/2022 12,468.75 Paving Project ESDC - May 2022
122772 12070 Michelle Pearson
06/24/2022 514.80 M&IE: AFSS June Quarterly Meeting 6/22-6/24/22 122773 12023 Petty Cash
06/24/2022 9.57 Petty Cash Replenishment
122774 14366 Tina Phipps
06/24/2022 200.00 Withdrawal from class due to illness #10880 122775 13149 Pismo Beach Lifeguard Association
06/24/2022 5.00 Lifeguard Dues PD 06/24/22
122776 12022 Pismo Beach Police Officer's Association
06/24/2022 1,547.78 POA Dues PD 06/24/22
122777 10276 Printpal Promotions & Printing
06/24/2022 4,197.22 CVB Collateral
122778 12335 Procare Janitorial Supply Inc
06/24/2022 633.25 Janitorial Supplies
122779 13417 Mark Roemer
06/24/2022 75.00 CVB/LBID 2nd Qtr 2022 Stipend
122780 14306 Gary Rossi
06/24/2022 22.50 Senior Dance Band Member 06/13/22
122781 14355 Safety 1st Seminars
06/24/2022 720.00 First Aid & CPR Class 6/3/22 - Rec
122782 11208 SEIU Local 620 AFL/CIO
06/24/2022 900.88 SEIU Dues PD 06/24/22
122783 10913 Siteone Landscape Supply LLC
06/24/2022 526.96 Landscape Maintenance Supplies
122784 13701 SLO County Fire
06/24/2022 6,840.00 MDC Rip and Run Service FY 21/22
122785 10532 SLO County Sheriff-Coroner
06/24/2022 210.00 Crime Lab Services 4/29/22 - 5/7/22
122786 12257 South County Sanitary Service
06/24/2022 73.76 Trash Service for Chapman Neighborhood Gathering 122787 11722 SP Maintenance Services Inc
06/24/2022 4,413.75 Parking Lot & Street Sweeping Services May 2022 122788 12806 Donald G. Stever
06/24/2022 22.50 Senior Dance Band Member 06/13/22
122789 12630 SWCA Environmental Consultants
06/24/2022 2,636.25 Palisades Park Archaeological Investigation 122790 12321 The Gas Company
06/24/2022 641.96 05/17/22 - 06/16/22
122791 12461 TJA Advertising
06/24/2022 167,571.59 CVB & LBID Advertising and Promotion Services May 2022 122792 12415 Transitions Mental Health Association
06/24/2022 96.00 Refund: Rental Overpayment PBVH 6/24/22 122793 11165 Tri County Office Furniture
06/24/2022 14,803.00 City Hall Office Furniture
122794 13905 Tripepi, Smith and Associates, Inc
06/24/2022 290.00 Graphic Arts Services for Pismo Fast logo 122795 13751 Jeanette Trompeter
06/24/2022 1,500.00 PR Liaison Services - Water & Paving Videos 122796 10014 United States Postal Service
06/24/2022 935.20 Summer 2022 Clam Chronicle Postage
122797 13392 Urban Planning Concepts
06/24/2022 5,494.50 In-House Planning Services May 2022 122798 13741 Julia Valentine
06/24/2022 2,202.24 Instructor: Sea Exploration Camp 6/13/22 - 6/17/22 #10910 122799 14115 Vanir Construction Mgmt, Inc.
06/24/2022 17,185.00 Public Safety Facility Professional Services May 2022 122800 12527 Water Systems Consulting Inc
06/24/2022 138,313.32 CCB - Program Mgmt-Permitting & Final Design & CWSRF May 2022 122801 12614 Winema Industrial & Safety Supply
06/24/2022 527.98 Safety Supplies
122802 14020 Daniel Barrett Wrage
06/24/2022 1,840.00 Instructor: Beach Volleyball Camp 6/13/22 - 6/16/22 #10907 Total 743,340.57
9.B-10Council Agenda 7-19-2022
Attachment 2
Packet Page 24
City of Pismo Beach
Final Disbursement List Check Date 06/30/2022
US BANK
ACH/Vendor Check Check
Check# Number Payee Date Amount Description
ACH 10371 Visit SLO County 06/30/2022 204,924.36$ TMD Payments April 2022 ACH 14257 Igoe Administrative Services 06/30/2022 2,427.61 FSA & DDS Reimbursement June 2022 ACH 14257 Igoe Administrative Services 06/30/2022 98.00 FSA & DDS Reimbursement June 2022 122803 10434 Abalone Coast Analytical Inc 06/30/2022 196.00 Water Analysis 122804 10695 AFLAC
06/30/2022 3,260.72 Supplemental Disability Insurance June 2022 122805 12275 Airgas West Inc 06/30/2022 281.87 Oxygen ‐ Fire ‐ May 2022 122806 11382 Applied Technology Group, Inc. 06/30/2022 327.15 FDLG64 Radio System Repairs 122807 10830 Aramark
06/30/2022 1,312.48 Uniforms ‐ May 2022
122808 14371 Big Sky Communications, Inc. 06/30/2022 780.00 Dispatch Base and Remote 122809 10888 Bound Tree Medical LLC 06/30/2022 51.53 Station Supplies 122810 13328 Campfire Central Coast of CA 06/30/2022 250.00 Deposit Refund: PBVH Event Date 04/1/22 thru 04/3/22 122811 10269 Carquest Auto Parts 06/30/2022 24.36 Pier Airstream Trailer Supplies 122812 14027 Central Coast Landscape Products, Inc. 06/30/2022 305.37 Landscape Maintenance Supplies 122813 11451 Channel Islands Technology Integrators' Gro 06/30/2022 2,654.27 IT Professional Services 122814 11231 Coastal Peaks Coffee 06/30/2022 120.00 Coffee Supplies 122815 10667 Complete Paperless Solutions, LLC 06/30/2022 753.21 Additional Laserfiche User 122816 11986 Culligan/Central Coast Water 06/30/2022 216.00 Car Wash Filtration 06/27/2022 122817 14372 Robert Darneal 06/30/2022 250.00 Deposit Refund: DCP Event Date 02/19/2022 122818 12224 Delta Dental Of California 06/30/2022 7,766.98 Delta Dental Deductions June 2022 122819 14217 Deltina Coffee Roasters 06/30/2022 62.50 Coffee Supplies 122820 12168 Diversified Construction 06/30/2022 2,698.00 Weed Abatement June 2022 122821 10746 Electricraft Inc. 06/30/2022 936.76 City Hall Remodel Feb/Mar 2022 122822 12123 Farm Supply 06/30/2022 129.29 Tree Replacement at Wilmar 122823 12589 Ferguson Enterprises, Inc. 06/30/2022 3,329.49 Air Vac Equipment Maintenance 122824 11868 FGL Environmental 06/30/2022 705.00 Organic Analysis and Support Analysis 6/01/22 122825 14370 Kate Haish 06/30/2022 600.00 Jr. Lifeguard Program Refund (2 participants withdrew) 122826 11581 Hilton Garden Inn Pismo Beach 06/30/2022 364.74 Hotel: Tripepi Associates Photographer During Citywide Photosho 122827 11706 Shirley Horacek 06/30/2022 1,032.48 Instructor: Watercolor Challenges 6/1‐7/13/22 #10943 122828 12018 Erica Inderlied 06/30/2022 216.49 Reimbursement for Recorded Documents 122829 12019 James Lewis 06/30/2022 488.02 Hotel: 2022 City Leaders Summit 5/11/22‐5/14/22 122830 11586 Liebert, Cassidy & Whitmore 06/30/2022 1,330.00 Negotiations 2022 122831 14373 Brian Locher 06/30/2022 250.00 Deposit Refund: DCP Event Date 11/21/2021 122832 13416 Phoenix Resolutions, Inc Mail Plus 06/30/2022 111.19 Process Equipment Repair Shipping Costs 122833 13457 Kayleigh L. Meyers 06/30/2022 2,582.40 Instructor: Rug Making Class 6/20‐6/24/22 #10881 PM 122834 10097 Miners Hardware 06/30/2022 303.63 Maintenance Supplies 122835 11172 Mullahey Ford 06/30/2022 135.27 Vehicle Maintenance 122836 14374 Myers Life & Leadership Coaching LLC 06/30/2022 1,248.00 Instructor: Strengths & Stories 6/7 ‐ 6/28/22 # 10941 122837 14343 ODP Business Solutions, LLC 06/30/2022 615.84 Office Supplies 122838 11337 Perry's Electric Motor & Controls, Inc. 06/30/2022 238.15 Motor Replacement 122839 10633 Pismo Beach Athletic Club Inc 06/30/2022 570.00 PBAC Dues Collected in June 2022 122840 10673 Pismo Beach Volleyball Club 06/30/2022 28,495.54 Instructor: Volleyball Club 6/13‐7/20/22 #10858 122841 10276 Printpal Promotions & Printing 06/30/2022 2,244.50 CVB Collateral 122842 12348 Rayne Water Conditioning 06/30/2022 102.90 Soft Water ‐ Station 63 & 64 May 2022 122843 13327 Steve Reinwald 06/30/2022 10.86 Reimbursement for COVID Test 122844 14204 S. Chaves Construction, Inc. 06/30/2022 26,650.22 Price Canyon Slope Repair ‐ Retention Payout 122845 11266 San Luis Auto Parts Inc 06/30/2022 142.11 Vehicle Maintenance 122846 12108 Santa Maria Tire, Inc. 06/30/2022 3,135.26 FDR64 Tires 122847 14364 Theodore & Michelle Schipper 06/30/2022 2,500.00 Release encroachment permit bond for 351 Main St. 122848 12460 Siemens Industry Inc. 06/30/2022 2,960.97 Collections Materials 122849 13913 Silvas Oil Co., Inc 06/30/2022 10,757.92 Diesel & Unleaded Fuel Deliveries 06/10/2022 122850 10730 South Coast Emergency Vehicle 06/30/2022 3,270.67 FDE63 Repairs 122851 14311 State Water Resources Control Board 06/30/2022 1,287.20 State Waste Water Grant Refund ‐ Unused Portion 122852 13530 TCA Tools Inc 06/30/2022 479.49 Shop Safety Equipment Nitrile Gloves 122853 12321 The Gas Company 06/30/2022 1,094.04 05/20/22 ‐ 06/21/22 122854 13151 Thread Head, Inc. 06/30/2022 3,892.89 Junior Lifeguard Uniforms: T‐shirts & Sweatshirts 122855 14220 Chere Valencia 06/30/2022 51.70 Reimbursement for COVID Tests 122856 10370 Visit SLO CAL 06/30/2022 6,938.32 IPW Booth Expenses Orlando 2022 Total 337,961.75
9.B-11Council Agenda 7-19-2022
Attachment 2
Packet Page 25
City of Pismo Beach
Final Disbursement List Check Date 07/01/2022
US BANK
ACH/ Vendor Check Check
Check# Number Payee Date Amount Description
ACH 12017 Vantagepoint Transfer Agents 07/01/2022 10,439.00$ Retiree Health Premiums July 2022 ACH 12211 CA. Public Emp Retirement Sys 07/01/2022 107,216.02 Medical Insurance July 2022 122858 11448 2ND Nature LLC 07/01/2022 5,654.70 Stormwater Annual Software Renewal FY 22/23 122859 14186 AAAA Engineering Contracting, Inc 07/01/2022 37,355.14 Storm Drain Repair Project June 2022 122860 10446 Achievement House, Inc. 07/01/2022 2,150.00 Shell Beach Litter Removal & Clean-up Services May 2022 122861 11195 Air Pollution Control District-SLO County 07/01/2022 406.70 Generator-Station 64 Permit 1588-1 FY 23 Renewal 122862 12311 American Water Works Assoc 07/01/2022 473.00 Membership 7/1/22-6/30/23 122863 11382 Applied Technology Group, Inc. 07/01/2022 14,146.90 Installation & Implementation of City Simulcast Radio System through 6/3/22 122864 12370 Association of Amputee Surfers 07/01/2022 100,000.00 ISA World Para-Surfing Title Sponsorship 122865 11852 Bill Gaines Audio Inc 07/01/2022 927.50 Summer Concert Series Audio - 07/10/22 122866 10626 California Highway Adoption Co 07/01/2022 2,100.00 Highway 101 On/Off Ramp Trash Mitigation May 2022 122867 11808 California Joint Powers Insurance 07/01/2022 1,405,763.00 General Liability/Workers Comp/Property Insurance FY 23 122868 12186 California Police Chiefs Association 07/01/2022 290.00 CPCA Membership - C. Trimble & D. Herlihy 122869 12186 California Police Chiefs Association 07/01/2022 440.00 CPCA Membership - J. Smith 122870 13951 Central Coast Portables 07/01/2022 588.57 Tennis Court & Price House Portable Toilets April 2022 122871 14106 Coastal 35 Consulting 07/01/2022 2,750.00 Wildlife Survey for July 4th 2022 Fireworks 122872 12878 DMA West 07/01/2022 880.00 DMA West Membership 7/1/22-6/30/23 122873 14325 Engeo Incorporated 07/01/2022 12,569.62 Alternatives Analysis for Pier Ave Stairs Apr 2022 122874 10412 Executive Information Services 07/01/2022 1,669.00 Online Citizen Service Portal 7/1/22-6/30/23 122875 10811 Governmentjobs.com Inc 07/01/2022 5,286.18 Job Postings Governmentjobs.com FY 22/23 122876 14043 Health & Human Resource Center, Inc. 07/01/2022 130.05 Employee Assistance Program July 2022 122877 12599 ICMA 07/01/2022 2,800.00 ICMA Membership FY 23 J. Lewis & J. Garcia 122878 12096 Lee Wilson Electric Co Inc 07/01/2022 6,656.00 Signal Light Maintenance Apr 2022 & No Left Turn Replacement 122879 11586 Liebert, Cassidy & Whitmore 07/01/2022 4,780.00 LCW Consortium Fee and Labor Library FY 22/23 122880 13381 Papich Construction Company, Inc. 07/01/2022 626,537.75 Bello Street Bridge Replacement Project May 2022 122881 10697 Parker Graphic Design 07/01/2022 350.00 Stride with the Tide Banner/Flyer/T-Shirt Design 122882 13198 Progressive Solutions 07/01/2022 6,705.63 PSI Annual Software Maintenance 7/1/22 - 6/30/23 122883 12028 San Luis Obispo County Public Works Dept 07/01/2022 1,356,741.13 DWR FY 21-22- 40%, CCWA Fixed Ops & Maint & Prelim Semi Annual Lopez Water 122884 13860 South County Chambers of Commerce 07/01/2022 329.00 SCCC Membership Dues 122885 13097 The Standard 07/01/2022 1,371.48 Life & Additional Life Insurance July 2022 122886 13073 VSP- Vision Service Plan (CA) 07/01/2022 1,687.82 VSP Vision Coverage July 2022 Total 3,719,194.19
9.B-12Council Agenda 7-19-2022
Attachment 2
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PISMO BEACH COUNCIL AGENDA REPORT
Agenda Item #9.C
9.C-1Council Agenda 7-19-2022
SUBJECT/TITLE:
MONTHLY INVESTMENT TRANSACTION REPORT OF THE CITY’S CASH AND INVESTMENTS FOR MAY 2022 OF FY 2021-2022
RECOMMENDATION:
No action required; information only.
EXECUTIVE SUMMARY:
This report updates the City Council on the City of Pismo Beach’s monthly transactions of the City’s investment portfolio for the month ending May 31, 2022. California State Government Code Section 53607 states that if the authority of the legislative body to invest or reinvest funds for the City is delegated to the City Treasurer, the City Treasurer shall make a monthly report of those transactions to the legislative body.
The attached report includes all transactions of the City’s investments managed by the City, including funds invested in various securities and the City’s pooled funds invested in various financial instruments.
•Attachment 1 provides a summary of the City’s cash, investments, and monthly interest earnings based on book value as of May 31, 2022. •Attachment 2 provides details on the investment transactions for the General Fund Reserve and City Pooled Funds A (for deferred capital projects), including: purchases or deposits; sales, maturities, calls or withdrawals; and interest earnings. •Attachment 3 provides details of the monthly transactions by fund for City Pooled Funds B (for current year expenditures) for the month ending May 31, 2022.
FISCAL IMPACT:
No fiscal impact from the report itself—information only.
ALTERNATIVES:
1.No Council action is proposed, other than to receive the information.
ATTACHMENTS:
1.Summary Table for ALL Funds, including Book Values and Earnings Data for Investments in Other Financial Instruments
2.For the General Fund Reserve and City Pooled Funds A—Transactions on Investments in Securities
3.For City Pooled Funds B—Summary of monthly transactions by fund Prepared by: Vanessa Garris, Finance Manager Meeting Date: July 19, 2022 Submitted by: Nadia Feeser, Administrative Services Director / City Treasurer City Manager Approval:
Packet Page 27
City of Pismo Beach
Investment Name Name of Institution Type of Investment
Current
Earnings
Rate Book Value
Actual Interest
Earned May
2022
Actual Year-to-
Date Interest
Earned Ending
5/31/2022 * Data Sources
General Fund
Reserves
US Bank CDs/GASs/Corp/
Muni Bonds
1.82% avg 7,328,013 13,653$ 109,181$ 1 City Pooled Funds - A US Bank CDs/GASs/Corp/
Muni Bonds
1.64% avg 28,298,269 29,071 307,316 1 Total All Securities 35,626,282$ 42,724$ 416,497$ City Pooled Funds - B US Bank Custody 0.00%-$ 109$ 167$ 1 City Pooled Funds - B Local Agency Invest.
Fund
State Investment
Pool
0.32%19,294,133 - 38,010 2
City Pooled Funds - B US Bank Checking 0.00%19,083,968 84 881 3 City Pooled Funds - B 38,378,101$ 193$ 39,058$ City Pooled Funds total A + B 66,676,370$ 29,263$ 346,373$ Funds Held with Fiscal
Agent
Bond funds:
Wilmington Trust
2017 Pier Project 201,867$ -$ 4$ 4 Funds Held with Fiscal
Agent
Bond funds:
Wilmington Trust
2017 CREB's
Project
6$ -$ 3$ 4 CalPERS Benefit Trust
OPEB Trust Account CalPERS Benefit
Trust Account
Various managed
by CalPERS
4,957,672$ -$ (21,084)$ 5 TOTAL, Cash and Investments at May 31, 2022:79,163,928$ 42,916$ 434,477$ TOTAL for City Managed Portfolio, Cash and Investments:74,004,383$ 42,916$ 455,554$ Notes:
* Data Sources for Book Values and Actual Interest Earned:
1 = Monthly Customer Statement from US Bank
2 = Monthly statement from Local Agency Investment Fund 3 = Monthly reconciled bank statement from US Bank
4 = Monthly statement from Wilmington Trust
5 = Monthly statement from CalPERS Benefit Trust Account Attachment 1: Summary Table for All Funds,
including Book Values and Earnings Data for Investments in Other Financial Instruments
9.C-2Council Agenda 7-19-2022
Attachment 1
Packet Page 28
CITY OF PISMO BEACH
Attachment 2: For the General Fund Reserve and City Pooled Funds A Transactions on Investments in Securities
May 31, 2022
INVESTMENT ACTIVITY
PURCHASES OR DEPOSITS
05/03/22 Purchase American Express 246,000$
05/11/22 Purchase Barclays Bank 245,000
05/12/22 Purchase US Treasury Note 6,045,375
05/19/22 Purchase Discover Bank 245,000
05/19/22 Purchase Morgan Stanley Bank 245,000
Total 7,026,375$
SALES, MATURITIES, CALLS OR WITHDRAWALS
05/03/22 Matured American Express Federal Savings Bank 147,000$ 05/06/22 Sold Barclays Bank 245,000
05/16/22 Sold Morgan Stanley Bank 245,000
Total 637,000$
ACTIVITY TOTAL 6,389,375$
INTEREST REVENUE
GENERAL FUND RESERVE INVESTMENTS
Interest Earned on Investments 13,653$
POOLED INVESTMENTS
Interest Earned on Investments 29,071$
TOTAL INTEREST EARNED 42,724$
Data Source: Monthly Download of Transactions from US Bank
9.C-3Council Agenda 7-19-2022
Attachment 2
Packet Page 29
Attachment 3: For City Pooled Funds B - Summary of monthly transactions by fund City of Pismo Beach - Bank Account Proof of Cash for the month ending:5/31/2022 Bank Account Description Bank ID
Beginning
Balance Cash Receipts Disbursements Transfers-In
Transfers-
Out
Ending
Balance
General Checking US Bank 22,693,800$ 5,898,318$ (3,097,537)$ 145,331$ (6,555,944)$ 19,083,968$ LAIF LAIF 19,294,133 - - - - 19,294,133 Total all Bank Accounts 41,987,933$ 5,898,318$ (3,097,537)$ 145,331$ (6,555,944)$ 38,378,101$ Fund Description Fund #
Beginning
Balance Cash Receipts Disbursements Transfers-In
Transfers-
Out
Ending
Balance
General Fund
General Fund 1001-10101 13,404,699 (1,837,839) (1,229,984) - - 10,336,876 General Fund-Reserve 1001-10105 123,287 160,680 - - - 283,967 Half Cent Sales Tax Fund 1002 3,213,872 (190,236) - - - 3,023,636 Special Revenue Funds
Gas Tax Fund 2001 98,881 29,882 - - - 128,763 LTF - Streets 2002 346,683 33,365 - - - 380,048 PEG Access Fund 2003 147,464 19,683 - - - 167,147 Police Grant Fund 2004 279,742 (13,641) - - - 266,100 Housing In Lieu Fund 2005 2,198,838 4,947 - - - 2,203,786 LBID Fund 2006 2,174,765 271,893 (122,142) - - 2,324,516 Chapman House 2007 97,497 (91,879) (5,618) - - 0 Capital Projects Funds
Capital Projects Fund 3001 719,295 574,414 (566,152) - - 727,557 Public Facilities Fund 3002 868 - - - - 868 Park Development Fund 3003 376,079 6,514 (13,809) - - 368,784 Circulation Fund 3101 617,231 4,635 - - - 621,866 Development Impact Fee Fund 3102 105,258 11,143 - - - 116,401 Developer Impact Fee Fund 3103 165,312 - - - - 165,312 Underground Utility Fund 3201 16,343 - - - - 16,343
9.C-4Council Agenda 7-19-2022
Attachment 3
Packet Page 30
Attachment 3: For City Pooled Funds B - Summary of monthly transactions by fund City of Pismo Beach - Bank Account Proof of Cash for the month ending:5/31/2022 Fund Description Fund #
Beginning
Balance Cash Receipts Disbursements Transfers-In
Transfers-
Out
Ending
Balance
Debt Service Funds
Public Finance Authority Fund 4001 - - - - - - Public Finance Authority Fund 4002 - 201,864 (201,864) - - 0 Freeway Foothills AD Fund 4101 756 - - - - 756 Spyglass AD Fund 4102 12,589 - - - - 12,589 Indio-El Portal AD Fund 4112 731 - - - - 731 Visalia Street AD Fund 4113 99,968 - - - - 99,968 Enterprise Funds
Water Enterprise/Tax Fund 6101/6102 3,102,393 235,956 (146,882) - - 3,191,468 Water Tax - Gragg Fund 6102-10102 100 - - - - 100 Water Construction Fund 6103 619,475 278,740 (265,905) - - 632,310 Water Expansion Fund 6104 1,202,633 6,993 - - - 1,209,626 Wastewater Enterprise Fund 6201 3,461,010 59,178 (241,426) - - 3,278,762 Wastewater Construction Fund 6202 1,233,804 1,744 (1,744) - - 1,233,804 Wastewater Expansion Fund 6203 1,962,794 12,095 - - - 1,974,889 LTF - Transit Fund 6301 28,974 (72) - - - 28,902 Pier Operations Fund 6401 21,297 6,543 (3,625) - - 24,215 Parking Fund 6501 3,174,653 (707,067) (58,097) - - 2,409,489 Internal Service Funds
Technology Service Fund 7101 79,226 70,486 (48,909) - - 100,804 Motor Vehicle Fund 7201 1,891,907 89,824 (45,847) - - 1,935,885 Trust & Agency Funds
SLO County TMD 8201 160,500 208,852 (160,353) - - 209,000 Control Funds
Payroll Control Fund 9301 618,152 1,357 52,432 - - 671,941 Interest Control Fund 9302 15,554 84 - - - 15,637 Utility Billing Control Fund 9304 212,617 2,638 - - - 215,255 M/R Control Fund 9305 - - - - - - Total all cash funds 41,985,250 (547,224) (3,059,925) - - 38,378,101
9.C-5Council Agenda 7-19-2022
Attachment 3
Packet Page 31
Attachment 3: For City Pooled Funds B - Summary of monthly transactions by fund City of Pismo Beach - Bank Account Proof of Cash for the month ending:5/31/2022 Fund Description Fund #
Beginning
Balance Cash Receipts Disbursements Transfers-In
Transfers-
Out
Ending
Balance
INVESTMENTS
General Fund
General Fund Money Mrkt Csh 1001-10108 0 - - - - 0 General Fund - CD's 1001-10404 4,248,000 99,000 - - - 4,347,000 General Fund - Fed Agency 1001-10405 4,049,000 - - - - 4,049,000 GF - Half Cent Sales Tax CD's 1002-10404 1,225,000 - - - - 1,225,000 GF - Half Cent Sales Tax 1002-10405 500,000 - - - - 500,000 GF - Half Cent Sales Tax Mny M 1002-10108 0 - - - - 0 GF Reserve Money Mkt Cash 1001-10109 0 - - - - 0 GF Reserve - CD's 1001-10403 2,607,000 - - - - 2,607,000 GF Reserve - Fed Agency 1001-10402 2,208,000 - - - - 2,208,000 GF Reserve - Building 1001-10406 202,000 - - - - 202,000 GF Reserve - Building - Federal A1001-10146 298,000 - - - - 298,000 GF Reserve - Risk Mgmt - CD's 1001-10407 150,000 - - - - 150,000 GF Reserve - Risk Mgmt - Fed A 1001-10140 50,000 - - - - 50,000 GF Corp Bond - Pooled 1001-10141 529,143 - - - - 529,143 GF Corp Bond - Reserve 1001-10145 500,000 - - - - 500,000 GF Municipal Bonds Pooled 1001-10142 435,101 - - - - 435,101 GF Municipal Bonds Reserve 1001-10143 1,263,013 - - - - 1,263,013 Risk Mgmt Muni Bonds Reserve 1001-10144 50,000 - - - - 50,000 Half Cent Sales Tax - Pooled 1002-10141 - - - - - - Half Cent Sales Tax - Muni Bond 1002-10142 571,288 - - - - 571,288 GF CREB's Fiscal Agent 1001-10515 (0) - - - - (0) GF Treasury Note 1001-10410 - 5,045,375 - - - 5,045,375 Special Revenue Funds
Housing In Lieu - Mny Mkt Csh 2005-10108 (0) - - - - (0) Housing In Lieu Fund 2005-10404 875,000 - - - - 875,000 Housing In-Lieu Fed Agencies 2005-10405 140,000 - - - - 140,000 Capital Projects Funds
Park Develop. Fund Mny Mkt 3003-10108 - - - - - - Park Development Fund 3003-10404 - - - - - - Park Develop Federal Agencies 3003-10405 - - - - - - Circulation Fees Mny Mkt 3101-10108 - - - - - - Circulation Fees 3101-10404 - - - - - - Develop. Impact Fee Mny Mkt 3102-10108 0 - - - - 0 Development Impact Fee Fund 3102-10404 490,000 - - - - 490,000 Impact Fees Federal Agencies 3102-10405 - - - - - -
9.C-6Council Agenda 7-19-2022
Attachment 3
Packet Page 32
Attachment 3: For City Pooled Funds B - Summary of monthly transactions by fund City of Pismo Beach - Bank Account Proof of Cash for the month ending:5/31/2022 Fund Description Fund #
Beginning
Balance Cash Receipts Disbursements Transfers-In
Transfers-
Out
Ending
Balance
INVESTMENTS
Debt Service Funds
Public Fin Fiscal Agent-Pier 4002-10510 4 201,864 - - - 201,867 Public Fin Fiscal Agent-CREBs 4002-10515 6 - - - - 6 Enterprise Funds
Water Fund Money Mrkt Csh 6101-10108 0 - - - - 0 Water Fund CD's 6101-10404 490,000 - - - - 490,000 Wtr Fund Federal Agencies 6101-10405 2,155,000 - - - - 2,155,000 Wtr Fund Corp Bond - Pooled 6101-10141 - - - - - - Water Construction Money Mkt 6103-10108 (0) - - - - (0) Water Construction 6103-10404 504,363 - - - - 504,363 Wastewater Fund Money Market 6201-10108 0 - - - - 0 Wastewater Fund CD's 6201-10404 245,000 245,000 - - - 490,000 Wastewater Fund Fed Agencies 6201-10405 2,100,000 - - - - 2,100,000 WWtr Fund Corp Bond - Pooled 6201-10141 1,062,000 - - - - 1,062,000 Parking Enterprise Money Mrkt 6501-10108 (0) - - - - (0) Parking Fund Corp Bond-Pooled 6501-10141 500,000 - - - - 500,000 Parking Enterprise 6501-10404 490,000 - - - - 490,000 Parking Fund Federal Agencies 6501-10405 1,000,000 - - - - 1,000,000 Parking Fund Treasury Note 6501-10410 - 1,000,000 - - - 1,000,000 Internal Service Funds
MVR Fund Money Mrkt Csh 7201-10108 0 - - - - 0 MVR Fund CD's 7201-10404 50,000 - - - - 50,000 MVR Fund Federal Agencies 7201-10405 250,000 - - - - 250,000 CalPers Benefit Trust
OPEB Trust Account 8101-10408 4,957,672 - - - - 4,957,672 Total all Investments 34,194,588$ 6,591,239$ -$ -$ -$ 40,785,827$ Total all Funds 76,179,839$ 6,044,015$ (3,059,925)$ -$ -$ 79,163,928$
9.C-7Council Agenda 7-19-2022
Attachment 3
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PISMO BEACH COUNCIL AGENDA REPORT
Agenda Item #9.D
SUBJECT/TITLE:
PAID PARKING QUARTERLY UPDATE – FOURTH QUARTER OF FISCAL YEAR 2022
RECOMMENDATION:
Receive report; information only.
BACKGROUND:
This report provides the City Council and public with information on preliminary actual revenues and expenditures for Fiscal Year (FY) 2022 ending June 30, 2022, and the current balance of the Parking Enterprise Fund. This report also provides an update on parking initiatives.
FY 2022 Financial Update
The following table details the preliminary actual revenues and expenditures for FY 2022 compared to FY 2021.
Council Agenda 7-19-2022 9.D-1
Packet Page 34
Table 1: Parking Enterprise Fund Revenues & Expenditures through 4th Quarter
As shown in Table 1, the preliminary estimate of revenues of the Parking Enterprise Fund at the end of the fourth quarter of FY 2022 (ending June 30, 2022) totaled $2,751,803, which is 2.9% greater parking revenues compared to FY 2021.
Operating expenses at the end of this same period, which include personnel costs, operating expenses, and contract services, totaled $632,214, which is 6.6% less than operating expenditures through the fourth quarter of FY 2021. The projected net operating income (revenues less operating expenses) for FY 2022 is $2,119,589. The projected ending balance of the Parking Enterprise Fund at the end of the fourth quarter is $5,524,714.
In addition to the ongoing expenses, there are one-time budgeted costs of $3,773,242 for one-time projects. These projects include $2,513,831 for the purchase of property to FY 2022 4th
Quarter Actuals
FY 2021 4th
Quarter Actuals
Variance
FY22 v FY21
($)
Variance
FY22 v
FY21 (%)
July 1st Beginning Fund Balance 3,409,461$ 2,701,171$ 708,290$ 26.2%
REVENUES
Parklet Fee 73,248$ -$ 73,248$ Parking Citations 630,134 398,252 231,882 58.2% Interest Earnings 15,564 16,289 (725) -4.4% Rents & Leases 40,788 39,996 792 2.0% Parking Kiosks/Meters 1,982,542 2,213,348 (230,806) -10.4% Parking Permits 4,570 3,990 580 14.5% Miscellaneous Revenue 4,957 2,430 2,527 104.0% TOTAL REVENUES 2,751,803$ 2,674,305$ 77,498$ 2.9%
EXPENDITURES
Salaries & Wages 200,135$ 179,529$ 20,606$ 11.5% Benefits 67,501 75,633 (8,132) -10.8% Purchased Professional Services 3,042 3,345 (303) -9.1% Other Purchased Services 66,430 77,026 (10,596) -13.8% Operations and Maintenance 89,377 85,059 4,318 5.1% Other Expenses 205,729 256,003 (50,274) -19.6% TOTAL OPERATING EXPENSES 632,214$ 676,595$ (44,381)$ -6.6% NET INCOME / (LOSS) As of June
30, 2022
2,119,589$ 1,997,710$ 121,879$ 6.1% One-time Expenditures 4,336$ 1,452,036$ (1,447,699)$ -99.7% June 30, 2022 Ending Fund
Balance
5,524,714$ 3,246,846$ 2,277,869$ 70.2% Carryforward One-time projects 3,768,000$ 722,268$ 3,045,732$ 421.7% June 30, 2022 Available Ending
Fund Balance
1,756,714$ 3,246,846$ (1,490,131)$ -45.9% Council Agenda 7-19-2022 9.D-2
Packet Page 35
increase the City’s parking inventory, $750,000 for paving the parking lots, $250,000 for the Downtown Police Substation, $100,854 for the Secure Communication Radio project, $100,000 for the Addie Street Parking and Access Improvements project, $35,000 for the Parking Management Study, $18,732 for additional parking meters, $4,000 for a radio system upgrade and reliability project, and $825 for other projects. After considering these one-time costs and carrying forward these project budgets to the next fiscal year, the projected available fund balance is $1,756,714.
Parking Management Implementation
To continue assisting restaurants during the period of pandemic recovery and transition, on February 1, 2022, the City Council determined to allow outdoor parklet operations to remain for dine-in service through September 30, 2022. This includes the five parklets utilized throughout the city, but no longer includes the Temporary Outdoor Dining Area Certifications (TODAC), which were required to be removed by April 30, 2022.
As part of the upcoming paving project, parking meters will be installed on Price Street between Pomeroy and San Luis Avenues and the adjacent stub streets. On May 3, 2022, the City Council authorized an agreement with Walker Consultants for an update to the City’s Parking Management Plan (PMP). The PMP will incorporate the updated parking meters but will also address alternate topics such as electric bike infrastructure to help ensure the public can enjoy the downtown and the coast.
As the City finds itself in the middle of the summer months, parking rates have been increased to help accommodate the increased number of vehicles impacting downtown.
Staff will continue to monitor and adjust parking rates to encourage parking in less congested areas.
FISCAL IMPACT:
No fiscal impact is anticipated by receipt of this update.
ALTERNATIVES:
1. Direct staff to return with additional information.
ATTACHMENTS:
None.
Submitted by: Meeting Date: July 19, 2022
Matthew Downing, Community Development Director
City Manager Approval:
Council Agenda 7-19-2022 9.D-3
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PISMO BEACH COUNCIL AGENDA REPORT
Agenda Item #9.E
SUBJECT/TITLE:
DEPARTMENT ACTIVITY REPORTS FOR JUNE 2022
RECOMMENDATION:
Receive reports as information only.
BACKGROUND:
The attached monthly department activity reports are for Council’s information.
FISCAL IMPACT:
Not applicable.
ALTERNATIVES:
1.Request additional information from staff.
ATTACHMENTS:
1.Administrative Services Department (Feeser)
2.City Manager's Office (Lewis)
3.Community Development Department (Downing)
4.Fire Department (Lee)
5.Management Services Department (Garcia)
6.Police Department (Smith)
7.Public Works and Engineering (Fine)
8.Tourism and Events Department (Jackson)
Prepared by: Respective departments. Meeting Date: July 19, 2022 City Manager Approval:
9.E-1Council Agenda 7-19-2022
Packet Page 37
City of Pismo Beach - Administrative Services Department Monthly Report – June 2022
KEY REVENUES
Transient Occupancy Tax (TOT)
As of January 1, 2021, TOT revenues are 11% of gross lodging revenues. These revenues reflect approximately 54% of the City’s General Fund budgeted revenues. Preliminary data for May rentals indicate that May 2022 TOT revenues are $1,347,839 which is below the year ago May 2021 TOT revenues of $1,368,205 by $20,366, or -1.49%. Year-to-date TOT revenues for FY 2022 are $15,122,223, which is above the FY 2021 total of $12,305,407 by $2,816,816, or 22.89%. The increase in TOT revenues reflects a full year of the additional 1.0% TOT revenue in FY 2022 (Measure B-20 that was approved on November 3, 2020, increasing TOT from 10% to 11% of gross lodging revenues and effective January 2021), compared to only half a year of the additional 1% TOT in FY 2021. This increase is also due to an increase of tourism activity because of lessened COVID-19 restrictions and travel advisories and an increase of average nightly room rates. This is a preliminary amount as not all properties have reported. The following chart illustrates TOT revenues received in FY 2021 and FY 2022 by month.
Attachment 1
9.E-2Council Agenda 7-19-2022
Packet Page 38
Sales Tax Revenues
Sales tax revenues represent 1% of taxable sales received by the City. Fiscal year to date sales tax revenues through June 2022 amount to $3,298,685, which is above the year-ago total of $2,731,990 by $566,695 or 20.74% for the same period. Sales tax revenues are typically received 3 months after the month for which it was collected. For example, June revenues received are collected from March sales. The following chart illustrates sales tax revenues received in FY 2021 and FY 2022 by the month in which the sales tax was collected.
ECONOMIC INDICATOR
Consumer Price Index (CPI): For the Los Angeles/Riverside/Orange County area, the percent change in the CPI for the twelve months ending in May 2022 was 8.01%.
OPERATIONS
Finance
Revenues
• Master City Fees Schedule: The Master City Fees schedule has been updated to reflect consumer price index updates and posted to the City website for FY 2023. Fees were effective at the start of the new fiscal year, July 1, 2022.
• California Water and Wastewater Arrearage Payment Program: Utility Billing staff applied for and were successful in receiving State funding to remove the cost of delinquent wastewater bills during the initial part of the COVID-19 global pandemic. Staff applied the State funding to these accounts and sent a letter to all the beneficiaries. Staff had previously applied and credited accounts for water relief funding.
Attachment 1
9.E-3Council Agenda 7-19-2022
Packet Page 39
Budget
• Budget Adjustments: Finance staff sent instructions to City staff requesting Mid-Cycle budget adjustments in preparation of the August 2022 Mid-Cycle Budget Adjustment report to Council.
Financial Reporting
• GASB 87: The Administrative Services Director and Finance Manager finalized the agreement with and had the initial “kickoff” meeting with Debtbook, a lease accounting software which will assist in the implementation of GASB 87. GASB 87 was issued by the Governmental Accounting Standards Board with the focus on improving accounting and financial reporting for leases by governments.
• Fiscal Year End 2022: The City’s fiscal year-end was June 30, 2022. The Administrative Services Department will be closing the books for FY 2022 over the next few months.
Instructions were distributed to key staff regarding timing of expenditures, closing out old purchase orders, and requesting new purchase orders for FY 2023.
Projects
• Central Coast Blue: Staff are working on reviewing the proposed Joint Powers Authority (JPA) Agreement and the Prop 1 grant application for Central Coast Blue.
Staff
• COVID Outbreak: The department was out of the office from Monday, June 6th with most staff returning to work either in person or remotely on June 13th, due to the COVID-19 outbreak. The entire City Hall was completely disinfected to help reduce future outbreaks for the rest of staff, Council, and the public. Staff who returned to work were masked and sent home immediately if they showed signs of symptoms. • Training:
o LCW webinar: The Finance Manager and Senior Management Analyst attended the LCW consortium training titled “Difficult Conversations”. o Management Training Academy: Department managers attended the City Clerk Management Academy training.
Technology
Safety & Security
• City Hall: IT completed installation of a majority of the planned door closures at City Hall for the keyless access control system.
Infrastructure
• Police Department:
o IT worked with the Police Department to make the requested final adjustments to the Mobile Command Vehicle computers in time for its deployment at the Car Show. o IT assisted Police with addressing printer and bandwidth concerns for the Mobile Command Center before July 4th.
Attachment 1
9.E-4Council Agenda 7-19-2022
Packet Page 40
o IT assisted Police with deploying the new handheld radios. • Fire Department: IT worked with the Fire Department to add additional functionality to their electronic timesheets.
• Pismo Pier: IT completed the preventative maintenance and cleaning of the security cameras on the pier.
• Collaboration: IT assisted City of Arroyo Grande and City of SLO with IT related interview panels.
Projects
• IT Strategic Plan: Staff have re-started the IT Strategic Plan, picking up where they left off before COVID. This plan will lay out the City’s technology needs for the next five years, including various capital projects and steps to achieve best practices.
Attachment 1
9.E-5Council Agenda 7-19-2022
Packet Page 41
Accounts Payable June May April
Invoices Entered / Checks Issued:784/370 608/259 772/350 New purchase orders issued:15 13 12
New contract purchase orders issued:7 13 0
Change Orders / Amended PO's issued:5 4 14
Total dollar amount of all PO's issued:685,810$ 13,565,159$ 353,850$ Total Invoices paid:2,390,353$ 2,567,658$ 2,905,773$ Total No. of Voids processed: 4 0 4
Total Dollar amount of Voids:1,543$ -$ 1,199$
Business License Certificates
Renewed Licenses issued / New Licenses 1/31 3/40 13/54
Payroll
New employees entered / Terminations:0 / 1 11 / 0 2 / 0 Auto. Payroll Deposits / Checks Issued:130 / 12 122 / 14 123 / 4 Total gross salary:392,636$ 370,473$ 360,210$ Total net salary:263,002$ 242,858$ 248,504$ Employee file maint. / Retro-pay calcs:21 / 7 15 / 2 13 / 1 Utility Billing
Downtown: Routine Utility Bills:2807 0 2806
Delinquent Utility Bills:0 200 0
Shell Beach: Routine Utility Bills:0 2,136 0
Delinquent Utility Bills: 137 0 133
Cash receipts:946,093$ 806,088$ 848,504$ Customer accts paid/ACH Direct/Online Bills:2502/265/592 2595/340/667 2356/264/595 48 Hour Notices / Water Lock-Outs:0/0 0/0 0/0
Meter Sets / Meter Change Outs / Demos:2/11/0 6/3/0 2/4/000 Change Orders / Closing Bills:53/39 46/34 62/41
Billing Adjustments / Deposits:11/59 24/45 6/76
Delinquent Closed Invoices / Write-Offs:0/0 0/0 0/0
Administrative Services Department
Statistical Activity Report - June 2022
Attachment 1
9.E-6Council Agenda 7-19-2022
Packet Page 42
CITY MANAGER’S OFFICE ACTIVITY REPORT JUNE 2022
Met with Council Members to discuss various topics of interest. Met with Department Heads to discuss various topics of interest. Attended Central Coast Blue Management Committee Meeting. Participated in the League of California Cities City Managers Department Officer Quarterly Meeting.
Attended the 36th Annual Classic Car Show.
Participated in the Central Coast Blue JPA planning meeting with other local City Managers. Attended the San Luis Obispo City Managers Monthly Meeting. Attended the South County Chamber of Commerce Meeting featuring our Police and Fire Departments.
Participated in the City Managers’ Executive Committee Meeting. Attended the monthly Conference and Visitors Bureau Board Meeting. Attended the South County Chambers of Commerce State of South County Luncheon. Participated in the Scope of Work Discussion regarding the Parking Annex Building. Attended the League of California Cities Governance Subcommittee Meeting. Attended the 2022 June South County Chamber of Commerce Mixer. Participated in the Quarterly Chair/Vice Chair Advisory Body Meeting. Participated in webinar on State Water Conditions.
Attended updates meeting with the Pismo Beach Chamber of Commerce. Attended the South County Chambers of Commerce Governmental Affairs Committee Meeting. Conducted a walkthrough of Happy Time Preschool.
Facilitated a strategic planning session with the Friends of Price House board to discuss a future license agreement and operations at the site.
Attended a meeting with the PG&E Regional Vice President to discuss power outages in Shell Beach.
Attended League of California Cities Board Governance Committee Meeting. Attended a Municipal Management Association of Southern California event to discuss the Pier Plaza project and careers in City Management.
Participated in the Operations Board meeting for Central Coast Community Energy. Met with the Grover Beach City Manager to discuss projects of mutual interest.
Attachment 2
9.E-7Council Agenda 7-19-2022
Packet Page 43
June 2022 CDD Monthly Report 1
PISMO BEACH COMMUNITY DEVELOPMENT DEPARTMENT
MONTHLY REPORT FOR JUNE 2022
BUILDING DIVISION٠CODE COMPLIANCE٠PLANNING DIVISION
BUILDING DIVISION
ISSUED PERMITS SUMMARY
Date Permit
Number
Address Description Valuation Total
Fees
06/06/2022 B22-000159 333 Five Cities
Drive
Sign - Illuminated 2400 408.25
06/06/2022 B22-000236 580 Wadsworth
Avenue
Plumbing,
Mechanical &
Electrical
0 261.1
06/07/2022 B22-000241 211 Surf Street Plumbing,
Mechanical &
Electrical
0 129.25
06/07/2022 B22-000237 127 La Colima Residential
Alteration
15000 491.81
06/07/2022 B22-000240 24 La Gaviota Re-roof Residential 22675 82 06/08/2022 B22-000242 575 Price Street
#207
Plumbing,
Mechanical &
Electrical
0 145.68
06/08/2022 B22-000243 170 Surf Street Plumbing,
Mechanical &
Electrical
0 188.73
06/09/2022 B22-000035 1055 Canyon Lane Solar PV - Residential 18000 429.37 06/13/2022 B22-000217 736 Panorama
Drive
Solar PV - Residential 5320 415.37
Attachment 3
9.E-8Council Agenda 7-19-2022
Packet Page 44
June 2022 CDD Monthly Report 2
Date Permit
Number
Address Description Valuation Total
Fees
06/13/2022 B22-000253 981 Wadsworth
Avenue
Plumbing,
Mechanical &
Electrical
0 78.05
06/13/2022 R22-000030 44 Capanna Street Revision 0 89.89 06/14/2022 B22-000173 147 Stimson
Avenue
Sign - Illuminated 15000 1211.7
06/14/2022 B22-000229 147 Baker Lane Solar PV - Residential 5985 415.37 06/15/2022 B22-000238 871 Norma Way Plumbing,
Mechanical &
Electrical
0 296.1
06/15/2022 B22-000254 7 Paseo Ladera Plumbing,
Mechanical &
Electrical
0 188.73
06/17/2022 B22-000044 183 Miramar Lane Plumbing,
Mechanical &
Electrical
0 435.63
06/20/2022 B22-000139 116 Irish Way Solar PV - Residential 8800 415.37 06/20/2022 B22-000146 211 Princessa Lane Solar PV - Residential 21908 598.43 06/21/2022 B22-000259 621 Vista Pacifica
Circle
Re-roof Residential 11030 80.48
06/21/2022 B22-000260 625 Vista Pacifica
Circle
Re-roof Residential 11030 80.48
06/22/2022 B22-000264 117 Hermosa Drive Re-roof Residential 10000 80.35 Attachment 3
9.E-9Council Agenda 7-19-2022
Packet Page 45
June 2022 CDD Monthly Report 3
Date Permit
Number
Address Description Valuation Total
Fees
06/22/2022 B22-000265 121 Placentia
Avenue
Re-roof Residential 8900 94.21
06/23/2022 B22-000215 333 Five Cities
Drive
Commercial
Alteration
22800 1575.95
06/27/2022 B22-000216 271 Irish Way Plumbing,
Mechanical &
Electrical
0 567.38
06/27/2022 B22-000234 1608 Costa Brave Solar PV - Residential 19976 415.37 06/27/2022 R22-000035 146 La Floricita Revision 0 89.89 06/27/2022 B22-000228 330 Leeward
Avenue
Residential
Alteration
45000 3665.34
06/28/2022 B22-000246 107 Valley View
Drive
Solar PV - Residential 7315 415.37
06/28/2022 R22-000036 280 Coral Court Revision 0 89.89
06/28/2022 R22-000037 120 Surf Street Revision 0 89.89
06/29/2022 B21-000530 251 El Dorado Solar PV - Residential 75100.32 1067.84 06/29/2022 B22-000181 622 Vista Pacifica
Circle
Solar PV - Residential 22132 429.37
06/29/2022 B22-000249 121 Marian Lane Solar PV - Residential 5472 415.37 06/29/2022 R22-000039 1337 Costa Brava Revision 0 89.89 Attachment 3
9.E-10Council Agenda 7-19-2022
Packet Page 46
June 2022 CDD Monthly Report 4
Date Permit
Number
Address Description Valuation Total
Fees
06/29/2022 R22-000042 758 White Oak
Boulevard
Revision 0 89.89
06/30/2022 B22-000176 234 Palomar
Avenue
Residential
Alteration
19342 1207.86
06/30/2022 B22-000257 443 Westpoint
Drive
Residential
Alteration
934 174.56
Total 37 374119.32 17000.21
NEW APPLICATIONS SUMMARY
Date Permit
Number
Address Description Valuation
06/06/2022 B22-000236 580 Wadsworth Avenue Plumbing, Mechanical & Electrical
0 06/06/2022 B22-000237 127 La Colima Residential Alteration 15000 06/07/2022 R22-000034 851 Delano Street Revision 0
06/07/2022 B22-000238 871 Norma Way Plumbing, Mechanical & Electrical
0 06/07/2022 B22-000234 1608 Costa Brava Solar PV - Residential 19976 06/07/2022 B22-000240 24 La Gaviota Re-roof Residential 22675 06/08/2022 R22-000035 146 La Floricita Revision 0
06/08/2022 B22-000242 575 Price Street #207 Plumbing, Mechanical & Electrical
0 06/08/2022 B22-000243 170 Surf Street Plumbing, Mechanical & Electrical
0 06/08/2022 B22-000244 901 Oak Park Boulevard
C102 & C103
Plumbing, Mechanical &
Electrical
0 06/09/2022 B22-000247 110 Clydell Solar PV - Residential 9315 06/09/2022 B22-000231 343 Palomar Avenue Plumbing, Mechanical & Electrical
0 Attachment 3
9.E-11Council Agenda 7-19-2022
Packet Page 47
June 2022 CDD Monthly Report 5
Date Permit
Number
Address Description Valuation
06/09/2022 B22-000246 107 Valley View Drive Solar PV - Residential 7315 06/09/2022 B22-000249 121 Marian Lane Solar PV - Residential 5472 06/09/2022 B22-000176 234 Palomar Avenue Residential Alteration 19342 06/09/2022 B22-000248 129 Leeward Avenue Residential Alteration 40000 06/10/2022 B22-000250 1049 Canyon Lane Solar PV - Residential 18000 06/10/2022 B22-000251 1045 Canyon Lane Solar PV - Residential 18000 06/13/2022 B22-000253 981 Wadsworth Avenue Plumbing, Mechanical & Electrical
0 06/15/2022 R22-000036 280 Coral Court Revision 0
06/15/2022 R22-000037 120 Surf Street Revision 0
06/15/2022 R22-000038 61 El Viento Revision 0
06/15/2022 B22-000254 7 Paseo Ladera Plumbing, Mechanical & Electrical
0 06/16/2022 R22-000039 1337 Costa Brava Revision 0
06/16/2022 B22-000258 210 Surf Street Solar PV - Residential 5320 06/16/2022 B22-000255 142 Leeward Avenue Residential Addition 175000 06/16/2022 B22-000257 443 Westpoint Drive Residential Alteration 934 06/17/2022 B22-000261 621 Vista Pacifica Circle Residential Alteration 11903 06/17/2022 B22-000256 180 Main Street Commercial Alteration 6500 06/20/2022 R22-000042 758 White Oak
Boulevard
Revision 0
06/20/2022 R22-000040 103 El Portal Drive Revision 0
06/20/2022 R22-000041 169 El Viento Revision 0
Attachment 3
9.E-12Council Agenda 7-19-2022
Packet Page 48
June 2022 CDD Monthly Report 6
Date Permit
Number
Address Description Valuation
06/21/2022 B22-000252 355 Boeker Avenue Residential Addition 70000 06/21/2022 B22-000263 134 Morro Avenue Residential Alteration 1000 06/21/2022 B22-000259 621 Vista Pacifica Circle Re-roof Residential 11030 06/21/2022 B22-000260 625 Vista Pacifica Circle Re-roof Residential 11030 06/22/2022 B22-000266 206 Beachcomber Residential Alteration 100000 06/22/2022 B22-000264 117 Hermosa Drive Re-roof Residential 10000 06/22/2022 B22-000265 121 Placentia Drive Re-roof Residential 8900 06/23/2022 B22-000270 500 Baxter Lane Residential Alteration 70000 06/24/2022 B22-000271 716 Vista Pacifica Circle Solar PV - Residential 14630 06/24/2022 B22-000269 971 Bakersfield Street Solar PV - Residential 5320 06/27/2022 R22-000043 146 La Floricita Revision 0
06/27/2022 B22-000267 124 Hermosa Drive Solar PV - Residential 26000 06/28/2022 B22-000273 428 Indio Drive Plumbing, Mechanical & Electrical
0 06/29/2022 B22-000274 851 Oak Park Sign - Illuminated 4000 06/29/2022 B22-000277 90 Bluff Drive Residential Alteration 50000 06/30/2022 R22-000045 1263 Costa Brava Revision 0
06/30/2022 R22-000033 855 4th Street Revision 0
Total 49 756662
SPECIAL PROGRAMS AND PROJECTS:
• Development Review Team Meeting was held weekly, and the pending review report was reviewed to ensure timely return on plan reviews among all divisions in the development process.
Attachment 3
9.E-13Council Agenda 7-19-2022
Packet Page 49
June 2022 CDD Monthly Report 7
• 2022 Code books have begun arriving in anticipation of the upcoming code adoption and amendments.
• Staff attended South County Chamber Leadership training.
INSPECTIONS PERFORMED: 179
PLAN REVIEWS:
• Building: 82
• Planning: 13
• Engineering: 1
CODE COMPLIANCE
CASE SUMMARY:
• Cases Closed: 6
• Cases Opened: 32
• Site Visits: 50
• Notice of Violation / Citation: 42
PLANNING DIVISION
CITY COUNCIL AND ADVISORY BOARD MEETINGS:
• City Council: Staff attended the June 7, 2022, and June 21, 2022, closed and regular meetings. • Planning Commission: Staff attended the June 14, 2022, and June 28, 2022, regular meetings. • Joint City Council/Planning Commission: Staff attended the June 30, 2022, joint CC/PC Study Session to discuss the Draft Circulation Element and the Draft Conservation/Open Space Element of the General Plan.
• Parking Advisory Committee: Staff is scheduling the kickoff meeting with the PAC for the Parking Management Plan update.
Attachment 3
9.E-14Council Agenda 7-19-2022
Packet Page 50
June 2022 CDD Monthly Report 8
NEW APPLICATIONS SUMMARY:
Project Number Date Received Address Description
P22-000049 06/08/2022 1253 Costa Brava New SFR
P22-000055 06/01/2022 1401 Dolliver Street Temporary Use P22-000056 06/01/2022 1601 Price Street Temporary Use
P22-000057 06/01/2022 561 Bay Street Coastal Addition SFR P22-000058 06/02/2022 558 Price Street Temporary Use
P22-000059 06/03/2022 364 Ocean View Temporary Use
P22-000060 06/03/2022 74 Bluff Drive
Coastal Addition Single
Family
P22-000061 06/27/2022
200 S Dolliver / 236
West Grand Avenue Other
P22-000062 06/08/2022 2121 Costa Brava Coastal SFR
P22-000063 06/08/2022 500 Cypress Street Temporary Use
P22-000064 06/09/2022 117 Irish Way Addition SFR
P22-000065 06/15/2022
302 Vista Del Mar
Avenue
Coastal Addition Single
Family
P22-000066 06/16/2022 830 Wadsworth
Coastal Addition Single
Family
P22-000067 06/23/2022 2757 Shell Beach Road Other
P22-000068 06/17/2022 491 Price Street Temporary Use
P22-000069 06/17/2022 558 Price Street Temporary Use
P22-000070 06/24/2022 129 Leeward Avenue Coastal Secondary Dwelling P22-000071 06/24/2022 1401 Dolliver Temporary Use
P22-000072 06/27/2022 22 Bluff Coastal SFR
P22-000073 06/29/2022 1276 Costa Brava New SFR
P22-000074 06/29/2022 1601 Price Temporary Use
Attachment 3
9.E-15Council Agenda 7-19-2022
Packet Page 51
June 2022 CDD Monthly Report 9
PROJECT ADMINISTRATION:
• Administrative Reviews: 47
• Discretionary Reviews: 25
• Plan Checks: 55
• Site Inspections: 20
SPECIAL PROJECTS UPDATE/OTHER:
• General Plan/Local Coastal Plan (GP/LCP): Staff continued to finalize the schedule for the joint City Council/Planning Commission study sessions. These finalized dates and topics will be provided once completed. The fourth meeting in the study session series is scheduled for July 28, 2022.
• Development Review Team: Staff attended the weekly recurring development review team meeting.
• Community Development Records Digitization Project: Revised cost estimates were received for scanning of development records. Staff continued to make progress on reviewing and organizing files to complete the records digitization project.
• Pismo Beach Parking Management Plan: Staff conducted the Parking Management Plan kick-off with Walker Consultants and is in the process of scheduling the next Parking Advisory Committee meeting.
• Cashier and Cash Management Training: Staff attended a Cash Management training hosted by the Public Treasury Institute.
• Coastal Cities Group: Staff attended the Coastal Cities Group staff meeting on neighborhood approaches to Sea Level Rise adaptation, and the Local Coastal Program Grant webinar. • Covid: Staff dealt with the impacts of the Covid outbreak at City Hall. • Regional Housing Action Team Meeting: Staff attended the monthly Housing Action Meeting. • Channel Division Legislative Lunch: Staff attended a legislative luncheon and heard about pending legislation.
Attachment 3
9.E-16Council Agenda 7-19-2022
Packet Page 52
June 2022 CDD Monthly Report 10
• Housing, Community, and Economic Development Policy Committee: Staff participated in the latest Cal Cities HCED Policy Committee meeting.
• Management Training Academy: Staff attended a training academy to learn about functions and responsibilities of the City Clerk.
• Technology Master Plan: Staff interviewed with the Technology Master Plan consultants. • State of the South County Lunch: Staff attended the Chamber lunch regarding the State of the South County at the Vespera Resort.
• Public Safety Facility: Staff attended meetings relating to the Public Safety Facility.
Attachment 3
9.E-17Council Agenda 7-19-2022
Packet Page 53
Eddy Moore, Unit Chief
Prepared by: Michelle Pearson, Administrative Assistant Submitted by: Paul Lee, Battalion Chief
Fire Prevention
• 48-Plan reviews (Building/Planning)
• 6-Site visits
• 2-Fire Final
• 3-Rough hydro
• 6-Emergency responses
• 3-Special Event inspection
• 1-Knox inspection
• Weed Abatement City-wide inspections
• Planning/Building meeting
• Car Show Planning meeting
• Car Show vendor inspections (3 days)
• Fire Investigation class
Administration/Vegetation Management
• The Fire Department has been awarded a $50,000 Office of Traffic Safety grant to replace the old hydraulic Jaws of Life on our front-line fire engine. The new tools are twice as strong, 1/3 lighter and takes seconds to set up instead of minutes. With a 41% increase in traffic collisions, this tool is badly needed for our community. Michelle worked not only with OTS but reached out to CAL TRANS, CHP and Pismo Police Department to gather the needed grant information to be successful.
• Week of June 1st- CAL FIRE Fuel Crews reduced fuel around the City and County Repeater sites on Ontario Ridge. The Crew is working to remove ladder fuels to keep a fire from jumping into the canopy and having access to damage the communications sites.
• The Annual Car Show went well for Fire Department. Many prevention contacts were made with over 65 inspections being completed each day. There was an uptick in calls for service at night, most were trips and falls. • The City Weed Abatement contractor has completed clearing all of the City owned lots and all of the private lots that were not in compliance. The letters with June 2022 Activity Report
Attachment 4
9.E-18Council Agenda 7-19-2022
Packet Page 54
the weed abatement charges have been sent out, there were 13 private lots that received letters. Overall, we are very pleased with the clearance work that was done to keep Pismo Beach fire safe.
Lifeguards/Junior Lifeguard Program
• The 2022 Lifeguard season began the last weekend of May. So far our Lifeguards have spent large amounts of time educating the public on rip currents and safety along with enforcing ordinances.
• Stats for the season so far
Ordinances-2638
Preventatives-156
Medicals-29
Water Rescues-10
• Week of June 27-the first 3 week session of Pismo Beach Junior Lifeguards started and although this was our first year of this schedule, we believe it to be a success. Many parents have said their kids are enjoying the first session so much, they would like to join the 2nd session.
Attachment 4
9.E-19Council Agenda 7-19-2022
Packet Page 55
June 2022 Stats
Number of Calls % Type of Incident
1 0.61%Debris
125 76.69%Emergency Medical
13 7.98%Fire Alarms
0 0.00%Fire Menace Standby
0 0.00% Flooding
1 0.61%Gas Leak
2 1.23%Other
15 9.20%Public Service Assistance
0 0.00%Smoke Check
1 0.61%Structure Fire
5 3.07%Traffic Collision
0 0.00%Vehicle Fire
0 0.00%Wildfire
163 100.00%
Incidents by City Response Area
Medicals Other % Descriptive Area
7 7 8.59% Palisades A
3 3 3.68% Spyglass B
8 4 7.36%Shell Beach Village C
3 1 2.45%Mattie Rd D
7 4 6.75%Shorecliff E
21 6 16.56% Downtown F
20 4 14.72% Heights G
18 1 11.66%Ventana H
19 3 13.50%Trailer Parks I
13 3 9.82%Five Cities Dr J
6 2 4.91%James Way K
Total 163 100.00%
Attachment 4
9.E-20Council Agenda 7-19-2022
Packet Page 56
MANAGEMENT SERVICES DEPARTMENT
MONTHLY ACTIVITY REPORT
June 2022
MANAGEMENT SERVICES DEPARTMENT
CITY CLERK
ADVISORY BODIES
• Cooperated with advisory body liaison staff to transition back to all-virtual legislative meetings for the first half of June
CITY COUNCIL
• Logistics for transition back to all-virtual legislative meetings for the first half of June
ELECTIONS & POLITICAL REFORM
• Received information from County Clerk-Recorder on candidate nomination procedures for the November 2022 General Election.
• Received and processed 3 Form 501s for the November 2022 General Election. • Coordinated with County Elections on the operation of two polling sites at City facilities for the June 7, 2022 Primary Election.
• Close-out of official ballot dropbox at City Hall for the June 7, 2022 Primary Election. The dropbox will be available again for use for the November 8, 2022 General Election. • Ongoing preparations for the November 8, 2022 General Election.
RECORDS MANAGEMENT
• Ongoing review of numerous records requests.
• Ongoing coordination with the City’s claims handlers and counsel to provide relevant records. • Ongoing cooperation with Planning staff on the digitization of all historical development records.
CPRA REQUESTS COMPLETED
• Boyd, Officer Complaint Form
• McDermott, Council Public Facilities Meeting Recording • McDermott, Public Facilities Site Map
• Rajagopal, Dolphin Bay Police Report
• Visci, 245 El Dorado Way Permits and Plans
• daSilva, Electric Vehicle Charging RFP
• Schuck, 235 Encanto Avenue Height Survey
• Bressani, April 2022 PG&E Streetlights Utility Bill
• Green, 361 Pismo Avenue Permits and Plans
• Halsell, 219 Seaview Drive Plans
• Nana, Code Violations and Damaged Homes
• Sarubbi, Dittman Incident Report
Attachment 5
9.E-21Council Agenda 7-19-2022
Packet Page 57
• Lorimer, Cablecast and Channel 20 Bid Results
• Reed, 622 Vista Pacifica Circle Plans
• Steinbeck, 235 Encanto Code Violation Records
• Wood, 249 Margo Way Building Permits
HUMAN RESOURCES
• Recruitment:
o Seasonal Maintenance
o Police Lateral
o Summer Maintenance
o VIC Host
o Police Sergeant Promotional
o Administrative Secretary
o Parking Enforcement
o Recreation Coordinator FT
o Code Enforcement FT
o Parking Technician FT
o Public Safety Dispatcher
• Interviews:
o Wastewater Operator – 6/20/22
o Seasonal Maintenance – 6/16/22
o Police Lateral
o Wastewater Operator – Final Interview 7/1
• Backgrounds:
o Police Lateral (2)
o IT Intern
o PT Recreation Coordinator
o Seasonal Maintenance
o Ocean Lifeguard
o Crime Analyst
o Facility Attendant
o Public Safety Dispatcher
• Offers:
o Public Safety Dispatcher
o Crime Analyst
o PT Facility Attendant
o Parking Enforcement Officer
• New employee orientation:
o PT Facility Attendant
o Parking Enforcement
Attachment 5
9.E-22Council Agenda 7-19-2022
Packet Page 58
TRAINING AND STAFF DEVELOPMENT
• This week, the city held its 4th session of the Managers and Supervisors Training Academy. This weeks’ session was presented by the City Clerk on the function and role of a City Clerk, Agenda Administration, Records Management, Filing 700 Forms, Elections, and the Brown Act.
PUBLIC OUTREACH / PUBLIC INFORMATION
• New Postings:
o Paving Project Video
RISK MANAGEMENT
• Coordination with Public Works staff of the gas leak at the Bello Vets Hall and assessing whether an insurance claim is warranted.
OTHER
• City Clerk acted as Protest Official for Cambria CSD Board’s June 23, 2022 Prop 218 fee hearing. • Scheduling and logistics for 3 administrative citation appeal hearings. • The City hosted an event and tour of the Pier and Pier Plaza to the Municipal Management Association of Southern California local membership on June 29th. Eric Eldridge led the tour of various employees from throughout the County to provide insight into management of large capital projects in a tourist community and the challenges associated with the various stages of the projects. Both Jim and Jorge were past presidents of the organization.
Attachment 5
9.E-23Council Agenda 7-19-2022
Packet Page 59
Pismo Beach Police Department
1000 Bello Street, Pismo Beach, CA 93449
(805) 773-2208
www.pismobeach.org/police
Monthly Activity & Crime Statistics Report
June 2022
Date Posted_________
Submitted: 7/8/2022
Attachment 6
9.E-24Council Agenda 7-19-2022
Packet Page 60
PISMO BEACH POLICE DEPARTMENT
JUNE 2022
MONTHLY ACTIVITY AND CRIME STATISTICS
Table of Contents
Activity Report
Office of the Chief…………………………………………………………………….… 1
Training Report…………………………………………………………………………. 1
Volunteers Summary…………………………………….…………………………….. 1
Overtime & Salary………………………………………………………………………. 2
Investigations Statistics
Routine Investigations………………………………………………………………….. 3
Investigation Management…………………………………………………………….. 3
Property & Evidence……………………………………………………………………. 3
Compliance & Permits………………………………………………………………….. 3
Special Operations……………………………………………………………………… 4
Crime Statistics
Workload Trends & Crime Statistics………………………………………………….. 5 Arrests, Citations, & Traffic Activity…………………………………………………… 6 Heatmap & Activity Analysis…………………………………………………………… 7
Attachment 6
9.E-25Council Agenda 7-19-2022
Packet Page 61
PISMO BEACH POLICE DEPARTMENT
JUNE 2022
MONTHLY ACTIVITY AND CRIME STATISTICS
OFFICE OF THE CHIEF
1. During the month of June, Administrative Staff worked diligently to evaluate, assess and submit necessary budget adjustments before the start of the new fiscal year.
2. On June 11, 2022, Administrative Staff support Cops ‘N Kids, a nonprofit organization that supports Law Enforcement agencies by participating in their golf tournament at the Pismo State Beach Golf Course.
3. On June 14, 2022, Chief Smith became the newest member to the League of California Cities Board of Directors.
4. On June 17, 2022, Chief Smith attended the State of South County Luncheon. The annual event brings together mayors and county supervisor from our area for collaboration and updates.
5. On June 29, 2022, Chief Smith and several members of the Police Department collaborated with professionals to develop a Tech Master Plan.
6. On June 30, 2022, Administrative Staff met with Leaders from Arroyo Grande Hospital to discuss the management of mental health patients in the medical facility.
MONTHLY TRAINING REPORT
POLICE VOLUNTEERS SUMMARY
Volunteers were active in court runs, records and property / laboratory deliveries, and assisted at the Car Show and Pizza on the Pier.
Volunteer Service Hours
Patrol 7.50
Special Events 30.50
Administrative 59.50
Call-Outs 0.00
Training/Misc. 4.25
Total Hours 102.00
Type of Training Attending Personnel Hours
SWAT Monthly Training 2 Sworn 22
Lexipol Daily Training Bulletins 20 Sworn, 8 Non-Sworn 42 Background Investigation 1 Sworn 32
Strategic Communications 20 Sworn 80
Total Hours 176.0 hrs
Attachment 6
9.E-26Council Agenda 7-19-2022
Packet Page 62
PISMO BEACH POLICE DEPARTMENT
JUNE 2022
MONTHLY ACTIVITY AND CRIME STATISTICS
OVERTIME & SALARY
Total Overtime Budgeted FY 21/22 $372,877.00
Total Overtime Spent YTD $392,273.76
Percentage Overtime Spent YTD 105%
Total Salary Budgeted FY 21/22 $3,415,776.28
Total Salary Spent YTD $3,086,877.98
Percentage Salary Spent YTD 90%
Attachment 6
9.E-27Council Agenda 7-19-2022
Packet Page 63
PISMO BEACH POLICE DEPARTMENT
JUNE 2022
MONTHLY ACTIVITY AND CRIME STATISTICS
INVESTIGATIONS STATISTICS
Routine Investigations
Arrests 9
Total Cases Worked 27
- Property Crimes 5
- Person Crimes 2
- Sex Crimes 1
- Other Criminal 13
- Other Non-Criminal 6
Supplemental Reports Completed 11
- Closed Cases – Misdemeanor 1
- Closed Cases – Felony 0
- Cases Filed with DA – Misdemeanor 1
- Cases Filed with DA – Felony 2
- Informational only 7
Investigation Management
Cases Assigned – Current 22
Cases Reviewed 50
Missing Person Cases Reviewed 4
Property and Evidence
New Property Cases 10
Property Purged 214
Physical Property Booked 232
Digital Property Booked 310
Property Auction 0
Evidence Processed 2
Fingerprint Submitted 4
Compliance and Permits
Annual PC 290 Registration Renewals 1
CCW Background Investigations 1
H&S 11590 Registration 0
PC 451.7 Arson Registration 0
Massage Establishment/Practitioner Permits 3
Attachment 6
9.E-28Council Agenda 7-19-2022
Packet Page 64
PISMO BEACH POLICE DEPARTMENT
JUNE 2022
MONTHLY ACTIVITY AND CRIME STATISTICS
Special Operations
Massage Sting Operation 0
- Arrests 0
290 PC Compliance 0
Alcohol Sting Operation 0
- Arrests 0
Tobacco Sting Operations 0
Prostitution Sting Operations 0
Warrants Authored 0
Warrants Served 0
Attachment 6
9.E-29Council Agenda 7-19-2022
Packet Page 65
WORKLOAD Jun 2022 Jun 2021 May 2022 Variant % Change YTD 2022 YTD 2021 Variant % Change Calls For Service 2,250 2,331 2,207 43 1.9%13,617 14,722 -1,105 -7.5% Community-Generated Calls 1383 1399 1,287 96 7%7,972 8,180 -208 -3% Self-Initiated Activities 867 932 920 -53 -6%5,645 6,542 -897 -14% Incident Reports 221 222 213 8 4%1,286 1,524 -238 -16%
9-1-1 Calls 976 786 932 44 5%4,766 4,084 682 17%
Arrests 96 123 130 -34 -26%706 937 -231 -25%
Citations & Warnings 195 22 257 -62 -24%1,666 1,936 -270 -14% Parking Citations 1,068 916 1,099 -31 -3%4,766 4,084 682 17% Total Workload 4,806 4,400 3,525 -32 36%26,807 27,287 -480 -2% PART 1 CRIMES
Arson 0 0 0 0 0%0 0 0 0%
Assault (Aggravated)1 4 1 0 0%13 18 -5 -28%
Auto Theft 2 3 2 0 0%8 15 -7 -47%
Burglary 12 3 9 3 33%47 44 3 7%
Homicide 0 0 0 0 0%0 0 0 0%
Larceny 25 14 16 9 56%108 112 -4 -4%
Rape 0 0 0 0 0%2 0 2 200%
Robbery 1 2 1 0 0%5 3 2 67%
Total Pt 1 Crimes 41 26 23 12 78%183 192 -9 -5%
0 0%0%
PART 2 CRIMES
Assault (Simple)7 6 4 3 75%32 29 3 10%
Disorderly Conduct 7 10 12 -5 -42%47 56 -9 -16%
DUI 8 14 1 7 700%41 83 -42 -51%
Forgery/Fraud 2 3 5 -3 -60%17 21 -4 -19%
Narcotics Offenses 20 25 31 -11 -35%169 227 -58 -26%
Sex Offense 1 0 0 1 100%8 4 4 100%
Vandalism/Graffiti 8 5 6 2 33%51 49 2 4%
Warrant Arrest 30 43 43 -13 -30%230 255 -25 -10%
Weapons 2 2 2 0 0%16 32 -16 -50%
Total Pt 2 Crimes 85 108 115 -19 -26%611 756 -145 -19%
JUNE 2022
PISMO BEACH POLICE DEPARTMENT
MONTHLY ACTIVITY AND CRIME STATISTICS
1399
1762
1529 1499 1401 1375 1284 1401 1264 1210 1271 1287 1383
932 1065 1003 992 905 913 751 747 853
1124 997 920 867
281 253 258 220 193 182 216 230 204 202 213 221
Jun-21 Jul-21 Aug-21 Sep-21 Oct-21 Nov-21 Dec-21 Jan-22 Feb-22 Mar-22 Apr-22 May-22 Jun-22 WORKLOAD TREND Community-Generated Calls Self-Initiated Activities Incident Reports Attachment 6
9.E-30Council Agenda 7-19-2022
Packet Page 66
ARRESTS Jun 2022 Jun 2021 May 2022 Variant % Change YTD 2022 YTD 2021 Variant % Change Adult 96 122 107 -11 -10%694 928 -234 -25%
Juvenile 0 1 0 0 %12 9 3 33%
Total Arrests 96 123 131 -35 -27%706 937 -231 -25%
0%
CITATIONS 0%
Traffic Violation Citations 73 78 113 -40 -35%595 717 -122 -17% Infraction 48 40 58 -10 -17%408 390 18 5%
Hazardous 0 0 0 0 0%0 0 0 0%
Misdemeanor 25 38 54 -29 -54%187 325 -138 -42%
Felony 0 0 1 -1 -100%0 2 -2 -100%
All Other Citations 94 117 117 -23 -20%789 796 -7 -1%
Warnings 28 45 98 -70 -71%283 423 -140 -33%
Parking Citations 1,068 916 1,099 -31 -3%4,766 4,084 682 17% Total Citations 1,263 1,156 211 1,052 499%6,433 6,020 413 7% TRAFFIC ACTIVITY 0%
Traffic Stops 241 378 297 -56 -19%1,903 2,671 -768 -29% Traffic Accidents 13 17 11 2 18%73 84 -11 -13%
DUI 2 3 0 2 200%8 18 -10 -56%
Hit & Run 4 4 2 2 100%17 21 -4 -19%
Injury 6 6 2 4 200%19 29 -10 -34%
Property Damage Only 10 11 7 3 43%55 60 -5 -8%
0 0 0 0 0
0 0
0 4
0 2
1 4
MONTHLY ACTIVITY AND CRIME STATISTICS
JUNE 2022
PISMO BEACH POLICE DEPARTMENT
338
297
241
179
122
120
58 26
34 APR
MAY
JUN
3 MONTH TRAFFIC STOPS ACTIVITY
Led to Arrest
Led to Citation
Vehicle Stops
17%
8%
17%
8%8%
42%
MONTHLY TRAFFIC COLLISION
CAUSES
DUI
Failed to Stop
Failed to Yield
Other
Unsafe Start/Back
Unsafe Turn/Lane
Change
Attachment 6
9.E-31Council Agenda 7-19-2022
Packet Page 67
JU
Jun 2019 Jul 2019
67%of reported actvity occurred between the hours of 7:00 a.m. and 6:59p.m. 33%of reported activity occurred between the hours of 7:00 p.m. and 6:59 a.m. 33%of reported activity occurred on the weekend.
PISMO BEACH POLICE DEPARTMENT
JUNE 2022
MONTHLY ACTIVITY AND CRIME STATISTICS
Monthly Activity Analysis
Zone 1 Zone 2 Zone 3 Zone 4 Zone 5 Zone 6 Zone 7 Zone 8 Zone 9 Zone 10 Zone 11 Zone 12 Zone 13 (OUT)
Percent 0.9%1.8%1.8%4.1%22.6%24.0%26.7%8.1%3.6%0.5%2.3%2.3%1.4% 2 4 4
9 50 53
59 18
8 1 5 5 3
Case Reports Per Zone
Sun
14%
Mon
12%
Tues
12%
Wed
16%
Thurs
13%
Fri
14%
Sat
19%
ACTIVITY BY DAY OF WEEK
Days
67%
Nights
33%
ACTIVITY BY SHIFT
Attachment 6
9.E-32Council Agenda 7-19-2022
Packet Page 68
PUBLIC WORKS AND ENGINEERING DEPARTMENT
JUNE 2022 ACTIVITY REPORT
CAPITAL IMPROVEMENT PROJECTS
Shell Beach Reservoir 1 Replacement
• Contractor continues working on site access improvements. • Awaiting tank water quality sampling results.
• Anticipate placing tank into service late in the week of July 4, 2022.
PD Annex
• RFP for architectural services for the PD annex advertised, proposals due May 19, 2022. • 6 proposals received and are being reviewed and ranked by staff.
Pier Ave Stairs Closure
• Consultant has provided draft report with options. Awaiting estimated cost from third party contractor.
Toucan Terrace Sewer Pipeline Trestle Bridge
• Consultant has gathered paint chip samples and sent to the lab for evaluation of lead and other chemicals.
Dolphin Bay Public Storm Drain Repair
• 100% engineering plans are being prepared.
• Consultant begun to prepare Bidders documents package and technical specifications.
Palisade Park
• Consultant has completed Environmental/archeological review. Provided results of study for City planning staff review.
• Consultant is preparing a topographic survey. Anticipate receiving topo first week of July.
Chumash Park Playgrounds
• Received preliminary cost estimates for replacement of the soft fall and selective replacement of identified play structure deficiencies.
Chapman House Shoreline
• Consultant has begun study to update the 2013 shoreline stabilization recommendations report.
Price Historical House
• Friends of Price House has provided an updated preliminary event green layout for review by Planning Department and the PRBC.
Central Coast Blue
• Gathering Prop 1, Round 3 backup documentation for application submittal.
St Jude’s Tunnel
• Coordinating painter schedule.
• Decorative fencing anticipated manufacture shipping first week in July. Installation will be Attachment 7
9.E-33Council Agenda 7-19-2022
Packet Page 69
scheduled upon receiving delivery.
Bello and Price Canyon Signal
• Two proposals received June 9, 2022, staff reviewing. • Contract tentatively set for Council award on July 19, 2022.
Bello Bridge
• Public Art – concrete pads for public art installed the week of June 27, 2022. • Trail Extension – Soliciting quotes from contractors to complete trail extension.
Ocean Blvd Improvements
• Continued construction of drilled pile foundations and new storm drain and outfall. • Concrete deep foundations are installed and testing of piles and analysis of results in progress.
• Tieback installation (horizontal support) and testing in progress. • Installation of steel reinforcement for structural facing in progress intermittently based on testing of deep foundations and tiebacks.
Storm Drain Improvement Project – Reef Court, Encanto and Windward • NOC approved by Council on June 7, 2022. .
Corp Yard Remodel/Addition and City Hall Improvements
• City Hall
o Engineering staff met with SOV on June 22, 2022 regarding the automatic door closers.
o Employee lounge ready for use waiting on SOV to complete keyless entry and IT for WiFi.
• Corp Yard
o PG&E power shut down scheduled for July 11, 2022. Will be a 5 day process to allow for new electrical equipment to be installed and commissioned for the new addition.
o Contractor installing drywall, taping, texturing and painting in second floor of remodel area.
o ADA access ramp and paving complete.
o Contractor beginning install of finish electrical.
o Cabinet installation anticipated for week of June 27, 2022.
Paving Project
• Notice to Proceed set for June 27, 2022.
• Current schedule has been posted to the City website. • Work to begin in the James Way neighborhoods near the Post Office.
Chapman Estate Improvements
• Windows – Consultant has provided info to Pella Windows per their request. Waiting to hear back from Pella on total number of windows to be donated and finalization of bid ready plans.
• ADA Restroom – 3rd submittal received from Puglisi Architects. Building and Planning approved, Engineering still has comments regarding the plans not being bid ready. Have discussed with the consultant and they will revise and resubmit. Staff still plans to bid the windows and restroom as a single project.
Attachment 7
9.E-34Council Agenda 7-19-2022
Packet Page 70
• Roof – Completed, final walk through scheduled for June 16, 2022.
James Way Beautification Project
• Survey conducted on June 6th, 2022.
Ventana Tennis Courts Project
• Survey scheduled for June 26th, 2022.
• Consultant has provided a preliminary design.
PUBLIC WORKS OPERATIONS
Utilities Division
• The Shell Beach 1 tank has passed the VOC test and we are awaiting a permit for use by the DWR.
• Staff replaced a cross and four new valves at the intersection of Longview and Wadsworth. This was done in preparation of the paving project. Wastewater assisted utilizing the Vactor truck.
• Cleaned and changed out air filter media at WWTP.
• 5 power outage instances in the Sunset Palisades Lift station and Spyglass lift station areas over the last week. They are being caused by PG&E’s EPSS (Enhanced Powerline Safety Settings) system which disconnects power when it senses that something strikes the line or a fault occurs. PG&E is still looking for the cause of the issue.
• Aerating the new Shell Beach 1 Reservoir to remove THMs. Took a sample and are waiting to hear the results.
• Cleaning hot spots city wide prior to the 4th of July weekend. • Sampling for NDMA in the outfall line in preparation for Central Coast Blue has been completed. This will aid in the design of the new plant.
Public Facilities Division
• Weed abatement at Bello.
• Memorial Day event clean up.
• Car show prep. Car show trash and road closures.
• Pothole patching quotes.
• Weed abatement at Price House.
• Red curbs on Baxter and Shell Beach Road.
• “No Reckless Skateboarding” signs posted.
• Heavy trash loads with schools out, Cal Poly Graduation. • St. Jude Tunnel Lights turned on.
• Wilmar Stairs repaired.
• Bello Vets Hall termite tenting.
• Bello Vets Hall gas leak repairs (on going).
• Shell Beach Vets Hall restroom repairs.
• Graffiti cleanup at Pier.
• Restroom repairs at Bello Vets Hall.
• Paving patching on Price Canyon.
• James Way sprinkler repairs.
• Nail knocking on Plaza Promenade.
• Graffiti cleanup in the St. Jude’s Tunnel
Attachment 7
9.E-35Council Agenda 7-19-2022
Packet Page 71
ENGINEERING ACTIVITIES
Development Review/Permits
• 2655 Shell Beach Road – Mixed Use Senior Affordable Housing Units – HASLO – Final PIP review is in process by staff.
• 478 Hinds – Parcel Map – staff reviewing map and PIPs.
OTHER ACTIVITIES
During the month of June project development review, staff performed 50 plan checks.
Engineering staff issued 5 encroachment permits, 2 transportation permits, renewed 5 COVID support dining permits and performed 5 field inspections during the month.
Attachment 7
9.E-36Council Agenda 7-19-2022
Packet Page 72
March: N/A
YTD: N/A
VIC Walk-In Count: N/A
Daily Average: N/A
International visitors:
N/A
Inquiries/Comments
N/A
• Sent Visitors Guides to California, Minnesota, Mississippi, Missouri, Montana and Nevada. • Answered questfons about street performers, July 4th, Car Show, SEC permits, Oceano Dunes, upcoming events. • Verified Vendor Business Licenses for Farmers Market, Art in the Park and Car Show. • Shared Car Show road closures, schedule of events and VIP Cocktail Party info with City Staff. • Sent Car Show vendor list back to JCP to follow up again on outstanding vendor business licenses. • Attended the Internatfonal Pow Wow in Orlando, Florida. • Attended the Car Show VIP Cocktail Hour. • Placed updated collateral order. • Gathered collateral for IPW. • Cashier Training course for all CVB/VIC staff. • Added July 4th upcoming tfcket sales informatfon to experiencepismobeach.org • Reached out to lodging partners to specify what is needed for beach wheelchair rentals. • Verified Visitors Airstream and Visitor Center logs for 2021. • 4th of July tfckets went on sale to public and began selling. • Submitted Community Event Organizer Applicatfon to the County for July 4th Permit. • CVB/LBID Event Promotfonal Funding Subcommittee meetfng prep. • CVB/LBID Board Meetfng agenda creatfon and postfng. • Sent out Band Review informatfon and applicatfons to partfcipatfng schools. • Began receiving items from collateral order. • Contfnued receiving payments and informatfon from July 4th Celebratfon vendors. • Sold out of July 4th Celebratfon tfckets! • Received final permission request informatfon from US Fish and Wildlife for CCC permit for fireworks display. • Sent reminder to all July 4th vendors of outstanding items stfll needed for approval. • Contfnued receiving interest from schools for upcoming Band Review. • Ran July 4th Natfonal Anthem Singer Contest on social media platiorms. • Sent outside agency approvals, correspondence and supportfng documentatfon to the California Coastal Com- mission for July 4th Fireworks permit. • Submitted CVB fee changes to Finance. • Finalized payments, deliveries, and documentatfon for July 4th vendors and rental companies. • July 4th event prep including moving supplies around, pulling items from storage, creatfng maps, getting signs made and working with CCC and SLO County Health Department. • Emailed July 4th tfcket holders with additfonal informatfon for the event and what to expect. • Emailed July 4th vendors with load in informatfon and notfficatfon of SLO Health Department inspectfons. • Met with Public Works to discuss power availability for vendors.
Visitors Information Center and Airstream Highlights
• Visitor Center staff meetfng to discuss Chapman and VIC procedures and upcoming events. • Gave VIC staff informatfon for Car Show road closures and schedule of events. • Interacted with over 200 Visitors from as far as Netherlands, Australia, Scotland and more. • Airstream reorganizatfon and clean up. • Public Works opened up the ropes to the Airstream and we have seen a huge increase in visitors now that it’s easier to access. Visitors went from 15-20 per day to over 50 on Friday 100 on Saturday during the Car Show. • Working on new signage for entrance to Airstream. • Opened job postfng for new candidates.
Chapman Estate Highlights
• Shared updated docent manual with VIC staff. • Processed May docent tour fee reimbursement to the Foundatfon. • Submitted Swingin by the Sea Save the Date for upcoming Clam Chronicle placement. • VIC staff will keep an eye out for missing succulents from Begonia House. • Had group of 12 for Open Gates this week hosted by the Foundatfon. • Received a new Family Membership to the Estate. • Sent out two applicatfons for possible weddings. • TJA posted on social media about Chapman Open Gates this week.
Attachment 8
9.E-37Council Agenda 7-19-2022
Packet Page 73
PLATFORM TOTAL FANS/
VIEWS
NEW THIS
MO.
Facebook 203,022 794
Twitter 6,211 27
Instagram 67,966 542
YouTube 641,424 360
E-Newsletter 48,958 -228
ExperiencePismoBeach.com THIS MONTH YEAR TO DATE
Total Sessions 109,321 942,349
Average Daily Visitors 3,644 2,581
All Lodging Referrals 8,167 51,461
Jack Rabbit
Referrals
2,983 18,359
• Department Head Meetfng
• Visitor Host Staff Meetfng
• Agenda Review Meetfng
• City Council Meetfng
• IPW-Internatfonal Pow Wow
• CVB/LBID Event Promotfonal Funding Subcommittee
meetfng
• CVB/LBID Board Meetfng
• Directors Meetfng
• CCTC Meetfng
• Pismo Chamber of Commerce Meetfng
• Management Training Academy
• https://travelaroundplaces.com/things-to-do-in-pismo-beach- ca/ • https://livepismobeach.com/2022/05/fun-things-to-do-on-the- central-coast-this-memorial-day-weekend/
• https://www.ksby.com/community/memorial-day-ceremonies- happening-on-the-central-coast
• https://www.sanluisobispo.com/news/local/
artfcle261869240.html
• https://www.newsbreak.com/news/2620236790445/hundreds- turn-out-for-memorial-day-ceremony-in-pismo-beach
• https://www.ksby.com/news/local-news/pismo-beach-sees- increased-crowds-for-memorial-day-weekend
• https://original.newsbreak.com/@l-cane-
1591389/2621061834871-5-florida-beaches-make-list-of-30- best-dog-friendly-beaches-in-the-united-states
• https://enjoyslo.com/event/the-36th-annual-classic-at-pismo- beach/
• https://www.sanluisobispo.com/news/local/
artfcle262052767.html
• https://www.travelandleisure.com/trip-ideas/central-california- edna-valley-lobsterfest-wine
• https://www.ksby.com/news/local-news/pismo-beach-car- show-returns-for-36th-year
• https://www.thetravel.com/west-coast-beaches-for-cheap- vacatfons/
• https://www.sanluisobispo.com/news/local/
artfcle261997105.html
• https://keyt.com/news/san-luis-obispo-county/2022/06/09/ summer-like-weather-brings-business-to-pismo-beach/
• https://www.visitcalifornia.com/experience/summer-2022- deals-california/
• https://www.ksby.com/news/local-news/slo-co-destfnatfons- make-la-tfmes-list-for-101-best-experiences-in-ca
• https://five-star-hotels.net/boutfque-hotels-pismo-beach/ • https://projectsports.nl/en/are-there-clams-in-california/ • https://campingforhiking.com/pismo-beach-camping/
• https://original.newsbreak.com/@look-who-s-blogging- 563748/2643345937653-driving-on-the-beach-things-to-do-in- pismo-beach
• https://ktla.com/news/california/here-are-the-dirtfest-and- cleanest-beaches-in-california-according-to-heal-the-bay/
Highlights:
• Received SEC permit applicatfons from St. Anthony
Celebratfon and updated Surfing For Hope applicatfon.
• Issued SEC permit for NCS Youth Baseball Tourna-
ments.
• Added TJA and ISA Parasurfing contracts to LF.
• AIDS/LifeCycle event on Wednesday through Pismo
Beach with a water stop at Mary Harrington Park.
• Received SEC payment for Gonzales Wedding
• Sent out Event Funding applicant award letters. Re-
ceived Stfll Frothy Jet Ski Waiver permission from City Manager.
• Contacted NCS Baseball Tournament organizer regard-
ing use of restrooms and obtaining portables for up-
coming events.
• Verified vendor Business Licenses for Chamber Farm-
ers Market.
• Met with Chad to discuss upcoming paving project
and any potentfal SEC event conflicts.
• Followed up on insurance for upcoming baseball tour-
naments.
Attachment 8
9.E-38Council Agenda 7-19-2022
Packet Page 74
• Camps are in full swing. Weekly camps in June had over 325 partfcipants; camps included Surf, Art, Sea Exploratfon, Volleyball Club, Volleyball Camp, Kids in the Kitchen, Babysitting Class and Avila Bay Summer Blast program. Staff provides courtesy calls to all partfcipants as reminders and to provide camp details.
The Kids in the Kitchen camp was canceled due to gas leak issues at the Pismo Beach Vets’ Hall. Recrea- tfon staff are in constant communicatfon with instructors regarding enrollment numbers and program- ming supplies and needs throughout the week.
• Summer adult programs for June contfnued; programming for both outdoor and indoor classes include Art, Yoga, Tae Kwon Do, Qi Gong, Beginning watercolor, Judo and Latfn/Ballroom Dance. • The Pismo Beach Volleyball Summer program began in June. This month-long program was for 6-8th grad- ers (Mondays/Wednesdays) and 9th-12th graders (Tuesday/Thursday), the program contfnued to grow with over 160 partfcipants enrolled.
• Enrollment for summer programs contfnue. Many camps are full and waitlisted. Camps began the week of June 13th and will contfnue through August 12th. Popular camps include Surf, Volleyball, Art with Kayleigh, Art with Jamie, Sea Exploratfon, Creatfve Kids, and Ocean Adventure. • Recreatfon registered 155 partfcipants for recreatfon programs in June. • The free pickleball clinic scheduled monthly had over 12 partfcipants registered. • Recreatfon held the Strengths and Story adult class at the Chapman Estate. This class had twelve partfci- pants and recreatfon received positfve feedback regarding the workshop from all attendees. We are hopeful we can contfnue this program in the Fall.
• Recreatfon contfnues to register partfcipants over the phone/answer questfons relatfng to upcoming clas- ses/programs. We expect this trend to contfnue through the summer. • Instructor payments/invoices/weekly cash reconciliatfon completed as scheduled. • Flyers for upcoming classes and camps were created and translated, with flyers uploaded onto Peachjar to promote these actfvitfes (school district promotfonal distributfon service). • CPR / First Aid class was scheduled for staff and instructors to prepare for the upcoming summer season.
SPECIAL EVENTS
• Recreatfon held the Senior Dance on June 13th. With approximately 25 in attendance, Staff prepared the meal, which included pulled pork sandwiches. Music was again provided by the Swingin’ Bridge Band.
• Recreatfon’s Pacific Breeze Concert on June 12th had over 750 in attendance. The featured band was Dan- te Marsh & the Vibe Setters. Children’s actfvitfes included art projects and bounce houses. Food vendors included Krave and Mr. Dog. The crowd, performers, and food vendors all worked together to make it a great day for everyone.
Attachment 8
9.E-39Council Agenda 7-19-2022
Packet Page 75
• The California Beach Volleyball Associatfon tournament series was on June 11th at the Wadsworth beach volleyball courts The second of 4 tournaments scheduled this year; this youth tournament featured 45 teams. The next tournament will be scheduled for July 9th. • Recreatfon is planning for the Fall actfvity guide. Design and layout for the new guide is in progress. All instructors have been contacted regarding fall schedule; final design is expected to be completed mid-July. • Recreatfon staff is currently planning for the following upcoming July events; including CBVA volleyball tournament on July 9th, the Pacific Breeze Concert on July 10th, Senior Dance on July 11th, and The Stride with the Tide 5K run on July 30th.
• Recreatfon and San Luis Distance Club are preparing for the upcoming Stride with The Tide event, the event is scheduled for July 30th, 2022. Preparatfon includes finalizing and distributfon of the poster, finalizing banners, t-shirt design, marketfng and securing sponsors. The contract with San Luis Distance Club was also prepared & finalized.
FACILITIES
• Park/Hall rentals, staff contfnues to book park rentals. Requests for rental have been steadily increasing heading into the summer.
• Eighteen Park rental applicatfons and four hall reservatfon were booked for the month of June. • Recreatfon is working with Public Works on correctfng the plumbing and gas leak issues at the Pismo Beach Veterans’ Hall. As of now, the gas is stfll shut-off, rentals have been advised of this problem and have been given an opportunity to be fully refunded. As of now, there is no eta as to when this problem will be corrected.
• Recreatfon communicated with special events regarding park applicatfon, fees, and rental details. Recrea- tfon sent the Janitorial service the monthly calendar for programs and cleaning schedule. • Adopt-a-bench inquires contfnue with currently the only benches available are along Shell Beach Road Streetscape and the pier picnic tables.
PUBLIC ART PROJECTS
• Installatfon of St. Jude’s tunnel lightfng and lighted entryway signs was completed by Southpaw Designs at the end of May. This state-of-the-art LED lightfng can be customized to create colorful scenes in the tunnel as needed for use. These can be programmed and scheduled on demand with LED technology also being both efficient and long-lastfng. Recreatfon is working with AC Vintage Designs for completfon dates for the mural. • The Bello Street Bridge concrete slab is completed. Southpaw has sent the interpretfve panel design to the printers. Southpaw expects this art project to be completed in early September. • Recreatfon and Engineering have been working with Recreatfon West Outdoor Products and Central Coast Playgrounds for Chumash/Palisades Park. Rec West has been given the topo to see if the design selected for Palisades Park will fit within the desired locatfon. • Recreatfon and the PRBC ad-hoc committee has met with planning with respect to landscape plans for the Price House. Another meetfng has been scheduled for July, the goal is to ensure that we have use zones within the park that will work for Friends of the Price House and the public.
Attachment 8
9.E-40Council Agenda 7-19-2022
Packet Page 76
PISMO BEACH COUNCIL AGENDA REPORT
Agenda Item #9.F
SUBJECT/TITLE:
CITY COUNCIL AUTOMOBILE ALLOWANCE POLICY
RECOMMENDATION:
Adopt a Resolution enacting an Automobile Allowance Policy to reimburse City Council Members and the Mayor for actual and necessary expenses.
BACKGROUND:
Expense reimbursement practices for city officials are primarily regulated by Government Code Sections 36514.5 and 53232 et seq. (provisions enacted in 2005 by AB 1234).
These laws stipulate, among other things, that Council Members may only receive expense reimbursement for “actual and necessary” expenses incurred in the course of their duties, and only as documented by expense report forms and/or accompanying receipts, which generally precludes such payments being made on a proactive or estimated basis.
That general prohibition notwithstanding, the California Attorney General has rendered an opinion that the payment of a vehicle allowance (i.e. a proactively paid stipend) to Council Members, intended to offset the actual and necessary costs of vehicle travel associated with the performance of official duties, is a permissible exception to the general rule under AB 1234 that expenses may only be reimbursed retroactively.
On June 21, 2022 the City Council received a report from staff on current Council Member and Mayor compensation (salary) and expense reimbursement practices, including options for a potential salary increase. At that time, among other direction given to staff, a majority of the City Council directed staff to prepare and return a Council Member Automobile Allowance policy for Council consideration. The June 21, 2022, staff report is available in the Access Pismo public records portal at www.pismobeach.org/accesspismo1 , or by scanning the QR Code at right.
Automobile Allowance Program
In accordance with Government Code Section 1223, the proposed Automobile Allowance Policy involves the execution of an agreement by each Member wishing to receive the allowance. If the Council acts to adopt a Resolution enacting the program (Attachment 1), any Member could then opt to execute an Automobile Allowance Agreement (Attachment 1.A) with the City, containing the following key provisions:
A $100 allowance shall be paid to the Member at the start of each month. The Member shall be required to maintain all licenses and other records required by law associated with the vehicle use.
1 Full URL: https://accesspismo.pismobeach.org/WebLink/DocView.aspx?id=431003&dbid=0&repo=Laserfiche
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The Member shall no longer be entitled to the first 100 miles’ worth of mileage expense reimbursement normally granted to City officials by the Purchasing Policy, with the exception of travel-related reimbursements. A comporting change has been proposed as part of the Purchasing Policy Update item on the Council’s July 19, 2022 meeting agenda.
The Agreement shall remain in effect until the Member leaves office, or otherwise chooses to terminate the agreement, or until the Council ends the practice of allowing such agreements.
Conclusion and Recommendation
In accordance with the Council’s June 21, 2022 direction, staff recommends that the City Council adopt a Resolution (Attachment 1) enacting an Automobile Allowance Policy.
Any Member could then opt to execute an Automobile Allowance Agreement (Attachment 1.A) with the City, with the first payment made the following month.
FISCAL IMPACT:
The fiscal impact associated with this item depends on how many City Council Members avail themselves of the opportunity to execute an Automobile Allowance Agreement with the City. For each Member who executes an Agreement, the fiscal impact is an additional $100 expenditure per month, per Member, in the General Fund City Council Department car allowance account, for a maximum cost of $5,500 in FY 2023 and of $6,000 in future fiscal years, if all Members were to execute the Agreement.
Because execution of an Automobile Allowance Agreement precludes a Council Member from claiming the first 100 miles’ worth of mileage reimbursement for vehicle trips associated with official duties, the cost of a given Member’s automobile allowance may be wholly or partially offset in any given month by travel reimbursements not paid to the Member, if they drive for official City business in that month.
Staff plans to adjust the FY 2023 General Fund City Council Department car allowance account in a future mid-year budget adjustment, depending on the actual costs.
ALTERNATIVES:
1. Do not adopt the resolution; provide alternative direction to staff.
ATTACHMENTS:
1. Resolution enacting an Automobile Allowance Policy
1.A. Exhibit A to Resolution: Model Automobile Allowance Agreement Prepared by: Meeting Date: July 19, 2022
Erica Inderlied, City Clerk
Submitted by: Jorge Garcia, Assistant City Manager
City Manager Approval:
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RESOLUTION NO. R-2022-XXX
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PISMO BEACH,
CALIFORNIA ENACTING AN AUTOMOBILE ALLOWANCE POLICY TO
REIMBURSE CITY COUNCIL MEMBERS AND THE MAYOR FOR ACTUAL AND
NECESSARY EXPENSES
WHEREAS, Government Code Section 1223 provides that a “ […] city officer […] may contract with the appropriate authorities for an allowance or mileage rate for the use of vehicles owned or rented and used by [the city officer] in the performance of duty, in lieu of the usual transportation charges”; and
WHEREAS, Government Code Section 36514.5 allows reimbursement of actual and necessary expenses incurred by City Council members in the performance of official duties, subject to certain requirements; and
WHEREAS, a car allowance has been determined to be an “actual and necessary expense” by some courts (ex. Citizen Advocates, Inc. v. Bd. of Supervisors, 146 Cal. App. 3d 171, 176 (1983)); and
WHEREAS, Government Code Section 36516, as interpreted in Attorney General Opinion 08-405 ((February 18, 2010), 2010 WL 6026760), “specifically provides that amounts paid by a city to reimburse a council member for actual and necessary expenses shall not be included for purposes of determining the council member’s salary”; and WHEREAS, the Council Members and Mayor of Pismo Beach incur actual and necessary expenses related to the use of vehicles they own or rent and use in the performance of official duty; and
WHEREAS, the City Council finds that adoption and payment of a car allowance in lieu of a per-mile vehicle expense reimbursement policy is less administratively burdensome on City staff; and
WHEREAS, the City Council finds that a car allowance of $100 per month is a reasonable estimation of average actual and necessary car-related expenses authorized for reimbursement under Government Code Section 36514.5.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Pismo Beach as follows:
Section 1. The City Council hereby finds and determines that the foregoing recitals are true and correct and are hereby incorporated by reference.
Section 2. Each Council Member and the Mayor who chooses to execute an Automobile Allowance Agreement with the City shall be entitled to a monthly
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car allowance of $100, to be paid at such intervals, and during such term, as provided in the Agreement (Exhibit A).
Section 3. If any section, subsection, sentence, clause, phrase or provision of this Resolution or the application thereof to any person or circumstances is held invalid or unconstitutional by any court of competent jurisdiction, such invalidity or unconstitutionality shall not affect the validity of any other provision or applications, and to this end the provisions of this Resolution are declared to be severable. The City Council hereby declares that it would have passed this Resolution and each section, subsection, sentence, clause, phrase or provision thereof, irrespective of the fact that any one or more sections, subsections, sentences, clauses, phrases or provisions thereof be declared invalid or unconstitutional.
Section 4. This Resolution shall take effect immediately upon its approval by a vote of a majority of the members of the City Council.
Section 5. This Resolution is intended to be cumulative and shall not repeal any other resolution except to the extent of an irreconcilable conflict; provided, however, this Resolution shall repeal any portion of any previously adopted expense reimbursement policy to the extent, and only to the extent, that such policy applies to reimbursement of Council members and/or the Mayor with regard to mileage reimbursement or other car-related expenses.
UPON MOTION OF Council Member , seconded by Council Member , the foregoing resolution was adopted by the City Council of the City of Pismo Beach this 19th day of July 2022, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
RECUSED:
Approved: Attest:
________________________ ________________________
Ed Waage, Mayor Erica Inderlied, City Clerk
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CITY OF PISMO BEACH
AUTOMOBILE ALLOWANCE AGREEMENT
This Automobile Allowance Agreement (“AGREEMENT”) is made and entered into as of the date the AGREEMENT is fully executed by all parties (the “Effective Date”), by and between the City of Pismo Beach, a municipal corporation (“CITY”), and Name of Council Member (“OFFICIAL”). In consideration of the mutual covenants and conditions set forth herein, the parties agree as follows:
RECITALS:
A. CITY takes its stewardship over the use of its limited public resources seriously. Periodically, the City Council has adopted ordinances, resolutions, and policies relating to expenses actually and necessarily incurred by public officials in connection with their official duties on City business. In full compliance with the state statute commonly known as AB 1234 (codified, in relevant part, at Government Code Sections 53232.2 and 53233.3), the Council has adopted a Travel/Expense Reimbursement Policy and Procedure as part of the City of Pismo Beach Purchasing Policy & Procedures Manual (“Purchasing Policy”) establishing a policy and guidelines regarding business reimbursement for City officials.
B. Council members may incur transportation expenses while discussing the community’s concerns with state and federal officials; participating in local, regional, state and national organizations whose activities affect the City; attending educational seminars designed to improve officials’ skill and information levels; attending meetings that benefit the City; and meeting with residents, members of the business community and other persons on matters important to the City.
C. Pursuant to the Purchasing Policy, vehicle mileage incurred for use of personal vehicles for official City purposes is reimbursed at IRS rates in effect at the time the expense is incurred.
Government Code Section 1223 and the Purchasing Policy provide that the Mayor and each Council Member may contract with the City for a vehicle allowance for the use of vehicles owned or rented and used by the Mayor or Council Member in the performance of official duty.
In February 2010, the state Attorney General opined that Government Code Section 1223 permits cities to provide a vehicle allowance to their City Council Members (A.G. Opinion No. 08-405 (February 18, 2010).
D. OFFICIAL would like to contract with CITY for a vehicle allowance for the use of vehicles owned, rented, and used by OFFICIAL in the performance of official duty.
AGREEMENT:
I. VEHICLE ALLOWANCE
A. CITY shall provide to OFFICIAL a monthly vehicle allowance of $100.00, payable as a lump sum on or around the 1st day of each month. Such amount is designed to reimburse OFFICIAL for all typical costs associated with OFFICIAL’s use of vehicles for City business, including but not limited to all applicable costs of vehicle acquisition, vehicle liability insurance, insurance deductibles, maintenance, operating expenses including but not limited to fuel, oil and tires, depreciation and interest, and costs associated with rental vehicles when the OFFICIAL’s vehicle is unavailable.
B. OFFICIAL shall not be eligible for reimbursement pursuant to section XI. Council Member Reimbursement Policy of the Purchasing Policy for the first 100 miles of any trip of same-day
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or to-and-from travel that is covered by the car allowance. For purposes of the Purchasing Policy and this AGREEMENT, a trip consists of the travel to and from a destination in the performance of City business. Mileage shall be calculated from City Hall to the destination.
C. OFFICIAL shall maintain all licenses and records required by applicable California and federal law concerning use of vehicle(s).
II. TERM OF AGREEMENT
A.This AGREEMENT shall continue in full force and effect until such time that OFFICIAL no longer holds the office of City Council Member or Mayor in accordance with the provisions of applicable state laws, or until such time that OFFICIAL voluntarily chooses to terminate this AGREEMENT for any other reason. Notwithstanding the foregoing, in the event the City Council elects to eliminate the option for an automobile allowance for Council Members and Mayor, this AGREEMENT shall automatically terminate effective as of the date of such Council action.
III.GENERAL PROVISIONS
A. If any provision of this AGREEMENT is held invalid or unenforceable, the remainder of this AGREEMENT shall nevertheless remain in full force and effect. If any provision is held invalid or unenforceable with respect to particular circumstances, it shall nevertheless remain in full force and effect in all other circumstances.
B. This AGREEMENT shall be interpreted and construed pursuant to and in accordance with the laws of the State of California and all applicable City Codes, Ordinances and Resolutions.
IN WITNESS WHEREOF, the parties hereto have caused this AGREEMENT to be executed the day and year last written below.
CITY:
City of Pismo Beach, a Municipal Corporation
Signed:
Name: James R. Lewis
Title: City Manager
Dated: ________________________________
ATTEST:
Signed:
Name: Erica Inderlied
Title: City Clerk
APPROVED AS TO FORM:
Signed:
Name: David M. Fleishman
Title: City Attorney
OFFICIAL:
Signed:
Name: Council Member or Mayor Name
Title: Council Member or Mayor
Dated: ________________________________
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PISMO BEACH COUNCIL AGENDA REPORT
Agenda Item 09.G
SUBJECT/TITLE:
PURCHASING POLICY UPDATES TO REFLECT ASSEMBLY BILL 1234
REGARDING COUNCIL EXPENSE REIMBURSEMENT
RECOMMENDATION:
Adopt a Resolution updating the City of Pismo Beach Purchasing Policy and Procedures Manual to reflect Assembly Bill 1234 regarding Council expense reimbursement; rescinding Resolutions R-2021-100 and R-2002-064.
BACKGROUND:
At the February 1, 2022 City Council meeting, there was consensus among a majority of the Council to direct staff to return with an agenda item allowing for the discussion of the City’s expense reimbursement for City Council Members. At the June 21, 2022 City Council meeting, the Council received a report from staff on current expense reimbursement practices and options; there was consensus among the majority of the Council to eliminate phone and internet expense reimbursement as distinct reimbursements, instead combining all expenses into one “miscellaneous” category, and to implement an auto allowance for Council Members.
Expense Reimbursement
Expense reimbursement practices for city officials are primarily regulated by Government Code Sections 36514.5 and 53232 et seq. (provisions enacted in 2005 by Assembly Bill (AB) 1234, a bill that is widely known for also establishing an ethics training requirement for City Council Members and other officials).
These laws stipulate that Council Members and Advisory Body Members may only receive expense reimbursement for “actual and necessary” expenses incurred in the course of their duties, as documented by expense report forms and accompanying receipts, which precludes such payments being made on a proactive or estimated basis.
Any practice of proactive or estimated payments for expenses would constitute additional compensation (salary) to the official, which is generally prohibited by state laws that limit such compensation, as discussed in the following section.
These laws also stipulate that a local agency must publicly adopt a written policy detailing its expense reimbursement practices for legislative body members, including which types of expenses or activities are reimbursable.
Purchasing Policy for AB 1234 Travel and Meal Expenses
The City’s Purchasing Policy and Procedures Manual (Policy) was amended on March 5, 2019 by Resolution R-2019-021 to reflect the provisions of AB 1234 with respect to Council Member and Advisory Body Member travel and meal reimbursements.
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The provisions of the Policy that relate specifically to the City Council and Advisory Body Members are summarized as follows:
Council Members who wish to be reimbursed for travel-related meals and incidental expenses may do so up to the maximum federal per diem rate for each city and state where the related travel occurs.
With respect to lodging, the City will pay for “the most reasonable priced accommodations available consistent with the purpose and goals of the travel” at the actual cost for official City business that requires an overnight stay. If a Council Member wants to seek reimbursement for levels of expenses not otherwise authorized under the City’s reimbursement policy, then they may seek prior approval for such reimbursement from the City Manager (before incurring the expense), but this reimbursement is considered taxable as wages for the Council Member.
Council Members must use expense report forms and provide accompanying receipts to substantiate the charges.
The above documentation is public record.
Other (Non-Travel and Meal) Expense Reimbursement
Council Members are required to submit receipts substantiating expenses other than travel, such as internet and telephone expenses, prior to reimbursement. Because AB 1234 requires that a public agency adopt a policy stipulating which expenses the agency considers to be reimbursable for its elected and appointed officials, and the maximum amounts therefor, staff believes it is necessary for the City to have a policy setting the reimbursement amounts for “miscellaneous” expenses. At the June 21, 2022 Council meeting, there was consensus among the majority of the Council to eliminate phone and internet expense reimbursement as distinct reimbursement categories, instead combining all expenses into one “miscellaneous” category with a $95 monthly cap.
As such, staff has prepared a resolution (Attachment 1) that would adopt a revised Purchasing Policy (Attachment 1.A) to reflect this policy change. In addition, this resolution will rescind Resolution R-2002-064, which set a prior, long-defunct proactive payment policy, and rescind Resolution R-2021-100, which approved the previous version of the Purchasing Policy.
Should the Council wish to further revise the list of expense types that are eligible for reimbursement, or the maximum dollar amounts, the attached resolution may be modified, and then adopted.
Automobile Allowance Policy
On June 21, 2022, a majority of the City Council also directed staff to pursue the implementation of an Automobile Allowance Policy for Council Members. This Policy has been presented to the City Council for action as a separate item on the July 19, 2022 agenda, and conforming updates to acknowledge an Auto Allowance Policy have been made to the Purchasing Policy (Attachment 1.A). Among the Purchasing Policy changes related to the implementation of an Automobile Allowance Policy is the key provision that
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any Council Member who has executed an Automobile Allowance Agreement with the City is ineligible to received mileage reimbursement for the first 100 miles of vehicle tips in a given month, with the exception of mileage associated with official “travel” per se.
Minor Edits
Staff also updated the Policy to reflect minor formatting changes.
Conclusion and Recommendation
Staff recommends that the Council adopt a resolution (Attachment 1) updating the City of Pismo Beach Purchasing Policy and Procedures Manual (Attachment 1.A) to reflect Assembly Bill 1234 regarding Council expense reimbursement, and rescinding Resolutions R-2021-100 and R-2002-064.
FISCAL IMPACT:
As the City currently complies with AB 1234 for Council expense reimbursement, there is no change to the fiscal impact with the adoption of the attached Resolution. The maximum amount allowed per Council Member per month for miscellaneous expenses is up to $95 per month, which is supported by the General Fund.
ALTERNATIVES:
1. Should the Council wish to revise the list of expense types that are eligible for reimbursement, or the maximum dollar amounts, the attached resolution may be modified, and then adopted.
ATTACHMENTS:
1. Resolution
1.A Exhibit A: City of Pismo Beach Purchasing Policy and Procedures Manual revised as of July 19, 2022
Prepared by: Meeting Date: July 19, 2022
Erica Inderlied, City Clerk
David M. Fleishman, City Attorney
Nadia Feeser, Administrative Services Director
Submitted by: Nadia Feeser, Administrative Services Director City Manager Approval:
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RESOLUTION NO. R-2022-XXX
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PISMO BEACH,
CALIFORNIA UPDATING THE CITY OF PISMO BEACH PURCHASING POLICY AND PROCEDURES MANUAL TO REFLECT ASSEMBLY BILL 1234 REGARDING COUNCIL EXPENSE REIMBURSEMENT; RESCINDING RESOLUTIONS R-2021-100 AND R-2002-064
WHEREAS, the City has Purchasing Policy and Procedures Manual (Policy) that contains policies and procedures that should be followed by City employees, Council Members, and Advisory Board Members required to perform purchasing activities in the course of their duties; and
WHEREAS, expense reimbursement practices for public officials are primarily regulated by Government Code Sections 36514.5 and 53232 et seq. (provisions enacted in 2005 by Assembly Bill (AB) 1234, a bill that is widely known for also establishing an ethics training requirement for City Council Members and other officials); and WHEREAS, these laws stipulate that Council Members and Advisory Body Members may only receive expense reimbursement for “actual and necessary” expenses incurred in the course of their duties, as documented by expense report forms and accompanying receipts, which precludes such payments being made on a proactive or estimated basis; and
WHEREAS, City staff recommends updating the Policy to formally memorialize the existing reimbursable expenses for Council Members in compliance with AB 1234, to formally rescind Resolution R-2002-064 that allowed proactive payments because it is in conflict with the aforementioned state laws, and to rescind in Resolution R-2021-100, which approved the most recent updates to the Policy; and WHEREAS, at the June 21, 2022 Council meeting, there was consensus among the majority of the Council to return an agenda item relating to the implementation of an auto allowance policy, which if approved by the City Council as part of a separate agenda item will be reflected in this update to the Purchasing Policy.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Pismo Beach hereby adopts the Pismo Beach Purchasing Policy And Procedures Manual revised as of July 19, 2022 to reflect Assembly Bill 1234 regarding Council expense reimbursement and attached as Exhibit A.
BE IT FURTHER RESOLVED that Resolutions R-2021-100 and R-2002-064 are hereby rescinded.
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UPON MOTION OF Council Member , seconded by Council Member , the foregoing resolution was adopted by the City Council of the City of Pismo Beach this 19th day of July 2022, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
RECUSED:
Approved: Attest:
________________________ ________________________
Ed Waage, Mayor Erica Inderlied, City Clerk
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CITY OF PISMO BEACH
PURCHASING
POLICY & PROCEDURES
MANUAL
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PURCHASING POLICY AND PROCEDURES
Preface
This manual contains policies and procedures that should be followed by City employees required to perform purchasing activities in the course of their duties.
The contents are applicable to all City departments and to all component units governed by the Pismo Beach City Council.
This manual has been prepared to assist City of Pismo Beach staff in the purchase of goods and services. The establishment of a formal purchasing system is an integral part of a good financial management system. Every employee making purchases on behalf of the City, should be familiar with these guidelines. It is recommended that the Purchasing Policy be required reading for managers and supervisors. This policy should be used as a guide for the development of internal policies and procedures within the department. In addition, all employees required to conduct City purchases must be familiar with this policy. This manual should be made readily available to employees as a reference in carrying out day‐to‐day purchasing activities and in training new employees.
Occasionally, unique operating requirements exist in a Department that may require deviating from the procedures. Deviations from the policy must receive prior approval in writing from the Administrative Services Director, or his/her designee.
Acknowledgements
The City wishes to recognize and thank the City of West Hollywood, the City of San Luis Obispo, the City of Atascadero, the City of Arroyo Grande, and the California Society of Municipal Finance Officers, for allowing the City of Pismo Beach to utilize information from their respective Purchasing Policies and programs to develop this manual.
Originally prepared on: June 23, 2004
Revised on: December 18, 2012
Revised on: March 5, 2019
Revised on: June 6, 2019
Revised on: September 3, 2020
Revised on: February 21, 2020
Revised on: December 21, 2021
Revised on: July 19, 2022
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PURCHASING POLICY AND PROCEDURES
Table of Contents
SECTION I: GENERAL INFORMATION .................................................................................... 4 A. GLOSSARY ........................................................................................................................ 4 B. INTRODUCTION TO THE PURCHASING SYSTEM ............................................................... 8
1. Authority for Establishing Policies and Procedures ....................................................... 8
2. Overview of the Purchasing Process ............................................................................. 8
3. Purchasing Policies ........................................................................................................ 9
4. Local Business Preferences Policy ............................................................................... 10
5. Federal, State and Other Grant Programs ................................................................... 12
6. Signature Authorization .............................................................................................. 13
7. Department Responsibilities ....................................................................................... 13
8. Payment authorization ............................................................................................... 14
9. Environmentally Preferable Purchasing Policy ............................................................ 14 SECTION II: GENERAL PURCHASING GUIDELINES ................................................................ 16 A. THE PURCHASING MATRIX FOR GENERAL SUPPLIES, MATERIALS, AND EQUIPMENT, GENERAL TRADE AND PROFESSIONAL SERVICES: .......................................................... 17 B. THE PURCHASING MATRIX FOR PUBLIC PROJECTS: ....................................................... 18 SECTION III: PURCHASING TRANSACTIONS ................................................................................ 19 A. GENERAL SUPPLIES, MATERIALS, AND EQUIPMENT ...................................................... 19 B. PROPRIETARY GOODS AND EQUIPMENT ....................................................................... 24 C. GENERAL TRADE CONTRACT SERVICES .......................................................................... 28 D. PROFESSIONAL SERVICES ............................................................................................... 35 E. PUBLIC PROJECTS ........................................................................................................... 45 F. CAPITAL EXPENDITURES ................................................................................................. 52 SECTION IV: EXCEPTIONS TO COMPETITIVE PROCUREMENT PROCEDURES ............................... 54 A. SOLE SOURCE PROCUREMENT ....................................................................................... 54 B. COOPERATIVE AGREEMENTS ......................................................................................... 54 C. PIGGYBACK PURCHASES ................................................................................................ 54 D. STANDARDIZATION ........................................................................................................ 55 E. AWARD AND RECORD OF SOLE SOURCE, COOPERATIVE, PIGGYBACK, AND STANDARDIZATION PROCUREMENTS ............................................................................ 55 F. EMERGENCY PROCUREMENTS ....................................................................................... 56 G. ROUTINE EXPENDITURES FOR UTILITIES, PAYROLL & OTHER SERVICES ......................... 56 H. FEDERALLY FUNDED PROCUREMENT POLICY ................................................................ 57 I. ADMINISTRATIVE EXCEPTIONS POLICY FOR PURCHASING ............................................. 66 SECTION V: PURCHASE ORDERS ................................................................................................. 67 A. REQUIREMENTS‐ WHEN TO USE ................................................................................... 67 B. REQUESTING A PURCHASE ORDER ................................................................................. 67 C. SPECIAL PURCHASE ORDERS .......................................................................................... 68 D. YEAR END PROCESS FOR ENCUMBRANCES/PURCHASE ORDERS ................................... 69 SECTION VI: PAYMENT OF INVOICES ......................................................................................... 70 A. RECEIPT OF GOODS AND SEVICES .................................................................................. 70
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PURCHASING POLICY AND PROCEDURES
B. INVOICE PROCESS .......................................................................................................... 70 SECTION VII: CITY CREDIT CARD CHARGES ................................................................................. 73 A. OVERVIEW ..................................................................................................................... 73 B. POLICIES ......................................................................................................................... 73 SECTION VIII: PETTY CASH REIMBURSEMENT ............................................................................. 79 SECTION IX: BUDGET REVISIONS/TRANSFERS ............................................................................ 81 A. WHEN TO USE ................................................................................................................ 81 B. PROCESSING A REQUEST FOR BUDGET TRANSFER/REVISION ........................................ 81 C. SPECIAL SITUATIONS ...................................................................................................... 82 SECTION X: TRAVEL & MEAL POLICY .......................................................................................... 83 A. PURPOSE ........................................................................................................................ 83 B. OVERVIEW ..................................................................................................................... 83 C. GENERAL POLICY STATEMENT ....................................................................................... 83 D. GENERAL TRAVEL GUIDELINES ....................................................................................... 84 E. DEFINITIONS .................................................................................................................. 85 F. PLANNING AN OFFICIAL TRIP ......................................................................................... 88 G. MEAL ALLOWANCES ...................................................................................................... 92 H. SUBMITTING TRAVEL FORMS ......................................................................................... 95 SECTION XI: FRAUD PREVENTION AND REPORTING POLICY ................................................. 99 A. PURPOSE ........................................................................................................................ 99 B. APPLICABILITY ................................................................................................................ 99 C. GENERAL POLICY AND RESPONSIBILITY ......................................................................... 99 D. PROCEDURES ............................................................................................................... 100 SECTION XI: COUNCIL MEMBER REIMBURSEMENT POLICY....................................................... 103 A. PURPOSE ...................................................................................................................... 103 B. DEFINITIONS ................................................................................................................ 103 C. COUNCIL MEMBER REIMBURSEMENT POLICY ............................................................. 103 D. SUBMITTING EXPENSE REIMBURSEMENT FORMS ....................................................... 104 Appendix A: LIST OF FORMS ..................................................................................................... 106
1. Local Business Preference Option Form .................................................................... 106
2. Signature Authorization ............................................................................................ 106
3. IRS form W‐9 ............................................................................................................. 106
4. Purchase Order Request – Laserfiche Forms............................................................. 106
5. Petty Cash Voucher Form ‐ SharePoint ..................................................................... 106
6. Travel Forms ............................................................................................................. 106
7. Credit Card Forms ‐ SharePoint ................................................................................. 106
8. Public Project Tracking Sheet .................................................................................... 106
9. Request for Budget Transfer/Revision – Laserfiche Forms ....................................... 106
10. Check Request Form ‐ SharePoint ............................................................................. 106
11. City of Pismo Beach Government Exempt form ........................................................ 106
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PURCHASING POLICY AND PROCEDURES
SECTION I: GENERAL INFORMATION
The purpose of this section is to provide the reader with general information as it relates to Purchasing for the City of Pismo Beach. All Forms related to this Purchasing Policy are located in the following folder: S:\Purchasing Policy\Purchasing Forms
A. GLOSSARY
The following glossary has been prepared in order to provide guidance in the terminology introduced in this document.
Asset Misappropriations – Theft or misuse of an organization’s assets.
Cash.
o Fraudulent Disbursements – Perpetrator causes organization to disburse funds through some trick or device (e.g. submitting false invoices/time cards/sheets, expense reimbursement schemes, check tampering, etc.)
o Skimming – Cash is stolen from an organization before it is recorded on the organization’s books and records.
o Cash Larceny – Cash is stolen from an organization after it has been recorded on the organization’s books and records.
Inventory and all other assets.
o Misuse – Misuse of an organization’s inventory or assets for personal use (e.g. City vehicles, computers, supplies, etc.)
o Larceny – Inventory or other assets are stolen from an organization.
Business‐ a company or other organization that buys and sells goods, makes product, or provides services. Types of business include corporation, partnership, individual, sole proprietorship, joint venture, or any other private legal entity.
Change Order‐ A written order signed by the City Manager, or his/her designee, directing the supplier or contractor to make changes or modifications to an existing order. The change order may make written alteration to the specifications, delivery point, rate of delivery, period of performance, price, quantity, or other provision of the contract.
Contract‐ Any authorized written City agreement, regardless of what it is called (purchase order, contract, etc.), for the procurement of supplies, equipment, services, or construction.
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PURCHASING POLICY AND PROCEDURES
Contractor‐ Any person and/or business having a contract with the City of Pismo Beach.
Construction‐ The process of building, altering, improving or demolishing any public structure or building, or other public improvements of any kind to any public real property. It does not include the operation, or preventative maintenance of existing structures, buildings, or real property.
Corruption – Wrongfully use influence in a business transaction in order to procure some benefit for themselves or another person, contrary to duty to employer or the rights of another.
Conflicts of Interest – An undisclosed economic or personal interest in a transaction that adversely affects the employer.
Bribery – The offering, giving, receiving, or soliciting of anything of value to influence an official act or a business decision.
Illegal Gratuities – A party who benefits from an official act or a business decision gives a gift to a person who made the decision. An illegal gratuity does not require proof of intent to influence.
Economic Extortion – An employee demands that a vendor/contractor/etc. pay to influence an official act or a business decision.
Cost Reimbursement Contract‐ A contract under which a contractor is reimbursed for costs which are allowable and allocable in accordance with the contract terms and the provisions of this manual.
Emergency Purchase‐ The purchase of goods or services is needed for a situation where the health, safety, or welfare of the public is endangered if immediate corrective or preventative action is not taken.
Employee‐ For the purposes if these purchasing policy and procedures, an individual drawing a salary or wages from the City, whether elected or not; any non‐compensated individual performing personal services for the City or any department, agency, commission, council, board, or any other entity established by the executive or legislative branch of the City; and any non‐ compensated individual serving as an elected official of the City.
Encumbrance‐ An encumbrance is an outstanding purchase order for goods or services; a portion of the budget appropriation is reserved in the amount of the purchase order. Encumbrances help to ensure administrative and budgetary compliance.
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Facility‐ Any plant, building, structure, ground facility, real property, street, highway, or other public work environment; and any utility system owned by the City, subject to the limitation on utility systems stated in the “Public Project” definition.
Force Account‐ Work performed on public projects using internal resources, including but not limited to labor, equipment, materials, supplies, and subcontracts of the City.
Fraud – An intentional misrepresentation, deceit, or concealment of a material fact known to the person accused of the fraud, with the intention on the part of that person of thereby depriving another person or the City of property, legal rights or otherwise causing injury.
Fraudulent Statements – Falsification of an organization’s financial statements
Goods‐ articles for sale or use, often those produced for later consumption.
Immediate Family‐ Spouse, children, parents, brothers, and sisters.
Local Vendor‐ Any business, including a Corporation, partnership, individual, sole proprietorship, joint venture, or any other private legal entity, which maintains a physical working office within the City limits of the City of Pismo Beach.
Local Vendor Preference‐ refers to the sales tax portion of a quote/bid from a local vendor. The sales tax amount should be deducted from the local vendor’s total quote/bid amount as those funds are returned to the community through sales tax revenues.
Maintenance Work‐ Routine, recurring, and usual work for the preservation or protection of any publicly owned or publicly operated facility for its intended purposes; minor repainting; resurfacing of streets and highways at less than one inch; landscape maintenance, including mowing, watering, trimming, pruning, planting, replacement of plants, and servicing of irrigation and sprinkler systems; and work performed to keep, operate, and maintain publicly owned water, power, or waste disposal systems, including, but not limited to, dams, reservoirs, power plants, and electrical transmission lines of 230,000 volts and higher.
Notice Inviting Bids‐ All documents, whether attached or incorporated by reference utilized for soliciting sealed bids. Invitations for Bids (IFB) are awarded to the lowest responsible and responsive bidder.
Occupational Fraud ‐ Use of one’s occupation for personal enrichment through the deliberate misuse or misapplication of the employing organization’s resources or assets. There are three major categories of occupational fraud.
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Other similar irregularities ‐ Any activity involving questionable behavior or business dealings by members of the public, contractors, vendors, agents or City employees, that put City revenue, property, information and other assets at risk of waste or abuse.
Person‐ Any business, individual, corporation, union, committee, club, other organization, or group of individuals.
Petty Cash Expenditures‐ are for minor, unscheduled and immediate purchases in which cash is the preferred method of payment. Items such as postage charges and freight charges represent petty cash expenditures.
Price Analysis‐ The evaluation of price data, without analysis of the separate cost components and profit as in cost analysis, which may assist in arriving at prices to be paid and costs to be reimbursed.
Procurement‐ The buying, purchasing, renting, leasing, trading or otherwise acquiring of any supplies, equipment, services, or construction. It also includes all functions that pertain to the obtaining of any supplies, equipment, services, or construction, including descriptions of requirements, selection and solicitation of sources, preparation, and award of contracts, and all phases of contract administration.
Public Project‐ The construction, reconstruction, erection, alteration, restoration, improvement, demolition, and repair work involving any facility owned, leased, or operated by the City. The definition also includes painting or repainting any facility owned, leased or operated by the City.
Construction, erection, improvement, or repair of dams, reservoirs, and electrical transmission lines of 230,000 volts and higher that are owned by the City, are considered a public project.
Public project does not include maintenance work.
Purchase‐ The buying or obtaining of any goods and/or services. It also includes all functions that pertain to obtaining the goods and services.
Purchasing Officer or Agent‐ The Purchasing Officer shall be the head of and be responsible for the administration and internal control of the City purchasing policies and procedures. The Purchasing Officer shall be the City Manager or his Agent. The Agent can be an authorized employee or designated department.
Request For Proposals (RFP)‐ All documents, whether attached or incorporated by reference, utilized for soliciting proposals.
Responsible Bidder‐ means a bidder who has the capacity n all respects to perform fully the requirements of the City, and the reliability which will assure good faith performance.
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Responsible Buyer‐ means any City employee authorized to order goods or services in accordance with the policies and procedures stipulated in this manual. The employee can be the Department Head or anyone he/she designates as a responsible buyer.
Services‐ The furnishing of labor, time, or effort by a contractor, not involving delivery of a specific product other than reports which are merely incidental to the required performance. “Services” shall include professional services such as Architects, Lawyers, Certified Public Accountants, Engineers, etc. “Services” shall not include employment agreements or collective bargaining agreements.
Specification‐ Any description or scope of work of the physical or functional characteristics or of the nature of supplies, equipment, service, or construction. It may include a description of any requirement for inspection, testing or delivery of supplies, equipment, services, or construction.
Supplies‐ All property, including but not limited to equipment, materials, printing, insurance, and leases of real property, excluding land or a permanent interest in land.
Terms and Conditions‐ Any description of the physical or functional characteristics of goods or services being purchased. It includes any description of requirement for inspecting, testing, or preparing goods or services for delivery. Also included are any descriptions pertaining to the completion of the purchase or contract such as delivery date, cash discounts, etc.
B. INTRODUCTION TO THE PURCHASING SYSTEM
1. Authority for Establishing Policies and Procedures
The Pismo Beach Municipal Code Chapter 3.08 sets forth in both general and specific terms the policies and procedures of the City regarding purchasing. Those policies and procedures are incorporated into this manual by reference and provide the authority and basis on which it has been prepared.
2. Overview of the Purchasing Process
The basic purchasing policy of the City of Pismo Beach is to obtain quality supplies, services, vehicles and equipment needed for the proper operation of its various divisions
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at the lowest possible overall cost. This includes maintaining a purchasing system that ensures maximum use of the fair and open competition and receipt of the best value for funds available, consistent with applicable laws and regulations.
The purchasing functions are decentralized, with each department/division responsible for compliance with City policies and procedures. Purchasing responsibility and authority shall be delegated to the lowest possible level consistent with good business practice and sound financial management policy to the extent practical.
3. Purchasing Policies
The following policies apply to all purchases made by the City of Pismo Beach:
a. Purchases shall be consistent with either the adopted annual budget or City Council approval of additional appropriations. It is the responsibility of the department/division to maintain budget control of their individual budgets. Ultimate responsibility for the individual budget rests with the Department Director.
b. All purchases shall be of the quality deemed necessary to suit the intended purpose, suitable, and beneficial to the City, and in the City’s best interest.
c. Competitive quotations will be sought based on established dollar limits.
d. The dollar limits for purchases and bids shall be established by ordinance or resolution. Purchases shall not be split to avoid the required procedures or certain dollar limits.
e. Receipt of goods or services will be verified and approved by the purchaser of the supply or service prior to payment of invoices.
f. The emergency purchase of goods is authorized under certain conditions.
g. Purchase of supplies, services, or equipment over $2,500 shall be made with an authorized Purchase Order unless otherwise exempted in these guidelines. If a purchase is made outside of this guideline:
Such purchases are void and not considered an obligation of the City of Pismo Beach.
Invoices without an authorized purchase order may be returned to the vendor unpaid.
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All such transactions shall be brought to the immediate attention of the City Manager.
h. Employees shall not have a direct or indirect financial interest in any contract or purchase of goods and services entered into by the City, or shall derive any personal benefit from the City’s purchase of goods or services.
i. Employees shall not use the City’s purchasing procedures to obtain property for personal use.
j. Employees are prohibited from drafting any specifications for bids in such a way as to intentionally limit the bidding directly or indirectly to any one bidder.
4. Local Business Preferences Policy
The City’s Purchasing System defined in Chapter 3.08 of the City’s Municipal Code was “…adopted in order to establish efficient procedures for the purchase of supplies and equipment, to secure supplies and equipment at the lowest possible cost commensurate with quality needed …”
Set forth below is a Local Business Preference Policy which is designed to offset competitive disadvantages suffered by Pismo Beach Vendors, including but not limited to high rents relative to Non‐Local Vendors, and which is found and declared to be to be compatible and consistent with the City’s Purchasing System (Municipal Code Chapter
3.08).
a. General Guideline: Consistent with the City’s Purchasing System, the City will strive to purchase supplies, equipment and related services at the lowest possible cost commensurate with quality needed.
In determining the lowest possible cost commensurate with quality needed, the City shall include in its comparison(s) of purchase options all those costs and expenses which the City deems appropriate, which may include comparable delivery or transportation costs to a specified City site or location, adjustments for economic values of quality differentials, and up to five years of comparable expected costs or use and maintenance.
i. The bid, quote or proposal (hereinafter, all included in the term “Bid”) which the City determines best meets the above stated General Guideline will be considered the Low Bid.
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ii. The business, contractor or vendor (hereinafter, all included in the term “Business” or “Vendor”) which submits the Low Bid will be considered the Low Bidder.
b. Classification of Businesses and Vendors: For purposes of this Local Business Preference Policy, all Vendors will be classified as being part of one of two groups of Vendors:
i. Pismo Beach Vendor or Local Vendor
ii. Non‐Local Vendor
c. Definitions of Businesses and Vendors:
i. A qualified Pismo Beach Vendor shall be defined as any individual, partnership, corporation or other entity which meets all vendor qualifications set by the City for or pertinent to the subject purchase; which has maintained its primary office, distribution point or place of business within the City for a minimum of one year preceding the submission of its quote/bid; and which has shown by the records maintained by the City’s Administrative Services Department as having secured all necessary business licenses and as having paid all applicable fees and taxes imposed by the City. In addition, the business must report and pay sales tax to the State of California, and must identify the point of sale for taxable transactions as a location within the Pismo Beach city limits. This point of sale identification provides for allocation of sales tax receipts to the City of Pismo Beach, pursuant to California Revenue and Taxation Code Section 72.
ii. A qualified Non‐Local Vendor shall be defined as any individual, partnership, corporation or other entity which meets all vendor qualifications set by the City for or pertinent to the subject purchase, but which does not qualify as a Pismo Beach Vendor.
iii. The term Local Vendor shall include those businesses which qualify as a Pismo Beach Vendor.
d. Operation of the Local Business Preference Process
In soliciting Bids, the City will provide to those businesses the City deems to be (or possibly be) qualified Local Vendors, a Local Business Preference Option Form, which gives the Local Vendor the choice to participate (or NOT participate) in the Local Business Preference Process.
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e. The Local Business Preference Process shall consist of two Stages.
i. In Stage One, prior to considering any Local Business Preference, the City shall complete a comparison of the qualified Bids received, to determine to the City’s satisfaction which Bid best meets the above stated General Guideline. This Bid will be considered the Stage One Low Bid.
If the Stage One Low Bid was submitted by a Pismo Beach Vendor, then the Stage One Low Bid shall be considered the Low Bid. In such case, Stage Two will be by‐passed as not meaningful, and the City shall complete the purchase accordingly.
If there are no qualified Bids from Pismo Beach Vendors, then the Stage One Low Bid shall be considered the Low Bid, and the City shall complete the purchase accordingly.
However, if there ARE qualified Bids from one or more Local Vendors (Pismo Beach Vendors), but the Stage One Low Bid was submitted by a Non‐Local Vendor, then the Local Business Preference Process shall move to Stage Two.
ii. Stage Two involves implementation of the Optional 2% Local Discount Portion of the Local Business Preference Process as follows:
If the above described Stage One Low Bid was submitted by a Non‐Local Vendor, AND if one or more Pismo Beach Vendors submitted a qualified Bid, including a signed Option to participate in the Optional 2% Local Discount Portion, then the City will compute each Pismo Beach Vendor’s Local Preference Stage Two Bid by reducing by 2 % the dollar amount of that Pismo Beach Vendor’s qualified Bid considered in Stage One.
If at least one Pismo Beach Vendor’s Local Preference Stage Two Bid is less than the previously computed Stage One Low Bid, the lowest Pismo Beach Vendor’s Local Preference Stage Two Bid shall be considered the Stage Two Low Bid. In That case, the balance of Stage Two will be by‐passed as not meaningful, and the City shall complete the purchase of the above described Stage Two Low Bid.
If NO Pismo Beach Vendor’s Stage Two Bid is less than the previously computed Stage One Low Bid, then Stage Two is completed, and the City shall complete the Purchase of the previously computed Stage One Low Bid.
5. Federal, State and Other Grant Programs
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Federal, State and other grant programs may require special conditions that are more stringent than City procedures. The department accepting the grant is responsible to ensure that all grant provisions are met and complied with.
For federally funded purchases, the City follows the Federally Funded Procurement Policy (Pismo Beach Purchasing Policy & Procedures Manual Section IV.H.) to comply with the Office of Management and Budget’s (OMB) new guidance requirement Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards, Title 2 U.S. Code of Federal Regulations Part 200.
6. Signature Authorization
a. The Department Head shall complete and forward to Administrative Services a Signature Authorization form, identifying those employees approved by the Department Head to sign on various financial and other administrative documents.
The form shall be developed by the Administrative Services Director and revised from time to time as needed.
b. The form shall identify the employee’s name and signature and list the specific dollar amounts each employee is authorized to sign. It is the Department Head’s responsibility to keep the information current.
c. Invoices, purchase order requests, contracts, change orders, and any other documents submitted to the Finance Department missing the appropriate signatures will be returned to the originating department.
d. Only Regular or Probationary City employees shall be authorized to sign documents obligating the City to expend public monies. Temporary or Volunteer employees, or individuals under contract with the City, may be able to acquire items but all receipts must be countersigned by an authorized employee or Department Head.
e. The Department Head shall use appropriate discretion to keep the number of authorized signatures to a minimum, to assure better control over departmental expenditures.
7. Department Responsibilities
It is the responsibility of the acquiring department/division to:
a. Make purchases in accordance with established policies and procedures.
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b. Verify an appropriation is available for the purchase.
c. Anticipate the department/division needs in order to minimize the need for emergency purchases.
d. Review goods and services received to ensure conformity with the purchase order or contract.
e. When a cost discrepancy for goods or services dissatisfaction arises, notify the vendor or supplier to resolve. If not resolved, contact the Administrative Services Department to come up with a solution to resolve the issue so that a payment can be arranged.
8. Payment authorization
a. An authorized signature on the invoice, receipt or other backup shall be considered authorization for payment. The signature shall indicate that the signer has:
Verified that the City has received the goods or services in good working condition.
Verified that the purchase complies with this purchasing policy and that funds are available for the purchase.
b. In certain instances it may be in the City’s best interest to issue payment prior to receipt of the authorizing signature on the invoice. The City Manager or his/her designee may authorize payment in those instances.
c. Checks shall be processed and issued by an employee other than check signer.
9. Environmentally Preferable Purchasing Policy
a. It is the policy of the City of Pismo Beach to reduce the environmental impact of its purchases and comply with Senate Bill (SB) 1383 Lara, Chapter 395, that was signed into law in September 2016 as a statewide effort to reduce emissions of short‐lived climate pollutants created by organic waste, dairy, and livestock. The emissions reduction targets must reduce organic waste disposal 50% by 2020 and 75% by 2025. In order to reduce methane emissions from organic waste disposal, beginning January 1, 2022, SB 1383 requires that City staff and the City’s vendors purchase paper products that contain recycled content at least 30%, by fiber weight, post‐consumer fiber:
i. when available at no greater cost than nonrecycled products and ii. the fitness and quality are equal to nonrecycled products.
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More information is available at:
https://www.calrecycle.ca.gov/organics/slcp/procurement/RecycledPaper
b. The Public Contract Code 12207 defines the paper products to include office supplies, writing and printing papers, printed materials, and paper janitorial supplies.
c. City’s vendors must certify postconsumer content and recyclability claims.
d. City staff must maintain records certifying the minimum recycled content and recyclability of paper purchases either with the following two options:
i. Option 1: Product Vendor Certification:
Written documentation from the product vendor certifying:
The products are eligible to be labeled with an unqualified recyclable label, meaning that at least 60 percent of consumers or communities where the items are sold have access to recycling facilities for the products The minimum percentage, if not the exact percentage, of postconsumer material in the products
ii. Option 2: Product Vendor Certification and Other Verification Written documentation from the product vendor certifying the products are eligible to be labeled with an unqualified recyclable label, meaning that at least 60 percent of consumers or communities where the items are sold have access to recycling facilities for the products, AND Documentation, such as record of a product label, catalog, invoice, or a manufacturer or vendor website, that verifies the minimum percentage, if not the exact percentage, of postconsumer material in the products
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SECTION II: GENERAL PURCHASING GUIDELINES
As previously stated, the purchasing process is decentralized; the Department Head or designated employee requesting the merchandise or service ("Requestor") seeks out potential vendors, obtains the bids if required, and interacts with the vendor.
The process begins with the determination, of what a product or service is needed. The Requestor is responsible for assuring that adequate budgeted funds are available in the budget unit using the Monthly Expenditure Reports or by using the Harris Financial system on the City network. The Requestor is also responsible for identifying potential vendors.
Once these decisions are made, the individual will need to determine estimated price of the good or service. Based on that information, the following policies apply.
This section includes a Purchasing Matrix for General Supplies, Materials, and Equipment, General Trade and Professional Services a Purchasing Matrix and description for Capital Projections. The two Purchasing Matrixes are intended for ease of use only. In the event of a conflict between the matrix and the written policies in Section III, the latter shall control. Please note, some of the special transactions/purchases are not included in the matrix. The next section covers these special situations in detail.
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A. THE PURCHASING MATRIX FOR GENERAL SUPPLIES, MATERIALS, AND EQUIPMENT, GENERAL TRADE AND PROFESSIONAL SERVICES:
Purchase Amount
$2,500 or less
$2,501 to
$15,000
$15,001 to
$50,000
More than
$50,000
Bid Process
No bid. If
contract
required,
purchase order is
required
3 written
quotations
recommended
Informal Quote. 3
written quotations
required included
with Purchase
Order
Formal Bid
Approvals Required
Designated
Employee or
Supervisor
Department
Head;
Purchasing
officer
City Manager
City Council
Purchase Order and
Contract Needed
No
Less than
$2,500 no;
$2,500 or more
yes
Yes
Yes
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B. THE PURCHASING MATRIX FOR PUBLIC PROJECTS:
Purchase Amount
$5,000 to
$15,000
$15,001 to
$50,000
$50,001 to
$200,000
Over $200,000
Bid Process
3 written
quotations
recommended
3 written
quotations
recommended
Informal Bid. 3
written quotations
required
Formal Bid
Approvals Required
Department
Head;
Purchasing
officer
City Manager
City Council
City Council
Purchase Order and
Contract Needed
Yes
Yes
Yes
Yes
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SECTION III: PURCHASING TRANSACTIONS
A. GENERAL SUPPLIES, MATERIALS, AND EQUIPMENT
This section provides guidelines for the purchase of general supplies, materials, and equipment.
Supplies, materials, and equipment shall consist of any and all articles or things, which shall be furnished to or used by any department, excluding proprietary equipment and goods (Section C) and any goods purchased as part of a Public Works Project (Section E).
In instances where goods and services are purchased together from one vendor, this section shall apply if the predominant portion of the purchase is goods (i.e. A purchase of equipment for $1,000 with a $300 installation fee would be covered under this section of the policy. A repair of equipment with $1,000 in labor and $300 in parts would be covered under Section B ‐‐ General Trade Services.
Policy
There are four levels of authority for normal purchases: Department Staff Award, Department Head Award, City Manager Award, and City Council Award. Generally, authority is established by the dollar amount of the purchase.
1. Department Staff Award < $2,500
The designated department staff may authorize the purchase of supplies, equipment, or services as needed for purchases up to $2,500. These purchases do not require competitive bidding and departments are given considerable discretion in these purchases.
2. Department Head Award $2,501 to $15,000
The Department Head may authorize the purchase of supplies, equipment, or services as needed for purchases up to $15,000. It is highly recommended that staff obtain three written quotations in writing, and be obtained and documented with the “Purchase Order Request” form. See procedure outlined in item 3.
3. City Manager Award $15,001 to $50,000
General supplies, materials and equipment purchases over $15,000 and under $50,000 must be awarded by the City Manager or his/her designee. Informal bidding should be used to assure the most competitive price is received for an item, while avoiding the additional time and expense involved in formal bidding.
3.1 Informal Quotes: The department shall make every attempt to receive at least three written quotations in writing or over the phone.
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Three Quotes: The department should make every reasonable attempt to obtain at least three bids, however it is understood that at times it is not practical nor cost effective to continue soliciting quotes until three bids are received. In the event that three viable quotes are not received, the division shall document what steps were taken to obtain quotes, any vendors contracted that declined to bid, and if applicable why it is not practical to receive three quotes.
Exceptions: The informal bid process may be bypassed with Department Head, City Manager or Purchasing Officer approval, in the following four instances:
In emergency situations where time is of the essence, the appropriate Department Head may dispense with obtaining three informal quotes to obtain materials necessary in dealing with the emergency. Immediately following the emergency, the Department Head shall forward a copy of the purchase order along with an explanation to the City Manager or Purchasing Officer.
When one known supplier is available, the Department Head shall document that it is a “Sole Source” purchase. Most sole source purchases shall be the result of the City deciding that it is in its best interest to use a specific proprietary item. (i.e. For ease of maintenance, the City may choose to only purchase one brand of computers). When there exists other governmental contracts that were competitively bid (such as State Contracts, SLO County, SLO City, or other Agencies, etc.) that the City is eligible to use. When an item has been bid within the last 36 months and the price has not changed.
3.2 Evaluating Bids: The department shall evaluate the three informal quotes received and determine the lowest most responsible bid. The City reserves the right to accept that bid which is in the best interest of the City. When selecting the recommended bidder, the Department Head will take into consideration:
Price
Ability, capacity, skill
Ability to meet time requirements
Character, integrity, and reputation
Previous vendor experience
Financial resources available for contract performance Ability to provide future maintenance and service, if necessary
3.3 Purchase Order: A Purchase Order Request shall be prepared detailing the vendor name, address, item being purchased, total price including tax and shipping, and budget account to be charged. The Purchase Order Request shall be signed and dated by the authorized department employee. (If an exception was used to bypass the information bidding procedures, the Department Head must sign the Purchase Order Request.)
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The purchase order packet shall be submitted to the City Manager or Purchasing Officer for approval. He/she will review the purchase order packet for conformity to the purchasing policy, for compliance with other established procedures and for availability of funds. The City Manager or Purchasing Officer shall then approve and sign the Purchase Order Request. The Administrative Services Department will issue a Purchase Order and forward to the originating department.
3.4 Purchasing Item: Once the department has received the approved Purchase Order from the City Manager or his/her designee, they may contact the vendor and purchase the item. Items must generally be shipped to a City address or worksite.
4. City Council Award > $50,000
General supplies, materials, and equipment purchases over $50,000 must be awarded by the City Council. Formal bidding should be used to assure all possible vendors are given the opportunity to bid on major City purchases, thereby assuring the City that it has received the most competitive price. The formal process generally takes more time and expense than informal bidding and in some instances may actually not be the most cost‐effective approach.
4.1 Formal Bidding: The initiating department shall be responsible for completion of the formal bid process, however, the process shall be coordinated with the City Clerk’s Office and the Administrative Services Department.
4.2 Bid Forms: The initiating department shall prepare a bid form including detailed specifications for the item to be purchased. The following format is suggested for competitive bids:
Submission of bids (or proposals) – Include date, time, location and bid number as assigned by the City Clerk. Include a detailed list of the information the bid or proposal should contain.
Questions – List the name, address, and telephone number of the person to be contacted concerning questions about the project.
Background – Provide as much background as necessary to give the bidder an understanding of the environment in which the job will be performed and to which the job relates.
Scope of Work – Describe in detail the requirement for the job and detail specification.
Desired project schedule – Be as specific as possible.
Minimum and desirable qualifications – Be as specific as possible.
Performance Bond – Whether a performance bond is required and if so, the amount and form of bidders security.
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Notice Inviting Bids: The initiation department shall also prepare a notice inviting bids that includes the following:
A general description of the item to be purchased.
A statement indicating where bid forms, specifications and bonding requirements can be obtained.
A statement specifying the time and place for the opening of the bids.
Per California Public Contract Code 20164, the first publication of the notice shall be at least ten days before the date of opening the bids. The notice shall be published at least twice, not less than five days apart, in a newspaper of general circulation, printed and published in the City. The notice may also be sent to all applicable vendors.
4.3 Bid Opening: Sealed bids shall be submitted to the City Clerk’s office and shall be clearly identified with the Bid number on the envelope. Faxed or other electronic bids are not acceptable.
Bids shall be opened in public at the time and place stated in the public notice.
The City Clerk or his/her designee shall open the bids and shall record all bids received.
Any bid received after the time specified in the notice shall be rejected.
When a bidder’s security is required, it will be announced in the public notice inviting bids. The amount shall be determined at the time of preparation of the bid. It shall be in the form of cash, certified or cashier’s check, certificate of deposit in City of Pismo’s name, or bid bond made payable to the City of Pismo Beach. When a bidder’s security is required, a bid shall not be considered unless one of the aforementioned forms of security accompanies the bid. Bidders shall be entitled to return of the bid security with the following exception:
The successful bidder must execute the contract and file acceptable documents within thirty (30) calendar days from the date of award unless extended by the City Manager. Failure to execute the contract shall be just cause for annulment of the award and forfeiture of the bidder’s security, not as a penalty, but as liquidated damages. The City Council may, upon refusal or failure of the successful bidder to execute the contract, award the contract to the next lowest bidder.
All bids received shall be available for inspection during regular business hours in the City Clerk’s office for a period of not less than thirty (30) calendar days after the bid opening.
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Rejection of Bids: The City reserves the right to reject any and all bids, to accept or reject any one or more items of a bid, or to waive any irregularities or informalities in the bids or the bidding process if to do so is deemed to best serve the interests of the City.
Determining Lowest Responsible Bidder: Award the bid shall be to the lowest responsible bidder.
All valid responsible bids shall be considered in determining the lowest bid. The City reserves the right to accept that bid which is in the best interest of the City. When selecting the recommended bidder the Department Head will take into consideration:
Price
Ability, capacity, and skill
Ability to meet time requirements
Character, integrity, and reputation
Previous vendor experience
Financial resources available for contract performance Ability to provide future maintenance and service, if necessary
Local Vendor Preference: The City has established a policy that provides for a two percent (2%) preference to local bidders and vendors. (See Section I). This is accomplished by reducing the local vendor’s bids by 2% when comparing such bids to those of other bidders.
Tie Bids: If tie bids are received, quality and service being equal, the contract shall be awarded to a local bidder.
If the above condition is not applicable, the City may, at its discretion:
Reject any and all bids presented and re‐advertise; or
If the public interest will not permit the delay of re‐advertising for bids, the City may accept either one or accept the lowest bid made by negotiation with the tie bidders; or
Award the bid to any one of the low tie bidders by public drawing.
Exceptions to Formal Bidding: The formal bid process may be bypassed in the following four instances:
In emergency situations where time is of the essence, the appropriate Department Head may dispense with obtaining formal quotes to obtain materials necessary in dealing with the emergency.
Immediately following the emergency, the appropriate Department Head shall prepare a report to Council explaining the emergency and the items purchased.
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When one known supplier is available, the Department Head shall prepare a report for Council approval requesting an exemption from the formal bidding procedures and if applicable awarding the bid to the “Sole Source”.
When there exists other governmental contracts that were competitively bid that the City is eligible to use in lieu of a formal bid.
When there are extenuating circumstances that would make formal bidding not the most cost effective approach. This often relates to qualitative, artistic, or proprietary software/technological issues. The appropriate Department Head shall prepare a report to Council requesting an exemption from the formal bidding procedures.
4.4 Awarding the Bid: Once the bids have been evaluated, the Department Head shall prepare a report to Council recommending the most responsive bidder. The Council shall then award the bid in a public meeting.
4.5 Purchase Item: Once Council has awarded the bid, a Purchase Order Request form shall be prepared detailing the vendor name, items being purchased, total price including tax and shipping, date of Council approval, budget account charged, and a copy of the staff report and resolution. The purchase order request shall be signed and dated by the authorized Department Head and City Manager, then forwarded to the Administrative Services Department. The Administrative Services Department will issue a purchase order and forward to the originating department. The department may then contact the vendor and purchase the item. Items must generally be shipped to a City address or worksite.
B. PROPRIETARY GOODS AND EQUIPMENT
This section applies to the purchase of equipment/software and other artistic goods that may only be purchased through a proprietary vendor. There is no bidding requirement for this type of purchase, since the item is being purchased based on qualification, rather than price.
Proprietary vendors are those vendors that directly sell their products and do not use distributors or other outlets. (e.g. Select Financial software may only be purchased through Harris Computer Systems, therefore it would be a “proprietary purchase” and covered under this section. Microsoft Word may be purchased at many different stores and therefore is not a “proprietary purchase”)
In general, these purchases should have considerable research and documentation before the transaction is completed to assure the product best matches the requirements and needs of the City, and that the best possible price has been obtained as compared to other like products. A Purchase Order will always be required when the purchase is over $2,500. All documentation should be included with the Purchase Order Request Packet.
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Policy
There are four levels of authority for normal purchases: Department Staff Award, Department Head Award, City Manager Award, and City Council Award. Generally, authority is established by the dollar amount of the purchase.
1. Department Staff Award < $2,500
The designated department staff may authorize the purchase of proprietary goods as needed for purchases up to $2,500. These purchases do not require competitive bidding and departments are given considerable discretion in these purchases.
2. Department Head Award $2,501 to $15,000
The Department Head may authorize the purchase of proprietary goods as needed for purchases up to $15,000. These purchases require three written quotations in writing or over the phone, be obtained and documented with the “Purchase Order Request” form. See procedure outlined in item 3.
3. City Manager Award $15,001 to $50,000
Proprietary goods purchases over $15,000 and under $50,000 must be awarded by the City Manager or his/her designee. Informal solicitation of qualifications should be used to assure quality goods are received for a reasonable price.
3.1 Informal Product Review: The Department shall make every attempt to receive at least three products/qualifications in writing, over the phone, or in person.
Documentation: Informal product may be reviewed by the Purchasing Officer who can seek additional quotes and verify the information. Ideally, documentation should include:
The name of the company
Pros/Cons of the product
Estimated Price
The person giving the quote
The date and time of the phone call
Brief justification for the selection of goods
Review of Three Products: The Department should make every reasonable attempt to review at least three products, however, it is understood that at times it is not practical or possible to review the products. In the event that three products are not reviewed, the Department shall document why it is not practical to review alternate products.
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Exceptions: The informal product review process may be bypassed with Department Head, City Manager or Purchasing Officer approval, in the following instances:
In emergency where time is of the essence, the appropriate Department Head may dispense with informal product review process to obtain items necessary in dealing with the emergency.
Immediately following the emergency, the Department Head shall forward a copy of the purchase order and contract along with an explanation to the City Manager or Purchasing Officer.
Evaluating Products: The Department Head shall select the product which, in their evaluation process, is the best solution for the City.
3.2 Negotiation: The Department shall discuss with the highest ranked vendor the requirements of the City and negotiate a reasonable fee for the product/items being purchased.
3.3 Contract and Purchase Order: A contract may be prepared, as applicable. The vendor and the Department Head shall sign the contract.
The Department will obtain a completed IRS form W‐9 from the vendor.
The contract shall be submitted to the Purchasing Officer for review. The Purchasing Officer will review the contract for conformity to the purchasing policy, for compliance with other established procedures and for availability of funds. The Purchasing Officer will forward the contracts to the City Manager to approve and sign the contract.
The contract will be forwarded to the Administrative Services Department after being signed by the City Manager. A purchase order will be generated from the signed contract.
The purchase order and executed contract will be forwarded to the vendor and originating Department.
3.4 Executing the Contract: Once the department has received the approved Purchase Order and a copy of the contract from the City Manager or his/her designee, they may make arrangements with the vendor for purchase of the product.
4. City Council Award > $50,000
Proprietary purchases exceeding $50,000 must be awarded by the City Council. A more formal evaluation should be used thereby assuring the City that is has purchased the best product fit for the City. The formal process generally takes more time and expense than informal solicitations and in some instances may actually not be the most cost‐effective approach.
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4.1 Formal Evaluation of Products/Goods: To ensure maximum exposure and competition, the responsible department shall prepare a list of potential firms from which to solicit quotes. City staff shall make reasonable efforts to ensure that small business firms, located in San Luis Obispo County, are aware of the purchase.
A selection committee shall be formed to evaluate the submitted data and determine the products that should receive further consideration. The committee shall consist of at least three but no more than six persons, appointed by the Department Head, subject to approval of the City Manager or Purchasing Officer.
The Selection Committee may choose to interview all of the responding vendors, only the top few ranking vendors, or to not perform interviews.
The Selection Committee may also choose to view demonstrations of all of the products (either at a working site or at the City), only the top few ranking products, or to not view demonstrations.
After the interviews, demonstrations, and site visits (as applicable), the Selection Committee shall rank the products.
4.2 Negotiation: The Department Head shall discuss with the highest ranked vendor the requirements of the City and negotiate a reasonable fee/contract.
4.3 Awarding the Contract: The Department Head shall prepare a report to Council recommending the top ranked product. The Council shall then award the purchase in a public meeting.
Except for urgencies, all contracts exceeding $50,000 must be awarded by the City Council.
Otherwise:
Such purchases are null or void and not considered an obligation of the City. Invoices may be returned to the contractor/service provider unpaid. The person ordering the unauthorized purchase may be held personally liable for the costs of the contract.
4.4 Contract and Purchase Order: A contract may be prepared, as applicable. The vendor and the Department Head shall sign three original copies of the contract.
The Department will obtain a completed IRS form W‐9 from the contractor/service provider.
Proof of insurance in accordance with the contract shall be obtained.
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The City Attorney shall sign three original copies of the contract, as applicable, approving it as to form.
All copies of the contract shall be submitted to the Purchasing Officer for review. The Purchasing Officer will review the contract for conformity to the purchasing policy, for compliance with other established procedures and for availability of funds. The Purchasing Officer will forward the contracts to the City Manager to approve and sign the contract.
One original copy of the executed contract shall be remain in the City Clerk’s Office, and the other original shall be forwarded to the Administrative Services Department after being signed by the City Manager or other Council designee. A purchase order will be generated from the signed contract.
The purchase order and executed contract will be forwarded to the contractor/service provider and the originating Department.
4.5 Executing the Contract: Once the department has received the approved Purchase Order and copy of the contract from the City Manager or his/her designee, they may make arrangements with the vendor for purchase of the product.
C. GENERAL TRADE CONTRACT SERVICES
This section applies to the purchase of trade contract services. Trade services shall mean the repair, rental or maintenance of equipment, machinery and other City‐owned or operated property.
Included within this term are services necessary for the routine operation, repair or maintenance of existing buildings or improvements. The term does not include services rendered by professionals and other services, which are unique in nature and not subject to competition.
In instances where goods and trade services are purchased together from one contractor/service provider, this section shall only apply if the predominant portion of the purchase is services (i.e. repair of equipment with $1,000 in labor and $300 in parts would be covered under this section of the policy. A purchase of equipment for $1,000 with a $300 installation fee would be covered under Section III General Supplies, Materials, and Equipment.
Policy
There are four levels of authority for normal purchases: Department Staff Award, Department Head Award, City Manager Award, and City Council Award. Generally, authority is established by the dollar amount of the purchase.
1. Department Staff Award < $2,500
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The designated department staff may authorize the purchase of services as needed up to $2,500 per project or annually (for ongoing maintenance contracts) as applicable. Projects that would typically be performed by one contractor/service provider may not be split into components in order to avoid purchasing limits. These purchases do not require competitive bidding and departments are given considerable discretion in these purchases.
2. Department Head Award $2,501 to $15,000
The Department Head may authorize the purchase of services as needed up to $15,000 per project or annually (for ongoing maintenance contracts) as applicable. These purchases require three written quotations in writing or over the phone, be obtained and documented with the “Purchase Order Request” form. See procedure outlined in item 3.
3. City Manager Award $15,001 to $50,000
Trade service awards over $15,000 and under $50,000 must be awarded by the City Manager or his/her designee. Informal bidding should be used to assure the most competitive price is received for an item, while avoiding the additional time and expense involved in formal bidding.
3.1 Informal Quotes: The department shall make every attempt to receive at least three written quotations in writing or over the phone.
Phone bids: Phone bids must be documented to the satisfaction of the Purchasing Officer. Ideally, documentation should include the name of the company bidding, the person giving the quote, the date and time of the phone call, the amount quoted and any other relevant information.
Three Quotes: The department should make every reasonable attempt to obtain at least three bids, however it is understood that at times it is not practical nor cost effective to continue soliciting quotes until three bids are received. In the event that three viable quotes are not received, the department shall document what steps were taken to obtain quotes, any vendors contracted that declined to bid, and if applicable why it is not practical to receive three quotes.
Exceptions: The informal bid process may be bypassed with Department Head, City Manager or Purchasing Officer approval, in the following four instances:
In emergency situations where time is of the essence, the appropriate Department Head may dispense with obtaining three informal quotes to obtain materials necessary in dealing with the emergency. Immediately following the emergency, the Department Head shall forward a copy of the purchase order along with an explanation to the City Manager or Purchasing Officer.
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When one known supplier is available, the Department Head shall document that it is a “Sole Source” purchase. Most sole source purchases shall be the result of the City deciding that it is in its best interest to use a specific proprietary item. (i.e. For ease of maintenance, the City may choose to only purchase one brand of computers).
When there exists other governmental contracts that were competitively bid (such as State Contracts, SLO County, SLO City, or other Agencies, etc.) that the City is eligible to use.
When a service has been bid within the last 36 months and the price has not changed.
Evaluating Bids: The department shall evaluate the three informal quotes received and determine the lowest most responsible bid. The City reserves the right to accept that bid which is in the best interest of the City. When selecting the recommended bidder, the Department Head will take into consideration:
Price
Ability, capacity, skill
Ability to meet time requirements
Character, integrity, and reputation
Previous vendor experience
Financial resources available for contract performance Ability to provide future maintenance and service, if necessary
3.2 Contract and Purchase Order: A contract shall be prepared, as applicable. The vendor and the Department Head shall sign the contract.
The contract shall be submitted to the Purchasing Officer for review. The Purchasing Officer will review the contract for conformity to the purchasing policy, for compliance with other established procedures and for availability of funds. The Purchasing Officer will forward the contracts to the City Manager to approve and sign the contracts.
The executed contract shall be remain in the City Clerk’s Office filed electronically. A purchase order will be generated from the signed contract.
3.3 Executing the Contract: Once the department has received the approved Purchase Order and copy of the contract from the City Manager or his/her designee, they may make arrangements with the contractor/service provider for services.
Renewals
Contracts for ongoing services may include annual renewal provisions for up to five years, however, in no instance may the contract exceed $50,000 in any one year. Cost increase related to such
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renewals shall not exceed the Consumer Price Index (CPI) adjustments in the City designated area, unless approved in advance by the City Manager.
3.4 Change Orders: The City Manager is authorized to issue change orders for changes or additions to the original scope of work that result in less than $50,000 of overall contract amount.
Change orders in excess of the $50,000 total contract amount will need City Council approval.
4. City Council Award > $50,000
Trade service contracts exceeding $50,000 must be awarded by the City Council. Formal bidding should be used to assure all possible contractor/service providers are given the opportunity to bid on major City contracts, thereby assuring the City that it has received the most competitive price. The formal process generally takes more time and expense than informal bidding and in some instances may actually not be the most cost‐effective approach.
4.1 Formal Bidding: The initiating department shall be responsible for completion of the formal bid process, however, the process shall be coordinated with the City Clerk’s Office and the Administrative Services Department.
Bid Forms: The initiating department shall prepare a bid form including detailed specifications for the item to be purchased. The following format is suggested for competitive bids:
Submission of bids (or proposals) – Include date, time, location and bid number as assigned by the City Clerk. Include a detailed list of the information the bid or proposal should contain.
Questions – List the name, address, and telephone number of the person to be contacted concerning questions about the project.
Background – Provide as much background as necessary to give the bidder an understanding of the environment in which the job will be performed and to which the job relates.
Scope of Work – Describe in detail the requirement for the job and detail specification.
Desired project schedule – Be as specific as possible.
Minimum and desirable qualifications – Be as specific as possible.
Performance Bond–Whether a performance bond is required and if so, the amount and form of bidders security.
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Sample Contract—A sample of the contract that is expected to be used should be included in the bid package.
Notice Inviting Bids: The initiating department shall also prepare a notice inviting bids that includes the following:
A general description of the item to be purchased
A statement indicating where bid forms, specifications and bonding requirements can be obtained
A statement specifying the time and place for the opening of the bids
Per California Public Contract Code 20164, the first publication of the notice shall be at least ten days before the date of opening the bids. The notice shall be published at least twice, not less than five days apart, in a newspaper of general circulation, printed and published in the City. The notice may also be sent to all applicable contractor/service providers.
4.2 Bid Opening: Sealed bids shall be submitted to the City Clerk’s office and shall be clearly identified with the Bid number on the envelope. Faxed or other electronic bids are not acceptable.
Bids shall be opened in public at the time and place stated in the public notice.
The City Clerk or his/her designee shall open the bids and shall record all bids received.
Any bid received after the time specified in the notice shall be rejected.
When a bidder’s security is required, it will be announced in the public notice inviting bids. The amount shall be determined at the time of preparation of the bid. It shall be in the form of cash, certified or cashier’s check, certificate of deposit in City of Pismo’s name, or bid bond made payable to the City of Pismo Beach. When a bidder’s security is required, a bid shall not be considered unless one of the aforementioned forms of security accompanies the bid. Bidders shall be entitled to return of the bid security with the following exception:
The successful bidder must execute the contract and file acceptable documents within thirty (30) calendar days from the date of award unless extended by the City Manager. Failure to execute the contract shall be just cause for annulment of the award and forfeiture of the bidder’s security, not as a penalty, but as liquidated damages. The City Council may, upon refusal or failure of the successful bidder to execute the contract, award the contract to the next lowest bidder.
All bids received shall be available for inspection during regular business hours in the City Clerk’s office for a period of not less than thirty (30) calendar days after the bid opening.
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Rejection of Bids: The City reserves the right to reject any and all bids, to accept or reject any one or more items of a bid, or to waive any irregularities or informalities in the bids or the bidding process if to do so is deemed to best serve the interests of the City.
Determining Lowest Responsible Bidder: Award of bid shall be to the lowest responsible bidder. All valid responsible bids shall be considered in determining the lowest bid. The City reserves the right to accept that bid which is in the best interest of the City. When selecting the recommended bidder the Department Head will take into consideration:
Price
Ability, capacity, and skill
Ability to meet time requirements
Character, integrity, and reputation
Previous vendor experience
Financial resources available for contract performance Ability to provide future maintenance and service, if necessary
Local Contractor/Service Provider Preference: The City has established a policy that provides for a two percent (2%) preference to local bidders and vendors (See Section I). This is accomplished by reducing the local contractor/service provider’s bids by 2% when comparing such bids to those of other bidders.
Tie Bids: If tie bids are received, quality and service being equal, the contract shall be awarded to a local bidder.
If the above condition is not applicable, the City may, at its discretion:
Reject any and all bids presented and re‐advertise; or
If the public interest will not permit the delay of re‐advertising for bids, the City may accept either one or accept the lowest bid made by negotiation with the tie bidders; or
Award the bid to any one of the low tie bidders by public drawing.
Exceptions to Formal Bidding: The formal bid process may be bypassed in the following four instances:
In emergency situations where time is of the essence, the appropriate Department Head may dispense with obtaining formal quotes to obtain materials necessary in dealing with the emergency.
Immediately following the emergency, the appropriate Department Head shall prepare a report to Council explaining the emergency and the items purchased.
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When one known supplier is available, the Department Head shall prepare a report for Council approval requesting an exemption from the formal bidding procedures and if applicable awarding the bid to the “Sole Source”.
When there exists other governmental contracts that were competitively bid that the City is eligible to use in lieu of a formal bid.
When there are extenuating circumstances that would make formal bidding not the most cost effective approach. This often relates to qualitative, artistic, or proprietary software/technological issues. The appropriate Department Head shall prepare a report to Council requesting an exemption from the formal bidding procedures.
4.3 Awarding the Bid: Once the bids have been evaluated, the Department Head shall prepare a report to Council recommending the most responsive bidder. The Council shall then award the bid in a public meeting.
Except for urgencies, all contracts exceeding $50,000 must be awarded by the City Council.
Otherwise:
Such purchases are void and not considered an obligation of the city.
Invoices may be returned to the contractor/service provider unpaid.
The person ordering the unauthorized purchase may be help personally liable for the costs of the contract.
4.4 Contract and Purchase Order: A contract may be prepared, as applicable. The contractor/service provider shall sign three original copies of the contract.
The Department will obtain a completed IRS form W‐9 from the contractor/service provider.
Proof of insurance in accordance with the contract shall be obtained.
The City Attorney shall sign three original copies of the contract, as applicable, approving it as to form.
The W‐9, proof of insurance, and all copies of the contract shall be submitted to the Purchasing Officer for review. The Purchasing Officer will review the contract for conformity to the purchasing policy, for compliance with other established procedures and for availability of funds. The Purchasing Officer will forward the contracts to the City Manager to approve and sign the contracts.
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One original copy of the executed contract shall be remain in the City Clerk’s Office, and the other original shall be forwarded to the Administrative Services Department after being signed by the City Manager or other Council designee. A purchase order will be generated from the signed contract.
The purchase order and executed contract will be forwarded to the contractor/service provider and the originating Department.
4.5 Executing the Contract: Once the department has received the approved Purchase Order and copy of the contract from the City Manager or his/her designee, they may make arrangements with the contractor/service provider for services.
4.6 Renewals: Contracts for ongoing services may include annual renewal provisions for up to five years. Cost increase related to such renewals shall not exceed the Consumer Price Index (CPI) adjustments in the City designated area, unless approved in advance by the City Council.
4.7 Change Orders: The City Manager is authorized to issue change orders for changes or additions to the original scope of work that result in less than a 20% aggregate change in contract price. Change orders in excess of 20% shall be approved by the City Council.
D. PROFESSIONAL SERVICES
This section provides guidelines for the purchase of professional services. Professional services are those activities performed by a consultant who possesses a high degree or expertise in a particular profession. This would generally include (but not be limited to) architectural services, engineering services, accounting/auditing services, environmental services, design services, technical services, financial services, legal services, economic services and other administrative services. There is no bidding requirement for this type of service, since the agent is being hired based on his/her qualifications, not the lowest bid.
There are four levels of authority for normal purchases: Department Staff Award, Department Head Award, City Manager Award, and City Council Award. Generally, authority is established by the dollar amount of the purchase.
1. Department Staff Award < $2,500
The designated Department staff may authorize the purchase of professional services as needed up to $2,500 per project or annually (for ongoing/recurring contracts) as applicable.
Projects which would typically be performed by one consultant may not be split into components in order to avoid purchasing limits. These purchases do not require competitive bidding and departments are given considerable discretion in these purchases.
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The Department will obtain a completed IRS form W‐9 from the contractor/service provider prior to awarding the contract. The W‐9, shall immediately be forwarded to the Administrative Services Department in order to comply with Federal Reporting Requirements.
2. Department Head Award $2,501 to $15,000
The Department Head may authorize the purchase of professional services as needed up to $15,000 per project or annually (for ongoing/recurring contracts) as applicable. Projects which would typically be performed by one consultant may not be split into components in order to avoid purchasing limits. These professional service agreements shall have sufficient documentation of background analysis to support the contract. Informal solicitation of qualifications should be used to assure quality services are received for a reasonable price.
See procedure outlined in item 3.
The Department will obtain a completed IRS form W‐9 from the contractor/service provider prior to awarding the contract. The W‐9, shall immediately be forwarded to the Administrative Services Department in order to comply with Federal Reporting Requirements.
3. City Manager Award $15,001 to $50,000
Professional service contracts over $15,000 and under $50,000 must be awarded by the City Manager or his/her designee. These professional service agreements shall have sufficient documentation of background analysis to support the contract. Informal solicitation of qualifications should be used to assure quality services are received for a reasonable price.
3.1 Informal Solicitation of Qualifications: The Department shall make every attempt to solicit at least three qualifications/proposals in writing or over the phone. It is important that the specifications are accurate and comprehensive, thus it may be beneficial to transmit the specifications and responses by fax or mail even when the proposal is received verbally.
Documentation: Informal quotations must be documented to the satisfaction of the City Manager or Purchasing Officer. Ideally, documentation should include:
The name of the company
The person giving the quote
The date and time of the phone call
Understanding of the required scope of services
Specialized experience of the firm and its personnel, relative to the required services References who can be contacted to verify past record of performance, i.e., completion of a quality product, in a timely manner, and within budget constraints The capacity of the firm to perform the subject project within a required time frame
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Estimated Price
Three Quotes: The Department should make every reasonable attempt to obtain at least three responses, however it is understood that at times it is not practical, nor cost effective to continue soliciting quotes until three responses are received. In the event that three responses are not reviewed, the Department shall document the steps that were taken to obtain quotes, and if applicable, why it is not practical to receive additional responses.
Exceptions: The informal bid process may be bypassed with Department Head, City Manager or Purchasing Officer approval, in the following instances:
In emergency where time is of the essence, the appropriate Department Head may dispense with obtaining three informal quotes to obtain services necessary in dealing with the emergency.
Immediately following the emergency, the Department Head shall forward a copy of the purchase order and contract along with an explanation to the City Manager or Purchasing Officer.
When one known service provider is available, the Department Head shall document that it is a “Sole Source” purchase.
3.2 Evaluating Bids: The Department shall select the consultant which, in their evaluation process, is the most qualified to perform the work. The evaluation and selection process shall be based upon the following considerations:
General quality and responsiveness to the request, including but not limited to:
Responsiveness to the terms, conditions, and items of performance Grasp of the problem, work to be performed, and approach to be used Organization and personnel making the proposal
Evidence of good organizational and management practices Qualification of the personnel
Specialized expertise of the firm and its personnel relative to the required services References who can be contacted to verify past record of performance (i.e., completion of a quality product in a timely manner and within budget constraints) Previous consultant experience
The financial condition of the firm
Capacity of the firm to perform the subject project within a required time frame If appropriate, the price, in any of the following formats, may be considered Total price and price breakdown
Price range
Cost schedule
Ongoing Professional Services: In some instances it is in the best interest of the City to have current ongoing contracts with multiple consultants for the same or very similar services (i.e. services that
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can be defined as to scope of work but not as to required events such as contract planning services, public safety investigations, soils testing, contract building inspections services, etc.) These services would be handled by establishing an eligibility list and by entering into annual ongoing professional service contracts.
The process for selecting firms for annual ongoing professional service contracts shall be generally the same as for other professional services contracts, however multiple consultants may be awarded an ongoing contract based on the informal process and may be placed on the eligibility list.
Additional consultants may also be awarded contracts and placed on the eligibility list at a later date, using the informal process without impacting contracts currently in place.
As events occur and need arises, work will be assigned to the firms/individuals on the eligibility list at the sole discretion of the Department Head.
Negotiation: The Department Head shall discuss with the highest ranked firms(s) the requirements of the project, the scope of services needed to meet the requirements, and negotiate a reasonable fee for the established work assignment.
3.3 Contract and Purchase Order: A contract shall be prepared. The consultant and the Department Head shall sign the original contract.
The Department will obtain a completed IRS form W‐9 from the consultant, in order to comply with Federal Reporting Requirements.
The contract along with the form W‐9, shall be submitted to the Purchasing Officer for review. The Purchasing Officer will review the contract for conformity to the purchasing policy, for compliance with other established procedures and for availability of funds. The Purchasing Officer will forward the contracts to the City Manager to approve and sign the contracts. The City Clerk’s office will file the contract electronically.
The contract, with the W‐9, will be forwarded to the Administrative Services Department after being signed by the City Manager. A purchase order will be generated from the signed contract.
The purchase order and executed contract will be forwarded to the vendor and originating Department.
3.4 Executing the Contract: Once the department has received the approved Purchase Order and copy of the contract from the City Manager or his/her designee, they may make arrangements with the consultant for services.
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3.5 Renewals: Contracts for ongoing professional services may include annual renewal provisions for up to five years, however, in no instance may the contract exceed the Consumer Price Index (CPI) adjustments unless approved in advance by the City Manager.
3.6 Change Orders: The City Manager is authorized to issue change orders or contract amendments for changes or additions to the original scope of work that result in less than a $50,000 annual contract amount. Change orders in excess of the $50,000 contract amount shall be approved by the City Council.
4. City Council Award > $50,000
Professional service contracts exceeding $50,000 must be awarded by the City Council. A Formal Request for Proposal (RFP) or a Request for Qualifications (RFQ) process should be used, thereby assuring the City that it has engaged the most qualified consultant available for the engagement. The formal process generally takes more time and expense than informal solicitations of qualifications and in some instances may actually not be the most cost‐effective approach.
Formal Request for Proposal (RFP) or Request for Qualifications (RFQ):
4.1 Developing the RFP or RFQ: Because RFP’s and RFQ’s ask for a subjective product, they should contain the greatest detail possible, and may include the following:
A precise description of the problem or objective
The services to be performed
The product to be provided
The anticipated time schedule for:
Submittal of the RFP/RFQ (date and time)
Any pre‐proposal conference (date, time and location) Review and evaluation of the proposals
Award of the contract
Commencement of work on the project
Completion date
Evaluation factors and the relative importance of each. Expectations or limitations on the part of the City, i.e. The format, form and quantity of any expected reports The extent/nature of assistance/cooperation available from the City
Expected content of the RFP/RFQ, including:
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The overall description of techniques to be used
Listing of similar services provided to other clients Listing of available references to contact
Description and qualifications of assigned lead and supporting personnel Time and staff expected to be expended
Facilities and equipment to be used
Portion of contract to be performed by sub‐contractors Subcontractors/Sub‐consultants qualifications
Cost, in summary and total, and desired method of payment. The RFP/RFQ for services may, but is not required to, state the amount budgeted for the service
Contractual requirements including, but not limited to:
Prohibition against assignment
Indemnification
Insurance requirements
Bonding requirements
Warranties
Compliance with federal, state and City laws, rules and regulations Sample contract
Construction project management service RFP’s may require evidence be provided of experience in construction project design review and evaluation, construction mobilization and supervision, bid evaluation, project scheduling, cost‐benefit analysis, claims review and negotiation, and general management and administration of a construction project.
4.2 Issuing RFP/RFQ: To ensure maximum exposure and competition, the responsible Department shall prepare a list of potential firms to receive the RFP/RFQ. City staff shall make reasonable efforts to ensure that small business firms, located in San Luis Obispo County, are aware of the RFP/RFQ’s issued.
If required or desired, the responsible Department will submit the RFP/RFQ notice to be advertised in a local newspaper of general circulation. The notice will be published one or more times beginning at least fourteen calendar days prior to the designated closing. Additional advertisements may be placed in a regional newspaper of general circulation; appropriate professional or trade journals; and state or governmental publications designed for public notice.
A reasonable length of time between solicitation and closing dates must be allowed to provide potential respondents time for preparation in accordance with the complexity, the size of the project, and the scope of advertising.
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City staff may conduct conferences to explain the requirements of the project. A sufficient amount of time should be allowed after the RFP/RFQ has been issued to allow potential respondents to become familiar with the project. Any clarification or changes required to the RFP/RFQ, as a result of the conference, shall be added as written amendment. A summary of the conference shall be provided to all prospective respondents receiving the request.
The requesting Department shall prepare sufficient copies of the RFP/RFQ to allow distribution to potential respondents of record and responses to the published advertisements. In addition, the Department shall maintain a list of RFP/RFQ’s issued and responses.
Amendments should be used to make any changes in quantities, descriptions, schedules, or to correct defects or ambiguities in the original RFP/RFQ. Amendments are provided to ensure that all potential respondents are furnished with the same information with which to prepare for proposals.
Amendments to the RFP/RFQ shall be identified as such and shall require acknowledgement as such by firms receiving the RFP/RFQ. Amendments shall be sent to all known recipients of the RFP/RFQ within a reasonable time period before the closing date. If the time and date established for the receipt of proposals does not allow sufficient time for consideration and changes, the time and date will be modified by amendment.
4.3 Proposal Opening: Proposals shall be submitted to the City Clerk’s office and shall be clearly identified with the Proposal number on the envelope. Faxed or other electronic proposals are not acceptable.
Proposals received by 5:00 p.m. of the designated closing day will be opened on the following workday for preliminary review.
Any proposal received after the time specified in the RFP/RFQ shall be returned unopened.
To avoid disclosure of the contents of competing RFPs/RFQs, proposals will be opened in the presence of the City Clerk or his/her designee and the Department Head or his/her designee, requesting the proposals.
Respondents may modify or withdraw their proposals prior to the established closing date and time, without penalty. However, any modifications submitted after the established closing date and time will not be accepted. Such modifications will be returned to the respondent, unopened.
The City Clerk’s office shall maintain a list of proposals received, including name and address of respondent, the number of modifications received, if any, and any additional information requested.
The register will be open to inspection after the award of the contract or the rejection of all proposals.
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Proposals and modifications shall be shown only to the evaluation committee personnel, the City Clerk or his/her designee, and the Department Head or his/her designee, until a recommendation is made to Council or all proposals have been rejected.
Rejection of Proposals: The City reserves the right to reject any and all proposals, to accept or reject any one or more items of a proposal, or to waive any irregularities or informalities in the proposal or the RFP/RFQ process if to do so is deemed to best serve the interests of the City.
4.4 Evaluation Factors and Methods: Because unique services are requested, cost is not considered the primary selection criteria.
Evaluation factors may include:
General quality and responsiveness of the proposal, including but not limited to:
Responsiveness to the terms, conditions, and items of performance Completeness and thoroughness of the proposal
Grasp of the problem, work to be performed, and approach to be used
Organization and personnel making the proposal:
Evidence of good organizational and management practices Qualification of the personnel
Specialized experience of the firm and its personnel relative to the required services References who can be contacted to verify past record of performance, i.e., completion of a quality product, in a timely manner, and within budget constraints The financial condition of the firm
Capacity of the firm to perform the subject project within a required time frame
If appropriate, the price, in any of the following formats, may be considered:
Total price and price breakdown
Price range
Cost schedule
A Selection Committee shall be formed to evaluate the submitted data and determine the consultants that should receive further consideration. The Committee shall consist of at least three but no more than six persons, appointed by the Department Head, subject to approval of the City Manager or his/her designee.
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The Selection Committee may choose to interview all of the responding consultants, only the top few ranking consultants or to not perform interviews.
After the interviews (if applicable), the Selection Committee shall rank the consultants based on their proposals, interviews, and references.
Exceptions to Formal RFP/RFQ: The formal RFP/RFQ process may be bypassed in the following three instances:
In emergency situations where time is of the essence, the appropriate Department Head may dispense with the formal RFP/RFQ process to obtain services necessary in dealing with the emergency. Immediately following the emergency, the appropriate Department Head shall prepare a report to Council explaining the emergency and the items purchased.
When one known service provider is available, the Department Head shall prepare a report for Council approval requesting an exemption from the formal RFP/RFQ procedures and if applicable awarding the bid to the “Sole Source”.
When there are extenuating circumstances that would make the formal RFP/RFQ process not the most cost effective approach. This often relates to qualitative, artistic or proprietary software/technological issues. The appropriate Department Head shall prepare a report to Council requesting an exemption from the formal bidding procedures.
4.5 Ongoing Professional Services: In some instances it is in the best interest of the City to have current ongoing contacts with multiple consultants for the same or very similar services (i.e. services that can be defined as to scope of work but not as to required events such as contract planning services, public safety investigations, soils testing, contract building inspections services, etc). These services would best be handled by establishing an eligibility list and by entered into annual ongoing professional service contracts.
The process for selecting firms for annual ongoing professional service contracts shall be generally the same as for other professional services contracts, however multiple firms may be awarded an ongoing contract based on the RFP/RFQ process and may be placed on the eligibility list. Additional firms/individuals may also be awarded contracts and placed on the eligibility list at a later date, using the RFP/RFQ process without impacting contracts currently in place.
Council shall award each ongoing contract that is expected to exceed $50,000 at a public meeting.
As events occur and need arises, work will be assigned to the consultants on the eligibility list at the sole discretion of the Department Head. The Department Head, however, shall make a reasonable attempt to rotate work between consultants subject to the availability and special needs.
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Negotiation: The Department Head shall discuss with the highest ranked firm(s) the requirements of the project, the scope of services needed to meet the requirements, and negotiate a reasonable fee/contract for the established work assignment.
4.6 Awarding the Contract: The Department Head shall prepare a report to Council recommending the most responsive consultant. The Council shall then award the purchase in a public meeting.
Except for urgencies, all contracts exceeding $50,000 must be awarded by the City Council.
Otherwise:
Such purchases or void and not considered an obligation of the City Invoices may be returned to the contractor/service provider unpaid The person ordering the unauthorized purchase may be held personally liable for the costs of the contract
4.7 Contract and Purchase Order: A contract shall be prepared. The consultant shall sign three original copies of the contract.
The Department will obtain a completed IRS form W‐9 from the consultant.
Proof of insurance in accordance with the contract shall be obtained.
The City Attorney shall sign three original copies of the contract, approving it as to form.
All copies of the contract shall be submitted to the Purchasing Officer for review. The Purchasing Officer will review the contract for conformity to the purchasing policy, for compliance with other established procedures and for availability of funds. The Purchasing Officer will forward the contracts to the City Manager to approve and sign the contract.
One original copy of the executed contract shall be remain in the City Clerk’s Office, and the other original shall be forwarded to the Administrative Services Department after being signed by the City Manager or other Council designee. A purchase order will be generated from the signed contract.
The purchase order and executed contract will be forwarded to the contractor/service provider and the originating Department.
4.8 Executing the Contract: Once the department has received the approved Purchase Order and copy of the contract from the City Manager or his/her designee, they may make arrangements with the vendor for purchase of the product.
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4.9 Renewals: Contracts for ongoing services may include annual renewal provisions for up to five years.
4.10 Change Orders: The City Manager is authorized to issue change orders or contract amendments for changes or additions to the original scope of work that result in less than 20% of the Council‐approved contract amount and less than$50,000. Change orders in excess of the 20% of the Council‐approved contract amount and less than $50,000 shall be approved by the City Council.
E. PUBLIC PROJECTS
This section provides guidelines for “Public Project” procurement. Public Project means construction, reconstruction, erection, alteration, restoration, improvement, demolition, and repair work involving any facility owned, leased, or operated by the City. The definition also includes painting or repainting any facility owned, leased or operated by the City. Construction, erection, improvement, or repair of dams, reservoirs, and electrical transmission lines of 230,000 volts and higher that are owned by the City, are considered a public project.
A public project does not include maintenance work, consisting of routine, recurring, and usual work for the preservation or protection of facilities owned or operated by the City, including minor repainting. Street and highways resurfacing at less than one (1”) deep, landscape maintenance (mowing, watering, trimming, pruning, planting, replacement of plants, and servicing of irrigation and sprinkler systems) are not a public project.
Facility means any plant, building, structure, ground facility, utility system, subject to the limitation found in paragraph (3) of subdivision (c), real property, streets and highways, or other public work improvement.
Policy
It is the City of Pismo Beach’s policy to follow the Uniform Construction Cost Accounting Procedures for all Public Projects, as set forth in the Public Contract Code (Article 2, commencing with Section 22010). The City of Pismo Beach has adopted the purchasing limits and policies as set forth in Public Contract Code Sections 22030 to 22045. For any public project that is performed by force account that has total direct and indirect costs under $60,000 needs a public project tracking sheet and needs a project code from the financial system.
1. Department Staff Award < $5,000
The designated department staff may contract public projects as needed up to $5,000 per project or public project may be performed by the employees of the City force account.
Projects that would typically be performed by one contractor may not be split into
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components in order to avoid purchasing limits. These purchases do not require competitive bidding and departments are given considerable discretion in these purchases.
The Department will obtain a completed IRS form W‐9 from the contractor prior to awarding the contract. The W‐9 shall immediately be forwarded to the Administrative Department in order to comply with Federal Reporting Requirements.
2. Department Head Award $5,001 to $15,000
The Department Head may contract public projects as needed up to $15,000 per project or public project may be performed by the employees of the City by force account.
Projects that would typically be performed by one contractor may not be split into components in order to avoid purchasing limits. It is recommended that these contracts have three written quotations in writing. For any public project that is performed by force account that has total direct and indirect costs under $60,000 needs a public project tracking sheet and needs a project code from the financial system. The final Public Project Tracking Sheet with actual costs compared to the estimate shall be turned in with the final invoice.
The Department will obtain a completed IRS form W‐9 from the contractor prior to awarding the contract. The W‐9, shall immediately be forwarded to the Administrative Services Department in order to comply with Federal Reporting Requirements.
3. City Manager Award $15,001 to $50,000
The City Manager must award public Project contracts over $15,000 and under $50,000.
The Department may recommend a contractor without using the informal bid process, however a negotiated contract, purchase order, and approval by the City Manager is required for these purchases. For any public project that is performed by force account that has total direct and indirect costs under $60,000 needs a public project tracking sheet and needs a project code from the financial system. The final Public Project Tracking Sheet with actual costs compared to the estimate shall be turned in with the final invoice.
The Department Head may also elect to perform the project using employee’s of the City by force account.
3.1 Contract and Purchase Order: A contract shall be prepared. The contractor and the Department Head shall sign the original contract.
The Department will obtain a completed IRS form W‐9 from the consultant, in order to comply with Federal Reporting Requirements.
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The contract with the form W‐9, shall be submitted to the Purchasing Officer for review. The Purchasing Officer will review the contract for conformity to the purchasing policy, for compliance with other established procedures and for availability of funds. The Purchasing Officer will forward the contracts to the City Manager to approve and sign the contract. The City Clerk’s office will file the contract electronically.
The contract, with the W‐9, will be forwarded to the Administrative Services Department after being signed by the City Manager. A purchase order will be generated from the signed contract.
The purchase order and executed contract will be forwarded to the vendor and originating Department.
Except for urgencies, all contracts exceeding $15,000 must be signed by the City Manager.
Otherwise:
Such purchases are null and void, and not considered an obligation of the City Invoices must be returned to the contractor unpaid
The person ordering the unauthorized purchase may be held personally liable for the costs of the contract
3.2 Executing the Contract: Once the Department has received the approved Purchase Order and copy of the contract from the City Manager or his/her designee, they may make arrangements with the contractor for services.
4. City Council Award $50,001 to $200,000 – Level 1
Public Projects exceeding $50,000 and less than $200,000 shall be informally bid or formally bid and awarded by the City Council in accordance with the Public Contract Code Sections 22000 to 22045. For any public project that is performed by force account that has total direct and indirect costs under $60,000 needs a public project tracking sheet and needs a project code from the financial system. The final Public Project Tracking Sheet with actual costs compared to the estimate shall be turned in with the final invoice.
4.1 Informal Bids: The City shall solicit informal bids in accordance with Public Contract Code Sections 22034‐22036.
4.2 Contract and Purchase Order:
a. A contract shall be prepared, and two original copies shall be signed by the Department and contractor.
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b. The Department will obtain a completed IRS form W‐9 from the contractor/service provider.
c. Proof of insurance in accordance with the contract shall be obtained.
d. Performance and payment bonds shall be obtained (bonds must be in a form accepted by the City and must meet all City requirements).
e. The City Attorney shall sign three original copies of the contract, approving it as to form.
f. All copies of the contract shall be submitted to the Purchasing Officer for review. The Purchasing Officer will review the contract for conformity to the purchasing policy, for compliance with other established procedures and for availability of funds. The Purchasing Officer will forward the contracts to the City Manager to approve and sign the contract. One copy will remain in the City Clerk’s office.
g. The second original contract, with the W‐9, will be forwarded to the Administrative Services Department after being signed by the City Manager. A purchase order will be generated from the signed contract.
h. The purchase order and executed contract will be forwarded to the vendor and originating Department.
i. Except for urgencies, all contracts exceeding $15,000 must be signed by the City Manager or Purchasing Officer. Otherwise:
i. Such purchases are null and void, and not considered an obligation of the City.
ii. Invoices must be returned to the contractor unpaid.
iii. The person ordering the unauthorized purchase may be held personally liable for the costs of the contract.
4.2 Executing the Contract: Once the Department has received the approved Purchase Order and copy of the contract from the City Manager or his/her designee, they may make arrangements with the contractor for services.
5. City Council Award > $200,000 – Level 2
Public Projects exceeding $200,000 must be formally bid and awarded by the City Council in accordance with the Public Contract Code Sections 22000 to 22045.
5.1 Formal Bidding: The City shall solicit formal bids in accordance with Public Contract Code Sections 22000‐22045.
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The initiating Department shall be responsible for completion of the formal bid process; however, the process shall be coordinated with the City Clerk’s Office and the Administrative Services Department.
a. Bid Forms: The initiating Department shall prepare a bid form including detail specifications for the services to be purchased. The following format is suggested for competitive bids:
Submission of bids (or proposals) – Include date, time, location and bid number as assigned by the City Clerk. Include a detail list of the information the bid or proposal should contain.
Questions – List the name, address, and telephone number of the person to be contacted concerning questions about the project.
Background – Provide as much background as necessary to give the bidder an understanding of the environment in which the job will be performed and to which the job relates.
Scope of Work – Describe in detail the requirement for the job and detail specification.
Desired project schedule – Be as specific as possible.
Minimum and desirable qualifications – Be as specific as possible.
Performance Bond – Whether a performance bond is required and if so, the amount and form of bidders security.
Sample Contract – A sample of the contract that is expected to be used should be included in the bid package.
b. Notice Inviting Bids: The initiating Department shall also prepare a notice inviting bids that includes the following:
i. A general description of the services to be performed.
ii. A statement indicating where bid forms, specifications and bonding requirements can be obtained.
iii. A statement specifying the time and place for the opening of the bids.
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iv. The notice shall be published at least fourteen (14) calendar days before the date of the opening of bids in a newspaper of general circulation, printed and published in the City. (It is recommended that it be published twice, not less than five days apart).
v. The notice shall also be mailed to all construction trade journals specified in Section 22036 of the Public Contract Code. The notices shall be mailed at least fifteen (15) calendar days before the date of opening the bids per Public Contract Code 22037.
5.2 Bid Opening
a. Sealed bids shall be submitted to the City Clerk’s office and shall be clearly identified with the Bid number on the envelope. Faxed or other electronic bids are not acceptable.
b. Bids shall be opened in public at the time and place stated in the public notice.
c. The City Clerk or his/her designee shall open the bids and shall record all bids received.
d. Any bid received after the time specified in the notice shall be rejected.
e. When a bidder’s security is required, it will be announced in the public notice inviting bids. The amount shall be determined at the time of preparation of the bid. It shall be in the form of cash, certified or cashier’s check, certificate of deposit in the City of Pismo Beach’s name or bid bond made payable to the City of Pismo Beach. When a bidder’s security is required, a bid shall not be considered unless one of the aforementioned forms of security accompanies the bid. Bidders shall be entitled to return of the bid security with the following exception:
The successful bidder must execute the contract and file acceptable documents within ten (10) calendar days from the date of award unless extended by the City Manager.
Failure to execute the contract shall be just cause for annulment of the award and forfeiture of the bidders’ security, not as a penalty, but as liquidated damages. The City Council may, upon refusal or failure of the successful bidder to execute the contract, award the contract to the next lowest bidder.
f. All bids received shall be available for inspection during regular business hours in the City Clerk’s office for a period of not less than thirty (30) calendar days after the bid opening.
Rejection of Bids: The City reserves the right to reject any and all bids, to accept or reject any one or more items of a bid, or to waive any irregularities or informalities in the bids or the bidding process if to do so is deemed to best serve the interests of the City. If after the first invitation of bids all bids
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are rejected, the City may elect to re‐advertise for bids or have the project done by force account (see section 22038 of the Public Contract Code for procedures and limitations).
Determining Lowest Responsible Bidders: Award of bid shall be to the lowest responsible bidder.
All valid responsible bids shall be considered in determining the lowest bid. Before the award, the bidder may be required to furnish evidence of capability, equipment and financial resources to adequately perform the work. Bidders not found to be qualified may have their bid rejected.
Tie Bids: If tie bids are received, quality and service being equal, the contract shall be awarded to a local bidder.
If the above condition is not applicable, the City may, at its discretion:
Reject any and all bids presented and re‐advertise
City may accept either one or accept the lowest bid made by negotiation with the tie bidders Award the bid to any one of the low tie bidders by public drawing
5.3 Awarding the Bid: Once the bids have been evaluated, the Department Head shall prepare a report to Council recommending the most responsive bidder. The Council shall then award the bid in a public meeting.
All public project contracts exceeding $50,000 must be awarded by the City Council. Otherwise:
Such purchases or void and not considered an obligation of the City Invoices may be returned to the contractor/service provider unpaid The person ordering the unauthorized purchase may be held personally liable for the costs of the contract
5.4 Contract and Purchase Order: A contract shall be prepared and the contractor shall sign two original copies of the contract.
The Department will obtain a completed IRS form W‐9 from the consultant.
Proof of insurance in accordance with the contract shall be obtained.
Performance and payment bonds shall be obtained (bonds must be in a form accepted by the City and must meet all City requirements).
The City Attorney shall sign two original copies of the contract, approving it as to form.
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Both copies of the contract, the W‐9, proof of insurance, and copies of the bonds shall be submitted to the Purchasing Officer for review. The Purchasing Officer will review the contract for conformity to the purchasing policy, for compliance with other established procedures and for availability of funds. The Purchasing Officer will forward the contracts to the City Manager to approve and sign the contract.
One original copy of the executed contract along with the proof of insurance and copies of the bonds shall be remain in the City Clerk’s Office, and the other original with the W‐9 and proof of insurance shall be forwarded to the Administrative Services Department after being signed by the City Manager or other Council designee. A purchase order will be generated from the signed contract.
The purchase order and executed contract will be forwarded to the contractor/service provider and the originating Department.
5.5 Executing the Contract: Once the department has received the approved Purchase Order and copy of the contract from the City Manager or his/her designee, they may make arrangements with the vendor for purchase of the product.
5.6 Change Orders: The City Manager is authorized to issue change orders for changes or additions to the original scope of work that result in less than a 20% aggregate change in contract price.
Change orders in excess of 20% shall be brought to the City Council for approval.
F. CAPITAL EXPENDITURES
1. Capital expenditures include land, buildings, and major improvements to buildings and equipment. Generally, the item has a useful life of at least two years and costs at least $5,000. Items of small value which may have a relatively long life such as shovels, tool boxes, scissors, etc., but are of small individual value, should be classified as supplies.
Replacement or repair parts (and labor for such replacement or repair for capital items) should be charged to a maintenance or supplies account.
a. Cost includes the actual cost of the item itself, plus freight, installation costs, and any other expenses incurred that are necessary to get the item delivered, installed, and in working order.
b. The unit price of an item rather than the total cost of the purchase is the value to be used as the guide.
c. The City requires that all newly acquired fixed assets be centrally recorded. The Administrative Services Department will enter the fixed asset into the general ledger
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system for inventory and valuation purposes. All City owned fixed assets are to be used only for official City business.
d. Capital items are subject to the same approval requirements as any other purchase.
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SECTION IV: EXCEPTIONS TO COMPETITIVE PROCUREMENT PROCEDURES
A. SOLE SOURCE PROCUREMENT
Negotiations. A contract may be awarded without competition when the City Manager determines in writing, after conducting a good faith review of available sources, that here is only one source for the required supply, service, or construction item. The City Manager shall conduct negotiations, as appropriate, as to price, delivery, and terms.
Cost or Pricing Data. When the City determines that analysis of the proposed price is necessary to determine if it is reasonable and fair, a contractor shall submit cost or pricing data upon request and shall certify that to the best of its knowledge and belief the cost or pricing data submitted was accurate, complete and current as of a mutually determined date.
Award the purchase.
B. COOPERATIVE AGREEMENTS
The City Manager may arrange for the City to enter an agreement with one or more local, county state, federal, or other public entity, school district, League of California Cities, California Communities Program, or other non‐profit association or group consisting of governmental entities, in order to cooperatively purchase supplies, equipment, services, including but not limited to materials, vehicles and apparatus, in cooperation, provided that:
The purchase contract with the Suppliers (s) is the result of competitive bidding or negotiation and is made in compliance with the competitive bid or proposal requirements of any participating entity or organization; and
The purchase conforms to the City’s specifications for the item or service; and
The estimated price of the purchase is lower than that estimated for the purchase if made directly by the pursuant to this Manual.
Award the purchase.
C. PIGGYBACK PURCHASES
The City Manager may arrange for the City to enter into purchase contracts with a Supplier(s) for the purchase of supplies, equipment, services, including but not limited to materials, vehicles and apparatus, the pricing and terms of which have been previously established by another local, county, state, federal, or other public entity, school district, League of California Cities, California
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Communities Program, or other non‐profit association or group consisting of governmental entities; provided that:
The purchase contract with the Supplier(s) is the result of competitive bidding or negotiation and is made in compliance with the competitive bid or proposal requirements of any participating entity or organization; and
The purchase is made within a reasonable time of the competitive bid or negotiation; and
The purchase conforms to the City’s specifications for the item or service; and
The estimated price of the purchase is lower than that estimated for the purchase if made directly by the City pursuant to this Manual.
Award the purchase.
D. STANDARDIZATION
When supplies, equipment, or services have been uniformly adopted or otherwise standardized, or when an item is designated to match others in use by the City, the purchase is not subject to this Manual.
Award the purchase.
E. AWARD AND RECORD OF SOLE SOURCE, COOPERATIVE, PIGGYBACK, AND STANDARDIZATION PROCUREMENTS
1. Award by City Council. Purchases exceeding $50,000 or an amount set by City Council shall be awarded by the City Council after receiving the recommendation of the City Manager.
2. Award by City Manager. The City Manager may award purchases of less than the amount that requires award by City Council, after receiving the recommendation of the City Manager or requesting Department Head. The City Manager may execute contracts and other necessary related documents on behalf of the City for purchases within his or her awarding authority.
3. Public Record. A record of cooperative, piggyback and standardization procurements shall be maintained as public record for purchases of item(s) or service(s) exceeding the amount fixed by the City Manager for solicitation of Informal Quotes. Said record shall list each supplier or contractor’s name, the amount and type of each contract, and the
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identification number of each contract file. The record shall be kept with the corresponding purchase order.
F. EMERGENCY PROCUREMENTS
a. Authorization: Notwithstanding any other provisions of this Manual, an emergency declared by an appropriate authority as described in Pismo Beach Municipal Code Chapter 2.32, Emergency Services, requires that an order be placed with the most expeditions source of equipment, goods or services, taking into account timeliness of deliver and price. In the event of an Emergency, the City Manager/ Director of Emergency Services is authorized to approve without solicitation of bids purchases, leases, or other contracts for goods or services up to a value of $100,000. The City Manager may make or authorize others to make emergency procurements of supplies, equipment, services, or construction items when there exists a threat to public health, welfare, or safety; provided that such emergency procurements shall be made with such competition as is practical under the circumstances. A written determination of the basis for the emergency and for the selection of the particular contractor shall be included in the contract file and maintained as a public record for purchases of item(s) or service(s) exceeding the amount fixed by the City Manager for solicitation of Informal Quotes. As soon as practical, a record of each emergency procurement shall be made and shall set forth contractor’s name, the amount, and type of the contract, a listing of the item(s) or service(s) procured under the contract, and the identification number of the contract file.
b. Ratification: Emergency procurements shall be ratified as soon as practical, as follows:
i. Ratification by City Council: Emergency procurements exceeding $100,000 or the amount set by City Council shall be ratified by the City Council at their next regular City Council after receiving the recommendation of the City Manager.
ii. Ratification by the City Manager: Emergency procurements exceeding $15,000 shall be ratified by the City Manager after receiving the recommendation of the Department Head.
G. ROUTINE EXPENDITURES FOR UTILITIES, PAYROLL & OTHER SERVICES
Routine expenditures that benefit several departments, such as telephone, utilities, debt service payments, and payroll benefit costs, shall be paid by the Administrative Services Department without the use of a Purchase Order Request. Computer spreadsheets, reports, or other coding
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information will be sufficient to use as backup documentation. These procedures may be waived in the event of an emergency, if it is in the public interest.
H. FEDERALLY FUNDED PROCUREMENT POLICY
1. Purpose and Applicability. This section pertains to federally‐funded projects and purchases.
The purpose of this section is to ensure compliance with all applicable federal requirements when federal money is being expended by the City. To the extent that any provisions of this policy are inconsistent with any other City regulations, the provisions of this policy shall prevail with respect to federally‐funded procurements. If any provisions of this policy becomes inconsistent with federal requirements, whether due to a change in federal law or regulations, through judicial precedent, or for any other reason, then the City shall not be required to comply with the inconsistent provision.
2. Code of Conduct. As representatives of the City of Pismo Beach employees are expected to conduct themselves in a professional and ethical manner, maintaining high standards of integrity and the use of good judgement. Employees are expected to be principled in their business interactions and act in good faith with individuals both inside and outside the City.
The following Code of Conduct shall govern the performance, behavior and actions of the City, including employees, directors, appointed or elected officials, volunteers, or agents who are engaged in any aspect of federally funded procurement, including, but not limited to, purchasing goods and services, awarding contracts and grants, and the administration and supervision of contracts:
a. No employee, director, appointed or elected official, volunteer, or agent of the City shall participate in the selection, award, or administration of contracts supported by a federal award if a conflict of interest is real or apparent to a reasonable person.
b. Conflicts of interest may arise when any employee, officer, or agent of the City, any member of his or her immediate family, his or her partner, or an organization which employs or is about to employ any of the parties indicated herein, has a real or apparent financial or other interest in or a tangible personal benefit form a firm considered for the contract.
c. No employee, director, appointed or elected official, volunteer, or agent of the City shall do business with, award contracts to, or show favoritism toward a member of his or her immediate family, spouse’s family, or to any company, vendor, contractor, or parties to subcontractors who either employ or has any relationship to a family member; or award a contract or bid which violates federal, state and local procurement laws and policies established to maximize free and open competition among qualified vendors.
d. The City’s employees, directors, appointed or elected officials, volunteers, or agents
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shall neither solicit nor accept gratuities, favors, gifts, consulting fees, trips, or anything having a monetary value in excess of the gift limitation amount established by the Fair Political Practices Commission from a vendor, potential vendor, family or employees of a vendor, contractor or parties to subcontractors.
e. Disciplinary measures for violations of the Code of Conduct by employees, directors, appointed or elected officials, volunteers, or agents who are engaged in any aspect of procurement, including, but not limited to, purchasing goods and services, awarding contracts and grants, and the administration and supervision of contracts could lead to disciplinary measures, up to and including possible termination of employment.
3. Solicitation Procedures
a. Acquisition of unnecessary or duplicative items must be avoided. Consideration should be given to consolidating or dividing procurements to obtain a more economical purchase.
When appropriate, an analysis will be made of lease versus purchase alternatives, and any other appropriate analysis to determine the most economical approach.
b. To foster greater economy and efficiency, and in accordance with efforts to promote cost‐effective use of shared services, the City shall enter into state and local intergovernmental agreements or inter‐entity agreements where appropriate for procurement or use of common or shared goods and services.
c. Procuring federal excess and surplus property in lieu of purchasing new equipment and property whenever such use is feasible and reduces project costs shall be utilized.
d. Value engineering clauses may be used in contracts for construction projects of sufficient size to offer reasonable opportunities for cost reductions. Value engineering is a systematic and creative analysis of each contract item or task to ensure that its essential function is provided at the overall lower cost.
e. Contracts shall only be awarded to responsible contractors possessing the ability to perform successfully under the terms and conditions of a proposed procurement.
Consideration will be given to such matters as contractor integrity, compliance with public policy, record of past performance, and financial and technical resources.
f. Records will be maintained sufficient to detail the history of procurement. These records will include, but are not necessarily limited to the following: rationale for the method of procurement, selection of contract type, contractor selection or rejection, and the basis for the contract price. The City Clerk will be the repository for said records and shall be maintained in accordance with the City’s adopted records retention schedule.
g. Time and material type contracts (open‐ended) may be used only after a determination
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that no other contract is suitable. Time and material type contract means a contract where the cost to the City is the sum of the actual cost of materials and direct labor hours charged at fixed hourly rates that reflect wages, general and administrative expense, and profit. Each time and material contract will set a ceiling price that the contractor exceeds at its own risk. A higher degree of oversight is required in order to obtain reasonable assurance that the contractor is using efficient methods and effective cost controls.
h. The City alone will be responsible, in accordance with good administrative practice and sound business judgment, for the settlement of all contractual and administrative issues arising out of procurements. These issues include, but are not limited to, source evaluation, protests, disputes, and claims. These standards do not relieve the City of Pismo Beach any contractual responsibilities under its contracts. The federal awarding agency will not substitute its judgment for that of the City unless the matter is primarily a federal concern. Violations of law will be referred to the local, state, or federal authority having proper jurisdiction.
4. Competition
a. All procurement transactions must be conducted in a manner providing full and open competition. In order to ensure objective contractor performance and eliminate unfair competitive advantage, contractors that develop or draft specifications, requirements, statements of work, and invitations for bids or requests for proposals will be excluded from competing for such procurements. Some of the situations considered to be restrictive of competition include, but are not limited to:
1) Placing unreasonable requirements on firms in order for them to qualify to do business;
2) Requiring unnecessary experience and excessive bonding; 3) Noncompetitive pricing practices between firms or between affiliated companies; 4) Noncompetitive contracts to consultants that are on retainer contracts; 5) Organizational conflicts of interest;
6) Specifying only a brand name product instead of allowing an equal product to be offered and describing the performance or other relevant requirements of the procurement; and
7) Any arbitrary action in the procurement process.
b. Procurements shall be conducted in a manner that prohibits the use of statutorily or administratively imposed state or local geographical preferences in the evaluation of bids or proposals, except in those cases where applicable federal statutes expressly mandate or encourage geographic preference. Nothing in this section preempts state licensing laws. When contracting for architectural and engineering (A/E) services,
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geographic location may be a selection criterion provided its application leaves an appropriate number of qualified firms, given the nature and size of the project, to compete for the contract.
c. All solicitations will incorporate a clear and accurate description of the technical requirements for the material, product, or service to be procured. Such description must not, in competitive procurements, contain features which unduly restrict competition.
The description may include a statement of the qualitative nature of the material, product or service to be procured and, when necessary, must set forth those minimum essential characteristics and standard to which it must conform if it is to satisfy its intended use. Detailed product specifications should be avoided if at all possible. When it is impractical or uneconomical to make a clear and accurate description of the technical requirements, a brand name or equivalent description may be used as a means to define the performance or other relevant requirements of procurement. The specific features of the named brand which must be met by offers must be clearly stated.
d. Bids and proposals shall identify all the requirements which the offerors must fulfill and all other factors to be used in evaluation bids or proposals
5. Methods of Procurement. In addition to the City’s purchasing policy approval limits, one of the following methods should be used:
a. Micro‐purchase: Purchases where the aggregate dollar amount does not exceed $3,000, or the current limitation set by the Federal Acquisition Regulation at 48 CFR Subpart 2.1, where this threshold is periodically adjusted for inflation. b. Small purchase: Purchases up to the Simplified Acquisition threshold, which is currently $150,000. Informal purchasing procedures are acceptable, but price or rate quotes must be obtained from an adequate number of sources.
c. Sealed bid: Purchases over the Simplified Acquisition threshold, which is currently $150,000. Under this purchase method, formal solicitation is required, and the fixed price (lump sum or unit price) is awarded to the responsible bidder who conformed to all material terms and is the lowest in price. This method is the preferred procurement method for construction contracts, if the following conditions apply:
1) A complete, adequate, and realistic specification or purchase description is available; 2) Two or more responsible bidders are willing and able to compete effectively for the business, and,
3) The procurement lends itself to a firm fixed price contract and the selection of the successful bidder can be made principally based on price.
If this method is used, the following requirements shall apply:
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4) The invitation for bids will be publicly advertised and bids must be solicited from an adequate number of known suppliers, providing them sufficient response time prior to the date for opening the bids;
5) The invitation for bids, which will include any specifications and pertinent attachments, must define the terms or services in order for the bidder to properly respond;
6) All bids will be publicly opened at the time and place prescribed in the invitation for bids;
7) A firm fixed price contract award will be made in writing to the lowest responsive and responsible bidder. Where specified in bidding documents, factors such as discounts will only be used in determining which bid is lowest. Payment discounts will only be used to determine the low bid when prior experience indicates that such discounts are usually taken advantage of; and
8) Any or all bids may be rejected if there is a sound documented reason.
d. Competitive proposals: Purchases over the Simplified Acquisition threshold, which is currently $150,000. This procurement method requires formal solicitation, fixed‐price or cost‐reimbursement contracts, and is used when sealed bids are not appropriate. The contract should be awarded to the responsible firm whose proposal is most advantageous to the program, with price being one of the various factors. If this method is used, the following requirements apply:
1) Requests for proposals must be publicized and identify all evaluation factors and their relative importance. Any response to publicized requests for proposals must be considered to the maximum extent practical;
2) Proposals must be solicited from an adequate number of qualified sources;
3) The methods for conducting technical evaluations of the proposals received and for selecting recipients may include, but not limited to: oral interviews, references, past performance, availability to perform work, and certifications as determined by project scope.
4) Any response that takes exception to any mandatory items in this proposal process may be rejected and not considered;
5) Contracts must be awarded to the responsible firm whose proposal is most advantageous to the program, with price and other factors considered; and,
6) Competitive proposal procedures may be used for qualifications‐based
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procurement of architectural/engineering (A/E) professional services whereby competitors’ qualifications are evaluated and the most qualified competitor is selected, subject to negotiation of fair and reasonable compensation. The method, where price is not used as a selection factor, can only be used in procurement of A/E professional services. It cannot be used to purchase other types of services, though A/E firms are a potential source to perform the proposed effort.
e. Noncompetitive proposals: Also known as sole‐source procurement, this may be appropriate only when one or more of the following criteria are met:
1) The item is available only from a single source;
2) The public emergency for the requirement will not permit a delay resulting from competitive solicitation;
3) The Federal awarding agency or pass‐through entity expressly authorizes noncompetitive proposals in response to a written request from the non‐ federal entity; or
4) After solicitation of a number of sources, competition is determined inadequate.
f. Contract Cost and Price. A cost or price analysis shall be performed in connection with every procurement action in excess of the Simplified Acquisition threshold ($150,000), including contract modifications. The method and degree of analysis is dependent on the facts surrounding the particular procurement situation, but as a starting point, independent estimates shall be made prior to receiving bids and proposals.
1) Profit shall be negotiated as a separate element of the price for each contract in which there is a no price competition and in all cases where cost analysis is performed. To establish a fair and reasonable profit, consideration must be given to the complexity of the work to be performed, the risk borne by the contractor, the contractor’s investment, the amount of subcontracting, the quality of its record of past performance, and industry profit rates in the surrounding geographical area for similar work.
2) Costs or prices based on estimated costs for contracts under the federal award are allowable only to the extent that costs incurred or cost estimates included in negotiated prices would be allowable for the City under Subpart E‐ Cost Principles of Part 200‐ Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards.
3) The cost plus a percentage of cost and percentage of construction cost methods of contracting shall be used.
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6. Federal Awarding Agency or Pass‐Through Entity Review a. The City shall make available, upon request of the federal awarding agency or pass‐ through entity, technical specifications on proposed procurements where the federal awarding agency or pass‐through entity believes such review is needed to ensure that the item or service specified is the one being proposed for acquisition. This review generally will take place prior to the time the specification is incorporated into a solicitation document. However, if the City desires to have the review accomplished after a solicitation has been developed, the Federal awarding agency or pass‐through entity may still review the specifications, with such review usually limited to the technical aspects of the proposed purchase.
b. The City will make available upon request, for the Federal awarding agency or pass‐ through entity pre‐procurement review, procurement documents, such as requests for proposals or invitations for bids, or independent cost estimates, when:
1) Procurement procedures or operations fails to comply with the procurement standards in this part;
2) The procurement is expected to exceed the Simplified Acquisition Threshold ($150,000) and is to be awarded without competition or only one bid or offer is received in response to a solicitation;
3) The procurement, which is expected to exceed the Simplified Acquisition Threshold, specifies a “brand name” product;
4) The proposed contract is more than the Simplified Acquisition Threshold and is to be awarded to other than the apparent low bidder under a sealed bid procurement; or 5) A proposed contract modification changes the scope of a contract or increases the contract amount by more than the Simplified Acquisition Threshold.
c. The City is exempt from the pre‐procurement review in paragraph 2 of this section if the federal awarding agency or pass‐through entity determines that its procurement systems comply with the standards of this part.
d. The City may request that its procurement system be reviewed by the federal awarding agency or pass‐through entity to determine whether its system meets these standards in order for its system to be certified. Generally, these reviews must occur where there is continuous high‐dollar funding, and third‐party contracts are awarded on a regular basis;
e. The City may self‐certify its procurement system. Such self‐certification must not limit the federal awarding agency's right to survey the system. Under a self‐certification
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procedure, the federal awarding agency may rely on written assurances from the City that it is complying with these standards. The City must cite specific policies, procedures, regulations, or standards as being in compliance with these requirements and have its system available for review.
7. Bonding Requirements. For construction or facility improvement contracts or subcontracts exceeding the Simplified Acquisition Threshold ($150,000), the federal awarding or pass‐ through entity may accept the bonding policy and requirements of the City provided that the federal awarding agency or pass‐through entity has made a determination that the federal interest is adequately protected. If such a determination has not been made, the minimum requirements must be as follows:
a. A bid guarantee from each bidder equivalent to five percent (5%) of the bid price. The bid guarantee must consist of a firm commitment such as a bid bond, certified check, or other negotiable instrument accompanying a bid as assurance that the bidder will, upon acceptance of the bid, execute such contractual documents as may be required within the time specified;
b. A performance bond on the part of the contractor for 100 percent (100%) of the contract price. A performance bond is one executed in connection with a contract to secure fulfillment of all the contractor’s obligations under such contract; and,
c. A payment bond on the part of the contractor for 100 percent (100%) of the contract price. A payment bond is one executed in connection with a contract to assure payment as required by law of all persons supplying labor and material in the execution of the work provided for in the contract.
8. Contract Provisions. All federal funding source compliance provisions shall include the following:
a. Equal Employment Opportunity‐ All contracts, when funded in whole or partly by monies derived from the federal government (either directly or indirectly), shall contain a provision requiring compliance with Equal Employment Opportunity.
b. Davis‐Bacon Act‐ Applies to construction contracts in excess of $2,000. It requires contracts to pay laborers and mechanics wages not less than the prevailing wage as determined by the Secretary of Labor and must be required to pay wages not less than once a week. Each bid solicitation published by the City must contain the current prevailing wage determination. Any award of the contract must be conditioned on contractor’s acceptance of that wage determination and suspected or reported violations of this act shall be immediately reported to the Federal awarding agency.
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c. Copeland “Anti‐Kickback” Act‐ Applies to construction contracts in excess of $2,000. It prohibits kickbacks in construction contracts funded with Federal monies. Contractors and subcontractors or subrecipients shall be prohibited from inducing any person employed in the construction, completion, or repair of public work, to give up any part of the compensation to which he or she is otherwise entitled and suspected or reported violations shall be immediately reported to the Federal awarding agency.
d. Clean Air Act & Federal Water Pollution Control Act‐ Applies to contracts and sub grants in excess of $150,000. Contractor shall be required to comply with all applicable standards, orders or regulations issued pursuant to the Clean Air Act and the Federal Water Pollution Control Act. Suspected or reported violations must be reported to the Federal awarding agency and the Regional Office of the Environmental Protection Agency (EPA).
e. Debarment and Suspension‐ Contracts funded with federal grant monies may not be awarded to contractors that have been debarred or suspended from receiving federal monies pursuant to the System for Award Management (SAM).
f. Byrd Anti‐Lobbying Amendment‐ Contractors that apply or bid for an award of $100,000 must certify that they will not and have not used federal funds to pay any person or organization for influencing or attempting to influence an officer or employee of any agency, a member of Congress, officer or employee of Congress, or an employee of a member of Congress in connection with obtaining any Federal contract, grant or any other award.
9. Contracting with small and minority business, women’s business enterprises, and labor surplus area firms. All necessary affirmative steps will be taken to assure that minority business, women’s business enterprises, and labor surplus area firms are used when possible. Affirmative steps include:
a. Placing qualified small and minority businesses and women’s business enterprises on solicitation lists;
b. Assuring that small and minority businesses and women’s business enterprises are solicited whenever they are potential sources;
c. Dividing total requirements, when economically feasible, into smaller tasks or quantities to permit maximum participation by small and minority businesses and women’s business enterprises;
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d. Establishing delivery schedules, where the requirement permits, which encourage participation by small and minority businesses and women’s business enterprises;
e. Using the services and assistance, as appropriate, of such organizations as the Small Business Administration and the Minority Business Development Agency of the Department of Commerce; and,
f. Requiring the prime contractor, if subcontracts are to be let, to take the affirmative steps listed in paragraphs (1) through (5) of this section.
I. ADMINISTRATIVE EXCEPTIONS POLICY FOR PURCHASING
1. Exceptions to competitive procurement procedures that are not included in the existing purchasing policy.
a. Risk Management Insurance Payments
b. Attorney Bills with an existing contract
c. SLO County Department of Public Works
d. SLO County Air Pollution Control District
e. State of Ca Department of Forestry and Fire Protection f. State Water Resources Control Board
g. Attorney or Court Settlements
h. Refunds
i. Travel or Training
2. In the event an invoice does not have a purchases order issued, and exceeds the purchasing limits, the invoice will need to be approved by the Administrative Services Director, City Manager, or the Management Services Director as the City Manager’s Designee dependent on the amount of the invoice.
a. Over $2,500‐$15,000, Department Head and Administrative Services Director b. $15,001‐$50,000, Department Head, Administrative Services Director, and City Manager Approval
c. More than $50,000, City Council Approval.
3. If an invoice exceeds a purchase order that was issued for a routine purchase, the invoice will need to be approved by the Administrative Services Director.
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SECTION V: PURCHASE ORDERS
A. REQUIREMENTS‐ WHEN TO USE
1. For all purchases of tangible items or services over $2,500, a Purchase Order (P.O.) is required.
2. Once an informal bid or formal bid has been accepted and approved, a Purchase Order Request shall be prepared (by the requesting department) using a “Purchase Order Request Form”. The form should detail:
Vendor name
Vendor address
Item being purchased
Total price including tax and shipping
Budget account to be charged
(The Administrative Services Department will assign a P.O. number after the request has been approved and entered into the financial system.) The Purchase Order Request shall be signed and dated by the Department Head.
B. REQUESTING A PURCHASE ORDER
1. To request a purchase order, first fill out the “Purchase Order Request Form”.
2. Compile the purchase order packet. The purchase order packet (which includes any written bids submitted by vendors and any other pertinent documentation) shall be submitted to the Accounting Manager or his/her designee for approval. If necessary, the P.O. packet will be forwarded to the City Manager’s Office for approval. Once all approvals have been obtained, the Purchase Order will be encumbered in the Finance system, and a P.O. number will be automatically assigned. By encumbering the funds in the general ledger, they will be held for that specific purpose, and will not be available for any other purpose unless the purchase order is canceled and the funds are released. Note that if the invoice presented for payment is equal to the amount of the Purchase Order, the encumbrance will automatically be liquidated upon payment of the invoice. However, if the invoice is a partial payment of the Purchase Order, it is the Requestor’s responsibility to instruct Accounts Payable to liquidate the encumbrance when final payment has been made.
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3. Once the Purchase Order has been generated (for non‐contracts), the purchase order will be sent to the requesting department. The department will need to send the purchase order to the vendor to initiate the order for goods or services.
C. SPECIAL PURCHASE ORDERS
1. Blanket Purchase Orders (sometimes referred to as "Open" Purchase Orders)
a. When to Use
When very similar goods or services are purchased frequently during the year. Generally, any individual purchase is small in relation to the total amount authorized by the blanket purchase order or in relation to the total amount budgeted for the goods or services.
When there are a limited number of vendors who supply a particular good or service.
Vendors may be unwilling to repeatedly bid on small jobs especially when they have not been awarded the job in the past. However, the prospect of a large annual contract may induce them to prepare a complete and more competitive bid.
b. How to Process
The Requestor should:
Identify and document the need to have a blanket purchase order through the examination of past purchasing records and the current budget.
Solicit bids and obtain approvals using the same criteria as for a single item purchase order; i.e., if the total amount is more than $50,000, the formal bidding process must be followed and City Council approval obtained.
Prepare a Purchase Order Request Form to generate a Purchase Order to be sent to the vendor and to encumber the funds on the General Ledger for an amount not to exceed the contract amount. In either case, the Purchase Order or the contract must include wording that clearly identifies the arrangement, such as:
Furnish goods or services as requested by City of Pismo Beach employees (or state specifically who is authorized to place orders) when above purchase order number is referenced up to a total maximum amount of $(state an amount). Issue invoices for each individual order placed. This purchase order expires on (date).
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D. YEAR END PROCESS FOR ENCUMBRANCES/PURCHASE ORDERS
1. Because of the large volume of requests presented at year‐end, Administrative Services will establish a cutoff date for Requests for Purchase Orders each year, near the end of June. At year‐end, all accounts must have an available balance greater than or equal to the amount of the purchase order requested. If needed, please process a "Request for Budget Transfer/Revision" form prior to submitting the "Purchase Order Request" form.
2. Purchase orders issued in the General Fund, Special Revenue Funds, Debt Service Funds, and Capital Improvement Project Funds may be carried forward to the future fiscal year.
Except for capital improvement projects, prior‐year carry forward purchase orders will be liquidated at the end of the fiscal year.
For example, Fiscal Year 2019‐20 or FY 2020 purchase orders are:
carried over to Fiscal Year 2021
liquidated on June 30, 2020
not carried over to the next fiscal year, 2021
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SECTION VI: PAYMENT OF INVOICES
A. RECEIPT OF GOODS AND SEVICES
Once the department/division has received the approved Purchase Order from the City Manager or his/her designee, they may contact the vendor and purchase the item. Items must generally be shipped to a City address or worksite. If the product will be shipped to an alternate location, this should be cleared through the Administrative Services Department in advance.
Once the merchandise or service order has been placed, then the requesting department will wait until the item is received, or the service completed. Once this has occurred, the department should await arrival of the invoice for payment.
B. INVOICE PROCESS
1. Once an invoice/receipt/ backup is received, Department staff should verify that the goods/services were received in good working order, that the invoice is for the agreed upon price, etc.
Directly on the invoice/receipt/backup, the Department staff should then scan into Laserfiche workflows and fill out the appropriate metadata, including:
That they are authorizing payment (i.e. use stamp
The amount that they are authorizing for payment
The account number that is to be charged
Provide invoice/receipt/backup
2. In addition to the above, Accounts Payable will be looking for the following in order to process payment:
Signed approval directly on the invoice/receipt/form. If you need to mail the original invoice/receipt/form, make a copy of it and approve the copy.
Do not approve memos or internally generated documents.
Do not approve “Statements” or “Previous Balances” for payment. If there is an item on the Statement for which we do not have an invoice, contact the vendor and get a copy of the invoice.
If the item is for more than $2,500 the approved purchase order should be attached to the invoice.
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3. A W‐9 should already be on file in Administrative Services, if not – attach it or contact Accounts Payable to find out how to proceed.
4. If the payment is part of a contract, a copy of the contract should already be on file in Administrative Services, otherwise‐ attach it. If an invoice is part of a purchase order that has already been approved, and if the invoice is greater than $50,000, then it does not need to go back to Council for approval. For invoices less than $50,000, the normal Department Staff, Department Head, and City Manager approvals apply. For example, if the Council approved a contract for $200,000 and a purchase order was set up for the contract, then the City Manager could approve an invoice for $70,000 without going to Council.
5. Attach a copy of the related flyer/seminar brochure/notification to ALL travel and training payment requests. In addition a copy of the approved “Travel Authorization form” should be attached for all training/travel expenses out of the San Luis Obispo/Santa Barbara County areas. (This includes all per diem requests, tuition requests, lodging reimbursements, etc.)
6. In order to streamline Accounts Payable we request that you do the following:
Adhere to the following accounts payable schedule. (We currently process an average of 200 invoices each A/P run.)
Invoices are typically due on Tuesday.
On Wednesday, the Accounts Payable Clerk will review all of the invoices, double check coding, make sure that all of the necessary documentation is included, check for duplicate payments and call individuals with questions or problems.
Tuesday and Wednesday are typically spent entering invoices.
Thursday is spent on the invoice edit list. On Thursday afternoon or Friday morning, checks are typically printed. The rest of Friday is spent matching checks to invoices, making any necessary additional copies, checks, running down problems and processing special requests.
Late invoices and early check requests do not easily fit into the schedule. Going back to redo any one process in order to accommodate one late invoice can cost anywhere from an additional 15 minutes to 2 hours of time. Please try to avoid it.
7. Plan ahead. Please try to avoid “emergency checks”. We understand that sometimes a check must be cut outside the regular check run, but please try to keep these checks to an
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absolute minimum. Processing for an emergency check may cost an additional one to two hours of staff time over a “regular check”.
8. Let us know. Please give us advance warning of any emergency checks that may be coming our way. This will help ensure that the check is processed in a timely manner.
9. Don’t promise “special checks” or “early checks” to anyone without first checking with accounts payable. There are rare instances when it just can’t be done.
10. Contact the Accounts Payable Clerk directly for special processing or emergency checks.
With an average of 500 invoices flowing through accounts payable at any one time, don’t assume that the Accounts Payable Clerk is going to notice your note asking for a check by a certain date.
11. Use a “Check Request Form” instead of a purchase order as a request for a check
12. Requests for reimbursements of expenses should be made on an “Travel Expense Reimbursement Form”. The receipt or other original backup pertaining to the reimbursement should be attached.
13. Requests for per diem should be made on the “Travel Advance Form”. A separate request should be completed for each employee. Be sure to attach a copy of the city manager approved “Travel Authorization Form” and a copy of the seminar brochure, etc.
14. Requests for advance checks for lodging, some tuition checks etc, should also be made on the “Travel Advance Form”. Be sure to attach a copy of the approved “Travel Authorization Form” and a copy of the seminar brochure, etc.
15. Mileage Requests ‐ Requests for reimbursement of mileage (other than training & conference mileage) should be made on a “Mileage Reimbursement Form”
16. Avoid coding invoices to “Other”.
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SECTION VII: CITY CREDIT CARD CHARGES
A. OVERVIEW
The City of Pismo Beach uses various methods to procure goods and services. To further improve purchasing options and facilitate purchasing ease for City employees, the City is utilizing credit cards issued by US Bank through the Cal‐Card program. These guidelines establish the City’s basic policies and procedures for using credit cards in making minor supply and service purchases, and paying for travel expenses when on City business. While this policy is fairly broad in scope, these guidelines cannot cover every issue, exception or contingency situation that may arise. As a result, the basic standard that should always prevail is to use common sense and good judgment in the use and stewardship of City resources.
These guidelines are organized into the following sections:
Policies
Procedures
B. POLICIES
1. Finance will issue City credit cards to permanent employees as approved by the department head. Department heads will set credit card limits up to $2,500. Based on written justification by the department head, the Administrative Services Director may approve credit limits in excess of this amount. Department heads may also set “per transaction” limits at their discretion. Authorization to use the City credit card is restricted to the cardholder or designated staff in the cardholder’s respective division as authorized by the cardholder’s supervisor. Evidence of prior approval shall be included in the supporting back‐up associated with the purchase.
2. In the event that a credit cardholder needs to make a one‐time purchase that exceeds their credit limit, the department head may request in writing to the Administrative Services Director or her designee to temporarily increase the credit limit. In the request for a temporary increase, justification for the increase will be considered.
3. City issued credit cards should never be used to circumvent established competitive purchasing procedures. This means no purchases for goods or services should be made in excess of $2,500 that would otherwise require competitive purchasing procedures. If a purchase is made in excess of $2,500, the appropriate purchasing procedures will apply.
Further, purchase orders must be completed in advance for qualifying expenses charged to the credit card, and will not be processed after charges have been completed.
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4. City issued credit cards may be used in paying for travel expenses. However, the City’s Travel Guidelines still apply to all such credit card payments, including the use of Travel Authorizations and per diem amounts.
5. City credit cards are for official City of Pismo Beach business only. No personal purchases may be charged to the card. Charging personal expenses on City credit cards is a misuse of City funds, and a serious breach of the City’s ethics policy. Doing so, even if the intent is to reimburse the City later, will result in disciplinary action, up to and including termination and legal action. Minor incidental expense as a component part of a larger billing, such as personal calls on a hotel bill, may be allowed if reimbursed at the time the credit card billing is submitted for payment.
6. If a City employee has a City issued credit card to purchase items for the City, the City credit card must be used. In the event that a City credit card is not used by an employee who has been issued a card for non‐travel related expenses, then the City will not reimburse the employee for those items. The only exception is for case‐by‐case emergency purchases approved by the Department Director or City Manager. Not allowing for personal credit card reimbursements will help avoid fraudulent activity where an item may be purchased on a personal credit card, then returned without the City’s knowledge.
7. Costco Purchases: Items purchased from Costco shall be purchased using the City’s Costco membership card. In the event that the City’s Costco membership card is not used, the City will not reimburse the employee for those items.
8. No Gift Cards: City employees shall not purchase any gift cards for City employees or volunteers with City funds. Only the City Manager and Management Services Director may purchase gift cards for the benefit of the City staff and volunteers as a whole.
C. PROCEDURES
1. Requesting Credit Cards
Department heads should submit a Credit Card Request Form to Administrative Services to approve cardholders and set credit limits. This request should be in writing, and should include justification for the request.
2. Criteria
Credit cards will only be issued to permanent full‐time employees.
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a. Department heads will set credit limits up to $2,500 and should consider the following factors when approving credit cards and setting limits:
i. Ability to hold the employee accountable for purchases made on the card.
ii. Frequency and average dollar value of purchases made by the employee.
b. Once approved by the Administrative Services Department, employees will sign a City Credit Cardholder Use Agreement which sets forth their obligations and understandings of the program and a US Bank Cardholder Acknowledgement of Receipt with US Bank responsibilities and acknowledgement of receipt of the card.
3. Card Restrictions
The credit card can be used to purchase supplies, materials, and equipment that do not exceed the single purchase transaction limit. In addition, the credit card may be used to pay for City related travel expenses. THE CREDIT CARD SHALL NOT BE USED FOR THE FOLLOWING:
a. Cash advances, wire transfers, money orders, etc.
b. Purchases of items for which the City has contracts (water meters, bulk fuel, etc.) unless it is an emergency situation, and approved by the Approving Official.
c. Gambling, Betting, Casino gaming, or other related activities.
d. Political or religious organizations.
e. Court costs, fines, bail or bonds.
f. Rentals, except for small pieces of equipment to be used for less than a week in duration.
g. Temporary employees.
h. Alcoholic beverages and tobacco products.
Other restrictions may be applied by your Department Head.
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4. Credit Card Purchases
Each cardholder is responsible for the security and safe‐keeping of the credit card and is to complete the following steps with each purchase:
a. Purchase goods by internet, telephone or in person.
b. Require the vendor to itemize the receipt/invoice with the following information:
i. Description of commodities purchased
ii. Quantity purchased
iii. Price per item
iv. Amount of sales tax and total amount
v. Shipping charges, if applicable
**Note: The cardholder should be sure to obtain the itemized receipt for every transaction. Accounts Payable is not authorized to pay for items that are not detailed on a receipt. If a cardholder fails to obtain the itemized receipt for every purchase, they may be held personally responsible for the charges.
5. Standard Process for Payment
After the transaction is complete, the cardholder should forward the itemized receipt with the appropriate approvals to Accounts Payable through the Laserfiche Credit Card Receipt template. The metadata in the template is to be completed each time a credit card transaction is made to provide information regarding the purchase. The cardholder, and approving official should review the receipt for accuracy, and code with the appropriate account number to be charged. Accounts Payable will accumulate all receipts and reconcile to the credit card statement at the end of the month.
6. Missing Receipts
The employee should make every attempt to obtain documentation validating the transaction. In the event a receipt was not received from a transaction, the cardholder will be held responsible. It is not the responsibility of the Administrative Services
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Department to contact vendors to obtain receipts. Charges on a credit card statement without a corresponding receipt cannot be paid by the City due to legal restrictions.
Employees who have missing receipts will be subject to follow‐up action, including cancellation of card privileges and disciplinary action.
7. Disputed Charges
If an item is billed incorrectly, the cardholder is responsible for contacting the vendor within 10 days of the transaction. The employee should notify Accounts Payable, and should provide all documentation relating to the charge in a timely manner. Accounts payable will contact the bank, and will pursue the matter until resolved.
8. Returned Items
If an item is returned, the cardholder is responsible for contacting the vendor and requesting a credit transaction. The cardholder should obtain a credit slip, and notify Accounts Payable immediately.
9. Late Fees
Missing receipts may delay payment of a credit card statement. The result can be expensive late fees. Late fees received due to cardholder negligence will be charged to the cardholder’s department. A cardholder who continually accrues late fees will be subject to follow‐up action, including cancellation of card privileges and disciplinary action.
10. Lost or Stolen Cards
Cardholders are responsible for ensuring that the issuing bank and the Administrative Services Department are notified immediately if the card is lost or stolen. Failure to do so may result in the cardholder being held responsible for fraudulent use of the card.
11. Disciplinary Action
The Director of Administrative Services or authorized designee will notify Department Heads regarding misuse of City credit cards. Department Heads will be responsible for all disciplinary action surrounding misuse of cards, or abuse of this policy. This will include cancellation of card privileges, and other action as deemed appropriate.
12. Return of Cards
Cardholders will immediately surrender their card upon request of their department head.
Administrative Services is responsible for retrieving the card prior to an employee’s
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separation from the City. Use of the City credit card for any purpose after its surrender is strictly prohibited.
13. Responsibilities
Below is a summary of the responsibilities mentioned in these procedures:
a. Cardholders. Safeguard credit card at all times. Purchase supplies and services on behalf of City in Accordance with these guidelines.
b. Department Heads. Authorize issuance of credit cards and set credit limits. Develop and implement departmental procedures to be sure credit card purchases are approved and forwarded to Administrative Services in accordance with the City’s Purchasing Policy, and in a timely manner. When necessary, retrieve credit cards from cardholder and enforce disciplinary action.
c. Administrative Services Department. Establish account relationship with bank. Assist with card requests by notifying the bank, and issue cards as requested by department heads in accordance with these guidelines. Collect receipts, reconcile credit card statements monthly, and process payments in accordance with the City’s Purchasing Policy and procedures. Assist with billing disputes and the replacement of lost or stolen cards. Maintain a file of credit cardholder use agreements and a current listing of all credit cards. Collect and destroy credit cards returned due to cardholder misuse or separation by the employee.
14. Exceptions
No exceptions or deviations from this policy will be made without approval from the Administrative Services Director and the City Manager.
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SECTION VIII: PETTY CASH REIMBURSEMENT
The Petty Cash fund is used to reimburse purchases that were originally paid out‐of‐pocket by a City official or employee.
1. Petty Cash may be used to reimburse or advance City expenses up to $50.00. The main petty cash drawer in City Hall is maintained in the Administrative Services Department.
2. The procedures to obtain Petty Cash Reimbursement are as follows:
Fill out a Petty Cash Voucher Form within two weeks of incurring the expense.
Complete the form, including the account number to be charged, description, date requested, and amount.
Attach a receipt or other supporting documentation showing the amount of the charge.
Complete a Mileage Reimbursement Form if the request is for mileage reimbursement.
Policies on mileage reimbursement are outlined in the travel reimbursement section above Section VI. D. 6.
Obtain division manager or department director approval.
Submit the documents to Administrative Services for reimbursement.
Upon reimbursement, sign and return the Petty Cash Voucher Form.
3. Petty Cash Advances
An advance of petty cash funds is a PRIVILEGE. Failure to reconcile the actual expenses with documented receipt to the advance request within 5 days will result in revocation of the privilege of receiving petty cash advances.
The procedures to obtain a petty cash advance are as follows:
Fill out a Petty Cash Voucher Form.
Complete the form, check the “ADVANCE” box, and list the amount requested, the account number to be charged, date requested and a brief description of the proposed use of funds. Please note the maximum petty cash advance is $50.00.
Obtain division manager or department director approval.
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Return all unused cash and submit all receipts or other supporting documentation within 5 days. The Petty Cash Voucher form will be adjusted to reflect the actual expenditures.
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SECTION IX: BUDGET REVISIONS/TRANSFERS
A. When to Use
Budget transfers can be made within the same fund and within the same department subject to the approval requirements discussed below. The "Request for Budget Transfer/Revision" form is prepared to document and to accomplish the transfer. To process purchase orders and invoice payments without delay, budget transfers are made when:
The amount of a Purchase Order Request being prepared or the amount of an invoice presented for payment will cause the annual budget to be exceeded and budgeted funds are available in other accounts within the division or department. The "Request for Budget Transfer/Revision" form accompanies the "Purchase Order Request" form or an invoice to be paid.
A Purchase Order is processed even though budgeted funds are not available. The Requestor of the transaction should take action to cover the shortfall immediately. This keeps the general ledger up to date and lets the individual manager, as well as upper management, know where their division or department, and the City as a whole stand in relation to the annual budget.
The Monthly Expenditure Report received by each manager shows a budget shortfall.
Each manager is responsible for reviewing the report for accuracy and taking corrective action as necessary. Budget shortages in individual categories within a fund and within a division or department can be covered by using the "Request for Budget Transfer/Revision" form to transfer from other categories.
B. Processing a Request for Budget Transfer/Revision
The Forms and Approvals to make a Request for Budget Transfer/Revision are as follows:
The Request for Budget Transfer/Revision form must include all the information requested including both account number and description.
Approval requirements depend on what type of accounts are affected, who initiates the request, and the amount of the request.
By submitting a "Request for Budget Transfer/Revision" form for grant or matching funds, the Department Director is verifying to the Administrative Services Department that appropriate approvals have been received from the Funding Source.
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For transfers between operating expense accounts within the same fund, the following is required:
Division Manager initiates a transfer within their division and the Department Director must approve
Department Director initiates and approves a transfer between divisions within his/her Department
City Manager approval is required
For transfers of capital projects between departments, City Manager and Department Directors approvals are required.
For transfers between departments initiated by two Department Directors, the following is required:
City Council approval is required
For transfers between funds
To appropriate funds from the unreserved fund balance The Administrative Services Department reviews and approves all transfers after the above approvals are obtained
C. Special Situations
There are special situations that require consultation with the Administrative Services Director or his/her designee before the request is initiated and approved as outlined above. These include:
Transfers from allocated expense accounts
Transfers from salaries and related benefits can only be done after analysis by Administrative Services and is based on vacancies, current expenditures and staffing projections,
Transfers from program or program‐specific funding sources
The Department Director initiating the request is responsible for assuring that all Council approved programs retain adequate funding to meet the stated goals, and should not authorize any transfers that jeopardize the program.
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SECTION X: TRAVEL & MEAL POLICY
A. PURPOSE
The City of Pismo Beach acknowledges the value of professional seminars, conferences, training, and meetings and recognizes the need for City employees to travel outside the City to conduct City business. It is the intent of the City to provide travel and expense funds for all reasonable expenses incurred in the course of such travel. These include transportation, lodging, registration fees, meals, and any other related expenses if they are for official business and fit within this policy.
It is the intention of this document to establish a uniform policy for authorizing, monitoring, and documenting travel by City personnel. Any reference to employees in this policy includes City personnel. Council Members and Advisory Body Members are also included in this policy, and are called out separately as “Council and Advisory Body Members” if the policy differs from City employees.
The purpose of this policy is to also provide a written record and documented audit trail of funds expended for official travel by City employees and Council and Advisory Body Members for insurance purposes and to ensure the proper accounting of all City paid travel expenses.
B. OVERVIEW
These guidelines are organized into the following sections:
General Policy Statement
General Travel Guidelines
Definitions
Planning an official trip
Meal Allowances
Submitting Travel Forms
C. GENERAL POLICY STATEMENT
This policy is to assure that City employees and Council and Advisory Body Members adhere to procedures when arranging for travel, lodging, meals, and other expenses, and that City employees are paid for reasonable expenses incurred for travel, conferences, meetings, and meals as a result of conducting authorized City business. The policy assures that payments made by the City are for actual and necessary expenses incurred for City business. It also assures that City employees and Council and Advisory Body Members will receive advances/reimbursements in a timely manner.
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Employee travel may be authorized for conducting City business of local and non‐local travel activities such as professional meetings, conferences and training sessions. Payments for travel and meeting expenses may be in the form of either advances, reimbursement, or by City credit card, including appropriate registration fees, food, lodging, transportation costs, and reasonable incidental expenses.
Each Department Head shall be held responsible and accountable for the interpretation and administration of this policy within his/her department. Department Heads will be expected to consult with the Administrative Services Director and/or the City Manager, or their designee, on any questions related to this policy.
All regular, temporary, or contract employees must receive authorization in advance from their supervisor, and then receive final approval from his/her Department Head or his or her designee for all travel and conferences. The Department Head or his or her designee may authorize the request subject to his/her discretion and subject to City Council approval of the annual budget. The City Manager shall authorize and approve reimbursement for Department Head and Council travel. The respective Department Head managing the Advisory Body shall authorize and approve reimbursement for Advisory Body Members.
D. GENERAL TRAVEL GUIDELINES
There are two key “golden rules” to remember about making an official trip:
Keep it official.
Keep records of all expenses.
1. Keeping it official.
If the employee takes time away from official business for personal matters, or if the return is delayed after completion of the event, expenses incurred for personal business will not be reimbursed. When combining business and personal travel in this manner, Department Head or his or her designee approval is required. If this extended period occurs during regular scheduled work hours, the time will be counted as vacation or leave without pay.
2. Keeping records for all reimbursable expenses.
As discussed below under “Submitting Travel Forms”, employees must maintain a detailed record of all reimbursable expenses incurred during his/her travel: transportation, lodging, baggage handling, parking fees, registration fees, telephone, and any other reasonable and necessary expenses.
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E. DEFINITIONS
1. Employee
For purposes of this policy, employee means all regular, part‐time, temporary, and contract employees designated to represent the City of Pismo Beach at an authorized meeting, training session, or conference.
Council and Advisory Body Members
For purposes of this policy, Council and Advisory Body Members means all Council members, Advisory Body Members, and Commissioners that represent the City of Pismo Beach at an authorized meeting, training session, or conference. Council and Advisory Body Members are required per AB 1234 to seek reimbursement for meals up to the maximum federal per diem rate for each city and state where the travel occurs.
AB 1234 contains certain requirements and restrictions on local agency practices relating to reimbursing local elected and appointed officials’ expenses. AB 1234 requires local agencies to:
Adopt expense reimbursement policies that specify the kinds of activities that will be reimbursable;
Identify a “reasonable time” within which requests for reimbursement must be submitted in those policies;
Use expense report forms; and
Require that all expenses must be documented with receipts (these documents are public records subject to disclosure ).
AB 1234 says that such a reimbursement policy may specify what constitutes reasonable rates for travel, meals, lodging and other expenses. If a local policy does not specify reimbursement rates, then the reimbursable rates default to those in the Internal Revenue Service guidelines.
If a Council and Advisory Body Member wants to seek reimbursement for levels of expenses not otherwise authorized under the agency’s reimbursement policy, then the official may seek prior approval for such reimbursement from the City Manager (before incurring the expense).
2. Travel
For the purposes of this policy statement, the word “travel” is used to denote activities of individuals in connection with authorized attendance at conferences, meetings, seminars
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and training, including necessary transportation thereto and there from. Travel is further delineated as local or non‐local as defined below.
Local Travel (No Travel Authorization or Travel Expense Reimbursement Form is needed): Official travel performed within 100 miles from Pismo Beach City Hall, and accomplished within one day. Exceptions to the 100‐mile rule include training North of the San Luis Obispo County/Monterey County line and training in Santa Barbara County beyond the Gaviota Pass.
Non‐Local Travel (Requires submittal of Travel Authorization or Travel Expense Reimbursement Form): Official travel involving at least one overnight absence from the City of Pismo Beach or to a location over 100 miles from City Hall. Exceptions to the 100‐mile rule include travel North of the San Luis Obispo County/Monterey County line and travel in Santa Barbara County beyond the Gaviota Pass.
3. Per Diem: Meals and Incidental Expense (M&IE) Allowance
A per diem meal and incidental expense (M&IE) allowance is an allowance to pay for meal and incidental expenses while traveling on business. It provides the maximum per diem rate you can use without treating part of the per diem allowance as wages for tax purposes. For employees, the amount of expenses advanced or reimbursed under a per diem allowance system will be deemed substantiated without receipts, provided the requirements of the regulations are met.
For Council and Advisory Body Members, Council and Advisory Body Members are required per AB 1234 to seek reimbursement for meals up to the maximum federal per diem rate for each city and state where the travel occurs. Council and Advisory Body Members must provide receipts in all instances to substantiate the request for reimbursement.
Federal Per Diem Rate: The per diem amount for meals and incidental expenses are provided by the U.S. General Services Administration for each city and state where the employee travels. The total amount per day is listed for each location, and then is broken down into breakfast, lunch, dinner, and incidentals. The rates can be found at:
http://www.gsa.gov/perdiem .
Meals: Expenses for meals, tips, taxes, and fees for food. An employer is not required to reduce the M&IE even if meals are provided in‐kind to the employee, if the employer reasonably believes that the M&IE will be incurred.
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Incidental Expenses: Expenses for luggage handling services, including fees and tips given to porters, baggage carriers, bellhops, hotel maids, stewards or stewardesses and others on ships. Incidental expenses allowance is provided for overnight travel.
Per Diem Allowance Rules
If a per diem allowance is used, employees are deemed to have substantiated the amount of expenses equal to the lesser of the Federal per diem rate or the per diem allowance paid by the employer.
The per diem must be at or less than Federal rates to be fully excludable from wages for tax purposes.
No receipts are required if a per diem allowance is used for employees, but the payments must meet the other substantiation requirements including date, time, place, and business purpose. For Council and Advisory Body Member, receipts are required for the City to reimburse the traveler up to the federal per diem rate. An employer’s substantiation requirements must, at a minimum, meet the Federal requirements. An employer may have more stringent requirements, such as requiring meal and/or lodging receipts.
If employees use a City credit card for any purpose, a receipt is required. If the amount of the meal is less than the per diem M&IE, the employee may request the difference on the Travel Expense Reimbursement Form. If the amount of the meal is greater than the per diem M&IE, the employee is responsible for reimbursing the City for the difference.
4. Internal Revenue Service (IRS) Accountable vs. Non‐Accountable Plan
An accountable plan is an allowance or reimbursement policy under which amounts are nontaxable to the recipient if the following requirements are met:
There must be a business connection to the expenditure. There must be adequate accounting by the recipient within a reasonable period of time. Excess advances must be returned within a reasonable period of time.
A nonaccountable plan is an allowance or reimbursement program or policy that does not meet all three requirements for an accountable plan. Payments, including advances, reimbursements, allowances, etc., made under a nonaccountable plan are taxable wages subject to all withholding when paid or when constructively received by an employee. The employees may be able to deduct these expenses as itemized deductions on their individual tax returns.
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An “Accountable Expense Reimbursement Plan” must meet the following requirements in order to be considered a tax‐exempt payment to the employee.
The employee must substantiate the expense incurred.
The employee must refund any advances in excess of substantiated expenses, excluding the per diem M&IE advance.
The expense must have a business connection.
If the above requirements are not met, the payment to the employee becomes taxable as wages and is reported as such on the W‐2.
5. Miscellaneous Expenses
Miscellaneous expenses are not considered part of a per diem M&IE allowance and, therefore, substantiation is required in the form of a receipt. Miscellaneous expenses include cab fares, fax, telephone, copy charges, and other business related expenses. City funds will not be used to purchase alcohol or reimburse employees for alcohol related costs.
6. Mileage Reimbursement
Reimbursement for personal auto expense will be at the published IRS mileage reimbursement rate in effect on the date of travel. Mileage reimbursement shall be deemed to cover all expenses incurred of whatever description, including but not limited to required liability insurance, gasoline, oil, maintenance, and wear and tear.
F. PLANNING AN OFFICIAL TRIP
1. Method of Travel
Transportation costs include, but are not limited to, airplane, train, bus and taxi fares, bridge tolls, parking and car rental. You should generally take the most direct and commonly traveled routes. Other routes may be authorized when official business requires their use. If you take any indirect route or stop along the way for personal reasons, you will not be reimbursed for non‐business expenses. Selection of carrier, reservations, and ticketing should be arranged as early as feasible to obtain the greatest discount. Also consider the use of alternative transportation methods, such as using a nearby airport and ground transportation if the total fares are lower.
Air Travel on City business should be coach class and booked using any common City method of payment. Air travel should not be used into areas in which ground transportation is approximately 2‐3 hours. If you make booking arrangements and other
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arrangements would have been less costly to the City, you may have to reimburse the City the difference. Take advantage of lower airfare rates by booking your flight as early as possible, and purchasing non‐refundable tickets. You may sometimes avoid higher airfare by staying over a Saturday night. In some instances, an extra night in a hotel/motel can be much less than the added cost of the airfare.
In certain circumstances on longer flights, in order for the City to receive full value on the compensation being paid to the employee while flying, a “Premium Economy” seating arrangement that allows for sufficient space to use a laptop, that provides an electrical outlet for charging a mobile device, and that provides for adequate space to otherwise work productively while traveling by air, may be authorized. In order to assist staff members to work while traveling by air, the City Manager will consider having the City pay for the additional cost for a Premium Economy seating arrangement and pay for internet access on the plane. Those eligible include members of the City Council, Department Heads, and the CVB Executive Director if all of the following conditions are met:
Flight is for city business out‐of‐state, exceeding 3 hours in duration Flight is scheduled during a work day from Monday through Friday and City work will actually be performed OR flight is scheduled on Saturday or Sunday and the employee traveling agrees to perform City work during the flight The Premium Economy option is approved by the City Manager in advance (before travel is booked)
Department Heads may consider taking different flights in case an emergency may occur while in flight. A generally accepted rule is to have no more than two members on the same flight, if there is a strong possibility of danger while traveling.
City vehicles should be used if one is available. Please make a request at least one week in advance. If refueling is necessary, you may request reimbursement for any gasoline purchases. Make sure to check the vehicle for safety and damages before you begin the travel. Use of City Vehicle for any training requires Department Head or his or her designee approval. See City Vehicle Usage Policy (Resolution R‐2011‐017).
Rental vehicles at City expense may only be obtained when you are on City business and other modes of transportation are not available, too costly, or impractical. A rental vehicle requires prior approval of the Department Head or his or her designee. Only small or intermediate size vehicles, or vehicles with an equivalent rental rate, will be authorized. If two or more persons are attending the same meeting or conference, and a vehicle is needed for City business, only one vehicle may be rented at City expense. The rental should be charged to a City credit card in order to avoid the need for additional car
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rental insurance to be purchased from the rental agency. As a precaution against paying for preexisting damage, carefully examine the condition of the rental vehicle before leaving the lot, and immediately report any damages to the car rental office.
Public Transit, Carpooling – You are encouraged to make optimum use of available public transit services and carpooling.
Private Vehicle – There are times in which the use of an employee’s personal vehicle is preferable because either a City owned pool vehicle is not available or because the use of a privately owned vehicle is deemed more efficient. Please refer to the City Vehicle Usage Policy (R‐2011‐017) for more information. For travel within 100 miles of the Pismo Beach City Hall in a private vehicle, fill out a Mileage Reimbursement Form.
For non‐local travel, prior approval must be obtained by completing a Travel Authorization form. The total documented mileage and all other travel expenses incurred cannot exceed the amount of car rental or airfare. The City shall only reimburse you the least costly means of travel. For employees, the additional time spent driving must also be considered and approved by the Department Head or his or her designee prior to the trip.
When using a private vehicle, appropriate mileage reimbursement shall be processed. All travel claims should be submitted showing the total mileage from an Internet travel site reflecting the starting and ending points at Pismo Beach City Hall, regardless of where the actual travel began/ended (i.e. home, another meeting, etc.). Reimbursement shall be at the current rate authorized by the employees negotiated MOU rate or, if no other negotiated rate, the Internal Revenue Service rate. Realize that any gas, damages, needed service, or repair to your personal vehicle occurring on the trip will be your responsibility, as these costs are included in the per mile cost reimbursement.
You are entitled to reimbursement for necessary transportation expenses incurred while on official City non‐local travel. You should schedule your trip so that you leave at a reasonable hour and arrive at your destination on time. You should also return promptly when your business is finished, thereby minimizing the time away from work and ensuring full reimbursement of all related expenses.
2. Compensation for travel time
Department Heads must consider staff schedules and when authorizing travel for City employees. Department Heads shall adjust an employee’s travel dates and time to reduce overtime or make other arrangements in the weekly work schedule to reduce overtime.
Overtime is based on the 40 hour work week, not the 8 hour day. When travel time
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exceeds the normal workweek, the City’s rules for overtime apply to those employees eligible for overtime. In determining overtime compensation, normal commute time should be deducted from the total travel time. Additionally, normal unpaid meal periods are not considered work time while traveling. Overtime eligibility applies equally to drivers and passengers, and should be granted whether the travel occurs during normal workdays or on weekends or evenings. Fair Labor Standards Act guidelines will apply when traveling by public transportation.
3. Lodging
Lodging is allowed for attendance at conferences, seminars or meetings that are in excess of 100 miles or two hours of travel time from Pismo Beach City Hall (not from the employee’s home). Exceptions to the 100‐mile rule include training North of the San Luis Obispo County/Monterey County line and training in Santa Barbara or beyond the Gaviota Pass. Reasonable lodging expense will be paid at actual cost (including taxes and parking) for as many nights as necessary. The accommodations used should be economical but practical. In general, the employee should select the most reasonable priced accommodations available consistent with the purpose and goals of the travel. Room service charges on the hotel bill must be business related and substantiated with an itemized receipt.
When making lodging reservations, be sure to ask if a “government rate” is available.
Some cities exempt travelers on government business from the local transient occupancy tax (TOT). This can be as high as 12‐15% savings on lodging costs depending on the local TOT rate. A completed “City of Pismo Beach Government Exempt Form” should be given to the Hotel when you check in at the reservation desk.
For Council and Advisory Body Members, the City will pay for reasonable lodging expenses at the actual cost for official city business that requires an overnight stay. The accommodations used should be economical but practical. In general, the Council and Advisory Body Members should select the most reasonable priced accommodations available consistent with the purpose and goals of the travel. If such lodging is in connection with a conference, lodging expenses must not exceed the group rate published by the conference sponsor. If a group rate is not available, then the government rate or IRS per diem rate for lodging for a given area are presumed reasonable and hence reimbursable.
If the lodging exceeds the group rate, government rate, and the IRS per diem rate, the City Manager can approve prior to the travel on a Travel Authorization Form reimbursement to the Council and Advisory Body Member for the amount up to the IRS per diem lodging rate on a non‐taxable basis, and any additional amount may be
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reimbursed to the Council and Advisory Body Member, but is considered taxable as wages for the Council and Advisory Body Member.
Room service charges on the hotel bill must be business related and substantiated with an itemized receipt.
G. MEAL ALLOWANCES
1. Non‐Local/Overnight Travel Meal allowance:
a. Per Diem meals and incidental expenses (M&IE)
The City will advance and reimburse an employee based on the federal per diem rates for meals and incidental expenses (M&IE) for different geographical areas.
M&IE includes meals, tips, taxes, and fees for food, and luggage‐handling services.
The per diem M&IE amounts are provided by the U.S. General Services Administration for each city and state where the employee travels. The total amount per day is listed for each location, and then is broken down into breakfast, lunch, dinner, and incidentals. The rates can be found at:
http://www.gsa.gov/perdiem . The City will reimburse a Council and Advisory Body Member based on the federal per diem rates for meals on the Travel Expense Reimbursement Form substantiated by receipts.
b. Using a City credit card for meals
In the event that an employee uses a City credit card to purchase a meal, the employee must substantiate the expense with a receipt. If the amount of the meal is less than the per diem M&IE, the employee may request the difference on the Travel Expense Reimbursement Form. If the amount of the meal is greater than the per diem M&IE, the employee is responsible for reimbursing the City for the difference.
c. Using personal cash for meals, then requesting reimbursement
In the event that an employee or Council and Advisory Body Member uses their own personal cash for meals, then requests reimbursement from the City, the employee or Council and Advisory Body Membermay request the Per Diem M&IE rate on the Travel Expense Reimbursement Form, substantiated by receipts.
d. Guidelines for meal allowances are as follows:
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Using the Per Diem M&IE rates provides for the employee to eat while traveling on City business.
Per Diem M&IE does not include meals eaten prior to or after the trip. During partial days of travel, per diem advances shall be reduced for such items. During full days, per diem M&IE are provided by the day. For example, if an employee or Council and Advisory Body Member does not eat breakfast or lunch and spends all or most of the per diem M&IE for the day on dinner, the employee can still receive the full per diem M&IE for the day and the Council and Advisory Body Member can still receive up to the full per diem for meals for the day if substantiated by receipts. In the same scenario, if the employee uses the City credit card for the dinner and the receipt shows that the amount is greater than the dinner allowance, but still less than the full day per diem M&IE, the employee may still receive the full day Per Diem amount. If requesting a meal reimbursement for a guest, the employee must include the name and business relationship of the guest to substantiate the expense. Per Diem M&IE reimbursements will be made after the trip when submitted on the Travel Expense Reimbursement Form. Per Diem for meals reimbursements will be made after the trip with receipts when submitted on the Travel Expense Reimbursement Form.
Employees are allowed to receive Per Diem M&IE allowance or meal reimbursement for meals that conferences may already provide if specified on the Travel forms.
Advances or additional travel expenses over $50 shall be made by check only, not petty cash.
In calculating meal allowances for partial days, the following guidelines should be used:
Departure
If you depart after 8:00 a.m., deduct the breakfast allowance for that day. If you depart after 2:00 p.m., deduct the breakfast and lunch allowance for that day.
If you depart after 8:00 p.m., deduct all meal allowances.
Return
If you return after 6:00 p.m., you may claim the full per diem meal allowance for the day.
If you return between 2:00 p.m. and 6:00 p.m., you may claim the breakfast and lunch allowances.
If you return between 8:00 a.m. and 2:00 p.m., you may claim the breakfast allowance.
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2. Local Travel Meal Allowance:
In general, meal allowances will not be issued or reimbursed for Local Travel or Training when it occurs within 100 miles from Pismo Beach City Hall, and accomplished within one day. Exceptions to the 100‐mile rule include travel North of the San Luis Obispo County/Monterey County line and travel in Santa Barbara County beyond the Gaviota Pass. Meal allowances that fall under Local Travel and Training do not qualify under the IRS Accountable Plan.
Meals are taxable as wages to the employee and included on the year end W2 form if meals are provided to employee for local travel that does not include an overnight stay. Department Heads may allow meal requests for local travel, keeping in mind that these local travel meals are considered additional income to the employee and are not part of an accountable plan.
On the occasion that meals are provided for travel that does not include an overnight stay, the City can issue the Per Diem rate for the local travel destination, and payable to the employee only. If paid in advance, the check can be issued in the employee’s name only; or can be reimbursed after the travel in the employee’s name only. The meal requests are payable to employee for Tax Reporting purposes.
Exceptions to taxing meals as wages for local travel:
A. Meals are not taxable as wages to the employee if they are provided:
On the employer’s business premises, and
For the employer’s convenience.
(See the IRS Taxable Fringe Benefit Guide for examples.) For example, Public Work employees may be provided breakfast and lunch on July 5th in order to quickly clean up the beach (on City business premise) so they won’t have to stop for a long breakfast and lunch break (for the employer’s convenience).
B. Trade or Professional Association Meetings: Advances or Reimbursements for meal expenses for employees directly related to and necessary for attending business meetings or conventions of certain exempt organizations are excludable from wages if the expenses of your attendance are related to your trade or business. These organizations include chambers of commerce, business leagues, and trade or professional organizations. Meals with meetings must be substantiated with a receipt.
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C. Directly‐Related Meals/Entertainment or Associated Entertainment: Meals are reimbursable or allowance provided to employees for meals in the course of entertaining customers and are not taxable if:
(1) it meets the Directly‐Related Meals or Entertainment test:
the main purpose of the combined business and meal is the active conduct of business,
business is actually conducted during the meal period, and there is more than a general expectation of deriving income or some other specific business benefit at some future time.
OR
(2) if it meets the Associated Entertainment Test:
associated with the active conduct of the employer’s business, and directly before or after a substantial business discussion. (See the IRS Taxable Fringe Benefit Guide for examples.) Whether a business discussion is substantial depends on the facts of each case. A business discussion will not be considered substantial unless you can show that you actively engaged in the discussion, meeting, negotiation, or other business transaction to get income or some other specific business benefit. You must be able to show that the business discussion was substantial in relation to the meal.
These Directly‐Related Meals/Entertainment or Associated Entertainment Meals must be substantiated with a receipt.
Meals with meetings or overtime meals must be substantiated with a receipt.
H. SUBMITTING TRAVEL FORMS
1. Determine Method of Payment and timing of submitting forms There are three ways to pay for travel expenses: “direct vendor payment”, “cash/check advance”, and “employee or Council and Advisory Body Member reimbursement”. Direct vendor payments are made by the City to an organization to pay for specific costs related to a trip. These are usually registration fees, lodging, and airfare, and can be paid through Accounts Payable or through the use of a City credit card. Cash or check advances are lump sum payments made to the employee prior to the event to cover expenses as they arise on the trip. The third method of employee or Council and Advisory Body Member reimbursement occurs when the employee or Council and Advisory Body Member elects to pay for some or all travel related expenses first, and is reimbursed upon completion of the travel.
To obtain either direct vendor payments or a cash/check advance, the employee must complete a Travel Advance form and a Travel Authorization form and attach a copy of the flyer or brochure announcing the event, as well as any other appropriate supporting
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documentation. Travel Authorization Forms and Travel Advance Forms should be submitted to the Administrative Services Department at least two weeks prior to travel.
Upon return from the event, the employee and Council and Advisory Body Member must account for all expenses incurred and return any unused portion of the advance within ten (10) days (excluding the per diem MI&E allowance for employees), along with the completed Travel Expense Reimbursement Form. The employee will be reimbursed the difference if the actual, authorized expenses incurred exceed the amount advanced, excluding the per diem MI&E allowance.
2. Travel Forms
There are two forms that need to be completed when planning travel for Department employees and Council and Advisory Body Members: a) Travel Authorization Form; and b) Travel Expense Reimbursement Form. An additional form is needed for Travel Advances.
This form should be completed when an advance for travel is needed. The form is called c) Travel Advance Form. For local travel within 100 miles of the Pismo Beach City Hall in a personal vehicle, fill out a d) Mileage Reimbursement Form.
a) Travel Authorization Form
The Travel Authorization must be submitted first. It includes the total expense information, the required approval signatures, and will break down what will be paid by check, credit card, advance, etc. If there are prepayments or advances to be processed, please attach a Travel Advance form. Out of state travel for Department Heads and Council and Advisory Body Members shall be approved by the City Manager.
b) Travel Expense Reimbursement form
The Travel Expense Reimbursement form itemizes all expenses associated with the event and is approved by the Department Head or his or her designee. This form must be submitted to the Administrative Services Department no later than ten (10) days following the event, but in no event greater than thirty (30) days following the completion of the activity.
If this form is not submitted to the Administrative Services Department within 30 days, no future advances or prepayments will be processed for the employee, per Resolution (R‐2009‐022).
If the form is not received within 30 days following the completion of the activity, the employee or Council and Advisory Body Member will not receive reimbursement for expenses associated with the event. Any exceptions must be
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approved by the City Manager. At that point, the amount of the travel advance will become taxable and reported on the employee’s W‐2.
Please attach all of the receipts to the Travel Expense Reimbursement Form. The expenses are to be broken down by day. In the event that the person traveling does not use all the money they were advanced for the trip (excluding per diem M&IE), they are required to return the unused portion to the City prior to the submission of the Travel Expense Reimbursement form. Attach a copy of the receipt to the form. Keep in mind that employees are allowed the federal per diem rate per day for the geographic area for meals while Council and Advisory Body Members are allowed up to the federal per diem rate per day for the geographic area for meals if substantiated by receipts for those meals. If more than federal per diem rate per day is spent the employee or Council and Advisory Body Member will not be reimbursed for the overage. Please submit the Travel Expense Reimbursement Form with a copy of the approved Travel Authorization form.
c) Travel Advance Form
The Travel Advance Form summarizes the expenses you would like prepaid in advance ‐ such as the hotel, the event registration fee, etc. This form also summarizes any advances to the employee to be made ‐ such as per diem for meals and mileage reimbursement if they are using a personal car. Please refer to the federal per diem meals and incidentals rates for the geographic area of travel at:
http://www.gsa.gov/perdiem . Please note the required documentation to be submitted with this form, such as an event brochure or advertisement listing the registration fees or event cost, Google/maps, or similar documentation including one‐ way mileage from City Hall to the destination address, and hotel confirmation documents from web or fax. Travel Advance forms must be submitted within 10 working days prior to a check being issued.
d) Mileage Reimbursement Form
The Mileage Reimbursement Form is for local travel within 100 miles of the Pismo Beach City Hall in a private vehicle. The starting point is Pismo Beach City Hall. Turn the form in and Google/maps information to the Administrative Services Department within two (2) weeks of incurring expense, or monthly on the last Friday of the Month.
For non‐local travel, prior approval must be obtained by completing a Travel Authorization form and ultimately provided on the Travel Expense Reimbursement Form. The total documented mileage and all other travel expenses incurred cannot exceed the amount of car rental or airfare.
3. Lost or No receipts
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If an employee or Council and Advisory Body Member has lost a receipt for a travel‐ related item or no receipt is provided, a memo is required. The memo must include the following:
Explain the circumstances in detail, such as time, activity, and reason for losing the receipt or reason that receipt was not provided.
Include all receipt information such as place of business, amount, date, description of item.
The employee or Council and Advisory Body Member must sign it. The Department Head or his or her designee, or the City Manager for Council and Advisory Body Member, must sign it.
4. Department Head Approval
Department heads approving Travel Expense Reimbursement forms are responsible for ensuring that:
All expenses are reasonable, necessary, and consistent with these guidelines. Required receipts are attached.
The final disposition is correct (e.g. balance due employee; balance due City). Any amounts due to the City are reimbursed.
Final accounting of all expenses is submitted to the Administrative Services Department.
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SECTION XI: FRAUD PREVENTION AND REPORTING POLICY
A. PURPOSE
The City of Pismo Beach is committed to protecting taxpayer dollars and assets from fraud and recovering losses as a result of fraudulent activities. The Fraud Prevention and Reporting Policy is established to facilitate the development of controls which will aid in the prevention and detection of fraud against the City. The Policy empowers the Administrative Services Director to conduct investigations and report findings to the City Manager.
This policy sets out specific guidelines and responsibilities regarding appropriate actions that must be followed for the investigation of fraud and other similar irregularities.
B. APPLICABILITY
This policy applies to all Elected Officials, Advisory Body members, and employees of the City of Pismo Beach as well as any business or individual doing business with the City.
C. GENERAL POLICY AND RESPONSIBILITY
1. It is the City’s intent to fully investigate any suspected acts of fraud or other similar irregularity. As used in this policy, “fraud” means an intentional misrepresentation, deceit, or concealment of a material fact known to the person accused of the fraud, with the intention on the part of that person of thereby depriving another person or the City of property, legal rights or otherwise causing injury.
2. An objective and impartial investigation will be conducted regardless of the position, title, length of service, or relationship with the City of any party who might be, becomes involved in, or is the subject of, such investigation.
3. Each Department Director, and Manager is responsible for instituting and maintaining a system of internal controls to provide reasonable assurance for the prevention and detection of fraud, misappropriations and other irregularities. Management should be familiar with the types of improprieties that might occur within their area of responsibility and be alert for any indications of such conduct.
4. The Administrative Services Director has the primary responsibility for the investigation of all activity defined in this policy.
5. The Administrative Services Director will notify the City Manager and other pertinent Department Directors, including the Management Services Director and Police Chief, as
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needed, of a reported allegation of fraudulent or irregular conduct upon the commencement of the investigation to the extent practical. Throughout the investigation the City Manager will be informed of pertinent investigative findings.
6. In all circumstances where there are reasonable grounds to indicate that a fraud may have occurred, the Administrative Services Director, subject to the advice of the City Attorney, will contact the City Police Department.
7. Upon conclusion of the investigation, the results will be reported to the members of the City Council, the City Attorney, and others as determined necessary.
8. The City Attorney will pursue every reasonable effort, including court‐ordered restitution, to obtain recovery of the City’s losses from the offender, or other appropriate source.
D. PROCEDURES
1. All Employees
Any employee who has knowledge of an occurrence of irregular conduct, or has reason to suspect that a fraud has occurred, shall immediately notify their supervisor. If the employee has reason to believe that their supervisor may be involved or does not feel comfortable reporting the occurrence to their supervisor, the employee shall immediately notify the Administrative Services Director (or the City Manager if the Administrative Services Director is not available).
Employees have a duty to cooperate during an investigation.
Employees who knowingly make false allegations will be subject to discipline in accordance with the City’s Personnel Rules and Regulations.
2. City Management
Upon notification from an employee of a suspected fraud, or if management has reason to suspect that a fraud has occurred, they shall immediately notify the Administrative Services Director.
3. Administrative Services Director
Upon notification or discovery of a suspected fraud, the Administrative Services Director will promptly investigate the suspected fraud. In all circumstances, where there are reasonable grounds to indicate that a fraud may have occurred, the Administrative Services
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Director will inform the City Attorney. Subject to the advice of the City Attorney, the Administrative Services Director will contact the City Police Department.
4. Contacts/Protocols
After an initial review and a determination that the suspected fraud warrants additional investigation, the Administrative Services Director will notify the City Manager. The Administrative Services Director will coordinate the investigation with the City Attorney and appropriate law enforcement officials.
5. Security of Evidence
Once a suspected fraud is reported, the Administrative Services Director, in consultation with the City Attorney, shall take immediate action to prevent the theft, alteration, or destruction of relevant records. Such actions include, but are not necessarily limited to, removing the records and placing them in a secure location, limiting access to the location where the records currently exist, and preventing the individual suspected of committing the fraud from having access to the records. The records must be adequately secured until the Administrative Services Director obtains the records to begin the audit investigation.
6. Personnel Actions
If a suspicion of fraud is substantiated by the investigation, disciplinary action, in accordance with the City’s Personnel Rules and Regulations, may be taken by the City Manager, in consultation with the Management Services Director, the Administrative Services Director, and the City Attorney.
7. The City or a person acting on behalf of the City shall not do any of the following because an employee has reported fraud in accordance with the requirements of this policy:
o Dismiss or threaten to dismiss an employee
o Discipline or suspend, or threaten to discipline or suspend, an employee
o Impose any penalty upon an employee; or
o Intimidate or coerce an employee.
The violation of this section may result in discipline up to and including dismissal in accordance with the City’s Personnel Rules and Regulations.
8. Media Issues
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Any City employee or elected or appointed official contacted by the media with respect to an audit investigation shall refer the media to the City Manager. The alleged fraud or audit investigation shall not be discussed with the media by any person other than through the City Manager or his or her designee, in consultation with the Administrative Services Director.
If the Administrative Services Director is contacted by the media regarding an alleged fraud or audit investigation, they will consult the City Manager, before responding to a media request.
Neither the Administrative Services Director nor the City Manager or Management Services Director will discuss the details of any ongoing fraud investigation with the media in any manner that may compromise the integrity of the investigation.
9. Documentation
At the conclusion of the investigation, the results will be reported to the City Manager, the City Attorney, and others as determined necessary. If the report concludes that the allegations are founded, the report will be forwarded to the City Police Department.
10. Completion of the Investigation
Upon completion of the investigation, including all legal and personnel actions, any records, documents and other evidentiary material will be returned by the Administrative Services Director to the appropriate department.
11. Reporting to External Auditors
The Administrative Services Director will report to the external auditors of the City all information relating to investigations.
12. Training
New employees are trained at the time of hiring about the City’s Code of Conduct and Fraud Prevention and Reporting Policy. This training explicitly covers expectations of all employees regarding:
a) Their duty to communicate certain matters;
b) A list of the types of matters, including actual or suspected fraud, to be communicated along with specific examples; and
c) Information on how to communicate those matters.
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SECTION XI: COUNCIL MEMBER REIMBURSEMENT POLICY
A. PURPOSE
The purpose of this policy is to establish maximum reimbursement amounts for certain types of legitimate expenses incurred by City Council Members in the performance of their official duties; and require the substantiation of these expenses in the form of a receipt or other acceptable proof prior to reimbursement, in accordance with AB 1234. This section shall apply only to reimbursement of expenses not related to travel; reimbursements of travel‐related expenses shall be regulated by Section X of this Purchasing Policy.
B. DEFINITIONS
“Official duties” shall mean any and all actions undertaken by the Council Member that are necessary or desirable for the fulfillment of the duties assigned to the official by state law, City law, City policy, or custom, and generally in keeping with the office’s purview and organizational norms, and performed for the benefit of the public. “Official duties” shall not include duties performed in the course of fulfilling external committee assignments for third‐party organizations offering a stipend for said assignment.
“Travel‐related” shall mean any expense or activity that is contemplated by Section X: Travel and Meal Policy of this Purchasing Policy.
C. COUNCIL MEMBER REIMBURSEMENT POLICY
1. Council Members shall be eligible for reimbursement for the following types of expenses, and in the following amounts:
a. Miscellaneous expenses: A maximum of $95 per month for other actual and necessary expenses relating to the performance of official duties. Eligible expenses shall include, but not be necessarily limited to:
i. Mileage for vehicle trips taken in the official’s personally owned or rented vehicle that are not travel‐related, except that any official who has executed an agreement with the City for the payment of a car allowance shall not be eligible for the first 100 miles of same‐day or to‐and‐from travel that is covered by the car allowance vehicle expense reimbursement relating to their owned or rented vehicles except as otherwise provided in the agreement; overnight travel mileage is still reimbursed per the non‐local travel policy as indicated in Section X. ii. Parking expenses that are not travel‐related;
iii. Meal expenses that are not travel‐related;
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iv. Office supplies such as pens, pencils, or paper and ink for a home printer; v. Other actual and necessary expenses relating to the performance of official duties not listed above, subject to approval of the Administrative Services Director.
b. Ineligible expenses: Notwithstanding any of the above provisions, expense reimbursement shall not be made for costs incurred in the purchase, consumption, or provision of alcohol, or expenses incurred in the course of any activity that is otherwise in conflict with City policies, or unlawful for the official in question.
2. All requests for reimbursement shall be accompanied by an expense report form as described in subsection D. below.
3. All requests for reimbursement shall be accompanied by a receipt or other acceptable documentation substantiating the amount of the expense, along with other details, as described in subsection D. below.
4. All such records of expenses and related reimbursement requests shall be public, notwithstanding any information that is exempt from release under the California Public Records Act or other applicable statute.
D. SUBMITTING EXPENSE REIMBURSEMENT FORMS
1. A request for reimbursement shall be submitted within ten (10) days after the date the expense is incurred / after the end of the month. If the form is not received within thirty (30) days following the incurring of the expense / end of the month, the Council will not receive reimbursement for expenses associated with the expense. Any exceptions must be approved by the City Manager.
2. A request for reimbursement shall be made in the form of a Mileage Reimbursement Form for mileage reimbursements, and a Check Request Form for all other eligible expenses. Relevant receipts or other acceptable documentation shall be attached to the Mileage Reimbursement and Check Request Form
a. Mileage Reimbursement Form:
The Mileage Reimbursement Form is for local travel within 100 miles of the Pismo Beach City Hall in a private vehicle. The starting point for purposes of mileage calculations is Pismo Beach City Hall regardless of the actual departure point. A Google map or similar map substantiating the distance travelled shall accompany the mileage reimbursement form in lieu of a receipt.
b. Check Request Form
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3. In the event the expense evidenced by the cumulative receipts for expenses occurring in one calendar month is greater than the maximum allowance, the Council Member will be reimbursed only the maximum amount.
4. Lost or No receipts: If a Council Member has lost a receipt for a reimbursable expense or no receipt is provided, a memo is required. The memo must include the following:
Explain the circumstances in detail, such as time, activity, and reason for losing the receipt or reason that receipt was not provided.
Include all receipt information such as place of business, amount, date, description of item.
The Council Member must sign it.
The City Manager or designee must sign it.
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Appendix A: LIST OF FORMS
All Forms related to this Purchasing Policy are located in the following locations:
by clicking on the hyperlinks below, available in Laserfiche Forms, or in S:\Purchasing Policy\Purchasing Forms.
The following is a list of all forms listed in this document:
1. Local Business Preference Option Form
2. Signature Authorization
3. IRS form W‐9
4. Purchase Order Request – Laserfiche Forms
5. Petty Cash Voucher Form ‐ SharePoint
6. Travel Forms
a. Travel Form for City Employees ‐ SharePoint (includes Travel Authorization, Travel Advance, and Travel Expense Reimbursement forms)
b. Travel Forms for City Employees Example ‐ SharePoint c. Travel Form for Council Members and Advisory Board Members ‐ SharePoint (includes Travel Authorization, Travel Advance, and Travel Expense Reimbursement forms)
d. Travel Forms for Council Members and Advisory Board Members Example ‐ SharePoint
e. Mileage Reimbursement Form ‐ SharePoint
7. Credit Card Forms ‐ SharePoint
f. Credit Card Request Form
g. Credit Cardholder Use Agreement
8. Public Project Tracking Sheet
9. Request for Budget Transfer/Revision – Laserfiche Forms
10. Check Request Form ‐ SharePoint
11. City of Pismo Beach Government Exempt form
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Agenda Item #9.H
SUBJECT/TITLE:
ADOPTION OF FINDINGS RELATING TO AB 361 (VIRTUAL MEETINGS)
RECOMMENDATION:
Adopt the following findings with respect to the City of Pismo Beach’s utilization of the provisions of Assembly Bill 361, relating to Brown Act teleconferences:
1. The City Council has reconsidered the circumstances of the state of emergency created by the coronavirus pandemic.
2. The following circumstances exist:
State or local officials continue to impose or recommend measures to promote social distancing.
BACKGROUND:
Assembly Bill 361 (Rivas, 2021) amends and codifies the relaxed Brown Act provisions that were originally implemented by Executive Orders of the Governor in response to the coronavirus pandemic. Among the provisions of the Brown Act that were relaxed by the Governor’s Orders were provisions for participation in legislative meetings by teleconference (phone, or virtual platform such as Zoom). Prior Brown Act provisions required that, in the event any legislative body member(s) wished to participate in a meeting remotely, the exact address of the remote location(s) be published in advance on the meeting agenda, the remote location(s) be disabled-accessible, and the public be provided the opportunity to observe the meeting and make public comment at the remote location(s).
Governor’s Orders N-29-20 and N-08-21 effectively suspended all of these provisions for health and safety reasons, making it possible for legislative body members to join a meeting virtually without the need for conducting advance noticing or providing direct public access to the location. AB 361, effective October 1, 2021, functionally codifies these provisions through January 2024, allowing agencies to avail themselves of the continued teleconferencing option if desired, provided that the legislative body makes certain findings as outlined below (Government Code Section 54953(e)(3)):
(3) If a state of emergency remains active, or state or local officials have imposed or recommended measures to promote social distancing, in order to continue to teleconference without compliance with paragraph (3) of subdivision (b), the legislative body shall, not later than 30 days after teleconferencing for the first time pursuant to subparagraph (A), (B), or (C) of paragraph (1), and every 30 days thereafter, make the following findings by majority vote:
(A) The legislative body has reconsidered the circumstances of the state of emergency.
(B) Any of the following circumstances exist:
(i) The state of emergency continues to directly impact the ability of the members to meet safely in person.
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(ii) State or local officials continue to impose or recommend measures to promote social distancing.
The City Council inaugurated its use of AB 361 provisions by holding a totally teleconferenced meeting via Zoom on October 5, 2021, and then adopted the recommended findings at each of its regular meetings since October 19, 2021. Following the state’s removal of the indoor mask mandate for vaccinated individuals on February 16, 2022, the City Council transitioned to fully hybrid meetings where the legislative body members, staff, and the public may attend the meeting either in person, or virtually.
Due to a recent increase in the number of COVID-19 cases at City Hall, City Council meetings and other legislative meetings were temporarily transitioned back to fully virtual. Meetings were returned to a hybrid model in the second half of June 2022.
Procedural Flexibility
The circumstances surrounding the impact of the coronavirus pandemic are continually evolving, and the progression of the pandemic, along with accompanying governmental health and safety directives, are difficult to foresee. While the Council has determined to transition to hybrid City Council meetings with a certain level of in-person participation, staff recommends that the adoption of these findings, as recommended, remain on the Council’s consent agenda for the foreseeable future, until such time that the Council determines that it can no longer make the findings due to a change in circumstance.
Adoption of the recommended findings at each meeting will provide continued flexibility should the Council need or desire to make a change to its meeting practices at any point in the future. Adoption of the findings in no way commits the City to holding virtual or hybrid meeting proceedings, providing full flexibility under uncertain circumstances.
Other Provisions of AB 361
AB 361 also requires that the public be given the opportunity to address the legislative body with their comments in real time, which the City has provided continuously since the start of the pandemic, and will continue to. In addition, the bill requires that meeting proceedings be stopped in the event that the public’s virtual access to a meeting is disrupted, for example due to an internet outage. When holding a hybrid meeting with some or all members participating in person, and some or all of the public participating virtually, staff will monitor the virtual meeting to component to assure that public access is not interrupted, and pause meeting proceedings in the event of a disruption.
Conclusion and Recommendation
In order to provide both legal compliance and practical flexibility during ongoing uncertain circumstances, staff recommends that, by minute order, the City Council make the following findings with respect to the City of Pismo Beach’s utilization of the provisions of Assembly Bill 361, relating to Brown Act teleconferences:
1. The City Council has reconsidered the circumstances of the state of emergency created by the coronavirus pandemic.
2. The following circumstances exist:
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State or local officials continue to impose or recommend measures to promote social distancing.
FISCAL IMPACT:
There is no fiscal impact associated with adoption of the recommended findings.
ALTERNATIVES:
1. Do not adopt the findings; provide other direction to staff.
ATTACHMENTS:
None.
Submitted by: Meeting Date: July 19, 2022
Erica Inderlied, City Clerk
City Manager Approval:
9.H-3Council Agenda 7-19-2022
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PISMO BEACH COUNCIL AGENDA REPORT
Agenda Item #12.A
SUBJECT/TITLE:
EXTENDING THE APPOINTMENT OF CALPERS RETIREE TO SERVE AS EXTRA
HELP ON AN INTERIM BASIS
RECOMMENDATION:
Adopt a Resolution extending the appointment of Deborah Di Bianca as an Interim Administrative Assistant pursuant to Government Code Section 21224.
BACKGROUND:
The City of Pismo Beach is a full-service municipal government that provides various critical services to the community. The Management Services Department has many functions, including administration of Human Resources, Risk Management and liability, Public Information, legislative advocacy, and City Clerk.
The Management Services Department has been digitizing Human Resource files, following best practices, and has been working with Deborah Di Bianca on an interim, part-time basis to help complete these special projects. Ms. Di Bianca possesses the experience and familiarity required of staff in the Management Services Department, including an understanding of the significant laws that govern human resource functions, the document management system the City uses, and the confidentiality required of this department.
Deborah Di Bianca, an experienced Administrative Assistant in the Management Services Department, retired from the City of Pismo Beach on January 8, 2021, and has been assisting staff during the interim period of August 3, 2021, through present. Ms. Di Bianca’s current appointment is set to expire August 3, 2022, and staff recommends extending Ms. Di Bianca’s appointment for an additional year to help complete the special projects she has been working on.
In conformance with CalPERS rules, a Resolution of appointment (Attachment 1) is required in order to have Ms. Di Bianca work for the City in an interim capacity. Staff recommends that the Council adopt this Resolution in order to facilitate the completion of these special projects. The proposed Offer Letter is provided as Attachments 1.A.
FISCAL IMPACT:
There is no fiscal impact to this temporary appointment as funds exist within the department.
ALTERNATIVES:
1. Decline appointment and provide staff with direction on how to proceed.
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ATTACHMENTS:
1. Resolution – Deborah Di Bianca
1.A. Exhibit A to Resolution: Appointment Document— Deborah Di Bianca Prepared by: Bianka Buchanan, Management Analyst Meeting Date: July 19, 2022 Submitted by: Jorge Garcia, Assistant City Manager
City Manager Approval:
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RESOLUTION NO. R-2022-XXX
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PISMO BEACH,
CALIFORNIA EXTENDING THE APPOINTMENT OF DEBORAH DI BIANCA AS AN
INTERIM ADMINSTRATIVE ASSISTANT PURSUANT TO GOVERNMENT CODE SECTION 21224
WHEREAS, Government (Gov.) Code section 21224 of the Public Employees’ Retirement Law permits the governing body to appoint a CalPERS retiree as extra help to perform work of limited duration, and provides that such appointment will not subject the retired person to reinstatement from retirement or loss of benefits so long as it is a single appointment; and
WHEREAS, the City Council desires to extend the appointment of Deborah Di Bianca as an interim appointed retired annuitant to the position of Administrative Assistant for the City of Pismo Beach under Gov. Code section 21224, effective July 19, 2022; and WHEREAS, the City Council, the City of Pismo Beach, and Deborah Di Bianca certify that Deborah Di Bianca has not and will not receive a “golden handshake” or any other retirement-related incentive; and
WHEREAS, the City Council hereby extends the appointment of Deborah Di Bianca as an extra help retired annuitant to perform the duties of the Administrative Assistant for the City of Pismo Beach under Gov. Code section 21224; and
WHEREAS, the entire employment agreement, contract or appointment document between Deborah Di Bianca and the City of Pismo Beach has been reviewed by this body and is attached hereto (Exhibit A); and
WHEREAS, no matters, issues, terms or conditions related to this employment and appointment have been or will be placed on a consent calendar; and WHEREAS, the compensation paid to retirees cannot be less than the minimum nor exceed the maximum monthly base salary paid to other employees performing comparable duties, divided by 173.333 to equal the hourly rate; and WHEREAS, the maximum base salary for this position is $5,058.84 and the hourly equivalent is $29.19; the minimum base salary for this position is $4,161.92 and the hourly equivalent is $24.01; and
WHEREAS, the hourly rate paid to Deborah Di Bianca will be $29.19; and WHEREAS, Deborah Di Bianca has not and will not receive any other benefit, incentive, compensation in lieu of benefit or other form of compensation in addition to this hourly pay rate.
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Attachment 1
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NOW, THEREFORE, BE IT RESOLVED that the City Council hereby certifies the nature of the employment of Deborah Di Bianca as described herein and detailed in the attached appointment document (Exhibit A) and that this appointment is necessary to fill the critically needed position of Administrative Assistant for the City of Pismo Beach by July 19, 2022, so the City of Pismo Beach Management Services Department can complete several special projects, requiring an experienced retired annuitant that is familiar with policy and procedures specific to the Human Resources function.
UPON MOTION OF Council Member , seconded by Council Member , the foregoing resolution was adopted by the City Council of the City of Pismo Beach this 19th day of July 2022, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
RECUSED:
Approved: Attest:
________________________ ________________________
Ed Waage, Mayor Erica Inderlied, City Clerk
Council Agenda 7-19-2022 12.A-4
Attachment 1
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July 19, 2022
Debbie Di Bianca
Dear Debbie:
760 Mattie Road, Pismo Beach, CA 93449
{805) 773-7004 I PismoBeach.org
I am pleased to extend your appointment as a non-benefited, interim part-time Administrative Assistant with the City of Pismo Beach.
This appointment is effective July 19, 2022. The specific understandings regarding this appointment are as follows:
•Your starting pay will be $29.19 per hour. Social Security and workers compensation insurance are provided as required by law. No other health and welfare, retirement or paid leave benefits are provided.
If you have any questions regarding this appointment, please do not hesitate to call Human Resources at 805-773-7004.
Sincerely,
\ ---
Council Agenda 7-19-2022 12.A-5
Attachment 1.A
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PISMO BEACH COUNCIL AGENDA REPORT
Agenda Item #12.B
SUBJECT/TITLE:
INTRODUCTION (FIRST READING) OF ORDINANCE AMENDING COUNCIL
MEMBER COMPENSATION
RECOMMENDATION:
Introduce an Ordinance amending Chapter 2.04, Section 2.04.020: Salaries Designated, of the City of Pismo Beach Municipal Code, relating to Council Member and Mayor compensation.
BACKGROUND:
On June 21, 2022 the City Council received a report from staff on current Council Member and Mayor compensation (salary) and expense reimbursement practices, including options for a potential salary increase. At that time, a majority of the City Council directed staff to prepare an ordinance that would enact a 20% increase to the City Council’s compensation. The June 21, 2022, staff report is available in the Access Pismo public records portal at www.pismobeach.org/accesspismo 1, or by scanning the QR Code at right.
Available Council Compensation Increase Amounts
In summary, state law allows for a 5%-per-year increase from the last Council Member compensation increase, which occurred in 2018, and as such, a 20% increase is the maximum currently allowable. Further detail is provided in the June 21, 2022 staff report.
Table 1 and Table 2 show current Council compensation for other cities in San Luis Obispo County, and potential Pismo Beach salary increase amounts, respectively.
Table 1. Current Council and Mayor Salaries in Nearby Cities City Council
Salary (a)
Add'l Mayor
Salary (b)
Mayor Salary
(total) (a+b=c)
Atascadero $600.00 $150.00 $750.00
Paso Robles $600.00 $200.00 $800.00
Arroyo Grande $648.00 $150.00 $798.00
Grover Beach 2 $720.00 $180.00 $900.00
Pismo Beach $772.20 $300.00 $1,072.20
Morro Bay 3 $1,000.00 $400.00 $1,400.00
San Luis Obispo 4 $1,990.00 $518.00 $2,508.00
1 Full URL: https://accesspismo.pismobeach.org/WebLink/DocView.aspx?id=431003&dbid=0&repo=Laserfiche 2 If adopted in 2022, Grover Beach compensation of $720 for Council Members and $900 for Mayor would become effective after the 2022 election. Current salary is $600 for Council and $750 for Mayor. 3 Morro Bay compensation of $1,000 for Council Members and $1,400 for Mayor will be effective after the 2022 election. Current salary is $500 for Council and $700 for Mayor. 4 San Luis Obispo is a charter city and thus is not bound by the same salary limitations as general law cities such as Pismo Beach, which may explain the relatively higher salary amount for that city.
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Table 2. Analysis of Potential Salary Increase Amounts 5 Increase
from
Current
Council
Member
Salary
Mayor Salary
(total)
Compared to
Median
(Council)
Compared to
Average
(Council)
Rank
1 = highest
7 = lowest
(Council)
0% $772.20 $1,072.20 +$52.20 -$132.11 3
5% $810.81 $1,110.81 +$90.81 -$93.50 3
10% $849.42 $1,149.42 +$129.42 -$54.89 3
15% $888.03 $1,188.03 +$168.03 -$16.28 3
20% (max) $926.64 $1,226.64 +$206.64 +$22.33 3
Additional Mayor Compensation
In addition to salary received as a Council Member, Government Code Section 36516.1 provides the Mayor may receive additional compensation as established by Council ordinance. The amount of this compensation is not regulated by Government Code, and an increase may be enacted at any time, including mid-term of office.
In accordance with Municipal Code Section 2.04.020B., the Mayor presently receives an additional $300 in compensation per month. This additional Mayoral compensation is the third-highest amount countywide. The draft ordinance provided as Attachment 1 does not include a provision for increasing compensation for the position of Mayor. Should the Council wish to direct a change to the amount of Mayor compensation, staff recommends the change be made to the draft ordinance prior to introduction.
Recommendation and Next Steps
In accordance with the Council’s June 21, 2022 direction, staff recommends that the Council introduce an ordinance (Attachment 1) that would ultimately enact a 20% increase to the compensation amount for City Council Members. The Council may also provide direction as to modification of the additional monthly Mayor compensation, and amend the ordinance prior to introduction to reflect that change.
If the draft ordinance is introduced at this juncture, it will be scheduled for adoption at the August 2, 2022 meeting. In accordance with Government Code Section 36516.5, any adopted change in Council Member salary will take effect for all Council Members once one or more Council Members begin a new term of office, in this case following the certification of the results of the November 8, 2022 General Election in December 2022.
FISCAL IMPACT:
The annual fiscal impact of approving the attached Ordinance with a 20% increase from the current monthly compensation results in a $926.64 per month compensation for Council Members and $1,226.64 per month compensation for the Mayor. This results in an estimated additional $9,978 year, or $5,821 for a partial year in FY 2023. Should Council approve this increase, staff will come back at Mid-Year budget around December 2022 to increase the FY 2023 General Fund City Council salaries and benefits budget. 5 See footnotes on Table 1 for context on the salary data factored into these statistics.
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ALTERNATIVES:
1.Decline to introduce the ordinance; salaries would remain unchanged.
ATTACHMENTS:
1.Draft Ordinance enacting revised salary amount
Prepared by: Meeting Date: July 19, 2022
Erica Inderlied, City Clerk
Submitted by: Jorge Garcia, Assistant City Manager
City Manager Approval:
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ORDINANCE NO. O-2022-XXX
AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF PISMO BEACH, CALIFORNIA AMENDING CHAPTER 2.04, SECTION 2.04.020: SALARIES
DESIGNATED, OF THE CITY OF PISMO BEACH MUNICIPAL CODE, RELATING TO
COUNCIL MEMBER AND MAYOR COMPENSATION
WHEREAS, the City last set the salary of its Council Members at $772.20 per month, plus an additional $300 for the Mayor per month, via Ordinance O-2018-005, effective December 1, 2018; and
WHEREAS, Government Code Section 36516(a)(4) provides that Council Member salary may be increased by Ordinance in an amount not to exceed 5% per calendar year from the effective date of the prior salary; and
WHEREAS, Government Code Section 36516.1 provides that additional Mayoral compensation may be established by an ordinance of the City Council; and WHEREAS, an amendment to these salary amounts will better align Council Member and Mayoral compensation with the actual costs incurred in the course of holding office; and WHEREAS, this increase shall take effect for all Council Members and the Mayor on and after the date one or more Council Members begins a new term of office.
NOW, THEREFORE, the City Council of the City of Pismo Beach does ordain as follows:
SECTION 1.
The foregoing recitals are adopted as findings of fact in support of this ordinance.
SECTION 2.
Section 2.04.020 of the Pismo Beach Municipal Code is revised to read as follows:
2.04.020 Salaries Designated.
A.Each member of the City Council shall receive, as salary, the sum of nine hundred twenty-six dollars and sixty-four cents ($926.64) per month, as prescribed by Section 36516 et seq. of the Government Code for cities of up to and including thirty-five thousand in population, effective as of the date one or more members of the City Council are sworn in for a new term of office following certification of the results of the November 8, 2022 general election.
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B.Pursuant to Government Code Section 36516.1, in addition to the above salary received as a member of the City Council, the Mayor shall receive three hundred dollars ($300) per month.
C.In addition, each member of the Council shall be reimbursed for actual expenses incurred in the performance of the Council's duties in such amounts as may be approved by resolution. Both the salary and the expense reimbursements shall be payable at the same time and in the same manner as the same are paid to other officers and employees of the City.
SECTION 3.
Under the provisions of the California Environmental Quality Act (CEQA) Guidelines Section 15061 (b) (3), this ordinance is covered by the general rule that CEQA applies only 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, such as the adoption of the regulations contained herein, the activity is not subject to CEQA.
SECTION 4.
This ordinance shall not be interpreted in any manner to conflict with controlling provisions of state or federal law, including, without limitation, the Constitution of the State of California. If any section, subsection, or clause of this ordinance shall be deemed to be unconstitutional or otherwise invalid, the validity of the remaining sections, subsections and clauses shall not be affected thereby. If this ordinance, or any section, subsection or clause of this ordinance shall be deemed unconstitutional or invalid as applied to a particular appeal, the validity of this ordinance and its sections, subsections, and clauses in regard to other contracts shall not be affected.
SECTION 5.
This ordinance shall become effective on the thirtieth (30th) day following passage and adoption hereof. The provisions of this ordinance shall take effect for all Council Members and the Mayor on and after the date one or more Council Members begins a new term of office.
SECTION 6.
The City Clerk shall certify to the passage and adoption of this Ordinance, shall enter the same in the book of original ordinances of the City and shall make a minute of the passage and adoption thereof in the records of the meeting at which the same is passed and adopted.
Before the expiration of fifteen (15) days after the passage of this Ordinance, the City Clerk shall cause the same to be posted in three public places within the City of Pismo Council Agenda 7-19-2022 12.B-5
Attachment 1
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Beach, to wit: 1) City Hall, 760 Mattie Road, Pismo Beach, 2) U.S. Post Office, Shell Beach Road, Pismo Beach, 3) U.S. Post Office, Crest Drive, Pismo Beach.
INTRODUCED at a regular meeting of the City Council held this 19th day of July, 2022, on motion of Council Member , seconded by Council Member , and on the following roll call vote, to wit:
AYES:
NOES:
ABSENT:
ABSTAIN:
RECUSED:
Approved: Attest:
________________________ ________________________
Ed Waage, Mayor Erica Inderlied, City Clerk
ADOPTED at a regular meeting of the City Council held this th day of , 2022, on motion of Council Member , seconded by Council Member , and on the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
RECUSED:
Approved: Attest:
________________________ ________________________
Ed Waage, Mayor Erica Inderlied, City Clerk
APPROVED AS TO FORM:
______________________________
David M. Fleishman, City Attorney
Council Agenda 7-19-2022 12.B-6
Attachment 1
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