City Council
AGENDA
Tuesday, July 15, 2025, 5:30 p.m.
Council Chambers, 990 Palm Street, San Luis Obispo
Agenda has been amended to remove the Closed Session beginning at 4:30 p.m.
Council meetings may be viewed remotely on Channel 20, the City’s YouTube Channel, and on the City’s website under the Public Meeting Agendas web page. Attendees of City Council or Advisory Body meetings are eligible to receive one hour of complimentary parking; restrictions apply, visit Parking for Public Meetings for more details.
INSTRUCTIONS FOR PUBLIC COMMENT:
Public Comment prior to the meeting (must be received 3 hours in advance of the meeting):
Mail - Delivered by the U.S. Postal Service. Address letters to the City Clerk's Office at 990 Palm Street, San Luis Obispo, California, 93401.
Email - Submit Public Comments via email to [email protected]. In the body of your email, please include the date of the meeting and the item number (if applicable). Emails will not be read aloud during the meeting.
Voicemail - Call (805) 781-7164 and leave a voicemail. Please state and spell your name, the agenda item number you are calling about, and leave your comment. Verbal comments must be limited to 3 minutes. Voicemails will not be played during the meeting. *All correspondence will be archived and distributed to councilmembers, however, submissions received after the deadline may not be processed until the following day.
Public Comment during the meeting:
Meetings are held in-person. To provide public comment during the meeting, you must be present at the meeting location.
Electronic Visual Aid Presentation. To conform with the City's Network Access and Use Policy, Chapter 1.3.8 of the Council Policies & Procedures Manual, members of the public who desire to utilize electronic visual aids to supplement their oral presentation must provide display-ready material to the City Clerk by 12:00 p.m. on the day of the meeting. Contact the City Clerk's Office at [email protected] or (805) 781-7114.
Pages
1. CLOSED SESSION
The Closed Session item has been pulled by staff and will be rescheduled to a date uncertain at this time.
2. CALL TO ORDER
Mayor Erica A. Stewart will call the Regular Meeting of the San Luis Obispo City Council to order.
3. PLEDGE OF ALLEGIANCE
Council Member Mike Boswell will lead the Council in the Pledge of Allegiance.
4. PRESENTATIONS
4.a ANNUAL PRESENTATION FROM CENTRAL COAST COMMUNITY
ENERGY (3CE)
11 The City Council will receive the annual Central Coast Community Energy (3CE) presentation.
4.b CITY MANAGER REPORT
Receive a brief report from City Manager Whitney McDonald.
5. PUBLIC COMMENT PERIOD FOR ITEMS NOT ON THE AGENDA
Not to exceed 15 minutes. The Council welcomes your input. State law does not allow the Council to discuss or take action on issues not on the agenda, except that members of the Council or staff may briefly respond to statements made or questions posed by persons exercising their public testimony rights (Gov. Code sec. 54954.2). Staff may be asked to follow up on such items.
6. CONSENT AGENDA
Not to exceed 15 minutes. Matters appearing on the Consent Calendar are expected to be non-controversial and will be acted upon at one time. A member of the public may request the Council to pull an item for discussion. Pulled items shall be heard at the close of the Consent Agenda unless a majority of the Council chooses another time. The public may comment on any and all items on the Consent Agenda within the three-minute time limit.
Recommendation:
To approve Consent Calendar Items 6a to 6k.
6.a WAIVE READING IN FULL OF ALL RESOLUTIONS AND
ORDINANCES
Recommendation:
Waive reading of all resolutions and ordinances as appropriate.
6.b MINUTES REVIEW - JUNE 17, 2025 COUNCIL MINUTES 31
Recommendation:
Approve the minutes of the City Council meeting held on June 17, 2025.
6.c APPROVE A UTILITY EASEMENT WITH PACIFIC GAS AND
ELECTRIC (PG&E) TO FACILITATE CALTRANS INTERSECTION
IMPROVEMENT PROJECT AT SANTA ROSA STREET & HIGHLAND
DRIVE
41 Recommendation:
Authorize the Mayor to execute a Public Utility Easement Agreement with PG&E in a final form approved by the City Attorney to support improvements planned by Caltrans to the Santa Rosa Street (State Route 1) & Highland Drive intersection.
6.d ADVISORY BODY APPOINTMENTS FOR UNSCHEDULED
VACANCIES ON THE HUMAN RELATIONS COMMISSION AND THE
TOURISM BUSINESS IMPROVEMENT DISTRICT BOARD
57 Recommendation:
Confirm the appointment of Jennifer Fields to the Human Relations Commission (HRC) and Mark Eads to the Tourism Business
Improvement District Board (TBID), for the remainder of the respective vacated terms as detailed in the report.
6.e DOWNTOWN SLO AGREEMENT 2025-26 61
Recommendation:
Authorize the City Manager to finalize and approve a one-year agreement with Downtown SLO, as well as the referenced separate agreements for the holiday lights program and tree lighting and power program, to execute the Downtown-related initiatives in the 2025-27 Financial Plan, with the option to renew the agreements for one additional year by mutual written consent of the City Manager and Downtown SLO.
6.f AMENDMENT NO. 1 TO GRANT AGREEMENT WITH FRIENDS OF
LA LOMA ADOBE
93 Recommendation:
Authorize the City Manager to execute Amendment No. 1 to Grant Agreement with the Friends of La Loma Adobe in a final form satisfactory to the City Attorney.
6.g FY 2025-26 POLICE DEPARTMENT GRANT APPLICATIONS 117 Recommendation:
Authorize staff to submit grant applications and accept awards for FY 2025-26 from the following agencies:
a. Department of Alcoholic Beverage Control in the amount of $94,211.
b. Department of Justice Tobacco Grant Program in the
amount of $74,276.
c. Department of Justice Law Enforcement Mental Health and Wellness Act Project in the amount not to exceed $130,000.
1. Adopt the following Draft Resolutions entitled,
a. “Resolution Authorizing a Grant Application for Funding from the Department of Alcoholic Beverage Control.”
b. “Resolution Authorizing a Grant Award Provided Through the California Highway Patrol Cannabis Tax Fund Grant
Program.”
2. If the grants are awarded, authorize the City Manager or the Police Chief, to execute grant related documents and authorize the Finance Director to make the necessary budget
adjustments upon the award of the grant.
3. 6.h AGREEMENT WITH SAN LUIS COASTAL UNIFIED SCHOOL
DISTRICT TO FUND SCHOOL RESOURCE OFFICER POSITION
125
Recommendation:
Authorize the City Manager to sign a Memorandum of
Agreement with San Luis Coastal Unified School District to fund the School Resource Officer position for FY 2025-26 in the amount of $217,957.
1. Authorize the City Manager to execute future agreements with San Luis Coastal Unified School District with similar terms.
2. 6.i ADOPTION OF FY 2025-26 COMMUNITY PROMOTION PROGRAMS
FOR TOURISM BUSINESS IMPROVEMENT DISTRICT (TBID) AND
PROMOTIONAL COORDINATING COMMITTEE (PCC)
135
Recommendation:
As recommended by the Tourism Business Improvement District (TBID) Board and the Promotional Coordinating Committee (PCC):
1. Authorize the City Manager to enter into various contracts for the TBID not to exceed the 2025-26 budget of $1,900,458 (excludes staffing costs), based on the recommendations by the TBID Board; and - This includes approval of the funding for the second year of the contract with Noble Studios for marketing services in the amount of $1,250,000; and
- The funding of the contract with Badger Branding for content marketing services in the amount of $107,700; and
2. Authorize the City Manager to use the TBID Fund Balance for tourism marketing expenditures in 2025-26 in accordance with TBID use of revenue policy;
3. Authorize the City Manager to enter into various contracts and program expenditures for Community Promotions not to exceed the 2025-26 program budget of $367,000 (excludes staffing costs) based on the recommendations by the PCC; and
- This includes the 2025-26 Cultural Arts & Community
Promotions (CACP) allocations in the amount of $100,000 and authorization to execute individual agreements with each grant recipient.
6.j CONSIDERATION OF THE 2025-27 DEI HIGH IMPACT GRANT
FUNDING PRIORITIES AND INFORMATION
169
Recommendation:
As recommended by the Human Relations Commission, approve the Diversity Equity and Inclusion (DEI) High Impact Grant funding priorities and information for the 2025-26 and 2026-27 fiscal years.
6.k ADOPT A RESOLUTION AUTHORIZING THE CITY CLERK AND CITY
ATTORNEY TO AMEND THE RECORDS RETENTION POLICY AND
SCHEDULE TO REFLECT NON-RETENTION OF CERTAIN
INCIDENTAL VIDEO FOOTAGE AND IMAGES NOT RETRIEVED FOR
CITY BUSINESS OR USE BY CITY STAFF
181
Recommendation:
Adopt a draft Resolution entitled “ A Resolution of the City of San Luis Obispo, California, Authorizing the City Clerk and City Attorney to Amend the Records Retention Policy and Schedule to Reflect Nonretention of Certain Incidental Video Footage and Images Not Retrieved for City Business Use by City Staff.” (Attachment A) This policy clarification does not alter in any way the statutorily mandated retention requirements applicable to footage of police in-vehicle camera, bodyworn camera, or routine video monitoring.
7. STUDY SESSION
7.a CLIMATE ACTION - EXISTING BUILDING ENERGY RETROFIT
POLICY UPDATE AND FUTURE OPTIONS STUDY SESSION (60
MINUTES)
193
Recommendation:
Receive and file a presentation on building energy retrofit policy progress and future options and provide strategic direction on next steps.
8. PUBLIC HEARING AND BUSINESS ITEMS
8.a APPOINT AN AD HOC COMMITTEE OF THE CITY COUNCIL TO
COLLABORATE WITH STAFF TO PREPARE RESPONSES TO
GRAND JURY REPORT “ROUND & ROUND WITH TOWN & GOWN”
(MINUTES 20)
213
Recommendation:
Appoint an Ad Hoc Committee of the City Council to collaborate with staff on responses to the Findings and Recommendations in the Grand Jury Report entitled “Round & Round with Town & Gown”.
8.b APPOINT 2026 COUNCIL COMPENSATION COMMITTEE (45
MINUTES)
275
Recommendation:
Make appointments to the Council Compensation Committee, effective immediately and sunsetting upon presentation of its recommendations to the City Council.
9. LIAISON REPORTS AND COMMUNICATIONS
Not to exceed 15 minutes. Council Members report on subcommittee assignments, listed below, and other City activities. At this time, any Council Member or the City Manager may ask a question for clarification, make an announcement, or report briefly on their activities. In addition, subject to Council Policies and Procedures, they may provide a reference to staff or other resources for factual information, request staff to report back to the Council at a subsequent meeting concerning any matter or take action to direct staff to place a matter of business on a future agenda. (Gov. Code Sec. 54954.2) Mayor
Stewart
Vice Mayor
Shoresman
Council Member
Boswell
Council Member
Francis
Council
Member Marx
SLO Council of
Governments
Zone 9 Advisory
Committee
Airport Land Use Nacimiento Water
Project
Air Pollution
Control District
Regional
Economic Action
Coalition
Downtown
Association
Board
SLO Climate
Coalition
Community
Action
Partnership
Integrated
Waste
Management
Authority
CA Men’s
Colony Advisory
Committee
Homeless
Services
Oversight
Committee
Local Agency
Formation
Commission
County Water
Resources
Advisory
Committee
Performing Arts
Center
Commission
CP Campus
Planning
Committee
SLO Regional
Transit Authority
Visit SLO
County Advisory
Committee
Central Coast
Clean Energy
10. ADJOURNMENT
The next Regular Meeting of the City Council will be held on August 19, 2025 at 5:30 p.m. in the Council Chambers at City Hall, 990 Palm Street, San Luis Obispo.
LISTENING ASSISTIVE DEVICES for the hearing impaired - see the Clerk.
The City of San Luis Obispo wishes to make all of its public meetings accessible to the public. Upon request, this agenda will be made available in appropriate alternative formats to persons with disabilities. Any person with a disability who requires a modification or accommodation in order to participate in a meeting should direct such request to the City Clerk’s Office at (805) 781-7114 at least 48 hours before the meeting, if possible. Telecommunications Device for the Deaf (805) 781-7410.
City Council meetings are televised live on Charter Channel 20 and the City's YouTube Channel: www.youtube.com/CityofSanLuisObispo. Agenda related writings or documents provided to the City Council are available for public inspection in the City Clerk’s Office located at 990 Palm Street, San Luis Obispo, California during normal business hours, and on the City’s website https://www.slocity.org/government/mayor-and-city-council/agendas-andminutes. Persons with questions concerning any agenda item may call the City Clerk’s Office at (805) 781-7114.
City of San Luis Obispo, Council Memorandum
City of San Luis Obispo
Council Agenda Correspondence
DATE: July 15, 2025
TO: Mayor and Council
FROM: Greg Hermann, Deputy City Manager
Prepared By: Teresa Purrington, City Clerk
VIA: Whitney McDonald, City Manager
SUBJECT: ITEM # 4a – 2025 Central Coast Community Energy Presentation Attached is the PowerPoint presentation for tomorrow night’s 2025 Central Coast Community Energy (3CE) Annual Update Presentation. The following staff from 3CE will be presenting and available for questions: Das Williams, Senior Advisor for Policy and Legislative Affairs; Spencer Brandt, Community Relations Manager, and Judi Young, Senior Customer Accounts Manager.
ATTACHMENT
A – 3CE Powerpoint Presentation
3CE Annual Update
City of San Luis
Obispo
July 15, 2025
Together,
Power for Good
2
2024 Energy Highlights
Sourced 409 Megawatts
of clean & renewable energy in 2024, enough to power
350,850 households with renewable energy.
Sourcing Renewable Energy
avoided more than 445,000 metric tons of CO2,the
equivalent of taking 105,911 gasoline-powered passenger vehicles off the road for a year.
3
4 Renewable Energy Progress Megawatts
Renewables
(Oct.)
• Balances intermittent renewables
• Supports stability
• Reduces reliance on fossil fuels
• Drives affordability
• Empowers customers
Battery Energy Storage Systems
Support the Renewable Transition
Supply Trend September 2022
• Labor Day Weekend
2022
• Flex Alert
• Text message from
Governor's Office
6
Supply Trend July 2024
• Independence Day
holiday weekend
2024
7
Utility Scale Battery Safety
8
Willow Rock Energy Storage Center
• Storage is essential for CA's transition to carbon-free energy • Utilizes compressed air to generate power on demand
• Largest compressed air energy storage project in the world • 200 megawatts for 3CE customers
Energy Storage Innovation
Advanced Compressed Air Energy Storage (A-CAES)
9
Our Energy Future
New Renewable Energy Projects
10 Aratina Solar + Storage
● 120 MW to power 90,000 homes
Atlas Solar
● 150 MW to power 105,100 homes
Victory Pass Solar + Storage – ONLINE
● 100 MW to power 68,000 homes
Community Engagement
• Ongoing outreach through events, webinars, and
workshops
• Added bilingual staff and expanded translated
materials
• Adopted Underserved Communities Action Plan
• Increased access with interpreters and bilingual
promotion
11 Page 23 of 283
Community Programs
$1,000-4,000
$150,000
Electrify Your
Ride
Electrify
Your Home*
$17,385
$2,500 per unit
New Construction
Electrification
Program
$5,000 ADU
$250,000
Agricultural
Electrification
Program
$75,000
Residential
Battery Rebate
Program
$13,000
12 *Electrify Your Home Program on temporary pause until October 2025.
Public Agency Programs
Fleet &
Charging
Infrastructure Plans
Plan Your
Fleet
Electric Bus
Program
$400,000
Charge Your
Fleet
Up to
$150,000
Electrify
Your Fleet
Up to
$150,000
Reach Codes
Program
Assistance for
development and
adoption
13 Page 25 of 283
Making a Difference
Community Investment
Snapshot of Rebates & Incentives:
● 2,843 electric vehicles
● 2,085 EV chargers
● 1,663 projects for EV readiness
● 38 electric buses
● 746 all-electric water heaters & HVAC systems
● 1,458 all-electric affordable housing units
● 93 all-electric agriculture equipment projects
14 Page 26 of 283
Community Investment
Rebates & Incentives
City of San Luis Obispo 3CE Investment:
• $ 46,932 – Charge Your Fleet
• $ 90,000 – Electrify Your Fleet
• $ 37,087 – Plan Your Fleet
• $ 105,631 – Reach Code Technical Assistance
• $ 58,697 – Agriculture Electrification Program
• $ 200,000 – Electric Bus Program
• $ 398,302 – Electrify Your Home
• $ 2,019,427 – Electrify Your Ride
• $ 604,750 – New Construction Electrification Program
• $ 24,900 – Residential Battery Rebate Program
City of Santa Cruz 3CE Investment:
• $ 201,324 – Charge Your Fleet
• $ 269,000 – Electrify Your Fleet
• $ 67,175– REACH Codes technical assistance
• $ 8,000 – Agriculture Electrification Program
• $ 500,520– Electric Bus Program
• $ 424,400 – Electrify Your Home
• $ 1,381,246 – Electrify Your Ride
• $ 172,500– New Construction Electrification Program
• $ 30,700– Residential Battery Rebate Program
15 Page 27 of 283
Legislative Update
• EV and Home Energy Tax Credits
• Federal Taxes and & Tax Credits
• Resource Adequacy Slice of Day
• Pathways Initiative (SB 540)
16 Page 28 of 283
Thank You!
Contact Us:
• Southern Region: Spencer Brandt ([email protected])
• Senior Advisor for Policy and Legislative Affairs: Das Williams ([email protected])
Learn more & apply for programs at 3Cenergy.org
facebook.com/3CEnergy centralcoastcommunityenergy @3Cenergy
1 Council Minutes
June 17, 2025, 5:30 p.m.
Council Chambers, 990 Palm Street, San Luis Obispo
Council Members
Present:
Council Member Mike Boswell, Council Member Emily Francis, Council Member Jan Marx, Vice Mayor Michelle Shoresman, Mayor Erica A. Stewart
City Staff Present: City Manager Whitney McDonald, Christine Dietrick, City Attorney, Teresa Purrington, City Clerk
_____________________________________________________________________
1. CALL TO ORDER
A Regular Meeting of the San Luis Obispo City Council was called to order on June 17, 2025 at 5:30 p.m. in the Council Chambers, 990 Palm Street, San Luis Obispo, by Mayor Stewart.
2. PLEDGE OF ALLEGIANCE
Vice Mayor Shoresman led the Council in the Pledge of Allegiance.
3. PRESENTATIONS
3.a PRIDE MONTH PROCLAMATION
Mayor Stewart presented a proclamation declaring the month of June as "Pride Month" to Linnea Valdivia on behalf of The Gala Pride and Diversity Center.
3.b CITY MANAGER REPORT
City Manager Whitney McDonald provided a report on upcoming projects.
4. PUBLIC COMMENT PERIOD FOR ITEMS NOT ON THE AGENDA
Public Comment:
None
--End of Public Comment--
2 5. CONSENT AGENDA
Public Comment:
None
--End of Public Comment--
Motion By Council Member Francis
Second By Council Member Boswell
To approve Consent Calendar Items 5a to 5l.
Ayes (5): Council Member Boswell, Council Member Francis, Council Member Marx, Vice Mayor Shoresman, and Mayor Stewart
CARRIED (5 to 0)
5.a WAIVE READING IN FULL OF ALL RESOLUTIONS AND ORDINANCES Waive reading of all resolutions and ordinances as appropriate.
5.b MINUTES REVIEW - JUNE 03, 2025 COUNCIL MINUTES
Approve the minutes of the City Council meeting held on June 3, 2025.
5.c AUTHORIZATION TO CONTINUE THE COLLECTION OF MULTIDWELLING PROPERTY FIRE AND LIFE SAFETY INSPECTION FEES Adopt Resolution No. 11572 (2025 Series) entitled, “A Resolution of the City Council of the City of San Luis Obispo, California, authorizing the San Luis Obispo County Auditor to collect fees for 2025-26 Fire and Life Safety Inspections of Multi-Dwelling Properties containing three or more dwelling units on the Secured Property Tax Roll pursuant to California Government Code Section 54988, et seq.”
5.d ADOPT A DRAFT RESOLUTION TRANSFERING UNCLAIMED CHECK
FUNDS FROM THEIR RESPECTIVE FUND(S) TO THE GENERAL FUND PURSUANT TO CALIFORNIA GOVERNMENT CODE SECTION 50050,
et seq.
Adopt Resolution No. 11573 (2025 Series) entitled “A Resolution of the City Council of the City of San Luis Obispo, California, Transferring Unclaimed Check Funds from their Respective Fund(s) to the General Fund Pursuant to California Government Code Section 50050, et seq.”
5.e AUTHORIZATION TO ADVERTISE THE MONITORING WELL DRILLING PROJECT, SPECIFICATION 2091506, AND AUTHORIZATION FOR
3 ADDITIONAL FUNDING FOR THE GROUNDWATER CONTAMINATION
CHARACTERIZATION PROJECT
1. Approve the project plans and special provisions for the Monitoring Well Drilling Project, Specification Number 2091506; and
2. Authorize staff to advertise for bids; and
3. Authorize the City Manager to award the Construction Contract pursuant to Section 3.24.190 of the Municipal Code if the lowest responsive and responsible bid is within the available budget for the Monitoring Well Drilling Project; and
4. Authorize the City Engineer to approve Contract Change Orders up to the available project budget; and
5. Authorize the City Manager to approve contract amendments for the project, not to exceed a cumulative total of $8,925,379; and
6. Find the Monitoring Well Drilling Project consistent with the previously adopted Initial Study/Mitigated Negative Declaration and Mitigation, Monitoring, and Reporting Program.
5.f SURPLUS DESIGNATION OF FIRE FLEET ASSET BY SALE, AUCTION
OR TRADE-IN
Adopt Resolution No. 11574 (202 Series) entitled “A Resolution of the City Council of the City of San Luis Obispo, California, Authorizing the Surplus Designation of Fire Fleet Asset and its Sale, Auction or Trade-In” for the Fire Department’s Fleet Asset No.0607, a 2005 Ford Ranger pickup truck, in accordance with the City’s policies and procedures as prescribed in the Financial Management Manual Section 405-L and 480.
5.g SECOND READING AND ADOPTION OF ORDINANCE NO. 1747 (2025
SERIES) TO AMEND THE AIRPORT AREA SPECIFIC PLAN TO ALLOW
MIXED-USE RESIDENTIAL DEVELOPMENT WITHIN THE SERVICE
COMMERCIAL (C-S) AND MANUFACTURING (M) ZONES SUBJECT TO
A MINOR OR CONDITIONAL USE PERMIT
Adopt Ordinance No. 1747 (2025 Series) entitled “An Ordinance of the City Council of the City of San Luis Obispo, California, amending the Airport Area Specific Plan to allow mixed-use development in the Service Commercial (C-S) and Manufacturing (M) zones subject to a minor or conditional use permit where appropriate and consistent with the Airport Area Specific Plan, including adoption of an addendum to the Final
4 Environmental Impact Report for the Airport Area and Margarita Area specific plans and related facilities master plans.”
5.h APPROPRIATE GRANT FUNDS TO TRANSIT PROGRAM CAPITAL
PROJECTS
Adopt Resolution No. 11575 (2025 Series) entitled, “A Resolution by the City Council of the City of San Luis Obispo, California, approving the appropriation of federal and state grant funds to Transit program capital projects.”
5.i AUTHORIZATION TO APPLY FOR GRANT FUNDING THROUGH THE SAFE STREETS AND ROADS FOR ALL (SS4A) GRANT PROGRAM TO
SUPPORT THE FOOTHILL COMPLETE STREETS PROJECT
Adopt Resolution No. 11576 (2025 Series) entitled, “A Resolution of the City Council of the City of San Luis Obispo, California, approving the application for grant funding from the Federal Safe Streets and Roads for All (SS4A) program for the Foothill Complete Street Project” authorizing:
1. Staff to prepare and submit an application for the SS4A grant program of up to $800,000 for the Foothill Complete Streets Project;
2. The use of up to $258,090 of funding previously approved and/or planned for the Foothill Complete Streets Project in the 2025-27 Financial Plan as matching funds for this grant;
3. The City Manager to appropriate grant funds and approve a budget amendment to reflect received grant funds, if awarded;
4. The appointment of the City Manager, or their designee, as agent to conduct all negotiations, execute and submit all grant documents including, but not limited to, applications, agreements, and payment requests which may be necessary for the completion of the aforementioned project.
5.j AMEND THE PARKING PENALTY SCHEDULE FOR VIOLATIONS OF CALIFORNIA VEHICLE CODE SECTIONS 22500(N)(1)(A) AND
22511.1(A) AND DESIGNATE ELECTRIC VEHICLE CHARGING
PARKING SPACES
1. Adopt Resolution No. 11577 (2025 Series) entitled, “A Resolution of the City Council of the City of San Luis Obispo, California, amending the Parking Penalty Schedule”.
5 2. Adopt Resolution No. 11578 (2025 Series) entitled, “A Resolution of the City Council of the City of San Luis Obispo, California, to Designate Electric Vehicle Parking Spaces for the Exclusive Purpose of Charging Electric Vehicles”.
5.k SUCCESSOR RESOLUTIONS FOR THE SAN LUIS OBISPO CITY
EMPLOYEES’ ASSOCIATION AND UNREPRESENTED MANAGEMENT
AND CONFIDENTIAL EMPLOYEE GROUPS
1. Adopt Resolution No. 11579 (2025 Series) entitled, “A Resolution of the City Council of the City of San Luis Obispo, California, adopting and ratifying the Memorandum of Understanding between the City of San Luis Obispo and the San Luis Obispo City Employees’ Association for The Period of July 1, 2025, to June 30, 2028”; and
2. Adopt Resolution No. 11580 (2025 Series) entitled, “A Resolution of the City Council of the City of San Luis Obispo, California, Amending Management Compensation for Appointed Officials, Department Heads, and Management Employees and Superseding Previous Resolutions in Conflict”; and
3. Adopt Resolution No. 11581 (2025 Series) entitled, “A Resolution of the City Council of the City of San Luis Obispo, California, Regarding Compensation for the Unrepresented Confidential Employees and Superseding Previous Resolutions in Conflict”; and
4. Adopt Regular and Temporary Employee Salary Schedules effective July 3, 2025, as required by California Public Employees Retirement System.
5.l SECOND READING AND ADOPTION OF ORDINANCE NO. 1748 (2025
SERIES) ADOPTING THE CALFIRE LOCAL RESPONSIBILITY AREA
FIRE HAZARD SEVERITY ZONE MAPS AS REQUIRED BY
GOVERNMENT CODE 51178
Adopt Ordinance No. 1748 (2025 Series) entitled “An Ordinance of the City of San Luis Obispo, California, designating the Fire Hazard Severity Zones as identified by the State Fire Marshal,” as introduced on June 3, 2025.
6. PUBLIC HEARING AND BUSINESS ITEMS
6.a ADOPT A RESOLUTION UPDATING THE 2025-26 AND 2026-27 WATER RATES (20 MINUTES)
6 Utilities Director Aaron Floyd and Utilities Business Manager Julie Ridgeway provided an in-depth staff report and responded to Council questions.
Public Comments:
Steve Barasch
Rachel Whalen
---End of Public Comment---
Motion By Council Member Marx
Second By Vice Mayor Shoresman
1. Receive and file the City of San Luis Obispo Water and Wastewater Rate Study Updated Report, March 2025; and
2. Adopt Resolution No. 11582 (2025 Series) entitled “A Resolution of the City Council of the City of San Luis Obispo, California, Establishing the Water Service Rates for Financial Plan 2025-27”; and
3. Adopt Resolution No. 11583 (2025 Series) entitled “A Resolution of the City Council of the City of San Luis Obispo, California, to Amend the City of San Luis Obispo Low Income Assistance Program for City Residents”; and
4. Find the action statutorily exempt from the California Environmental Quality Act (CEQA) under Public Resources Code 21083 and 21080(b)(8) and State CEQA Guidelines Section 15273 (Rates, Tolls, Fares, and Charges).
Ayes (5): Council Member Boswell, Council Member Francis, Council Member Marx, Vice Mayor Shoresman, and Mayor Stewart
CARRIED (5 to 0)
6.b ADOPT A RESOLUTION UPDATING THE 2025-26 AND 2026-27 SEWER RATES (20 MINUTES)
Utilities Director Aaron Floyd and Utilities Business Manager Julie Ridgeway provided an in-depth staff report and responded to Council questions.
Public Comments:
None
---End of Public Comment---
7 Motion By Vice Mayor Shoresman
Second By Council Member Boswell
1. Receive and file the City of San Luis Obispo Water and Wastewater Rate Study Update Report, March 2025; and
2. Adopt Resolution No. 11584 (2025 Series) entitled “A Resolution of the City Council of the City of San Luis Obispo, California, Establishing the Sewer Service Rates for Financial Plan 2025-27”; and
3. Find the action statutorily exempt from the California Environmental Quality Act (CEQA) under Public Resources Code 21083 and 21080(b)(8) and State CEQA Guidelines Section 15273 (Rates, Tolls, Fares, and Charges).
Ayes (5): Council Member Boswell, Council Member Francis, Council Member Marx, Vice Mayor Shoresman, and Mayor Stewart
CARRIED (5 to 0)
6.c ADOPTION OF THE 2025-27 FINANCIAL PLAN (90 MINUTES) City Manager Whitney McDonald, Finance Director Emily Jackson and Principal Budget Analyst Riley Kuhn provided an in-depth staff report and responded to Council questions.
Public Comments:
None
---End of Public Comment---
Motion By Vice Mayor Shoresman
Second By Council Member Francis
Adopt Resolution No. 11585 (2025 Series) entitled, “A Resolution of the Council of the City of San Luis Obispo, California, approving the 2025-27 Financial Plan and Fiscal Year 2025-26 Budget.”
Ayes (5): Council Member Boswell, Council Member Francis, Council Member Marx, Vice Mayor Shoresman, and Mayor Stewart
CARRIED (5 to 0)
8 7. LIAISON REPORTS AND COMMUNICATIONS
Mayor Stewart
Attended ECOSLO SLOstice fundraiser
Attended the Cal Cities Community Service Policy Committee meeting.
Vice Mayor Shoresman
Attended the Zone 9 Advisory Committee tour of the Mid-Higuera Bypass site.
Attended the Food Bank Open House
Attended a Legislative event with the Chamber
Council Member Boswell
Attended the Food Bank Open House
Attended the Ribbon Cutting for the Artisan Apartments Downtown Spoke to Rotary SLO at their monthly meeting.
Council Member Francis
Attended the Community Action Partnership (CAPSLO) 60th Anniversary event
Attended SLOCOG/RTA meeting on June 7
Council Member Marx
Will be attending the Air Pollution Control District (APCD) on June 18th Attended the Integrated Waste Management Authority (IWMA) on June 11th meeting.
County Water Resources Advisory Committee (WRAC) -
Attended the June 13th Grizzly Graduation
Attended the June 15th graduation at Cal Poly
9 8. ADJOURNMENT
The meeting was adjourned at 9:23 p.m. The next Regular City Council Meeting is scheduled for July 15, 2025 at 5:30 p.m. in the Council Chambers at City Hall, 990 Palm Street, San Luis Obispo.
APPROVED BY COUNCIL: XX/XX/202X
Item 6c
Department: Public Works
Cost Center: 5010
For Agenda of: 7/15/2025
Placement: Consent
Estimated Time: N/A
FROM: Aaron Floyd, Interim Public Works Director
Prepared By: Luke Schwartz, Transportation Manager
SUBJECT: APPROVE A UTILITY EASEMENT WITH PACIFIC GAS AND ELECTRIC (PG&E) TO FACILITATE CALTRANS INTERSECTION IMPROVEMENT
PROJECT AT SANTA ROSA STREET & HIGHLAND DRIVE
RECOMMENDATION
Authorize the Mayor to execute a Public Utility Easement Agreement with PG&E in a final form approved by the City Attorney to support improvements planned by Caltrans to the Santa Rosa Street (State Route 1) & Highland Drive intersection.
POLICY CONTEXT
The City’s 2017 Safe Route to School Plan for Bishop Peak and Pacheco Elementary Schools and 2021 Active Transportation Plan recommend future improvements to the intersection of Santa Rosa Street (State Route (SR) 1) and Highland Drive to improve crossing access and safety for bicyclists and pedestrians crossing Santa Rosa Street.
This segment of Santa Rosa Street (SR 1) is also designated as part of the High Injury Network in the City’s Draft Vision Zero Action Plan, with a high frequency and severity of traffic collisions. The Action Plan also identifies recommended improvements to this intersection to reduce collision potential.
The purpose of this report is to seek Council authorization to execute a utility easement with Pacific Gas and Electric (PG&E) that is needed to support the implementation of safety improvements planned for the Santa Rosa Street (SR 1)/Highland Drive intersection by Caltrans.
DISCUSSION
Background
The California Department of Transportation (Caltrans) is planning to construct improvements at the intersection of Santa Rosa Street (SR 1) and Highland Drive, with an initial scope of work that included upgrades to traffic signal equipment, modifications
Item 6c
to increase visibility of the advance “TRAFFIC SIGNAL AHEAD” warning sign and beacon on southbound State Route 1 approaching this intersection, and ADA curb ramp improvements. When made aware of this project in 2023, representatives of the City, Cal Poly, and the San Luis Obispo Council of Governments (SLOCOG) requested that Caltrans consider incorporating additional traffic safety improvements to this project, with a particular focus on improving safety for people crossing Santa Rosa Street (SR 1) on foot and by bicycle.
This intersection serves as a primary gateway into the City of San Luis Obispo and the Cal Poly Campus, serving more than 1,200 pedestrian and bicycle crossings per day.
While the overall collision rate for this intersection does not appear to be above average considering the high volume of traffic at this location, there have been two severe injury collisions, and one fatal collision reported in the past five years. The City’s 2017 Safe Routes to School Plan for Bishop Peak and Pacheco Elementary, 2021 Active Transportation Plan, and Draft Vision Zero Action Plan all recommend future crossing improvements at this intersection, with a recommendation for design elements that improve safety and comfort for pedestrians and cyclists crossing Santa Rosa Street.
Following further coordination with Caltrans and a funding contribution provided by SLOCOG of approximately $400,000 towards additional design features, Caltrans has agreed to design and construct added crossing improvements to this intersection as part of this project if this can be done within available budget and without significant delays to the project. As currently designed, the project includes the following added features, which implement the primary recommendations of the City’s aforementioned plans:
Hi-visibility traffic signal backplates with yellow retroreflective edges (increases visibility of signal heads)
Hi-visibility “ladder-style” crosswalk markings
Widening to provide a dedicated eastbound right-turn lane on Highland Drive, which provides width for a channelized bike lane to the left of right-turning vehicles (reduces potential for vehicle vs. bike “right hook” collisions) Eastbound and westbound bicycle left-turn boxes
“NO RIGHT TURN” illuminated blank-out signs to restrict right-turns on red during lead pedestrian walk intervals (allows pedestrians and bicycles to get a head start into the intersection without conflicts before vehicles have a green light).
An exhibit illustrating the proposed improvements is provided as Attachment A.
Utility Easement
During design of the proposed project improvements, Caltrans determined that an existing PG&E utility pole and junction box would need to be relocated to accommodate the project. This would involve shifting an existing PG&E pole located within a City-owned parcel approximately 10’-15’ to the south from its existing position. The pole is currently
Item 6c
within a City-owned parcel and will remain within this parcel when relocated. Caltrans is coordinating this relocation with PG&E and will be funding the relocation costs; however, because this infrastructure is located on City-owned property, the City will need to grant a public utility easement to PG&E to facilitate this work. The City-owned parcel (APN No. 073-341-025) is located at the southwest corner of the Santa Rosa Street/Highland Drive intersection and currently includes a gateway monument sign and landscaping. Exhibit B shows the location of the affected City-owned parcel and PG&E utilities to be relocated.
The realignment of these utilities and related easement dedication is not anticipated to substantively impact the value or intended use of this property and there is no direct cost to the City; thus, staff is requesting Council authorization to execute a public utility easement deed with PG&E, which is provided for reference as Attachment C.
This project is anticipated to start construction summer of 2026.
Previous Council or Advisory Body Action
The development of the City’s previously adopted Safe Routes to School Plan for Bishop Peak and Pacheco Elementary, 2021 Active Transportation Plan, and 2025 Draft Vision Zero Action Plan, which include recommendations for improvements to the Santa Rosa (SR 1)/Highland Drive intersection, involved numerous presentations and meetings with the City’s Active Transportation Committee (ATC).
Public Engagement
Development of the City’s previously adopted Safe Routes to School Plan for Bishop Peak and Pacheco Elementary, 2021 Active Transportation Plan, and 2025 Draft Vision Zero Action Plan, involved numerous public engagement efforts and opportunities for community input on recommended improvement projects and priorities. Further, this item is on the Council Agenda for the July 15, 2025, meeting and will follow all required postings and notifications. The public will have an opportunity to comment on this item at or before the meeting.
CONCURRENCE
This staff report has been reviewed and approved by the City Public Works Department, City Attorney’s Office, and City Administration.
ENVIRONMENTAL REVIEW
The California Environmental Quality Act (CEQA) does not apply to the specific action recommended in this report (executing a public utility easement) because the action does not constitute a “Project” under CEQA Guidelines Section 15378. As the entity leading planning, design and construction of the related improvements proposed at the Santa Rosa Street (SR 1)/Highland Drive intersection, Caltrans will be responsible for
Item 6c
conducting the environmental review required prior to construction of any physical improvements at this location. With that said, it is expected that the specific action of relocating the existing electrical utilities would qualify for a categorical exemption under CEQA Section 15301 (Existing Facilities) and Section 15302 (Replacement or Reconstruction).
FISCAL IMPACT
Budgeted: No Budget Year: 2024-25
Funding Identified: No
Fiscal Analysis:
There is no direct fiscal impact to the City associated with executing requested utility easement agreement with PG&E. PG&E utility poles and overhead wires already exist on this City-owned parcel, and the proposed utility relocations do not substantively impact the value or potential use of this property. Further, Caltrans has agreed to design and construct additional betterments as part of this intersection improvement project at the request of the City, Cal Poly, and SLOCOG staff, which will directly benefit local road users, particularly students and staff commuting to Cal Poly from the Highland Drive neighborhood. The cost associated with these added features, including utility relocations, is approximately $450,000. The City does not have any funding nor is expected to provide any funding to support the project.
As lead project proponent, Caltrans would typically be required to compensate the City for granting the requested utility easement per Caltrans policies; however, because the value of the added design features Caltrans has agreed to include in this project at the City’s request exceed the anticipated value of these easement rights, staff is recommending that the Council approve granting this easement at no cost to Caltrans.
Funding
Sources
Total Budget
Available
Current
Funding
Request
Remaining
Balance
Annual
Ongoing
Cost
General Fund $ N/A $ $ $
State
Federal
Fees
Other:
Total $ N/A $ $ $
ALTERNATIVES
Item 6c
The Council could decide not to approve granting a public utility easement to PG&E.This course of action would impede the ability of Caltrans to construct the safety improvements planned for the Santa Rosa (SR 1)/Highland Drive intersection. Under this scenario, Caltrans would likely revise the project designs to eliminate or significantly reduce the scope of pedestrian/bicycle crossing improvements to avoid the conflicting PG&E utilities. If these planned safety improvements were to be eliminated from this project, the City would likely need to advance these elements in a future capital improvement project, taking on responsibility for construction and utility relocation costs.
ATTACHMENTS
A - Proposed Intersection Improvements
B - Utility Relocation Exhibit
C - Draft Public Utility Easement Deed
SANTA ROSA ST (SR 1)
HIGHLAND DR CHANNELIZED BIKE LANE TO LEFT OF RIGHT-TURN LANE
BIKE LEFT TURN BOX
HIGH-VISIBILITYCROSSWALKMARKINGS
WIDEN TO ADDEASTBOUNDRIGHT-TURN LANE,REDUCING "RIGHTHOOK" CONFLICTSWITH BICYCLISTS
HIGH-VISIBILITY SIGNAL BACKPLATES NO RIGHT TURN ON RED
ILLUMINATED SIGN DURING LEAD
PEDESTRIAN WALK SIGNAL
NTS SANTA ROSA STREET (STATE ROUTE 1) & HIGHLAND DRIVE
PROPOSED INTERSECTION CROSSING IMPROVEMENTS
CHANNELIZED BIKE LANE TOLEFT OF RIGHT-TURN LANE
Santa Rosa (SR 1) & Highland Drive Intersection Improvements Utility Relocation Exhibit
City-Owned Parcel (No. 073-341-025) Affected by Utility Easement PG&E Utility Pole to Be Relocated
Relocate PG&E Pole
10’-15’ south (away
from Highland Drive)
Distribution Easement (Rev.02/2020)
RECORDING REQUESTED BY AND RETURN TO:
PACIFIC GAS AND ELECTRIC COMPANY
300 Lakeside Drive, Suite 210
Oakland, CA 94612
Attn: Land Rights Library
Location: City/Uninc______________________
Recording Fee $_____________________________
Document Transfer Tax $ __________
[ ] This is a conveyance where the consideration and
Value is less than $100.00 (R&T 11911).
[ ] Computed on Full Value of Property Conveyed, or
[ ] Computed on Full Value Less Liens
& Encumbrances Remaining at Time of Sale
[ ] Exempt from the fee per GC 27388.1 (a) (2); This
document is subject to Documentary Transfer Tax
Signature of declarant or agent determining tax
(SPACE ABOVE FOR RECORDER'S USE ONLY)
LD# 2230-12-10112 EASEMENT DEED
CITY OF SAN LUIS OBISPO,
hereinafter called Grantor, hereby grants to PACIFIC GAS AND ELECTRIC COMPANY, a California corporation, hereinafter called Grantee, the right from time to time to excavate for, construct, reconstruct, install, replace (of initial or any other size), remove, maintain, inspect and use facilities of the type hereinafter specified, together with a right of way therefor, within the easement area as hereinafter set forth, and also ingress thereto and egress therefrom, over and across the lands of Grantor situated in the City of San Luis Obispo, County of San Luis Obispo, State of California, described as follows:
(APN 073-341-025)
That portion of the Northwest Quarter of the Southeast Quarter of Section 22, Township 30 South, Range 12 East, MDM described in the Relinquishment of Highway Right of Way dated December 17, 1975 and recorded in Volume 1871 of Official Records at page 902, San Luis Obispo County Records.
The facilities and easement area are described as follows:
Such poles, aerial wires, cables, electrical conductors with associated crossarms, braces, transformers, anchors, guy wires and cables; and such underground conduits, pipes, manholes, service boxes, wires, cables, and electrical conductors; aboveground marker posts, risers, and service pedestals; underground and aboveground switches, fuses, terminals, and transformers with associated concrete pads; and fixtures and appurtenances necessary to any and all thereof, as Grantee deems necessary for the distribution of electric energy and communication purposes; all to be located within the strips of land of the uniform width of 32 feet, lying 16 feet on each side of the alignment of the facilities as initially installed hereunder. The approximate location of said facilities are shown upon Grantee’s Drawing Number 35617824 attached hereto and made a part hereof.
Distribution Easement Rev. (02/2020)
Grantor further grants to Grantee the right, from time to time, to trim or to cut down, without Grantee paying compensation, any and all trees and brush now or hereafter within said easement area, and shall have the further right, from time to time, to trim and cut down trees and brush along each side of said easement area which now or hereafter in the opinion of Grantee may interfere with or be a hazard to the facilities installed hereunder, or as Grantee deems necessary to comply with applicable state or federal regulations.
Grantor also grants to Grantee the right to use such portion of said lands contiguous to said easement area as may be reasonably necessary in connection with the excavation, construction, reconstruction, replacement, removal, maintenance and inspection of said facilities.
Grantor hereby covenants and agrees not to place or construct, nor allow a third party to place or construct, any building or other structure, or store flammable substances, or drill or operate any well, or construct any reservoir or other obstruction within said easement area, or diminish or substantially add to the ground level within said easement area, or construct any fences that will interfere with the maintenance and operation of said facilities.
Grantor further grants to Grantee the right to apportion to another public utility (as defined in Section 216 of the California Public Utilities Code) the right to construct, reconstruct, replace, remove, maintain, inspect, and use the communications facilities within said easement area including ingress thereto and egress therefrom.
The legal description herein, or the map attached hereto, defining the location of this utility distribution easement, was prepared by Grantee pursuant to Section 8730 (c) of the Business and Professions Code.
This document may be executed in multiple counterparts, each of which shall be deemed an original, but all of which, together, shall constitute one and the same instrument.
The provisions hereof shall inure to the benefit of and bind the successors and assigns of the respective parties hereto, and all covenants shall apply to and run with the land.
Dated: __________________, _______
CITY OF SAN LUIS OBISPO
_____________________________________________
By:
Print Name:______________________________
Title:____________________________________
I hereby certify that a resolution was adopted on the ____ day of _________, 20____, by the _____________________________________ authorizing the foregoing grant of easement.
By__________________________________ Title________________________________
Distribution Easement Rev. (02/2020)
State of California
County of )
On __________________________, before me, Notary Public, Insert name
personally appeared
,
who proved to me on the basis of satisfactory evidence to be the person(s) whose name(s) is/are subscribed to the within instrument and acknowledged to me that he/she/they executed the same in his/her/their authorized capacity(ies), and that by his/her/their signature(s) on the instrument the person(s), or the entity upon behalf of which the person(s) acted, executed the instrument.
I certify under PENALTY OF PERJURY under the laws of the State of California that the foregoing paragraph is true and correct.
WITNESS my hand and official seal.
(Seal)
Signature of Notary Public
CAPACITY CLAIMED BY SIGNER
[ ] Individual(s) signing for oneself/themselves
[ ] Corporate Officer(s) of the above named corporation(s) [ ] Trustee(s) of the above named Trust(s)
[ ] Partner(s) of the above named Partnership(s)
[ ] Attorney(s)-in-Fact of the above named Principal(s) [ ] Other
A notary public or other officer completing this certificate verifies only the identity of the individual who signed the document to which this certificate is attached, and not the truthfulness, accuracy, or validity of that document.
Distribution Easement Rev. (02/2020)
Attach to LD: 2230-12-10112
Area, Region or Location: 4
Land Service Office: San Luis Obispo
Line of Business: Electric Distribution (43)
Business Doc Type: Easements
MTRSQ: 22.30.12.22.24,
FERC License Number:
PG&E Drawing Number: 35617824
Plat No.: MM3307
LD of Affected Documents:
LD of Cross Referenced Documents:
Type of interest: Electric Pole Line Easements (3), Electric Underground Easements (4) SBE Parcel:
% Being Quitclaimed:
Order or PM: 35617824
JCN:
County: San Luis Obispo
Utility Notice Number:
851 Approval Application No: ;Decision:
Prepared By: m22f
Checked By: l3b0
Approved By:
Revised by:
Item 6d
Department: Administration
Cost Center: 1021
For Agenda of: 7/15/2025
Placement: Consent
Estimated Time: N/A
FROM: Greg Hermann, Deputy City Manager
Prepared By: Teresa Purrington, City Clerk
SUBJECT: ADVISORY BODY APPOINTMENTS FOR UNSCHEDULED VACANCIES
ON THE HUMAN RELATIONS COMMISSION AND THE TOURISM
BUSINESS IMPROVEMENT DISTRICT BOARD
RECOMMENDATION
Confirm the appointment of Jennifer Fields to the Human Relations Commission (HRC) and Mark Eads to the Tourism Business Improvement District Board (TBID), for the remainder of the respective vacated terms as detailed in the report.
POLICY CONTEXT
The Advisory Body Handbook outlines the recruitment procedures, membership requirements, and term limits for City advisory bodies. Also contained in the Advisory Body Handbook are the bylaws for all advisory bodies, some of which include additional membership requirements. Additionally, the City Council Policies and Procedures Manual, describes the “Appointment Procedure” and “Process” for Advisory Body appointments. Recruitment and appointment recommendations were performed in conformance with all recruitment procedures, processes, and bylaws found in these resources.
California Government Code Section 54972, Local Appointments List (Maddy Act) requires that on or before December 31st of each year, each legislative body shall prepare an appointments list for their boards, commissions, and committees whose members serve at the pleasure of the legislative body. This obligation was met and is on-going.
DISCUSSION
Annual appointments to the various City Advisory Body Committees were made at the April 1, 2025 City Council meeting. The process for those appointments included recruitment by the City Clerk’s Office, interviews, and recommendations by the respective Council Liaison Subcommittees, with final confirmation of those recommendations made by the full Council. The applications of qualified candidates who are not chosen for
Item 6d
immediate appointment are held for one-year for possible consideration in the event an unscheduled vacancy occurs. When unscheduled vacancies occur throughout the year, outreach to the qualified applicant list is conducted along with any necessary new recruitment for the given vacancies.
Human Relations Commission: Due to a resignation in June, there is an unscheduled vacancy on the Commission. Using the qualified applicants list from the annual recruitment, the Council Liaison Subcommittee members assigned for the HRC, Mayor Stewart and Vice Mayor Shoresman, recommend Jennifer Fields to fill the vacant term ending March 31, 2027.
Tourism Business Improvement District Board: Due to a resignation in May 2025, there is an unscheduled vacancy on the Board. There was no qualified applicant list following the recent annual recruitment and therefore recruitment was re-opened (per Maddy Act requirements) identifying three qualified candidates. The Council Liaison Subcommittee members assigned for the TBID, Councilmember Francis and Vice Mayor Shoresman, recommend Mark Eads to fill the vacant term ending March 31, 2028.
Other Vacancies: In addition to these two vacancies on the HRC and the TBID, the City Clerk’s Office is currently recruiting for unscheduled vacancies for the Area Agency on Aging (AAA), the Administrative Review Board (ARB), the Construction Board of Appeals (CBoA), and the Tree Committee (TC).
The AAA position has been open since April of this year. The City Council appoints one member to this 12-member Board for this regional body, serving both San Luis Obispo and Santa Barbara County Senior Citizens.
The ARB position has been vacant since October 2024. This is a three-member board that acts as the final decision maker for City administrative appeal hearings relating to administrative citations issued for certain contested San Luis Obispo Municipal Code enforcement. If the appellant intends to challenge the City action by writ, they must appeal the administrative citation to the Administrative Review Board (rather than a hearing officer.)
The CBoA position is for a regular member (not a member representing the disabled community) and has been vacant since mid June. The CBoA hears and decides appeals of orders, decisions, and determinations made by the building official relative to the applications and interpretations of various technical codes.
In addition, the members of the CBoA may meet as the Appeals Board for Disabled Access for the purpose of considering appeals to the standards in the California Building Standards Code regarding accommodations for persons with physical disabilities.
The TC position has been vacant since the beginning of May. While the annual recruitment had identified additional candidates that might have filled this position, due to personal obligations, no applicants were currently able to make the needed commitment. The TC makes recommendations to the Council and staff on tree
Item 6d
policies and regulations.
Applications for these volunteer positions may be found on the City’s Job Opportunities webpage.
Public Engagement
Notices that the City was accepting applications for the above listed Advisory Bodies were placed on the City’s website and “e-notification” service, listed in the annual Local Appointments List (Maddy Act Notice – GC 54972) posted on the City Website and City Information kiosk, and distributed via City social media outlets in November 2024, for the Annual Recruitment cycle. Following Maddy Act guidelines, notices were posted in the City Information kiosk outside City Hall and on the Advisory Body Vacancies page of the City’s website alerting the public that the City was specifically accepting applications for the vacancies on the HRC and the TBID when the vacancies occurred.
CONCURRENCE
As presented in the recommendations, the various Council Liaison Subcommittees for the Advisory Bodies are in concurrence with the stated recommendations along with the City Clerk’s Office, who coordinated and organized the process.
ENVIRONMENTAL REVIEW
The California Environmental Quality Act does not apply to the recommended action in this report, because the action does not constitute a “Project” under CEQA Guidelines Sec. 15378.
FISCAL IMPACT
Budgeted: Yes/No Budget Year: 2025-26
Funding Identified: Yes/No
Fiscal Analysis:
Funding
Sources
Total Budget
Available
Current
Funding
Request
Remaining
Balance
Annual
Ongoing
Cost
General Fund $ $ $ $
State
Federal
Fees
Other:
Total N/A N/A N/A N/A
Item 6d
There is no fiscal impact for the appointment of the above Advisory Body members.
Administration of the process is considered in the City Clerk’s annual budget.
ALTERNATIVES
Council could recommend changes to the sub-committee recommended appointments or direct staff to re-open recruitment for additional candidates.
City of San Luis Obispo, Council Memorandum
City of San Luis Obispo
Council Agenda Correspondence
DATE: July 15, 2025
TO: Mayor and Council
FROM: Greg Hermann, Deputy City Manager
VIA: Whitney McDonald, City Manager
SUBJECT: ITEM 6e – DOWNTOWN SLO AGREEMENT 2025-26
Staff received the following questions, regarding the 2025-26 agreement with Downtown SLO. The questions are below with staff’s response shown in italics:
1) Can you please explain why we are reducing the requested match by Downtown SLO for the Clean and Safe Program from 100% to 50%, from the previous agreements?
Response: Due to budget constraints, Downtown SLO is unable to fund the program at the previously requested 100% match without reducing services in other areas. Downtown SLO has attempted to meet the 100% match over the last year through additional programming, fundraising, and exploration of an additional assessment district. Based on these unsuccessful efforts and following a review of Downtown SLO’s budget, staff recommend a 50% match to be more aligned with Downtown SLO’s historic contribution to the program and their anticipated ability to fund the program for FY 2025-26. Downtown SLO has also agreed that in addition to the 50% match, they will allocate additional funding above the FY 2025- 26 budget to the Clean and Safe Program as it becomes available through grant funding, individual support, or net new non-BIA assessment revenue as feasible. 2) In addition to our $60K/year contribution to the Clean and Safe Program and the holiday lighting/decoration funding at $150K per year, what other costs does the city incur for downtown maintenance? (Street sweeping, sidewalk power washing, trash, etc.)
Response: While staff has not compiled a complete list or determination of full cost of services to the Downtown, the City last completed a point in time analysis of baseline services and in-kind contributions provided Downtown by the City in October 2023 which included estimates of costs and/or staff time as noted below:
ITEM 6e – DOWNTOWN SLO AGREEMENT 2025-26 Page 2
Police Department Downtown Services
1. Bike Officers: Provide four (4) Bike Officers assigned to Downtown. Two (2) bike officers are assigned to work during the days. They provide coverage Monday through Saturday, working from 7:00 AM to 5:00 PM. The other two (2) Officers are assigned to work evenings. These Officers work Wednesday through Saturday from 5:00 PM to 3:00 AM. There are also special functions like marathons, parades, Thursday Night Farmers’ Market and permitted events where their hours may be flexed, or they are paid overtime to work these events through permit fees as resources allow. Depending on patrol staffing needs, these officers may be temporarily reassigned to maintain minimum staffing within patrol.
2. Community Action Team Officers: Provide up to two (2) Community Action Team (CAT) Officers to primarily address chronic offenders within the downtown. CAT Officers cover Monday through Friday from 7:00 AM to 5:00 PM. They alternate every other Monday and Friday. CAT Officers are not specifically assigned to downtown. Depending on patrol staffing needs, these Officers may be temporarily reassigned to maintain minimum staffing in patrol.
3. Patrol Officers and Community Service Officers*: The Police department assigns Patrol and Community Service Officers within the City limits, including downtown, to best serve the community. Priorities and crime trends are routinely discussed with the leadership of Downtown SLO to best understand community needs and any emerging public safety concerns.
4. Graffiti Removal: The Police Department tracks graffiti through calls received in dispatch, on the Police Department's webpage, and the City‘s ASKSLO app.
The Department works with volunteers and City staff to ensure the graffiti is removed on public property in a timely manner.
Parks and Recreation Downtown Services
1. Banner Reservations: Downtown SLO receives 50% discounts on banner reservations and priority booking prior to the public.
2. Facility Rentals: Downtown SLO is not charged for the use of facilities for special events including Mission Plaza. Downtown SLO has four (4) reservations per year to use the Library Community Room for public education workshops, at no cost to Downtown SLO.
3. Special Events Permits and Fees: Downtown SLO is charged 50% on applicable permits and fees.
4. Storage: Free storage and access to the Mission Plaza Adobe based on space availability.
5. Staff Support: Downtown SLO may request the City to assist for volunteer outreach for support of special events and activities through the City’s Volunteer Coordinator.
ITEM 6e – DOWNTOWN SLO AGREEMENT 2025-26 Page 3
Utilities Department Downtown Services
Sewer:
1. Sewer pipe cleaning occurs every two (2) months with two (2) Wastewater Collection Operators and the vacuum truck for the entire downtown district amounting to 12 personnel hours.
2. Storm drain cleaning occurs every summer with two (2) Wastewater Collection Operators and the vacuum truck. The storm drain cleaning in the downtown area must be completed before the first major storm event of each year.
3. The Downtown creek corridor is walked by two (2) Wastewater Collection Operator every six months to monitor sewer mains, private laterals, and storm drain-source points and look for any potential sewer spills.
4. Monthly creek tunnel observations of sewer laterals and storm drain outfalls.
Annual priority storm outfall inspection with one (1) Environmental Compliance Inspectors.
Solid Waste:
1. San Luis Garbage Company provides daily servicing of the trash and recycling containers on all streets in the downtown area except for Mission Plaza, which is serviced by the City’s Public Works Department. Public Works maintains all public trash and recycling containers that are broken or vandalized. Servicing completed by San Luis Garbage Company is funded through City ratepayers.
Public Works Department Downtown Services
Streets Maintenance Program:
1. Monday through Friday street sweeping.
2. *Sidewalk and Bike Lane sweeping/blowing on Thursdays and Fridays year round and including Saturday in the fall.
3. Thursday Night Farmers' Market traffic control set-up and take down by four (4) part- time employees for an annual total of 1,479 hours (29 hours weekly x 51 weeks). The current fee for each closure is $155.36 for fiscal year 2025-26, which Downtown SLO has historically paid quarterly.
4. *Thursday Night Farmers' Market Street closures with anti-vehicle barriers. Full Market hard closures are completed by full and part time staff. Deployment, retrieval, and staffing the entrances during the Market require 1248 hours in staff time.
5. *City crews will regularly clean sidewalks in the Downtown with high traffic areas being cleaned a minimum of once a month. On average staff will spend 30-50 hours per week cumulatively on pressure washing and sidewalk cleaning.
6. *Monthly third-party sidewalk pressure washing on specific, high pedestrian areas. Friday morning and Monday morning cleaning in Bubblegum Alley. Total annual contract budget for sidewalk pressure washing is $102,000.
7. *Sidewalk trash pickup 12 hours per week by Achievement House.
ITEM 6e – DOWNTOWN SLO AGREEMENT 2025-26 Page 4
8. Holiday parade traffic control support. Public Works Maintenance Programs will support the annual holiday parade by staging barricades and providing traffic control during the event. Staff time for this event is estimated at 625 hours.
Parks Maintenance Program:
1. Parks Maintenance Program furnishes and delivers two (2) portable restroom trailers, one on Broad between Higuera and Monterey, and one on Morro between Higuera and Marsh, for Farmer’s Market each Thursday night. The Parking Services Program posts the signage at least 25 hours in advance, and then PD verifies the postings. Typically, one part-time employee delivers the trailers and maintains the facilities during the entire duration of the event, then returns the restrooms back to the Corporation Yard to service and clean the restrooms for the next Farmers Market. Total annual staff hours are 714 (14 hours weekly x 51 weeks) for this part-time position.
2. Mission Plaza is maintained Monday through Friday by the Parks Maintenance Program, as well as a weekly service by an outside contractor.
Parking Services Program:
1. Special Event Operations (Farmer’s Market, Holiday Parade, Misc. Events):
1. Loss of parking meter revenue, approximately two (2) hours in preparation for Thursday Night Famers' Market on Thursday or on Saturdays for special events. Note: This reduction in parking meter revenue is partially offset by increased revenue in the parking garages.
2. Staff time spent checking barbeque and signage placement, coordinating directly with the tow companies for towing needs. Staff hours are 5 hours/event.
2. Downtown Parking Programs:
1. *Parking Garage Permit: Park in any of the City’s three parking garages for $45/month.
2. 10-Hour Meter Pass: Pass provides access to park in the designated 10-Hour meters on the periphery of the downtown for $60/month or $180/quarter.
3. Holiday free garage parking: The City has historically offered a number of days of free parking in City garages during the holidays, typically including Thanksgiving Day and Thanksgiving weekend, every Sunday in December, Christmas Eve and Christmas Day, the day after Christmas, and New Year’s Eve and New Year’s Day.
Transit Program:
1. Subsidized Trolley service ($.50 per rider) on Thursday evenings from 5-9 p.m. and during the summer months on Saturdays and Sundays from 12-8 p.m.
2. Downtown Access Pass allows employees who work in the downtown to receive a free monthly SLO Transit bus pass.
*Denotes all or part of a service/contribution that has been added since 2017.
ITEM 6e – DOWNTOWN SLO AGREEMENT 2025-26 Page 5
3) In section 8 of the agreement (about page 251 of packet), it states that DSLO pays the city $155.36 for set up and removal of barricades for Farmer’s Market. In this same section, it states that DSLO will reimburse the city for all costs incurred by the city for other events not discussed in the contract.
What does that include and about how much, annually is that? Response: Downtown SLO is not currently planning for any additional events that would incur costs for the City. Typically, for events outside of the agreement, the City and Downtown SLO would enter into a separate agreement detailing responsibilities and any costs.
4) Related to the above question, what is the value of the city’s “in kind” contribution to Farmer’s Market, Concerts in the Plaza and other Downtown SLO event activations?
Response: Please see the response to Question #2, which describes the various services and in-kind contributions that each relevant City department provides in support of the Downtown area.
5) What is the reasoning for the decrease in estimated business assessment revenue in 25-26 and then an increase again in 26-27? (5% decrease from 24- 25, but then an increase of about $5k between the two years of the next two year financial plan).
Response: According to the 2025-27 Financial Plan adopted in June 2025, revenues are proposed to decrease by $11,749 or 5% based on a conservative analysis of recently observed results on assessment collections. Expenditures are budgeted equal to revenue. Should revenue exceed budget, the actual amount collected will be transferred to Downtown SLO.
Item 6e
Department: Administration
Cost Center: 1004
For Agenda of: 7/15/2025
Placement: Consent
Estimated Time: N/A
FROM: Greg Hermann, Deputy City Manager
Prepared By: Laura Fiedler, Economic Development and Tourism Manager SUBJECT: DOWNTOWN SLO AGREEMENT 2025-26
RECOMMENDATION
Authorize the City Manager to finalize and approve a one-year agreement with Downtown SLO, as well as the referenced separate agreements for the holiday lights program and tree lighting and power program, to execute the Downtown-related initiatives in the 2025- 27 Financial Plan, with the option to renew the agreements for one additional year by mutual written consent of the City Manager and Downtown SLO.
POLICY CONTEXT
The City’s Economic Development Strategic Plan (EDSP), adopted in July 2023, identifies that a thriving downtown contributes to the City’s position as the cultural and economic hub of the region and increases general awareness of San Luis Obispo as a special place.
Downtown SLO (DSLO) is listed as a supporting partner in many strategies in the EDSP, including:
1.1. Business Retention and Expansion (BRE). Develop a proactive and targeted approach to identify and address the needs of existing businesses, while creating an environment that fosters growth and innovation.
1.2. Entrepreneurial Support. Continue to bolster the entrepreneurial ecosystem by improving access to resources, education, and networks for entrepreneurs.
1.3. Business Preparedness, Sustainability, and Resiliency. Implement disaster preparedness measures that enhance the city’s ability to respond to economic disruptions and effectively support business recovery.
1.4. Small Business Development. Continue to support the small business community to sustain growth.
1.5. Business Support Infrastructure. Maintain efforts to develop and grow business support infrastructure and tools.
2.2. Welcoming Environment. Create an inclusive and friendly environment for residents, workers, and visitors.
2.3. Downtown Vitality. Continue to support and maintain a vibrant and dynamic urban core that attracts people and businesses.
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2.4. Cultural Vitality. Strengthen working relationships with and maintain financial support of the arts community to enrich the cultural offerings throughout the city.
3.2. Employer and Employee Integration. Develop methodologies, tools, and programs to welcome and acclimate new employers and employees to the community.
Within the strategies listed above, the EDSP has action items that specifically call for the City to continue to support DSLO programs like Clean & Safe, events like Farmers’ Market and Concerts in the Plaza, and to financially and operationally support the winter holiday program.
In addition, the new 2025-27 Major City Goal of Cultural Vitality, Economic Resilience, and Fiscal Sustainability has several tasks specific to the City’s partnership with DSLO including:
1. Improve the local business environment, support Downtown vitality, and help businesses thrive
d. Work with partners to create a roadmap for the development of a potential conference facility in Downtown SLO.
2. Support the cultural arts, including the Cultural Arts District.
4. Promote the City as an appealing community for people to live, work, visit, and invest
c. Conduct a study session with the City Council to explore innovative and alternative funding methods to address the needs of business areas throughout the City.
DISCUSSION
Background
In 1975, the City Council adopted, and subsequently amended on various occasions, Ordinance 649 (1975 Series) creating the Downtown Parking and Business Improvement Area (“BIA”) in the downtown area of San Luis Obispo. An assessment is imposed on every business in the area and is collected with the business license application fee and annually with the business license renewal fee. The current minimum assessment is $150 per year. Fee revenue from the assessment is budgeted at $246,713 for FY 2025-26.
Revenues are expected to decrease by 5% from the FY 2024-25 budget based on a conservative analysis of recently observed results on assessment collections.
Per Municipal Code Chapter 12.36, the allowed uses of the collected revenue are: 1) acquisition, construction or maintenance of parking facilities for the benefit of the area, provided that the facilities shall not impair the city’s ability to produce revenues for the payment of parking district No. 1 obligations; 2) decoration of any public place in the area; 3) promotion of public events which are to take place on or in public places in the area;
Item 6e
4) furnishing of approved music in any public place in the area; and 5) general promotion of retail trade activities in the area.
The City contracts with the Downtown SLO to provide services funded by this assessment. DSLO is a 501(c)(6) non-profit organization whose mission is to foster an economically vibrant downtown.
The agreement (Attachment A) is the foundation of the City’s partnership with DSLO to ensure the success of the Downtown. This agreement specifies various events and activities to be managed by Downtown SLO to benefit downtown businesses, including Farmers’ Market, Concerts in the Plaza, and seasonal holiday events. In addition to the revenue collected from the assessment, the agreement provides that the City would continue to provide a contribution of $60,000 to support the DSLO Clean and Safe Program, which provides litter and graffiti removal, sidewalk and gutter sweeping, and other cleaning beyond the baseline services provided by the City. The City would also continue a contribution of up to $150,000 for the holiday lighting program, subject to an additional agreement.
While historically the term of the agreement between the City and DSLO has been for two years to match the City’s two-year financial plan, the proposed agreement is for one year with the option to renew for one additional year by mutual written consent of the City Manager and Downtown SLO. The change in term is to preserve flexibility for the City in managing its budget following the activation of the Fiscal Health Contingency Plan on April 18, 2025.
Other minor language changes were made to the agreement to better reflect the working relationship between DSLO and the City including:
1. Updating the scope of work to allow DSLO to have greater flexibility in selecting the specific activity/entertainment in Mission Plaza during the holiday program and greater flexibility in determining dates and the number of concerts in the Concerts in the Plaza series (Exhibit A, Item 1.c. and 2.c.)
2. Clarifying City services in support of special events, particularly around the topics of providing no-cost reserved parking spaces for vendors/operations, and processing all applicable permit fees at 50% of standard City fees (Exhibit A, Item
5.e. and 5.h.).
3. Updating the agreement around the banners and banner arms to reflect an added banner series (Exhibit C).
4. Updating the agreement to support the Clean and Safe Program to reflect changes to the program and its funding sources (Exhibit E). This includes reducing the requested match from DSLO from 100% to 50% of the City’s contribution ($30,000 from DSLO and $60,000 from the City for a total program budget of $90,000). Also, DSLO agrees to allocate additional funding above the FY 2025-26 budget to the Clean and Safe Program as it becomes available through grant funding, individual support, or net new non-BIA assessment revenue as feasible.
Item 6e
Previous Council or Advisory Body Action
On June 20, 2023, the Council approved the last two-year agreement with DSLO.
Public Engagement
Through forums and surveys, community members expressed a continued desire for downtown vitality to remain a focus as part of the 2025-27 Major City Goals. In addition, community members may provide feedback on this item at or before the Council meeting.
CONCURRENCE
The proposed agreement for Downtown SLO has the concurrence of the Administration, Parks and Recreation, Public Works, Utilities and Finance departments as well as the City Attorney.
ENVIRONMENTAL REVIEW
The California Environmental Quality Act does not apply to the recommended action in this report, because the action does not constitute a “Project” under CEQA Guidelines Sec. 15378.
FISCAL IMPACT
Budgeted: Yes Budget Year: 2025-26, 2026-27
Funding Identified: Yes
Fiscal Analysis:
Funding
Sources
Total Budget
Available
Current
Funding
Request
Remaining
Balance
Annual
Ongoing
Cost
General Fund $420,0001 $210,000 $210,000 $210,000
Other (Special
Fee District):
$498,3602 $0 $498,3603 N/A
Total $918,360 $210,000 $708,360 $210,000
As described above, the City has budgeted to support Downtown SLO for $210,000 for each year of the 2025-27 plan: $60,000/year for the Clean and Safe Program and up to $150,000/year for the holiday lights program, subject to an additional agreement. The
1 Amount represents budgeted amount in both years of the 2025-27 Financial Plan, including $150,000/year for holiday lighting and activations, $60,000/ year for Clean and Safe program. 2 The budget for the downtown assessment is $246,713 for 2025-26 and $251,647 for 2026-27 and is not part of the General Fund contribution but is shown for reference. 3 This balance is not part of the General Fund but is shown for reference.
Item 6e
proposed agreement for Council’s review is a one-year agreement with the option to renew for one additional year by mutual written consent of the City Manager and Downtown SLO. While historically the City and DSLO have had a two-year agreement, the proposed shortened term is to allow the City greater flexibility in managing its budget to address the forecasted budget deficit.
ALTERNATIVES
1. The City Council may choose to not authorize the City Manager to negotiate and approve the one-year agreement and other related agreements, with the option to renew the agreement for an additional year. Staff would return to the Council with any changes to the agreement and to seek approval for a renewal.
2. The City Council may choose to approve partial funding for the agreement. The proposed agreements are cost-effective tools in advancing the City’s economic development initiatives. The Council should provide direction on which aspects of the scope of work should be completed with partial funding.
ATTACHMENTS
A – Downtown SLO Agreement 2025-26
1 AGREEMENT
THIS ECONOMIC DEVELOPMENT AGREEMENT is made and entered into in the City of San Luis Obispo on _____________________________, by and between the DOWNTOWN SLO, a 501(c)(6) non-profit corporation organized under the laws of the State of California, with a place of business at 1135 Chorro Street, San Luis Obispo, California 93401 ("DSLO"), and the CITY OF SAN LUIS OBISPO, a municipal corporation and charter city ("City") (each a “Party,” and collectively the “Parties”).
W I T N E S S E T H:
WHEREAS, on October 6, 1975, the City Council adopted, and subsequently amended on various occasions, Ordinance 649 (1975 Series) (collectively, "the Ordinance") creating the Downtown Parking and Business Improvement Area (“BIA”) in the downtown area of San Luis Obispo, and levying the authorized assessment on all businesses within that area; and WHEREAS, the City and DSLO have benefited from a close working relationship for the benefit of business and tourism in the downtown area of San Luis Obispo since the inception of the Downtown Parking and Business Improvement Area in 1975 and desire to continue their relationship for the betterment of tourism and business; and WHEREAS, DSLO is uniquely qualified to provide the promotional activities services contemplated under this contract due to its intimate knowledge of downtown, unique connection to businesses in the downtown, and its long experience producing and providing promotional services for the benefit of DSLO members; and WHEREAS, DSLO has historically added substantial value to the events produced under contract with the City by utilizing the financial resources of its membership and dedication of its staff that in total far exceed the BIA assessment revenues; and WHEREAS, DSLO brings experienced and competent management of the subcontractors that it hires for the contracted events; and
WHEREAS, both parties acknowledge that the Thursday Night Farmers’ Market, Concerts in the Plaza, and Holiday Activities are unique events that activate the downtown city streets and public areas and draw visitors; and
WHEREAS, having determined that promotional activities to benefit business and tourism activities in the downtown area of San Luis Obispo are an appropriate use of BIA assessment proceeds since such activities are expected to maintain and increase revenues derived by the City from the downtown area and to preserve and enhance the unique character of the downtown for the special benefit of downtown area businesses, and further, having determined that DSLO is able to conduct such promotional activities, the City Council desires to contract
2 with DSLO to conduct promotional activities in the downtown area of San Luis Obispo using BIA assessment proceeds; and
WHEREAS, the City is authorized to enter into a contract to provide services to the members of the BIA and to administer the assessment collected for that purpose; DSLO, a 501(c)(6) organization, wishes to enter into this contract with the City to provide agreed upon services to the BIA members.
NOW THEREFORE, in consideration of their mutual promises, obligations, and covenants hereinafter contained, the parties hereto agree asfollows:
1. Term/Termination. The term of this Agreement will commence July 1, 2025, and end on June 30, 2026. The contract may be renewed for one additional year (July 1, 2026 – June 30, 2027) by mutual written consent of the City Manager and DSLO. Either Party may terminate this Agreement and any rights, duties, and liabilities accruing in this Agreement at any time by providing written notice of election to terminate to the other party at least thirty (30) days prior to termination in accordance with Paragraph 20 of this Agreement.
2. Scope of Services. DSLO will conduct promotional activities to benefit business, cultural, and tourism activities in the downtown area of the City, more specifically set forth in this Agreement as the Scope of Services, attached hereto as Exhibit A and incorporated as if fully set forth herein, as limited by State law and the Ordinance, and subject to any modifications approved in writing by the City Manager.
During the term of the contract, the Scope of Services, Exhibits A and E may be amended by mutual consent of the parties. The City Manager is hereby authorized to approve periodic amendments to Exhibits A and E without further consent by the City Council to the extent that any such amendments do not result in the elimination of required Special Events, as set forth in Exhibit A.
Additionally, DSLO will provide the services listed in Exhibit E as it relates to the cleanliness downtown for $60,000.
3. Financial Reporting. DSLO will prepare and file with City, consistent with City policy, quarterly financial reports within 60 days after the end of the quarter showing qualifying expenditures made by DSLO and shall, upon request by City, produce supporting invoices, receipts, vouchers and statements showing how the BIA revenues have been expended consistent with this Agreement. Such financial reports shall be in a format approved by the Finance Director.
The reports will be filed with the City Finance Director consistent with the City’s financial reporting policies and practices, and as reasonably requested by the Finance Director.
In addition to interim quarterly reports, DSLO shall provide an annual compilation of DSLO’s financial operations related to qualifying revenues and expenses. Said compilation shall be completed every year, at the end of the contract period and shall show the purposes to which
3 the BIA funds were applied by providing the name and date of the event and the allocation of BIA funds relative to the costs of the event. The compilation shall be in a format approved by the Finance Director. The objective of a compilation is to assist management in presenting financial information in the form of financial statements without undertaking to obtain or provide any assurance that there are no material modifications that should be made to the financial statements. DSLO’s fiscal year shall be July 1 to June 30; and the compilation shall be completed and submitted to the City’s Finance Director within 180 days of the fiscal year end. The City reserves the right to request an audit of DSLO financial statements and DSLO agrees to comply with such a request. The City will be responsible for 50% of the costs of any such requested Audit.
4. Quarterly Activity Reports. At the time the interim quarterly financial reports are filed, DSLO will also file with the City Manager a report of the activities of DSLO and its subcontractors and the respective accomplishments of each during the period specified in the financial report.
5. BIA Funding Restrictions. The parties acknowledge that BIA funds shall be used exclusively for activities within Exhibit A and that all BIA funds allocated by the City shall be subject to the restrictions imposed on BIA monies by the Ordinance and State law.
6. Limited Use of BIA Funds. DSLO will not use funds received pursuant to this Agreement for any purpose not enumerated in the Ordinance, including but not limited to, any expense (including administration and overhead) in support of a DSLO Political Action Committee or any other political entity or activity. The City recognizes that DSLO may engage in such activities on behalf of its members, independent of its contract with the City and does not attempt through this Agreement to limit those activities, so long as such activities do not utilize BIA funds.
7. Accounting for BIA Assessments. BIA funds may be used to finance fund-raising activities intended to generate additional revenue for use by DSLO. However, the sum of all BIA funds used for this purpose shall be accounted for, and proceeds from the fundraiser equal to that sum shall be used for purposes stated in the Ordinance and conforming to the purposes of the assessment as defined by State law. Further, such use of BIA funds shall be specifically described in the periodic reports described in paragraph 2 of this Agreement.
8. City Support for DSLO Activities. The City will continue to provide staff support and services in accordance with DSLO’s Scope of Services attached hereto as Exhibit A. DSLO shall pay to the City the sum of One Hundred Fifty-Five Dollars and 36/100 ($155.36) per Farmers’ Market forset up and removal of barricades during the 2025-26 fiscal year. Said sum shall be adjusted each July 1 by the All-Urban Consumer Price Index, Los Angeles Area April to April twelve month average as published annually in May by the Bureau of Labor Statistics.
It is also agreed that DSLO will reimburse City for all costs incurred by City in providing services during the term of this Agreement relating to other DSLO events or promotional services not
4 addressed in this contract. These costs will be determined and certified in accordance with City policies applicable to other nonprofit organizations and City will provide DSLO with invoices for such services, which will be due and payable by DSLO consistent with standard City policies and practices.
9. Monthly Remittance of BIA Funds to DSLO. The City will cause to be paid to DSLO the total amount of BIA funds collected by the City during each month within thirty (30) days of the end of the month. The City recognizes that DSLO relies on the City to collect the assessment and to enforce the payment of the assessment via its business license process. To ensure compliance with the Business Tax and License rules, the City and DSLO collaborate to encourage compliance. All businesses within the City are subject to the same rules and same enforcement procedures.
10. Monthly and Quarterly Remittance of Business Reports. The City will provide to DSLO monthly New Business Lists and Complete Business Lists (active licenses), Transient Occupancy Tax (TOT) Reports, and quarterly Sales Tax Updates and Sales Tax Reports specific to the downtown. Nothing in this paragraph shall be construed to entitle DSLO to any confidential sales tax data as defined by applicable federal, state, or local law.
11. City Council Member and City Staff Rights to Attend DSLO Board Meetings. DSLO shall continue to notify the City via the City Manager or his/her appointed representative of all regular meetings of the Board of Directors and shall have the right to attend all such regular meetings.
12. Independence of DSLO. Neither the City nor any of its officers or employees will have any control over the conduct of DSLO or any of its employees, except as provided above, it being distinctly understood that DSLO is and at all times will remain as to the City, an independent contractor, and the obligations of DSLO to the City is solely as prescribed by this Agreement.
Employees of DSLO are not and shall not be construed to be employees of City for any purpose.
13. Electricity and Tree Lighting Program. The City and DSLO have agreed to work toward accomplishing additional goals set forth in Exhibit B relating to electricity for Downtown SLO Farmers’ Market and tree lighting. These provisions are separate and distinct from the Exhibit A Scope of Services for which BIA funds are provided.
14. Banner Program. The City and DSLO have agreed to work toward accomplishing additional goals set forth in Exhibit C relating to streetlight banner arm installation and banner displays.
These provisions are separate and distinct from the Exhibit A Scope of Services for which BIA funds are provided.
15. Farmers’ Market Encroachment Permit. DSLO shall have an encroachment permit for its Farmers’ Market activity. The encroachment permit will be valid for one year and may be extended by City upon DSLO submitting proof of adequate insurance.
5 16. Dispute Resolution between DSLO and its Subcontractors. DSLO shall include a dispute resolution clause in all contracts with subcontractors furnishing services related to contracted events. The dispute resolution clause shall provide a clear and concise process for resolution of disputes that arise between DSLO and itssubcontractors.
17. Assignment. This Agreement contemplates that DSLO will render special services that it is uniquely able to provide, and it is recognized by the parties that an inducement to City for entering into this Agreement was, and is, the ability of DSLO to render these special services.
Neither this Agreement nor any interest in this Agreement may be assigned by DSLO, except that DSLO may, on written consent of the City Manager or designee obtained in advance, assign any moneys due, or to become due, to DSLO for purposes consistent with this Agreement. DSLO agrees not to subcontract any portion of the performance contemplated and provided for in this Agreement, except that DSLO may enter into subcontracts for the sole purpose of carrying out promotional activities within the scope of the Ordinance with the consent of City. Nothing contained in this Agreement is intended to or will be construed as preventing DSLO from employing or hiring asmany employees asitmaydeemnecessary for the proper and efficient execution of this Agreement.
18. Insurance. DSLO shall obtain and maintain insurance as set forth in Exhibit D hereto, the requirements of which are incorporated herein. Each insurance policy shall be endorsed to state that coverage shall not be suspended, voided or canceled by either party except after thirty (30) days' prior written notice to City, and shall be primary and not contributing to any other insurance or self-insurance maintained by City.
DSLO shall deliver to City certificates of insurance and original endorsements for approval as to sufficiency and form prior to the start of performance hereunder. The certificate and endorsements for each insurance policy shall contain the original signature of a person authorized by that insurer to bind coverage on its behalf. "Claims made" policies of insurance are not acceptable unless the City Risk Manager determines that "occurrence" policies are not available in the market for the risk being insured. If a "claims made" policy is accepted, it must provide for an extended reporting period of not less than one hundred eighty (180) days. Such insurance as required herein shall not be deemed to limit DSLO's liability relating to performance under this Agreement. City reserves the right to require complete certified copies of all said policies at any time. Any modification or waiver of the insurance requirements herein shall only be made with the approval of the City Risk Manager. The procuring of insurance shall not be construed as a limitation on liability or as full performance of the indemnification provisions of this Agreement.
To the extent that DSLO subcontracts certain activities pursuant to paragraph 14 of this Agreement, DSLO may comply with the requirements of this paragraph 15 by providing certificates of insurance naming DSLO and the City of San Luis Obispo as separate “additional insured” under the subcontractor's insurance, providing that the subcontractor's insurance
6 meets or exceedsthe insurance requirements ofthis paragraph 15, all subject to the approval of the City Risk Manager.
19. Hold Harmless and Indemnification.
a. Non-design, non-construction Professional Services: To the fullest extent permitted by law (including, but not limited to California Civil Code Sections 2782 and 2782.8), DSLO shall indemnify, defend, and hold harmless the City, and its elected officials, officers, employees, volunteers, and agents (“City Indemnitees”), from and against any and all causes of action, claims, liabilities, obligations, judgments, or damages, including reasonable legal counsels’ fees and costs of litigation (“claims”), arising out of DSLO’s performance or DSLO’s failure to perform its obligations under this Agreement or out of the operations conducted by DSLO, including the City’s active or passive negligence, except for such loss or damage arising from the sole negligence or willful misconduct of the City. In the event the City Indemnitees are made a party to any action, lawsuit, or other adversarial proceeding arising from DSLO’s performance of this Agreement, DSLO shall provide a defense to the City Indemnitees or at the City’s option, reimburse the City Indemnitees their costs of defense, including reasonable legal fees, incurred in defense of such claims.
b. To the fullest extent permitted by law (including, but not limited to California Civil Code Sections 2782 and 2782.8), City shall indemnify, defend, and hold harmless DSLO, and its officers, employees, volunteers, and agents (“DSLO Indemnitees”), from and against any and all causes of action, claims, liabilities, obligations, judgments, or damages, including reasonable legal counsels’ fees and costs of litigation (“claims”), arising out of the City’s performance or City’sfailure to performthe obligations asset forth in Exhibit A, Paragraph 5 titled City Services in Support of Special Events under this Agreement or out of the operations conducted by DSLO. In the event DSLO Indemnitees are made a party to any action, lawsuit, or other adversarial proceeding arising from City’s performance of obligations as set forth in Exhibit A, Paragraph 5 titled City Services in Support of Special Events under this Agreement, the City shall provide a defense to DSLO Indemnitees, reimburse DSLO’s Indemnitees their costs of defense, including reasonable legal fees, incurred in defense of such claims.
c. The review, acceptance or approval of the City’s or DSLO’s work or work product by any indemnified party shall not affect, relieve or reduce the indemnification or defense obligations. This Section survives completion of the services or the termination of this contract. The provisions of this Section are not limited by and do not affect the provisions of this contract relating to insurance.
7 20. Notice. Any noticesto be given underthisAgreement, or otherwise,may be given by enclosing the same in a sealed envelope, addressed to the party intended to receive the same, at its address and by depositing the same in the U. S. Postal Service as regular mail, postage prepaid. When so given, notice will be effective from the time of mailing of the notice. For these purposes, unless otherwise provided in writing, the address of the City and DSLO and the proper persons to receive any notices on its behalf are the following:
Whitney McDonald, City Manager LeBren Harris, CEO
City of San Luis Obispo Downtown SLO
990 Palm Street 1135 Chorro Street
San Luis Obispo, CA 93401 San Luis Obispo, CA 93401
[email protected]
IN WITNESS WHEREOF, the parties hereto have executed this Agreement on _______________.
CITY OF SAN LUIS OBISPO SAN LUIS OBISPO DOWNTOWN
ASSOCIATION, a 501(c)(6) Corporation
By: By: _____________________________
Erica A. Stewart LeBren Harris, CEO
City of San Luis Obispo Downtown SLO
ATTESTATION:
By:
Teresa Purrington, City Clerk
APPROVED AS TO FORM:
By:
J. Christine Dietrick, City Attorney
8 EXHIBIT A
SCOPE OF SERVICES
Special Events & Activations in Public Space
The events and/or activities set forth and defined below are Special Events the continuation of which the City considers integral to the fulfillment of DSLO’s obligations under the Agreement. As such, the City agrees to continue to provide, at the mutually agreed cost to DSLO, the enumerated municipal services that have traditionally been provided to DSLO in conjunction with the events/activities as set forth below and DSLO shall continue to provide the following Special Events and related services to the downtown:
1. Holiday Activities: Holiday Activities include some of the County’s most popular holiday events including:
a. Annual Holiday Parade, a free event that features nearly 100 entries and winds its way through the Downtown streets early in the holiday season; b. Santa’s House in Mission Plaza, a free service opening the day after Thanksgiving and operating through Christmas Eve. Thousands of children visit the House from all over the county and beyond;
c. Additional Activity in Mission Plaza, such as a carousel or other entertainment or experience;
d. Holiday Plaza lighting and downtown activation program, management of the program, lights and other activities occurring in Downtown for the holidays, not including the zig-zag street lighting. This will include securing private funding to attain matching contributions from the City.
2. Concerts in the Plaza: Concerts in the Plaza are held in Mission Plaza showcasing local and California bands, providing the highest level of quality in all aspects of the production such asstage and sound, promotional marketing materials, a high level of staffing and security, dozens of volunteers and quality food and beverage vendors. DSLO will be given priority in Mission Plaza for the Friday night concert series beginning the first Friday in June and ending on the fourteenth contiguous Friday hence, subject to the following:
a. In those instances, where the concert conflicts with Mission College Preparatory School graduation activities that take place in Mission Plaza, the series will begin on the second Friday in June allowing Mission College Preparatory School priority use of the plaza for graduation.
b. In years when the seriesstarts on the second Friday in June, DSLO willstill have priority for the full fourteen contiguous Fridays.
c. The City and DSLO may mutually agree to change the start/end dates of the series and number of concerts in the series as needed.
3. Dining in the Plaza: Continued promotion and monitoring of the Dining in the Plaza activities as long as the activity is continued and supported by the City. While the City will
9 be responsible for the set up and tear down of the tables and chairs, DLSO can assist as needed in the set up and tear down and by reporting any damage to the table and chairs to the Parks and Recreation contact.
4. Downtown SLO Farmers’ Market: (DSLOFM): An event that showcases downtown and downtown businesses to visitors, both locals and tourists, and offers opportunities for downtown businesses, other eligible non-downtown businesses, produce vendors, nonprofit organizations and other community groups to sell their products and services, fundraise, or provide information. DSLOFM is also often generically referred to as “Farmers’ Market,” “the Market,” or other various combinations of those names.
5. City Servicesin Support of Special Events: City servicesin support ofthe above events have traditionally included the following, which will continue uninterrupted:
a. Public safety support at levels determined appropriate by the City, including holiday parade escort.
b. Placement and removal of street barricades and coordination of street closures for holiday activities and DSLOFM.
c. Placement and removal of City-owned portable restrooms for DSLOFM. d. Parking services support for towing at DSLOFM and Holiday Parade e. Parking spaces will be allowed to be reserved at no cost for vendors and operations support for special events per the description below. If additional reserved spots are needed, DSLO may purchase them at cost.
i. Concerts in the Plaza: 8 parking spaces in the “dog leg” on Monterey/Broad Street from 11 a.m. – 9 p.m. on concert days. ii. Holiday Program: 4 parking spaces in the Parking Lot 9 starting on the first day of installation through tear-down (for the 2025 holiday season, this is November 5, 2025 – January 9, 2026).
f. Placement and removal of the tables and chairs used for Dining in the Plaza and other support as determined appropriate by the City.
g. Banner placement and advertising at 50% of standard City fees. (Note: DSLO shall retain its priority position with regard to the placement of street banners that promote activities that benefit tourism and business in the district, in addition to the Special Events above, within the scope of the Agreement, but shall be charged fees consistent with City policy for the placement of such banners). h. Processing of all applicable fees at 50% of standard City fees. i. Street clean-up following Special Events.
j. Free rental of Mission Plaza for Holiday Plaza decorations and for Concerts in the Plaza.
k. Up to $150,000 in funding for the “Light Up Downtown” holiday program. Up to $75,000 may be used as matching funding subject to private funds being raised by DSLO. Final details will be subject to an additional agreement between the City and DSLO.
l. Use of the storage in the Adobe in Mission Plaza.
m. DSLO will ensure the City is recognized at the appropriate level for the full value of
10 services and funding provided for all special events where the City is contributing. This includes but is not limited to pre-event media outreach, during event materials and announcements and post event report outs and reporting.
6. DSLO Services in Support of Special Events: DSLO services in support of the above events have traditionally included the following, which will continue to enhance the success of the events:
a. Booth space at DSLOFM for City departments at no cost subject to space availability. b. Marketing and coordination of City-related events at DSLOFM at no costincluding but not limited to:
• Arbor Day activities
• Fire Prevention Night
• Law Enforcement Night
• Public Works Night
• City of San Luis Obispo Parks and Recreation activities • City of San Luis Obispo Utilities activities
• City of San Luis Obispo Tourism activities
• City of San Luis Obispo Transit activities
c. Solid waste collection and public facing recycling options and bike valet for all events expecting 300 or more attendees in accordance with Policy2.13 of the City’s Bicycle Transportation Plan.
d. DSLO will cover the costs and management of Livescan screenings as needed for volunteers and staff in support of special events.
7. Ongoing Services
In addition to the Special Events set forth above, DSLO shall provide, as needed, the following Ongoing Services to the Downtown. The costs of any City services required or requested in support of these Ongoing Services shall be allocated to DSLO consistent with City policies applicable to other not for profit entities and pursuant to the terms of the Agreement.
8. Parking/Transportation
a. Distribute employee and customer parking information to targeted groups. b. Work closely with City staff to analyze and make recommendations to the City Council on ways to address employee parking issues.
c. Work closely with City staff on the development of downtown construction public information programs.
d. Work closely with City staff on parking management plan and any parking and access programs that benefit the community.
9. Downtown Maintenance
a. Provide input to City staff to give input on sidewalk scrubbing schedule. b. Disseminate cleanliness and safety information to members through outreach and
11 presentations.
c. Assist City staff to communicate with businesses to have waste wheelers put away after collection per City Municipal Code.
d. Continue Downtown Forester program in assisting with tree maintenance. e. Provide additional services as outlined in Exhibit E related to the cleanliness and safety in the downtown.
10. Economic Development Issues
a. Work closely with City staff to implement initiatives within the 2025-27 Major City Goal of “Cultural Vibrancy, Economic Resilience, and Fiscal Sustainability.” b. Work closely with City staff to implement the City’s Economic Development Strategic Plan to maintain downtown retail health.
c. Work closely with City staff on issues related to undesirable and/or criminal behaviors in the downtown, such as aggressive panhandling, graffiti, and drunk- in-public behaviors.
d. Continue to coordinate with City and SLO Chamber of Commerce to get information to visitors on downtown retail/shopping opportunities.
e. Continue collaboration efforts with the Chamber of Commerce and other business and visitor groups to increase effectiveness of local and regional marketing. f. Get word out to downtown retailers and restaurants when conferences/events are in town and encourage them to do direct marketing/outreach as provided to DSLO via the City’s tourism efforts.
g. Investigate additional qualitative and quantitative methods to assess the success of the efforts of DLO and the City as it relates to the vibrancy and economic health of the downtown.
11. Organizational Capacity
Keep the City apprised of and included in the process of any update to DSLO’s long term strategy for the fiscal sustainability, including strategies to:
a. Maintain economic vitality and independence of the organization. b. Identify options for development of other funding sources to be considered, pursued, and/or secured to supplement the organization’s activities. c. Evaluate internal organization, and committee structure, and allocation of resources to identify changes needed to most effectively implement DSLO’s mission and goals.
This Scope of Services is intended and shall be interpreted to be consistent with Chapter 12.36 of the San Luis Obispo Municipal Code (Downtown Parking and Business Improvement Area). To the extent any provision of this Scope of Services is deemed inconsistent with Chapter 12.36, in effect on the date of this writing or as modified hereafter from time to time, such provision shall be void.
12 EXHIBIT B
ELECTRICITY AND TREE LIGHTING
Electrical Wiring in Higuera and Garden Streets for Future Electrical Connections In 2008 and 2012 the City facilitated the installation of electrical conduit and service connections in Higuera Street to provide electrical connections for use by DSLOFM vendors. Further capital will be required to facilitate additional conduit placement. The City and DSLO have agreed to work toward accomplishing the connections over the term of the Agreement. However, the parties recognize that the completion of such a project will require additional funding and the parties agree that the cost allocation relating to the provision of such connections and postinstallation maintenance issues, such as electrical service costs, are subject to further negotiation.
Tree Lighting Program
In 2012, in return for the City’s issuance of a temporary revocable encroachment permit, DSLO executed an agreement for encroachment within the public right-of-way for DSLO Tree Lighting and Power Project. Furthermore, on June 14, 2012, the City and DSLO amended their contractfor services dated July 1, 2011, under which DSLO was allowed to conduct a Tree Lighting and Power Project consisting of installation of string lightsin trees, installation of electrical boxes to provide the lights with electricity per City standards, and installation a commemorative plaque to acknowledge tree lighting donors. A further capital project in 2018 facilitated additional connections on Garden Street.
For the 2025-26 agreement the City will carry forward $25,000 of the remaining 2022-23 downtown improvements funding to be available to provide matching funds for a potential upgrade to the tree lighting program. The release of the funding is subject to a comprehensive upgrade plan being provided to the City and the City Manager’s approval of the release of the funding.
The Tree Lighting and Power Project shall meet the following requirements:
1. The Tree Lighting and Power Project will be allowed on street trees along Higuera Street between Morro and Garden Streets (the “Project Area”). All areas outside the Project Area are reserved for the City’s commemorative tree program as established per Resolution No. 10151 (2010 Series) until such time as the commemorative tree program is eliminated or the Project Area modified.
2. Trees in the Project Area that have commemorative plaques granted prior to June 14, 2012, in accordance with the City’s planting and commemorative plaque program, are excluded from the Tree Lighting and Power Project unless written approval of the commemorative donor to allow inclusion in the Tree Lighting and Power Program has been obtained by DSLO.
13 3. DSLO may charge a fee to cover the costs of installing, maintaining, operating (including electricity) and replacing the lighting and plaques otherwise administering the Tree Lighting Project.
4. DSLO will be entirely responsible for all costs associated with the Tree Lighting and Power Project and shall comply with the following conditions:
a. Install, maintain, operate, replace, and remove tree lighting in the Program Area upon revocation of the encroachment permit issued for the Tree Lighting and Power Project (unless otherwise agreed in writing by City);
b. Purchase, place, maintain, and remove all plaques associated with its Program upon revocation of the encroachment permit issued for the Tree Lighting and Power Project (unless otherwise agreed in writing by City);
c. Remove anydamaged orhazardousplaqueswhen needed orupon request by the City; and d. Provide lighting of the existing commemorative trees in the Program Area. e. Plaques shall be no larger than 5” x 6” and shall have wording appropriate to a public location.
f. All tree lighting shall be placed in accordance with guidance of the City Arborist to minimize impacts to pruning and other maintenance operations. g. Any expansion of the Program Area requires the prior written approval of City before implementation by DSLO.
14 EXHIBIT C
BANNERS AND BANNER ARMS
Beginning in 2018, the City started the removal of large cobra-head style light poles throughout Downtown and began the installation pedestrian style light poles. Through the community placemaking and beautification work of the City’s Promotional Coordinating Committee (PCC) and in partnership with DSLO, the PCC directed the installation of pedestrian banner arms throughout Downtown to maintain banner display areas in the Downtown core.
Additionally, the PCC created a portfolio of 5-series banner artwork to be displayed on pedestrian, cobra and companion banner arms, referred to as the “City Established Banner Series”.
The PCC also created a Banner “style guide” document in collaboration with DSLO’s Cultural Arts Committee and under the terms of the City’s Flag Policy, for the use of DSLO’s in the implementation of the Banner Program and work with other agency’s use of the banner displays.
City Established Banners Series
1. For the term of this agreement, the City will supply five complete banner sets of the City Established Banner Series for display throughout downtown. The City will be responsible for replacing damaged banners as needed within these series.
2. For the term of this agreement, the capital and coordination required to facilitate the City Established Banner Series rotation will be managed by the City directly with the designated banner installation contractor.
a. The schedule of the City Established Banner Series for the term of this agreement is outlined below. Specific installation dates and changes to the approximate schedule below will be provided to DSLO in writing.
City Banner Series FY 2025-26 – Display Period
Series 1 – Cultural September 2025 – Late-November 2025 Series 2 – Holiday Late- November 2025 – Mid-February 2026 Series 3 – Reconnection Mid-February – early June 2026
Series 4 – Explore June - September 2026
Series 5 – Independence Only for the month of July
Banner Program
As referenced in the City adopted Flag Policy, Flags (referred to as “Banners” for the purpose of this agreement) in the Downtown core fall under the sole jurisdiction of DSLO and are subject to the guidelines described within the Flag Policy.
15 For the term of this agreement, DSLO will be responsible for the implementation and management of a comprehensive Downtown Banner Program in alignment with the City’s Flag Policy.
The Banner Program shall meet the following requirements:
1. The Banner Program will be allowed on streetlights with existing banner arm infrastructure including cobra head and pedestrian light posts along Palm, Monterey, Higuera and Marsh Streets between the blocks of Santa Rosa and Nipomo Streets (the “Project Area”). a. Any expansion of the Program Area or banner arm infrastructure requires the prior written approval of City before implementation by DSLO.
2. The Banner Program includes the use of all existing banner arm infrastructure within the Project Area for various banner sizes as defined as “cobra head”, “companion” and “pedestrian” size banners.
3. With the exception of the City Established Banner Series, DSLO will be entirely responsible for the management associated with the Banner Program including administering the “SLO Downtown Association Flag Contract” provision as outlined in the City’s Flag Policy, and shall comply with the following conditions:
a. Provide consistent banner displays in the Project Area; and b. Incorporate the City Established Banner Series seasonally into the banner rotation for a minimum of 30 consecutive days within the 90-day specified quarter subject to the written approval of the City; and
c. Utilize and maintain the Banner Style Guide provided by the City in the administration of the Banner Program; and
d. Establish and provide a process for qualified organizations to participate. a.DSLO may charge a fee to contracted organizations to cover the costs in the administration of the Banner Program.
4. DSLO is responsible for coordinating with the City on the installation of new banner arm infrastructure or the maintenance, replacement, or removal of damaged or not needed banner arm infrastructure in the Project Area.
a. Pedestrian banner arms: DSLO assumed the maintenance responsibility of the pedestrian banner arm infrastructure in the Project Area after FY 22-23. b. Cobra head and companion banner arms: DSLO is responsible for all cost and management associated with all cobra head and companion banner arm infrastructure installation, maintenance, replacement, and removal in the Project Area. DSLO will remove and replace any damaged banner arms and banners when needed or upon request by the City.
16 EXHIBIT D
INSURANCE REQUIREMENTS
Downtown SLO (“Contractor”) shall procure and maintain for the duration of the contract insurance against claims for injuries to persons or damages to property that may arise from or in connection with the performance of the work hereunder by the Contractor, its agents, representatives, employees orsubcontractors.
Minimum Scope of Insurance. Coverage shall be at least as broad as:
1. Insurance Services Office Commercial General Liability coverage (occurrence form CG 0001).
2. Insurance Services Office form number CA 0001 (Ed. 1/87)covering Automobile Liability, code 1 (anyauto).
3. Workers' Compensation insurance as required by the State of California and Employer's Liability Insurance.
Minimum Limits of Insurance. Contractor shall maintain limits no less than:
1. General Liability: $1,000,000 per occurrence for bodily injury, personal injury, and property damage. If Commercial General Liability or other form with a general aggregate limit is used, either the general aggregate limitshall apply separately to this project/location or the general aggregate limit shall be twice the required occurrence limit.
2. Automobile Liability: $1,000,000 per accident for bodily injury and property damage.
3. Employer's Liability: $1,000,000 per accident for bodily injury or disease.
Deductibles and Self‐Insured Retentions. Any deductibles or self‐insured retentions must be declared to and approved by the City. At the option of the City, either: the insurer shall reduce or eliminate such deductibles or self‐insured retentions as respects the City, its officers, officials, employees and volunteers; or the Contractor shall procure a bond guaranteeing payment of losses and related investigations, claim administration and defense expenses.
Other Insurance Provisions. The general liability and automobile liability policies are to contain, or be endorsed to contain, the following provisions:
1. The City, its officers, officials, employees, agents and volunteers are to be covered as insureds as respects: liability arising out of activities performed by or on behalf of the Contractor; products and completed operations of the Contractor; premises owned, occupied or used by the Contractor; or automobiles owned leased, hired or borrowed by the Contractor. The coverage shall contain no special limitations on the scope of protection afforded to the City, its officers, official, employees, agents or volunteers.
17 2. For any claims related to this project, the Contractor's insurance coverage shall be primary insurance as respects the City, its officers, officials, employees, agents and volunteers. Any insurance or self‐insurance maintained by the City, its officers, officials, employees, agents or volunteers shall be excess of the Contractor's insurance and shall not contribute withit.
3. The Contractor's insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the limits of the insurer'sliability.
4. Each insurance policy required by this clause shall be endorsed to state that coverage shall not be suspended, voided, canceled by either party, reduced in coverage or in limits except after thirty (30) days' prior written notice by certified mail, return receipt requested, has been given to the City.
Acceptability of Insurers. Insurance is to be placed with insurers with a current A.M. Best's rating of no less than A:VII.
Verification of Coverage. Contractor shall furnish the City with a certificate of insurance showing required coverage. Original endorsements effecting general liability and automobile liability coverage are also required by this clause. The endorsements are to be signed by a person authorized by thatinsurerto bind coverage on its behalf. All endorsements are to be received and approved by the City before work commences.
Subcontractors. Contractor shall include all subcontractors as insured under its policies or shall furnish separate certificates and endorsements for each subcontractor. All coverages for subcontractors shall be subject to all of the requirements stated herein.
18 EXHIBIT E
CLEAN AND SAFE PROGRAM SERVICES
Providing a clean and safe environment is a top priority to welcome visitors, locals, and business owners into our downtown and is critical for us to meet our mission of fostering an economically vibrant downtown. The Downtown SLO Clean & Safe Program includes dedicated workers focusing on cleanliness along with business owners, the SLO Police Department, and the City of SLO to provide a positive experience for visitors, workers, and residents. This program is designed to supplement City services, not replace them. Clean Team members provide daily cleaning services to ensure the downtown district is kept tidy; this means sidewalks free of litter, lamp posts clear of stickers and graffiti, sanitized benches, clean trash cans, and more. Additionally, Clean Team members act as a second set of eyes for SLOPD, reporting all suspicious or illegal behavior. Often, Clean Team members are the first ones reporting damaged city property such as trash cans or signs.
Organizational Commitment
In previous years, Downtown SLO has agreed to match City contract funds and dedicate $60,000 through the regular organizational annual budget approved by the Board of Directors.
However, the match was not achieved due to budget constraints. For the FY25-26 contract term, DSLO agrees to a 50% match of the City’s contribution of $60,000. In addition to the $30,000 match, DSLO agrees to allocate additional funding above the FY 2025-26 budget to the Clean and Safe Program as it becomes available through grant funding, individual support, or net new non-BIA assessment revenue as feasible.
Services Description
Business owners and the public may reach the Clean Team seven days a week through the intake form on the DSLO website.
The Clean Team’s primary duties are patrolling the downtown and paying careful attention to cleaning, maintenance, safety, and outreach. Duties include the following:
Cleaning
Remove litter from sidewalks, tree wells, and planters. Wipe down trash cans, benches, and Mission Plaza Tables. Clean up sidewalk messes and spills.
Clean near bike racks and public benches.
Dispose of abandoned/lost items.
Maintenance
Remove stickers from public property.
Remove graffiti and chalk marks.
Interface with City Public Works to report damaged or tarnished items such as signs, news racks, light poles, and trash cans.
19 Safety
Observe and monitor the district and report any dangerous or threatening situations to proper authorities.
Report violations of laws and local ordinances to proper authorities.
Quarterly Reporting and Metrics
Impacts are measured by the Clean & Safe vendor. Downtown SLO will report summaries of these metrics at monthly DSLO Board meetings where City staff and council members are present and in quarterly meetings with City leadership.
Item 6f
Department: Administration
Cost Center: 1005
For Agenda of: 7/15/2025
Placement: Consent
Estimated Time: N/A
FROM: Greg Hermann, Deputy City Manager
Prepared By: Robert Hill, Sustainability & Natural Resources Official SUBJECT: AMENDMENT NO. 1 TO GRANT AGREEMENT WITH FRIENDS OF LA
LOMA ADOBE
RECOMMENDATION
Authorize the City Manager to execute Amendment No. 1 to Grant Agreement with the Friends of La Loma Adobe in a final form satisfactory to the City Attorney. (Attachment A)
POLICY CONTEXT
In 1998, the City Council approved a Community Partnership and Foundation Policy that provided guidelines by which the City would support the activities of non-profit, public benefit organizations in the community (Resolution No. 8862 (1998 Series)). The City of San Luis Obispo currently has numerous community partnerships with organizations advancing the arts, culture, history, and the environment.
DISCUSSION
Background
La Loma Adobe is a two-story structure located at 1590 Lizzie Street. The exact date of original construction is unknown. It is particularly rare as a two-story adobe residence in the City and one of only a few such adobes remaining in the State. Consequently, it has significant architectural and historical value.
The property was deeded to the City in 1995 by the Bowden family and the City purchased additional land to the east of the house which preserved the site and grounds associated with the adobe. The structure has been vacant for over fifty years. The first structural stabilization efforts were completed in 2011, and basic maintenance and security continues today, but these approaches are insufficient to preserve the adobe in the long term.
Through a partnership with the Friends of La Loma Adobe (FLLA) that was approved in 2017, significant efforts have been undertaken to re-establish the historic landscape and grounds, undertake community awareness and events, gain a keener understanding of
Item 6f
the adobe and its historicism through a Historic Resources Evaluation (Applied Earthworks, 2021), and identification of rehabilitation measures for the adobe consistent with The Secretary of the Interior’s Standards for the Treatment of Historic Properties (National Park Service, 36 CFR 68, 1995) through a Historic Structures Report (Architectural Resources Group, 2023).
Previous Council Action
In 2013, the City Council adopted the Reservoir Canyon Natural Reserve Conservation Plan, which included La Loma Adobe within the boundary of the Reserve due to the relationship between the structure, a naturally occurring perennial spring water source, and the surrounding landscape.
In 2017, the City Council approved a Memorandum of Understanding between the City and FLLA that established a formal relationship and set forth a framework for partnering to further evaluate the historic significance of the adobe, identify an appropriate preservation strategy, and engage with the neighborhood and community.
The 2023-25 Financial Plan’s Major City Goal for Economic Resiliency, Cultural Vitality & Fiscal Sustainability specifically identified funding and support; see Strategic Approach #
1.4f.: “Continue to support preservation of the City’s adobes, including work on the La Loma Adobe through a phased approach intended to ensure that the structure is ready for active stabilization efforts by 2025.”
On February 6, 2024, the City Council approved a Grant Agreement with the Friends of La Loma Adobe that provides for the disbursement of up to $100,000 and details a scope of work that entails plans and engineering for structural stabilization, as well as plans for historic feature treatment, visitor access, phasing of project priorities, and cost estimating (Attachment B).
The 2025-27 Financial Plan’s Major City Goal for Open Space, Climate Action, and Resilience directs continued effort in furtherance of the overall project; see work plan item 4e.: “In partnership with Friends of La Loma Adobe, complete boundary adjustment, initiate structural stabilization of the adobe, and complete trailhead connection as part of the Reservoir Canyon Natural Reserve.”
Current Status
The Friends of La Loma Adobe continue to make forward progress. Together with their recent quarterly report, FLLA has requested a two-year extension of the current Grant Agreement (Attachment C), noting that with the remaining balance of funds still available, they will be able to complete the stabilization and seismic improvements planned for the next phase of the project. During the current term, FLLA has completed plans and engineering for structural stabilization on a pro bono basis, thereby preserving funding for physical implementation work proposed to occur over the course of the next two years.
Stabilization of the east wall has already been installed. The City and FLLA, working
Item 6f
together, are also making positive advancement towards resolving the lot line / boundary matter, and staff anticipate approaching Council for direction on next steps by the end of calendar year 2025. An amendment to the existing grant agreement, including an extension of the term as contemplated herein, requires City Council approval per paragraph 9.
Public Engagement
The recommendations contained in this report are the result of the extensive community engagement process completed as part of both the 2023-25 and 2025 -27 Financial Plans, including the Community Forum, Goal Setting Workshop, and Financial Plan review City Council hearings, wherein ongoing work at La Loma Adobe has been identified as a Major City Goal task.
CONCURRENCE
The Community Development Department has provided their concurrence, as well as the City Attorney’s Office as to the form of the draft Amendment No. 1 to Grant Agreement.
ENVIRONMENTAL REVIEW
The draft Amendment No. 1 to Grant Agreement does not constitute a Project, in and of itself, under the California Environmental Quality Act (CEQA), Section 15378. However, the compliance with the Historic Resources Evaluation and Historic Structures Report, described above, ensure that the physical stabilization and rehabilitation project is consistent with the City’s Historic Preservation Ordinance, the guidelines set forth by the State Historic Preservation Office (SHPO), and the Secretary of the Interior’s Standards for the Treatment of Historic Properties. The stabilization and rehabilitation project is, therefore, exempt from environmental review under the Class 31 exemption for historical resource restoration/rehabilitation (CEQA Guidelines §15331.)
FISCAL IMPACT
Budgeted: Yes Budget Year: 2023-24
Funding Identified: Yes
Fiscal Analysis:
Funding
Sources
Total Budget
Available
Current
Funding
Request
Remaining
Balance
Annual
Ongoing
Cost
General Fund $100,000 - $70,178 N/A
State
Other:
Total $100,000 - $70,178 N/A
Item 6f
Funding in the amount of $100,000 was identified in the 2023-25 Financial Plan to support key steps leading towards the rehabilitation of the La Loma Adobe. The City Council subsequently approved a Grant Agreement with FLLA and a purchase order was issued in the amount of $85,000, with the remaining $15,000 identified in the Grant Agreement for the City to hire a land surveyor to assist with the lot line / boundary matter, which has since occurred. FLLA reports that $70,178 is anticipated to be remaining in their existing purchase order and available for use during the 2025-27 timeframe for the next phase of structural stabilization, if the recommended action of this Council Agenda Report is approved.
ALTERNATIVES
Council may request changes to the draft Amendment No. 1 to Grant Agreement or decide not to approve the Amendment. A decision not to approve would be inconsistent with prior Council direction contained in the 2023-25 and 2025-27 Financial Plans. Should Council choose this option, staff would rescind the existing purchase order encumbering the remaining grant funds.
ATTACHMENTS
A - Draft Amendment No. 1 to Grant Agreement
B - Grant Agreement
C - Friends of La Loma Adobe - Quarterly Report and Request for Extension
GRANT AGREEMENT
FRIENDS OF LA LOMA ADOBE
This agreement dated ___________________________ is between THE FRIENDS OF LA LOMA ADOBE, a California non-profit public benefit corporation (“FLLA”) and City of San Luis Obispo, a California Municipal Corporation and Charter City (“City”) (jointly referred to as the “Parties”) with reference to the following:
WHEREAS, FLLA has requested that City contribute to FLLA’s efforts to rehabilitate the La Loma Adobe (“Adobe”), located at 1590 Lizzie Street, San Luis Obispo, by providing financial support towards planning, design, specifications, and engineering for the stabilization and rehabilitation of the Adobe at this location, and
WHEREAS, the City and FLLA have an established Memorandum of Understanding (2017) that sets forth the relationship and mutual goals of both parties to rehabilitate the Adobe, thereby serving both a public and municipal purpose, and
WHEREAS, addressing the long-term protection and stewardship of the Adobe is among the City’s 2023-25 Major City Goals, and
WHEREAS, City has approved grant funding (the “Grant”) for the FLLA project in its 2023-25 Financial Plan pursuant to FLLA’s proposal, and
WHEREAS, City has determined that, ultimately, the Adobe and its surrounding grounds will serve a broad spectrum of citizens interested in historic preservation, education, open space protection, native and culturally appropriate landscape restoration, and passive recreational trail use, while also serving as a vital community gathering place, and WHEREAS, FLLA intends to prepare plans and specifications for the Adobe in a manner that is consistent with the Secretary of the Interior’s Standards for Rehabilitation, State of California Historic Preservation Office standards, the City’s Historic Preservation Ordinance and Historic Context Statement, as well as the Historic Resource Evaluation (Applied Earthworks, 2021), the Historic Structures Report (Architectural Resources Group, 2023) that have been prepared for the Adobe.
NOW, THEREFORE, CITY and FLLA for and in consideration of the mutual benefits, promises and agreements set forth herein, do agree as follows:
1. Planning for Rehabilitation of the Adobe
On or before June 30, 2025, FLLA shall complete plans, specifications, and engineering for 1.) the structural stabilization of the Adobe and, 2.) the rehabilitation of the Adobe in accordance with the selected period of significance identified in the Historic Resources Evaluation (2021) and the rehabilitation treatments identified in the Historic Structures Report (2023) and the proposal made by the firm Architectural Resources Group. The anticipated scope of work is attached herein as Exhibit A
2. Grant Amount and Allowed Expenses
City agrees to pay to FLLA grant funds in the sum of $100,000, to be used to complete planning for rehabilitation of the Adobe defined in Section 1. Funds will be allocated in two installments, as follows:
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a. Installment # 1 will be in the amount of $85,000 to be used for the plans, specifications, and engineering tasks described in Section 1, above, as well as associated engineering elements such as mechanical, electrical, plumbing, and any American Disability Act requirements.
b. Installment # 2 would be generated from a reserve of $15,000 held by the City to be utilized as necessary to resolve the property line dispute described in Section 6. If funds from the reserve remain after the dispute is resolved, then the City will grant the remaining reserve to FLLA for purposes entirely to support further efforts consistent with the purposes set forth in Section 1. Any such allocation to FLLA under Installment # 2 is also subject to the conditions stated in Section 10 (Periodic Reports and Financial Assurance).
Any amounts used by FLLA for purposes other than those stated in (a) and (b) above shall be reimbursed to the City, subject to the terms of Paragraph 3 below, and any funds not expended by FLLA by June 30, 2025, or as otherwise extended pursuant to Paragraph 9, shall be returned to the City.
3. Use at Other Sites
If FLLA determines that rehabilitation of Adobe at the site specified, above, is impractical or inadvisable for any reason, then FLLA may not use these funds for any other purpose without prior written approval of City.
4. Fundraising Plan
The City’s payment of grant funds is intended to promote the subsequent implementation of the physical rehabilitation of the Adobe. FLLA shall prepare, by June 30, 2025, a fundraising and / or business plan that provides evidence of sufficient capacity-building to manage the rehabilitation and identifies financial match prospects from donor groups that articulates a “best-guess” path to completing the rehabilitation of the Adobe.
5. Ownership of Assets
City is the owner of the property and building. FLLA will prepare, or direct the preparation of, stabilization and rehabilitation documents for the benefit and use of both the City and FLLA.
6. Property Line Dispute
City acknowledges that there currently exists a property line dispute between the City property at 1590 Lizzie Street and the adjacent property at 1580 Lizzie Street. As the property owner of the Adobe, the City is the only entity with proper legal standing to resolve the dispute. Resolution of the dispute is critical to the successful stabilization and rehabilitation of the Adobe, and City hereby commits to use its best efforts to resolve the dispute in a timely manner, at its sole cost and expense.
City and FLLA acknowledge that failure to resolve the dispute in a timely manner may impede FLLA’s ability to comply with the terms of this agreement, in which case City shall favorably consider an extension of the timelines set forth herein, pursuant to Section 9. Nothing in this Agreement shall be construed as an obligation to the City to resolve the dispute by any particular date.
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7. Permits
FLLA shall apply for and obtain all necessary building and other related permits to construct the stabilization and rehabilitation phases of the project in conformance with local, state, and federal laws. City shall waive all City building and other related permit and processing fees applicable to the project, unless timely building plan review necessitates City using an outside contractor; any external costs borne by City for building and other related permit processing shall be at FLLA’s expense. This agreement does not authorize any construction or otherwise alter or impact the exercise of the City’s independent regulatory and land use authority, to the extent applicable.
8. Funding Source Recognition
FLLA will ensure recognition of the roles of the City in providing funding through this Agreement.
The City shall be identified as a funding source in all applicable publications, press releases, and other promotional materials. In addition, FLLA will include a reference to the support provided herein in all publications made possible with funds made available under this Agreement.
9. Amendments
The City and FLLA may amend this Agreement at any time by mutual agreement provided that such amendments make specific reference to this Agreement, and are executed in writing, signed by a duly authorized representative of each organization, and approved by the City Council. Such amendments will not invalidate this Agreement, nor relieve or release the City or FLLA from its obligations under this Agreement, except as expressly provided in writing in any subsequent amendments.
10. Periodic Reports and Financial Assurance
The FLLA shall provide quarterly reports on both project progress and on the use of City funds.
These reports shall be due at the end of the first month after the end of the calendar quarter (i.e., January, April, July, and September). City reserves the right to request and receive copies of invoices, account statements, or audits of FLLA’s financial records pertinent to the Adobe.
11. Assignment
The FLLA will not assign or transfer any interest in this Agreement without the prior written consent of the City.
12. Conflict of Interest
No member of the City’s governing body and no other public official of such locality, who exercises any functions or responsibilities in connection with the planning or carrying out of the project, will have any personal financial interest, direct or indirect, in this agreement; and the FLLA will take appropriate steps to assure compliance.
FLLA agrees to abide by the provisions of 24 CFR 84.42 and 570.611, which includes maintaining a written code or standards of conduct that will govern the performance of its officers, employees or agents engaged in the award and administration of contracts supported by Federal funds.
13. Severability
If any provision of this Agreement is held invalid, the remainder of the Agreement will not be affected thereby and all other parts of this Agreement will nevertheless be in full force and effect.
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14. Entire Agreement
This Agreement constitutes the entire agreement between the City and the FLLA for the use of funds received under this Agreement and it supersedes all prior communications and proposals, whether electronic, oral, or written between the City and the FLLA with respect to this Agreement.
15. No Agency or Employment
The FLLA is solely responsible for all activities supported by the Grant. Nothing in this Agreement creates a partnership, agency, joint venture, employment, or any other type of relationship. The FLLA shall not represent itself as an agent of the City for any purpose, and has no authority to bind the City in any manner whatsoever. FLLA and all of its agents, representatives, or participants in any manner in the performance of its obligations and duties hereunder, shall be employees, independent contractors, or volunteers solely of FLLA. They shall not for any purpose be considered employees or agents of the City.
16. Termination
The City Council may terminate this agreement, after a public hearing and upon ten (10) days written notice to FLLA. Said termination shall be effective thirty (30) days after City mails notice of termination of agreement to FLLA. Any remaining funds and liabilities in excess of costs actually incurred as of the date of notice of termination pursuant to Section 3 above shall revert to City upon said termination.
17. Effect of Prior Agreement
The terms of the Memorandum of Understanding (MOU) executed between the Parties on May 24, 2017, including without limitation the terms of indemnification and insurance requirements, remain in full force and effect. To any extent the MOU is inconsistent with this Agreement, this Agreement prevails. A true and correct copy of the MOU is attached hereto as Exhibit B and incorporated herein.
18. Notice
For purposes of notice under this agreement, all notices shall be considered effective upon being sent by certified mail to the following addresses:
City:
City of San Luis Obispo
990 Palm Street
San Luis Obispo, CA 93401
Attn: City Manager
FLLA:
The Friends of La Loma Adobe
P.O. Box 13253
San Luis Obispo, CA 93406
Attn: President, Board of Directors
DocuSign Envelope ID: 5FADFBE6-DA8D-4588-9F37-D915C9C05B38
CITY OF SAN LUIS OBISPO, A MUNICIPAL CORPORATION
By:
Derek Johnson, City Manager
APPROVED AS TO FORM:
By:
J. Christine Dietrick, City Attorney
THE FRIENDS OF LA LOMA ADOBE, A CALIFORNIA NON-PROFIT CORPORATION By:
Robert Jorgensen, President
DocuSign Envelope ID: 5FADFBE6-DA8D-4588-9F37-D915C9C05B38
Exhibit A
La Loma Adobe
Scope of Work 2023 – 2025
The Friends of La Loma Adobe (FLLA) operates under a Memorandum of Understanding (MOU) with the City of San Luis Obispo who is the owner of the adobe and property. This MOU recognizes the importance of this historic and cultural resource and appreciates that FLLA has the interest and ability to cooperate on these goals. To further those goals, FLLA has commissioned an Historic Resource Evaluation, an Historic Structures Report, an archaeological study using remote-sensing technology and conducted many small repair and stabilization projects on the building.
As part of their biannual budget process, in 2023, the City Council allocated $100,000 toward the rehabilitation and adaptive reuse of the adobe. The intent of that allocation was to bring the adobe project to a “shovel-ready” condition. Presuming the City resolves the standing property-line dispute, FLLA intends to meet that goal by performing the following, listed in order of importance:
Structural Stabilization.
Prepare an engineered design, analysis & construction documents for the structural stabilization and rehabilitation of the adobe. This includes evaluation of the structural systems in relation to Building Code requirements, basic loads from people and furniture in the building as well as seismic loads.
Historic Feature Treatment.
Produce design and construction documents for the treatment of the existing historic fabric and features of the building. This includes evaluation of each surface, interior and exterior including walls, ceilings, and floors for its ability to tell the story of the adobe and to accommodate future uses of the building.
Visitor Access.
Articulate the site and building design to provide visitor access.
Project Priorities.
Identify a priority list of elements of the project which responds to a logical sequence of construction and budget limitations.
Cost Estimate.
Calculate an estimate of the probable construction cost of the various elements or phases of construction.
During this two-year process, FLLA intends to raise funds through donations and grants for the construction and it is likely that FLLA will return to the City Council for additional funds and fee waivers, as may be allowable.
DocuSign Envelope ID: 5FADFBE6-DA8D-4588-9F37-D915C9C05B38
Exhibit B
La Loma Adobe
Copy of Memorandum of Understanding
DocuSign Envelope ID: 5FADFBE6-DA8D-4588-9F37-D915C9C05B38
DocuSign Envelope ID: 5FADFBE6-DA8D-4588-9F37-D915C9C05B38
DocuSign Envelope ID: 5FADFBE6-DA8D-4588-9F37-D915C9C05B38
DocuSign Envelope ID: 5FADFBE6-DA8D-4588-9F37-D915C9C05B38
DocuSign Envelope ID: 5FADFBE6-DA8D-4588-9F37-D915C9C05B38
DocuSign Envelope ID: 5FADFBE6-DA8D-4588-9F37-D915C9C05B38
DocuSign Envelope ID: 5FADFBE6-DA8D-4588-9F37-D915C9C05B38
AMENDMENT NO. 1 TO GRANT AGREEMENT
THIS AMENDMENT TO GRANT AGREEMENT is made and entered in the City of San Luis Obispo on ______________________________by and between the CITY OF SAN LUIS OBISPO, a municipal corporation, herein after referred to as City, and Friends of La Loma Adobe, a non-profit corporation, hereinafter referred to as FLLA.
WITNESSETH:
WHEREAS, on March 3, 2024, the City entered into a Grant Agreement with FLLA for planning, engineering, and structural stabilization of the historic La Loma Adobe, among other tasks (“Agreement”); and WHEREAS, FLLA has responsibly completed tasks pursuant to the approved scope of work associated with the Agreement, including pro bono efforts, while preserving funding for subsequent tasks that can be completed during an additional two-year term.
NOW THEREFORE, in consideration of their mutual promises, obligations and covenants hereinafter contained, the parties hereto agree as follows:
1. The Agreement is hereby amended to extend the term until June 30, 2027 to allow FLLA to complete the tasks set forth in the Agreement using the remaining grant funding.
2. All other terms and conditions of the Agreement remain in full force and effect.
IN WITNESS WHEREOF, the parties hereto have caused this instrument to be executed the day and year first written above.
CITY OF SAN LUIS OBISPO
By: ____________________________________
Mayor
By:_____________________________________
City Attorney
By:_____________________________________
City Clerk
FRIENDS OF LA LOMA ADOBE
By: _____________________________________
President
Friends of La Loma Adobe
Quarterly Report on 2023-25 City Grant
January 1--March 31, 2025
And Request for Extension to June 30, 2027
The winter quarter allowed time for our structural engineer to consult with experts on fire protection, electrical service, and HVAC utilities at a cost of $4,000. We also met with City Building officials to finalize what would be required for a public-serving building that would not include a residence. We also received professional construction-cost projections for historic structures ($2,020 invoice). With that data, we produced comprehensive projections of milestone stages to complete the entire project. And we examined the title history of the survey error for the La Loma easement. The Grant balance is shown below.
For Spring 2025 (April through June) we held a retreat April 16 to reach consensus on elements of our required Business Plan, including financing, landscaping, and user-programming postrestoration.
We also are managing two physical projects. First, we finally were able to hire an experienced historic contractor to repair the leaning wall we discovered in the fall. That project to shore up the east wall of rooms 107-108 was completed April 23 at a cost of $5,316.
Second, our final “shovel ready” project will be launched (but not completed this quarter) to conduct an archeological excavation below the oldest rooms. While not included in our original planning, this is a necessary step to ensure we meet City permitting and CEQA requirements before beginning to restore the building. It will also be the only chance to peer under our floors for clues about how the Adobe residents lived and to check on the stability of the early rock foundations of what later became a two-story structure. Planning ahead, we have budgeted this quarter for the necessary floor access, pending City approval. Carefully removing and storing the floor boards is estimated at $3,500.
We received three reputable archeological bids at our deadline in early April, and each aligned work effort and budget and to meet our cap of $25,000. However, the complexities of meeting approval requirements assure that this project would spill over into the 2025-27 budget cycle, beyond the Grant period ending June 30, 2025, and contributing to our need to request a Grant Extension.
Notice of Remaining Balance
The first installment of the 2023-25 grant was finally deposited in our account in June, 2024.
This delay had an upside: With Bob Hill’s approval we used the time available to prepare construction drawings pro bono for detailed work that we had expected to hire consultants to complete under the grant. That task is now completed.
During this “quiet phase” we also expanded our Board membership by 50%, adding considerable talent in fundraising, financial planning landscape design. We have beefed-up construction oversight and create a seasoned finance committee to produce cost projections, analyze available
funding, recommend allocations, and monitor invoices and notices of completion. We also rebuilt our Web page from scratch, adding a button including credit/debit cards for instant donations, and we have built a social media presence, now posting weekly. The outreach expansion had led to an increase in volunteers as well.
However, the slow start in being able to access the Grant budget, plus a set of “supply chain” issues did impede identification and scheduling of contractors knowledgeable about historical rehabilitation. These various delays meant we have not exhausted the $85,000 Grant award. By June 30, we project a balance of $70,178.
Request for Grant Extension through the 2025-27 Budget Cycle With the $70,000+ balance we would be able to complete stabilization and seismic improvements planned for the next stage. This leads FLLA to request that our current City Grant be extended through the 2025-27 Budget Cycle to fund the projects shown in Table 1, below, projected to cost $71,900.
This figure does not include any estimate of project contingency funds; typically costed at 20% of overall budget for labor and materials. Instead, FLLA will backstop for contingencies from its own bank account that shows a balance of $37,827.21 as of March 31, 2025.
SLO City Grant Balance
March 31, 2025: $78.994.66
Projected Expenses (April 1—June 30, 2025
$5,316 Shoring Up East Wall
+ $3,500 Selective floor removal for archeological excavations $8,816 Total Spring Projected Expenditures
Projected Balance June 30, 2025:
$70,178.66
Table 1: Projected Costs to Complete 2025-27 Stabilization/Setup Commission Archeological study $ 25,000
Commission asbestos & lead paint assessment $ 5,000
Install electrical service $ 9,750
Installation of underground, 200-amp service panel, adobe wall penetrations. Excavations to be overseen by archaeologists Install water service $ 17,250
Install meter & underground lines to strategic locations Install wastewater line $ 9,800
Install underground line to restroom site; no hookup.
Install security systems $ 3,000
Install lights & cameras with WIFI connection
Repair/improve fence around adobe $ 1,500
(With the new security systems, can the fence be removed?) Construction documents Pro Bono
Plans and specifications for the structural & utility aspects of the project complete & submit to the Building Department Total Projected Costs 2025-27 $ 71,300
RSV:REJ 4/24/25
Item 6g
Department: Police
Cost Center: 8001
For Agenda of: 7/15/2025
Placement: Consent
Estimated Time: N/A
FROM: Rick Scott, Police Chief
Prepared By: Melissa Ellsworth, Senior Business Analyst SUBJECT: FY 2025-26 POLICE DEPARTMENT GRANT APPLICATIONS
RECOMMENDATION
1. Authorize staff to submit grant applications and accept awards for FY 2025-26 from the following agencies:
a. Department of Alcoholic Beverage Control in the amount of $94,211. b. Department of Justice Tobacco Grant Program in the amount of $74,276. c. Department of Justice Law Enforcement Mental Health and Wellness Act Project in the amount not to exceed $130,000.
2. Adopt the following Draft Resolutions entitled,
a. “Resolution Authorizing a Grant Application for Funding from the Department of Alcoholic Beverage Control.” (Attachment A)
b. “Resolution Authorizing a Grant Award Provided Through the California Highway Patrol Cannabis Tax Fund Grant Program.” (Attachment B)
3. If the grants are awarded, authorize the City Manager or the Police Chief, to execute grant related documents and authorize the Finance Director to make the necessary budget adjustments upon the award of the grant.
POLICY CONTEXT
The recommended actions are consistent with the City of San Luis Obispo’s Financial Management Manual, Section 740 - Grant Management Policy. The policy states that Council must approve all grant applications in excess of $5,000 and delegates receipt and contract execution to the City Manager.
DISCUSSION
California Department of Alcoholic Beverage Control
The mission of the Department of Alcoholic Beverage Control (ABC) is to provide the highest level of service and public safety to the people of the State through licensing, education and enforcement. The ABC awards grants to local law enforcement agencies to work toward eliminating crime and public nuisance problems associated with problematic alcoholic
Item 6g
beverage outlets. Grant funds will be used for officer overtime related to enforcement operations which includes shoulder taps, minor decoys and operations focused on overserving at alcohol establishments. The department typically applies for funding annually and has been receiving funds (intermittently) for many years for similar enforcement operations. The application was submitted in late March 2025 for the amount of $94,211, and due to timing, staff was unable to request authorization to apply before the deadline.
On June 4, 2025, the department received notification of the grant award, and the funds need to be expended by June 30, 2026. If Council denies this request the award will be declined. Without grant funding the department will continue to enforce alcohol related operations; however, utilizing grant funds enables staff to increase enforcement and specifically plan for additional operations and ensure proper staffing. Grant reimbursement offsets overtime related to these enforcement activities, without these funds the department’s overtime expenditures would be more significant and increase the budget deficit related to overtime costs.
Department of Justice Tobacco Grant Program
The Department of Justice has made grant funding available to support local enforcement efforts to reduce illegal retail sales and marketing of tobacco products to minors and youth.
Grant priorities include enforcement of state tobacco laws and local ordinances, compliance checks and inspections, retailer education and education for enforcement officers. If awarded, grant funds will be used for officer overtime needed to address these priorities.
The grant application was submitted on June 18, 2025, requesting a total of $74,276. Grant funds must be expended by September 30, 2028. If Council denies this request, the application will be withdrawn, or the award will be declined. Without grant funding, the department would continue to perform existing enforcement, although limited due to resources. This grant would allow staff to increase efforts and funds would offset overtime expenditures.
Department of Justice Mental Health and Wellness Act Project The Law Enforcement Mental Health and Wellness Act (LEMHWA) funds are used to improve the delivery of and access to mental health and wellness services for law enforcement officers through the implementation of peer support, training, family resources, suicide prevention, and other promising practices for wellness programs. Staff is requesting authorization to seek funds through this grant to support the following areas: training, wellness visits, peer support kits, equipment to support officer safety, and overtime for officers to attend training specific to personal development such as financial literacy. The grant application deadline was June 30, 2025, staff submitted a request for a total $115,000.
If Council denies this request the application can be withdrawn. Without grant funds the department would still have access to some internal wellness programs, such as peer support and the City’s contract for wellness visits; however, accessing additional resources would not be an option due to limited funding.
Item 6g
California Highway Patrol Cannabis Tax Fund Grant
On February 18, 2025, Council authorized staff to submit a grant application to the California Highway Patrol Cannabis Tax Fund Grant Program to conduct compliance activities. Staff was informed of the grant award on June 13, 2025 in the amount of $182,500. The agency requires a signed resolution (Attachment B).
Public Engagement
This item is on the agenda for the July 15, 2025, City Council meeting and will follow all required postings and notifications. The public may have an opportunity to comment on this item at or before the meeting.
CONCURRENCE
The Director of Finance concurs with this recommendation.
ENVIRONMENTAL REVIEW
The California Environmental Quality Act does not apply to the recommended action in this report because the action does not constitute a “Project” under CEQA Guidelines Section 15378.
FISCAL IMPACT
Budgeted: No Budget Year: 2025-26
Funding Identified: No
Fiscal Analysis:
Funding Sources
Total Budget
Available
Current
Funding
Request
Remaining
Balance
Annual
Ongoing
Cost
State: Alcoholic
Beverage Control
Grant
$ 94,211
Federal: DOJ
Tobacco Program
$ 74,276
Federal: LEMHWA $ 130,000
State: California
Highway Patrol
Cannabis Tax Fund
Grant
$182,500
Total $363,987 $ $ $
Item 6g
There are no matching funds required for these grants.
ALTERNATIVES
Do not submit grant applications or decline funding. These grants provide funding for specialized equipment purchases and overtime for targeted education and enforcement opportunities. Without grant funds the department would have limited resources to carry out these types of programs which increase safety in our community. In addition, the Department of Justice Mental Health and Wellness grant provides beneficial resources that the department is unable to provide due to limited budget. Utilizing grant funds to promote and support wellness is beneficial to the well-being of police officers and other department staff.
ATTACHMENTS
A. Draft Resolution Alcoholic Beverage Control Grant
B. Draft Resolution California Highway Patrol Cannabis Tax Fund Grant
R _____
RESOLUTION NO. _____ (2025 SERIES)
A RESOLUTION OF THE COUNCIL OF THE CITY OF SAN LUIS
OBISPO, CALIFORNIA, AUTHORIZING A GRANT APPLICATION FOR
FUNDING PROVIDED THROUGH THE DEPARTMENT OF ALCOHOLIC
BEVERAGE CONTROL TO INCREASE EDUCATION AND
ENFORCEMENT PROGRAMS FOCUSING ON UNDERAGE DRINKING
AND RETAIL ALCOHOL OUTLETS AND AUTHORIZING THE CITY
MANAGER TO EXECUTE ALL RELATED GRANT DOCUMENTS
WHEREAS, the San Luis Obispo Police Department (the “Police Department”) through the City of San Luis Obispo desires to undertake programs to increase education and enforcement to focus on regulating retail alcohol outlets in the community; and WHEREAS, the Police Department submitted a grant application through the Alcohol Policing Partnership (APP) administered by the Department of Alcoholic Beverage Control (ABC) in March 2025 to conduct education and compliance activities related to local businesses that hold alcohol licenses; and WHEREAS, in June 2025, the Police Department was notified of the ABC grant award in the amount of $94,211.
NOW, THEREFORE, BE IT RESOLVED by the Council of the City of San Luis Obispo as follows:
SECTION 1. The Chief of Police or their designee is hereby authorized to submit grant applications consistent with program requirements to pursue an Alcohol Policing Partnership grant administered by ABC, including the Police Department's March 2025 application.
SECTION 2. The City Manager of the City of San Luis Obispo or their designee is authorized to execute all grant related documents, including the State of California Standard Agreement, any extensions or amendments thereof, and any subsequent contract with the State in relation to the APP grant administered by ABC.
SECTION 3. The Finance Director is authorized to make the necessary budget adjustments upon the award of the grant.
SECTION 4. The City agrees that any liability arising out of the performance of this contract, including civil court actions for damages, shall be the responsibility of the grant recipient and the authorizing agency and acknowledges that the State of California and ABC disclaim responsibility for any such liability.
SECTION 5. Grant funds received hereunder shall not be used to supplant expenditures controlled by this body.
Resolution No. _____ (2025 Series) Page 2
R ______
SECTION 6. This award is not subject to local hiring freezes.
Upon motion of __________________, seconded by___________________, and on the following roll call vote:
AYES:
NOES:
ABSENT:
The foregoing resolution was adopted this ______day of _____________2025. __________________________
Mayor Erica Stewart
ATTEST:
____________________________
Teresa Purrington
City Clerk
APPROVED AS TO FORM:
____________________________
J. Christine Dietrick
City Attorney
IN WITNESS WHEREOF, I have hereunto set my hand and affixed the official seal of the City of San Luis Obispo, California, on ______________________. __________________________
Teresa Purrington
City Clerk
R _____
RESOLUTION NO. _____ (2025 SERIES)
A RESOLUTION OF THE COUNCIL OF THE CITY OF SAN LUIS
OBISPO, CALIFORNIA, ACCEPTING A GRANT AWARD PROVIDED
THROUGH THE CALIFORNIA HIGHWAY PATROL CANNABIS TAX
FUND GRANT PROGRAM TO INCREASE EDUCATION, PREVENTION
AND ENFORCEMENT PROGRAMS FOCUSING ON DRIVING UNDER
THE INFLUENCE OF ALCOHOL AND OTHER DRUGS AND
AUTHORIZING THE CITY MANAGER AND CHIEF OF POLICE TO
EXECUTE ALL RELATED GRANT DOCUMENTS
WHEREAS, the San Luis Obispo Police Department (the “Police Department”) through the City of San Luis Obispo desires to undertake programs to increase education, prevention, and enforcement of laws related to driving under the influence of alcohol and other drugs; and
WHEREAS, on February 18, 2025, the Council authorized the Police Department to submit a grant application to the California Highway Patrol Cannabis Tax Fund Grant Program (CTFGP) to conduct compliance activities and purchase related equipment to enforce laws related to driving under the influence of alcohol and drugs; and WHEREAS, on June 13, 2025, the Police Department was notified of the CTFGP grant award in the amount of $182,500; and
NOW, THEREFORE, BE IT RESOLVED by the Council of the City of San Luis Obispo as follows:
SECTION 1. The Chief of Police or his designee is hereby authorized to submit grant applications consistent with program requirements to pursue a grant administered by the California Highway Patrol CTFGP, including the Police Department's February 2025 application.
SECTION 2. The City Manager of the City of San Luis Obispo and the Chief of Police are authorized to accept awarded funds and to execute all grant related documents, including the grant agreements, any extensions or amendments thereof, and any subsequent contract with the State in relation to the CTFGP.
SECTION 3. The Finance Director is authorized to make the necessary budget adjustments upon the award of the grant.
SECTION 4. The City agrees that any liability arising out of the performance of this contract, including civil court actions for damages, shall be the responsibility of the grant recipient and the authorizing agency and acknowledges that the California Highway Patrol and the CTFGP disclaim responsibility for any such liability.
SECTION 5. Grant funds received hereunder shall not be used to supplant
Resolution No. _____ (2025 Series) Page 2
R ______
expenditures controlled by this body.
Upon motion of __________________, seconded by___________________, and on the following roll call vote:
AYES:
NOES:
ABSENT:
The foregoing resolution was adopted this ______day of _____________2025. __________________________
Mayor Erica Stewart
ATTEST:
____________________________
Teresa Purrington
City Clerk
APPROVED AS TO FORM:
____________________________
J. Christine Dietrick
City Attorney
IN WITNESS WHEREOF, I have hereunto set my hand and affixed the official seal of the City of San Luis Obispo, California, on ______________________. __________________________
Teresa Purrington
City Clerk
Item 6h
Department: Police
Cost Center: 8002
For Agenda of: 7/15/2025
Placement: Consent
Estimated Time: N/A
FROM: Rick Scott, Police Chief
Prepared By: Melissa Ellsworth, Senior Business Analyst SUBJECT: AGREEMENT WITH SAN LUIS COASTAL UNIFIED SCHOOL DISTRICT
TO FUND SCHOOL RESOURCE OFFICER POSITION
RECOMMENDATION
1. Authorize the City Manager to sign a Memorandum of Agreement with San Luis Coastal Unified School District to fund the School Resource Officer position for FY 2025-26 in the amount of $217,957. (Attachment A)
2. Authorize the City Manager to execute future agreements with San Luis Coastal Unified School District with similar terms.
POLICY CONTEXT
In addition to its traditional public safety services, the Police Department also has a School Resource Officer (SRO) program staffed by a sworn police officer to ensure a safe environment on the campuses of the San Luis Coastal Unified School District schools and to maintain positive relationships between the Department and the youth of the community. The SRO position is paid for by the San Luis Coastal Unified School District (SLCUSD). Since at least 2019, the Police Department and SLCUSD have executed Memoranda of Agreement (MOA) to designate the roles of the agencies, including funding and duties of the SRO. The existing MOA has expired as of June 30, 2025, but the parties wish to continue the arrangement as further discussed below.
DISCUSSION
Background
The San Luis Coastal Unified School District (SLCUSD) has been providing funding for the police department’s School Resource Officer position for over ten years, including funding for the full cost of salary and benefits for the position.1 Past agreements have typically provided for two-year terms; however, given budget uncertainty for SLCUSD, the current proposed agreement term is only for FY 2025-26. The school board approved the
1 Due to fiscal challenges, SLCUSD ceased funding after FY2016-2017 but resumed in FY2019-2020 and has been covering the cost of the SRO ever since.
Item 6h
agreement (Attachment A) on June 3, 2025.
The police department values working in partnership with the district by providing an officer on campuses to support a safe school environment and provide a positive influence towards students in the community. The purpose of the MOA is to present a clear understanding of funding, roles, duties, and responsibilities for both SLCUSD and the department.
Department staff will communicate with the district throughout the year to remain informed about potential funding opportunities in FY 2026-27. If funding is discontinued, the department will need to re-evaluate staffing and most likely keep the position vacant.
Ultimately, without funding, this could result in the need to eliminate an officer position through attrition.
Public Engagement
As this is an administrative item (renewing an ongoing agreement with SLCUSD), no public engagement was conducted for this item. Members of the public have the opportunity to provide comment on this item either in writing before the meeting or during the July 15, 2025, City Council meeting.
CONCURRENCE
The City Manager and City Attorney concur with the terms of the agreement.
ENVIRONMENTAL REVIEW
The California Environmental Quality Act does not apply to the recommended action in this report because the action does not constitute a “Project” under CEQA Guidelines Section 15378.
FISCAL IMPACT
Budgeted: Yes Budget Year: 2025-26
Funding Identified: Yes
Fiscal Analysis:
Funding
Sources
Total Budget
Available
Current
Funding
Request
Remaining
Balance
Annual
Ongoing
Cost
General Fund
SLCUSD $217,957
Total $217,957
Item 6h
The figures shown below are salary and benefit costs budgeted for the SRO position for FY 2025-26.
School Resource
Officer Position
FY 2025-26
Budgeted Amount
Base Salary $134,680
Benefits $83,277
Total $217,957
In exchange for the provision of SRO services, the District shall pay the Department the full cost of a police officer in accordance with the terms of the Agreement. Such costs include but are not limited to salary, benefits, overtime (if requested and/or as agreed upon), contributions to CalPERS, health benefits, educational incentives, and all costs and benefits that the Department is required to provide to the officer.
ALTERNATIVES
City Council could choose not to approve the agreement. Since funding from the District offsets General Fund costs for the position, choosing not to approve the agreement would result in a budget shortfall.
ATTACHMENTS
A - Memorandum of Agreement with SLCUSD
City of San Luis Obispo, Council Memorandum
City of San Luis Obispo
Council Agenda Correspondence
DATE: July 15, 2025
TO: Mayor and Council
FROM: Greg Hermann, Deputy City Manager
Prepared By: Jacqui Clark-Charlesworth, Tourism & Community Promotions Manager VIA: Whitney McDonald, City Manager
SUBJECT: ITEM # 6i ADOPTION OF FY 2025-26 COMMUNITY PROMOTION
PROGRAMS FOR TBID) AND PCC
Staff received the following questions, regarding the Tourism Business Improvement District (TBID) and Promotional Coordinating Committee’s (PCC) 2025-26 Community Promotions Budgets. The questions are below with staff’s response shown in italics:
1) Please explain the difference between the numbers in the recommendations and the fiscal analysis chart later in the report.
The 2025-26 budgets of the Tourism Business Improvement District and Promotional Coordinating Committee as seen in the recommendation do not reflect staffing costs and are reflective only of contracts and other commitments the TBID and PCC have recommended. In the fiscal analysis chart, the total budgets are listed which include staffing costs. Additional details of these costs are below:
The TBID revenue projection is based upon 20% of the TOT, making the FY 2025-26 TBID revenue budget projected at $2,219,941, which includes staffing costs. Excluding staffing, TBID’s budget is projected to be $1,900,458.
The total FY 25-26 program budget for Community Promotions (PCC) inclusive of staffing costs is $398,545, as can be referenced on page 432 of the City’s adopted FY 25-27 Financial Plan. Excluding staffing, PCC’s budget is $367,000.
ITEM # 6i ADOPTION OF FY 2025-26 COMMUNITY PROMOTION PROGRAMS FOR TBID) AND PCC Page 2
2) Can you please clarify why the numbers under in the Report-in-Brief section for the PCC’s expenditures for the SLO Chamber of Commerce Contract Services don’t add up to the total listed of $208,757?
The summary for the PCC’s contract services with the SLO Chamber of Commerce in the Report-in-Brief did not specifically outline the $7,500 for printed maps distributed by the Visitor Center and the $3,500 in hard costs for the media monitoring service. In total, the PCC’s contract with the SLO Chamber should be $212,275 as outlined in the attached budget worksheet and broken down as follows:
1. Public Relations in the amount of $50,000 plus $3,500 for hard costs related to media monitoring service.
a. Please note the amount listed in the report for media monitoring service for the PCC on packet page 115 is $3,000 and should be $3,500 as noted above.
2. Guest Services the amount of $121,275.
3. Grant Promotional Support: in the amount of $30,000 for the support of CACP grant awardees with promotional services.
4. Funding up to $7,500 for printing of maps and materials like the downtown tear-off map and neighborhood maps.
Item 6i
Department: Administration
Cost Center: 1006 and 1007
For Agenda of: 7/15/2025
Placement: Consent
Estimated Time: N/A
FROM: Greg Hermann, Deputy City Manager
Prepared By: Jacqui Clark-Charlesworth, Tourism & Community Promotions Manager SUBJECT: Adoption of FY 2025-26 COMMUNITY PROMOTION PROGRAMS for Tourism business improvement District (TBID) and Promotional coordinating committee (PCC)
RECOMMENDATION
As recommended by the Tourism Business Improvement District (TBID) Board and the Promotional Coordinating Committee (PCC):
1. Authorize the City Manager to enter into various contracts for the TBID not to exceed the 2025-26 budget of $1,900,458 (excludes staffing costs), based on the recommendations by the TBID Board; and
This includes approval of the funding for the second year of the contract with Noble Studios for marketing services in the amount of $1,250,000; and The funding of the contract with Badger Branding for content marketing services in the amount of $107,700; and
2. Authorize the City Manager to use the TBID Fund Balance for tourism marketing expenditures in 2025-26 in accordance with TBID use of revenue policy;
3. Authorize the City Manager to enter into various contracts and program expenditures for Community Promotions not to exceed the 2025-26 program budget of $367,000 (excludes staffing costs) based on the recommendations by the PCC; and
This includes the 2025-26 Cultural Arts & Community Promotions (CACP) allocations in the amount of $100,000 and authorization to execute individual agreements with each grant recipient.
REPORT-IN-BRIEF
Two of the core programs within the City’s Office of Economic Development & Tourism are the Tourism Business Improvement District (TBID) and the Promotional Coordinating Committee (PCC). While these advisory bodies have separate program functions and budgets, together they both work to promote San Luis Obispo locally, regionally, nationally and internationally.
Tourism Business Improvement District
Item 6i
After thorough review and consideration, the TBID Board has identified program priorities and budget allocations for the focus of the TBID marketing efforts in fiscal year 2025-26.
The list below includes the most notable allocations (Attachment A – TBID FY26 Line Item Budget):
1. Tourism Marketing Services with Noble Studios: $1,250,000 The TBID will maintain their largest budget allocation (approximately 57%) towards the marketing service agreement with the contracted agency-of-record, Noble Studios. This will be the second year of a two-year contract.
2. Content Marketing Services with Badger Branding: $107,700 To efficiently manage the organic content channels through various social media networks, the TBID will continue to retain the local content marketing provider Badger Branding for strategy, execution, and management. This is a new one-year contract with this vendor.
3. SLO Chamber of Commerce Contract Services: $105,475
Fiscal year 2025-26 will include a one-year agreement with ability to extend or amend for an additional year with the San Luis Obispo Chamber of Commerce for the shared services in partnership with the PCC for Guest Services ($51,975) and Public Relations Services ($50,000 plus $3,500 for hard costs related to media monitoring service).
4. Cal Poly Athletics Partnership: $65,000
Fiscal year 2025-26 will include the first year of a two-year partnership agreement with Cal Poly Athletics to promote collaboration between local hotels and the lodging needs of the Cal Poly Athletic program.
5. Sustainable SLO Initiative: $22,199
The TBID will continue to allocate 1% of TBID revenue in the 2025-26 fiscal year to Keys for Trees, a sustainability initiative in partnership with ECOSLO aimed at offsetting the carbon impact of visitors in the community.
6. Membership in Industry Associations & Promotional Cooperative Marketing Programs: $73,540
The TBID will invest collectively approximately $43,540 in fiscal year 2025-26 to maintain membership in organizations including Central Coast Tourism Council, California Travel Association, California Hotel and Lodging Association, and SLO Coast Wine Collective.
In addition, the TBID has budgeted $30,000 for cooperative marketing opportunities with these organizations and others.
7. Events and Promotions: $82,250
The TBID has budgeted up to $50,000 for general event promotion and sponsorships, plus $7,250 for event activations and collateral, and $25,000 for seasonal promotions.
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8. Research and Program Development: $45,000
In FY 25-26, the TBID plans to invest up to $45,000 in funding for various program development and research initiatives, including an updated brand sentiment research study.
9. Resource Contingency Fund: $85,000
The TBID has budgeted approximately $85,000 in other contract services for a resource contingency to be used to support the growing program need to complete the various work programs.
10.Program Contingency Fund: $7,550
The TBID has allocated an operating program contingency of $7,550 for the funding of opportunity projects that may arise during the fiscal year.
Promotional Coordinating Committee
As stated in the PCC Advisory Body Bylaws:
“The purpose of the PCC is to advise the Council in working to improve the quality of life for all City residents and our visitors. The Committee recommends projects to help promote the City as a regional trade, recreation, and tourist center, consistent with community goals.”
The PCC has identified allocations within its program budget to support this purpose and to advance community promotions. The following program priorities and budget allocations are the focus of the community promotions efforts in fiscal year 2025-26 (Attachment B – PCC FY26 Line-Item Budget):
1. Cultural Arts and Community Promotion (CACP) Grant program: $100,000 The Cultural Arts and Community Promotion (CACP) grant program will continue in FY 2025-26. The PCC maintained the available budget for CACP grants at $100,000 from the FY 2024-25 Community Promotions program budget and is recommending that full amount in funding based on the extensive application review and evaluation process.
2. SLO Chamber of Commerce Contract Services: $208,757
Fiscal year 2025-26 is proposed to include funding for a one-year agreement with ability to extend or amend for an additional year with the San Luis Obispo Chamber of Commerce for the shared services in partnership with the TBID for Guest Services ($121,275) and Public Relations Services ($50,000) through contracted work efforts. In addition, the PCC will maintain a one-year agreement for Grant Promotional Support ($30,000).
3. ARTober: $10,000
In 2023, the PCC created ARTober, a program celebrating National Arts & Humanities Month during the month of October and providing a new community activation. The PCC
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has set aside funding to contract with Verdin Marketing for up to $10,000 for the execution of paid media hard costs for ARTober, a program in alignment with the adopted 2025-27 Major City Goal work efforts surrounding supporting the cultural arts and promoting the city as an appealing community for people to live, work, visit and invest.
4. Lunar New Year Activation: $19,500
The PCC has allocated $19,500 in its 2026 budget to fund a Lunar New Year celebration, building on its previous support of the 2024 event in Historic Chinatown. This investment aligns with PCC priorities and the 2025–27 Major City Goals to support Downtown vitality, support diverse community engagement and representation, and foster economic resilience and cultural vitality.
5. Community Placemaking & Cultural Vitality Projects: $20,000 The PCC has earmarked $20,000 to fund additional projects that enhance quality of life in San Luis Obispo through placemaking, cultural vitality, and community promotion. This will include a targeted promotion in FY2025–26 to support customer-facing businesses by increasing visibility, driving foot traffic, and boosting local economic activity— advancing key City goals around cultural vitality, economic resilience, and fiscal sustainability.
POLICY CONTEXT
As referenced in the City’s Municipal Code, Section 12.42.030 (Authorized Use), TBID revenue is used for the promotion of tourism.1 1
DISCUSSION
Background
With the adoption of the 2025-27 Financial Plan, the City Council initially approved the program budget and defined the work program for the Community Promotions program for the PCC and the TBID.
Based on the allocated program budgets, both advisory bodies established recommendations for use of funding in FY 2025-26 with respective contract considerations. Both programs are overseen and administered by advisory bodies to the City Council. The PCC makes recommendations regarding the use of Community Promotions funding and the TBID Board recommends the use of the TBID assessment.
Tourism Business Improvement District (TBID)
1 12.42.030 – Authorized Use: A. The general promotion of tourism within the district is to include costs as specified in the business plan to be adopted annually by the city council.
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The TBID began the program development and budget allocation process in February 2025 with a fund balance and budget update presentation followed by discussing the goals, priorities, and direction for the FY2025-26 program. During this process, the TBID Board communicated the importance of continuing to align the budget direction, program priorities and funding commitments with the implementation of the imperatives outlined in the recently updated 2025-2030 TBID Strategic Plan, as well as the two-year TBID Strategic Marketing & Business Plan.
The TBID strategic objectives are to:
1. Ensure Organizational Excellence
2. Deliver Smart Growth
3. Build Meaningful Partnerships
4. Activate the SLO Life
Noble Studios & Uniquely Driven
Fiscal year 2025-26 will be the second year of a new Main Services Agreement with Noble Studios for comprehensive marketing services, which include Brand Strategy & Management, Account Strategy & Project Management, Creative Services, Paid Media and Search Strategy & Management, Website Maintenance & Services, Content Development & Reporting. In spring of 2024, the TBID completed a thorough Marketing Service RFP evaluation and interview process, ultimately selecting Noble Studios to continue as the TBID agency-of-record. During the May 1, 2024 meeting, the TBID Board approved the selection of Noble Studios as the TBID agency-of-record, and then on May 22, 2024, the Board approved the FY 2024-25 allocation of funding totaling $1,250,000 for the contract which includes $98,400 to public relations through a subcontractor partnership with Uniquely Driven, a national boutique public relations firm.
Badger Branding
Badger Branding serves as the Content Agency for the TBID. Services provided by this contractor include the development and implementation of a Social Media Marketing Strategy, Online Community Engagement, Content Creation and Procurement, and Analysis and Reporting for the TBID’s Visit San Luis Obispo and ShareSLO social media accounts. The initial contract between the City and the Badger Branding for the TBID began in September 2021. In FY 2025-26, the TBID will utilize the City’s approved on-call consultant agreement with Badger Branding for the content marketing contracted services. The TBID Board has recommended the allocation of $107,700 to Badger Branding for content marketing services in FY 2025-26.
SLO Chamber of Commerce
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The TBID continues to partner with the San Luis Obispo Chamber for Commerce for the continuation of various contracts including Public Relations and Guest Services, and currently the TBID maintains two-year services agreements with the San Luis Obispo Chamber for Commerce for those work programs in partnership with the PCC. In fiscal year 2025-26, the TBID Board has recommended funding the first year of the Public Relations contract in the amount of $50,000, the first year of the Guest Services agreement in the amount of $51,975 which includes the continuation of the phone & website chat availability service and the special promotions support service, and finally the media monitoring service expenditure of $3,500 to support a joint service with the PCC to monitor media pick-up and story production.
Industry Associations & Programs
The Board also considered membership and programs with the following industry associations within California:
1. Central Coast Tourism Council (CCTC): The Board has recommended maintaining membership with the CCTC in the amount up to $1,000.
2. California Travel Association (CalTravel): The Board has recommended membership of the CalTravel organization in the amount up to $1,000.
3. SLO Coast Wine Collective: The Board has recommended membership with the SLO Coast Wine Collective in the amount up to $5,000.
4. California Hotel and Lodging Association (CHLA): The Board has recommended investment in the TBID constituent membership in the amount of $34,010.
In addition, the TBID will be partnering for the fourth year with the Office of Sustainability and ECOSLO on the continuation of the Keys for Trees initiative aimed at offsetting the carbon impact of visitors in San Luis Obispo. The TBID has allocated 1% of the 2025-26 projected revenue, approximately $22,000, to this program.
The remaining TBID program funds ($200,790) are allocated to program expenses including cooperative marketing opportunities with organizations like Visit SLO CAL or Central Coast Tourism Council (CCTC), funding for additional resources needs, attendance at industry conferences and additional partnerships and event sponsorships, investment in organizational services, and marketing and promotional initiatives.
These expenditures and contract commitments have been reviewed and approved by the TBID Board and the final complete line-item budget allocations were approved by TBID Board for recommendation to City Council at the TBID Board meeting held on May 14, 2025. (Attachment C – May 14, 2025 TBID Minutes)
Promotional Coordinating Committee (PCC)
The purpose of the PCC is to enhance the quality of life for residents of San Luis Obispo and to enhance the experience for visitors to San Luis Obispo. This mission was the
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guiding force behind the budget consideration for the PCC. During the May 14, 2025 meeting, the PCC finalized the FY 2025-26 budget allocations, including the continuation of Guest Services and Public Relations efforts, strategic initiative investment for community placemaking and recovery efforts, and the funding of the Promotional Grant program of CACP (Attachment D – May 14, 2025 PCC Minutes).
SLO Chamber of Commerce
As stated above, FY 25-26 will commence one-year agreements with the San Luis Obispo Chamber of Commerce for various contract partnerships including Public Relations, Guest Services and Grant Promotional Support. The City through the PCC, continues to partner with the San Luis Obispo Chamber of Commerce for the continuation of various services like the production of the printed tear-off maps that are resources for visitors and residents. The City has a long partnership with the San Luis Obispo Chamber of Commerce for these work programs, and the SLO Chamber is uniquely suited to perform this work on behalf to the City through the PCC. Currently the PCC maintains one-year services agreements with the San Luis Obispo Chamber of Commerce for those work programs. The PCC has recommended funding year one of the contracts, including:
1. Public Relations in the amount of $50,000 plus $3,000 for hard costs related to media monitoring service.
2. Guest Services the amount of $121,275.
3. Grant Promotional Support: in the amount of $30,000 for the support of CACP grant awardees with promotional services.
4. Funding up to $7,500 for printing of maps and materials like the downtown tear-off map and neighborhood maps.
Cultural Arts and Community Promotions (CACP) Grant Program The PCC has been offering promotional grant funding for decades, in which local nonprofit organizations can utilize the funding to promote the cultural, recreational, or social activities in our community. The Cultural Arts and Community Promotions Grant (CACP) maintains a competitive annual application for funding and allows for multiple organizations to apply under a single non-profit fiscal sponsor.
The PCC maintained the historical allocation of $100,000 for the FY24-25 Community Promotions program budget for events occurring July 1, 2025 – June 30, 2026. The grant cycle was opened on January 31, 2025, and applications were due on March 17, 2025.
Notices were placed throughout City channels to advertise the availability of the grant funding application for local non-profit organizations. Additionally, previous grant recipients are notified via email regarding the grant availability. On February 11, 2025, the PCC held a mandatory meeting with all interested organizations to introduce the grant funding criteria used during the evaluation process and answer any questions from the applicants. At deadline for grant application submittal, the City had received 27
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applications with funding requests amounting to $206,825. CACP applications can be reviewed in the Council Reading File.
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Organization
Name Event Name Recommendations Specific Items
Cal Poly
Corporation
Cal Poly Arts 2025-
Canzona Women's 2026 Dance Series $ 6,000.00 To be used towards media plan as presented.
Ensemble Heart Strings $ 1,000.00 To be used towards media plan as presented.
Central Coast
Childbirth Network
Central Coast
Childbirth Network $ 1,300.00
To be used towards media plan with the
exception of printed flyers.
Central Coast
Comedy Theater
SLO One-Day
Improv Festival $ 2,000.00
To be used towards media plan with the
exception of printed ads.
Central Coast
Shakespeare
Central Coast
Shakespeare $ -
Not eligible for funding due to incomplete
application, specifcially overall budget section.
City Farm SLO
5th Annual Sheep
Civic Ballet of San Shearing Shindig $ 3,000.00 To be used towards media plan as presented.
Luis Obispo
The Wonderful
Wizard of OZ $ 3,000.00 To be used towards media plan as presented.
Diversity Coalition
San Luis Obispo
Women of Color
Symposium $ 4,000.00
To be used towards media plan with the
exception of print.
Downtown SLO
Concerts in the
Plaza $ 12,000.00 To be used towards media plan as presented.
ECOSLO
Creeks to Coast
Cleanup $ 3,000.00
To be used towards media plan as presented
with the exception of print.
Girl Scouts of
California's Central
Coast
Grandparents and
me Dance $ -
Not recommended for funding due to limited
reach to CACP's intended audience. See 6.g.
of Program Specifications & Guidelines.
History Center of
San Luis Obispo
Family Day at the
Dallidet $ 1,500.00 To be used towards media plan as presented.
History Revisited
39th Annual Central
Coast Renassance $ 9,000.00 To be used towards media plan as presented.
Hospice of San Luis
County Light Up a Life $ 1,250.00
To be used towards media plan as presented
with the exception of print and bulk mailers.
Latino Outreach
Council Dia De Los Muertos $ 6,000.00
To be used towards advertising and marketing,
not entertainment or talent for event.
Orchestra Novo, Inc
Silent Movie with
Live Orchestra $ 3,000.00
To be used towards media plan as presented
with the exception of print.
Saint Andrew Greek
Orthodox Church
San Luis Obispo
Greek Festival $ 4,500.00 To be used towards media plan as presented.
San Luis Obispo
International Film
San Luis Obispo
International Film $ 6,000.00 To be used towards Variety Package only.
San Luis Obispo
Master Chorale
Year Round Events
to accumulate
Festival $ 2,500.00
To be used towards marketing of single series
or a single event.
San Luis Obispo
Repertory Theatre
Million Dollar
Quartet $ 8,300.00
To be used towards media plan as presented
with the exception of printed mailers.
Senior Nutrition
Program of San
Luis Obispo Laguna Lake Park $ -
Not eligible for funding due to event having a
primary purpose of fundraising and not meeting
goals of CACP grant intention. See 7.d. of
Program Specifications & Guidelines.
SLO County Arts
Council Art After Dark $ 5,075.00
To be used towards social media, email
marketing and local media partnerships only.
SLO Beaver
Brigade
4th Annual SLO
County Beaver
Festival $ 5,075.00
To be used towards media plan as presented
SLO Climate with the exception of printed mailers.
Coalition SLO Earth Fest $ 4,750.00 To be used towards media plan as presented.
San Luis Obispo
Museum of Art
Admission-free
exhibitions and
public programs at $ 6,500.00
To be used towards media plan as presented
with the exception of printed mailers.
SLO Overdose
Awareness Day
SLO Overdose
Awareness Day $ 1,250.00
To be used towards video production, not hair
and makeup.
The Monday Club
An Invitation to the
The Hill Fashion
Review $ -
Not eligible for funding due to event having a
primary purpose of fundraising and not meeting
goals of CACP grant intention. See 7.d. of
Program Specifications & Guidelines. Page 145 of 283
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The PCC’s CACP subcommittee met to review the applications, compare the requests to the grant criteria, and allocate funding accordingly. On May 14, 2025, the PCC held a public hearing with all applicants to allow for public comment before the recommendation was forwarded to the City Council for consideration and approval. The committee received four public comments from the grant applicants and ultimately approved the recommendation for the FY 2025-26 funding allocations to 23 organizations. (Attachment E – FY 25-26 CACP Funding Recommendations).
Due to an administrative oversight, one CACP grant application submitted by the SLO Symphony was inadvertently excluded from the review process and, as a result, omitted from the PCC’s funding recommendations. Staff contacted SLO Symphony to understand the potential impact and based on that discussion determined that in-kind marketing as well as promotional support – equivalent to what would have otherwise been provided to grantees – would be sufficient resolution. Staff will move forward with providing this support and have implemented revisions to the grant review process to prevent this error from occurring in the future.
ARTober
The PCC has allocated up to $10,000 to support paid media and marketing opportunities for the third year of ARTober, a celebration of National Arts & Humanities Month in San Luis Obispo. The program, which also includes Piano in the Plaza, is designed to engage the community, promote awareness, and support nonprofit organizations in the arts, culture and humanities sector. ARTober specifically ties into the adopted 2025-27 Major City Goal work efforts to support the cultural arts and promote the city as an appealing community for people to live, work, visit, and invest. The PCC contracts with Verdin Marketing for the creative, management and paid media portions of this program and has set aside $10,000 for paid media budget in October 2025. Verdin Marketing already initiated the planning, creative development, and management of ARTober 2025, with this portion of the contract funded through FY 2024–25 budgeted funds.
Lunar New Year
The PCC previously supported components of the 2024 celebration in Historic Chinatown and seeks to build on that engagement in a more robust way. The committee has expressed its intent to support a Lunar New Year celebration and has allocated $19,500 in its budget for this purpose in 2026. This investment aligns with the PCC’s strategic objectives and supports the adopted 2025–27 Major City Goals to improve the local business environment, support Downtown vitality, help businesses thrive, promote the City as an appealing community for people to live, work, visit, and invest, and support increased access and belonging for all community members.
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Community Placemaking & Cultural Vitality Projects
The PCC has earmarked $20,000 in funds for the development of additional projects that enhance the quality of life in San Luis Obispo through strategic placemaking, cultural vitality investments, or community promotion efforts. This funding aligns with the adopted 2025–27 Major City Goal work efforts and will include a targeted promotion aimed at supporting customer-facing businesses throughout the city. Such a promotion would be designed to drive foot traffic, increase visibility for local businesses, and stimulate community-wide economic activity, helping businesses thrive. By fostering greater community engagement and visitation, this effort would reinforce San Luis Obispo’s cultural vitality, economic resilience, and fiscal sustainability.
The remaining Community Promotions program funds are allocated to program expenses including attendance at industry conferences, additional partnerships, and marketing and promotional initiatives.
Previous Council or Advisory Body Action
The following advisory body actions were taken to support these recommendations:
1. PCC approval of the contract and line-item budget allocations on May 14, 2025, for recommendation to City Council.
2. PCC approval of CACP grant awards on May 14, 2025, for recommendation to City Council.
3. TBID approval of contract and line-item budget allocations on May 14, 2025 for recommendation to City Council.
Public Engagement
All TBID and PCC meetings were noticed in accordance with Brown Act standards. The public will also have the opportunity to provide public comment before or during the July 15, 2025 City Council meeting.
ENVIRONMENTAL REVIEW
The California Environmental Quality Act (CEQA) does not apply to the recommended action in this report, because the action does not constitute a “project” under CEQA Guidelines sec. 15378.
FISCAL IMPACT
Budgeted: Yes Budget Year: 2025-26
Funding Identified: Yes
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Fiscal Analysis:
On page 54 of the adopted FY 2025-27 Financial Plan, the projected Transient Occupancy Tax (TOT) in FY 25-26 is $11,099,705. The TBID revenue projection is based upon 20% of the TOT, making the FY 2025-26 TBID revenue budget projected at $2,219,941.
Staff recommends that the Council authorize the City Manager to enter into various contracts and program expenditures as outlined in this report and at the recommendation of the TBID Board. It is the fiscal responsibility of the TBID to utilize the maximum amount of revenue each year to further the marketing reach through the district’s promotional efforts. Staff also recommends the Council authorize the City Manager to use the TBID Fund Balance for tourism marketing expenditures in 2025-26 in accordance with TBID use of revenue policy.
The total FY 25-26 program budget for Community Promotions (PCC) is $398,545, as can be referenced on page 432 of the City’s adopted FY 25-27 Financial Plan.
Funding
Sources
Total Budget
Available
Current
Funding
Request
Remaining
Balance
Annual
Ongoing
Cost
General Fund:
Community
Promotions
$398,545 $398,545 $0 $0
State
Federal
Fees
Other: TBID
Fund
$2,219,941 $2,219,941
Total $2,618,486 $2,618,486 $0 $0
ALTERNATIVES
The Council could choose to fund the contracts or program allocations at different levels or modify the scope of services. The proposed expenditures are the result of careful review, public input, discussion, and negotiations between the parties.
ATTACHMENTS
A – TBID FY26 Line-Item Budget
B – PCC FY26 Line-Item Budget
C – May 14, 2025 TBID Minutes
D – May 14, 2025 PCC Minutes
E – FY 25-26 CACP Funding Recommendations
TBID Budget 2025-26
Income Source 2025-26
TOT Revenue Assumption (City) $ 11,099,705
TBID Assessment (20% of TOT Revenue) $ 2,219,941
Carryover/Available Fund Balance Transfer
TBID Program Budget $ 2,219,941
Fund Reserve $ 200,000
Expenditure FY 25-26 Notes
Operations/Staffing
Administration Overhead (2% of TBID Assessment) $ 44,399 Staffing (1 FTE & .5 FTE) $ 275,084
Resource Contingency $ 85,000
Contracts & Marketing Services
Marketing Contract - Noble Studios $ 1,250,000 Second year of new contract PR- Chamber of Commerce $ 50,000
One-year agreement; 50/50
spilt with PCC
Guest Services- Chamber of Commerce $ 51,975
One-year agreement; 70/30
split with PCC
Media Monitoring Service Fee - Chamber of Commerce $ 3,500 Pass through and one-year
agreement; 50/50 spilt with
PCC
Co-op Marketing Program Funding $ 30,000
Strategic and destination
partner co-ops
Content Marketing Services - Badger Branding $ 107,700
Increased contract under City
vendor agreement
Partnerships
Cal Poly Athletics $ 65,000
First year of 2-year
agreement
EcoSLO - Sustainability Initiative $ 22,199
Continuation of Keys for
Trees program; 1% of
projected TBID revenue
SLO Coast Wine Collective Membership $ 5,000
1-year partnership
agreement
Events & Promotions
General Events Promotion $ 50,000
For events and partnerships
deemed appropriate by TBID
Event Activation + Collateral $ 7,250
Approved for staff use on
purchase of small swag;
banner printing; and event
activation expenses
Seasonal Promotion $ 25,000
Intended for reimagination of
MidWeekend promotion
Tradeshows
Tradeshows $ 18,000
For TBID participation in IPW,
Visit SLO CAL missions and
other tradeshow
opportunities
Tourism Conferences $ 7,500
For staff attendance at
industry conferences like
VCA Outlook Forum, CCTC
fall + spring retreats, etc.
Tourism Organizations
CCTC Dues $ 950
Membership fee for regional
organization
Smith Travel Report $ 2,580 Split 50/50 with ED
CalTravel Membership $ 1,000
Membership fee for
statewide organization
California Hotel & Lodging Association $ 34,010
Earmarked funds for CHLA
membership; final amount
TBD
Research + Program
Research + Program Development $ 45,000
Brand sentiment study
update
Support/ Meetings
Tourism Program Expenses $ 7,500 Miscellaneous staff expenses FAM Trip Hosting $ 15,000
Hosting partners, media and
trade
Services/Online Tools/Fulfillment (Dropbox, Crowdriff, Survey Monkey) $ 8,500 Hard costs
Contingency
Contingency Fund $ 7,550
To be allocated by TBID
Board as needs and
opportunities arise
Total Committed $ 2,219,697
Funds Remaining $ 244
Total $ 2,219,941
Budget 2025-26 FY 26 Projected
Budget $ 398,545
Carryover
Total Budget $ 398,545
Expenditure
2025-26 Notes
Expenditure
Grant Funding $ 100,000 Funding available for CACP Grants Grant Promotional Contract $ 30,000
Grant Support agreement w SLO Chamber; oneyear agreement Community Placemaking & Cultural Vitality Projects $ 20,000 Available for projects deemed important by
the PCC to advance the goals of the committee
ARTober $ 10,000
Available for paid media and promotions as
part of ARTober campaign.
Lunar New Year Activation $ 19,500
Available to support a 2026 Lunar New Year
celebration.
Guest Services $ 121,275
Agreement w SLO Chamber; Shared
commitment w TBID - 70/30 spilt PCC/TBID;
one-year agreement
PR Contract $ 50,000
Agreement w SLO Chamber; Shared
commitment w TBID - 50/50 spilt PCC/TBID;
one-year agreement
Media Monitoring Service $ 3,500
Agreement w SLO Chamber; Shared
commitment w TBID - 50/50 spilt PCC/TBID;
one-year agreement
Tear-off Maps $ 7,500
Agreement with the SLO Chamber to update
design and reprint downtown tear-off maps
Support Cost $ 5,000
Staff expenses: meetings, materials,
conferences/travel etc.
Administration $ 31,547
Staff salary - to be adjusted by Finance & HR
based on actuals
Total Committed $ 398,322
$ 223
Updated 07/02/2025
Community Promotions Budget Worksheet
1 Tourism Business Improvement District Board Minutes
May 14, 2025, 10:00 a.m.
Council Hearing Room, 990 Palm Street, San Luis Obispo
TBID Board Present:
TBID Board Absent:
City Staff Present:
Member Lori Keller, Member Christine Nelson, Member Prashant Patel, Member Dante Specchierla, Vice Chair Clint Pearce, Chair Lydia Bates
Member Nipool Patel
Tourism & Community Promotions Manager Jacqui ClarkCharlesworth and Laura Fiedler, Economic Development & Tourism Manager
_____________________________________________________________________
1. CALL TO ORDER
A Regular Meeting of the San Luis Obispo Tourism Business Improvement District Board was called to order on May 14, 2025 at 10:04 a.m. in the Council Hearing Room at City Hall, 990 Palm Street, San Luis Obispo, by Chair Bates.
2. PUBLIC COMMENT FOR ITEMS NOT ON THE AGENDA
Public Comment:
None
--End of Public Comment--
3. APPOINTMENTS - OATH OF OFFICE
City Clerk Teresa Purrington administered the Oath of Office to Christine Nelson.
4. BOARD INTRODUCTIONS
Board, staff and contractors introduced themselves.
5. CONSENT
Motion By Member P. Patel
Second By Member L. Keller
To approved Consent Items 5a to 5g.
2 Ayes (6): Member P. Patel, Member Specchierla, Member Nelson, Member Keller, Vice Chair Pearce, and Chair Bates
Absent (1): Member N. Patel
CARRIED (6 to 0)
5.a MINUTES OF TBID REGULAR MEETING ON APRIL 9
5.b SMITH TRAVEL REPORT (STR)
5.c TRANSIENT OCCUPANCY TAX (TOT) REPORT
5.d SLO CHAMBER PUBLIC RELATIONS MONTHLY REPORT
5.e SLO CHAMBER GUEST SERVICES MONTHLY REPORT
5.f NOBLE STUDIOS & UNIQUELY DRIVEN MARKETING MONTHLY
REPORT
5.g BADGER BRANDING ORGANIC SOCIAL REPORT
6. PRESENTATIONS
6.a GALA PRIDE & DIVERSITY CENTER PARTNERSHIP UPDATE (15 MIN) Julia Thompson from Gala Pride & Diversity Center presented an update on the organization's overall status and TBID's current partnership contract deliverables.
Public Comment:
None
--End of Public Comment--
Action: No action taken on this item.
6.b CONTENT MARKETING QUARTER REPORT (20 MIN)
Representatives from the Badger Branding presented the third quarter report for the content marketing support and organic social media activities with the SLO TBID.
Public Comment:
None
--End of Public Comment--
3 Action: No action taken on this item.
7. BUSINESS ITEMS
7.a TBID CONTRACT APPROVALS (20 MIN)
Staff presented an update on the proposals for the one-year agreement with Badger Branding for organic content market, and two-year agreements with SLO Chamber for Guest Services and Public Relations, and two-year agreement with Cal Poly Athletics.
Public Comment:
None
--End of Public Comment--
Motion By Member D. Specchierla
Second By Vice Chair Pearce
To approve contract agreements including a one-year agreement with Badger Branding, and two-year agreements with SLO Chamber with the option to reassess and increase in the second year based on deliverables met and available funding and a two-year agreement with Cal Poly Athletics.
Ayes(6): Member P. Patel, Member Specchierla, Member Nelson, Member Keller, Vice Chair Pearce, and Chair Bates
Absent (1): Member N. Patel
CARRIED (6 to 0)
7.b FY 2025-26 TBID PROGRAM BUDGET (25 MIN)
Staff presented the FY 25-26 TBID budget and program allocations as recommended by Management Committee and that will be recommended to City Council.
Public Comment:
None
--End of Public Comment--
Motion By Vice Chair Pearce
Second By P. Patel
4 Approve the FY 25-26 TBID Budget and program allocations as presented.
Ayes(6): Member P. Patel, Member Specchierla, Member Nelson, Member Keller, Vice Chair Pearce, and Chair Bates
Absent(1): Member N. Patel
CARRIED (6 to 0)
7.c SUMMER SUPPLEMENTAL PAID MEDIA PLAN (15 MIN)
Hayley Corbett, Danni Winter and Drew Uhrig from Noble Studios presented a supplemental paid media plan for the summer months.
Public Comment:
None
--End of Public Comment--
Motion By Member P. Patel
Second By Member D. Specchierla
TBID approved $55,020 from available fund balance to move forward with a supplemental paid media plan for the summer months.
Ayes(6): Member P. Patel, Member Specchierla, Member Nelson, Member Keller, Vice Chair Pearce, and Chair Bates.
Absent(1): Member N. Patel
CARRIED (6 to 0)
7.d BOARD LIASON PROGRAM AND ASSIGNMENTS (10 MIN)
The Board reviewed the liaison program and assigned property liaisons for the remainder of FY25 and FY26.
Public Comment:
None
--End of Public Comment--
Action: No action taken on this item.
8. TBID LIAISON REPORTS & COMMUNICATION
5 8.a HOTELIER UPDATE
Chair Bates provided a brief update including that this would be her last meeting as she has taken a new position in Santa Cruz.
8.b MARKETING COMMITTEE UPDATE
Tourism & Community Promotions Manager Jacqui Clark-Charlesworth provided a brief update.
8.c MANAGEMENT COMMITTEE UPDATE
Tourism & Community Promotions Manager Jacqui Clark-Charlesworth provided a brief update.
8.d PCC UPDATE
Chair Bates provided a brief update on PCC activities.
8.e VISIT SLO CAL UPDATE
Tourism & Community Promotions Manager Jacqui Clark-Charlesworth, and Molly Cano Vice President of Marketing with Visit SLO Cal provided a brief update on Visit SLO CAL activities.
8.f TOURISM PROGRAM UPDATE
Tourism & Community Promotions Manager Jacqui Clark-Charlesworth provided an update on the tourism program.
9. ADJOURNMENT
The meeting was adjourned at 11:54 a.m. The next Regular Meeting of the Tourism Business Improvement District Board is scheduled for June 11, 2025 at 10:00 a.m. in the Council Hearing Room at City Hall, 990 Palm Street, San Luis Obispo.
_________________________
APPROVED BY TOURISM BUSINESS IMPROVEMENT DISTRICT BOARD:
XX/XX/202X
1 Promotional Coordinating Committee Minutes
May 14, 2025, 5:30 p.m.
Council Hearing Room, 990 Palm Street, San Luis Obispo
PCC Members
Present:
PCC Member Absent:
Committee Member Maureen Forsberg, Committee Member
Dan Fredman, Committee Member Samantha Welch,
Committee Member Anni Wang, Vice Chair Robin Wolf, Chair John Thomas
Committee Member Lydia Bates
City Staff Present: Tourism & Community Promotions Manager Jacqui ClarkCharlesworth, Economic Development & Tourism Manager Laura Fiedler
_____________________________________________________________________
1. CALL TO ORDER
A Regular Meeting of the San Luis Obispo Promotional Coordinating Committee was called to order on May 14, 2025 at 5:31 p.m. in the Council Hearing Room at City Hall, 990 Palm Street, San Luis Obispo, by Chair Thomas.
2. PUBLIC COMMENT FOR ITEMS NOT ON THE AGENDA
Public Comment:
--End of Public Comment--
3. CONSENT
Motion By Committee Member Wang
Second By Committee Member Forsberg
To approve Consent Items 3a through 3f.
2 Ayes (6) Committee Member Wang, Committee Member Forsberg, Committee Member Welch, Committee Member Fredman, Vice Chair Wolf, and Chair Thomas.
CARRIED (6 to 0)
3.a MINUTES OF THE REGULAR MEETING ON APRIL 9, 2025
3.b 2024-25 COMMUNITY PROMOTION BUDGET REPORT
3.c SLO CHAMBER MONTHLY PUBLIC RELATIONS REPORT
3.d SLO CHAMBER GUEST SERVICES REPORT
3.e SLO CHAMBER GRANT SUPPORT REPORT
3.f TRANSIENT OCCUPANCY TAX (TOT) REPORT
4. PRESENTATIONS
4.a 2025 ARTS & CULTURE ECONOMIC IMPACT REPORT (25 MIN) Summer Truschke from SLO County Arts and Vince Vasquez from PolicyCraft Institute presented findings from the 2025 Arts & Culture Economic Impact report that the City of SLO invested in.
Public Comment:
None
--End of Public Comment--
Action: No action taken on this item.
4.b PUBLIC RELATIONS MONTHLY ACTIVITY UPDATE (10 MIN)
Hollie West from SLO Chamber presented the report for the public relations activities that occurred over the past month, also noting the new monthly report template that was part of the consent agenda.
Public Comment:
None
--End of Public Comment--
Action: No action taken on this item.
5. BUSINESS ITEMS
3 5.a CULTURAL ARTS & COMMUNITY PROMOTIONS GRANT
RECOMMENDATIONS (30 MIN)
The CACP subcommittee presented the CACP grant recommendations and discussed with the full committee.
Public Comment:
Tammy Paster, Meals that Connect Senior Nutrition Program Patty Thayer, SLO Repertory Theatre
JBird, SLO Climate Coalition
Beth Bolyard, Central Coast Comedy Theatre
--End of Public Comment--
Motion By Committee Member Wang
Second By Committee Member Welch
To move forward with the CACP subcommittee grant recommendations as presented for approval to City Council in July.
Organization
Name
Recommendations Specific Items
Cal Poly Corporation $ 6,000.00 To be used towards media plan as presented.
Canzona Women's
Ensemble
$ 1,000.00 To be used towards media plan as
presented.
Central Coast Childbirth
Network
$ 1,300.00 To be used towards media plan
with the exception of printed flyers.
Central Coast Comedy
Theater
$ 2,000.00 To be used towards media plan
with the exception of printed ads.
Central Coast
Shakespeare Festival
$ - Not eligible for funding due to
incomplete application, specifically
overall budget section.
City Farm SLO $ 3,000.00 To be used towards media plan as presented.
Civic Ballet of San Luis
Obispo
$ 3,000.00 To be used towards media plan as
presented.
Diversity Coalition San
Luis Obispo County
$ 4,000.00 To be used towards media plan
with the exception of print.
4 Downtown SLO $ 12,000.00 To be used towards media plan as presented.
ECOSLO $ 3,000.00 To be used towards media plan as
presented with the exception of
print.
Girl Scouts of California's
Central Coast
$ - Not recommended for funding due
to limited reach to CACP's
intended audience. See 6.g. of
Program Specifications &
Guidelines.
History Center of San Luis
Obispo County
$ 1,500.00 To be used towards media plan as
presented.
History Revisited $ 9,000.00 To be used towards media plan as presented.
Hospice of San Luis
County
$ 1,250.00 To be used towards media plan as
presented with the exception of
print and bulk mailers.
Latino Outreach Council $ 6,000.00 To be used towards advertising and marketing, not entertainment
or talent for event.
Orchestra Novo, Inc $ 3,000.00 To be used towards media plan as presented with the exception of
print.
Saint Andrew Greek
Orthodox Church
$ 4,500.00 To be used towards media plan as
presented.
San Luis Obispo
International Film Festival,
Inc.
$ 6,000.00 To be used towards Variety
Package only.
San Luis Obispo Master
Chorale
$ 2,500.00 To be used towards marketing of
single series or a single event.
San Luis Obispo
Repertory Theatre
$ 8,300.00 To be used towards media plan as
presented with the exception of
printed mailers.
Senior Nutrition Program
of San Luis Obispo
$ - Not eligible for funding due to
event having a primary purpose of
fundraising and not meeting goals
of CACP grant intention. See 7.d.
of Program Specifications &
Guidelines.
5 SLO County Arts Council $ 5,075.00 To be used towards social media, email marketing and local media
partnerships only.
SLO Beaver Brigade $ 5,075.00 To be used towards media plan as presented with the exception of
printed mailers.
SLO Climate Coalition $ 4,750.00 To be used towards media plan as presented.
San Luis Obispo Museum
of Art
$ 6,500.00 To be used towards media plan as
presented with the exception of
printed mailers.
SLO Overdose Awareness
Day
$ 1,250.00 To be used towards video
production, not hair and makeup.
The Monday Club $ - Not eligible for funding due to
event having a primary purpose of
fundraising and not meeting goals
of CACP grant intention. See 7.d.
of Program Specifications &
Guidelines.
$ 100,000.00
Ayes (6) Committee Member Wang, Committee Member Welch, Committee Member Fredman, Committee Member Forsberg, Vice Chair Wolf, and Chair Thomas.
CARRIED (6 to 0)
5.b PUBLIC ART IDENTITY PROGRAM UPDATE (15 MIN)
Ashlee Akers of Verdin Marketing and Jacqui Clark-Charlesworth presented an update to the proposed Public Art Identity Program scope of work.
Public Comment:
None
-- End of Public Comment--
Motion By Committee Member Welch
Second By Committee Member Fredman
6 To approve an additional allocation of $2,000 to a total of up to $12,000 to the Public Art Identity Program update through the contract with Verdin Marketing. The funds are to be allocated from the PCC’s Community Placemaking and Recovery Projects line item of their FY24-25 budget.
Ayes (6) Committee Member Welch, Committee Member Fredman, Committee Member Forsberg, Committee Member Wang, Vice Chair Wolf, and Chair Thomas.
CARRIED (6 to 0)
5.c FY 25-26 COMMUNITY PROMOTIONS PROGRAM BUDGET (25 MIN) Jacqui Clark-Charlesworth presented the budget allocations for the FY 25- 26 Community Promotions program budget that will be recommended to City Council.
Public Comment:
None
--End of Public Comment--
Motion By Committee Member Welch
Second By Committee Member Forsberg
To approve the FY 25-26 Community Promotions program budget as presented.
Ayes (6) Committee Member Welch, Committee Member Forsberg, Committee Member Fredman, Committee Member Wang, Vice Chair Wolf, and Chair Thomas.
CARRIED (6 to 0)
5.d PCC CONTRACT APPROVALS (20 MIN)
Jacqui Clark-Charlesworth provided an update on the proposal for the two-year agreements with the SLO Chamber for Guest Services, Public Relations and Grant Promotions Support.
Public Comment:
None
--End of Public Comment--
7 Motion By Committee Member Wang
Second By Vice Chair Wolf
Approved two-year agreements with the SLO Chamber for Guest Services, Public Relations and Grant Promotions Support with the option to reassess and increase in the second year based on deliverables met and available funding.
Ayes (6) Committee Member Wang, Vice Chair Wolf, Committee Member Welch, Committee Member Forsberg, Committee Member Fredman, and Chair Thomas.
CARRIED (6 to 0)
5.e ARTOBER SWAG UPDATE (5 MIN)
Tourism & Community Promotions Manager Jacqui Clark-Charlesworth presented an update to the ARTober swag for the 2025 promotion.
Public Comment:
None
--End of Public Comment--
Direction given to move forward with the design with all text on two lines and logo lock up on the bottom.
6. PCC LIAISON REPORTS AND COMMUNICATION
6.a CACP LIAISON REPORT – Liaison Assignments
6.b COMMITTEE OUTREACH UPDATE – Committee Report
6.c TBID BOARD REPORT – TBID Meeting Minutes: April 9, 2025 Tourism & Community Promotions Manager Jacqui Clark-Charlesworth provided an update on items the TBID has been working on. Additionally, that Committee Member Lydia Bates, the TBID’s appointed seat on PCC has stepped off the TBID due to taking another job out of area which leaves an opening on PCC for another TBID member to fill.
6.d TOURISM PROGRAM UPDATE – Staff Report
8 Tourism & Community Promotions Manager Jacqui Clark-Charlesworth provided an update on the Tourism Program.
7. ADJOURNMENT
The meeting was adjourned at 7:37 p.m. The next Regular Meeting of the Promotional Coordinating Committee is scheduled for June 11, 2025 at 5:30 p.m. in the Council Hearing Room at City Hall, 990 Palm Street, San Luis Obispo. _________________________
APPROVED BY PROMOTIONAL COORDINATING COMMITTEE: XX/XX/202X
Organization
Name Event Name Reccomendations Specific Items
Cal Poly Corporation
Cal Poly Arts 2025-2026 Dance
Series $ 6,000.00 To be used towards media plan as presented.
Canzona Women's Ensemble Heart Strings $ 1,000.00 To be used towards media plan as presented.
Central Coast Childbirth Network
Central Coast Childbirth Network
Expo $ 1,300.00
To be used towards media plan with the
exception of printed flyers.
Central Coast Comedy Theater SLO One-Day Improv Festival $ 2,000.00 To be used towards media plan with the
exception of printed ads.
Central Coast Shakespeare Festival
Central Coast Shakespeare
Festival $ -
Not eligible for funding due to incomplete
application, specifcially overall budget section.
City Farm SLO
5th Annual Sheep Shearing
Shindig $ 3,000.00 To be used towards media plan as presented.
Civic Ballet of San Luis Obispo The Wonderful Wizard of OZ $ 3,000.00 To be used towards media plan as presented.
Diversity Coalition San Luis Obispo
County Women of Color Symposium $ 4,000.00
To be used towards media plan with the
exception of print.
Downtown SLO Concerts in the Plaza $ 12,000.00 To be used towards media plan as presented.
ECOSLO Creeks to Coast Cleanup $ 3,000.00
To be used towards media plan as presented
with the exception of print.
Girl Scouts of California's Central
Coast Grandparents and me Dance $ -
Not recommended for funding due to limited
reach to CACP's intended audience. See 6.g. of
Program Specifications & Guidelines.
History Center of San Luis Obispo
County Family Day at the Dallidet $ 1,500.00 To be used towards media plan as presented.
History Revisited
39th Annual Central Coast
Renassance Festival $ 9,000.00 To be used towards media plan as presented.
Hospice of San Luis County Light Up a Life $ 1,250.00
To be used towards media plan as presented
with the exception of print and bulk mailers.
Latino Outreach Council Dia De Los Muertos $ 6,000.00
To be used towards advertising and marketing,
not entertainment or talent for event.
Orchestra Novo, Inc Silent Movie with Live Orchestra $ 3,000.00 To be used towards media plan as presented
with the exception of print.
Saint Andrew Greek Orthodox
Church San Luis Obispo Greek Festival $ 4,500.00 To be used towards media plan as presented.
San Luis Obispo International Film
Festival, Inc.
San Luis Obispo International
Film Festival $ 6,000.00 To be used towards Variety Package only.
San Luis Obispo Master Chorale
Year Round Events to
accumulate Festival $ 2,500.00
To be used towards marketing of single series or
a single event.
San Luis Obispo Repertory Theatre Million Dollar Quartet $ 8,300.00 To be used towards media plan as presented
with the exception of printed mailers.
Senior Nutrition Program of San
Luis Obispo Laguna Lake Park $ -
Not eligible for funding due to event having a
primary purpose of fundraising and not meeting
goals of CACP grant intention. See 7.d. of
Program Specifications & Guidelines.
SLO County Arts Council Art After Dark $ 5,075.00
To be used towards social media, email
marketing and local media partnerships only.
SLO Beaver Brigade
4th Annual SLO County Beaver
Festival $ 5,075.00
To be used towards media plan as presented
with the exception of printed mailers.
SLO Climate Coalition SLO Earth Fest $ 4,750.00 To be used towards media plan as presented.
San Luis Obispo Museum of Art
Admission-free exhibitions and
public programs at SLOMA
FY2026 $ 6,500.00
To be used towards media plan as presented
with the exception of printed mailers.
SLO Overdose Awareness Day SLO Overdose Awareness Day $ 1,250.00 To be used towards video production, not hair
and makeup.
The Monday Club
An Invitation to the The Hill
Fashion Review $ -
Not eligible for funding due to event having a
primary purpose of fundraising and not meeting
goals of CACP grant intention. See 7.d. of
Program Specifications & Guidelines.
$ 100,000.00
Item 6j
Department: Administration
Cost Center: 1010
For Agenda of: 7/15/2025
Placement: Consent
Estimated Time: N/A
FROM: Greg Hermann, Deputy City Manager
Prepared By: Samantha Vethavanam, DEI Admin Specialist
SUBJECT: CONSIDERATION OF THE 2025-27 DEI HIGH IMPACT GRANT
FUNDING PRIORITIES AND INFORMATION
RECOMMENDATION
As recommended by the Human Relations Commission, approve the Diversity Equity and Inclusion (DEI) High Impact Grant funding priorities and information for the 2025-26 and 2026-27 fiscal years.
POLICY CONTEXT
The purpose of the Human Relations Commission (HRC) is to advise and make recommendations to the City Council and the City Manager which promote and advance inclusion, mutual understanding, respect, and equitable treatment to all San Luis Obispo community members. The Diversity, Equity, and Inclusion (DEI) High Impact Grant program provides financial support to non-profit organizations for programming and projects that advance equity and inclusion in the City. This grant program advances the current DEI Major City Goal workplan by facilitating programs and initiatives to support diverse community engagement and representation and by increasing access and belonging for all community members.
DISCUSSION
Background
The DEI High Impact Grant was created in 2020 to enhance a sense of belonging for all people in the San Luis Obispo community and to support local projects, programs, or initiatives that contribute to creating a San Luis Obispo that is welcoming, inclusive, equitable, and safe. The funding initially focused on narrowing equity gaps that have disproportionately impacted marginalized communities.
City Council approved a total of $559,800 in DEI High Impact Grants between 2020 and 2023 using the original funding priorities and information from 2020. Between December 2023 and March 2024, the Office of DEI worked with the HRC to update and streamline
Item 6j
the above funding priorities and other information for the DEI High Impact Grant, including through a noticed Public Hearing in December 2023 to receive feedback from the public.
The City Council approved the funding allocations for that year based on the revised funding priorities on December 10, 2024. Current grant recipients are implementing a diverse array of programs designed to address structural and systemic issues, including fitness classes for people with autism to a mentorship program for elementary school students to opportunities for community members to learn more about different cultures and groups in the City.
On June 4, 2025, the Office of DEI brought said DEI High Impact Grant funding priorities and information back to the HRC to confirm and/or further revise them in advance of the next two funding cycles. The HRC made a few edits and approved the DEI High Impact Grant funding priorities and information document as amended, which is included as Attachment A, at that same meeting. The Office of DEI will plan to bring the DEI High Impact Grant funding priorities and information back to the HRC, and then to City Council, every two years for approval and/or revision to align with the budget cycle.
The content included in Attachment A (the revised DEI High Impact Grant funding priorities and information) will be added to the Office of DEI website, within the section for the DEI High Impact Grant. This information constitutes the Notice of Funding Availability, as it includes information not only on the priorities for the grant, but the funding criteria, requirements, prohibitions, and other pertinent information.
Notable Changes from Previous Funding Priorities and Information A majority of the recommended changes to the DEI High Impact Grant funding priorities and information for the 2025-27 funding cycles are minor wording and streamlining edits.
However, there are a few notable changes, which include:
Changing item 2 under the Funding Criteria section from “Funded activities must primarily occur in the City of San Luis Obispo” to “100% of the funded activities must occur in the City of San Luis Obispo.”
This change was included to ensure that services are focused and centered on the City. While we do not require that only City residents can access the services, this requirement will ensure that City residents will have easy access and ability to benefit.
Providing more clarity on the requirements for partnership applications, i.e., when two or more organizations apply together for a program, project, or initiative that they plan to implement together. These clarifications include specifying that there must be a lead applicant who is an eligible entity and who will act as the fiscal agent, and that all parties must enter into the contract.
Item 6j
These changes were included to allow maximum flexibility for a variety of organizations doing work that would fall within the grant’s scope to be able to apply, including those who may not have a non-profit status. The changes codify and clarify how this could work in order to avoid confusion for applicants.
Previous Council or Advisory Body Action
The City Council approved the first round of DEI High Impact Grants on November 17, 2020, and has approved funding allocations for each year between 2022 and 2024.
The HRC has approved revised funding priorities and information for the DEI High Impact Grant on December 10, 2024, and again on June 4, 2025.
Public Engagement
Prior to the June 4, 2025 HRC meeting, the Office of DEI emailed all external community partners and collaborators to inform them of the opportunity to provide public comment on the DEI High Impact Grant funding priorities and information, which were being discussed at that meeting.
ENVIRONMENTAL REVIEW
The California Environmental Quality Act does not apply to the recommended action in this report, because the action does not constitute a “Project” under CEQA Guidelines Sec. 15378, as the grant funding disbursements will not result in either a direct physical change in the environment or a reasonably foreseeable indirect physical change in the environment. Specific projects funded by the grants may be subject to environmental review or exemption therefrom.
FISCAL IMPACT
Budgeted: N/A Budget Year: 2025-27
Funding Identified: N/A
Fiscal Analysis:
Funding
Sources
Total Budget
Available
Current
Funding
Request
Remaining
Balance
Annual
Ongoing
Cost
General Fund N/A N/A $ $
State
Federal
Fees
Other:
Total N/A N/A $ $
There are no fiscal impacts directly related to approval of the DEI High Impact Grant funding priorities and information.
Item 6j
ALTERNATIVES
1. The Council could revise and adopt different funding priorities and information.
If Council decides to revise and adopt different funding priorities and information for the upcoming DEI High Impact Grant, staff would request specific guidance on final funding priorities and information during the Council meeting, since the NOFA is scheduled to be published on or before August 4th.
2. The Council could continue consideration of the funding priorities and information. If Council decides to continue consideration of the funding priorities and information for the upcoming DEI High Impact Grant, Council should provide direction to staff regarding additional information needed to make a decision. This may delay the timeline for posting the Notice of Funding Availability for the grant.
3. The Council could provide direction to the HRC to consider alternative changes to the funding priorities and information. If Council decides to provide direction to the HRC to amend the funding priorities and information, Council would need to continue consideration of the item and provide direction to the HRC. This may delay the timeline for posting the Notice of Funding Availability for the grant.
ATTACHMENTS
A - Revised DEI High Impact Grant Funding Priorities and Information B - June 4, 2025 HRC Meeting Minutes
DEI High Impact Grant Revised Funding Priorities and Information DRAFT – 6/4/2025
Statement:
The DEI High Impact Grant provides financial support to non-profit organizations to enhance the sense of belonging for all people in the community of San Luis Obispo. This funding allocation is an effort to uplift and support local projects, programs, and initiatives that contribute to creating a San Luis Obispo that is welcoming, inclusive, equitable, and safe. The scope of equity and inclusion work is inherently broad and complex, and the funding seeks to support initiatives that show understanding of root cause issues and intractable problems, can demonstrate measurable success, and will contribute to some aspect of systemic change.
Funding Priorities:
Funding should primarily focus on advancing and implementing diversity, equity, and inclusion through innovative practices that seek to narrow equity gaps and address intractable, systemic, and structural issues.
Illustrative examples of systemic/structural issues include:
1. Availability of affordable housing development and access to housing.
2. Access to culturally and linguistically appropriate behavioral health services.
3. Impact of poverty and unemployment.
4. Diversity in government and governing institutions.
5. Racial and socio-economic disparities in the criminal justice system.
6. Environmental justice and equitable access to sustainable resources.
7. Equity in access and representation in decision-making processes and leadership roles.
8. Civic engagement related to voter representation and election education.
9. Diversity of employers and work programs.
Funding Examples:
DEI High Impact Grant funds can be used for innovative, new or existing projects, initiatives, and ongoing programs to reduce equity gaps and improve social justice initiatives for underserved and underrepresented communities in the City of San Luis Obispo.
Proposal may focus on specific underserved and underrepresented communities, but all projects, applications, and concepts must provide access to the entire City of San Luis Obispo community-at-large and contribute to a positive systemic/structural change.
Examples of previously funded activities include: (examples are illustrative and not ranked)
• Enhancing language access for Spanish-speaking community members in public historical exhibits.
• Expanding access to education and knowledge on social services programs by developing public how-to videos in English, Spanish, and Mixteco. • Creating cultural spaces for learning purposes to expand community building and belonging for all.
• Enhancing board leadership programs to include a diversity lens to create more inclusive governing bodies and government organizations. • Providing and enhancing ally or advocacy training programs designed to build community momentum and social justice.
• Public community art projects designed to uplift and bring social awareness of social cause issues impacting equity, communication, and stories of underserved and underrepresented communities.
• City-wide trainings and panel discussion events on sensitive topics that create awareness, equity, belonging, and challenges exclusive narratives.
Funding Requirements
1 Complete and submit a grant application (must include)
1.1 One-page DEI Statement that includes:
1.1.1 Applicant’s understanding and application of DEI concepts/values
1.1.2 Affirming language that creates access and a sense of belonging to all community members.
1.1.3 Explain how the proposal will advance DEI in the City of SLO.
1.2 One-page detailed budget for the proposal including how the total amount requested will be allocated.
1.3 Organizational chart (if joint application, all organizations must provide chart)
1.4 Document certifying Federal Tax-Exempt Status
2 Applicants must demonstrate core values of justice, equity, diversity and inclusion in their purpose/mission statement and daily operations and have been providing DEI-related initiatives or programs within SLO County for at least two (2) years prior to application. (The proposal can be for something new, but the recipient organization must have been operating locally for at least two [2] years.) 3 Grant recipients must enter into a contract with the City prior to receipt of DEI funds, the form of which can be found here: Download sample contract. 4 Grant recipients must complete periodic impact reports and provide them timely 5 Grant recipients must submit a final impact report at the end of project or at 12 months from start, whichever comes first. Grant recipients will be expected to return unused funds. Download sample report.
Funding Criteria
1 Applicants must be a registered 501(c)(3) non-profit organization, government or education entity, or faith-based organization
2 100% of the funded activities must occur in the City of San Luis Obispo. 3 Funded activities must primarily serve City residents. Applicants that provide services to neighboring communities, but also serve a significant number of City residents, will be considered.
4 Requests must be for programs or services with the ability to show measurable impact and success. New creative approaches that are rooted in best practices or evidence-based, as well as proven approaches, are highly encouraged. 5 Collaborations between one or more organizations or groups are welcome and encouraged. At least one organization in the partnership needs to be an eligible entity noted above.
Additional Funding Information
1 Single applicants’ minimum request of $5,000 and a maximum request of $20,000 2 For partner applications (two or more applicants) there is no minimum dollar amount request, but the maximum request is $40,000. A lead organization must be identified in the application. The lead organization must be an eligible entity and must act as the fiscal agent. All parties must enter into the contract. 3 A maximum of one (1) grant award is allowed per organization (or per partnership if a collaborative project)
4 Funding may be used for new (innovative) or existing projects, programs, concepts, or initiatives that have proven success and/or utilize best practices or innovative approaches. Funding may also be used for a one-time service that has long-lasting impacts.
5 Innovative projects, programs, concepts, and initiatives are highly encouraged. 6 Projects, programs, concepts, and initiatives that leverage existing or other funding sources to supplement proposal are highly encouraged.
Prohibited Use of Funds
1 Funds CANNOT be used for advancing, campaigning, advocating, promoting, or highlighting political entities, ballot measures/initiatives, or candidates. 2 Funds CANNOT be used for advancing, advocating, promoting, or highlighting religious causes, entities, individuals, or activities. Funding CANNOT be used for the purpose of disseminating religious information in any form. 3 Funds CANNOT be used for profit or personal gain.
Funding Decisions
The Human Relations Commission (HRC) will exercise discretion when developing funding recommendations.
The HRC will review, with support from the Office of Diversity, Equity, & Inclusion, all applications (that are completed, timely submitted, and meet the funding criteria) and develop funding recommendations based on the answers and attestations provided in each application. Recommendations will be presented to the City Council for approval.
Final funding decisions are at the sole discretion of the City Council.
Proposals will be evaluated for meeting an identified and defined intractable/systemic/structural problem or need, potential to succeed, ability to make a high impact, or advance systemic change, and for centering efforts to address inequities for underserved and underrepresented communities while serving all community members.
1 Human Relations Commission Minutes
June 4, 2025, 5:00 p.m.
Council Hearing Room, 990 Palm Street, San Luis Obispo
Human Relations
Commissioners
Present:
Commissioner Mason Ambrosio, Commissioner Stephanie
Carlotti (arrived at 5:13pm) Commissioner Vincent DeTurris, Commissioner Esmeralda Parker, Commissioner Sierra Smith, Chair Angie Kasprzak
Human Relations
Commissioners
Absent:
Vice Chair Catuih Campos
City Staff Present: Deputy City Manager Greg Hermann, DEI Administrative Specialist Samantha Vethavanam, DEI Manager Matt Pennon _____________________________________________________________________
1. CALL TO ORDER
A Regular Meeting of the San Luis Obispo Human Relations Commission was called to order on June 4, 2025 at 5:05 p.m. in the Council Hearing Room at City Hall, 990 Palm Street, San Luis Obispo, by Chair Kasprzak.
2. PUBLIC COMMENT FOR ITEMS NOT ON THE AGENDA
Public Comment:
None.
--End of Public Comment--
3. CONSENT
3.a CONSIDERATION OF MINUTES - MAY 7, 2025 HUMAN RELATIONS
COMMISSION MINUTES
Motion By Commissioner Smith
Second By Commissioner DeTurris
To approve the Human Relations Commission Minutes of May 7, 2025.
2 Ayes (5): Commissioner Ambrosio, Commissioner DeTurris, Commissioner Parker, Commissioner Smith, Chair Kasprzak
Absent (2): Commissioner Carlotti and Vice Chair Campos CARRIED (3 to 0)
Commissioner Carlotti joins at 5:13pm
4. BUSINESS ITEMS
4.a OVERVIEW AND UPDATE ON THE ECONOMIC DEVELOPMENT
STRATEGIC PLAN
Economic Development & Tourism Manager Laura Fiedler provided information to the Commissioners on the current Strategic Plan and how DEI is embedded within.
Public Comment:
None.
--End of Public Comment--
4.b UPDATE AND OVERVIEW OF THE CLIMATE ACTION PLAN
Sustainability & Natural Resources Official Robert Hill and Sustainability Manager Chris Read provided information to the Commissioners on the current Climate Action Plan and how DEI is embedded within.
Public Comment:
None.
--End of Public Comment--
4.c SAN LUIS OBISPO POLICE DEPARTMENT UPDATE
Chief Rick Scott and Officer John Stevens provided information to the Commissioners on the current Strategic Plan and how DEI is embedded within.
Public Comment:
None.
--End of Public Comment--
3 4.d FISCAL YEAR 2025-26 DEI HIGH IMPACT GRANT FUNDING
INFORMATION AND PRIORITIES REVIEW
Public Comment:
Jerry Mihaic
--End of Public Comment—
Motion By Commissioner Smith
Second By Chair Kasprzak
To approve the DEI High Impact Grant funding information and priorities for Fiscal Year 2025-26 for City Council’s approval with the following recommendations:
• Update language to the Additional Funding section to clarify that the lead organization for partner applications needs to be an eligible entity and act as the fiscal agent, but that all parties must enter into the contract.
• Remove the sentence “eligible projects may provide a one-time service with long-lasting impacts” from the Funding Priorities sections and add as a seventh Additional Funding Information item Ayes (6): Commissioner Ambrosio, Commissioner Carlotti, Commissioner DeTurris, Commissioner Parker, Commissioner Smith, Chair Kasprzak Absent (1): Vice Chair Campos
CARRIED (4 to 0)
5. COMMENT AND DISCUSSION
5.a STAFF & COMMISSIONER UPDATES AND AGENDA FORECAST
Deputy City Manager Greg Hermann, DEI Manager Matt Pennon, and DEI Admin Specialist Samantha Vethavanam provided the following update of upcoming projects:
• DEI Manager Pennon will be reaching out to schedule one on ones with the Commissioners.
• City staff attended Pride in the Plaza and Trans Pride in the Park the weekend of May 31 – June 1 and experienced great community engagement.
• City Council approved the HRC’s Human Services Grant
recommendations at the June 3rd Regular Meeting with a modification
4 to award $15,000 to People’s Self Help Housing and $10,000 to SLO CASA.
• The final Community Belonging Series workshop will take place June 10th
• 2024-25 DEI High Impact Grants mid-year reports are due on July 21st • 2024-25 Human Services Grant year-end reports are due July 21st.
Chair Kasprzak informed the Commission that on June 21st there will be a “Pride Prom” event at 1500 Lizzie Street, as well as “Swim With Pride” on June 28th at Sinsheimer Park. The Juneteenth event in San Luis Obispo would be cancelled, but Paso Robles will be hosting an event on June 21st at the Downtown Park.
6. ADJOURNMENT
The meeting was adjourned at 8:09 p.m. The next Special Meeting of the Human Relations Commission is scheduled for July 9, 2025 at 5:00 p.m. at City Hall, 990 Palm Street, San Luis Obispo. The July 2, 2025 Regular Meeting will be cancelled.
_________________________
APPROVED BY HUMAN RELATIONS COMMISSION: XX/XX/2025
Item 6k
Department: Attorney
Cost Center: 1501
For Agenda of: 7/15/2025
Placement: Consent
Estimated Time: N/A
FROM: Christine Dietrick, City Attorney
Prepared By: Sadie Symens, Deputy City Attorney
SUBJECT: ADOPT A RESOLUTION AUTHORIZING THE CITY CLERK AND CITY
ATTORNEY TO AMEND THE RECORDS RETENTION POLICY AND
SCHEDULE TO REFLECT NON-RETENTION OF CERTAIN INCIDENTAL
VIDEO FOOTAGE AND IMAGES NOT RETRIEVED FOR CITY BUSINESS
USE BY CITY STAFF (NOT RELATED TO FO
RECOMMENDATION
Adopt a draft Resolution entitled “ A Resolution of the City of San Luis Obispo, California, Authorizing the City Clerk and City Attorney to Amend the Records Retention Policy and Schedule to Reflect Non-retention of Certain Incidental Video Footage and Images Not Retrieved for City Business Use by City Staff.” (Attachment A) This policy clarification does not alter in any way the statutorily mandated retention requirements applicable to footage of police in-vehicle camera, body-worn camera, or routine video monitoring.
REPORT-IN-BRIEF
The City uses video and imaging technology for a variety of reasons, across a variety of departments. Some types of video footage, including that from body-worn cameras, invehicle (“dash”) cameras, and routine video monitoring (i.e., of City buildings and Cityowned parking structures) must be retained under state law and the City’s record retention policy. Other sources of video/imaging – specifically, fixed and mobile “pod” cameras, aerial drones, and license plate readers (LPR) – mostly capture only incidental footage and images not necessary for conducting City business. Staff are recommending the Council authorize a clarification to the City’s Records Retention Policy and Schedule that such incidental images and video are not a “record” that requires retention for any period of time, unless and until the video/images are retrieved and held by City staff.
Item 6k
POLICY CONTEXT
Under Resolution No. 9174 (2001 Series), the City Clerk, in consultation with the City Attorney, is directed to review annually state and federal regulations and to update the Records Retention Schedule and/or policy as necessary.
DISCUSSION
Background
The City is not required to video record or video monitor anything. However, the City recognizes there are significant benefits of using video recording and/ or monitoring, such as providing greater efficiency, transparency, accountability and accuracy in government.
These benefits can be realized by recording public meetings, recording interactions between citizens and their police department and other field staff, or recording the operations of various departments. Video recording or monitoring can also be an effective tool in law enforcement investigations or in deterring damage to public buildings and facilities. Once created, certain video and images are required to be retained for a specified length of time as determined by state statutes and City policies (such as footage from in-vehicle/dash cameras, body worn camera, and video monitoring of City buildings) and the action being recommended here does not reduce or otherwise alter those retention requirements. However, video applications throughout the City’s public spaces capture an extraordinarily large amount of incidental footage not necessary or useful for any public purpose (e.g., hours of incidental footage of nothing happening on a public street or other public park area). It is the non-retention of that incidental footage being recommended to City Council for clarification; that the City Records Retention Policy (“Retention Policy”) be amended to expressly state specific incidental footage/imagery is outside the definition of a record, unnecessary for any public purpose and, therefore, outside the control of the Retention Policy.
While there are arguably benefits to universal retention of all video footage generated by City controlled devices, that “keep everything” idea must be measured against the high costs of retaining non-useful imagery that is captured but never needed nor intended for use in any governmental purpose (“incidental”). Due to the amount of electronic storage space required for retention of incidental imagery, the average, annual cost to store all video footage, and to retrieve recordings from storage, is about $100,000 for the Police Department and an additional $150,000 for the rest of the City (these are smoothed annual costs based on capital purchases made by the City approximately every five years). These amounts are the storage costs for both statutorily required retention as well as a significant amount of incidental recordings.
As mentioned previously, some video footage, such as body-worn cameras and in-vehicle (“dash”) cameras, are records that, once created, must be retained pursuant to and in accordance with state statute. The Retention Policy clarification being recommended by
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staff to the City Council is not intended to and does not affect or alter the City’s obligations under state law. The types of incidental footage that are subject to the clarification, and which will be discussed further below, do not qualify for designation as “records” of government business requiring retention.
Legal Framework for Video Record Retention
California Government Code (“Government Code”) section 34090 allows cities, with approval of the legislative body and the city attorney, to destroy city “records” that are over two years old, unless they are “records affecting the title to real property or liens thereon,” court records, the minutes, ordinances, or resolutions of the legislative body or city commission, or “records required to be kept by statute.” This means that unless a different retention period is specified, videos that are deemed to constitute “city records” must be retained for at least two years.
Government Code section 34090.6 creates an exception to the two-year retention rule by authorizing destruction of “recordings of routine video monitoring” after one year, unless they are evidence in a pending claim or litigation. Importantly, this section states that “routine video monitoring” is a “record” that must be retained. “Routine video monitoring” is defined as “recording by a video or electronic imaging system designed to record the regular and ongoing operations of the departments described in subdivision (a), including mobile in-car video systems, jail observation and monitoring systems, and building security recording systems.” (emphasis added; Govt. Code §34090.6(c).) Records of routine video monitoring, as defined above, are and will continue to be retained for one year under the Retention Policy, in accordance with state law.
The term “records” is not defined in these record retention statutes. However, the California Attorney General has opined that a “record” in the context of retention by public agencies is “a thing which constitutes an objective lasting indication of a writing, event or other information, which is in the custody of a public officer.” (emphasis added; 64 Ops.Atty.Gen. 317.)
By approval of the clarification to the Retention Policy being recommended here, the City would make the distinction that incidental video of non-events is not a record; that only when video monitoring or other cameras captures an image with potential value related to the conduct of public business, and that image is flagged for retention by staff, does it qualify as a “record” of the event recorded and then must be retained for the period required by applicable law. (e.g., Govt. Code § 34090.) That is the point at which video becomes “an objective lasting indication of a writing, event, or other information which is in the custody of a public officer and is kept either (1) because a law requires it to be kept or (2) because it is necessary or convenient to the discharge of the public officer’s duties and was made or retained for the purpose of preserving its information content for future reference.” (64 Cal.Ops. Atty.Gen. 317 at p. 11; see also People v. Tomalty (1910) 14
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Cal.App.224, 231 [“In order that an entry or record of the official acts of a public officer shall be a public record it is not necessary that such record be expressly required by law to be kept, but it is sufficient if it be necessary or convenient to the discharge of his official duty”].) “Records,” then, would exclude video imagery that is not required by state law to be retained and that is incidental, meaning captured for a minimal period of time and thereafter automatically deleted on a regular, repeating schedule if not flagged or bookmarked for retention.
The recommended action only affects four categories of incidental video/images captured by the City, as follows:
1. Mobile “Pod” Camera Footage
The Police Department and other City departments utilize mobile “pod” cameras for security/monitoring and other purposes. Video recordings frequently capture hours of incidental video footage with no public business value, are not taken into the custody of any public officer or flagged for retention, and, therefore, do not create a “record” of anything necessary or convenient to the conduct of the public’s business. The footage is stored temporarily on the cameras, not on City servers, for roughly 90 days unless and until it is flagged and saved by City staff. As discussed above, at all times preceding the moment City staff flags a video or a portion of a video for use or future reference, the video is not a “record” of anything, but simply an incidental capture.
2. Stationary “Pod” Camera Footage
City staff also utilize “pod” cameras fixed to a single public location for security/monitoring purposes. Because these cameras are in public places such as the Mission Plaza and the Railroad Safety Trail, and not located at a specific City department or operation/facility, the footage recorded is not “routine video monitoring,” as defined in Government Code 34090.6 as “video recording by a video or electronic imaging system designed to record the regular and ongoing operations of the departments described in subdivision (a), including mobile in-car video systems, jail observation and monitoring systems, and building security recording systems.” As with the mobile pod cameras, the footage frequently does not create a record of anything related to the City’s business. The footage is likewise stored on the cameras for a period of roughly 90 days. Unless and until the footage is flagged for review or retention (aka, “kept” by the City), the footage is not a record.
3. Aerial Drone Footage
Police utilize aerial drones for a variety of reasons, such as live monitoring of large events.
When used to monitor live events, the footage captured does not generally create a record of anything requiring preservation, nor does it record the regular and ongoing operations
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of a City department. Drones are not used to record the fact that an event happened, nor to create a record of the fact that nothing of interest occurred. Unless the City becomes aware of an event, crime or incident having occurred and possibly recorded on the drone footage, there is nothing in the incidentally captured drone footage necessary or convenient to the discharge of any public officer’s duties and no reason to retain it as a “record.” A peripheral benefit of the recommended policy clarification as to this type of footage may be the alleviation of emerging concerns about the retention, production and use of such video in a manner that could raise concerns about chilling First Amendment peaceful assembly rights.
Drone footage obtained and saved by City staff for other purposes, such as capturing video of open space or for mapping/topography, would continue to be retained as a record for the City’s applicable retention period.
4. License Plate Recognition Images
License Plate Recognition (LPR) technology is used by the Police Department for a variety of investigatory purposes, including locating stolen vehicles and developing vehicle profiles (which can match a victim or witness’s description of a vehicle to a license plate number). Imaging captured by these LPR cameras is stored on-camera by the Police Department’s third-party vendor for a period of 30-60 days. That period of time should be sufficient to determine whether footage may have captured an event rising to the level warranting retrieval and retention. Unless and until a particular image is flagged for retention and kept by the City for use in discharging a public duty or to preserve the image for future reference, including for either of the purposes stated above, or for retention as evidence, the image is not a “record” requiring retention for any period of time. Once an image is retrieved by Police staff, it is retained by the Police department for the applicable record or evidence retention period.
LPR technology is also used by Parking Services in Parking enforcement vehicles and in the City-owned parking structures. Images are used to verify license plates and/or valve stem locations (to determine whether the vehicle has moved) for paid parking, permit, or time limit parking enforcement. If a citation is issued, the LPR image is attached to the citation file in the Parking division’s citation processing system along with any other photos or evidence associated with the citation. The image remains on the citation for the life of the citation (five years.) As with Police department use of LPR technology, unless and until a particular image is flagged for retention and kept by the City for use in discharging a public duty or to preserve the image for future reference (i.e. issuing a citation), the image is not a “record” requiring retention for any period of time.
LPR cameras in City-owned parking structures are used for access of vehicles into and out of the garages, and recording entry/exit times, but are not used for issuing citations in
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the garage. If a particular image is saved because of its relevance to a non-parking violation or a crime, it will be retained in accordance with the Retention Policy.
Conclusion
It is recommended that Council authorize an amendment to the Retention Policy clarifying that incidental video and images described above, which are not necessary or convenient to the conduct of City business and not actually held and retained for staff for some City business purpose, need not be retrieved and retained as a City “record.” To reiterate, the recommended action is not intended to affect retention policies for video records that must be retained according to state law, such as in-vehicle (“dash” cam) footage, footage from body-worn cameras, recordings of routine video monitoring as statutorily defined (which the City has interpreted to also include security cameras within City-owned parking structures), and video footage retained as evidence.
Previous Council or Advisory Body Action
In the 2001 revision to the Retention Policy, the City Council authorized, “the City Clerk, in consultation with the City Attorney, to review annually state and federal regulations and to update the Records Retention Schedule and/or policy as necessary,” (Resolution No. 9174 (2001 Series)) pursuant to delegated authorization under Government Code § 34090.
The City Clerk, in coordination with the City Attorney’s office, recently revised the City’s Records Retention Policy and Schedule. It was published to the City’s website on March 10, 2025.
Public Engagement
The recommended action is an administrative modification to City procedures or process and therefore does not require specific public engagement. The item is a consent item for the July 15, 2025, City Council meeting and will follow all required postings and notifications. The public will have an opportunity to comment on this item at or before the meeting.
CONCURRENCE
The Police Department and Information Technology division concur with this recommendation.
ENVIRONMENTAL REVIEW
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The California Environmental Protection Agency does not apply to the recommended action because it is not a “project” under CEQA Guidelines Section 15378.
FISCAL IMPACT
Budgeted: No Budget Year: 2025-26
Funding Identified: No
Fiscal Analysis:
Funding
Sources
Total Budget
Available
Current
Funding
Request
Remaining
Balance
Annual
Ongoing
Cost
General Fund $ $ $ $
State
Federal
Fees
Other:
Total $0 $0 $0 $0
The recommended action could lead to potential savings in storage costs if staff are no longer required to keep hours of incidental footage not required to be retained as “record.” As stated above, storage of video footage costs the Police Department approximately $100,000 annually, and the Information Technology division estimates that the City spends an additional $150,000 annually in storage of non-Police generated video.
ALTERNATIVES
Council could terminate the use of certain cameras. Since the City has no obligation to record or capture the incidental video/imagery subject to this Resolution, and given the exorbitant cost of prolonged storage, Council could direct staff to terminate use of the cameras generating the incidental video/imagery.
Council could decide not to approve the Resolution. Should Council pursue this alternative, staff would be required to retain significant volumes of incidental footage that is not required to be retained by statute and which does not constitute a City “record,” incurring unnecessary and burdensome ongoing storage costs.
Council could decide to exclude one or more types of identified incidental video from the Resolution. Should Council opt to exclude one or more types of identified footage, staff requests that Council clarify their reasons for finding that such non-event, unflagged footage constitutes a City “record.”
Item 6k
ATTACHMENTS
A - Draft Resolution “AUTHORIZING THE CITY CLERK AND CITY ATTORNEY TO AMEND
THE RECORDS RETENTION POLICY AND SCHEDULE TO REFLECT NON-RETENTION
OF CERTAIN INCIDENTAL VIDEO FOOTAGE AND IMAGES NOT RETRIEVED FOR CITY
BUSINESS USE BY CITY STAFF (NOT RELATED TO FOOTAGE OF POLICE IN-VEHICLE CAMERA, BODY-WORN CAMERA, OR ROUTINE VIDEO MONITORING)”
RESOLUTION NO. _____ (2025 Series)
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN LUIS
OBISPO, CALIFORNIA, AUTHORIZING THE CITY CLERK AND CITY
ATTORNEY TO AMEND THE RECORDS RETENTION POLICY AND
SCHEDULE TO REFLECT NON-RETENTION OF CERTAIN INCIDENTAL
VIDEO FOOTAGE AND IMAGES NOT RETRIEVED FOR CITY
BUSINESS USE BY CITY STAFF (NOT RELATED TO FOOTAGE OF
POLICE IN-VEHICLE CAMERAS, BODY-WORN CAMERAS, OR
ROUTINE VIDEO MONITORING)
WHEREAS, the City’s Records Retention Policy and Schedule (“Records Retention Policy”) does not completely address the nature and retention periods of all unretrieved and unused video monitoring or surveillance video or other imaging currently generated or captured by the City; and
WHEREAS, there is a need for clarification in the Records Retention Policy in contemplation of the extensive and expanding use of “pod” investigative and surveillance cameras, aerial drones, license plate recognition (“LPR”) technology, and other types of technology that produce incidental video and imagery that is not needed for City business use by City staff; and
WHEREAS, the City recognizes that there are significant benefits in terms of transparency, accountability and accuracy from video recording or monitoring, and benefits to security from surveillance video, but these benefits must be measured against the high costs of retaining the captured incidental and unuseful imagery for a lengthy period of time; and
WHEREAS, the City is a charter city with constitutional authority to make all laws relating to municipal affairs within its jurisdiction; and WHEREAS, state law does not specify that all video and imagery generated by a public agency, regardless of public utility, becomes a record requiring retention at the moment of its creation; and
WHEREAS, it is extremely expensive to retain all incidental video for a lengthy period of time or to have dedicated staff review all video and images captured; and WHEREAS, City staff are equipped and able to determine whether a video recording or LPR image should be reviewed for possible retention well within 30 days of its creation; and
WHEREAS, the Record Retention Policy, as most recently revised on April 14, 2025, requires retention of records of routine video as statutorily defined (one year), invehicle (one year) and body-worn camera footage (90 days to two years, depending on the type), audio and video recordings of City Council and Planning Commission meetings
(ten years), parking structure video monitoring (one year), and drone/pod/event surveillance footage preserved by staff (two years), in accordance with respective state law and adopted City policy; and
WHEREAS, it is in the City’s best interest to amend its Record Retention Policy to clarify that incidental video or imagery captured by City-operated cameras need not be retained from the moment it is generated and to the extent footage is not necessary to the performance of a public duty.
NOW, THEREFORE, BE IT RESOLVED by the Council of the City of San Luis Obispo that the above is true and that:
SECTION 1. Findings.
1. The above-stated Recitals are adopted and incorporated herein as findings of the City Council.
2. The Records Retention Policy appropriately ensures retention of video records and other images that are required by state law to be retained for prescribed amounts of time.
3. Video and still images captured by 1) investigative/mobile “pod” cameras, 2) fixed-location “pod” cameras, 3) aerial drones, and 4) License Plate Recognition technology do not record the regular and ongoing operations of the City, nor are they designed to create a public record of the fact that nothing of interest occurred. Unless and until City staff become aware of an event, crime, violation, or incident possibly recorded by the aforementioned and similar technology, there is nothing in the footage or captured imagery necessary or convenient to the discharge of any public officer’s duties and no reason to retain it as a “record.”
SECTION 2. Action.
1. As to the video and images described in the Finding #3 above (and similar video/images), such video and images shall not become a City record unless and until such time as the City becomes aware that the video or image depicts an event, violation, crime or information and takes action to retrieve the video or image. In such a case, the video or image shall become a “record” and be retained in accordance with the applicable retention period as adopted in the City’s Record Retention Schedule.
2. The City Clerk and the City Attorney are authorized to exclude from the City’s Record Retention Policy and Schedule such incidental video and images captured by City-operated technology.
Upon motion of _______________________, seconded by
_______________________, and on the following roll call vote:
AYES:
NOES:
ABSENT:
The foregoing resolution was adopted this _____ day of _____________________ 2025. ____________________________________
Mayor Erica Stewart
ATTEST:
____________________________________
Teresa Purrington
City Clerk
APPROVED AS TO FORM:
_____________________________________
J. Christine Dietrick
City Attorney
IN WITNESS WHEREOF, I have hereunto set my hand and affixed the official seal of the City of San Luis Obispo, California, this ______ day of ______________, _________. ______________________________
Teresa Purrington
City Clerk
Item 7a
Department: Administration
Cost Center: 1005
For Agenda of: 7/15/2025
Placement: Study Session
Estimated Time: 60
FROM: Greg Hermann, Deputy City Manager
Prepared By: Chris Read, Sustainability Manager
Gray Gautereaux, Green Buildings Analyst
SUBJECT: CLIMATE ACTION - EXISTING BUILDING ENERGY RETROFIT POLICY
UPDATE AND FUTURE OPTIONS STUDY SESSION
RECOMMENDATION
Receive and file a presentation on building energy retrofit policy progress and future options and provide strategic direction on next steps.
REPORT-IN-BRIEF
The City’s Climate Action Plan includes the Council adopted goal of reducing emissions from existing buildings by 50% by 2030. The City has made progress supporting voluntary retrofits; however, these retrofits are not sufficient to achieve Council’s goals. Anticipating this fact, the 2023-25 Major City Goal work plan directed staff to: “Conduct a study session, and pending Council direction, develop an equitable framework for cost effective building electrification retrofit policies, with an initial focus on additions and alterations, as called for by CAP Green Buildings Task 2.1.E.” Staff conducted a study session in 2023 and at that time, committed to making progress where feasible on policies related to additions and alterations, building performance standards (BPS), and time of sale disclosure options. Staff also committed to returning to Council with updates and to seek strategic direction on next steps.
This Council Agenda Report provides progress since 2023 for each of the policy options.
Based on the progress and lessons learned to date, staff recommends six strategic next steps that would continue an approach to energy retrofit policy that is measured, practical, and puts the City in position to scale as resources become available:
Additions and Alterations
Strategic Next Step #1: Re-adopt the Energy Efficient Renovations Requirements for single-family homes concurrent with the 2025 California Building Code in Fall of 2025 with the definition for “work area” revised for clarity. This would keep the existing policy framework in place. Strategic Next Step #2: Pending the release of cost-effectiveness studies
Item 7a
by the California Statewide Energy Codes and Standards Team for multifamily and non-residential building types, further evaluate the viability of a policy that would apply to these building sectors, and if feasible, return with that policy to Council for consideration in 2026.
Building Performance Standards
Strategic Next Step #3: Continue to monitor funding sources for implementation of a BPS program while also using existing staff resources to complete foundational tasks such as refining and finalizing the database of potentially covered buildings, evaluating non-residential costeffectiveness studies to identify cost-effective retrofit measures, conducting extensive outreach with building owners and stakeholders, and connecting building owners with voluntary retrofit programs. Return with a BPS progress update to Council by early 2027.
Strategic Next Step #4: Continue to monitor and provide feedback to the statewide BPS program development process.
Strategic Next Step #5: Continue to advocate to Central Coast Community Energy (3CE), 3C-REN, state agencies, and other relevant organizations for expanded non-residential retrofit rebates and incentives.
Time of Sale
Strategic Next Step #6: Participate in a voluntary Home Energy Score pilot and report to Council in early 2027 on the outcomes of the first year of the pilot to inform further action. Staff would facilitate the identification and referral of inspectors for the Home Energy Score training hosted and funded by BayREN and would work with realtors to understand how to best deploy the voluntary energy disclosure system.
This Council Agenda Report provides the context for these recommendations and for the various alternatives Council could provide as strategic direction. Staff will use this direction to inform next steps for each policy. Any direction requiring Council action (e.g., adoption of an ordinance or resolution) would be followed by additional staff work to develop the policy, which would then be brought back to Council for consideration at a future meeting.
POLICY CONTEXT
Land Use Element of the General Plan:
o Policy 9.4 (Climate Action Plan) - The City shall maintain and implement its Climate Action Plan to reduce community and municipal GHG emissions consistent with State laws and objectives.
o Policy 9.7 (Sustainable Design) - The City shall promote and, where appropriate, require sustainable building practices that consume less energy, water and other resources, facilitate natural ventilation, use daylight effectively, and are healthy, safe, comfortable, and durable.
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Conservation and Open Space Element of the General Plan:
o Policy 2.2.1 (Atmospheric Change) - City actions shall seek to minimize undesirable climate changes and deterioration of the atmosphere’s protective functions that result from the release of carbon dioxide and other substances.
o Goal 4.2 (Sustainable energy use) - Increase use of sustainable energy sources such as solar, wind and thermal energy, and reduce reliance on non-sustainable energy sources to the extent possible with available technology and resources.
Climate Adaptation and Safety Element of the General Plan:
o Policy HE-4.3 (Green and Healthy Buildings) - The City shall support fuel switching retrofits (from fossil fuel to high-efficiency electric appliances), energy efficiency retrofits, and distributed energy resources as low-carbon solutions to create safe, cool, and healthy buildings and consider programs and projects that support these retrofits as critical to maintaining community safety and to supporting disaster preparedness.
Resolution 11159 (2020 Series) adopted the Climate Action Plan for Community Recovery with the goal of community carbon neutrality by 2035 and a sub-goal of 50 percent reduction in emissions from existing buildings by 2030. Resolution No. 11381 (2022 Series) reaffirmed these goals and created a work program for fiscal years 2023-27, including Green Buildings Action 2.1.E, which directs staff to, “Develop an equitable framework for requiring electrification retrofits and develop cost effective building electrification policies for additions and alterations.”
2023-25 Financial Plan Climate Action Major City Goal action 4.1.i directs staff to conduct a study session, and pending Council direction, develop an equitable framework for cost-effective building electrification retrofit policies, with an initial focus on additions and alterations, as called for by CAP Green Buildings Task
2.1.E. Staff conducted the study session on December 4, 2023 and received strategic direction to return with updates and next steps as staff learned more about the effectiveness and feasibility of available options. The item is included, in part, in the 2025-27 Financial Plan as Open Space, Climate Action, and Resilience Major City Goal action 1.a.
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DISCUSSION
Background
Context
On August 19, 2020, Council approved the City’s Climate Action Plan for Community Recovery (CAP), and adopted Resolution 11159 (2020 Series), which includes the goal of carbon neutrality by 2035 and building sector goals of (1) zero emissions from new buildings and (2) a 50 percent reduction in emissions from existing buildings by 2030.1 This Study Session focuses on emissions from energy use in existing buildings.
Emissions reductions from existing buildings come from reducing fossil fuel use by adding solar and battery storage, replacing old appliances with high-efficiency heat pump hotwater heaters and HVAC systems, and making building envelope improvements like installing new windows and adding insulation. As the City’s electricity approaches 100% renewable by 2030 through Central Coast Community Energy (3CE), achieving the City’s existing buildings emissions reduction goals primarily means reducing natural gas consumption.
2 The reduction of emissions from existing buildings occurs through a balance of marketbased programs and actions to support voluntary energy retrofits, and policy that requires energy retrofits in certain circumstances. On December 6, 2022, Council adopted the 2023-27 Climate Action Work Plan, and the building sector goals from the 2020 Climate Action Plan were reaffirmed. In addition to a suite of solutions to support voluntary retrofits, the updated Climate Action Plan includes work task “Green Buildings 4.1.A”, which directs staff to “Develop an equitable framework for requiring electrification retrofits and develop cost-effective building electrification policies for additions and alterations.” In support of this task, staff conducted a Study Session with Council on December 4, 2023, to identify the policy options available to the City and to receive strategic direction on next steps.3 As described in the report, staff conducted extensive research on the topic and identified key findings:
1 Emissions reduction policies related to energy use in new buildings are covered under a separate work stream and are not discussed in this Council Agenda Report. The September 19, 2013 Council Agenda Report (https://opengov.slocity.org/WebLink/DocView.aspx?id=181457&dbid=0&repo=CityClerk) provides the most recent summary of City policy as it relates to energy use in new buildings. 2 The California Energy Code (California Code of Regulations, Title 24, Part 6, §150.1) governs wholehome energy efficiency and explicitly covers water heating and HVAC systems. In contrast, cooking appliances and clothes dryers are regulated under separate appliance efficiency standards in Title 20.
Because local amendments to the Energy Code can only address systems covered under Title 24, cooking and clothes drying appliances fall outside the scope of this policy discussion. 3https://pub-slocity.escribemeetings.com/Meeting.aspx?Id=021a6480-65bf-43b2-9a9ef88573168880&Agenda=Agenda&lang=English&Item=25&Tab=attachments
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1. Available incentives and rebates are likely not sufficient to achieve adopted City goals.
2. The City’s building stock and its occupants are diverse and require diverse energy retrofit solutions.
3. The large majority of natural gas consumed in existing buildings comes from water heating and space heating.
4. There are a limited number of times when building owners make substantial improvements to their buildings and a City policy is likely necessary for each of those events in order for the City to achieve its goals.
Related to key finding number four, the 2023 Study Session included three potential policies for Council’s consideration including: 1) requirements for energy efficiency improvements concurrent with major additions and alterations; 2) requirements for energy disclosure or improvements at time of sale; and 3) the development of energy efficiency requirements for large buildings typically referred to as a Building Performance Standard (BPS). At the 2023 Study Session, Council provided strategic direction to pursue a pragmatic policy framework that starts small, that covers each building sector, and that takes action on what is feasible. Staff followed this strategic direction by making progress on these three potential policies. Progress to date on each policy, including potential next steps, is provided later in this report.
Greenhouse Gas Emissions Reduction Progress
As the California grid continues its progress towards a carbon neutral electricity supply, the primary driver of greenhouse gas emissions in existing buildings is natural gas consumption. Figure 1 and Figure 2 provide an overview of community gas consumption trends using the best currently available data.4,5
Figure 1 presents communitywide natural gas consumption from 2012 to 2024. The solid blue line indicates gas consumption in therms, the dashed blue line represents the linear trend, and the dashed green line indicates a 50% reduction in gas use from 2016 levels.
While there are peaks and valleys resulting from warmer and cooler years, as well as known data inconsistency issues, the overall trend illustrates progress, with a 10% reduction over that time period despite growth in all building sectors. Despite this progress, Figure 1 also illustrates that the City is not on track to achieve its 50% reduction by 2030 goal with existing policies.
4 Staff are currently collecting data to support the comprehensive greenhouse gas inventory update that will accompany the 2027 CAP update. This study session is occurring at the front end of the 2027 Climate Action Plan update and as such, will influence how the existing buildings sector of the plan update is developed.
5 https://energydatarequest.socalgas.com/