Agenda packet — San Marino City Council, March 24, 2023

REVISED
CITY OF SAN MARINO
CITY COUNCIL AGENDA
Steve Talt, Mayor
Steven W. Huang, DDS, Vice Mayor
Tony Chou, Council Member
Calvin Lo, Council Member
Gretchen Shepherd Romey, Council Member
Mario Rueda, Acting City Manager
www.CityofSanMarino.org
(626) 3000700 Phone
City Hall Council Chamber
2200 Huntington Drive
San Marino, CA 91108
ADJOURNED REGULAR MEETING OF THE
SAN MARINO CITY COUNCIL
FRIDAY, MARCH 24, 2023 AT 8:30 AM
BARTH ROOM CROWELL PUBLIC LIBRARY
1890 HUNTINGTON DRIVE
SAN MARINO, CA 91108
AND
7447 ROYAL STREET #303
PARK CITY, UTAH 84060
The City of San Marino appreciates your attendance. Citizens’ interest provides the Council with valuable information regarding issues of the community.

Regular meetings are held on the 2nd Wednesday of every month at 6:00 p.m. Typically, adjourned meetings are held on the last Friday of every month at 8:30 a.m.

In compliance with the Americans with Disabilities Act, any person with a disability who requires a reasonable modification or accommodation in order to participate in a meeting should contact the City Clerk via email at [email protected] or by phone at (626) 3000705 prior to the meeting for assistance.

The public is welcome to attend the meeting in person or remotely via Zoom, however, the meeting will proceed as normal even if there are technical difficulties with Zoom. The City will do it’s best to resolve any technical issues as quickly as possible.

How to view or listen to the meeting from home:

1. Via Computer for Video Streaming:

Website: https://us02web.zoom.us/j/83331448957
Meeting ID: 833 3144 8957

2. Via Phone for Audio Only:

Phone Number: (669) 9009128
Meeting ID: 833 3144 8957
How to offer public comment from home:

1. Public comment will be accepted by email to [email protected] until 3:00 pmthedaybeforethemeetingtobereadbytheCityClerkduringpubliccomment PAGE 1 of 73
How to view or listen to the meeting from home:

1. Via Computer for Video Streaming:

Website: https://us02web.zoom.us/j/83331448957
Meeting ID: 833 3144 8957

2. Via Phone for Audio Only:

Phone Number: (669) 9009128
Meeting ID: 833 3144 8957
How to offer public comment from home:

1. Public comment will be accepted by email to [email protected] until 3:00 p.m. the day before the meeting, to be read by the City Clerk during public comment.

Lengthy public comment may be summarized in the interest of time, and previously distributed public comment will be noted. Any comments received after 3:00 p.m. will be included in the public comment record but will not be read at the meeting.

2. Public comment will be accepted electronically via the zoom.us teleconference module during the meeting. Zoom comments will be taken after the inperson comments.

CALL TO ORDER
PLEDGE OF ALLEGIANCE
ROLL CALL
Council Member Chou, Council Member Lo, Council Member Shepherd Romey, Vice Mayor Huang, and Mayor Talt
POSTING OF AGENDA
The agenda is posted 72 hours prior to each meeting at the following locations: City Hall, 2200 Huntington Drive, the Crowell Public Library, 1890 Huntington Drive, and the Stoneman Building, 1560 Pasqualito Drive. The agenda is also posted on the City’s website:
http://www.cityofsanmarino.org.

PUBLIC COMMENTS
The City welcomes public input. Members of the public may address the City Council by completing a public comment card and giving it to the City Clerk prior to the meeting. At this time, the public may address the City Council on items that are not on the agenda.

Pursuant to state law, the City Council may not discuss or take action on issues not on the meeting agenda (Government Code Section 54954.2). The Mayor reserves the right to place limits on duration of comments. Staff may be asked to follow up on such items.

PRESENTATION
PRESENTATION OF LIFE SAVING AWARDS TO POLICE AND FIRE

PERSONNEL
NEW BUSINESS

PRESENTATION
PRESENTATION OF LIFE SAVING AWARDS TO POLICE AND FIRE

PERSONNEL
NEW BUSINESS

1. ADOPTION OF ORDINANCE NO. O231401 (SECOND READING) AMENDING MUNICIPAL CODE SECTION 23.03.10 TO EXTEND THE
APPLICABILITY OF OBJECTIVE DESIGN STANDARDS TO ALL
MULTIFAMILY RESIDENTIAL PROJECTS IN THE C1 ZONE
Recommendation: Staff recommends the Council the City Council adopt Ordinance No. O231401. If the City Council concurs with staff’s recommendation an appropriate motion would be:
“I move to waive full reading and adopt Ordinance No. O231401, an Ordinance of the City Council of San Marino, California amending Municipal Code Section

23.03.10 to extend the Objective Residential Design Standards to impose the standards on all multifamily residential projects in the C1 zone.”

2. REVIEW OF DRAFT FY 202324 CAPITAL EQUIPMENT PLAN AND 5 YEAR FORECAST
Recommendation: Staff recommends the City Council review the draft FY 202324 capital equipment budget and 5year plan and provide direction and guidance on two matters: 1) approve or reject the proposed FY 202324 expenditures, and 2) offer guidance on any FY 202425 or beyond equipment expenditures that should be moved up into FY 202324. Staff will include the Council’s direction in the proposed budget.

WRITTEN COMMUNICATIONS OR PUBLIC WRITINGS DISTRIBUTION
This is an opportunity to announce any written communications pertaining to the City received by members of the City Council. All public writings distributed by the City of San Marino to at least a majority of the City Council regarding any item on this agenda will be made available at the Public Counter at City Hall located at 2200 Huntington Drive, San Marino, California 91108, and will also be included in the public agenda packet that will available for review at the City Council meeting.

PUBLIC COMMENTS
FUTURE AGENDA ITEMS

ADJOURNMENT
Posted: March 17, 2023 CHRISTINA BAKER
CITY CLERK
PAGE 3 of 73

PRESENTATION OF LIFE SAVING AWARDS TO POLICE

AND FIRE PERSONNEL
PAGE 4 of 73
TO: Mayor and City Council
FROM: Mario Rueda, Acting City Manager
BY: Isidro Figueroa, Community Development Director
DATE: March 24, 2023
SUBJECT: ADOPTION OF ORDINANCE NO. O-23-1401 (SECOND

READING) AMENDING MUNICIPAL CODE SECTION

23.03.10 TO EXTEND THE APPLICABILITY OF OBJECTIVE

DESIGN STANDARDS TO ALL MULTIFAMILY
RESIDENTIAL PROJECTS IN THE C-1 ZONE

STRATEGIC PLAN CRITICAL SUCCESS FACTORS
Efficient, Responsive, and Effective City Services
Well-Maintained Infrastructure
Safe Community
Beautiful, Preserved, Single-Family Neighborhoods

BACKGROUND
Senate Bill 35 (SB 35, Wiener) was part of a multi-bill housing package created in 2018 to address the statewide housing shortage. The intent of the legislation was to facilitate and expedite the construction of housing. In an effort to meet the State’s affordable housing goals, SB 35 requires cities and counties to streamline the review and approval of certain qualifying affordable housing projects through a ministerial process. Cities can only impose clearly defined objective standards for streamlined residential projects; in essence, cities can no longer impose “discretionary and subjective” aspects of review for projects of that type. Staff has prepared an Ordinance to extend the Objective Residential Design Standards to impose the standards on all multifamily residential projects in the C-1 zone.

This would allow the City’s newly hired consultant time to work with City staff to review the current objective design standards in order to update and revise Steve Talt, Mayor
Steven W. Huang, DDS, Vice Mayor
Tony Chou, Council Member
Calvin Lo, Council Member
Gretchen Shepherd Romey, Council Member
PAGE 5 of 73
the standards as necessary in order to ensure that the City’s objective design standards best meet the needs of the City of San Marino and its residents. While the review of the design standards is pending, this proposed update to the Municipal Code would better protect the City’s development process in the C-1 zone and provide more clarity to development applicants.

DISCUSSION
Draft Ordinance No. O-23-1401 (Ordinance) has been prepared for your review which would extend the previously adopted objective design standards to all multifamily residential projects in the C-1 zone. The City Council adopted Urgency Ordinance O-21-1385-U on December 15, 2021, and adopted Ordinance O-21-1386 on January 12, 2022, relating to, in relevant part, the adoption of objective design standards in the C-1 zone for projects that comply with the requirements of Senate Bill 35 (Government Code Section 65913.4).

The draft Ordinance would extend those standards to apply to all multifamily residential projects located within the C-1 zone. The Ordinance would update Municipal Code Section 23.03.010 until such time that the consultant completes her review of the objective design standards and presents any recommendations to staff and the City Council. It is anticipated that staff would then bring another proposed amendment to Municipal Code Section

23.03.010 at that time.

On February 24, 2023, the Planning Commission conducted a public hearing to review and take public comment on the Ordinance. The Planning Commission unanimously voted (5-0) to adopt Planning Commission Resolution No. PCR23-01, recommending that the City Council adopt the Ordinance.

On March 8, 2023, the City Council conducted a public hearing to review and take public comment on the Ordinance. The City Council unanimously voted (5-0) to introduce the Ordinance for first reading.

CEQA Review
In accordance with Section 15060(c)(3) of the California Environmental Quality Act (CEQA) Guidelines, the Ordinance and Resolution, which revise the municipal code to extend the objective design review standards to all multifamily residential projects in the C-1 zone, is not subject to CEQA review because the activity is not a project as defined in Section 15378 of the CEQA Guidelines. CEQA Guidelines Section 15061(b)(3) provides that a project is exempt from CEQA if the activity is covered by the common sense exemption that CEQA applies only to projects which have the potential for causing a significant effect on the environment. Where it can be seen with certainty that PAGE 6 of 73
there is no possibility that the activity in question may have a significant effect on the environment, the activity is not subject to CEQA. All future residential development in the C-1 zone is subject to independent CEQA review and determination.

FISCAL IMPACT & PROCUREMENT REVIEW
None.

LEGAL REVIEW
The City Attorney's office has reviewed and approved as to form.

RECOMMENDATION
Staff recommends the Council the City Council adopt Ordinance No. O-23- 1401. If the City Council concurs with staff’s recommendation an appropriate motion would be:
“I move to waive full reading and adopt Ordinance No. O-23-1401, an Ordinance of the City Council of San Marino, California amending Municipal Code Section 23.03.10 to extend the Objective Residential Design Standards to impose the standards on all multifamily residential projects in the C-1 zone.”

ATTACHMENTS

1. Ordinance No. O-23-1401
PAGE 7 of 73
1 ORDINANCE NO. O-23-1401

AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF SAN

MARINO, CALIFORNIA AMENDING MUNICIPAL CODE SECTION

23.03.10 REQUIRING ANY RESIDENTIAL DEVELOPMENT IN THE
C-1 ZONE TO COMPLY WITH CITY ADOPTED OBJECTIVE

STANDARDS

THE CITY COUNCIL OF THE CITY OF SAN MARINO DOES ORDAIN AS FOLLOWS:

SECTION 1. RECITALS
WHEREAS, Senate Bill 35 (“SB 35”) (Local Planning: Housing: Commercial Zones) was approved by the Governor and chaptered by the Senate (Chapter 659, Statutes of 2022) on September 28, 2022 which, among other things, provides that multifamily developments are permissible uses in commercial/retail zones and are subject only to objective design standards under certain circumstances; and
WHEREAS, the City Council of the City of San Marino previously adopted Urgency Ordinance O-21-1385-U on December 15, 2021, and adopted Ordinance O-21-1386 on January 12, 2022, relating to, in relevant part, the adoption of objective design standards in the C-1 zone for projects that comply with the requirements of Senate Bill 35 (Government Code Section 65913.4); and
WHEREAS, this Ordinance would extend the existing objective design standards to all multifamily residential projects to permit the City time to review and update these standards as necessary to best meet the City’s needs and standards; and WHEREAS, this Ordinance, which makes objective design review standards applicable to all multifamily residential development in the C-1 zone, is not subject to CEQA review because the activity is not a project as defined in Section 15378 of the CEQA Guidelines.

SECTION 2. Section 23.03.10 (Objective Design Standards) of the San Marino Municipal Code is amended as follows:

23.03.10 Objective design standards.

Any new construction involving residential uses in the C-1 Commercial Zone that is subject to streamlined approval under pursuant to Government Code § 65913.4 shall comply with the Objective Design Standards For Residential Uses In The C-1 Zone, as adopted by City Council resolution and as same may be amended from time to time by further City Council resolution.

PAGE 8 of 73
SECTION 3. CEQA. The City Council finds, in accordance with Section 15060(c)(3) of the California Environmental Quality Act (CEQA) Guidelines, that this Ordinance, which revises the municipal code to make objective design review standards applicable to all multifamily residential development in the C-1 zone, is not subject to CEQA review because the activity is not a project as defined in Section 15378 of the CEQA Guidelines. CEQA Guidelines Section 15061(b)(3) provides that a project is exempt from CEQA if the activity is covered by the common sense exemption that CEQA applies only to projects which have the potential for causing a significant effect on the environment. Where it can be seen with certainty that there is no possibility that the activity in question may have a significant effect on the environment, the activity is not subject to CEQA. All future residential development in the C-1 zone is subject to independent CEQA review and determination.

SECTION 4. SEVERABILITY. If any section, subsection, subdivision, paragraph, sentence, clause or phrase of this Chapter, or its application to any person or circumstance, is for any reason held to be invalid or unenforceable, such invalidity or unenforceability shall not affect the validity or enforceability of the remaining sections, subsections, subdivisions, paragraphs, sentences, clauses or phrases of this Chapter, or its application to any other person or circumstance. The City Council declares that it would have adopted each section, subsection, subdivision, paragraph, sentence, clause or phrase hereof, irrespective of the fact that any one or more other sections, subsections, subdivisions, paragraphs, sentences, clauses or phrases hereof be declared invalid or unenforceable.

SECTION 5. PUBLICATION AND EFFECTIVE DATE. The Mayor shall sign and the City Clerk shall attest to the adoption of this Ordinance and shall cause the same to be published as required by law. This Ordinance takes effect 30 days from the date of its adoption.

PASSED, APPROVED, AND ADOPTED this 24th day of March, 2023. ________________________

STEVE TALT, MAYOR
ATTEST:
__________________________________

CHRISTINA BAKER, CITY CLERK
PAGE 9 of 73
APPROVED AS TO FORM:
____________________________

JOSEPH MONTES

CITY ATTORNEY

STATE OF CALIFORNIA )
COUNTY OF LOS ANGELES ) ss

CITY OF SAN MARINO )
I HEREBY CERTIFY that the foregoing City of San Marino Ordinance No. O-23-1401 was introduced and read by title at a Regular Meeting of the San Marino City Council held on the 8th day of March, 2023, and was adopted on second reading at a meeting of the City Council held on the 24th day of March, 2023 by the following vote:

AYES:

NOES:

ABSTAIN:

ABSENT:
____________________________

CHRISTINA BAKER

CITY CLERK
PAGE 10 of 73
TO: Mayor and City Council
FROM: Mario Rueda, Acting City Manager
BY: Amber Shah, Parks & Public Works Director
Paul Chung, Finance Director
DATE: March 24, 2023
SUBJECT: REVIEW OF DRAFT FY 2023-24 CAPITAL EQUIPMENT
PLAN AND 5-YEAR FORECAST

STRATEGIC PLAN CRITICAL SUCCESS FACTORS
Efficient, Responsive, and Effective City Services
Fiscally Responsible and Transparent City Government
Inviting and Relevant City Facilities
Safe Community
Well-Maintained Infrastructure

BACKGROUND
During the Fiscal Year 2019-20 budget process, staff worked together with the then City Council Budget Liaisons to develop an innovative and streamlined budget process that ultimately led to a successful adoption of the budget on June 26, 2020. Staff has continued to use the same budget process each fiscal year since Fiscal Year 2019-20.

At the January 27, 2023 City Council meeting staff presented the Fiscal Year 2023-24 budget calendar (Attachment 5), gave a FY 2023-24 budget overview, and presented proposed priority initiatives. At the February 8, 2023 City Council meeting staff presented the FY 2022-23 midyear review, fiveyear financial forecast, and FY 2023-24 projections. Staff also hosted a Town Hall on February 6, 2023 and conducted a community engagement survey (open January 27 through February 14) in order to receive feedback from the community on the proposed priority initiatives. At the February 24, 2023 City Council meeting staff presented more detailed information (including costs) on the FY 2023-24 proposed priority initiatives and received feedback from Steve Talt, Mayor
Steven W. Huang, DDS, Vice Mayor
Tony Chou, Council Member
Calvin Lo, Council Member
Gretchen Shepherd Romey, Council Member
PAGE 11 of 73
Council on which items to include in the proposed operating budget.

Today represents the next stage of the budget process. Staff will present the capital equipment budget today and the capital construction budget at the next meeting on March 31, 2023. In April, staff will present each department’s Fiscal Year 2023-24 work plans and budgets. Staff will continue to work with the Budget Liaison to ensure that our presentations meet the Council’s needs.

Please note that there will still be opportunities for adjustments and additions/removals as the budget process continues, but today’s discussion and decisions will give staff the direction needed to prepare the proposed Fiscal Year 2023-24 capital equipment budget.

DISCUSSION
Each year as part of the adoption of the City’s municipal budget, new and planned capital expenditures are compiled and presented to the City Council for review and deliberation. Afterward, those projects and programs that are approved for an appropriation in the coming fiscal year are incorporated into the City’s capital budget.

This budget workshop will include a review and discussion of the draft FY 2023-24 capital equipment budget and an update to the 5-year capital equipment forecast.

This year’s format is identical to the one presented to the City Council the last four fiscal years. The following information is provided in the attached draft capital equipment plan:
• The current status of all FY 2022-23 capital equipment expenditures. • A summary table of the recommended capital equipment expenditures for FY 2023-24.
• A detailed description and cost estimate for each proposed capital purchase by department.

The recommended items presented to the City Council today have gone through several rounds of prioritization. The requests for next fiscal year and future fiscal year equipment purchases were first generated by each department head based on their department’s individual work plans and operational needs.

Directors Shah and Chung then presented the submitted requests to the Acting City Manager, who prioritized the requests based on City Council priorities. In summary, the proposed list for FY 2023-24 and future fiscal years PAGE 12 of 73
(Attachments 3 and 4) were reviewed and sorted into “A” (proposed for FY 23-24) and “B” (future fiscal years) priorities by staff.

The proposed capital equipment plan was presented to the Public Safety Commission on March 20, 2023.

FISCAL IMPACT & PROCUREMENT REVIEW
All FY 2022-23 City Council approved equipment has been either purchased or is expected to be purchased by June 30, 2023. Attachment 2 provides the budgeted capital equipment expenditures that are completed (highlighted in yellow), new capital equipment requests for FY 2023-24, and the 5-year equipment expenditure plan.

Staff is proposing 12 new capital equipment purchases to be considered by the City Council for next fiscal year. The table below provides the proposed budget for next fiscal year:

All capital equipment expenditures are made following the City’s purchasing ordinance.

LEGAL REVIEW
The City Attorney's office has reviewed and approved as to form.

RECOMMENDATION
Staff recommends the City Council review the draft FY 2023-24 capital equipment budget and 5-year plan and provide direction and guidance on two matters: 1) approve or reject the proposed FY 2023-24 expenditures, and 2) offer guidance on any FY 2024-25 or beyond equipment expenditures that should be moved up into FY 2023-24. Staff will include the Council’s direction in the proposed budget.

F unding S ources
FY 2023-24
P roposed Budget
Capital Equipment $921,961
COPS $64,079
Air District $47,500
Total: $1,033,540
PAGE 13 of 73

ATTACHMENTS

1. Current status of the FY 2022-23 Capital Equipment Plan

2. Summary table of recommended FY 2023-24 capital equipment purchases and 5-year plan

3. Detailed capital expenditure descriptions by department (FY 2023-24)

4. Detailed capital descriptions by department (future years)

5. FY 2023-24 budget calendar
PAGE 14 of 73
STATUS OF FY 2022-23 CAPITAL EQUIPMENT PURCHASES
FIRE
Category/Item Current Status Budget
Handheld Radio
Replacement
(591-34-4613-0561)
Complete
$309,267
Medical Cart
(591-34-4613-0562)
On schedule to be complete by end of
fiscal year $29,835
Command Staff Vehicle
(Listed as Fire Capitalized
Equipment – Vehicles)
Fund 591
Complete
$66,006
TOTAL FIRE $404,658
POLICE
Category/Item Current Status Budget
Automated External
Defibrilator (AED) Fund 591
Complete $12,560
PD Records Management
System (Fund 591) On schedule to be completed by end of fiscal year
$11,600
Speed Display Radar
(Fund 591) Complete $12,145
Police Equipment Storage
(Fund 591) On schedule to be completed by end of fiscal year
$10,000
Police Station Office
Furniture Replacement
(Fund 591)
Complete $7,500
Crime Scene Laser Scanner
(Fund 591) Complete $55,963
TOTAL POLICE $109,768
PAGE 15 of 73
STATUS OF FY 2022-23 CAPITAL EQUIPMENT PURCHASES

ADMINISTRATION
Category/Item Current Status Budget
Computer Replacements
Fund 591 On schedule to be completed by May 2023 $36,295 Azure Active
Directory
Connect
Fund 591
On schedule to be complete by April 2023 $9,400
City Hall Host Server
Upgrade
Fund 591
Complete $34,662
Office 2019
Upgrade
Fund 591
Proposed integratation with Office 365
upgrade in FY 23-24
TOTAL ADMINISTRATION $80,357

PARKS AND PUBLIC WORKS
Category/Item Current Status Budget
Small Engine Replacement
Program
Fund 591
On schedule to be completed by end of
fiscal year
$5,000
TOTAL PARKS AND PUBLIC WORKS $5,000

COMMUNITY SERVICES
Category/Item Current Status Budget
Barth Room AV Upgrades
Fund 591
On schedule to be completed by end of
fiscal year
$78,657
TOTAL COMMUNITY SERVICES $78,657
TOTAL CAPITAL EQUIPMENT PURCHASES $678,440
PAGE 16 of 73
FY 2023/24 CAPITAL EQUIPMENT BUDGET AND 5-YEAR EQUIPMENT EXPENDITURE PLAN 1 2
3 4
5 6
7 8
9 10
11 12
13 14
15 16
17 18
19 20
21 22
23 24
25 26
27 28
29 30
31 32
33 34
35 36
37 38
39 40
41 42
43 44
45 46
47 48
49 50
51 52
53 B C D E F G H I J K L M N O P Q R S T U V W X

ADMINISTRATION/FINANCE/IT
11-NEW Microsoft 365 Upgrade Software 47,398 47,398 47,398 47,398 27,738 27,738 27,738 27,738 158,350 11-NEW Citywide WiFi Upgrades Other 30,858 30,858 30,858 30,858 30,858 11-NEW PD Host Server Upgrade Software 32,255 32,255 32,255 32,255 32,255 11-0550 Annual PC Replacement Program Other 36,295 5,000 41,295 41,295 26,450 26,450 26,450 26,450 40,000 40,000 40,000 40,000 186,450 11-0560 Office 2019 Upgrade Software 12,569 12,569 - - - 11-0555 Windows OS and Server Upgrade Other 4,800 4,800 4,800 - - 11-0557 Battery Back-Up Replacement Other 1,518 1,518 1,518 - - 11-0558 Azure Active Directory Connect Software 9,400 9,400 9,400 - - 11-0559 City Hall Host Server Upgrade Software 34,662 34,662 34,662 - - Total Administration 92,926 11,318 104,244 91,675 - - 136,961 136,961 136,961 - - - - 136,961 67,738 67,738 67,738 67,738 407,913

COMMUNITY DEVELOPMENT
14-0500 Code Enforcement Vehicle Replacement Vehicle - 27,047 27,047 27,047 - - Total Community Development - 27,047 27,047 27,047 - - - - - - - - - - - - - - - Police
30-NEW Ballistic Protection Package Other 29,960 29,960 - 29,960 29,960 29,960 30-NEW Unmanned Aircraft System (UAS) Other 34,119 34,119 - 34,119 34,119 34,119 30-NEW Patrol Fleet Vehicle Replacement Vehicle 115,000 115,000 115,000 115,000 115,000 30-NEW Staff Vehicle Replacement Vehicle 90,000 90,000 90,000 90,000 94,000 184,000 30-NEW Staff Vehicle Replacement - Detective Bureau Vehicle 90,000 90,000 30-NEW Patrol Fleet Replacements - Future Years Vehicle 345,000 117,600 462,600 30-NEW PD Records Management System - Access to Legacy D Software 11,600 11,600 11,600 - - 30-0598 Police Equipment Storage Other 10,000 10,000 10,000 - - 30-0595 Automated External Defibrillator (AED) Other 18,500 18,500 12,560 - - 30-0597 Speed Display Radar Other 12,200 12,200 12,145 - - 30-0599 Police Department Office Furniture Replacement Other 7,500 7,500 7,500 - - 30-0555 Taser Devices Other 7,329 7,329 7,329 - -
30-0500 Detective Car Replacements Vehicle 94,765 94,765 94,765 - - 30-COPS PD Trailer Vehicle 97,518 97,518 97,518 - -
30-0600 Crime Scene Laser Scanner Other 57,500 - 57,500 55,963 - - - Total Police 117,300 199,612 316,912 309,380 - - 269,079 269,079 205,000 - - 64,079 - - 269,079 90,000 345,000 - 211,600 915,679 FIRE
34-NEW Self-Contained Breathing Apparatus (SCBA) Other 310,000 310,000 310,000 310,000 310,000 34-NEW Battalion Vehicle Replacement Vehicle 200,000 200,000 200,000 200,000 200,000 34-0562 Medical Cart Other 20,999 8,386 29,385 29,385 - - 34-9300 Command Staff Vehicle Replacement Other 50,720 15,286 66,006 66,006 - - 34-0561 Handheld Radio Replacement Vehicle 301,928 39,339 341,267 336,877 - - Total Fire 373,647 63,011 436,658 432,268 - - 510,000 510,000 510,000 - - - - 510,000 - - - - 510,000

PARKS AND PUBLIC WORKS
48-NEW Backhoe Other 70,000 70,000 70,000 70,000 - - 70,000 50-NEW Electric Riding Mower Other 47,500 47,500 - 47,500 47,500 50,000 52,500 150,000 48-NEW Skid-Steer Loader Other - 65,000 65,000
48-NEW Skip Loader Other - 120,000 120,000
48-NEW Public Works Maintenance Truck Replacement Vehicle - 46,000 55,000 101,000 40-0450 Small Engine Replacement Program Other 5,000 5,000 5,000 - 5,000 5,000 10,000 Total Parks and Public Works 5,000 - 5,000 5,000 - - 117,500 117,500 70,000 - - - 47,500 117,500 116,000 170,000 60,000 52,500 516,000

COMMUNITY SERVICES
90-0555 Barth Rm AV Upgrades Other 34,500 44,157 78,657 78,657 - - Total Community Services 34,500 44,157 78,657 78,657 - - - - - - - - - - - - - - - TOTALS-ALL FUNDS 623,373 345,145 968,518 944,027 - - 1,033,540 1,033,540 921,961 - - 64,079 - 47,500 1,033,540 273,738 582,738 127,738 331,838 2,349,592 FY 23-24 FY 24-25 Donations
(281)
Air District
(212)
Re-budget
from FY 22-23
Reappropriation
from FY 22-23
NEW FY 23-24
Funding
Total FY 23-24
Budget
Capital
Equipment
(591)
Homeland
Security
Grant (240)
SB 1383
Grant (TBD) COPS (233)
FY 23-24 Capital Equipment Budget FY 23-24 Capital Equipment Funding Sources 5-yr Capital Equipment Expenditure Plan Description
FY 22-23 Capital Equipment Budget
Original FY
22-23
Budget
Modifications Total FY 22-23
Budget
FY 22-23
Estimated Actual
Capital
Expense Type
Equipment
Reference
Code FY 25-26 FY 26-27 FY 27-28 5-yr Totals
Printed: 3/15/2023 PAGE 17 of 73
FY 2023-24 EQUIPMENT PURCHASES

FINANCE/IT
PAGE 18 of 73

CITY OF SAN MARINO
FY 2023-2024 CAPITAL BUDGET REQUEST
Capital Request Name:

Capital Request
Description (Summary):

Location:

Proposing Department Contact Person Expense Type
Estimated Total
Cost
Capital Request
Labor Source
Multi-Year Funding Cycle
FY
2023/2024
FY
2024/2025
FY
2025/2026
FY
2026/2027
FY
2027/2028
Estimated
Total
SOURCE
Source Key: CE (Capital Equipment), CC (Capital Construction), D (Donations), PC (Prop C), MR (Measure R), GT (Gas Tax), TDA (Transportation Development Act), PA (Prop A), ARPA (American Rescue Plan), MW (Measure W), O (Other) Photo of Equipment and/or Map Showing Project Location
Microsoft 365 Cloud Services with back-up
Migrate Microsoft office products and email from a one time license cost to a service based model delivered from the "Cloud"
Citywide facilities
Finance Paul Chung Equipment
$ 47,398 Equipment
Consultant
$ 47,398 $ 27,738 $ 27,738 $ 27,738 $ 27,738 $ 158,350
CE $ 47,398 CE $ 27,738 CE $ 27,738 CE $ 27,738 CE $ 27,738 CE $ 158,350 $ 0
$ 0
$ 0
$ 0
PAGE 19 of 73

CITY OF SAN MARINO
FY 2023-2024 CAPITAL BUDGET REQUEST
Request Description and Justification
(Provide a description of your request that includes a justification describing the benefit of the expenditure to the department/City) Financial Summary Section
Estimated Costs Amount Funding Source(s) Amount
Acquisition Capital Construction (394)
Plans/Specs/Engineering Capital Equipment (591)
Construction Donations (281)
Contingencies General Fund (101)
General Fund Costs* Other:

Other: Total
Total
*Ongoing Costs to General Fund (Provide cost and detail) General Fund Cost
What Fiscal Year
Description of General Fund Costs
Office 365 is a cloud-based suite of applications such as: Outlook (email), Excel, Word, Power-Point, OneNote, Microsoft Teams and OneDrive. Currently, City staff uses various versions of Microsoft Office from prior years. Many agencies have migrated over to Office 365 due to updated software, cloud based service, and security.

Email services will also be provided from a cloud environment eliminating the need for an on site exchange server to manage email, lowering costs. This CIP request covers the migration and the first year of service. The service also includes government cloud for the Police Department for proper data handling. Subsequent years of service will be billed per user, with anticipated costs of $27,738. The following is the breakdown of costs:

Acquisition
- $16,650 Other City annual users license fee ($12.50 per month per 111 users) - $11,088 PD annual users license fee ($22 per month per user at 42 users-government cloud) - $6,660 Email user costs (one time costs)
Professional Services
- $10,710 Mailbox set up fee (one time costs)
- $2,290 Account and admin portal setup (one time costs) Benefits of migrating to Office 365 include: (1) Compatibility with internal software such as City's agenda management software, PrimeGov and exchanging files with other agencies. (2) City staff will be on all the same version of Office. (3) Cost savings include a $199 license cost per user every 3-5 years, approximately $23,000 (4) Cost savings of $3,000 per year in back-up costs. (4) Cost savings of $3,500 every 3-5 years in server license costs. (4) Team collaboration and file sharing/editing, improving efficiency and productivity. (5) Web based software, can be used remotely. It is also important to note that Microsoft 365 is a subscription based service, therefore an annual licensing fee will be required. Staff is recommending to move to Office 365 for the benefits of compatibility, improved staff efficiency and productivity, collaboration of documents, cost savings in various areas from purchasing Office licenses, data back-up, server license costs, and network security. $ 34,398
$ 47,398
$ 13,000 $ 47,398
$ 47,398
Professional Services
PAGE 20 of 73

CITY OF SAN MARINO
FY 2023-2024 CAPITAL BUDGET REQUEST
Capital Request Name:

Capital Request
Description (Summary):

Location:

Proposing Department Contact Person Expense Type
Estimated Total
Cost
Capital Request
Labor Source
Multi-Year Funding Cycle
FY
2023/2024
FY
2024/2025
FY
2025/2026
FY
2026/2027
FY
2027/2028
Estimated
Total
SOURCE
Source Key: CE (Capital Equipment), CC (Capital Construction), D (Donations), PC (Prop C), MR (Measure R), GT (Gas Tax), TDA (Transportation Development Act), PA (Prop A), ARPA (American Rescue Plan), MW (Measure W), O (Other) Photo of Equipment and/or Map Showing Project Location
Citywide Wi-Fi
Centralized Wi-Fi system for all city sites to improve security, connection speed, and coverage All sites
Finance Paul Chung Equipment
$ 30,858 Equipment
Contractor
$ 30,858 $ 0 $ 0 $ 0 $ 0 $ 30,858
CE $ 30,858 CE CE CE CE CE $ 30,858
$ 0
$ 0
$ 0
$ 0
PAGE 21 of 73

Other: Total
Total
*Ongoing Costs to General Fund (Provide cost and detail) General Fund Cost
What Fiscal Year
Description of General Fund Costs
The city has 17 Wi-Fi units throughout City facilities which are isolated and not centralized for monitoring.

Many units are also unsupported by the manufacturer due to end of life, and have weak security which makes the units vulnerable for cyber attacks. Additional, new wireless signal standards such as Wi-Fi 6 are necessary for better Wi-Fi coverage, speed, and compatibility to newer computers and mobile devices. A centralized system will deliver full visibility of all the Wi-Fi units, proper security protection, improved coverage and better functionality. As wireless networks continue to be one of the most hacked elements of a network, it is crucial to have a solution capable of being monitored, secured, and designed with strong access controls.
$ 25,358
$ 30,858
$ 0
$ 5,500 $ 30,858
$ 30,858
$ 0
Professional services and setup
PAGE 22 of 73

CITY OF SAN MARINO
FY 2023-2024 CAPITAL BUDGET REQUEST
Capital Request Name:

Capital Request
Description (Summary):

Location:

Proposing Department Contact Person Expense Type
Estimated Total
Cost
Capital Request
Labor Source
Multi-Year Funding Cycle
FY
2023/2024
FY
2024/2025
FY
2025/2026
FY
2026/2027
FY
2027/2028
Estimated
Total
SOURCE
Source Key: CE (Capital Equipment), CC (Capital Construction), D (Donations), PC (Prop C), MR (Measure R), GT (Gas Tax), TDA (Transportation Development Act), PA (Prop A), ARPA (American Rescue Plan), MW (Measure W), O (Other) Photo of Equipment and/or Map Showing Project Location
Police Department Server
Host server that runs 15 "Virtual servers" for police department applications and software. It's entering it's 8th year of service, best practice is to replace servers every 5-6 years.

Police Department
Finance Paul Chung CIP - Equipment
$ 32,255 Equipment
Contractor
$ 32,255 $ 0 $ 0 $ 0 $ 0 $ 32,255
CE $ 32,255 CE CE CE CE CE $ 32,255
$ 0
$ 0
$ 0
$ 0
PAGE 23 of 73

Other: Total
Total
*Ongoing Costs to General Fund (Provide cost and detail) General Fund Cost
What Fiscal Year
Description of General Fund Costs
The server running all police department applications and software are housed by 15 "Virtual Servers." The host server will be entering the 8th year of service. Industry standard for server life cycles are 5 to 6 years.

The PD server upgrade was proposed during the FY 2022-23 budget process, but the Council directed staff to bring it back during the FY 2023-24 budget.

With 15 separate server functions tied to one server, replacement is needed. Proactive replacement of the old server is necessary to prevent operational impact, if the current server goes down. $ 24,255
$ 32,255
$ 0
$ 8,000 $ 32,255
$ 32,255
$ 0
Installation and support
PAGE 24 of 73

CITY OF SAN MARINO
FY 2023-2024 CAPITAL BUDGET REQUEST
Capital Request Name:

Capital Request
Description (Summary):

Location:

Proposing Department Contact Person Expense Type
Estimated Total
Cost
Capital Request
Labor Source
Multi-Year Funding Cycle
FY
2023/2024
FY
2024/2025
FY
2025/2026
FY
2026/2027
FY
2027/2028
Estimated
Total
SOURCE
Source Key: CE (Capital Equipment), CC (Capital Construction), D (Donations), PC (Prop C), MR (Measure R), GT (Gas Tax), TDA (Transportation Development Act), PA (Prop A), ARPA (American Rescue Plan), MW (Measure W), O (Other) Photo of Equipment and/or Map Showing Project Location
PC Replacement cycle
Replacement of aging PC's according to PC replacement schedule All sites
Finance Paul Chung Capital Equipment
$ 26,450 Equipment
Contractor
$ 26,450 $ 40,000 $ 40,000 $ 40,000 $ 40,000 $ 186,450
CE $ 26,450 CE $ 40,000 CE $ 40,000 CE $ 40,000 CE $ 40,000 CE $ 186,450 $ 0
$ 0
$ 0
$ 0
PAGE 25 of 73

Other: Total
Total
*Ongoing Costs to General Fund (Provide cost and detail) General Fund Cost
What Fiscal Year
Description of General Fund Costs
The request is to replace 17 PC's for various City staff. The City is currently on a 5 year PC replacement schedule, next year will be the 5th year of the cycle. Please see attachment regarding the location and which department PC's are proposed to be replaced. Upgrading and replacing PC's are crucial for the day to day operations of the City. Furthermore, it is a critical element in cyber security.

There is a potential cost savings of $3,400 in Microsoft Office licensing fees if the City migrates over to Microsoft 365. Savings is not reflected in the proposed budget. $ 26,450
$ 26,450
$ 0
$ 26,450
$ 26,450
$ 0
PAGE 26 of 73
Name OS Department Date for Age Calculation Device Type Replacement Year Notes CH-ConfRoom Windows 10 Pro City Hall 2018 desktop 23-24CH-LAPTOP02-LT Windows 10 Pro City Hall 2017 Laptop 23-24CM-COMENGMGR-LT Windows 10 Pro City Hall 2017 Laptop 23-24FIN-FINDIR-LT Windows 10 Pro City Hall 2018 Laptop 23-24SM-IDCardPC Windows 8.1Pro City Hall 2012 desktop 23-24SM-IT-CH Windows 10 Pro City Hall 2017 desktop 23-24 (in PD Server room)EOC-DESKTOP02 Windows 10 Pro Fire Department 2017 desktop 23-24EOC-Laptop01 Windows 10 Pro Fire Department 2017 Laptop 23-24EOC-Laptop02 Windows 10 Pro Fire Department 2017 Laptop 23-24EOC-Laptop03 Windows 10 Pro Fire Department 2017 Laptop 23-24LIB-BASEMENT Windows 10 Pro Library 2015 desktop 23-24LIB-LAPTOP01 Windows 10 Pro Library 2017 Laptop 23-24LIB-STAFFRSVTN Windows 10 Pro Library 2015 desktop 23-24PK-STAFF2 Windows 10 Pro Public Works 2018 desktop 23-24PK-GATEHOUSE Windows 10 Pro Recreation 2018 desktop 23-24SM34 Windows 10 Pro Police Department 2018 desktop 23-24ACCESS Windows 7 Pro Police Department 2013 desktop 23-24 Dependant on Door Software Upgrade PAGE 27 of 73
City of San Marino replacement schedule
The industry standard replacement cycle of each computer is 3-5 years based on operating system support and age of components run 8 hours a day. A 5 year cycle is selected to maximize the ROI of each device.Department FY 19/20 FY 20/21 FY 21/22 FY 22/23 FY 23/24 Total PC's City Hall 15 1 4
7 6 33
Police Department 14 3 3 2
2 24
Fire Department
4 0 1 4
4 13
Public Works
2 0
0 0 1 3
Library 5 13 15
7 3 43
Recreation
2 5 1 2 1 11
Lacy Park 1 0 1 1 0 3
Total 43 22 25 23 17 130
Estimated budget * $60,000 $35,505 $36,545 $36,295 $26,450 $194,795 Police Department MDC
7 0
0 0
0 7
Estimated budget (CIP Fund) $60,000 $0 $0 $0 $0 $60,000 Library Public PC's 36
0 0
0 0 36
Estimated budget (Donations Fund) $36,000 $0 $0 $0 $0 $47,340 Police Department Laptops
6 0
0 0
0 6
Estimated budget (COPS Fund) $12,745 $0 $0 $0 $0 $12,745 * Budget includes computer, licensing for Office, monitor replacement every 2 cycles, and installation PAGE 28 of 73
 
PAGE 29 of 73
PAGE 30 of 73
PAGE 31 of 73
PAGE 32 of 73
PAGE 33 of 73
FY 2023-24 EQUIPMENT PURCHASES
POLICE
PAGE 34 of 73

CITY OF SAN MARINO
FY 2023-2024 CAPITAL BUDGET REQUEST
Capital Request Name:

Capital Request
Description (Summary):

Location:

Proposing Department Contact Person Expense Type
Estimated Total
Cost
Capital Request
Labor Source
Multi-Year Funding Cycle
FY
2023/2024
FY
2024/2025
FY
2025/2026
FY
2026/2027
FY
2027/2028
Estimated
Total
SOURCE
Source Key: CE (Capital Equipment), CC (Capital Construction), D (Donations), PC (Prop C), MR (Measure R), GT (Gas Tax), TDA (Transportation Development Act), PA (Prop A), ARPA (American Rescue Plan), MW (Measure W), O (Other) Photo of Equipment and/or Map Showing Project Location
Ballistic Protection Package and Training Firearms
Replacement and additional ballistic helmets and plate carriers, as well as simunition training firearms.

Police Department
Police Department Chief Incontro Equipment
$ 29,960 New Project
$ 29,960 $ 0 $ 0 $ 0 $ 0 $ 29,960
COPS $ 9,855 COPS COPS COPS COPS COPS $ 9,855
COPS $ 18,605 COPS COPS COPS COPS COPS $ 18,605
COPS $ 1,500 COPS COPS COPS COPS COPS $ 1,500
$ 0
$ 0
PAGE 35 of 73

Other: Total
Total
*Ongoing Costs to General Fund (Provide cost and detail) General Fund Cost
What Fiscal Year
Description of General Fund Costs
This request is for the purchase of 10 additional ballistic vest plate carriers, for use during active shooter or other rescue and critical incidents. The vests are designed to protect officers against high caliber rounds. The department was able to purchase 20 vest plate carriers in FY 20-21, leaving some officers from being able to deploy with this added protection. In addition, the Department needs to purchase 30 new replacement ballistic helmets, as the existing equipment is now expired per manufacturer standards.. As part of this package, the Department is also requesting the purchase of Simunition training firearms. Officers using this equipment will be able to conduct tactics and movement training in a safe training environment. This equipment mimics the duty firearm carried by San Marino Police Officers without containing live rounds. These training firearms will allow Range Staff to help diagnose deficiencies that may have come up during live firing training.
1) 10 ballistic vests at $985.50 per unit for a total of $9,855 2) 30 helmets at $610.16 per unit for a total of $18,605 3) 3 Simunition Training Firearms Kits at $500 per unit for a total of $1,500 $ 29,960
$ 29,960
$ 29,960
$ 29,960
This is a one time purchase with no annual maintenance costs.

COPS
PAGE 36 of 73

CITY OF SAN MARINO
FY 2023-2024 CAPITAL BUDGET REQUEST
Capital Request Name:

Capital Request
Description (Summary):

Location:

Proposing Department Contact Person Expense Type
Estimated Total
Cost
Capital Request
Labor Source
Multi-Year Funding Cycle
FY
2023/2024
FY
2024/2025
FY
2025/2026
FY
2026/2027
FY
2027/2028
Estimated
Total
SOURCE
Source Key: CE (Capital Equipment), CC (Capital Construction), D (Donations), PC (Prop C), MR (Measure R), GT (Gas Tax), TDA (Transportation Development Act), PA (Prop A), ARPA (American Rescue Plan), MW (Measure W), O (Other) Photo of Equipment and/or Map Showing Project Location
UAS (Unmanned Aircraft System) program
Purchase of UAS's, licensing fees and training
Police Department Chief Incontro Equipment
$ 34,119 New Request
City Employees
$ 34,119 $ 0 $ 0 $ 0 $ 0 $ 34,119
COPS $ 34,119 COPS COPS COPS COPS COPS $ 34,119
$ 0
$ 0
$ 0
$ 0
PAGE 37 of 73

Other: Total
Total
*Ongoing Costs to General Fund (Provide cost and detail) General Fund Cost
What Fiscal Year
Description of General Fund Costs
The use of a Unmanned Aircraft System (UAS) offers elements of visibility and investigative aid that is not achieved by officers on foot. The UAS can be rapidly deployed to a large number of incidents and provide a first person view of the scene, prior to an officers arrival or ability to assess a critical incident. One key feature of the UAS is to keep officers safe. A UAS can provide a more precise point of view which allows emergency personnel to view suspects or potential hazards and develop better strategies and tactics before rushing into dangerous situations. UAS allows traffic officers and detectives to generate a 3D aerial view of traffic collision scenes or crime scenes to be fully reconstructed and documented to and understand the timeline of events for each incident. The UAS also is compatible with the department Faro System which will enhance capabilities of reconstruction. These features will not only greatly reduce time it takes officers to map out and document an incident, this feature will also aid the District Attorney in having a full view of the scene for prosecution.

The UAS could also provide non-law enforcement functions to aid the City and community. The UAS can provide assistance in a structure fire and provide the Fire Department real time view of the scene in order to better deploy its resources, in a quicker and more efficient manner. The UAS can also provide aerial view of streets or structures after a natural disaster or aid viewing areas not accessible to first responders on the ground. The Police Department's existing policy related to UAS' is attached for reference. $ 34,119
$ 34,119
$ 34,119
$ 34,119
FY 2023-24
The purchase of the unmanned aircraft systems are a one time purchase. The licensing and video storage fees are a yearly ongoing cost averaging $6,380. The first year's licensing fee is included in the FY 23-24 equipment cost, and will be paid out of the operating budget on an annual basis beginning in FY 24-25.

Expenses are eligible to be paid with COPS funding.

COPS
PAGE 38 of 73
Policy
608
San Marino Police Department
San Marino PD CA Policy Manual
Copyright Lexipol, LLC 2023/03/02, All Rights Reserved.

Published with permission by San Marino Police Department Unmanned Aerial System (UAS) Operations -
1 Unmanned Aerial System (UAS) Operations
608.1 PURPOSE AND SCOPE
The purpose of this policy is to establish guidelines for the management of an unmanned aerial system (UAS) and for the storage, retrieval and dissemination of images and data captured by the UAS.

The use of an Unmanned Aerial System potentially involves privacy considerations, and this policy articulates the restrictions that are in place to safeguard the privacy rights of the general public provided under the State and Federal Constitution and State and Federal law. 608.1.1 DEFINITIONS
Definitions related to this policy include:

Certificate of Authorization or Waiver (COA) – Permission granted by the Federal Aviation Administration (FAA) to fly a UAS within specific boundaries and parameters; valid training and certification required.

Federal Aviation Administration (FAA) – The National Aviation Authority of the United States, with powers to regulate all the aspects of American aviation.

First Person View – A monitor used by the Pilot in order to operator the UAS and view the live video being received.

Pilot - Authorized Operator of the UAS.

Pilot in Command (PIC) - Of an aircraft is directly responsible for and is the final authority as to the operation of the UAS.

Observer - Secondary operator who assists the Pilot with approved operations.

Unmanned Aerial System (UAS) - An unmanned aircraft of any type that is capable of sustaining directed flight, whether preprogrammed or remotely controlled, and all of the supporting or attached systems designed for gathering information through imaging, recording or any other means.

UAS Program Coordinator – Officer in charge of managing all aspects of the UAS program, as designated by the Chief of Police.
608.2 POLICY
Unmanned aerial systems may be utilized to enhance the San Marino Police Department's mission of protecting lives and property when other means and resources are not available or are less effective. Any use of a UAS will be in strict accordance with constitutional and privacy rights and Federal Aviation Administration (FAA) regulations.

PAGE 39 of 73
San Marino Police Department
San Marino PD CA Policy Manual
Unmanned Aerial System (UAS) Operations
Copyright Lexipol, LLC 2023/03/02, All Rights Reserved.

Published with permission by San Marino Police Department Unmanned Aerial System (UAS) Operations - 2 608.3 PRIVACY
The use of the UAS potentially involves privacy considerations. Absent a warrant or exigent circumstances, operators and observers shall adhere to FAA speed and altitude regulations pursuant to 14 CFR section 107.51. They shall not intentionally record or transmit images of any location where a person would have a reasonable expectation of privacy (e.g., residence, yard, enclosure). Operators and observers shall take reasonable precautions to avoid inadvertently recording or transmitting images of areas where there is a reasonable expectation of privacy.

Reasonable precautions can include, for example, deactivating or turning imaging devices away from such areas or persons during UAS operations.
608.4 PROGRAM COORDINATOR
The Chief of Police will appoint a program coordinator who will be responsible for the management of the UAS program. The program coordinator will ensure that policies and procedures conform to current State and Federal laws, regulations and best practices and will have the following additional responsibilities:
• Coordinating the FAA Certificate of Waiver or Authorization (COA) application process and ensuring that the COA is current and/or managing FAA Part 107 operation waiver applications. • Ensuring that all authorized operators and observers have completed all required FAA and San Marino Police Department approved training in the operation, applicable laws, policies and procedures regarding use of the UAS.
• Continually evaluating or assessing, developing, and maintaining uniform protocol for submission and evaluation of requests to deploy a UAS, including urgent requests made during ongoing or emerging incidents. Deployment of a UAS shall require authorization of the on-duty Watch Commander or their designee, depending on the type of mission. • Continually evaluating or assessing, developing, and maintaining protocol for conducting criminal investigations involving a UAS, including the documentation of time spent monitoring a subject. • Implementing a system for public notification of UAS deployment. Notifications may be delayed during instances in which officer safety could be jeopardized prior to the commencement of a UAS operation and ensuring notifications are made when able to do so in a safe manner. • Continually evaluating or assessing, developing, and maintaining an operational protocol governing the deployment and operation of a UAS including, but not limited to, night flights, safety oversight, use of visual observers, establishment of lost link procedures, and secure communication with air traffic control facilities.
• Continually evaluating or assessing, developing, and maintaining a protocol for the documentation of all department approved training and missions. • Continually evaluating or assessing, developing, and maintaining a UAS inspection, maintenance and record-keeping protocol to ensure the continued airworthiness of the UAS, up to and including its overhaul or determination of continued operation.

PAGE 40 of 73
San Marino Police Department
San Marino PD CA Policy Manual
Unmanned Aerial System (UAS) Operations
Copyright Lexipol, LLC 2023/03/02, All Rights Reserved.

Published with permission by San Marino Police Department Unmanned Aerial System (UAS) Operations - 3 • Continually evaluating or assessing, developing, and maintaining protocols to ensure that all data intended to be used as evidence are accessed, maintained, stored, and retrieved in a manner that ensures its integrity as evidence, including strict adherence to chain of custody requirements.

Electronic trails, including encryption, authenticity certificates and date and time stamping, shall be used as appropriate to preserve individual rights and to ensure the authenticity and maintenance of a secure evidentiary chain of custody.
• Continually evaluating or assessing, developing, and maintaining protocols that ensure retention and purge periods are maintained in accordance with established records retention schedules. • Facilitating law enforcement access to images and data captured by the UAS. • Recommending program enhancements, particularly regarding safety and information security. • Ensuring that established protocols are followed by monitoring and providing periodic reports on the program to the Chief of Police.
608.5 OBSERVERS
UAS observers that are not UAS operators shall be designated as members of the UAS program.

The following shall be the UAS observer's primary duties:
• Operate the UAS's equipment including cameras and FLIR • Maintain radio communications with patrol units as well as be an observer for anything that may affect the operator.
• UAS observers will assist the UAS operator with maintaining visual awareness of the airspace and advise the UAS operator of any imminent hazards including other aircraft, terrain, and adverse weather conditions.
608.6 USE OF UAS
Only department authorized operators who have completed the required certification and training shall be permitted to operate the UAS.

Use of vision enhancement technology (e.g., thermal and other imaging equipment not generally available to the public) is permissible in viewing areas only where there is no protectable privacy interest, exigent circumstances, or when in compliance with a search warrant or court order. In all other instances, the city attorney should be consulted.

UAS operations shall be conducted within the limitations and restrictions set forth in the FAA Part 107 and/or the limitations set forth in any applicable airspace authorization, waiver, or COA.

The UAS should be operated within the line of sight of the Pilot and/or observer pursuant to 14 CFR section 107.31, unless officer and/or public safety is a concern or a COA waiver is issued authorizing a First Person View.

UAS Deployments will be considered when an aerial view would assist officers or incident commanders during the following types of occurrences:

PAGE 41 of 73
San Marino Police Department
San Marino PD CA Policy Manual
Unmanned Aerial System (UAS) Operations
Copyright Lexipol, LLC 2023/03/02, All Rights Reserved.

Published with permission by San Marino Police Department Unmanned Aerial System (UAS) Operations - 4 • Accident Investigations
• Missing Persons Investigations
• Search and Rescue Operations
• In response to specific requests from local, state, or federal fire authorities for fire response and/or prevention.
• Natural Disaster Management
• Crowd Control Situations
• CBRNE Incidents (chemical, biological, radiological, nuclear, and explosive) • Criminal Investigation Support
• Major Event Security Support
• Perimeter Searches and Security
• Explosive Ordinance Disposal/Bomb Threats
• Routine Training
• Post Event Crime Scene Documentation
• SWAT, tactical or other public safety and life preservation missions. • Residential and Commercial property checks with the consent of the owner. • Other events as authorized by the Chief or his/her designee Requests to deploy the UAS shall be approved by the on-duty Watch Commander or their designee on scene prior to accepting the mission.

All UAS deployments will be documented on a Watch Commander's daily log and recorded in a manner described in this policy.
608.7 PROHIBITED USE
The UAS video surveillance equipment shall not be used:
• To conduct random surveillance activities.
• To target a person based solely on actual or perceived characteristics, such as race, ethnicity, national origin, religion, sex, sexual orientation, gender identity or expression, economic status, age, cultural group, or disability. • To harass, intimidate, or discriminate against any individual or group. • To conduct personal business of any type
The UAS shall not be weaponized, unless in the preservation of life.

PAGE 42 of 73
San Marino Police Department
San Marino PD CA Policy Manual
Unmanned Aerial System (UAS) Operations
Copyright Lexipol, LLC 2023/03/02, All Rights Reserved.

Published with permission by San Marino Police Department Unmanned Aerial System (UAS) Operations - 5 608.8 UAS REQUESTS
Requests for UAS support for planned operations and outside agencies should be made through the UAS Program Coordinator.

Requests for immediate support of unplanned events should be made through the on-duty Watch Commander who shall have a current list of UAS operators and UAS observers.

Requests made when UAS operator are on duty will be assigned to those UAS operators.

Requests made when UAS operators are not on duty shall be handled according to current SMPD policy and procedures.
608.9 UAS COLLISION AND PROPERTY DAMAGE
FAA notification is required should a collision occur during the operation of a UAS and if the following standards are met:
• The UAS collision results in great bodily injury, or loss of consciousness. • The UAS collision causes property damage in excess of $500 (not including the UAS).

Notification shall be made to the FAA Flight Standards District Office (FSDO) within ten (10) days (per 14 CFR Section 107.9). The FAA can be contacted at:

Website: www.faa.gov/about/office_org/field_offices/fsdo/?state=ca Los Angeles Flight Standards District Office
15000 Aviation Boulevard
Lawndale, CA 90261
(310) 725-6000
Long Beach Flight Standards Office
5001 Airport Plaza Drive
Long Beach, CA 90815
(562) 420-1755
608.10 MAINTENANCE OF UAS DATA AND UAS
• It shall be the responsibility of the UAS Program Coordinator to ensure that all media recorded by the UAS is properly classified for retention when merged into the storage system.
• Any images and video (media) from the UAS system shall not be copied, exported, or recorded in any way for any purpose other than for circumstances authorized in this policy.

PAGE 43 of 73
San Marino Police Department
San Marino PD CA Policy Manual
Unmanned Aerial System (UAS) Operations
Copyright Lexipol, LLC 2023/03/02, All Rights Reserved.

Published with permission by San Marino Police Department Unmanned Aerial System (UAS) Operations - 6 • Unauthorized use, duplication, and/or distribution of UAS files is prohibited. Personnel shall not make copies of any UAS file for their personal use and are prohibited from using a recording device such as a cell phone camera or secondary video camera to record UAS files.
• To prevent damage to or altering of the original recorded media, it shall not be copied, viewed or otherwise inserted into any device not approved by the Department's Technical Support. When reasonably possible, a copy of the original media shall be used for viewing (unless otherwise directed by the courts) to preserve the original media.
• UAS systems should be assembled and equipped based on the manufacturer's recommendations.
• Officers shall not erase, alter, reuse, modify, or tamper with UAS recordings. • Only the Records Supervisor, or other authorized designee, may erase and reissue previous recordings and may only do so pursuant to the previous of this policy. • To prevent damage, original recordings shall not be viewed on equipment other than the equipment issued or authorized by the San Marino Police Department. • The UAS will be purchased and maintained by the San Marino Police Department. All major or complex repairs shall be conducted by a department approved vendor. • Only department approved UAS systems shall deployed.
• The UAS shall be maintained regularly per the user manual and the manufacturer's recommendation. Only properly trained personnel shall complete any repairs or performance maintenance on the UAS.
• Any UAS supervisor that is informed or otherwise becomes aware of a malfunctioning UAS shall remove the UAS from service and ensure that the appropriate repairs are conducted and documented.
608.11 RETENTION OF UAS DATA
In general, all recordings shall be retained for a minimum of two (2) years. If a recording is identified as evidence, the retention will follow the Records Management Policy retentions schedule, but the retention will be no less than two years. Recordings which become part of a citizen complaint or administrative/internal investigation will follow the retention time identified for the complaint/ investigation, but the retention period shall be no less than two years.

Inadvertent or accidental recordings of personal events and conversations may be purged as soon as practicable upon the approval of the Program Coordinator.

Once submitted for evidence storage, all recorded media will be labeled and stored in a designated secure area in accordance with proper evidence procedures.

Anyone with the authorization to do so may increase the retention time for the recording when it is believed that retaining said recordings for a longer period of time would be in the best interest of the San Marino Police Department.

PAGE 44 of 73
San Marino Police Department
San Marino PD CA Policy Manual
Unmanned Aerial System (UAS) Operations
Copyright Lexipol, LLC 2023/03/02, All Rights Reserved.

Published with permission by San Marino Police Department Unmanned Aerial System (UAS) Operations - 7 608.12 REVIEW OF UAS RECORDINGS
Recordings may be reviewed in any of the following situations:
(a) For use by Department personnel when preparing reports or statements. (b) By a supervisor investigating a specific act of officer conduct. (c) To assess if the UAS is functioning properly.
(d) To assess training value.
(e) Recordings may be viewed and shown for training purposes with the approval of the Program Coordinator.
(f) By Department investigators who are participating in an official investigation, such as a personnel complaint, administrative inquiry, or a criminal complaint. (g) Pursuant to a lawful subpoena or by court personnel through proper processes or with permission of the Chief of Police, or the Chief's authorized designee. (h) In the event that any employee is to be interviewed pursuant to an investigation related to an incident which results in injury, bodily harm, death, or involves the use of force, the employee will be permitted to review his/her video of the incident prior to providing a recorded statement or completing reports.
(i) Employees desiring to view any previously uploaded or archived UAS recording that they would not typically have access to should submit a formal request in writing to the UAS Program Coordinator. A record of all requests shall be kept and maintained by the program coordinator.
608.13 RELEASE OF UAS DATA
All recording media and recorded images are the property of the San Marino Police Department.

Dissemination outside of the agency is strictly prohibited, except to the extent required by law.

If the Department receives a request to release UAS data via a subpoena, a Court Order, a civil discovery request, a criminal discovery request, or a California Public Records Act request, the Department shall contact the City Attorney's office for advice and guidance on whether dissemination is required by law.

To the extent that release of UAS data is legally required, all media shall be reviewed by the Records Manager or their designee prior to release. Anything of a personal or confidential nature included in the media should be evaluated by the appropriate personnel, and redacted if deemed appropriate and if permitted by law. All redactions shall be approved by the Records Supervisor.

An original copy of the media shall be retained by the Department.

The Chief of Police has the discretion to allow viewing or release of recorded media if they determine that it is in the best interest of public safety, the Police Department, and/or the City of San Marino.

PAGE 45 of 73

CITY OF SAN MARINO
FY 2023-2024 CAPITAL BUDGET REQUEST
Capital Request Name:

Capital Request
Description (Summary):

Location:

Proposing Department Contact Person Expense Type
Estimated Total
Cost
Capital Request
Labor Source
Multi-Year Funding Cycle
FY
2023/2024
FY
2024/2025
FY
2025/2026
FY
2026/2027
FY
2027/2028
Estimated
Total
SOURCE
Source Key: CE (Capital Equipment), CC (Capital Construction), D (Donations), PC (Prop C), MR (Measure R), GT (Gas Tax), TDA (Transportation Development Act), PA (Prop A), ARPA (American Rescue Plan), MW (Measure W), O (Other) Photo of Equipment and/or Map Showing Project Location
Patrol Fleet Vehicle Replacement
Patrol Fleet Vehicle Replacement - Vehicle #1 Watch Commander's Vehicle Police Department - City Yard
Police Commander Blonde' Equipment / Vehicle
$ 115,000 On-going Vehicle Replacement Project
Vendor Installation
$ 115,000 $ 0 $ 0 $ 0 $ 0 $ 115,000
CE $ 115,000 CE CE CE CE CE $ 115,000
$ 0
$ 0
$ 0
$ 0
PAGE 46 of 73

CITY OF SAN MARINO
FY 2023-2024 CAPITAL BUDGET REQUEST
Request Description and Justification
Financial Summary Section
Estimated Costs Amount Funding Source(s) Amount
Acquisition Capital Construction (394)
Plans/Specs/Engineering Capital Equipment (591)
Construction Donations (281)
Contingencies General Fund (101)
General Fund Costs* Other:

As with all patrol vehicles, this is a critical vehicle within our fleet and it is commonly used as a command post during operations in the field. The vehicle is expected to carry a considerable amount of equipment, including but not limited to, breaching tools, less-lethal projectile launcher (40mm), riot gear, personal protective equipment, maps, dry erase board, preliminary alcohol screening device, unmanned aerial vehicle, etc. The amount of equipment this vehicle carries is another reason for selecting the larger Chevy Tahoe. $ 75,000 $ 0
$ 0 $ 115,000
$ 0 $ 0
$ 0 $ 0
$ 0 $ 0
$ 40,000 $ 115,000
$ 115,000
$ 0
FY 2023-24
This is a fleet related Capital Improvement acquisition. After the initial purchase of $115,000, the ongoing maintenance costs will be paid through the Police Department Vehicle Repair & Maintenance account. The amount for repairs will vary based on the actual repair. There is currently no need to increase funding in the Vehicle Repair & Maintenance account. Roughly half of the total cost of this vehicle is associated with extensive electrical work related to the lights, siren, mobile digital computer, radios, power banks, as well as the cost for fabrication and installation of a heavy-duty storage system installed in the back passenger compartment and trunk area.

Vehicle Outfitting
PAGE 47 of 73

CITY OF SAN MARINO
FY 2023-2024 CAPITAL BUDGET REQUEST
Capital Request Name:

Capital Request
Description (Summary):

Location:

Proposing Department Contact Person Expense Type
Estimated Total
Cost
Capital Request
Labor Source
Multi-Year Funding Cycle
FY
2023/2024
FY
2024/2025
FY
2025/2026
FY
2026/2027
FY
2027/2028
Estimated
Total
SOURCE
Source Key: CE (Capital Equipment), CC (Capital Construction), D (Donations), PC (Prop C), MR (Measure R), GT (Gas Tax), TDA (Transportation Development Act), PA (Prop A), ARPA (American Rescue Plan), MW (Measure W), O (Other) Photo of Equipment and/or Map Showing Project Location
Staff Vehicle Replacement
Staff Vehicle Replacement - Police Chief
Police Department - City Yard
Police Commander Blonde' Equipment / Vehicle
$ 90,000 On-going Vehicle Replacement Project
Vendor Installation
$ 90,000 $ 0 $ 0 $ 0 $ 94,000 $ 184,000
CE $ 90,000 CE CE CE CE $ 94,000 CE $ 184,000
$ 0
$ 0
$ 0
$ 0
PAGE 48 of 73

Other: Total
Total
*Ongoing Costs to General Fund (Provide cost and detail) General Fund Cost
What Fiscal Year
Description of General Fund Costs
(Provide a description of your request that includes a justification describing the benefit of the expenditure to the department/City) The Police Department is requesting the purchase of a 2023 Chevrolet Tahoe, to be used by the Chief of Police as his department-issued vehicle. The Chief's existing vehicle, a 2017 Ford Explorer, will be repurposed as a multi-purpose vehicle used by all Police Department Staff. This vehicle is used on a daily basis by our police cadets for a variety of tasks, including but limited to transportation of evidence to the lab, delivery of cases to the court, house watch, traffic control, and variety of other details as directed. This vehicle is also utilized by police officers for training classes, transporting large items of equipment, assisting on calls for service or containments as needed, and court appearances. The existing multi-purpose vehicle a 2010 Chevrolet Tahoe, will be re-issued to the Community Services Department for their maintenance staff. The estimated cost for purchase and outfitting of the 2023 Tahoe is $90,000. Industry standard for replacement of Police Cars is generally 3.5 years.
$ 75,000 $ 0
$ 0 $ 90,000
$ 0 $ 0
$ 0 $ 0
$ 0 $ 0
$ 15,000 $ 90,000
$ 90,000
$ 0
FY 2023-24
This is a fleet related Capital Improvement acquisition. After the initial purchase of $90,000, the ongoing maintenance cost for these vehicles will be paid through the Police Department Vehicle Repair and Maintenance account. The amount for repairs will vary based on the actual repair. There is currently no need to increase funding in the Vehicle Repair and Maintenance account. Fully outfitted, each vehicle will cost approximately $90,000. The vehicle acquisition is approximately $75,000, while the vehicle outfitting is approximately $15,000. The vehicle outfitting includes extensive electrical work related to covert lighting, siren, and radio installation. The vehicle will also have a heavy-duty secure storage system installed in the trunk for emergency equipment, weapons, and personal protective equipment.

Vehicle Outfitting
PAGE 49 of 73
FY 2023-24 EQUIPMENT PURCHASES
FIRE
PAGE 50 of 73

CITY OF SAN MARINO
FY 2023-2024 CAPITAL BUDGET REQUEST
Capital Request Name:

Capital Request
Description (Summary):

Location:

Proposing Department Contact Person Expense Type
Estimated Total
Cost
Capital Request
Labor Source
Multi-Year Funding Cycle
FY
2023/2024
FY
2024/2025
FY
2025/2026
FY
2026/2027
FY
2027/2028
Estimated
Total
SOURCE
Source Key: CE (Capital Equipment), CC (Capital Construction), D (Donations), PC (Prop C), MR (Measure R), GT (Gas Tax), TDA (Transportation Development Act), PA (Prop A), ARPA (American Rescue Plan), MW (Measure W), O (Other) Photo of Equipment and/or Map Showing Project Location
Self-Contained Breathing Apparatus (SCBA)
Replacement of SCBA that have reached end of service life Fire Department
Fire Mark Dondanville Equipment/Vehicle
$ 310,000 Equipment/Vehicle
N/A
$ 310,000 $ 0 $ 0 $ 0 $ 0 $ 310,000
CE $ 310,000 CE CE CE CE CE $ 310,000
$ 0
$ 0
$ 0
$ 0
PAGE 51 of 73

Other: Total
Total
*Ongoing Costs to General Fund (Provide cost and detail) General Fund Cost
What Fiscal Year
Description of General Fund Costs
The Fire Department is requesting funds to replace Self-Contained Breathing Apparatus (SCBA) equipment and purchase an air compressor/fill station for SCBA maintenance to ensure all personnel are provided with National Fire Protection Association (NFPA) compliant respiratory protection during emergency response situations. SCBAs are critical equipment for fire rescue operations that require daily equipment checks and annual maintenance to ensure operability. The department currently has 19 SCBAs and 60 cylinders purchased in 2010 that have reached the end of their service life. Without this purchase, the department's SCBAs will be two cycles out of compliance with current NFPA standards.

The original manufacturer has ceased production of all SCBAs and replacement parts. Additionally, the SCBAs warranty expired in 2022. Should a critical component of the SCBA fail, the department has no means to replace or repair the equipment. The department therefore recommends replacement of the equipment in FY 23/24.
$ 310,000
$ 310,000
$ 4,500
$ 4,500
$ 314,500
$ 314,500
$ 4,500
Ongoing FY23-24 +
The Fire Department budgets $4,500 annually for maintenance, flow testing, and fit testing of SCBA equipment.

PAGE 52 of 73

CITY OF SAN MARINO
FY 2023-2024 CAPITAL BUDGET REQUEST
Capital Request Name:

Capital Request
Description (Summary):

Location:

Proposing Department Contact Person Expense Type
Estimated Total
Cost
Capital Request
Labor Source
Multi-Year Funding Cycle
FY
2023/2024
FY
2024/2025
FY
2025/2026
FY
2026/2027
FY
2027/2028
Estimated
Total
SOURCE
Source Key: CE (Capital Equipment), CC (Capital Construction), D (Donations), PC (Prop C), MR (Measure R), GT (Gas Tax), TDA (Transportation Development Act), PA (Prop A), ARPA (American Rescue Plan), MW (Measure W), O (Other) Photo of Equipment and/or Map Showing Project Location
Battalion 791 Replacement
Replacement of reserve Battalion 791 (B791) vehicle
Fire Department
Fire Mark Dondanville Equipment/Vehicle
$ 200,000 Equipment/Vehicle
N/A
$ 200,000 $ 0 $ 0 $ 0 $ 0 $ 200,000
CE $ 200,000 CE CE CE CE CE $ 200,000
$ 0
$ 0
$ 0
$ 0
PAGE 53 of 73

Other: Total
Total
*Ongoing Costs to General Fund (Provide cost and detail) General Fund Cost
What Fiscal Year
Description of General Fund Costs
The Fire Department's current reserve Battalion vehicle was purchased in 2007 and is 16 years old. In 2017, the Fire Department entered into an agreement with the City of South Pasadena for the sharing of Chief Officer response coverage. As part of the terms of the agreement, each department shares 50% of the cost to purchase replacement battalion vehicles. The City of San Marino will purchase the replacement vehicle and will accept reimbursement for 50% of the total cost in FY 23/24. The estimated cost of the vehicle is based on current MSRP plus applicable taxes and fees, and includes cost for purchase and installation of a bed cap, sirens, lights, radios, and radio accessories.

Chevrolet Silverado 2500HD 4x4 Crewcab: $75,000
Radios/Radio Accessories/Installation: $80,000
Lights & Installation: $30,000
Bed Shell/Equipment Storage/Accessories: $15,000
$ 200,000
$ 200,000
$ 200,000
$ 200,000
The Fire Department budgets $1,000 annually for reserve battalion vehicle maintenance in the operating budget.

PAGE 54 of 73
FY 2023-24 EQUIPMENT PURCHASES

PARKS AND PUBLIC WORKS
PAGE 55 of 73

CITY OF SAN MARINO
FY 2023-2024 CAPITAL BUDGET REQUEST
Capital Request Name:

Capital Request
Description (Summary):

Location:

Citywide
Parks and Public Works Amber Shah Capital Equipment
$ 70,000 New Request
City Employees
$ 70,000 $ 0 $ 0 $ 0 $ 0 $ 70,000
CE $ 70,000 CE CE CE CE CE $ 70,000
$ 0
$ 0
$ 0
$ 0
PAGE 56 of 73

Other: Total
Total
*Ongoing Costs to General Fund (Provide cost and detail) General Fund Cost
What Fiscal Year
Description of General Fund Costs
The Department owns two backhoes for maintenance activities involving digging, excavation, and loading of material. The smaller of the two backhoes possesses turf tires and is easier to maneuver on the center medians for digging and excavation without damaging existing landscaping. This piece of equipment was purchased in 2001, has 1,737 hours logged, and is currently out of service. The cost to repair the existing backhoe exceeds its value, and, as such, purchase of a replacement is necessary. A smaller backhoe is essential to the City's maintenance activities at Lacy Park as well as medians and other landscaped areas of the public right-of-way. Without this piece of equipment, maintenance activities that require digging and loading of material are significantly more difficult and inefficient. A new backhoe has an expected useful life of 20 years, and would improve maintenance staff efficiency. $ 70,000
$ 70,000
$ 1,000
$ 1,000
$ 71,000
$ 71,000
$ 1,000
FY 23-24
The new backhoe will require routine maintenance to ensure proper function. This maintenance is not expected to exceed $1,000 per year and can be sufficiently covered by the Department's operating budget.

TDA
PAGE 57 of 73

CITY OF SAN MARINO
FY 2023-2024 CAPITAL BUDGET REQUEST
Capital Request Name:

Capital Request
Description (Summary):

Location:

Citywide
Parks and Public Works Amber Shah Capital Equipment
$ 47,500 New Request
City Employees
$ 47,500 $ 0 $ 50,000 $ 0 $ 52,500 $ 150,000
AQMD $ 47,500 AQMD AQMD $ 50,000 AQMD AQMD $ 52,500 AQMD $ 150,000 $ 0
$ 0
$ 0
$ 0
PAGE 58 of 73

Other: Total
Total
*Ongoing Costs to General Fund (Provide cost and detail) General Fund Cost
What Fiscal Year
Description of General Fund Costs
The Department owns five riding mowers for maintenance activities involving mowing the 35 acres of Lacy Park, as well as the landscaped medians on Huntington Drive and Sierra Madre Boulevard. Two of the mowers are currently out of service. The Public Works Department is requesting the purchase of one new electric mower to help replace the existing equipment that is out of service. A new mower will help improve the frequency of the City's maintenance activities at Lacy Park as well as medians and other landscaped areas of the public right-of-way. Additionally, the purchase of an electric mower will help the City meet new State requirements regarding the usage of electric vehicles and equipment. Beginning in 2024, manufacturers will begin phasing out gas-powered mowers, making it more difficult to find replacement parts for the City's existing equipment. The Department recommends purchasing a mower every other year beginning in FY 23-24 until the mower fleet is completely electric. As this is an electric mower, AQMD funds may be used for the purchase. The estimated price based on quotes obtained from qualified vendors is $47,500. A new mower has an expected useful life of 20 years, and would improve maintenance staff efficiency. $ 47,500
$ 500
$ 500 $ 47,500
$ 48,000
$ 48,000
$ 500
FY 23-24
The new mower will require routine maintenance to ensure proper function. This maintenance is not expected to exceed $500 per year and can be sufficiently covered by the Department's operating budget.

AQMD
PAGE 59 of 73

FUTURE EQUIPMENT PURCHASES
FY 2024-2028

ALL DEPARTMENTS
PAGE 60 of 73

CITY OF SAN MARINO
FY 2023-2024 CAPITAL BUDGET REQUEST
Capital Request Name:

Capital Request
Description (Summary):

Location:

Proposing Department Contact Person Expense Type
Estimated Total
Cost
Capital Request
Labor Source
Multi-Year Funding Cycle
FY
2023/2024
FY
2024/2025
FY
2025/2026
FY
2026/2027
FY
2027/2028
Estimated
Total
SOURCE
Source Key: CE (Capital Equipment), CC (Capital Construction), D (Donations), PC (Prop C), MR (Measure R), GT (Gas Tax), TDA (Transportation Development Act), PA (Prop A), ARPA (American Rescue Plan), MW (Measure W), O (Other) Photo of Equipment and/or Map Showing Project Location
Staff Vehicle Replacement - Detective Bureau
Staff Vehicle Replacement - Detective Bureau
Police Department - City Yard
Police Commander Blonde' Equipment / Vehicle
$ 90,000 On-going Vehicle Replacement Project
Vendor Installation
$ 0 $ 90,000 $ 0 $ 0 $ 0 $ 90,000
CE CE $ 90,000 CE CE CE CE $ 90,000
$ 0
$ 0
$ 0
$ 0
PAGE 61 of 73

Other: Total
Total
*Ongoing Costs to General Fund (Provide cost and detail) General Fund Cost
What Fiscal Year
Description of General Fund Costs
The Police Department is requesting the purchase of a 2023 Chevrolet Tahoe to replace Fleet Vehicle #14, which is a 2016 Ford Explorer, currently used by our detective bureau. Our detective bureau utilizes this vehicle for all emergency response calls and critical incidents during day/night, assistance on containments, transportation of suspects to and from court when needed, training classes, surveillance, and other details as assigned. By FY 24-25, the current vehicle will have reached the recommended mileage and recommended replacement period. As such, the Department is placing this vehicle in future requests for FY 24-25. $ 75,000 $ 0
$ 0 $ 90,000
$ 0 $ 0
$ 0 $ 0
$ 0 $ 0
$ 15,000 $ 90,000
$ 90,000
$ 0
FY 2023-24
This is a fleet related Capital Improvement acquisition. After the initial purchase of $90,000, the ongoing maintenance cost for these vehicles will be paid through the Police Department Vehicle Repair and Maintenance account. The amount for repairs will vary based on the actual repair. There is currently no need to increase funding in the Vehicle Repair and Maintenance account. Fully outfitted, each vehicle will cost approximately $90,000. The vehicle acquisition is approximately $75,000, while the vehicle outfitting is approximately $15,000. The vehicle outfitting includes extensive electrical work related to covert lighting, siren, and radio installation. The vehicle will also have a heavy-duty secure storage system installed in the trunk for emergency equipment, weapons, and personal protective equipment. This vehicle will need to be evaluated for future replacement in FY 2027-28.

Vehicle Outfitting
PAGE 62 of 73

CITY OF SAN MARINO
FY 2023-2024 CAPITAL BUDGET REQUEST
Capital Request Name:

Capital Request
Description (Summary):

Location:

Proposing Department Contact Person Expense Type
Estimated Total
Cost
Capital Request
Labor Source
Multi-Year Funding Cycle
FY
2023/2024
FY
2024/2025
FY
2025/2026
FY
2026/2027
FY
2027/2028
Estimated
Total
SOURCE
Source Key: CE (Capital Equipment), CC (Capital Construction), D (Donations), PC (Prop C), MR (Measure R), GT (Gas Tax), TDA (Transportation Development Act), PA (Prop A), ARPA (American Rescue Plan), MW (Measure W), O (Other) Photo of Equipment and/or Map Showing Project Location
Patrol Fleet Vehicle Replacement - Future Years
Replacement of three Patrol Fleet vehicles in FY 25-26 and one Patrol Fleet vehicle in FY 27-28.

Police Department - City Yard
Police Commander Blonde' Equipment / Vehicle
$ 462,600 On-going Vehicle Replacement Project
Vendor Installation
$ 0 $ 0 $ 345,000 $ 0 $ 117,600 $ 462,600
CE CE CE $ 345,000 CE CE $ 117,600 CE $ 462,600
$ 0
$ 0
$ 0
$ 0
PAGE 63 of 73

Other: Total
Total
*Ongoing Costs to General Fund (Provide cost and detail) General Fund Cost
What Fiscal Year
Description of General Fund Costs
Based on the age and mileage of the current fleet, three additional patrol vehicles will need to be replaced in FY 25-26. The industry standard (32 California Police Agencies Surveyed) for a police vehicle replacement is 90,000 miles or 3.5 years. As with all patrol vehicles, this is a critical vehicle within our fleet and it is commonly used as a command post during operations in the field. The vehicle is expected to carry a considerable amount of equipment, including but not limited to, breaching tools, less-lethal projectile launcher (40mm), riot gear, personal protective equipment, maps, dry erase board, preliminary alcohol screening device, unmanned aerial vehicle, etc. The amount of equipment this vehicle carries is another reason for selecting the larger Chevy Tahoe.

The 2023 Chevy Tahoe requested for FY 2023-24 will need to be evaluated for potential replacement in FY 2027-28, in accordance with industry standards.
$ 300,000 $ 0
$ 0 $ 462,600
$ 0 $ 0
$ 0 $ 0
$ 0 $ 0
$ 162,600 $ 462,600
$ 462,600
$ 0
FY 2023-24
This is a fleet related Capital Improvement acquisition. After the initial purchase the ongoing maintenance costs will be paid through the Police Department Vehicle Repair & Maintenance account. The amount for repairs will vary based on the actual repair. There is currently no need to increase funding in the Vehicle Repair & Maintenance account. Roughly half of the total cost of this vehicle is associated with extensive electrical work related to the lights, siren, mobile digital computer, radios, power banks, as well as the cost for fabrication and installation of a heavy-duty storage system installed in the back passenger compartment and trunk area.

Vehicle Outfitting
PAGE 64 of 73

CITY OF SAN MARINO
FY 2023-2024 CAPITAL BUDGET REQUEST
Capital Request Name:

Capital Request
Description (Summary):

Location:

Citywide
Parks and Public Works Amber Shah Capital Equipment
$ 65,000 New Request
City Employees
$ 0 $ 65,000 $ 0 $ 0 $ 0 $ 65,000
CE CE $ 65,000 CE CE CE CE $ 65,000
$ 0
$ 0
$ 0
$ 0
PAGE 65 of 73

Other: Total
Total
*Ongoing Costs to General Fund (Provide cost and detail) General Fund Cost
What Fiscal Year
Description of General Fund Costs
The Department is in need of a new skid-steer loader (sometimes referred to as a "bobcat"), as the existing equipment, which was originally purchased in 1999, has recently had issues that required significant repair and is nearing the end of its useful life. A Fleet Utilization study completed in 2020 recommended replacement of the skid-steer loader within a few years. A skid-steer loader is helpful to parks and grounds maintenance staff as it is small and easily maneuverable, and can perform activities such as excavation and digging in small areas, as well as loading and transporting material. Skid-steer loaders also come with attachments such as buckets or pallet forks that can improve the efficency of maintenance activities. Without a skid-steer loader maintenance activities that require digging, loading, and transport of material, particularly in smaller confined areas, are significantly more difficult and inefficient. A new skid-steer loader has an expected useful life of 20 years, and would improve maintenance staff efficiency. $ 65,000
$ 65,000
$ 1,000
$ 1,000
$ 66,000
$ 66,000
$ 1,000
FY 23-24
The new skid-steer loader will require routine maintenance to ensure proper function. This maintenance is not expected to exceed $1,000 per year and can be sufficiently covered by the Department's operating budget.

TDA
PAGE 66 of 73

CITY OF SAN MARINO
FY 2023-2024 CAPITAL BUDGET REQUEST
Capital Request Name:

Capital Request
Description (Summary):

Location:

Citywide
Parks and Public Works Amber Shah Capital Equipment
$ 120,000 New Request
City Employees
$ 0 $ 0 $ 120,000 $ 0 $ 0 $ 120,000
CE CE CE $ 120,000 CE CE CE $ 120,000
$ 0
$ 0
$ 0
$ 0
PAGE 67 of 73

Other: Total
Total
*Ongoing Costs to General Fund (Provide cost and detail) General Fund Cost
What Fiscal Year
Description of General Fund Costs
The Department is in need of a new skip loader as the existing equipment has recently had issues that required significant repair and is nearing the end of its useful life. A skip loader is helpful to street, parks, and grounds maintenance staff as it allows for the loading and moving of materials such as debris, rock, sand, and soil. Without a skip loader routine maintenance activities that require loading transport of material, are significantly more difficult and inefficient. A new skip loader has an expected useful life of 20 years, and would improve maintenance staff efficiency.
$ 120,000
$ 120,000
$ 1,000
$ 1,000
$ 121,000
$ 121,000
$ 1,000
FY 23-24
The new skip loader will require routine maintenance to ensure proper function. This maintenance is not expected to exceed $1,000 per year and can be sufficiently covered by the Department's operating budget.

TDA
PAGE 68 of 73

CITY OF SAN MARINO
FY 2023-2024 CAPITAL BUDGET REQUEST
Capital Request Name:

Capital Request
Description (Summary):

Location:

Proposing Department Contact Person Expense Type
Estimated Total
Cost
Capital Request
Labor Source
Multi-Year Funding Cycle
FY
2023/2024
FY
2024/2025
FY
2025/2026
FY
2026/2027
FY
2027/2028
Estimated
Total
SOURCE
Source Key: CE (Capital Equipment), CC (Capital Construction), D (Donations), PC (Prop C), MR (Measure R), GT (Gas Tax), TDA (Transportation Development Act), PA (Prop A), ARPA (American Rescue Plan), MW (Measure W), O (Other) Photo of Equipment and/or Map Showing Project Location
Public Works Truck
Procurement of a new public works truck to assist maintenance staff in the performance of their day-to-day activities.

Citywide
Parks and Public Works Amber Shah Vehicle
$ 101,000 New Request
City Employees
$ 0 $ 46,000 $ 0 $ 55,000 $ 0 $ 101,000
CE CE $ 46,000 CE CE $ 55,000 CE CE $ 101,000
$ 0
$ 0
$ 0
$ 0
PAGE 69 of 73

Other: Total
Total
*Ongoing Costs to General Fund (Provide cost and detail) General Fund Cost
What Fiscal Year
Description of General Fund Costs
The vast majority of the trucks in the Parks and Public Works Department are near or over a decade old.

Given their frequent daily usage, the Public Works Department is recommending the development of a vehicle replacement program over the next several years to ensure vehicles are being replaced on a regular basis before becoming non-functional. The Department is recommending the purchase of a Ford F-250 beginning in FY 24-25. This vehicle can perform the necessary functions of a maintenance truck, and will have a useful life of 10-15 years. Since the proposed expenditure is for a future year, the estimated cost is based off of a current Ford F-250 quote with five percent inflationary factor added. $ 50,000
$ 50,000
$ 1,000
$ 1,000
$ 51,000
$ 51,000
$ 1,000
FY 24-25
The new Ford F-250 will require routine maintenance to ensure proper function. This maintenance is not expected to exceed $1,000 per year and can be sufficiently covered by the Department's operating budget.

TDA
PAGE 70 of 73

CITY OF SAN MARINO
FY 2023-2024 CAPITAL BUDGET REQUEST
Capital Request Name:

Capital Request
Description (Summary):

Location:

Proposing Department Contact Person Expense Type
Estimated Total
Cost
Capital Request
Labor Source
Multi-Year Funding Cycle
FY
2023/2024
FY
2024/2025
FY
2025/2026
FY
2026/2027
FY
2027/2028
Estimated
Total
SOURCE
Source Key: CE (Capital Equipment), CC (Capital Construction), D (Donations), PC (Prop C), MR (Measure R), GT (Gas Tax), TDA (Transportation Development Act), PA (Prop A), ARPA (American Rescue Plan), MW (Measure W), O (Other) Photo of Equipment and/or Map Showing Project Location
Small Engine Replacement Program
Continuation of biennial program to replace small engine equipment Citywide
Parks and Public Works Amber Shah Capital Equipment
$ 5,000 New Request
City Employees
$ 0 $ 5,000 $ 0 $ 5,000 $ 0 $ 10,000
CE CE $ 5,000 CE CE $ 5,000 CE CE $ 10,000
$ 0
$ 0
$ 0
$ 0
PAGE 71 of 73

Other: Total
Total
*Ongoing Costs to General Fund (Provide cost and detail) General Fund Cost
What Fiscal Year
Description of General Fund Costs
In FY 18-19, the City Council approved a biennial program to replace small engine equipment such as concrete and chain saws, blowers, and hedge trimmers used by the Streets, Parks, and Grounds divisions.

The Department owns several dozen small engine tools under 50 hp used for trimming, blowing, trenching, sweeping, concrete cutting, pressure washing, compacting, limb sawing and concrete mixing. This program budgets for several small engines to be replaced every two years as they wear out. $ 5,000
$ 5,000
$ 500
$ 5,000
$ 5,500
$ 500
FY 24-25
The small engines on the various tools may require routine maintenance over the course of a fiscal year. This should generally not amount to more than $500
PAGE 72 of 73
BUDGET CALENDAR: FY 2023-24
Potential FY 2023-24 Priority Initiatives January 27 (F) • Council will offer feedback on which future CIP items are most desirable, adding any new suggestions • Department Head will present to Council new Operational Priority Initiatives • Community engagement between January 21 and February 11 to gain input on additional potential priority initiatives
FY 2022-23 Midyear Review, Five Year Financial Forecast, and February 8 (W) FY 2023-24 Projections
• Presentation of the FY 2022-23 midyear report, Five Year Financial Forecast (General Fund and CIP), revenue and expenditure projections for FY 2023-24, and updated long term financial projection(s) Selection of FY 2022-23 Priority Initiatives February 24 (F) • Council will receive brief (1-2 sentences) summaries of all proposed items • Council will select priority initiatives for the next year • (CIP Presented to Public Safety Commission and Other Commissions/Boards, as appropriate) Capital Improvement Plan (CIP) Presentation March 24 & 31 (F) • Detailed discussion with Council related to CIP (equipment and infrastructure at different meetings) • (Draft operational budgets shared with appropriate Commissions/Boards for feedback) Preliminary Operating Budget Study Session April 21 & 28 (F) • Departments will present Programs, Goals, and Metrics • Council will offer comment and adjustments
City Manager’s Proposed Budget and Capital Improvement Plan May 26 (F) • Presentation of the proposed budget and CIP
• Adoption of budget by Council
Final Budget & CIP Adoption - Only If Needed June 14 or 30 (TBD) PAGE 73 of 73

San Marino City CouncilMarch 24, 2023

San Marino City Council
March 24, 2023