DISCUSSION:
Background
Vic Trace Reservoir is located at 740 Dolores Drive in the City’s Alta Mesa neighborhood (see attachment). The facility was constructed in 1956 as a partially buried, 10-milliongallon concrete reservoir used for treated drinking water storage. The City identified the Vic Trace Reservoir Replacement Project (Project) as critical in its Water Distribution Infrastructure Plan (WDIP). The WDIP provides strategic guidance and practical recommendations to address the City’s water distribution and water supply needs through 2050. As the City’s largest reservoir, Vic Trace was recommended for replacement due to its age, increasing repair needs, and importance to the City’s overall water storage portfolio.
Project Description
The Project will design and construct two new buried reservoirs at the same total storage capacity and will replace hydraulically connected pipelines, valves, and pump stations.
The first phase of design was completed in February 2025 and evaluated several reservoir design alternatives, performed geotechnical and seismic structural analysis, and prepared a preliminary design report (PDR). The PDR includes preliminary engineering drawings for the reservoir replacement, site grading, a landscaping plan, and initial pipeline and valve replacement designs in the surrounding neighborhood.
The final design efforts will take the current preliminary design work through 100 percent design, spanning summer 2025 through fall 2027. Final design efforts will include, but are not limited to, analysis of onsite stormwater capture, site security enhancements, possible onsite renewable energy, and construction equipment routes. As design progresses, updated construction cost estimates will be provided to the City. Overall, the final design will ensure the long-term viability of a critical water storage facility by enhancing site resilience and improving operational flexibility.
Current Status
Project design will occur in parallel and coordination with environmental permitting, public outreach, and the City’s land use planning approval process. Status updates for these aspects of the Project are summarized below.
Environmental Permitting – Environmental assessments analyzing the Project’s biological, archeological, cultural, and environmental impacts were completed in 2023. In fall 2025, a CEQA Notice of Preparation of an EIR will be prepared, with an anticipated public draft EIR distributed in 2026.
Public Outreach – A Strategic Communications Plan was completed in 2024. The City solicited preliminary feedback from the public at the Project’s first community engagement workshops, which were held in person on May 1, 2025, and online Council Agenda Report
Final Design and Environmental Services for the Vic Trace Reservoir Replacement Project [Agreement]
August 19, 2025
via a Zoom webinar on May 7, 2025. Public outreach through 2026 will focus on soliciting environmental feedback, sharing updates on design development, and discussing construction impacts.
Land Use Approval – The Project received preliminary feedback from the City’s Community Development Department on its Planning Pre-Application. The City anticipates submitting the Project’s Planning Application in spring 2026 after completion of the 30 percent design and draft EIR.
Construction is expected to begin in 2028 with an estimated construction duration of three to four years, through 2031.
Design Services
Staff recommend that Council authorize the Public Works Director to execute a contract with Kennedy Jenks Consultants Inc., (Kennedy Jenks) in the amount of $5,547,173 for final design services for the Vic Trace Reservoir Replacement Project, and authorize $554,717 for potential extra services, for a total expenditure authority of $6,101,890.
Kennedy Jenks is experienced in this type of work and was selected as part of a competitive Request for Proposals process in summer 2024, for which a total of eight firms submitted proposals. Kennedy Jenks was determined to be the most qualified firm following the proposal review and interviews.
The selection was made based on Kennedy Jenks’ qualifications to perform the full scope of design services needed to successfully deliver the Project. The contract recommended in this report is for final design services. Upon Kennedy Jenks’ successful delivery of this contract, staff will return to Council for approval of a separate contract for design support during the Project’s construction phases.
Environmental Services
Staff recommend that Council authorize the Public Works Director to execute the First Contract Amendment with Rincon Consultants Inc., (Rincon) for environmental services for the Vic Trace Reservoir Replacement Project, Contract No. 28,549, in the amount of $104,968 for a total expenditure authority of $489,580. Rincon is currently conducting a Phase II environmental documentation and permitting contract to complete all necessary environmental Project work up until construction commences.
The amendment includes a scope for additional environmental permitting work identified by the Community Development Department to complete the Project’s Planning Application and to meet the City’s new 2025 Master Environmental Assessment Guidelines for Archeological Resources. A 20 percent contingency on the original contract amount remains available on this contract due to the level of uncertainty and work that may become necessary to complete the project’s anticipated EIR.
Council Agenda Report
Final Design and Environmental Services for the Vic Trace Reservoir Replacement Project [Agreement]
August 19, 2025
BUDGET/FINANCIAL INFORMATION:
There are sufficient expenditure appropriations in the Water Capital Fund in Fiscal Year 2026 to cover the costs of the proposed agreement for final design services with Kennedy Jenks and for the proposed amendment for additional environmental services with Rincon, including potential extra services, and City staff costs. The City anticipates applying for a Drinking Water State Revolving Fund loan from the California Water Resources Control Board and/or municipal bonds to fund the total Project cost, including planning and outreach services, environmental documentation, design, and construction.
ESTIMATED TOTAL PROJECT COST
*Cents have been rounded to the nearest dollar in this table.
Phase I Environmental Services (Rincon) $120,695
Phase II Environmental Documentation and Permitting (Rincon) $384,612 Phase II First Amendment (Rincon) $104,968
Phase III Construction Monitoring and Post-Project Mitigation (future contract) $2,000,000
Professional Planning Services (Confluence Land Use LLC) $220,704 City Staff Costs – Planning $400,000
Environmental and Planning Subtotal $3,230,979
Strategic Communication Plan (Katz & Associates Inc.) $148,786 Project Public Outreach Services (Katz & Associates Inc.) $644,875 City Staff Costs – Public Outreach $300,000
Public Outreach Subtotal $1,093,661
Preliminary Design Services (Kennedy Jenks) $1,128,100
Final Design Services (Kennedy Jenks) $6,101,890
City Staff Costs - Design $500,000
Design Subtotal $7,729,990
Estimated Construction Contract (future contract) $113,000,000 Other Construction Costs (Construction Management, Design Support, Inspection, City Staff, etc.) $5,650,000
Construction Subtotal $118,650,000
TOTAL PROJECT COST $130,704,630
A copy of the contract and amendment may be requested from the Public Works Department for public review by contacting [email protected].
Council Agenda Report
Final Design and Environmental Services for the Vic Trace Reservoir Replacement Project [Agreement]
August 19, 2025
ENVIRONMENTAL REVIEW
This Project requires CEQA environmental compliance and permitting. A contract was awarded to Rincon on June 13, 2023, to initiate the Phase I environmental research and documentation process, completed in October 2023. Phase II environmental analysis and documentation is being conducted under Rincon’s Phase II contract (being amended).
The Project’s required environmental documentation and permits will be secured prior to the commencement of construction.
WATER COMMISSION RECOMMENDATION:
This item was presented to the Water Commission at its meeting on July 17, 2025. The Commission voted 4-0-1 in support of staff’s recommendation.
ATTACHMENT: Project Location Map
PREPARED BY: Brian D’Amour, P.E., City Engineer/KB/nv
SUBMITTED BY: Joshua Haggmark, P.E., Acting Public Works Director APPROVED BY: Kelly McAdoo, City Administrator
Project Location Map
Vic Trace Reservoir: 740 Dolores Drive (15 acres)
Vic Trace
Reservoir
Property
ATTACHMENT
CITY OF SANTA BARBARA
COUNCIL AGENDA REPORT
AGENDA DATE: August 19, 2025
TO: Mayor and Councilmembers
FROM: City Administrator’s Office
SUBJECT: Allocation of Funding in Support of Local Immigrant-Serving Organizations [Resolution]
RECOMMENDATION: That Council:
A. Adopt, by reading of title only, a Resolution of the City Council of the City of Santa Barbara Amending Resolution No. 25-066, Adopting the Budget for Fiscal Year 2026, to Approve and Increase in Fiscal Year 2026 Expenditure Appropriations in the Flexible Housing Fund in the Amount of $500,000 to Fund a Grant Agreement with a Local Non-Profit Organization for Immigrant Support Services; B. Direct the City Administrator’s Office to distribute $130,000 of the allocated funding in support of the Immigrant Legal Defense Center; and
C. Direct the City Administrator’s Office to partner with the Fund for Santa Barbara to facilitate a grant program to distribute the remaining $370,000 to other local immigrant-serving organizations.
DISCUSSION:
Background
On July 31, 2025, a Special Meeting was held to update City Council on several action items that were requested of staff during a Special Town Hall Meeting that took place on July 15, 2025 at the Franklin Neighborhood Center. The purpose of the forum was to address concerns from our community members and the organizations that support the immigrant community regarding federal immigration enforcement activities in our City and the surrounding region.
After receiving updates from City staff on additional research and dialogue with community leaders on requested actions, Council:
Agenda Item No. 17
File Code No. 610.04
Council Agenda Report
Allocation of Funding in Support of Local Immigrant-Serving Organizations [Resolution] August 19, 2025
(1) Adopted a Resolution Condemning Aggressive and Nontransparent Federal Immigration Enforcement Tactics and Reaffirming the City’s Commitment to the California Values Act and to Providing a Safe and Welcoming Community for All Residents, Visitors, and Workers;
(2) Provided direction to staff on the allocation of financial resources in support of immigrant-serving organizations; and
(3) Adopted changes to the City of Santa Barbara Legislative Platform that will enable the Mayor and Council to advocate on behalf of immigrant communities on legislation at the State and Federal level.
Allocation of Financial Resources in Support of Immigrant-Serving Organizations Specifically, Council requested $500,000 be allocated from the Flexible Housing & Homelessness Fund to be distributed in the form of grant funding to support local nonprofit organizations that are assisting individuals and their families being impacted and/or displaced by federal immigration enforcement activities. City staff was also directed to work with the Finance Committee to determine how to replenish these funds given the prioritization of housing and homelessness by Council during the adoption of the FY26 and FY27 General Fund Budget.
Staff is recommending that an allocation of $130,000 be directed to the Immigrant Legal Defense Center (ILDC) to support the increasing need for legal advocacy. The recommended funding would help support a caseload of 35 to 40 cases specifically in the City of Santa Barbara.
ILDC is already a recipient of Human Services funding for FY 2025 and FY 2026; therefore, the City can work to amend their existing agreement to include these additional financial resources to expand their services. ILDC facilitates several programs that support individuals in detention and those fighting their immigration court cases following release, including unaccompanied immigrant children and asylum seekers. The organization delivers a counseling and case management program where mental health therapists and case managers advocate on behalf of young clients inside and outside the immigration courtroom and focus on mitigating the trauma-related impact of immigration policies and enforcement. The program addresses the gap in post-release services for unaccompanied immigrant children, provides them with the resources they need to enhance their well-being, and helps them succeed and thrive in their new communities.
Moreover, ILDC prioritizes opening pathways to legal permanent residency for youth and facilitates community education workshops and trainings. The grant funding to be provided will contain detailed provisions on the use of funding, the ability to audit expenditures, and remedies for improper expenditures.
Staff is also recommending entering into a partnership with the Fund for Santa Barbara (the Fund) to distribute the remaining funds of $370,000. The Fund has established Council Agenda Report
Allocation of Funding in Support of Local Immigrant-Serving Organizations [Resolution] August 19, 2025
relationships with our local immigrant-serving organizations and a proven track record of working with government agencies, such as the County of Santa Barbara. They facilitate grant programs that prioritize transparency, accessibility, and accountability without burdening small non-profit organizations that do not have dedicated grant writing and development staff.
The Fund already meets with these organizations regularly and has been able to direct resources with the urgency that is required to assist individuals and families in need. The Fund also has existing funding criteria that aligns with the City’s objectives that include, but are not limited to, the following:
(a) Organizations must have a Federal Employer Identification Number (EIN), a Federal Tax Identification Number, or use a Tax-Exempt Fiscal Sponsor. o A non-501(c)(3) is eligible to apply under a fiscal sponsor with 501(c)(3) status. A 501(c)(3) organization that agrees to serve as a fiscal sponsor on a grant request must enter into a letter of agreement outlining and stipulating the terms of the relationship between the fiscal sponsor and the sponsored organization.
(b) Organizations do not discriminate in their delivery of programs and services on the basis of race, color, religion, gender, national origin, ancestry, age, medical condition, disability, veteran status, marital status, sexual orientation, or any other characteristic protected by law.
(c) There will be consideration for projects of faith-based organizations, but those projects must be secular in nature and open to individuals of all faiths and/or those of no religious affiliation.
(d) Funding cannot be used for lobbying, legal strategy or 501(c)4 work. (e) Organizations must have a proven track record of serving immigrant communities and be applying for support or expansion of existing programs; new initiatives will not be considered.
Additionally, funding cannot be used for training, education or any other strategies and tools that could be perceived as interfering with federal law enforcement operations. It will also be required that funding be deployed in support of services and programs for individuals and/or impacted family members living or working in the City of Santa Barbara.
The Fund for Santa Barbara will receive 10% of the total allocation ($37,000) to support staff in administering the grant program. This will include review of grant applications, facilitation of the Fund for Santa Barbara Grantmaking Committee to make recommendations, on-going meetings with grantee organizations, listening sessions to capture qualitative and quantitative data on impact of programs and services, as well as annual reporting to the City. All recommendations on grant recipients will be brought forth to Council for final approval prior to being awarded.
Council Agenda Report
Allocation of Funding in Support of Local Immigrant-Serving Organizations [Resolution] August 19, 2025
BUDGET/FINANCIAL INFORMATION:
The City Council adopted the General Fund Budget for FY 2026 and FY 2027 on June 17, 2025. With the addition of a $2 million appropriation to the Local Housing Trust Fund as part of that action, the City faces a $1.3 million deficit for FY 2026, which would require the City to dip into reserves to cover ongoing operating expenses. Since that time, the City has been in labor negotiations that staff estimates will significantly increase original projections for personnel expenses. Furthermore, several current litigation cases also require considerable expense to defend over the course of the next fiscal year. Taking into account these factors, staff updated the General Fund budget projections for FY 2026 and now estimate a $6 million deficit rather than the approximately $800,000 surplus that was reflected in the FY 2026 proposed City Administrator’s Budget.
The $500,000 allocation to local immigrant-serving organizations is from an existing line item in the adopted budget (the Flexible Housing and Homelessness Fund), but any effort at replenishing those funds may further increase the deficit.
PREPARED AND
SUBMITTED BY: Barbara Andersen, Sr. Assistant to the City Administrator APPROVED BY: Kelly McAdoo, City Administrator
RESOLUTION NO. __________
A RESOLUTION OF THE COUNCIL OF THE CITY OF
SANTA BARBARA AMENDING RESOLUTION NO. 25-066,
ADOPTING THE BUDGET FOR FISCAL YEAR 2026, TO
APPROVE AN INCREASE IN FISCAL YEAR 2026
EXPENDITURE APPROPRIATIONS IN THE FLEXIBLE
HOUSING FUND IN THE AMOUNT OF $500,000 TO FUND
A GRANT AGREEMENT WITH A LOCAL NON-PROFIT
ORGANIZATON FOR IMMIGRANT SUPPORT SERVICES
WHEREAS, in accordance with the City Charter, the City Administrator filed with the Council a proposed budget for the fiscal year beginning July 1, 2025; WHEREAS, the City Council is required to adopt a budget before the beginning of the fiscal year on July 1, 2025;
WHEREAS, the City Charter provides that at any public meeting after the adoption of the budget, the City Council may amend or supplement the budget by motion adopted by the affirmative votes of at least a majority of the total members of the City Council; and WHEREAS, as authorized by Resolution No. 25-066, this Resolution approves the amendment to the budget as provided herein
NOW, THEREFORE, be it resolved by the Council of the City of Santa Barbara that in accordance with the provisions of Section 1205 of the City Charter, the budget for the fiscal year 2026, as adopted by Resolution No. 25-066, is hereby amended as follows:
1. The Council approves of the increase in expenditure appropriation of $500,000 in the Fiscal Year 2026 in the Flexible Housing and Homelessness Fund budget to support local non-profit organizations that are providing immigrant support services.