City of Santa Paula
City Council
MAYOR JENNY CROSSWHITE
VICE MAYOR ANDY SOBEL
COUNCILMEMBER RICHARD ARAIZA
COUNCILMEMBER CARLOS JUAREZ
COUNCILMEMBER LESLIE CORNEJO
CITY COUNCIL SPECIAL MEETING OF THE
SANTA PAULA CITY COUNCIL
WEDNESDAY, JUNE 1, 2022
4:30 PM - City Council Special Meeting
SANTA PAULA CITY HALL
970 VENTURA STREET
SANTA PAULA, CA 93060
JULIE LATSHAW, CITY CLERK
DAN SINGER, CITY MANAGER
JOHN C. COTTI, CITY ATTORNEY
City of Santa Paula - City Council - City Council Special Meeting 1
1. CALL TO ORDER
REMINDER: in order to minimize distractions during public meetings, all personal communication devices should be turned off or put in a non-audible mode.
2. FLAG SALUTE
3. ROLL CALL
4. PUBLIC COMMENT
At this time, members of the public may comment on items appearing on this agenda only. A Public Comment Form must be submitted to the City Clerk prior to the beginning of the Public Comment period in order to be recognized to speak. Individual Councilmembers may briefly respond to Public Comments or ask questions for clarification. Public Comments are limited to 3 minutes.
5. ACTION ITEMS
5.A AMERICAN RESCUE PLAN ACT (ARPA) TRANCHE 2 FUNDING
RECOMMENDATION:
1. Review options for use of the City’s final disbursement of American Rescue Plan Act (ARPA) funds from Tranche 2.
6. ADJOURNMENT
BRINGING ITEMS BEFORE THE CITY COUNCIL
You are invited to participate in all Regular City Council meetings. Agendas are posted in the front of Santa Paula City Hall, 970 Ventura Street, Santa Paula, 72 hours in advance of the scheduled meetings. The City Council's regular meetings start at 6:30 p.m. the first and third Wednesday of each month in the City Hall Council Chambers located at 970 Ventura Street in Santa Paula. Special and Closed Sessions vary by date and time.
HOW TO PARTICIPATE IN PERSON DURING THE MEETING: If you wish to speak at a City Council meeting, please fill out a Public Comment Form noting your name and address and submit the form to the City Clerk. Include the Agenda item number you wish to speak on. Members of the public may address the Council on items on this agenda only. Public Comments are limited to 3 minutes.
HOW TO PARTICIPATE BEFORE THE MEETING: Members of the public are encouraged to submit email correspondence on any agenda item by sending an email to [email protected]. All public correspondence received by three hours before the meeting date will be provided to the legislative body before the meeting.
Public Comments received after, will be provided to the legislative body the next day.
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PLEASE NOTE: Be advised that if you bring a legal challenge to an action, you may be limited to raising only those issues you or someone else raised at the meeting described in this Agenda, or in written correspondence delivered to the City Council at or before the meeting. Any action is subject to the ninety-day time period set forth in Code of Civil Procedure § 1094.6.
In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please contact the City Clerk at (805) 933-4208. Notification 48 hours before the meeting will enable the City to make reasonable arrangements to ensure accessibility to this meeting. (28 CFR 35, 102-35.104 ADA Title II). Written materials distributed to the City Council within 72 hours of the City Council meeting are available for public inspection immediately upon distribution in the City Clerk’s office.
SPECIAL MEETING - COUNCIL CHAMBERS
City of Santa Paula - City Council - City Council Special Meeting 2 State of California )-
County of Ventura )- ss
City of Santa Paula )-
I declare under penalty of perjury that I posted this City Council Agenda on the bulletin board near the front door of City Hall, 970 Ventura Street, Santa Paula, California.
On_________________ at______________Signed:_________________________ Julie Latshaw
City Clerk
City of Santa Paula - City Council - City Council Special Meeting 3 To: Honorable Mayor and Members of the City Council
From: Jonathan Royas, Management Analyst
Subject: AMERICAN RESCUE PLAN ACT (ARPA) TRANCHE 2 FUNDING Date: June 1, 2022
Agenda Item: 5.A
CITY OF SANTA PAULA
MEMORANDUM
RECOMMENDATION:
1. Review options for use of the City’s final disbursement of American Rescue Plan Act (ARPA) funds from Tranche 2.
BACKGROUND:
Like many municipalities across the country, Santa Paula has a unique and unprecedented opportunity to utilize Federal stimulus funds known as the American Rescue Plan Act (ARPA).
As a part of the $1.9 trillion package passed by the U.S. Congress and Senate and signed by the President, some $65.1 billion have been allocated to local jurisdictions, of which Santa Paula will receive a total of approximately $7.1 million dollars. Santa Paula’s funds are split into two allocations, known as tranches, with the first half already in receipt as of July 2021, and in the next 60-90 days, our second and final half will be disbursed, approximately $3.55 million dollars.
As a non-entitlement city with a population under 50,000, funds will be distributed to the City through the State as a pass through. Additionally, unlike FEMA funds, the City is not required to front the costs and then seek reimbursement, rather the City’s allocation will be sent to us in advance. Recipients must obligate all funds by December 31, 2024 and expend funds by December 31, 2026.
Attached to this report, Exhibit A – ARPA Funds Allocated & Budgeted To Date, outlines all Council approved budget allocations of Tranche 1 funds in the amount of $3,565,114.00, representing the City’s first half of ARPA funds.
ANALYSIS:
With Tranche 2 funds disbursement eminent, staff has compiled the accompanying report, Exhibit B – ARPA Project Ideas, to provide Council a robust list of projects, programs and partnerships City staff have created to guide Council’s discussion on proposed uses of ARPA Tranche 2 funds. The list was compiled based on several factors including, but not limited to:
Council’s two-year Strategic Plan;
Items not fully funded or accounted for in the current two-year fiscal budget; 4 Pent-up maintenance, equipment and facility needs;
Council-approved Capital Improvement Projects which are no longer adequately funded; Department Director's input to think creatively about how Santa Paula can address various deficiencies and desired projects; and
Council’s direct input from the ARPA workshop conducted on May 5, 2021 It should be noted, the projects and programs contained in Exhibit B are not meant to preempt ideas Councilmembers may wish to bring to the table for Tranche 2. In fact, several items remaining on this list were Tranche 1 ideas Council fully supported, however, were either never funded or not fully funded due to other project priorities, namely Harvard Blvd. Water/Wastewater and Re-pavement Project.
Eligible Uses of ARPA Funds
Since Council’s original workshop in May 2021, the Department of Treasury has released several new guidance documents including the Final Rule, establishing clear guidelines on eligible uses for ARPA funds. The most notable change is guidance that ARPA funds can be used to pay for government services. Government services generally include any service traditionally provided by a government, including construction of roads and other infrastructure, provision of public safety and other services, and health and educational services. Funds spent under government services are subject to streamlined reporting and compliance requirements. In essence, this new allowance provides us with extreme flexibility when considering uses for Tranche 2.
Exhibit B – ARPA Spending Ideas
There are a total of 33 projects identified in this attachment. Each item has a title, brief description, whether or not funds were allocated from Tranche 1 and a Tranche 2 recommendation. Additionally, where applicable, items indicate consistency with Council’s two-year Strategic Plan, as well as whether or not other funding might exist which either compliments or replaces the need for ARPA funding support. For example, the Water Facility Security and Surveillance System project is an eligible ARPA expense and is therefore identified on the attached list, but we also know that costs attributable to water and wastewater enterprise accounts can typically be funded through those accounts, albeit at a potential cost to the ratepayers. However, to generate the greatest benefit from our allocation of ARPA funds, Council may wish to avoid duplicating funding that could come from other sources.
It is worth noting that the total project list far exceeds the available funding in Tranche 2. The purpose of this Council Workshop is therefore to assess Council's priorities and form consensus around a diverse prioritization for funding. On the one hand, this approach may prove a frustrating or exhausting exercise; after all, there are great needs throughout the City, making it hard to leave items off the list. On the other hand, it is important to be honest and transparent about what the City's true needs are and allowing the Council to help prioritize from there.
In conclusion, Council is asked to review each item and provide feedback on a preferred funding list, removing or eliminating less desirable items or modifying the allocation amounts.
STRATEGIC PLAN:
Funding support for the projects and programs presented above will assist in moving several 5 of Council's Strategic Goals forward as noted in Exhibit B.
FISCAL IMPACTS:
Santa Paula’s second and final ARPA allocation will arrive in the next 60 to 90 days. Once Council has provided direction on those projects and programs you would like to support, staff will return with an adopting resolution allocating such funds. Other than administrative staff time, there are no direct fiscal impacts to the City.
OPTIONS:
1. Direct staff to return at a later time with recommendations on ARPA Tranche 2 spending; however, this will put on hold several programs and projects which require funding to move forward.
ATTACHMENTS:
Exhibit A - ARPA Funds Allocated & Budgeted To Date.pdf Exhibit B - ARPA Project Ideas.pdf
6 EXHIBIT A -
ARPA Funds
Allocated &
Budgeted To
Date
7 ARPA Funds Allocated & Budgeted To Date Year 1 Year 2 Tranche 1/2 Total T1 Allocated 3,565,114.00
T1 Round 1 Funds 3,565,114.00
3565114 Remainder T1 ‐
Total T2 Already Allocated 218,500.00
Approved Account # Description 21/22 22/23
Budget 412‐4‐7500‐4277 ARP Funding Revenue 536,495.00 218,500.00 Budget 412‐5‐1501‐209 American Bloom 20,000.00 20,000.00 Budget 412‐5‐4501‐610 Formerly 100‐5‐4501‐610 Radio Upgrades and Key Mgmt. System 65,495.00 Budget 412‐5‐5011‐227 Formerly 100‐5‐5011‐227 PW Temp Personnel 15,000.00Budget 412‐5‐3002‐209 Formerly 100‐5‐3002‐209 Economic Development 20,000.00 30,000.00 Budget 412‐5‐3002‐209 Formerly part of 100‐5‐3002‐209 ‐ Willdan (Code Compliance) 40,000.00 Budget 412‐5‐2002‐209 Formerly 100‐5‐2002‐209 ‐ Fee/DIF Study 50,000.00 Budget 412‐5‐1532‐610 Formerly 100‐5‐1532‐610 field rental 10,000. 10,000.00 00 Budget 412‐5‐1532‐370 Formerly 100‐5‐1532‐370 Soccer goal 12,500.00Budget 412‐5‐1501‐123 Formerly 100‐5‐1501‐123 Comm Ctr /Sr Ctr 6,5 7,500.00 00.00 Budget 412‐5‐5011‐209 Formerly 100‐5‐0511‐209 Prof. Services (Outreach, etc.) 90,000.00 55,000.00 Budget 412‐5‐7501‐758 Formerly 100‐5‐7501‐758 Transfer to Mobile Fund 10,000.00 10,000.00Budget 412‐5‐3002‐209 Formerly 100‐5‐3002‐209 HVTB Tourism Support 10,000.00 10,000.00 Budget 412‐5‐9XXX‐660 Fleet Shop Insulation and Heating 15,000.00 18,000.00 Budget 412‐5‐9XXX‐660 Eucalyptus Tree Removal & Tree Replacement 61,000.00 50,000.00Budget 412‐5‐9XXX‐660 City Bikeway Project 25,000.00Budget 412‐5‐9XXX‐660 Local Road Safety Plan (LRSP) 20,000.00Budget 412‐5‐9XXX‐660 City Bldg Lighting Retrofit 74,000.00 FY 20/21 Bud Adj. 412‐4‐7500‐4277 ARP Funding Revenue 320,000.00Reso 7342 412‐5‐7501‐199 Small Business Outreach 10,000.00Reso 7342 412‐5‐7501‐199 Homeless Shelter Support ‐ Reso 7342 412‐5‐9372‐660 WRF Equipment 90,000.00Reso 7342 412‐5‐1502‐209 Reduced/Waived Recreation Fees 25,000.00 Reso 7342 412‐5‐1501‐610 Mobile Activity Center 85,000.00Reso 7342 412‐5‐XXXX‐0XX Employee Enhancements 110,000.00FY 21/22 Bud Adj. 412‐4‐7500‐4277 ARP Funding Revenue 792,000.00Reso 7351 412‐5‐0501‐323 City Council Event Support 30,000.00Reso 7351 412‐5‐0511‐209 Grant Writing/Lobbying Efforts 42,000.00Reso 7351 412‐5‐1501‐660 Boys & Girls Club 300,000.00Reso 7351 412‐5‐4502‐610 Archer Anti‐Vehicle Barriers 160,000.00 Reso 7351 412‐5‐XXXX‐0XX Employee Enhancements 110,000.00Reso 7351 412‐5‐5028‐209 Citywide FEMA Floodplain Re‐Study 150,000.00FY 21/22 Bud Adj. 412‐4‐7500‐4277 ARP Funding Revenue 1,521,619.00Reso 7366 412‐5‐9324‐660 Harvard Boulevard Water Sewer Improvement Project 1,500,000.00 Reso 7366 412‐5‐9XXX‐295 ADA Self Evaluation and Transition Plan 21,619.00FY 21/22 Bud Adj. 412‐4‐7500‐4277 ARP Funding Revenue 395,000.00Reso 7381 412‐5‐7501‐199 Community Nonprofits 250,000.00Reso 7381 412‐5‐4501‐610 Police Department CAD System 45,000.00Reso 7381 412‐5‐9XXX‐XXX Downtown Beautification 50,000.00Reso 7381 412‐5‐XXXX‐XXX Banner Program 10,000.00Reso 7381 412‐5‐7501‐199 Farmers Market 10,000.00Reso 7381 412‐5‐9XXX‐XXX Economic Develop & DT Enhancement 30,000.00 8 Tranche 1 Tranche 2 T2 Variance
$642,000 $7,759,250 ($4,412,636)
Tranche 2 Already Budgeted $218,500
Tranche 2 Total Allocation $3,565,114
Description Tranche 1 Funds Allocated Tranche 2 Recommendation Strategic Plan Potential
Alternative
Funding
Sources
Utility Bill Relief $0 $425,000 Community Vitality #6 YLimited‐term (pro‐active) Code Compliance and funds for Neighborhood Improvements $40,000 $160,000 Community Vitality #4 NHomeless Encampment and/or Assistance $0 $80,000 Public Safety #1 YDowntown enhancements and beautification efforts $50,000 $150,000 Community Vitality #2 YPublic/Private Partnerships to enhance quality of life in SP $250,000 $250,000 N American Rescue Plan Act (ARPA) Project Ideas
As of 05/26/2022, there is a past due balance of $1.4M for sewer and water bills. Of that total, $428K is owed by inactive accounts. While staff requested funding from the sewer arrearage program, what we know is that the majority of inactive accounts were prior to the relief period and therefore will not be creditable to the City. This relief will allow us to clear this bad debt off our books.Council allocated during budgeting $70K from T1 for this. On 3/2/22 Council authorized moving $30K from this project, due to delays, to the consulting services account leaving $40K for code compliance. Funding would help assist residents to come into compliance with various codes by creating a two‐year employment assignment for pro‐active code compliance ($150,000), with funds to assist violators to help clean‐up their property ($50,000). ‐ Potential Alternative Funding Sources denotes alternative grants or funds which may be another source of funding to complete project.Homeless encampment cleanup and/or assistance along watershed basin, river bottom and rail corridor; potential partnership/request for County ARPA funds and partnership.Combined this category with Overall City Beautification, of which council supported for $150K independent of downtown enhancements. Council allocated $50K in T1 for downtown enhancements which will most likely go to support the PBID in establishing a facade improvement program in the next couple of months. The $150K from T2 would assist with additional beautification efforts such as wayfinding; tree wells; benches; lighting; new trash receptacles, etc. 9 “Green” investment in vehicles, charging stations,
etc. $0 $100,000
Infrastructure,
Transportation &
Mobility #4
Y
Community Center Upgrades $0 $100,000 Community Vitality #7 NStreet Improvement Funding (PMP) $0 $1,000,000 YCustomer Service Enhancements for the City $0 $30,000 Community Vitality #3;
Operational Excellence
#1
N
Skip Loader Public Works $0 $100,000 YPolice CAD System Upgrade $45,000 $173,000 Operational Excellence #8 YExpand surveillance cameras throughout City $0 $146,000 Public Safety #2 YMunicipal Code Overhaul $0 $0 Operational Excellence #2 Y Funds for 60 cameras and license plate readers, citywide, to assist with monitoring school zones, key intersections, public facilities, and persons of interest or missing persons.Though rebates, grants and incentives are available for various charging station infrastructure, some local funds are usually required. Funds would be used for possible charging stations at public facilities and for other “green” investments.Fund improved signage, information kiosks, interactive website with on‐line forms and payments, etc. Skip Loader for PW Dept. assists with landscaping, utility, loading applications, Parks & Rec. and emergency use.24 yr. old PD CAD server system replacement. 12/15/21 Council allocated $45K from T1 to fund the first two payments to accelerate the implementation of a new system. Total initial implementation costs are $218K not including subscription services.Could fund various street improvements including upgraded traffic lights, roundabouts and additional phases of the 5‐Year Pavement Management Plan (PMP).Set aside funds for a comprehensive update of the City’s Municipal Code. City will utilize General Plan DIF fees to pay for this effort.Lobby and restroom remodel.Funds for local non‐profit organizations were hard hit by the pandemic, impacting programs and services and the ability to fundraise. In addition, Santa Paula Together, a new 501c3 in town, will support youth/senior programs and a PAL chapter in town and will be requesting support.
10 Funding for grant writing and lobbying efforts $42,000 $117,000 Several Strategic Plan
items request pursuit of
grant funding
N
City Corps Start‐up Equipment $0 $15,000 YBroadband Master Plan & Infrastructure $0 $134,250 YCity Event Sponsorship Program $30,000 $30,000 Arts, Culture &
Entertainment #2, #3, #4,
#6
N
Marketing & Communications Plan $0 $50,000
Economic Development
#1, #6; Connected &
Healthy Community #1,
#2, #3, #5; Public Safety
#3
N
Water (Palm) Yard Facility Improvements $0 $350,000 Operational Excellence #8 YWater Facility Security and Surveillance System $0 $200,000 Public Safety #2 Y Improve and expand existing operations facility at the City’s Corporate Water Yard on Palm Avenue to improve restrooms, break room, and offices. These could be funded through Enterprise funds, however it would limit other CIP's currently scheduled.T2 funds will be used to continue this program into the next fiscal year.Invest in activities to bolster the City’s image, communications with residents and emergency preparedness (Nixle ‐ $15K); Assessment ($8K‐$30K) + Plan ($13K‐$15K) + Re‐Branding ($10K‐$15K)Council set aside T1 funds to cover one year of grant writing services which have proven to be a great ROI to the City. T2 funding support would provide another year of services from CA Consulting ($45K) and fund continued lobbying services ($72K) Having funds set‐aside for the next year to better respond to upcoming grant cycles and stimulus programs could be a worthy investment.Council recently allocated $30K in Measure T funds for City Corps PT help staff. These funds would support funding for equipment such as canopies, recycling cans, pickers, gloves, tables, chairs, shirts, etc…Funding could be used to access broadband conduit/fiber installation in coordination with the upcoming CIP projects.Installing reinforced fencing at various water tank sites, along with security and surveillance systems would further protect the City’s investment in our water infrastructure. Enterprise funds could be used, however it would limit other CIP's currently scheduled. 11 Economic Development $50,000 $30,000 Economic Development #2, #4, #5, #10 N Tree Removal/Replacement $50,000 $89,000 Community Vitality #3 YMESA Tanks Replacement $0 $1,500,000 YCrosstown Pipeline Project $0 $1,000,000 YElectric Landscaping Equipment $0 $60,000 YTrain Depot Remodel $0 $100,000 NCultural Arts Commission Start‐Up Funds $0 $30,000 Arts, Culture & Entertainment #1, #4, #6 Y Council Budgeted $50K from T1 and $61K from T2 which has already been accounted for here; Staff is requesting an additional allocation of $89K to assist with rehabilitation plans for the Eucalyptus grove by Cemetery Rd.Council originally budgeted $20K from T1 and on 12/15 allocated another $30K from T1 to assist with RRM design plans, etc.; Council originally budgeted $30K from T2 which has already been accounted for at the top of this document; Staff is requesting an additional allocation of $30K from T2 to assist with "triangle" property highest and best use assessment along with ED opportunities related to business roundtables, welcome kit printing costs, farmers market marketing and business recognition programs. Total T2 allocation would represent $60K if approved.Funds would support the purchase of an electric 72" riding mower to replace a diesel mower.Funds could help with structural repairs, deck repairs and upstairs improvements, which would enable the City to lease out the space.
The project scope includes replacing the two aging aboveground steel water tanks in dire condition with two new water storage tanks. Funding could come from the Water Enterprise funds which could require ratepayer adjustments. An additional option staff is researching is if we can loan ARPA funds to the Enterprise fund to move the project forward and then have the Enterprise fund pay the funds back over time. While this will have to be investigated further by Finance, per ARPA guidelines, recipients must obligate all funds by December 31, 2024 and expend funds by December 31, 2026.The project scope will provide a large diameter pipeline to link the wellfield and completed west side reservoir to the main reservoir on 10th Street. Due to recent unit cost increases, staff anticipates the estimated total project cost could increase significantly by the time 100% design documents are completed. Alternative funding sources would be the Water Enterprise Fund. Estimated to cost $6.7M.Staff will be coming to Council on June 15th with recommendations regarding the formation of a Cultural Arts entity in town to support 12 the arts. The entity will most likely require startup funding to establish themselves.
SPPD Remodel/Remediation Work $0 $1,200,000 N
Bike Master Plan / Bike Assessment Study $25,000 $25,000 Infrastructure,
Transportation &
Mobility #2
Y
Farmers Market $10,000 $15,000 NUser Fee / DIF Fee Study $50,000 $50,000 NBanner Program $0 $10,000 NInternship Program $0 $40,000 Community Vitality #2 N Funding will allow RCW to complete necessary reconfiguration, security enhancements, and upgrades that will help accommodate the department’s growth and extend the life of the station by at least 15‐20 years. We have $1.35 million set aside for this project, yet the entire project is estimated to cost $2.5 million.Council allocated $10K in T1 funds to help purchase a light system with generator power that can be used at the market to provide light when the time changes. As costs have increased the lighting system will cost anywhere from $13K‐19K. Lighting unit would be a City asset which could be used by several other departments, namely P&R and the Streets division. Any additional funds would be utilized to purchase market enhancements such as tables, chairs, umbrellas, etc.Funding would support a bike trail assessment study and/or plans for potential bike paths throughout the City.Council allocated $10K in T1 funds to partner with the PBID to revitalize the banner program. Of those funds, almost all funds have been obligated to pay for hardware, banners and the new Military banner program coming in July. Additional T2 funds will assist in providing seasonal banner changes in collaboration with the PBID.Funds could support internship opportunities in the City such as the LFA program, AmeriCorp or internal internships. Our most recent LFA intern proved how valuable supporting an initiative such as this can be.Council budgeted $50K in T1 funds for the User Fee study. Staff is requesting an additional $50,000 to complete the DIF study simultaneously. 13