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
MONDAY, AUGUST 29, 2022
2:30 PM - City Council Special Meeting
SANTA PAULA CITY HALL
970 VENTURA STREET
SANTA PAULA, CA 93060
JULIE LATSHAW, CITY CLERK
DAN SINGER, CITY MANAGER
MONICA CASTILLO, INTERIM CITY ATTORNEY
BRINGING ITEMS BEFORE THE CITY COUNCIL
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. PRESENTATIONS
5. PUBLIC COMMENT
At this time, members of the public may comment on any item appearing on the agenda only. Individual Councilmembers may briefly respond to Public Comments or ask questions for clarification. Public Comments are limited to three minutes.
6. CONSENT CALENDAR
Background information has been provided to the City Council on all matters listed under the Consent Calendar and these items are considered to be routine by the City Council and are normally approved by one motion. If discussion is requested by a Councilmember on any item, or a member of the public wishes to comment on an item, that item may be removed from the Consent Calendar for separate action.
7. PUBLIC HEARING
8. ACTION ITEMS
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.
Your Participation in this meeting is in the public domain; meetings are cablecast; minutes of this meeting will reflect your participation in this meeting and are posted on the city’s website.
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
8.A CITYWIDE USER AND DEVELOPMENT IMPACT FEE CONTRACT AWARD RECOMMENDATION:
Staff recommends the City Council
1. Approve a contract with Willdan Financial Services to conduct a Comprehensive User Fee Study and Development Impact (DIF) Fee Study.
2. Authorize an additional $23,310 in ARPA funding from Tranche 2 for the User Fee and DIF Fee Studies, plus an additional $10,975 contingent on an amendment to the contract for a Cost Allocation Study.
8.B AMERICAN RESCUE PLAN ACT (ARPA) TRANCHE 2 FUNDING
RECOMMENDATION:
1. Assess Council's priorities and form consensus around prioritization for funding for use of the City’s final disbursement of American Rescue Plan Act (ARPA) funds from Tranche 2.
9. CLOSED SESSION
9.A CONFERENCE WITH LEGAL COUNSEL - ANTICIPATED LITIGATION Pursuant to Government Code §54956.9(d)(2) - Number of Potential Cases: 1
9.B CONFERENCE WITH LEGAL COUNSEL - ANTICIPATED LITIGATION Pursuant to Government Code §54956.9(d)(2) - February 11, 2022, Letter from attorney Jason Dominguez concerning the California Voting Rights Act.
10. ADJOURNMENT
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: Christy Ramirez, Finance Director
Subject: CITYWIDE USER AND DEVELOPMENT IMPACT FEE CONTRACT AWARD
Date: August 29, 2022
Agenda Item: 8.A
CITY OF SANTA PAULA
MEMORANDUM
RECOMMENDATION:
Staff recommends the City Council
1. Approve a contract with Willdan Financial Services to conduct a Comprehensive User Fee Study and Development Impact (DIF) Fee Study.
2. Authorize an additional $23,310 in ARPA funding from Tranche 2 for the User Fee and DIF Fee Studies, plus an additional $10,975 contingent on an amendment to the contract for a Cost Allocation Study.
BACKGROUND:
The City assesses a variety of cost recovery based fees as well as development impact fees on new development to mitigate City-wide impacts on public improvements, public services, and community amenities. The City’s fees must comply with any applicable state and federal law including but not limited to the Mitigation Fee Act (California Government Code Section 66000 et seq., also known as Assembly Bill 1600). The City Council previously held public hearings to amend the Development Impact and User Fees in May and November of 2016 respectively, with the User Fee changes being made effective in January of 2017.
Earlier this year, staff submitted a request for proposals to update the User Fees and Development Impact Fees for the City of Santa Paula and four firms submitted proposals.
Staff is recommending moving forward with Willdan Financial Services for both studies.
ANALYSIS:
DEVELOPMENT IMPACT FEES
The City’s 2016 Development Impact Fee addressed fees necessary to accommodate new development in the following categories:
Police Facilities
General Government Facilities
Library Facilities
Park Facilities
Circulation Traffic Impact
4 Drainage
Public Use Facilities
Wastewater Facilities
Water Facilities
Although not included in the 2016 Development Impact Mitigation Fee Update the City has existing fees for Inclusionary Housing and Air Quality Impacts, which were included as part of the request for proposal.
CITYWIDE USER FEES
The Comprehensive User Fee Study will calculate the full 100% cost of providing certain City services, and provide a recommended fee to be charged for each applicable service. The firm awarded the contract will recommend cost recovery strategies and identify best practices in establishing user fees. These strategies should take into consideration the complexities and demands of each department and program. The selected firm will provide thorough analysis, development of fee models and recommendations including, identifying and recommending new fees and revenues sources. It is the City’s goal to have a well-documented and defensible cost of service plan that will identify rates that be used to recover billable costs for services and develop user fees that comply with Proposition 26, Proposition 218 and other applicable statutory requirements.
FIRM RECOMMENDATION
Four proposals were received and all four firms were interviewed. Staff was impressed with the knowledge and experience these firms possessed, including the historical knowledge of those who had previously provided professional services to the City. Staff recommends Willdan Financial Services be awarded the contract. Apart from having the lowest priced proposal, Willdan has extensive experience with the City and was well prepared to answer Staff's questions and concerns regarding the fee study process during the interview phase.
FIRM DIF FEE STUDY USER FEE STUDY TOTAL COST
NBS $ 46,420* $ 46,420*
MICHAEL BAKER
INT.
$ 59,245 $ 35,765 $ 95,010
DTA & MTG (JOINT) $ 50,180 $ 53,923 $ 104,103
WILLDAN $ 49,400 $ 23,910 $ 73,310
*NBS proposal included Water, Wastewater, and Drainage DIF only Staff recommends a contract for $73,310 be awarded to Willdan Financial Services for the Citywide User Fees and Development Impact Fees Study. A Cost Allocation Study is typically done in conjunction with a User Fee Study. Should an amendment to proposed contract be needed to address the Cost Allocation Study, which also needs to be revisited, an additional $10,975 in funding will be needed. Willdan anticipates the majority of the work can be completed between December and February, as noted in the attached timeline.
STRATEGIC PLAN:
FISCAL IMPACTS:
5 Council previously approved $50,000 in ARPA funding for this effort. An additional $23,310 is required to fully fund the Citywide User Fee Study and Development Impact Study. $10,975 will be needed to amend the contract to include the Cost Allocation Study.
OPTIONS:
1. Council may approve the contract award and ARPA allocation.
2. Council may reject the contract award and provide direction to staff.
ATTACHMENTS:
Willdan Proposal.pdf
6 City of Santa Paula
Proposal
Development Impact Fee Study
7 T 951.587.3500 ▪ 800.755.6864 | F 951.587.3510 ▪ 888.326.6864 | 27368 Via Industria, Suite 200, Temecula, CA 92590 | www.willdan.com March 21, 2022
Ms. Patricia Zavala, Purchasing Agent [email protected] Ms. Christy Ramirez, Finance Director [email protected] City of Santa Paula
970 Ventura Street
Santa Paula, CA 93060
Re: Cost Proposal to Conduct a Comprehensive Fee Study and Development Impact Fee Study Dear Ms. Zavala and Ms. Ramirez:
Willdan Financial Services (“Willdan”) is pleased to present the following cost proposal to the City of Santa Paula (“City”) for a Comprehensive User Fee Study and Development Impact Fee Study.
This submission reflects our understanding of the City’s Request for Proposal (RFP).
Willdan is excited about this opportunity to serve the City of Santa Paula. To discuss any aspect of our technical and/or cost proposal, please contact me directly at (951) 587-3528 or via e-mail at [email protected].
WILLDAN FINANCIAL SERVICES
Chris Fisher
Vice President / Director
8 Comprehensive User Fee Study & Development Impact Fee Study 1 City of Santa Paula, California
Cost Proposal
Not to Exceed Fee
Willdan Financial Services (“Willdan”) proposes a not-to-exceed fixed fee of $73,310 for the Comprehensive User Fee Study and Development Impact Fee Study engagement.
Comprehensive User Fee Study
Willdan Financial Services proposes a not-to-exceed fixed fee of $23,910 for the Comprehensive User Fee Study.
Development Impact Fee Study
Willdan Financial Services proposes a not-to-exceed fixed fee of $49,400 for the Development Impact Fee Study.
C. Fisher
Principal-inCharge
T. Thrasher
Tech Project
Manager
P. Patel
Analytical
Support
R. Quaid
QA/Tech
Advisor Total
$ 250 $ 185 $ 125 $ 210 Hours Cost
Scope of Services
Task 1: Initial Document Request - 1.0 1.0 - 2.0 $ 310
Task 2: Compile Inventory of Current and Potential Fees - 1.0 1.0 - 2.0 310 Task 3: Kick-off /Refine Scope - 1.0 1.0 - 2.0 310
Task 4: Develop User Fee Model, Incorporate Overhead 1.0 4.0 16.0 1.0 22.0 3,200 Task 5: Time Survey Interviews and Information Gathering - 14.0 14.0 - 28.0 4,340 Task 6: Common Fees Comparison - 2.0 12.0 - 14.0 1,870
Task 7: Data Analysis and Final Fee and Rate Schedule 1.0 12.0 36.0 1.0 50.0 7,180 Task 8: Prepare and Present Draft Report 1.0 4.0 12.0 1.0 18.0 2,700 Task 9: Revise Draft/Determine Cost Recovery Levels 1.0 4.0 10.0 1.0 16.0 2,450 Task 10: Prepare and Present Final Report/Train Staff on Model - 4.0 4.0 - 8.0 1,240 Total – User Fee Study 4.0 47.0 107.0 4.0 162.0 $ 23,910 City of Santa Paula
User Fee Study
Fee Proposal
J. Edison
Project Manager
C. Villarreal
Principal
Consultant Total
$ 240 $ 185 Hours Cost
Scope of Services
Task 1: Identify Policy Issues 8.0 22.0 30.0 $ 5,990
Task 2: Identify Existing Development and Future Growth 8.0 26.0 34.0 6,730 Task 3: Determine Facility Standards 8.0 24.0 32.0 6,360 Task 4: Determine Facilities Needs and Costs 8.0 26.0 34.0 6,730 Task 5: Identify Funding and Financing Alternatives 8.0 28.0 36.0 7,100 Task 6: Comparison 8.0 22.0 30.0 5,990
Task 7: Calculate Fees and Prepare Report 6.0 22.0 28.0 5,510 Task 8: Meetings 10.0 14.0 24.0 4,990
Total – Development Impact Fee Study 64.0 184.0 248.0 $ 49,400 City of Santa Paula
Development Impact Fee Study
Fee Proposal
9 Comprehensive User Fee Study & Development Impact Fee Study 2 City of Santa Paula, California
Development Impact Fee Notes:
▪ The fee denoted above includes attendance at up to four in-person meetings with City staff, stakeholders, and City Council.
▪ Attendance at more than two meetings will be billed at the per meeting fee. Attendance at additional on-site meetings or presentations will be $2,000 per meeting; attendance at additional remote meetings or presentations will be $1,000 per meeting.
▪ Comprehensive written responses to resolve conflicts or preparation of more than one set of major revisions to the draft report, will be classified as Additional Services, and may require additional billing at hourly rates stated in the hourly rate schedule listed below. These additional fees shall only take effect once the fixed fee stated above has been exceeded.
Fee Proposal Notes
▪ Our fee includes all direct expenses associated with the project. ▪ We will invoice the City monthly based on percentage of project completed. ▪ Additional services may be authorized by the City and will be billed at our then-current hourly overhead consulting rates.
▪ City shall reimburse Willdan for any costs Willdan incurs, including without limitation, copying costs, digitizing costs, travel expenses, employee time and attorneys' fees, to respond to the legal process of any governmental agency relating to City or relating to the project. Reimbursement shall be at Willdan 's rates in effect at the time of such response.
▪ The cost of preparing the fee study can be included in the resulting new fee schedule. Therefore, over time, the City can recover the initial outlay of funds that was required to complete the studies. ▪ Willdan will rely on the validity and accuracy of the City’s data and documentation to complete the analysis. Willdan will rely on the data as being accurate without performing an independent verification of accuracy and will not be responsible for any errors that result from inaccurate data provided by the client or a third party.
Additional Professional Services
Our current hourly rates are listed below.
Willdan Hourly Rate Schedule
Position Team Member Hourly Rate
Group Manager Chris Fisher $250
Managing Principal James Edison $240
Principal Consultant Bob Quaid $210
Senior Project Manager Tony Thrasher &
Carlos Villarreal $185
Project Manager $165
Senior Analyst Priti Patel $125
Analyst II $110
Analyst I $100
10 27368 Via Industria, Suite 200
Temecula, CA 92590-4856
951.587.3500 | 800.755.6864 | Fax: 951.587.3510
www.willdan.com
11 To: Honorable Mayor and Members of the City Council
From: Jonathan Royas, Management Analyst
Subject: AMERICAN RESCUE PLAN ACT (ARPA) TRANCHE 2 FUNDING Date: August 29, 2022
Agenda Item: 8.B
CITY OF SANTA PAULA
MEMORANDUM
RECOMMENDATION:
1. Assess Council's priorities and form consensus around prioritization for funding 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 has received a total of approximately $7.1 million dollars. Santa Paula’s funds are split into two allocations, known as tranches, with the first half in receipt as of July 2021, and the second half received in July 2022, for a total of approximately $3.55 million dollars.
As a non-entitlement city with a population under 50,000, funds were disbursed to the City through the State. Additionally, unlike FEMA funds, the City is not required to seek reimbursement, rather the City’s allocation is sent 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, as well as $218,500 allocated from Tranche 2.
On June 1, 2022, Council held a Special Meeting to review a robust list of projects, programs and partnerships to guide Council’s discussion on proposed uses of ARPA Tranche 2 funds. While a health discussion was had on several projects and programs, due to time constraints that evening, additional discussions would be required to balance the funding requests for Tranche 2 as the meeting concluded with a difference of almost $800,000 between requested versus anticipated funds.
ANALYSIS:
With Tranche 2 funds disbursement taking place in July 2022, staff has compiled the updated 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 12 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; 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;
Council’s direct input from the ARPA workshop conducted on May 5, 2021; and Council’s direct input from the ARPA workshop conducted on June 1, 2022.
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 more flexibility when considering uses for Tranche 2.
ARPA Requests to the County of Ventura
On June 10, 2022, staff mailed a written request to Ventura County Supervisor Long seeking a partnership with the County of Ventura to see if the Board of Supervisors might wish to support some projects and programs in the City with County ARPA funding which could have regional impacts in the area. Unfortunately, at the time of this report, we are still awaiting feedback from the County on whether any of these programs/projects might be funded. The programs/projects where partnerships for funding were requested are as follows:
Boys & Girls Club - $310,000 dollars with a 50% contribution from the City (Already allocated from ARPA Tranche 1)
Homeless Efforts - $100,000 dollars with a 50% contribution from the City (Would come from ARPA Tranche 2)
Regional Sports Park Complex - $6-8 million dollars requested to cover unfunded amenities with developer funding used as a match
Santa Paula Community Center - $200,000 dollars with a 50% contribution from the City (Would come from ARPA Tranche 2)
Exhibit B – ARPA Spending Ideas
There are a total of 36 projects identified in this attachment. Each item has a title, brief 13 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.
Lastly, a "June 1 Notes" column has been added to provide some clarity on the discussion had from June 1.
This evening, Council is asked to:
1. Assess Council's priorities and form consensus around prioritization for funding; and
2. Review Exhibit B and provide discussion around those programs/projects not highlighted in green as the total project list far exceeds the available funding in Tranche 2. Items highlighted in green were given ample consideration during the June 1 Special Meeting and Council came to a general consensus on a Tranche 2 monetary recommendation. It should be noted, nothing precludes Council from revisiting those items highlighted in green and making adjustments, as the goal of this session is to arrive at a Tranche 2 zero dollar variance.
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 Exhibit B and provide feedback on a preferred funding list, removing, 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 of Council's Strategic Goals forward as noted in Exhibit B.
FISCAL IMPACTS:
Santa Paula’s second and final ARPA allocation arrived in mid-July. 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.
14 ATTACHMENTS:
EXHIBIT A - ARPA FUNDS ALLOCATED & BUDGETED TO DATE.pdf
EXHIBIT B - ARPA SPENDING IDEAS
15 EXHIBIT A
ARPA FUNDS ALLOCATED & BUDGETED
TO DATE
16 ARPA Funds Allocated & Budgeted To Date Year 1 Year 2 Tranche 1/2 Total T1 Allocated 3,554,433.00
T1 Round 1 Funds 3,554,433.00
3565114 T1 Funds Available for Reallocation 10,681.00
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 15,000.00 Budget 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 10,000.00 10,000.00 Budget 412‐5‐1532‐370 Formerly 100‐5‐1532‐370 Soccer goal 12,500.00 Budget 412‐5‐1501‐123 Formerly 100‐5‐1501‐123 Comm Ctr /Sr Ctr 6,500.00 7,500.00 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 10,000.00 Budget 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 18,000.00 15,000.00 Budget 412‐5‐9XXX‐660 Eucalyptus Tree Removal & Tree Replacement 50,000.00 61,000.00 Budget 412‐5‐9XXX‐660 City Bikeway Project 25,000.00 Budget 412‐5‐9XXX‐660 Local Road Safety Plan (LRSP) 20,000.00 Budget 412‐5‐9XXX‐660 City Bldg Lighting Retrofit 74,000.00 FY 20/21 Bud Adj. 412‐4‐7500‐4277 ARP Funding Revenue 320,000.00 Reso 7342 412‐5‐7501‐199 Small Business Outreach 10,000.00 Reso 7342 412‐5‐7501‐199 Homeless Shelter Support ‐
Reso 7342 412‐5‐9372‐660 WRF Equipment 90,000.00 Reso 7342 412‐5‐1502‐209 Reduced/Waived Recreation Fees 25,000.00 Reso 7342 412‐5‐1501‐610 Mobile Activity Center 85,000.00 Reso 7342 412‐5‐XXXX‐0XX Employee Enhancements 110,000.00 FY 21/22 Bud Adj. 412‐4‐7500‐4277 ARP Funding Revenue 729,319.00 Reso 7351 412‐5‐0501‐323 City Council Event Support 30,000.00 Reso 7351 412‐5‐0511‐209 Grant Writing/Lobbying Efforts 42,000.00 Reso 7351 412‐5‐1501‐660 Boys & Girls Club 300,000.00 Reso 7351 412‐5‐4502‐610 Archer Anti‐Vehicle Barriers 160,000.00 Reso 7351 412‐5‐XXXX‐0XX Employee Enhancements 58,000.00 Reso 7351 412‐5‐5028‐209 Citywide FEMA Floodplain Re‐Study 150,000.00 FY 21/22 Bud Adj. 412‐4‐7500‐4277 ARP Funding Revenue 1,521,619.00 Reso 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 21,619.00 FY 21/22 Bud Adj. 412‐4‐7500‐4277 ARP Funding Revenue 395,000.00 Reso 7381 412‐5‐7501‐199 Community Nonprofits 250,000.00 Reso 7381 412‐5‐4501‐610 Police Department CAD System 45,000.00 Reso 7381 412‐5‐9XXX‐XXX Downtown Beautification 50,000.00 Reso 7381 412‐5‐XXXX‐XXX Banner Program 10,000.00 Reso 7381 412‐5‐7501‐199 Farmers Market 10,000.00 Reso 7381 412‐5‐9XXX‐XXX Economic Develop & DT Enhancement 30,000.00 FY 21/22 Bud Adj. 412‐4‐7500‐4277 ARP Funding Revenue 52,000.00 Reso 7416 412‐5‐9XXX‐XXX Clean Power Alliance (CPA) Feasibility Study 10,000.00 Reso 7418 412‐5‐9XXX‐XXX Grant Writing Services FY22‐23 42,000.00 17 EXHIBIT B
ARPA SPENDING IDEAS
18 Tranche 1 Tranche 2 T2 Variance
$642,000 $4,198,112 ($840,817)
Tranche 2 Already Budgeted $218,500
Tranche 2 Total Allocation $3,565,114
T1 Funds Available for Reallocation $10,681
Description Tranche 1 Funds
Allocated
Tranche 2
Recommendation Strategic Plan
Potential
Alternative
Funding
Sources
Notes from June 1 Study
Session
1. Utility Bill Relief $0 $428,000 Community Vitality #6 Y
2. Limited-term (pro-active) Code Compliance and
funds for Neighborhood Improvements $40,000 $60,000 Community Vitality #4 N
3. Homeless Encampment and/or Assistance $0 $50,000 Public Safety #1 Y
4. Downtown enhancements and beautification
efforts $50,000 $75,000 Community Vitality #2 Y
Could potentially recoup up to 36%
($154K) of $428K through collections
leaving $274K outstanding; Council
suggested try to recoup what we can
first then potentially use ARPA; Bring
back to Council to begin recovering
delinquent fees. Staff is also researching
if we can use ARPA for this.
Consensus to reduce to $50K and
ask County to match funding; could
be lower but funding most likely
necessary for match
Was $150K; Consensus to cut
in half to $75K
Consensus to set aside $60K
instead of the original $160K.
This should leave about
$100K for code enforcement.
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 available for code compliance. Any funding provided from T2 would help assist residents to come into compliance with various codes by creating a two-year employment assignment for pro-active code compliance (Estimated cost $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 assist with additional beautification efforts downtown such as wayfinding; tree wells; benches; lighting; new trash receptacles, etc. The PBID Board has given consensus to support funding for up lighting in trees throughout the PBID however the City would be asked to support costs for areas outside of the PBID. Additionally, the City is preparing RFQ's for wayfinding. 19 5. Public/Private Partnerships to enhance quality
of life in SP $250,000 $0 N
6. “Green” investment in vehicles, charging
stations, etc. $0 $50,000
Infrastructure,
Transportation &
Mobility #4
Y
7. Community Center Upgrades $0 $100,000 Community Vitality #7 N
8. Street Improvement Funding (PMP) $0 $600,000 Y
9. Customer Service Enhancements for the City $0 $30,000 Community Vitality #3; Operational Excellence #1 N
10. Multi Department Skip Loader $0 $100,000 Y
11. Police CAD System Upgrade $45,000 $173,000 Operational Excellence #8 Y Consensus to leave at $600K
and come back to if needed.
Consensus to leave in, unless
we are successful with grant
funding; no other funding
available at this time.
Could be funded from water
enterprise but replacement
unit will cost more than
$100K. Have other dept.'s
speak to needs.
Look to reduce if the County
can match, however leave for
now as there is no other way
to fund these improvements
at this time.
Consensus to keep some
funding available to move
efforts forward.
Consensus to remove to free
up funding for other items.
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.
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 multi department use; PW, P&R, Water Division, Streets - Assists with landscaping, utility, loading applications, and emergency use. Current unit is at end of life and has smog issues. Estimated replacement cost is $130-140K now. 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. Staff recently applied for a JAG grant to cover this cost the results of which will not be know until late 2022.
To fund traffic signals at Palm and Peck in conjunction with the Harvard Blvd Improvement project ($300K for each). 20 12. Expand surveillance cameras throughout City $0 $73,000 Public Safety #2 Y
13. Municipal Code Overhaul $0 $0 Operational Excellence #2 Y
14. Funding for grant writing and lobbying efforts $42,000 $0 Several Strategic Plan
items request pursuit of
grant funding
N
15. City Corps Start-up Equipment $0 $15,000 Y
16. Broadband Master Plan & Infrastructure $0 $0 Y
17. City Event Sponsorship Program $30,000 $30,000
Arts, Culture &
Entertainment #2, #3, #4,
#6
N
18. Marketing & Communications Plan $0 $0
Economic Development
#1, #6; Connected &
Healthy Community #1,
#2, #3, #5; Public Safety
#3
N
19. Water (Palm) Yard Facility Improvements $0 $0 Operational Excellence #8 Y Consensus not to fund; could
be budgeted in other ways.
Consensus to keep for
another year.
Consensus to remove
funding.
Unanimous consensus to
remove all other water
projects to prioritize MESA
Tanks project funding.
Priority for Council;
Unanimous consensus to
fund however funding for
lobbying efforts cannot come
from ARPA dollars; will return
to Council with options to
fund.
Consensus not to fund as
another funding source has
been identified.
Consensus to cut original
request of $146K in half to fund
30 cameras; suggestion to
partner with SPUSD for funding.
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.
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 is no longer required as Council approved reallocating unused T1 funds to cover a second year of grant writing ($42K) on 8/17.
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.
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.
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)
21 20. Water Facility Security and Surveillance System $0 $0 Public Safety #2 Y
21. Economic Development $50,000 $30,000 Economic Development #2, #4, #5, #10
N
22. Tree Removal/Replacement $50,000 $89,000 Community Vitality #3 Y
23. MESA Tanks Replacement $0 $1,500,000 Y
24. Crosstown Pipeline Project $0 $0 Y
25. Electric Landscaping Equipment $0 $60,000 Y
26. Train Depot Remodel $0 $100,000 N
Funds could be available
through grants, but would
most likely not fund the
entire purchase.
Unanimous consensus to
remove all other water
projects to prioritize MESA
Tanks project funding.
Consensus: Water is a high
priority; by fully funding this
all other water projects
would have ARPA funding
removed.
Unanimous consensus to
remove all other water
projects to prioritize MESA
Tanks project funding.
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. Will be phased into two phases to assist with costs.
Funds would support the purchase of an electric 72" riding mower to replace a diesel mower.
Funds could help with 2nd story improvements, structural repairs, deck repairs, which would enable the City to lease out the space.
Carpenters union has agreed to assist with this.
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.
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.
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.
22 27. Cultural Arts Commission Start-Up Funds $0 $15,000 Arts, Culture & Entertainment #1, #4, #6
Y
28. SPPD Remodel/Remediation Work $0 $300,000 N
29. Bike Master Plan / Bike Assessment Study $25,000 $25,000 Infrastructure,
Transportation &
Mobility #2
Y
30. Farmers Market $10,000 $15,000 N
31. User Fee / DIF Fee Study $50,000 $50,000 N
32. Banner Program $0 $10,000 N
33. Internship Program $0 $20,000 Community Vitality #2 N
34. Pilot Program for Interpretation Services $0
35. VC Air Pollution Control District Projects $100,112 6 phase project and 2-3 years
of work; This can move up
and down as the amount of
funding will dictate how many
phases can move forward.
Consensus to cut in half from
$30K.
There have been some requests from the public to provide bilingual services at public hearings. This funding could provide pilot funding to test out possible interpretation services.
To satisfy the remaining VCAPCD required green projects associated with the settlement agreement, funding would be used to purchase ammonia analyzers for the aerobic tanks and anaerobic tanks . Part of the costs for these ammonia analyzer projects will also be partially funded by pre-approved SCE incentives.
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.
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.
Staff will be coming to Council on June 15th with recommendations regarding the formation of a Cultural Arts entity in town to support the arts. The entity will most likely require startup funding to establish themselves.
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.
23 36. Façade Improvement Program $100,000 Economic Development #2
N
The PBID Board in June 2022 voted to set aside $50K to partner with the City towards the development of a Façade Improvement Program.
The PBID is looking to Council for support of this initiative to assist in beautifying the downtown. 24