DISCUSSION:
SDG&E has been working on the design of the Pacific UUD since the seed money was approved in 2016. In addition to producing design plans for the Pacific UUD, SDG&E has coordinated with other dry utilities (telephone and cable television) to have their facilities placed in the same trench as the new electrical lines. This joint trench construction would be a time and cost savings to the Pacific UUD since only one trench would have to be constructed for the installation of the undergrounded utility lines.
Unlike the other underground districts previously formed in the City, the Pacific UUD contains a parcel that is owned by the City. The Fletcher Cove Community Center is located within the proposed district boundaries and would benefit from the undergrounding of the utility wires should the proposed district be formed and successfully implemented. The City, as the owner of the Fletcher Cove Community Center, is able to participate in the formation of the district and could be required to pay its share of the cost of implementation should the district be formed.
In order to move forward with this UUD, assessment engineering services are required to prepare the engineer’s report and determine the amount to be assessed for each property. Additionally, there will be design costs associated with undergrounding of other utilities, such as lines for telephone and cable service providers that are not under the ownership of SDG&E but would be jointly included in the same trench to avoid multiple trenches in the right of way also known as “Joint Trench” concept. There will also be additional expenditures related to other professional consultants required later in the process, including bond counsel and disclosure counsel, but at this stage, expenditures related to design services for the Joint Trench and the assessment engineer agreement are needed to move the proposed district forward. As part of this Staff Report, the City Council will be asked to consider authorizing the City Manager to enter into a PSA, in an amount not to exceed $32,000, with NV5 to perform assessment engineering services and authorizing the City Manager to enter into an agreement for an expenditure of an additional $10,000 to cover costs related to “Joint Trench” concept for the Pacific UUD.
The costs associated with the assessment engineering services and Joint Trench concept would be funded from the City’s General Fund as, pursuant to a determination by SDG&E, these costs are not eligible for payment from the City’s share of Rule 20A from which seed money was used for the preliminary design services performed by SDG&E. If other districts move forward in the near future (there are two other districts in various stages at this time), NV5 could also be retained to provide assessment engineering services for those districts as well under separate or amended agreements.
As detailed in Council Policy No. 13, the City may need to enter into a reimbursement agreement with neighborhood coordinators to cover the cost of professional services associated with formation of the district. Per Council Policy No. 13, the district is supposed to provide partial funding to pay for the consulting services, equal to $500 per property, which would equate to $64,500 for this district with 69 homes. Although the City intends to pursue these payments, given the City’s location within this particular UUD, the City’s December 14, 2022
Assessment Engineer PSA for the Pacific Avenue UUD – Phase 2
participation in this capacity to facilitate its successful formation could be justified. Should the Pacific UUD be formed, these costs would be reimbursed and/or provided as a credit to the costs of the district.
CEQA COMPLIANCE STATEMENT:
Underground Utility District projects are exempt from the California Environmental Quality Act (CEQA) pursuant to Section 15302(d) of the State CEQA Guidelines.
FISCAL IMPACT:
The proposal submitted by NV5 for the assessment engineering services associated with the Pacific UUD is for an amount not to exceed $32,000. The Cost associated with the Joint Trench concept is $10,000 for a total proposed expenditure of $46,000. Staff is recommending that the entire amount be paid by the City on behalf of the Pacific UUD out of the General Fund – Undesignated Reserves. As the proposed district moves forward, all costs would be rolled into the assessments paid by the property owners if the district passes. If the UUD is formed, these costs would be reimbursed to the City. If the district is not ultimately formed, this funding for the assessment engineering services would not be recovered. Please note that if the district is formed, this upfront cost may very well be used towards the City’s share of the formation of the district for Fletcher Cove Community Center frontage.
WORK PLAN:
This project is not identified in the Fiscal Year (FY) 2022/23 Work Plan.
OPTIONS:
• Approve Staff recommendation.
• Do not approve Staff recommendation and provide direction.
DEPARTMENT RECOMMENDATION:
Staff recommends the City Council consider adoption of Resolution 2022-138:
1. Authorizing the City Manager to enter into a Professional Services Agreement, in an amount not to exceed $32,000, with NV5, Inc. for assessment engineering services for the Pacific Avenue – Phase 2 Underground Utility District.
2. Authorizing the City Manager to execute any and all agreements with utility communication companies (AT&T, Charter, Cox) in the amount of $10,000 for the design associated with placing all overhead utilities into one joint trench facilitated by SDG&E.
December 14, 2022
Assessment Engineer PSA for the Pacific Avenue UUD – Phase 2
3. Appropriating $42,000 to the Pacific Avenue Utility Underground District – Phase 2 from the General Fund – Undesignated Reserves.
4. Authorizing the City Treasurer to amend the FY 2022/23 Adopted Budget accordingly.
CITY MANAGER’S RECOMMENDATION:
Approve Department Recommendation.
_________________________
Gregory Wade, City Manager
Attachments:
1. Resolution 2022-138
2. Council Policy No. 13
RESOLUTION 2022-138
A RESOLUTION OF THE CITY COUNCIL OF THE CITY
OF SOLANA BEACH, CALIFORNIA, AUTHORIZING THE
CITY MANAGER TO ENTER INTO A PROFESSIONAL
SERVICES AGREEMENT FOR ASSESSMENT
ENGINEERING SERVICES FOR THE PACIFIC AVENUE –
PHASE 2 UNDERGROUND UTILITY DISTRICT
WHEREAS, per Council Policy No. 13 (Attachment 2), the City Council may approve seed money to pay for the preparation of preliminary plans and a preliminary cost estimate by SDG&E. The revised Policy allows for the allocation of CPUC Rule 20A funds for 100% of the seed money needed, up to $25.00 per linear foot of overhead wires being removed; and
WHEREAS, since the seed money was approved in 2016, SDG&E was working on the design of the Pacific UUD. In addition to producing design plans for the Pacific UUD, SDG&E has coordinated with other dry utilities (telephone and cable television) to have their facilities placed in the same trench as the new electrical lines. This joint trench construction would be a time and cost savings to the Pacific UUD since only one construction trench would have to be dug for the installation of the undergrounded utility lines; and
WHEREAS, the Fletcher Cove Community Center is located within the proposed district boundaries and could benefit from the undergrounding of the utility wires should the proposed district be formed successfully. The City, as the owner of the Fletcher Cove Community Center, is able to participate in the formation of the district and may be required to pay its share of the cost of implementation should the district be formed; and WHEREAS, in order to move forward with this UUD, a number of professional consulting agreements are needed for various services including an assessment engineer to prepare the engineer’s report. There will be other professional consultants required later on in the process but at this stage, only this agreement is required to move the proposed district forward; and
WHEREAS, there will be design costs associated with undergrounding of other utilities, such as lines for telephone and cable service providers that are not under the ownership of SDG&E but would be jointly included in the same trench to avoid multiple trenches in the right of way also known as “Joint Trench” concept.
NOW, THEREFORE, the City Council of the City of Solana Beach, California, does resolve as follows:
1. That the above recitations are true and correct.
Resolution 2022-138
Consulting Agreements for the Pacific Avenue UUD – Phase 2
2. That the City Council authorizes the City Manager to enter into Professional Services Agreements, in an amount not to exceed $32,000, with NV5, Inc. for assessment engineering services for the Pacific Avenue – Phase 2 Underground Utility District.
3. Authorizing the City Manager to execute any and all agreements with utility communication companies (AT&T, Charter, Cox) in the amount of $10,000 for the design associated with placing all overhead utilities into one joint trench facilitated by SDG&E.
4. That the City Council authorizes the City Treasurer to amend the FY 2022/23 Adopted Budget by appropriating $42,000 from the General Fund – Undesignated Reserves to Pacific Avenue Utility Underground District – Phase 2.
PASSED AND ADOPTED this 14th day of December, 2022, at a regularly scheduled meeting of the City Council of the City of Solana Beach, California by the following vote:
AYES: Councilmembers –
NOES: Councilmembers –
ABSTAIN: Councilmembers –
ABSENT: Councilmembers –
______________________________
LESA HEEBNER, Mayor
APPROVED AS TO FORM: ATTEST:
______________________________ _______________________________ JOHANNA N. CANLAS, City Attorney ANGELA IVEY, City Clerk Council Policy 13
PURPOSE: To establish a policy to underground the existing overhead lines in residential neighborhoods, to promote the benefit of undergrounding and encourage the formation of undergrounding districts at the neighborhood level.
BACKGROUND: From time to time residents in the City request information from staff about the process for undergrounding utilities in their neighborhood. Due to California Public Utilities Commission (CPUC) 20A guidelines on what constitutes a 20A conversion district, many times these residential neighborhoods don’t qualify for Rule 20A funding. CPUC Rule 20A funds are the set-aside funds from a portion of SDG&E revenues, received from the City of Solana Beach, for undergrounding electric utilities.
In general, Rule 20A requires that the funds be used for projects in high traffic or public use areas (see Rule 20A packet). The City’s Rule 20A funds are used to underground utility lines on Major Arterials and commercial Collector Streets. Rule 20B projects are resident-initiated utility undergrounding assessment districts. Rule 20A funds may be used to “seed” or “front” preliminary engineering costs for Rule 20B projects, but the funds must be reimbursed to the Rule 20A account upon successful completion of a Rule 20B district.
POLICY:
The City Council establishes the following policy for the formation of 20B utility underground districts.
1. General Provisions
It is the desire of the City Council to be responsive to residents who agree to be assessed for utility undergrounding, as well as to respect those who do not wish to pay for utility undergrounding.
CITY OF SOLANA BEACH Policy No. 13
COUNCIL POLICY
Adopted: 08/19/2003 Resolution 2003-110
Revised: 04/26/2006 Resolution 2006-066
Revised: 10/27/2010 Resolution 2010-152
Revised: 04/13/2016 by minute order
Effective: 04/13/2016
GENERAL SUBJECT: Utility Undergrounding Policy
SPECIFIC SUBJECT: Utility Undergrounding Policy for Municipality-Initiated Assessment Districts, Rule 20B
Council Policy 13
Therefore;
a) The City will respond to the requests of those desiring undergrounding, rather than initiating utility undergrounding districts.
b) Initially, the City Council will require a 70% showing of support of property owners benefiting from the assessment district before any “seed” or “front” money will be appropriated.
c) A majority vote of the property owners, by assessment, is necessary before the City may form a utility district.
d) All utility undergrounding districts shall comply with all applicable laws, including, but not limited to the California Constitution and applicable state codes.
2. Funding shall be as follows:
a. Proposed underground conversion area will be a 20B assessment district.
One hundred percent (100%) of the cost will be assessed to property owners.
b. Assessment payments may be made in cash or spread out up to 20 years. c. Assessment payments will be billed on the County Tax Bill. d. Property owner is responsible for the connections from the property line to the private service panel.
e. Any “seed” or “front” money in formation of the district that come from Rule 20A funds shall be reimbursed to the City by the property owners within the conversion boundary in the event of formation of the assessment district.
f. Maximum amount to be allocated as “seed” of “front” money from CPUC Rule 20A funds shall be 100% of the initial design cost with a maximum of twenty-five dollars ($25.00) per linear foot of overhead infrastructure proposed to be undergrounded as determined by SDG&E.
3. Implementation Procedures
a. Generally the neighborhood that initiates the process of utility undergrounding assigns a Neighborhood Coordinator and circulates the City-approved petition among property owners. The City Council approved petition is attached to this policy. The Neighborhood Coordinator will prepare the boundary map of the properties proposed to be in the district per the results of the circulated petition. b. 70% of the property owners included in the proposed district must sign the approved petition in order to begin the process for forming the assessment district.
c. If 70% of the property owners in the proposed district approve formation of the assessment district, the Neighborhood Coordinator may submit the petitions to the City Engineering Department for verification.
Council Policy 13
d. A representative from City Staff will notify SDG&E of the proposed assessment district and will provide SDG&E with a map showing the boundaries of the assessment district. SDG&E will then provide the City with a “ballpark” cost estimate to convert the overhead electric lines to underground. Based on the existing layout of the electrical infrastructure, the proposed assessment boundaries may be modified by SDG&E. e. After signatures are verified by the Engineering Department, the City Council shall be requested to approve “seed” money to pay for the preparation of preliminary plans and preliminary cost estimate by SDG&E.
This preliminary cost estimate will be more accurate than the earlier “ballpark” estimate.
f. With the new preliminary costs (from SDG&E), the Neighborhood Coordinator will circulate a second petition within the proposed district for a further count of signatures based on the preliminary cost estimate for each property owner. A petition of the property owners in the proposed district must indicate that at least 70% wish to go forward with the formation process. Proposed boundaries of the district are submitted with the petition.
g. If 70% of the property owners in the proposed district sign the petition in step (f), Staff will require a deposit to retain an assessment engineer. The deposit amount will be calculated by multiplying the total number of properties in the proposed district by $500, with a minimum amount of $20,000. The City will refund the excess deposit amounts after the final bond counsel and assessment engineer costs are determined.
Expenditures are controlled by the City. A reimbursement agreement between the City and district proponents shall govern the deposited funds. h. Using the above (g) information, Bond Counsel prepares the petition and drafts the reimbursement agreement between the City and proponents of the project. Residents within the proposed boundaries of the assessment district then submit the required deposit utilizing the formula listed above (g).
i. To formally initiate the assessment district, the Bond Counsel reviews the petition and prepares a resolution initiating proceedings to consider formation of the district for City Council approval.
j. Next, the City Council approves the reimbursement agreement, accepts the petition, approves the boundary map and declares its intention to form the district and orders the preparation of an Engineer’s Report. k. The Assessment Engineer’s Report will include a map of the district boundary, a description of the improvements, an estimate of the total Council Policy 13
costs of the improvements, the methodology by which the special benefit is determined and the assessments are to be spread, as well as the amount to be assessed upon each parcel.
l. City Council approves by resolution the Engineer’s Report and sets the time, date and location of the Public Hearing.
m. Public Hearing and Assessment ballots are mailed. The notice will contain the estimated total assessment amount chargeable to the district, the amount chargeable to the record owner’s parcel, the basis for assessment, information regarding the Public Hearing, and summary of the procedures for the completion, return, and tabulations of the assessment ballots.
n. The City Council conducts a Public Hearing at which the City Council considers objections, if any, to the proposed assessment. Following closure of the Public Hearing, the City Clerk tabulates ballots and reports to the City Council. Assessment ballots are weighted on the basis of the dollar amount assessed to each parcel for which the ballot is submitted. If a majority (50% plus 1) of the weighted assessment or more than 40% of the total parcels ballots returned opposes the proposed assessment, the City Council may not levy the assessment. If a majority of the weighted assessment and 60% of the total parcels ballots returned are in favor, the City Council, in its discretion, may adopt a resolution declaring the amounts of the tabulation of assessment ballots, approve the Engineer’s Report, authorize the proposed improvement described in the report, confirm the assessment and direct the City Clerk to file an assessment diagram and notice of assessment with the County Recorder’s Office. o. The City Clerk records a Notice of Assessment with the County Recorder’s office. The Finance Director then mails a statement of assessment to each property to be assessed.
p. Property Owners have the option to pay all or portion of the assessment during the cash collection period – 30 days.
q. Following closure of the cash collection period, all uncollected assessment will be levied against the properties over a number of years and collected on the tax roll.
r. City Council will authorize the issuance of bonds.
s. The City shall provide at least 15 days written notice prior to construction stating that at their own cost, every person owning, operating, leasing, occupying or renting a building or structure within a district shall construct and provide that portion of the service connection on his property necessary to connect to the UUD facilities. Such work may be done by Council Policy 13
the contractor, or the public utility, public agency or city performing the conversion work, and the cost thereof included in the assessment to be levied upon such lot or parcel provided, that the owner shall execute a written request therefor and file the same with the City. Any such request shall expressly authorize the contractor, public utility, public agency or city, and their respective officers, agents and employees to enter upon such lot or parcel for such purpose and shall waive any right of protest or objection in respect of the doing of such work and the inclusion of the cost thereof in said assessment.
t. Any written request executed pursuant to section 2(s) shall be filed with the City not later than the date fixed for commencement of construction of the conversion. A written request executed after such date shall not be accepted for filing by the City unless it shall contain the written approval of the contractor, public utility, public agency or city which is authorized to perform such work or improvement.
u. In the event any person does not comply with subsections 2(s) and 2(t), the city engineer shall provide written notice to the property, via posting and U.S. mail, that power to that property shall be disconnected and all overhead services wires and associated facilities will be removed. Such notice shall be provided at least five days prior to disconnection and removal.
v. After provision of the notice in subsection 2(u), the if there is still no compliance with subsections 2(s) and 2(t), the city engineer shall have the authority to order the disconnection and removal of any and all overhead service wires and associated facilities providing utility to that property.
Any costs of future reconnection to the property shall be at the cost of the owner, operator, lessee, occupier or renter of that property. w. Utility companies will prepare the project design plans and complete construction.
x. If a property owner sells the property or passes away during the assessment process, the Neighborhood Coordinator(s) must notify the City immediately, so that the City can properly notify the new owner or estate representative of the ongoing UUD process.
Attachments: 1. Petition
Attachment 1
PETITION REQUESTING FORMATION OF AN ASSESSMENT DISTRICT
TO FINANCE THE COSTS OF UNDERGROUNDING EXISTING
OVERHEAD UTILITIES
Location of Proposed Assessment District ____________________________________ Proposed Area or Street(s)
First / Second Petition (circle one)
By signing this petition, the signer acknowledges:
1. Support to initiate the proceedings (in the case of first petition) or, continue the proceedings (in the case of a second petition) for the formation of an assessment district at the above-listed Proposed Area/Street(s).
2. Signer is the legal owner of a property within the Proposed Area/Street(s).
3. Signer has been advised that historically, the proposed assessment for previous Underground Utility Districts in the City have averaged approximately $20,000 per property.
DATE
SIGNED
NAME OF
PROPERTY OWNER
(print or type)
SIGNATURE OF
PROPERTY
OWNER(S)
PROPERTY
ADDRESS
E-MAIL ADDRESS
CITY COUNCIL ACTION:
______________________________________________________________________ ______________________________________________________________________ AGENDA ITEM # C.3.
STAFF REPORT
CITY OF SOLANA BEACH
TO: Honorable Mayor and City Councilmembers
FROM: Gregory Wade, City Manager
MEETING DATE: December 14, 2022
ORIGINATING DEPT: City Clerk’s Department
SUBJECT: Council Boards, Committees, & Commissions
Appointments
BACKGROUND:
Councilmembers serve on a variety of outside Boards, Committees and Commissions.
City Council (Council) Policy No. 2 (Attachment 1) establishes guidelines for the Council to appoint Councilmembers to share in the Council’s representation on these outside agencies. The policy states that appointments will be made for two-year terms, unless otherwise stated by the Boards/Commissions/Committees, resulting in a biennial review to address expiring terms and changes in members due to an election/appointment.
However, this policy does not prevent Council from making changes when necessary.
This Staff Report is before Council to review expiring terms and vacancies created by outgoing Councilmembers and establish new two-year terms for all positions, whether they are reappointments or new appointments, among the Council’s Regional Boards, Committees & Commissions and Council’s Standing Committees.
Regional Committee Terms
Regional committee terms may be set pursuant to their respective bylaws. Council Policy No. 2 states that any change of an appointee at mid-term shall complete the existing twoyear term for which they are appointed.
Appointment Review
Council historically reviews appointments annually and makes changes as needed and for the following events:
December 14, 2022
Council Committees Review
Events Triggering Appointment Review Annually Bi-annually Elected Mayor: City Selection Committee appointment x
Agencies requiring annual confirmation of appointees
(new, re-appointed, or no changes) i.e. SANDAG x
Reviewing any potential conflicts, changes in Councilmember schedules, or the desire to change current appointments. x
Term Expirations: Regional and Council Standing Committees (2-year terms) x General Election: Council reorganization of leaving and/or new members. x DISCUSSION:
Regional Committees (Attachment 2)
Attachment 2 contains the City Council’s Regional Agencies’ Boards/Committees/ Commissions, which are appointed by Council. With the exception of the City Selection Committee, all Regional Boards/Committees/Commissions have a two-year term.
Appointments were last made to these groups in January 2021, following the 2020 general election, and then reviewed in January 2022 with no changes, due to vacancies and appointed Councilmembers. The Regional chart has been modified with each organization’s updates following an annual verification process, which was completed prior to this report.
City Selection Committee
The City Selection Committee generally meets once a year but may meet as often as needed. This Committee is responsible for the appointment of area city members to the San Diego County Regional Airport Authority (SDCRAA) and also is responsible for the nomination, selection and appointment of a city representative to a city office on the San Diego Local Agency Formation Commission (LAFCO).
The City Selection Committee assumes that the Mayor of a city is the appointee.
However, in the past, the Mayor has not always taken on the appointment since the meetings take place before or after the League of California Cities Board meeting or sometimes SANDAG meetings, and instead appointed one of the members of those agencies for the convenience of attending both meetings.
Now that Solana Beach has an elected Mayor, the Mayor will want to consider whether she would like to be the appointee. While the City Selection Committee typically assumes a city’s Mayor will be their appointee, their bylaws allow for any member of the body to be appointed along with notification of alternates. Therefore, this designation should be examined for a determination at each new term.
December 14, 2022
Council Committees Review
Stipend/Compensated Appointment Positions (identified on Attachment 2) Certain agencies’ bylaws provide for a stipend paid for each meeting’s attendance.
Appointments made by a governing body of elected or appointed members to serve as an officer of a board for additional pay requires disclosure when the nominated member participates in the vote for their own appointment. Subsequently, pursuant to Fair Political Practices Commission (FPPC) Regulation 18705.5, appointments providing additional compensation or a stipend of $250 or more, within a 12-month period, must be disclosed on the Form 806 (Agency Report of Public Official Appointments). The City complies with the requirements of the Form 806, which is monitored, updated, and posted by the City Clerk, including making updates promptly when triggered. This procedure allows the governing body to operate with the entire body present, rather than members recusing their participation for each individual appointment, which could risk the presence of a quorum needed to complete the appointment process.
Standing Committees (Attachment 3)
Council Standing Committee appointments are two-year expiring terms; thus, new appointments or re-appointments are required at this time. The current appointments were made in January 2021. Therefore, all appointments should be reviewed for reappointments or new appointments.
All appointments to these Boards/Commissions/Committees must be approved by a Council majority vote. It is recommended that appointments be made for each of the 2 different groups (Regional and Standing). However, procedures for making the appointments within these groups may be made all in one vote (unless recusals are enacted) or votes may be taken on each individual Board/Commission/Committee, as well as each individual appointment position. Either way the motion, motioners and votes should be clearly communicated for the record.
CEQA COMPLIANCE STATEMENT: N/A
FISCAL IMPACT: N/A
WORK PLAN: N/A
OPTIONS:
∙ Approve Staff recommendation and review current appointments. ∙ Review and make any changes to existing positions.
DEPARTMENT RECOMMENDATION:
Staff recommends that the City Council:
1. Review the Regional Boards/Commissions/Committees to:
December 14, 2022
Council Committees Review
a. Determine the City Selection Committee 2023 annual term appointment. b. Make new or re-appointments to all other agencies for new two-year terms.
2. Review Council Standing Committees and make appointments for new two-year terms.
CITY MANAGER’S RECOMMENDATION:
Approve Department Recommendation
_________________________
Gregory Wade, City Manager
Attachments:
1. Council Policy No. 2
2. Council Regional (external) Committee Chart
3. Council Standing (internal) Committee Chart
CITY OF SOLANA BEACH Policy No. 2
COUNCIL POLICY
Date Issued: January 19, 1988
Revised: January 23, 2008 by
Resolution 2008-22
GENERAL SUBJECT: Boards, Commissions & Committees
SPECIFIC SUBJECT: Appointments of Councilmembers to Boards, Commissions and Committees
PURPOSE
The purpose of this policy is to establish guidelines for appointment of Councilmembers to various Boards, Commissions and Committees. Council Regional Committees – not established by this Council. Council Standing Committees – established by the City Council. Council Ad Hoc Committees – established by the City Council.
POLICY
I. Regional Boards, Commissions or Committees (Outside Agencies)
1. The City Council shall divide appointments of the various Boards, Commissions or Committees so that all Councilmembers share in the representation on outside agencies.
2. The appointment shall be made by vote of at least three members of the City Council.
3. Appointments shall be made only at regularly scheduled Council Meetings.
4. Appointments shall generally be for a term of two years unless the regulations of the body to which the appointment is made requires a different term.
5. Appointments will be reviewed bi-annually in even numbered years to address expiring terms. This cycle is tied into the November Election cycle in consideration of Council reorganization.
6. When appointments are required at a different time than the even numbered year cycle, the appointments will follow the two year term, unless it is changed by Council reorganizations.
7. These guidelines do not prevent Council from annual reviews and changes at any other time, as determined by Council.
II. Council Standing Committees
(City sponsored committees that are ongoing and permanent in nature).
1. Council shall make appointments to Standing Committees sharing
the responsibility among the members.
2. The appointment shall be made by vote of a majority of the City Council.
3. Council shall make appointments to Standing Committees for a two year term.
4. Appointments will be reviewed bi-annually in even numbered years to address expiring terms. This cycle is tied into the November Election cycle in consideration of Council reorganization.
5. When appointments are required at a different time than the even numbered year cycle, the appointments will follow the two year term, unless it is changed by Council reorganizations.
6. These guidelines do not prevent Council from annual reviews and changes at any other time, as determined by Council.
III. Council Ad Hoc Committees
(City sponsored committees that are temporary and are not intended to have a permanent existence).
1. Council shall make appointments to Ad Hoc Committees sharing the responsibility among the members.
2. The appointment shall be made by vote of a majority of the City Council.
3. The term of an appointment shall be for the duration of the Ad Hoc Committee, unless Council majority changes the appointment prior to the expiration of the committee.
IV. A Councilmember may serve any number of terms.
V. If a Councilmember chooses to relinquish an appointment during a term, the alternate shall serve as the regular appointee for the remainder of the term, unless a new appointment is made by the Council majority.
VI. The City Clerk shall maintain a list of Boards, Commissions or Committees with the meeting time and locations. The City Clerk shall periodically advise the Council of vacancies on all Boards, Commission and Committees.
Committee Primary Member /
Alternate Appointed
Current Term
(per Policy No. 2, unless
otherwise required)
Agency
Term
General Regular
Meeting Schedule
Meeting Location
unless otherwise noticed
Committee Contact Mailing Address Stipend
Agency
Type
Heebner Jan 2021 Jan 2021 - Jan 2023
Edson (alternate) Jan 2021 Jan 2021 - Jan 2023
Becker Jan 2021 Jan 2021 - Jan 2023
Zito (alternate) Jan 2021 Jan 2021 - Jan 2023
Harless Jan 2021 Jan 2021 - Jan 2023
Edson (alternate) Jan 2021 Jan 2021 - Jan 2023
Becker Jan 2021 Jan 2021 - Jan 2023
Harless (alternate) Jan 2021 Jan 2021 - Jan 2023
Harless Jan 2021 Jan 2021 - Jan 2023
Becker (alternate) Jan 2021 Jan 2021 - Jan 2023
Becker Jan 2021 Jan 2021 - Jan 2023
Harless (alternate) Jan 2021 Jan 2021 - Jan 2023
Harless Jan 2021 Jan 2021 - Jan 2023
Becker (alternate) Jan 2021 Jan 2021 - Jan 2023
Edson Jan 2021 Jan 2021 - Jan 2023
Harless (alternate) Jan 2021 Jan 2021 - Jan 2023
Harless Jan 2021 Jan 2021 - Jan 2023
Zito (alternate) Jan 2021 Jan 2021 - Jan 2023
Heebner Jan 2021 Jan 2021 - Jan 2023
Zito (1st alternate) Jan 2021 Jan 2021 - Jan 2023
Edson (2nd alternate) Jan 2021 Jan 2021 - Jan 2023
Becker Jan 2021 Jan 2021 - Jan 2023
Zito (alternate) Jan 2021 Jan 2021 - Jan 2023
Harless Jan 2021 Jan 2021 - Jan 2023
Becker (alternate) Jan 2021 Jan 2021 - Jan 2023
Zito Jan 2021 Jan 2021 - Jan 2023
Becker Jan 2021 Jan 2021 - Jan 2023
City Manager (alternate) Jan 2021 By Laws
Edson Jan 2021 Jan 2021 - Jan 2023
Heebner Jan 2021 Jan 2021 - Jan 2023
Stipends are per meeting unless noted. If "alternate" is not indicated, both councilmembers will serve as equal "primary" members. // Form 700 online filings refers to that agency's electronic online filing system.
Updated 01-04-22 Maintained by City Clerk's Office
Mike Thornton
760-753-6203
[email protected]
2695 Manchester Ave.
Cardiff by the Sea /
Encinitas
3rd Tuesday · 8:30am
$150 up to a
max of 3 mgs
per month
$150
Business
$100
Policy
Sarah Pierce 619-699-7312
[email protected]
Anna Lowe 619-595-5603
[email protected]
External
agency
401 B St. Ste. 800
San Diego, CA 92101
www.sandag.org
SANDAG
Board of Directors
Form 700 online filing
Anthony Flores, Clerk of Brd &
Mgr of Administration
760-966-6553
[email protected]
810 Mission Ave.
Oceanside CA 92054
External
agency
Becker / Staff Jan 2021 Jan 2021 - Jan 2023
401 B St. Ste. 800
San Diego, CA 92101
www.sandag.org
James H. Eggart, General Manager
c/o Woodruff, Spradlin & Smart
555 Anton Boulevard, Ste. 1200
Costa Mesa, CA 92626
RSWA.org
Larissa Patros (Acct/AdminMgr)
858-400-2811 [email protected]
Gina Medina (FinAdminAsst)
858-400-2812 [email protected]
Christopher Herren (Administrator)
858-400-2801 [email protected]
No Reg. Mtg. Schedule
As Needed By conference call
Derek Dolfie 916-658-8218
[email protected]
Caroline Cirrincione 916-658-8250
[email protected]
P.O. Box 82081
San Diego, CA 92138
www.californiacities.org
$50
$150 / Mtg
not to exceed
$750 / month
11 Business
(4th Fri) 9:00am-12:00pm
Policy Board
(2nd Fri) 10:00am-12:00pm
401 B Street, Suite 800
(7th floor Brd Rm)
San Diego, CA 92101
Francesca Webb, Clerk of the Board
[email protected]
619-977-9294
401 B Street, Suite 800,
San Diego, CA 92101
8 North County Dispatch (NCDJ)
Joint Powers Autority (JPA)
Form 700 online filing
using their e-system
9 2
10 Regional Solid Waste Assoc.
RSWA
Joint Powers Authority (JPA)
Form 700 original hard copy filing
1st Thursday
9:00am-10:30am
Quarterly
(Jan, April, July, Oct)
Fletcher Cove
Community Center
North County Transit District
Form 700 online filing using their e-system
3rd Thurs · 2:00pm
Dark in August
7 League of Ca. Cities
Coastal Cities Group
Four Points
Sheraton Hotel
8110 Aero Dr.
San Diego, CA
12 SANDAG
Shoreline Preservation
Working Group
1st Thurs · 11:30am
Quarterly
(Mar, June, Sept, Dec)
401 B Street, Suite 800
(7th floor Brd Rm)
San Diego, CA 92101
Joint
Partnership
4th Thur 10:00am
Quarterly
(Feb, May, Aug, Nov/Dec)
Encinitas City Hall
505 S Vulcan Ave,
Encinitas, CA 92024
External
agency
810 Mission Ave.
Oceanside, CA 92054
www.gonctd.com
James H. Eggart 714-415-1062
[email protected]
Susan M. Morilla 714-415-1020
[email protected]
5 6
League Ca. Cities
Legislative Subcommittee
not currently active
when Mtg called, usually
2nd Mon · Quarterly
10:30-11:30am
Four Points
Sheraton Hotel
8110 Aero Dr.
San Diego, CA
Catherine Hill
619-733-1751
[email protected]
Catherine Hill
619-733-1751
[email protected]
League Ca. Cities
Exec. Committee
(SD County division)
2nd Mon
11:30am-1:00pm
External
agency
External
agency
P.O. Box 82081
San Diego, CA 92138
www.californiacities.org
N/A
N/A
External
agency
1400 K Street Ste. 400
Sacramento, CA 95814
www.californiacities.org
www.cacities.org/Member-Engagement/Coastal-CitiesGroup-(CCG) N/A
N/A
Joint
Partnership
4 Escondido Creek Watershed Alliance (ECWA) No Reg. Mtg. Schedule As Needed
Varies
(provided on agenda)
Teresa Chase
760-632-4641
[email protected]
13 San Dieguito River Park
Joint Powers Authority (JPA)
(aka San Dieguito River Park)
Form 700 original hard copy signature
3rd Friday
11:00am-12:30pm
County of San Diego
1600 Pacific Hwy
Rm 302/303
San Diego, CA 92101
Christal Ames
858-674-2270 x10
[email protected]
N/A
External
agency
External
agency
1966 Olivenhain Road
Encinitas, CA 92024
http://escondidocreek.org/
N/A
N/A
N/A
Joint
Partnership
18372 Sycamore Creek Rd.
Escondido, CA 92025
www.sdrp.org
San Elijo JPA (SEJPA)
Joint Powers Authority (JPA)
Form 700 online
https://www.southtechhosting.com/SanDiegoCounty/eDisclosure $160
CSA 17
County Service Area
Form 700 original signature
1st Tues · 4:00-6:00pm
Quarterly
(Feb, May, Aug, Nov)
Solana Beach
City Hall
Nicole del Toro
619-455-1819
[email protected]
N/A
P.O. Box 1077
Cardiff by the Sea, CA 92007
www.sejpa.org
5510 Overland Avenue, Suit 250
San Diego, CA 92123
www.sdcounty.ca.gov/hhsa
www.sandiegocountyems.com
P.O. Box 1206
Rancho Santa Fe, CA 92067-1206
www.ncdjpa.org
Solana Beach City Council Regional Boards/Committees/Commissions/JPAs (external agencies) Listing only includes those positions required to be appointed by the Solana Beach City Council Grace Andoh
[email protected]
619-531-4870
2nd Mon of Oct.
11:00am
(or called as needed)
Held at League of
California Cities Mtgs or
SANDAG Mtgs
City Selection Committee
Annual
1 County of San Diego
1600 Pacific Hwy, Room 402
San Diego, CA 92101
External
agency
Donna O'Leary
858-792-4490
[email protected]
Del Mar Fairgrounds
Admin. Conf. Rm (2nd floor)
Jimmy Durante Blvd.
Del Mar, CA
2nd Tues · 10:30pm
Unless otherwise scheduled.
Held on the same day as the
22nd DAA Brd Mtg. If no 22nd
DAA mtg, then no CRC
meeting
Joint
Partnership
22nd District Agricultural Association
Community Relations 15
External
agency
14 3
2-Year Terms
(Begins following each election cycle, replacements follow existing term) Clean Energy Alliance (CEA)
Joint Powers Authority (JPA)
Joint
Partnership
Carlsbad
Carlsbad
Del Mar
Solan Beach
Alternating Locations:
Carlsbad, Del Mar, Solana
Beach
3rd Thurs.
2:00pm
22nd Agricultural Association District
2260 Jimmy Durante Blvd.
Del Mar, CA 92014
www.delmarfairgrounds.com
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SUBJECT TO
the "Brown Act "
Standing Committee Primary Members Appointed
Date Mtg Date/Time Location Contact Established Date
1 Business Liaison
The purpose of the Business Liaison Committee is to coordinate and communicate with the Chamber of Commerce, Cedros Merchants Associations, and Village walk (Highway 101) Association on City/Business issues.
Zito
Edson
Jan 2021 - 2023
Jan 2021 - 2023
Regular Schedule
Quarterly
3rd Mon 5:00pm
(Jan, Apr, July, Oct)
Solana Beach
City Hall
City Mgr
Reso 2005-146
10-26-2005
2 Fire Department Management Governance & Organizational Evaluation This committee explores and evaluates potential fire department governance and organizational structural opportunities, possibly with other participating entities involved in the Agreement for Cooperative (Fire) Management Services.
Harless
Edson
Jan 2021 - 2023
Jan 2021 - 2023 As Needed
Encinitas
or
TBD
City Mgr
Reso 2017-012
1-25-17
3 Highway 101/Cedros Avenue Development Committee
This committee shall coordinate and communicate with the Highway 101 Village Walk Association regarding funding mechanisms to revitalize the Highway 101 corridor, address landscape issues in these areas, and review general business development.
Edson
Heebner
Jan 2021 - 2023
Jan 2021 - 2023 As Needed Solana Beach
City Hall
City Mgr
Reso 2007-059
05-23-2007
4 Parks and Recreation
This committee acts as a liaison to the Parks & Recreation Citizen Commission to discuss issues that will come before Council, consider work plan task, consideration of impact fees, long and short term objectives, and use of the Parks and Recreation reserve account.
Zito
Harless
Jan 2021 - 2023
Jan 2021 - 2023 As Needed Solana Beach
City Hall
City Mgr
Reso 2011-023
02-09-2011
5 Public Arts
This committee acts as a liaison to the Public Arts Citizen Commission to consider work plan tasks associated with public arts such as the Public Art Master Plan, Temporary Art Installations, Art Gallery, and other public arts projects that will come before Council.
Edson
Heebner
Jan 2021 - 2023
Jan 2021 - 2023 As Needed Solana Beach
City Hall
City Mgr
Reso 2005-146
10-26-2005
6 School Relations
This committee shall handle relations with San Dieguito Union High School District, Solana Beach School District and Solana Beach and private schools located within the Solana Beach boundaries.
Becker
Harless
Jan 2021 - 2023
Jan 2021 - 2023
Regular Schedule
Quarterly
1st Thurs 7:30 am
(Mar, June, Sept, Dec)
Solana Beach
City Hall
City Mgr
Reso 2007-011
01-10-2007
7 Solana Beach - Del Mar Relations
To discuss and address items of mutual interest of each City.
Heebner
Edson
Jan 2021 - 2023
Jan 2021 - 2023 As Needed TBD City Mgr
Reso 2017-148
9-27-2017
Citizen Commission(s)
Councilmember(s) Appointed To/Serving On Citizen Commissions Members Appointed
Date Mtg Date/Time Location Contact Established Date
1 Climate Action Commission
This committee shall assist in developing a Climate Action Plan, including updating the City's Greenhouse Emissions Inventory, setting reduction targets, implementing mitigation measures and performing periodic monitoring, verification and evaluations.
Zito (primary)
Becker (alternate)
Jan 2021 - 2023
Jan 2021 - 2023
Regular Schedule
Monthly
3rd Wed.
5:30pm
Solana Beach
City Hall
City Mgr
Reso 2015-127
11-04-2015
COUNCIL COMMITTEES (Councilmembers Appointed to Solana Beach Council Committees and Citizen Commission) COMMITTEES - 2 year terms / On-Going Committees (Brown Act Compliant) SUBJECT TO the "Brown Act"
* Not required to establish a regular mtg schedule.
* If a regular mtg schedule is established, formally adopted, agendas must be posted 72 hrs prior to the regular meeting. * Otherwise, non-regular mtgs shall meet required noticing for special meetings (24 hrs. prior to meeting) * All Standing Committee Mtgs are Open to the Public
F:\Common\CLERK\Commissions, Committees\03 - COUNCIL Committees\10 CHARTS\30 Council In-House Groups (Standing, etc)\2022\Council In-House Groups Chart 01-04-22 Updated 01-27-21 / Reviewed 1-04-22 Maintained by the City Clerks Office