Solana Beach City Council
September 11, 2024

DocuSign Envelope ID: 71 CE0A 1 E-04BA-471 C-9133-89ASFBC4DC46 Project Payment Schedule
EPIC will invoice for payment on a time and materials basis based on hourly rates listed below. EPIC's rates are listed below. Fiscal year is July 1 - June 30.

EPIC Hourly Rates
FY 23-24 FY 24-25
Position Rate
Director $131.96
Assistant Director $103.80
Staff Attorney $83.19
Senior Policy Analyst $79.29
Communications Director $74 56
T echmcal Po hey Analyst $70.10
Ascent Environmental rates are listed below:

Project Timeline
Ascent Environmental
Hourly Rates
Position Rate
Prinopal-1 n-C~a<ge $300 00
CAP Project Manager $175.00
Cl1mc11t:~ Chaf"lge Ariaiyst $145 00
Publishing Specialist $14D.00
Rate
S138.56
$108.99
S87.34
$83.25
$78.29
$73.61
The table below provides an estimated timeline for the main project tasks. The schedule is subject to change based on final contract approval and notice to proceed. 4-oo@~ffilll~' .. ~ 4/1012024
'$1:'.5 /Mff77 ~7119-9352 v2
08196-0001

DocuSign Envelope ID: 71 CEOA 1 E-04BA-471 C-9133-89A5FBC4DC46 Project Tasks

1.0 Attend Project Meetings

1.1 Attend Kick-Off Meeting (completed)

1.2 Attend Regular Project Meetings or Conference Calls

1.3 Conduct Meetings with Relevant City Departments

1.4 Attend Public Meetings

2.0 Develop and Implement Pub lic Engagement Plan

2.1 Develop Draft and Final Public Engagement Plan

2.2 Implement Public Engagement Plan Activities

3.0 Identify CAP Measures

3.1 Review City of Solan Beach CAP Measures

3.2 Review Existing CAP Measures in Region and State

3.3 Prepare a List of Candidate CAP Measures

4.0 Estimate GHG Impacts of CAP Measures

4.1 Collect Data

4.2 Calculate GHG Reduction Values

4.3 Develop Technical Document

5.0 Complete a Implementation Cost Analysis

5.1 Review CAP Implementation Actions

5.2 Develop Data Collection Tool

5.3 Review Data Collection Tools with City Staff (as needed)

5.4 Conduct Analysis of Cost Data
5 .5 Develop Draft Report

5.6 Develop Final Report

6.0 Evaluate Candidate CAP Measures
6 1 Develop Measure Selection Criteria

6.2 Develop Evaluation Matrix

7.0 Integrate Social Equity Considerations

7.1 Define Social Equity
7 .2 Develop Social Equity ObJect1ves
7 .3 Prepare Memo Summarizing O tIons for Social E uIty

8.0 Evaluate Existing GHG Reduction Targets

8.1 Assess Target Options

8.2 ProJeCt GHG Emissions

8.3 Prepare Memo on GHG Target Options and Approaches

9.0 Develop CAP Implementation Monitoring Procedures

9.1 Develop CAP Implementation Data Requirements
9 .2 Collect Relevant Information from City Departments 9 .3 Develop CAP lmplmentation Content for CAP
94 Develop Implementation Monitoring Matrix

10.0 Prepare Appropriate CECA Documentation
9 1 Prepare Administrative Draft Environmental Checklist and Addendum

9.2 Preparing Final Environmental Checklist and Addendum

11.0 Prepare Draft and Final CAP
11 .1 Prepare CAP Outline
11 .2 Prepare Public Draft CAP Document

11.3 Prepare Final CAP Document
2023
0 3 04 0 1
4~,EllWilll~l&~ 4/10/2024
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08196-0001
2024
02 03 04
ACA approved template October 2022
CITY COUNCIL ACTION:
_____________________________________________________________________ _____________________________________________________________________ AGENDA ITEM # A.5.

STAFF REPORT

CITY OF SOLANA BEACH
TO: Honorable Mayor and City Councilmembers
FROM: Alyssa Muto, City Manager
MEETING DATE: September 11, 2024
ORIGINATING DEPT: City Clerk Department – Angela Ivey, City Clerk SUBJECT: City’s Conflict of Interest Code Required Update BACKGROUND:

The City’s Conflict of Interest Code, is the legal instrument requiring those individuals holding designated positions to publicly disclose any applicable financial interests on an annual basis. Pursuant to Government Code Section 87306, state law requires every agency to amend its Conflict of Interest Code “when change is necessitated by changed circumstances, including the creation of new positions and relevant changes in the duties assigned to existing positions”. This review must be completed annually by October.

This item is before City Council for the purpose of complying with the annual review requirement, and adopting the proposed updates to the Solana Beach Conflict of Interest Code amending certain position titles.

DISCUSSION:

Additions or modifications of positions and duties have triggered an update to the City’s Conflict of Interest Code. In addition, certain positions that have not been filled for some time have been deleted.

Pursuant to Government Code 87306, any amendments to the code must be submitted to the code reviewing body, the City Council, within 90 days once the need for an amendment has become apparent.

CEQA COMPLIANCE STATEMENT: N/A
FISCAL IMPACT: N/A
WORK PLAN: N/A
September 11, 2024
Local Conflict of Interest Code Update

OPTIONS:
∙ Approve Staff recommendation.
∙ Deny Staff recommendation and provide direction.

CITY STAFF RECOMMENDATION:

Staff recommends that the City Council:

1. Adopt Resolution 2024-091 adopting an amended Solana Beach Conflict of Interest Code.

Alyssa Muto, City Manager
Attachments:

1. Resolution 2024-091 with Exhibit A (Conflict of Interest Code) ATTACHMENT 1
RESOLUTION 2024-091

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF

SOLANA BEACH, CALIFORNIA, ADOPTING AN

UPDATED CONFLICT OF INTEREST CODE
WHEREAS, pursuant to Government Code Section 87300, the Political Reform Act (PRA) requires all local governmental agencies to adopt Conflict of Interest Codes applicable to every officer, employee, member or consultant of the agency whose position entails the making, or participating in the making, of decisions which may foreseeably have a material financial effect on any financial interest, and the Code requires such designated employees to disclose and disqualify themselves from making, participating in, or attempting to influence such decisions; and
WHEREAS, the City adopted a Conflict of Interest Code that incorporated Fair Political Practices Commission Reg. 18730 by reference with Resolution 1987-11 and last updated the Code in 2023; and
WHEREAS, State Law requires local Conflict of Interest Codes to be amended when changed circumstances arise such as the creation of new positions or relevant changes in the duties assigned to existing positions; and WHEREAS, the City occasionally modifies position titles and duties as necessary thereby requiring amendments to the City’s current Conflict of Interest Code, as noted on Exhibit A; and
WHEREAS, local government agencies are required by Government Code Section 87311 to amend the code according to procedures that guarantee to officers, employees, members, consultants, and residents of the jurisdiction adequate notice and a fair opportunity to present their views.

NOW, THEREFORE, the City Council of the City of Solana Beach, California, does resolve as follows:

1. The above recitations are true and correct.

2. That the City’s Conflict of Interest Code be amended due to reclassification of designated employee positions resulting in modified position titles and duties.

Resolution 2024-091
Conflict of Interest Code Update

3. That the Solana Beach City Council and its related agencies (Public Financing Authority, Housing Authority, etc.) of the City of Solana Beach do hereby adopt the attached Conflict of Interest Code, Exhibit A.

PASSED AND ADOPTED this 11th day of September 2024, at a regularly scheduled meeting of the City Council of the City of Solana Beach, California by the following vote:

AYES: Councilmembers –
NOES: Councilmembers –
ABSENT: Councilmembers –
ABSTAIN: Councilmembers –
_____________________________
LESA HEEBNER, Mayor
APPROVED AS TO FORM: ATTEST:
________________________________ _______________________________ JOHANNA N. CANLAS, City Attorney ANGELA IVEY, City Clerk Adopted September 11, 2024 Page 1 of 4

CITY OF SOLANA BEACH

CONFLICT OF INTEREST CODE
The Political Reform Act of 1974 (Government Code Sections 81000 et. seq.) requires local government agencies to adopt and promulgate conflict of interest codes. The Fair Political Practices Commission has adopted a regulation (2 Cal. Code of Regs. Section 18730) that contains the terms of a standard conflict of interest code and may be incorporated by reference in an agency’s code. After public notice and hearing, the standard code may be amended by the Fair Political Practices Commission to conform to amendments in the Political Reform Act.

Therefore, the terms of 2 California Code of Regulations Section 18730 and any amendments to it duly adopted by the Fair Political Practices Commission are hereby incorporated by reference. This regulation and the attached Appendix designating positions and establishing disclosure requirements shall constitute the Conflict of Interest Code for the City of Solana Beach.

Individuals holding designated positions shall file their statements with the City Clerk’s Office, which will retain the statements and make the statements available for public inspection and reproduction. (Gov. Code Section 81008.)
.

EXHIBIT A
Resolution 2024-091
Adopted September 11, 2024 Page 2 of 4

APPENDIX
Disclosure Categories
Individuals holding designated positions must report their interests according to the following disclosure category(ies) to which their position has been assigned.

Category 1: All Sources
Interests in real property (not including primary residence) located within the City or within two miles of the City; and investments and business positions in business entities, and income, including loans, gifts, and travel payments from all sources.

Category 2: Agency Specific
Interests in real property (not including primary residence) located within the City or within two miles of the City; investments and business positions in business entities doing business with the City and/or located in San Diego County; and income, including but not limited to loans, gifts, and travel payments, from sources in San Diego County, and/or from sources outside the County whose economic position may be affected by decisions or recommendations made by the agency at all levels.

Category 3: Department Specific
Interests in real property (not including primary residence) located within the City or within two miles of the City; investments and business positions in business entities located in San Diego County; and income, including loans, gifts, and travel payments from sources whose economic position may be affected by the decisions or recommendations made by the department to which the filer is assigned duties.

Category 4: Property/Facilities Entitlement
Interests in real property (not including primary residence) located within the City or within two miles of the City; investments and business positions in business entities located in San Diego County; and income, including loans, gifts, and travel payments from sources that are of the type to request an entitlement to use agency property or facilities, including, but not limited to: a license; a facilities use permit; or a vendor permit.

Category 5: Commission/Consultant Specific
Interests in real property (not including primary residence) located within the City or within two miles of the City; investments and business positions in business entities doing business with the City and/or located in San Diego County; and income, including but not limited to loans, gifts, and travel payments, from sources in San Diego County, and/or from sources outside the County, whose economic position may be affected by the decisions or recommendations of the designated commission or consultant.

Adopted September 11, 2024 Page 3 of 4
The following designated positions, when active, file according to the assigned categories associated with their title.

Designated Positions Disclosure Categories
Legislative Bodies other than City Council:

Public Financing Authority Officers/Members ................................1 Housing Authority ...........................................................................1 Successor Agency for the Redevelopment Agency.......................1 Oversight Board to the Successor Agency for the
Redevelopment Agency .................................................................1 City Staff Positions:

Accountant..............................................................................................3 Assistant City Manager ..................................................................2 Assistant Civil Engineer .................................................................3 Assistant Planner ...........................................................................3 Assistant to the City Manager ........................................................2 Associate Civil Engineer.................................................................3 Associate Planner ..........................................................................3 Building Inspector...........................................................................3 Building Official(s) ..........................................................................3 City Clerk........................................................................................1 City Engineer/Public Works Director..............................................2 Code Enforcement Specialist.........................................................3 Code Compliance Officer ...............................................................3, 4 Code Compliance Specialist ..........................................................3 Community Development Director .................................................2 Deputy City Attorney(s) ..................................................................2 Deputy City Clerk ...........................................................................3 Deputy Director of Engineering ......................................................2 Fire Chief/Public Safety Director....................................................2 Deputy Fire Chief/Fire Marshal ......................................................3, 4 Finance Director.............................................................................3 Finance Manager ...........................................................................3 Fire Battalion Chief.........................................................................2 Fire Prevention Specialist..........................................................3 Human Resources Director..................................................................3 Human Resources Manager ..........................................................3 Information Technology Director …………………………………….3
Information Technology Manager ..................................................3 Junior Planner ................................................................................3 Management Analyst......................................................................3 Marine Safety Captain....................................................................2 Marine Safety Lieutenant ...............................................................3 Network Systems Engineer ...........................................................3 Parking Control Officer...................................................................3 Permit Technician.....................................................................3 Principal Civil Engineer ..................................................................3 Principal Management Analyst……………………………………….3
Principal Planner ............................................................................3 Public Works Operations Manager ................................................3 Recreation Manager.......................................................................3, 4 Recreation Programs Coordinator .................................................3 Risk Manager .................................................................................3 Senior Accountant.................................................................................3 Senior Code Compliance Officer....................................................3, 4 Senior Human Resources Analyst .................................................3 Senior Civil Engineer ................................................................3 Senior Management Analyst………………………………………….3
Senior Planner................................................................................3 Adopted September 11, 2024 Page 4 of 4
Non-City Employees Other Positions:

Budget and Finance Commission Members ..................................2 Climate Action Commission Members ..........................................2 Parks and Recreation Commission Members................................5 Public Arts Commission Members .................................................5 View Assessment Commission Members ......................................5 Consultants ....................................................................................5 I. Consultants shall be included in the list of designated positions and shall disclose in accordance with the disclosure requirements in this code if the consultant, pursuant to a contract either (Reg.18701(2)):

1. Makes a governmental decision whether to:
• Approve a rate, rule or regulation;
• Adopt or enforce a law;
• Issue, deny, suspend, or revoke a permit, license, application, certificate, approval, order, or similar authorization or entitlement; • Authorize the agency to enter into, modify, or renew a contract provided it is the type of contract which requires agency approval;
• Grant agency approval to a contract which requires agency approval and in which the agency is a party to the specifications for such a contract; • Grant agency approval to a plan, design, report study, or similar item; • Adopt, or grant agency approval of, policies, standards, or guidelines for the agency, or for any subdivision of the agency; or

2. Serves in a staff capacity and in that capacity participates in making governmental decisions as defined in Regulation 18702.2; or performs substantially the same functions as a position specified in the agency’s Conflict of Interest Code.

II. The Department Head of the department for which the consultant provides primary services, with the approval of the City Attorney, may determine in writing that a particular consultant, although a “designated position,” is hired to perform a range of duties that is limited in scope and thus is not required to fully comply with the disclosure requirements described in this paragraph. The written determination shall include a description of the consultant’s duties and, based upon that description, a statement of the extent of disclosure requirements. The written determination is a public record and shall be retained for public inspection in the office of the City Clerk.

Non-Designated Positions
The following positions are not covered by this conflict of interest code because those individuals holding these positions must file under Government Code Section 87200. These positions are listed for informational purposes only:
• City Councilmembers
• City Manager
• City Attorney
• City Treasurer
• Consultants involved in the investment of public funds* *Pursuant to 2 California Code of Regulations section 187014(b), “other public officials who manage public investments” means, members of boards and commissions, including pension and retirement boards or commissions, or of committees who exercise the responsibility for the management of public investments; high level officers and employees who exercise primary responsibility for the management of public investments, such as chief or principal investment officers or chief financial managers. This category shall not include officers and employees who work under the supervision of the chief or principal investment officers or the chief financial managers; and individuals who pursuant to a contract with a state or local government agency, perform the same or substantially all the same functions that would otherwise be performed by the public officials.

COUNCIL ACTION:
_____________________________________________________________________________________ _______________________________________________________ AGENDA ITEM # A.6.

STAFF REPORT

CITY OF SOLANA BEACH
TO: Honorable Mayor and City Councilmembers
FROM: Alyssa Muto, City Manager
MEETING DATE: September 11, 2024
ORIGINATING DEPT: Engineering/Public Works Department – Mo Sammak, City Engineer
SUBJECT: Council Consideration of Resolution 2024-093 Amending the Professional Services Agreement with Seaside Heating and Air for the Replacement of HVAC Units
BACKGROUND:

One element of the City’s facility maintenance responsibilities is maintenance and repairs of the Heating, Ventilation, and Air Conditioning (HVAC) system for City Hall, La Colonia Community Center, Fletcher Cove Community Center, Marine Safety Center and Fire Station. These services are provided by professional service providers hired by the Engineering and Public Works Department through a competitive selection process. The terms of the contract with the City’s current service provider, Seaside Heating and Air, will expire in June 2027 and the scope of the contract includes non-scheduled / as needed work.

This item is before the City Council for the consideration of Resolution 2024-093 (Attachment 1) to authorize the City Manager to execute an amendment to the Professional Services Agreement (PSA) with Seaside Heating and Air (Seaside), the City’s current service provider, for the replacement of two rooftop HVAC units at City Hall, one rooftop unit at La Colonia Community Center, and the purchase and installation of a new mini-split unit at the Public Works Maintenance Facility, in the amount of $50,780 with a recommended contingency of $5,000.

DISCUSSION:

As part of the annual HVAC maintenance and as-needed repairs agreement, Seaside performs routine quarterly maintenance at City Hall, the La Colonia Community Center, the Fletcher Cove Community Center, the Marine Safety Center, and the Fire Station.

September 11, 2024
PSA Amendment with Seaside Heating and Air

This maintenance includes routine inspections, changing filters, as-needed minor repairs, and replacements of HVAC units. Seaside has performed preventative maintenance services and as-needed repairs at City facilities in the past and City Staff has been satisfied with the work performed by Seaside.

Two of the rooftop HVAC units at City Hall and one HVAC unit at La Colonia Community Center have exceeded their useful life. The HVAC units are approximately 15 years old, and the maintenance costs for these units make it cost prohibitive to keep in service much longer. Additionally, the Public Works Maintenance Facility does not currently have an HVAC unit. Implementing a mini-split HVAC system would significantly enhance the comfort of the office space for Staff, especially during extreme weather conditions.

Seaside conducts annual evaluations of all HVAC units throughout the City. These evaluations are comprehensive, assessing each unit’s condition based on age, maintenance history, and other relevant industry standards. Following each evaluation, Seaside provides a detailed report to City Staff. This report includes recommendations for any units that may need to be replaced, ensuring we maintain optimal performance and efficiency.

For the replacement of the rooftop HVAC units at City Hall, Staff is recommending that the work be performed on a Friday when City Hall is closed to minimize the inconvenience to Staff and the public.

FOR FISCAL YEAR 2024/25

ITEM DESCRIPTION AMOUNT
CITY HALL: Replace Two Rooftop HVAC
Units (X2)
INCLUDED: Coastal Corrosion Protection
Coating on Entire Unit (X2)
$27,880
LA COLONIA COMMUNITY CENTER:

Replace One Rooftop HVAC Unit
INCLUDED: Coastal Corrosion Protection
Coating on Entire Unit
$12,850
PUBLIC WORKS MAINTENANCE FACILITY:

One Mini-Split Unit
$10,050
SUB-TOTAL $50,780
HVAC Units Replacement- Construction
Contingency Amount
$5,000
TOTAL with Contingency $55,780
September 11, 2024
PSA Amendment with Seaside Heating and Air

CEQA COMPLIANCE STATEMENT:

All work covered by this agreement is exempt per Section 15301(a) of the State CEQA Guidelines pursuant to the California Environmental Quality Act.

FISCAL IMPACT:

The Adopted Budget for Fiscal Year (FY) 2024/25 appropriated $75,000 in the Capital Improvement Program (CIP) Deferred Maintenance fund for City Hall, and $60,000 in the CIP Deferred Maintenance fund for the La Colonia Community Center.

The FY 2024/25 Work Plan and budget process set aside adequate funding in the CIP and specific facilities budget units for the replacement of three HVAC rooftop units, and one mini-split unit. The compensation under consideration is $50,780. When a recommended contingency amount of $5,000 is added, the total amount is $55,780 for FY 2024/25 for the one-time replacements of the two HVAC units at City Hall, one at La Colonia Community Center, and one mini-split unit at the Public Works Maintenance Facility.

The current agreement with Seaside Heating and Air is for an amount not to exceed $11,460 per fiscal year. This amendment would increase compensation by $55,780 for FY 2024/25, bringing the amount to a not to exceed amount of $67,240 for FY 2024/25 only.

After completion of the project, a complete and more accurate construction cost accounting will be reported to the City Council as part of filing the Notice of Completion.

Any remaining funds will be returned to the CIP fund for reallocation to future projects.

WORK PLAN:

This project is identified in the FY 2024/25 Work Plan.

OPTIONS:
• Approve Staff recommendation.
• Approve Staff recommendation with alternative amendments/modifications. • Provide direction/feedback.

CITY STAFF RECOMMENDATION:

Staff recommends the City Council adopt Resolution 2024-093 authorizing the City Manager to execute an Amendment to the Professional Services Agreement with Seaside Heating and Air for Fiscal Year 2024/25 that would include a one-time purchase and September 11, 2024
PSA Amendment with Seaside Heating and Air

installation of two rooftop HVAC units at City Hall, one rooftop HVAC unit at the La Colonia Community Center, and one mini-split unit for at the Public Works Maintenance Facility, at an amount of $50,780, and a $5,000 contingency for unforeseen costs associated with the rooftop installations, which will be added to the current contract amount of $11,460 for a total not to exceed amount of $67,240 for FY 2024/25. _________________________
Alyssa Muto, City Manager
Attachments:

1. Resolution 2024-093
RESOLUTION 2024-093

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF

SOLANA BEACH, CALIFORNIA, AUTHORIZING THE CITY

MANAGER TO EXECUTE AN AMENDMENT TO THE

PROFESSIONAL SERVICES AGREEMENT WITH

SEASIDE HEATING AND AIR FOR THE PURCHASE AND

INSTALLATION OF TWO HVAC UNITS FOR CITY HALL,

ONE HVAC UNIT FOR LA COLONIA COMMUNITY

CENTER, AND ONE MINI-SPLIT HVAC UNIT FOR THE

PUBLIC WORKS MAINTENANCE FACILITY
WHEREAS, one element of the City’s facility maintenance responsibilities is maintenance and repairs of the Heating, Ventilation, and Air Conditioning (HVAC) system for City Hall, Fire Station, La Colonia Community Center, and Fletcher Cove Community Center; and
WHEREAS, these services are currently provided by Seaside Heating and Air (Seaside) which was hired by the Engineering and Public Works Department through a competitive selection process. The terms of the contract with Seaside expire in June 2027 and the scope of the contract includes non-scheduled / as needed work; and WHEREAS, as part of the annual HVAC maintenance and as-needed repairs agreement, Seaside is required is required to perform routine quarterly maintenance at City Hall, the La Colonia Community Center, the Fletcher Cove Community Center, the Marine Safety Center, and the Fire Station. This maintenance includes routine inspections, changing filters, as-needed minor repairs, and replacements of HVAC units; and
WHEREAS, two of the rooftop HVAC units at City Hall and one HVAC unit at the La Colonia Community Center have exceeded their useful life. The HVAC units are approximately 15 years old, and the maintenance costs for these units make it cost prohibitive to keep in service much longer. Additionally, the Public Works Maintenance Facility does not currently have an HVAC unit; and
WHEREAS, the Adopted Budget for Fiscal Year 2024/25 appropriated $75,000 in the Capital Improvement Program fund for City Hall, and $60,000 in the Capital Improvement Program Deferred Maintenance fund for La Colonia Community Center.

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.

September 11, 2024
PSA Amendment with Seaside Heating and Air

2. That the City Council authorizes the City Manager to execute an Amendment to the Professional Services Agreement with Seaside Heating and Air for Fiscal Year 2024/25 that would include a one-time purchase and installation of two rooftop HVAC units at City Hall, one rooftop HVAC unit at the La Colonia Community Center, and one mini-split unit for at the Public Works Maintenance Facility, at an amount of $50,780, and a $5,000 contingency for unforeseen costs associated with the rooftop installations, which will be added to the current contract amount of $11,460 for a total not to exceed amount of $67,240 for FY 2024/25.

PASSED AND ADOPTED this 11th day of September 2024, at a regular 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 CITY COUNCIL ACTION:
______________________________________________________________________ ______________________________________________________________________ AGENDA ITEM # A.7.

STAFF REPORT

CITY OF SOLANA BEACH
TO: Honorable Mayor and City Councilmembers
FROM: Alyssa Muto, City Manager
MEETING DATE: September 11, 2024
ORIGINATING DEPT: Public Works Department – Mo Sammak, City Engineer SUBJECT: Accepting the HVAC Unit Replacements and Repairs Project as Complete
BACKGROUND:

At the August 23, 2023, City Council meeting, the City Council adopted Resolution 2023- 101 approving the third amendment to the Professional Services Agreement (PSA) with Seaside Heating and Air (Seaside) for Heating, Ventilation, and Air Conditioning (HVAC) Maintenance Services. This PSA included the replacement of two (2) HVAC Rooftop Units at City Hall, resealing all rooftop ductwork at City Hall, and replace ductwork, sheet metal fittings and spiral piping at the La Colonia Community Center.

This item is before the City Council for the consideration of Resolution 2024-096 (Attachment 1) to report the final project costs, accept the project as complete, and direct the City Clerk to file a Notice of Completion (NOC).

DISCUSSION:

Seaside completed all work on this project in accordance with the approved plans and specifications to the satisfaction of the City Engineer.

A summary of the project accomplishments is listed below in Table 1:

September 11, 2024
NOC - HVAC Unit Replacements and Repairs Project for FY 23/24

Table 1:

ITEM DESCRIPTION AMOUNT
City Hall: Replaced two rooftop HVAC
units, included coastal corrosion
protection coating
$22,685
City Hall: Re-sealed all rooftop ductwork,
replaced flex connectors, replaced roof
curb caps
$7,600
La Colonia Community Center: Replaced
ductwork, replaced sheet metal fittings,
spiral piping, returned air can with return
grille
$3,300
CEQA COMPLIANCE STATEMENT:

The Project is exempt from the California Environmental Quality Act (CEQA) pursuant to Section 15301(a) of the State CEQA Guidelines.

FISCAL IMPACT:

As indicated in the table above, the approved construction budget was $33,585, with a contingency amount of $5,000. The final construction costs were $33,585. The project was completed within the construction budget and none of the construction contingency was spent, so those funds were returned to the Facilities Replacement Fund Balance.

WORK PLAN:

This project was identified in the Fiscal Year 2023/24 Work Plan.

OPTIONS:
• Approve Staff recommendation.
• Do not approve Staff recommendation.
• Provide direction to Staff.

CITY STAFF RECOMMENDATION:

Staff recommends that the City Council adopts Resolution 2024-096:

1. Authorizing the City Council to accept, as complete, the HVAC Unit Replacements and Repairs Project, pursuant to Amendment No. 3 to the Professional Services Agreement, with Seaside Heating and Air.

September 11, 2024
NOC - HVAC Unit Replacements and Repairs Project for FY 23/24

2. Authorizing the City Clerk to file a Notice of Completion. _________________________
Alyssa Muto, City Manager
Attachments:

1. Resolution 2024-096
Attachment 1
RESOLUTION 2024-096

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF

SOLANA BEACH, CALIFORNIA, ACCEPTING AS

COMPLETE THE HVAC UNIT REPLACEMENTS AND

REPAIRS PROJECT, AND AUTHORIZING THE CITY

CLERK TO FILE A NOTICE OF COMPLETION
WHEREAS, at the August 23, 2023, City Council meeting, the City Council adopted Resolution 2023-101 approving the third amendment the Professional Services Agreement with Seaside Heating and Air (Seaside) for Heating, Ventilation, and Air Conditioning (HVAC) Maintenance Services. This PSA included the replacement of the two HVAC Rooftop Units at City Hall, re-seal all rooftop ductwork at City Hall, and replace ductwork, sheet metal fittings, spiral piping at La Colonia Community Center; and WHEREAS, Seaside completed all work on this project on time and on budget in accordance with the approved plans and specifications to the satisfaction of the City Engineer.

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.

2. That the City Council accepts, as complete, the HVAC Unit Replacements and Repairs Project, pursuant to Amendment No. 3 to the Professional Services Agreement, with Seaside Heating and Air.

3. That the City Council authorizes the City Clerk to file a Notice of Completion for the project.

PASSED AND ADOPTED this 11th day of September 2024, 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 CITY COUNCIL ACTION:
______________________________________________________________________ ______________________________________________________________________ AGENDA ITEM # A.8.

STAFF REPORT

CITY OF SOLANA BEACH
TO: Honorable Mayor and City Councilmembers
FROM: Alyssa Muto, City Manager
MEETING DATE: September 11, 2024
ORIGINATING DEPT: Engineering/Public Works Department – Mo Sammak, City Engineer
SUBJECT: Accepting the Fletcher Cove Community Center and Marine Safety Center Roof Replacement Project as
Complete
BACKGROUND:

On January 25, 2023, the City Council awarded a construction contract for the Fletcher Cove Community Center and Marine Safety Center Roof Replacements Project, Bid No. 2022-08, to Preman Roofing.

This item is before the City Council for the consideration of Resolution 2024-094 (Attachment 1) to report the final project costs, accept the project as complete and direct the City Clerk to file a Notice of Completion (NOC).

DISCUSSION:

Preman Roofing completed all work on this project in accordance with the approved plans and specifications of Bid No. 2022-08 to the satisfaction of the City Engineer. The City will release the retention, in the amount of $19,459.88, 35 days after the Notice of Completion is approved by the City Council.

A summary of the project accomplishments is listed below:

Table 1: Roof Replacement Project
Work Performed Amount
Marine Safety Center $35,000
Fletcher Cove Community Center $313,000
September 11, 2024
NOC – Roof Replacement Project: FCCC & Marine Safety Center

Two change orders were executed in the amount of $41,197.73 for additional roof repairs at various City facilities and unforeseen repairs at the Marine Safety Center and Fletcher Cove Community Center as described below in Table 2 and 3.

Table 2: Change Order No. 1
Facility Work Performed Amount
Marine Safety Center Construction of
approximately 200 feet of
2”x6” Prime Facia, 450 feet
of 1”x6” Sheathing, 80 feet
of 1”x8” Sheathing
$6,948
City Hall Install a TPO target around
Pipe Boot, Weld Boot to
New Target, Reseal Boot
$600
Fire Station Clean Mastic off leaking
pipe, install new permaflash with polyester to
reseal pipe
$1,275
Fire Station – Butler
Building
Removal of fiberglass
skylights, install new cliploc metal panels
$19,500
La Colonia Community
Center
Remove tile at roof low
point, install new 30 lb.
paper, reinstall tile, replace
broken tile in that area
$2,790
Subtotal Change Order No. 1 = $31,113
Table 3: Change Order No. 2
Facility Work Performed Amount
Fletcher Cove Community
Center
Remove and replace
damaged fascia, remove
and replace wood trim
around windows, remove
and replace roof curbs,
curb flashings, attic vents.
$10,084.73
CEQA COMPLIANCE STATEMENT:

The project is exempt from the California Environmental Quality Act (CEQA) pursuant to Section 15301(d) of the State CEQA Guidelines.

September 11, 2024
NOC – Roof Replacement Project: FCCC & Marine Safety Center

FISCAL IMPACT:

Funding for the Roof Replacement Projects was identified in the Capital Improvement Program section of the 2022/23 Adopted Budget. The approved contract amount is $348,000, plus a construction contingency of approximately 15% ($52,200), for a total amount of $400,200.

The project was completed within the approved construction/contingency budget. Two change orders were executed in the amount of $41,197.73 for additional roof repairs at various City facilities and unforeseen repairs, for a total contract amount of $389,197.73.

The remaining unspent funds will be returned to the Misc. CIP Fund Balance.

WORK PLAN:

This project was identified in the Fiscal Year 2023/24 Work Plan.

OPTIONS:
• Approve Staff recommendation.
• Do not approve Staff recommendation.
• Provide direction to Staff.

CITY STAFF RECOMMENDATION:

Staff recommends that the City Council adopt Resolution 2024-094:

1. Authorizing the City Council to accept as complete the Fletcher Cove Community Center and Marine Safety Center Roof Replacement Project, Bid No. 2022-008, performed by Preman Roofing.

2. Authorizing the City Clerk to file a Notice of Completion. _________________________
Alyssa Muto, City Manager
Attachments:

1. Resolution 2024-094
ATTACHMENT 1
RESOLUTION 2024-094

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF

SOLANA BEACH, CALIFORNIA, ACCEPTING AS

COMPLETE THE ROOF REPLACEMENT PROJECTS FOR

THE MARINE SAFETY CENTER AND THE FLETCHER
COVE COMMUNITY CENTER, BID NO. 2022-008, AND

AUTHORIZING THE CITY CLERK TO FILE A NOTICE OF

COMPLETION
WHEREAS, on January 25, 2023, the City Council awarded a construction contract for the Fletcher Cove Community Center and Marine Safety Center Roof Replacements Project, Bid No. 2022-08, to Preman Roofing; and
WHEREAS, Preman Roofing completed all work on this project in accordance with the approved plans and specifications of Bid No. 2022-08 to the satisfaction of the City Engineer.

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.

2. That the City Council accepts, as complete, the Roof Replacement Projects for the Fletcher Cove Community Center and Marine Safety Center, Bid No. 2022-008, performed by Preman Roofing.

3. That the City Council authorizes the City Clerk to file a Notice of Completion for the project.

PASSED AND ADOPTED this 11th day of September 2024, 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 ACTION:
_____________________________________________________________________________________ _______________________________________________________ AGENDA ITEM # A.9.

STAFF REPORT

CITY OF SOLANA BEACH
TO: Honorable Mayor and City Councilmembers
FROM: Alyssa Muto, City Manager
MEETING DATE: September 11, 2024
ORIGINATING DEPT: Engineering/Public Works Department – Mo Sammak, City Engineer
SUBJECT: City Council Consideration of Resolution 2024-092 Amending the Professional Services Agreement with
Rancho Santa Fe Security for Fire and Burglary Alarm
Systems Upgrade and Alarm Monitoring Services for
Fiscal Year 2024/25
BACKGROUND:

The City’s Public Works Department is responsible for tasks such as opening and closing of bathrooms at Fletcher Cove and La Colonia parks, patrolling services, alarm monitoring and other tasks before and after normal working hours. It is in the City’s best interest and more cost effective if such services are performed by a service provider. These services have been performed by outside private service providers since services were originally needed several years ago. Presently this service is being provided by Rancho Santa Fe Security, and under the existing contract they will provide ongoing patrolling, monitoring and miscellaneous improvements as needed until June 2029.

This item is before the City Council is for the consideration of Resolution 2024-092 (Attachment 1) to authorize the City Manager to execute an amendment to the Professional Services Agreement (PSA) with Rancho Santa Fe Security (RSF), for the replacement of the fire and burglary alarm systems at La Colonia Community Center, in the amount of $5,799, with a recommended contingency of $1,000 for Fiscal Year (FY) 2024/25, and to reflect an increase in the monthly alarm monitoring service costs by $110.40.

September 11, 2024
Amendment No.1 to PSA with RSF

DISCUSSION:

The current fire and burglary alarm system at La Colonia Community Center is over 30 years old and has been a persistent maintenance issue, reflecting its outdated technology and becoming increasingly more difficult to keep it operational. Compounding these challenges, the system's software is now obsolete and will no longer receive support from AT&T, rendering it increasingly vulnerable to failures. Considering these concerns and current building codes, it is imperative that we undertake a comprehensive upgrade. This upgrade will include not only the replacement of the existing fire and burglary alarm systems but also the installation of new smoke detectors to meet modern safety standards.

Given that La Colonia Community Center is a crucial component of the public’s recreational experience and plays a vital role in public safety, Staff is recommending upgrading the fire and burglary alarm system. Staff is recommending that the work be performed on a Friday when the Community Center is not occupied to minimize the inconvenience to Staff and the public.

TABLE 1: FY 2024/25 Only – Fire and Burglary Alarm Upgrades

ITEM DESCRIPTION AMOUNT
Fire Alarm Upgrade $3,275.00
Burglary Alarm Upgrade $2,524.00
Contingency $1,000.00
TOTAL without
contingency:
$5,799.00
TOTAL with
contingency:
$6,799.00
TABLE 2: Monthly Monitoring Service Fee

ITEM DESCRIPTION MONTHLY YEARLY
Fire Alarm Monitoring $55.20 $662.40
Burglary Alarm Monitoring $55.20 $662.40
TOTAL: $1,324.80
In addition to the facility upgrades, the City has been utilizing the services of RSF Security for a number of years for restroom locking/unlocking and alarm monitoring. They are very familiar with all of the City facilities involved with this agreement as well as the alarm systems in the six City buildings. This amendment will replace the fire and burglary alarm systems at La Colonia Community Center.

September 11, 2024
Amendment No.1 to PSA with RSF

CEQA COMPLIANCE STATEMENT:

Not a project as defined by CEQA.

FISCAL IMPACT:

Consistent with FY 2024/25 Work Plan, this item is to authorize the City Manager to execute an amendment to the Professional Services Agreement (PSA) with Rancho Santa Fe Security (RSF), for the replacement of the fire and burglary alarm systems at La Colonia Community Center, in the amount of $5,799, with a recommended contingency of $1,000. The cost of this one-time fire and burglary alarm upgrade is $5,799 with a recommended contingency amount of $1,000 bringing the total amount to $6,799.

There is sufficient budget available for these upgrades in the Facilities Replacement Budget for deferred maintenance at La Colonia Community Center.

In addition, this item will also increase the compensation by $1,324.80 per year to the PSA with RSF Security for FY 2024/25, and each subsequent year, for the new alarm monitoring of the La Colonia Community Center.

The current PSA with RSF Security is for a total not to exceed amount of $17,000 per fiscal year. The amendment would increase compensation by $8,123.80 for FY 2024/25, bringing the amount to a not to exceed amount of $25,123.80 for FY 2024/25 only. For each subsequent year the not to exceed amount will be $18,324.80. The additional cost will be covered with the existing professional services budget available.

After completion of the project, a complete and more accurate construction cost accounting will be reported to the City Council as part of filing the Notice of Completion.

Any remaining funds will be returned to the CIP fund for reallocation to future projects WORK PLAN:

This item is identified in the Fiscal Year 2024/25 Work Plan.

OPTIONS:
• Approve Staff recommendation.
• Reject Staff recommendation and provide direction.

CITY STAFF RECOMMENDATION:

Staff recommends that the City Council adopt Resolution 2024-092:

1. Authorizing the City Manager to execute Amendment No.1 to the Professional Services Agreement with Rancho Santa Fe Security for fire and burglary alarm system upgrade in Fiscal Year 2024/25 in an amount of $5,799, and a September 11, 2024
Amendment No.1 to PSA with RSF

recommended contingency amount of $1,000, for a total amount of $6,799 for Fiscal Year 2024/25 to be charged to Facilities CIP account 1406510.66610.

2. Authorizing the City Manager to increase the PSA contract amount by $1,324.80 for alarm monitoring services, for each year of the contract. _______________________
Alyssa Muto, City Manager
Attachments:

1. Resolution 2024-092
RESOLUTION 2024-092

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF

SOLANA BEACH, CALIFORNIA, APPROVING
AMENDMENT NO.1 TO THE PROFESSIONAL SERVICES

AGREEMENT WITH RANCHO SANTA FE SECURITY FOR

FIRE AND BURGLARY ALARM SYSTEMS UPGRADE AND
ALARM MONITORING SERVICES.

WHEREAS, the City’s Public Works Department is responsible for tasks such as opening and closing of bathrooms at Fletcher Cove and La Colonia parks, patrolling services, alarm monitoring and other tasks before and after normal working hours. These services have been performed by outside private service providers since services were originally needed several years ago. Presently this service is being provided by Rancho Santa Fe Security, and under the existing contract they will provide ongoing patrolling, monitoring and miscellaneous improvements as needed until June 2029; and WHEREAS, the current fire and burglary alarm system at La Colonia Community Center is over 30 years old and has been a persistent maintenance issue, reflecting its outdated technology and becoming increasingly more difficult to keep it operational.

Compounding these challenges, the system's software is now obsolete and will no longer receive support from AT&T, rendering it increasingly vulnerable to failures. Considering these concerns and current building codes, it is imperative that we undertake a comprehensive upgrade. This upgrade will include not only the replacement of the existing fire and burglary alarm systems but also the installation of new smoke detectors to meet modern safety standards; and
WHEREAS, given that La Colonia Community Center is a crucial component of the public’s recreational experience and plays a vital role in public safety, Staff is recommending upgrading the fire and burglary alarm system; and WHEREAS, Staff recommends amending the Professional Services Agreement with Rancho Santa Fe Security for fire and burglary alarm systems upgrade in an amount $5,799, and a recommended contingency amount of $1,000, for a total amount of $6,799 for Fiscal Year 2024/25 and to increase the cost budgeted for annual alarm monitoring services by $1,324.80 for subsequent years; and
WHEREAS, the Adopted Budget for Fiscal Year 2024/25 appropriated sufficient funding in the Capital Improvement Program (CIP) Deferred Maintenance fund, for the alarm upgrades at the La Colonia Community Center.

NOW, THEREFORE, the City Council of the City of Solana Beach, California, does resolve as follows:

1. That the foregoing recitations are true and correct.

Resolution 2024-092
PSA Amendment No.1 with RSF

2. That the City Council authorizes the City Manager to execute Amendment No.1 to the Professional Services Agreement with Rancho Santa Fe Security for fire and burglary alarm system upgrade in Fiscal Year 2024/25 in an amount of $5,799, and a recommended contingency amount of $1,000, for a total amount of $6,799 for Fiscal Year 2024/25 to be charged to Facilities CIP account 1406510.66610.

3. That the City Council authorizes the City Manager to increase the PSA amount by $1,324.80 for alarm monitoring services, for each subsequent year of the contract.

PASSED AND ADOPTED this 11th day of September 2024, at a regularly scheduled meeting of the City Council of the City of Solana Beach, California by the following vote:

AYES: Councilmembers –
NOES: Councilmembers –
ABSENT: Councilmembers –
ABSTAIN: Councilmembers –
______________________________
LESA HEEBNER, Mayor
APPROVED AS TO FORM: ATTEST:
________________________________ ______________________________ JOHANNA N. CANLAS, City Attorney ANGELA IVEY, City Clerk COUNCIL ACTION:
______________________________________________________________________ ______________________________________________________________________

AGENDA ITEM # A.10.

STAFF REPORT

CITY OF SOLANA BEACH
TO: Honorable Mayor and City Councilmembers
FROM: Alyssa Muto, City Manager
MEETING DATE: September 11, 2024
ORIGINATING DEPT: Community Development Department
SUBJECT: Professional Service Agreement Extension with KimleyHorn and Associates Inc. to Complete Update of the City’s Safety Element
BACKGROUND:

Housing Element Law, enacted in 1969, mandates that local governments adequately plan to meet the existing and projected housing needs of all economic segments of the community. The law acknowledges that, in order for the private market to adequately address housing needs and demand, local governments must adopt land use plans and regulatory systems which provide opportunities for, and do not unduly constrain, housing development. SB 379 requires that local governments update their Safety Element upon local hazard mitigation plan and Housing Element updates.

This item is before City Council to consider approving Resolution 2024-097 authorizing the City Manager to extend the PSA with Kimley-Horn and Associates Inc. to assist with the completion of the City’s Safety Element Update.

DISCUSSION:

Kimley-Horn has been assisting with the City’s 6th Cycle Housing and Safety Element updates. The City Council approved the City’s 6th Cycle Housing Element which was subsequently certified by HCD in June 2023. Since then, Staff has been working with Kimley-Horn Associates to update the City’s Safety Element. CalFire has reviewed and commented on the latest draft of the City’s Safety Element and recommended modifications to comply with State Law. Staff and Kimley-Horn have made changes consistent with the recommended changes. The next steps will be to submit the Safety Element to the Office of Emergency Services (OES) at the State. Once approved by the September 11, 2024
Kimley Horn Extension

OES Board, Staff will bring the approved Safety Element back to City Council for final adoption.

CEQA COMPLIANCE STATEMENT:

The proposed amendment is not a project under the California Environmental Quality Act (CEQA).

FISCAL IMPACT:

There is no fiscal impact as this amendment is only for a time extension.

CITY STAFF RECOMMENDATION:

Staff recommends that the City Council consider adoption of Resolution 2024-097 authorizing the City Manager to extend the Professional Services Agreement with KimleyHorn and Associates Inc. through September 30, 2024. ________________________
Alyssa Muto, City Manager
Attachments:

1. Resolution 2024-097
ATTACHMENT 1
RESOLUTION 2024-097

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF

SOLANA BEACH, CALIFORNIA, APPROVING

PROFESSIONAL SERVICES AGREEMENT TIME

EXTENSION WITH KIMLEY-HORN AND ASSOCIATES
INC. TO COMPLETE UPDATE OF THE CITY’S SAFETY

ELEMENT
WHEREAS, in August 2019, the City Council authorized the City Manager to execute a Professional Services Agreement (PSA) to update the City Housing and Safety Element with Kimley-Horn and Associates (Kimley-Horn); and WHEREAS, City Council approved amendments to the Kimley-Horn PSA, to address newly adopted statutes and additional services; and WHEREAS, in August 2022, City Council approved an amendment to extend the Kimley-Horn PSA through September 2023; and
WHEREAS, since the execution of the last amendment to the Kimley-Horn PSA, it was identified that additional time and services were necessary to address additional comments received from CalFire on the City’s Safety Element; and WHEREAS, this extension has no fiscal impact.

NOW, THEREFORE, the City Council of the City of Solana Beach does resolve as follows:

1. That the foregoing recitations are true and correct.

2. That the City Council authorizes the City Manager to extend the professional service agreement with Kimley-Horn and Associates Inc. to complete the City’s Safety Element Update.

PASSED AND ADOPTED this 11th day of September 2024, 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 CITY COUNCIL ACTION: ____________________________________________________ _________________________________________________________________________ AGENDA ITEM # A.11.

STAFF REPORT

CITY OF SOLANA BEACH
TO: Honorable Mayor and City Councilmembers
FROM: Alyssa Muto, City Manager
MEETING DATE: September 11, 2024
ORIGINATING DEPT: City Clerk’s Department – Angela Ivey, City Clerk SUBJECT: League of California Cities’ 2024 Annual Business Meeting Voting Delegates Designees
BACKGROUND:

The League of California Cities (League) has announced that the 2024 Annual Conference will be held on October 16-18, 2024, at the Long Beach Convention Center in Long Beach.

Attendance will be in person and includes general sessions, workshops, and networking events. The Annual Business Meeting will be held on October 18th where the Cal Cities membership will consider and act on resolutions that establish League policy. The League resolutions and policy-making decisions, in conjunction with the League’s efforts, help guide cities to improve the quality and responsiveness of local government. The League requires City Council action to designate its voting delegate and may appoint up to two alternate voting delegates.

This item is before City Council to officially appoint voting delegates for the League’s 2024 Annual Conference, as required, which the City Clerk will attest and forward to the League.

DISCUSSION:

Consistent with League bylaws, a City’s voting delegate and alternate(s) must be designated by City Council action in order to act on behalf of the City of Solana Beach City Council. The voting delegate and alternate(s) must be registered to attend the conference and at least one delegate must be present at the Business Meeting.

Designated Delegates
Currently serving on the League Executive Committee of San Diego County are Councilmember MacDonald, primary, and Councilmember Becker, alternate, both having been appointed January 2023. Councilmember MacDonald has confirmed she will be attending the conference; Councilmember Becker will not be attending.

Designating Additional Alternate Delegate
Previously, the City Council has appointed the City Manager as a second alternate, in case either the primary or alternate are unable to be present at the meeting when votes are called.

September 11, 2024
Annual League Ca. Cities Conference

City Manager Alyssa Muto will be in attendance at the meeting. Therefore, Alyssa Muto is recommended to be appointed as the alternate voting delegate.

CEQA COMPLIANCE STATEMENT: N/A
FISCAL IMPACT:

Fiscal impact is the cost of registration for each League member-city official and the delegates’ travel, lodging, and meals.

WORK PLAN: N/A
OPTIONS:
• Appoint voting delegates to represent the City of Solana Beach at the 2024 League of California Cities Annual Conference.
• Do not appoint voting delegates, forfeiting all or some voting rights for Solana Beach.

CITY STAFF RECOMMENDATION:

Staff recommends that the City Council:

1. Appoint Councilmember MacDonald, primary voting delegate, and City Manager Alyssa Muto, alternate, as the voting delegates for the 2024 Annual Business Meeting of the League of California Cities Annual Conference.

2. Authorize the City Clerk to attest to the appointments and submit the Official Voting Form to the League of California Cities.
_________________________
Alyssa Muto, City Manager
Attachment:

1. Correspondence from League of California Cities, Voting Procedures, and Delegate/Alternate Form.
1400 K Street, Suite 400, Sacramento, CA 95814 • 916.658.8200 • calcities.org

DATE: Wednesday, July 10, 2024
TO: Mayors, Council Members, City Clerks, and City Managers RE: DESIGNATION OF VOTING DELEGATES AND ALTERNATES
League of California Cities Annual Conference and Expo, Oct. 16-18, 2024 Long Beach Convention Center
Every year, the League of California Cities convenes a member-driven General Assembly at the Cal Cities Annual Conference and Expo. The General Assembly is an important opportunity where city officials can directly participate in the development of Cal Cities policy.

Taking place on Oct. 18, the General Assembly is comprised of voting delegates appointed by each member city; every city has one voting delegate. Your appointed voting delegate plays an important role during the General Assembly by representing your city and voting on resolutions.

To cast a vote during the General Assembly, your city must designate a voting delegate and up to two alternate voting delegates, one of whom may vote if the designated voting delegate is unable to serve in that capacity. Voting delegates may either be an elected or appointed official.

Action by Council Required. Consistent with Cal Cities bylaws, a city’s voting delegate and up to two alternates must be designated by the city council. Please note that designating the voting delegate and alternates must be done by city council action and cannot be accomplished by individual action of the mayor or city manager alone.

Following council action, please submit your city’s delegates through the online submission portal by Wed., Sept. 25. When completing the Voting Delegate submission form, you will be asked to attest that council action was taken. You will need to be signed in to your My Cal Cities account when submitting the form.

Submitting your voting delegate form by the deadline will allow us time to establish voting delegate/alternate records prior to the conference and provide pre-conference communications with voting delegates.

Conference Registration Required. The voting delegate and alternates must be registered to attend the conference. They need not register for the entire conference; they may register for Friday only. Conference registration is open on the Cal Cities website.

Council Action Advised by September 25, 2024

LEAGUE OF

CALIFORNIA
CITIES
For a city to cast a vote, one voter must be present at the General Assembly and in possession of the voting delegate card and voting tool. Voting delegates and alternates need to pick up their conference badges before signing in and picking up the voting delegate card at the voting delegate desk. This will enable them to receive the special sticker on their name badges that will admit the voting delegate into the voting area during the General Assembly.

Please view Cal Cities’ event and meeting policy in advance of the conference.

Transferring Voting Card to Non-Designated Individuals Not Allowed. The voting delegate card may be transferred freely between the voting delegate and alternates, but only between the voting delegate and alternates. If the voting delegate and alternates find themselves unable to attend the General Assembly, they may not transfer the voting card to another city official.

Seating Protocol during General Assembly. At the General Assembly, individuals with a voting card will sit in a designated area. Admission to the voting area will be limited to the individual in possession of the voting card and with a special sticker on their name badge identifying them as a voting delegate.

The voting delegate desk, located in the conference registration area of the Long Beach Convention Center in Long Beach, will be open at the following times: Wednesday, Oct. 16, 8:00 a.m.-6:00 p.m. and Thursday, Oct. 17, 7:30 a.m.-4:00 p.m. On Friday, Oct. 18, the voting delegate desk will be open at the General Assembly, starting at 7:30 a.m., but will be closed during roll calls and voting.

The voting procedures that will be used at the conference are attached to this memo.

Please share these procedures and this memo with your council and especially with the individuals that your council designates as your city’s voting delegate and alternates.

Once again, thank you for submitting your voting delegate and alternates by Wednesday, Sept. 25. If you have questions, please contact Zach Seals at [email protected].

Attachments:
• General Assembly Voting Guidelines
• Information Sheet: Cal Cities Resolutions and the General Assembly

LEAGUE OF

CALIFORNIA
CITIES
1400 K Street, Suite 400, Sacramento, CA 95814 • 916.658.8200 • calcities.org 1400 K Street, Suite 400, Sacramento, CA 95814 • 916.658.8200 • calcities.org General Assembly Voting Guidelines

1. One City One Vote. Each member city has a right to cast one vote on matters pertaining to Cal Cities policy.

2. Designating a City Voting Representative. Prior to the Cal Cities Annual Conference and Expo, each city council may designate a voting delegate and up to two alternates; these individuals are identified on the voting delegate form provided to the Cal Cities Credentials Committee.

3. Registering with the Credentials Committee. The voting delegate, or alternates, may pick up the city's voting card at the voting delegate desk in the conference registration area. Voting delegates and alternates must sign in at the voting delegate desk. Here they will receive a special sticker on their name badge and thus be admitted to the voting area at the General Assembly.

4. Signing Initiated Resolution Petitions. Only those individuals who are voting delegates (or alternates), and who have picked up their city’s voting card by providing a signature to the credentials committee at the voting delegate desk, may sign petitions to initiate a resolution.

5. Voting. To cast the city's vote, a city official must have in their possession the city's voting card and voting tool; and be registered with the credentials committee. The voting card may be transferred freely between the voting delegate and alternates but may not be transferred to another city official who is neither a voting delegate nor alternate.

6. Voting Area at General Assembly. At the General Assembly, individuals with a voting card will sit in a designated area. Admission to the voting area will be limited to the individual in possession of the voting card and with a special sticker on their name badge identifying them as a voting delegate.

7. Resolving Disputes. In case of dispute, the credentials committee will determine the validity of signatures on petitioned resolutions and the right of a city official to vote at the General Assembly.

LEAGUE OF

CALIFORNIA
CITIES
Sixty days before the
Annual Conference
and Expo, Cal Cities
members may submit
policy proposals on
issues of importance
to cities. The resolution must
have the concurrence of at least
five additional member cities or
individual members.

How it works: Cal Cities
Resolutions and the General Assembly
General Assembly
General Resolutions Policy Committees
Developing League of California Cities policy is a dynamic process that engages a wide range of members to ensure Cal Cities represents cities with one voice. These policies directly guide Cal Cities’ advocacy to promote local decision-making, and lobby against statewide policies that erode local control.

The resolutions process and General Assembly is one way that city officials can directly participate in the development of Cal Cities policy. If a resolution is approved at the General Assembly, it becomes official Cal Cities policy. Here’s how resolutions and the General Assembly work.

The petitioned
resolution is an
alternate method
to introduce policy
proposals during
the annual conference. The
petition must be signed by
voting delegates from 10% of
member cities, and submitted to
the Cal Cities President at least
24 hours before the beginning
of the General Assembly.

Petitioned Resolutions
The Cal Cities
President assigns
general resolutions
to policy committees
where members
review, debate, and recommend
positions for each policy proposal.

Recommendations are forwarded
to the Resolutions Committee.

Who’s who
The Resolutions Committee
includes representatives
from each Cal Cities
diversity caucus, regional
division, municipal
department, and policy
committee, as well as
individuals appointed by
the Cal Cities president.

Voting delegates
are appointed by each
member city; every city
has one voting delegate.

The General Assembly is a
meeting of the collective
body of all voting
delegates —one from
every member city.

Seven policy committees
meet throughout the year
to review and recommend
positions to take on bills
and regulatory proposals.

Policy committees include
members from each Cal
Cities diversity caucus,
regional division, and
municipal department,
as well as individuals
appointed by the Cal
Cities president.

During the General Assembly, voting delegates
debate and consider general and petitioned
resolutions forwarded by the Resolutions
Committee. Potential Cal Cities bylaws
amendments are also considered at this meeting.

Cal Cities policy
development is a memberinformed process,
grounded in the voices and
experiences of city officials
throughout the state.

For more information visit www.calcities.org/general-assembly Prior to the Annual Conference and Expo
Resolutions Committee
The Resolutions
Committee considers
all resolutions. General
Resolutions approved1 by
either a policy committee
or the Resolutions Committee are next
considered by the General Assembly.

General resolutions not approved, or
referred for further study by both a
policy committee and the Resolutions
Committee do not go to the General
Assembly. All Petitioned Resolutions
are considered by the General
Assembly, unless disqualified.2
During the Annual Conference and Expo
1 The Resolution Committee can amend a general resolution prior to sending it to the General Assembly. 2 Petitioned Resolutions may be disqualified by the Resolutions Committee according to Cal Cities Bylaws Article VI. Sec. 5(f). illi •••
_. G
••• G
--+
COUNCIL ACTION:
______________________________________________________________________ ______________________________________________________________________ AGENDA ITEM # A.12.

STAFF REPORT

CITY OF SOLANA BEACH
TO: Honorable Mayor and City Councilmembers
FROM: Alyssa Muto, City Manager
MEETING DATE: September 11, 2024
ORIGINATING DEPT: City Manager’s Department – Nicole Grucky, Senior Management Analyst
SUBJECT: Council Consideration of Resolution No. 2024-090 Authorizing the City Manager to Execute a Memorandum
Of Understanding with the Solana Beach School District
and San Dieguito Union High School District for Crossing Guard Services
BACKGROUND:

In 2018, members of the community voiced their concerns over pedestrian safety crossing the on- and off-ramps to Interstate 5 on Lomas Santa Fe Drive. Particularly concerning is the safety of children walking to and from school as they attempt to cross the on- and off-ramps, which has led to a decrease in children walking to school and an increase in vehicular traffic.

The City Council (Council) directed Staff to begin a dialogue with the Solana Beach School District (District) to discuss the possibility of partnering to provide these services, ultimately leading to Council approving Resolution 2018-089, a Memorandum of Understanding (MOU) with the District for Crossing Guard Services.

In 2018, the City entered into an agreement with All City Management Services (ACMS) to provide crossing guard services for one year, with the option to extend the agreement for up to four additional one-year terms. In 2024, the original crossing guard agreement expired, and the City released a RFP to solicit crossing guard services for the 2024-25 school year. Council approved Resolution 2024-086, selecting ACMS to provide crossing guard services for one year, with the option to extend the agreement for up to four additional one-year terms.

September 11, 2024
Crossing Guard Services

The original contract with ACMS included service for four crossing guards. Each year, the City met with the District to discuss the needs of the schools, and alter services as needed. For the 2024-25 school year, ACMS will provide ten crossing guards, including crossing guards at Lomas Sante Fe Drive and Stevens Avenue, benefiting Earl Warren Middle School students. Due to the crossing guard services benefiting Earl Warren Middle School students, San Dieguito Union High School District (SDUHSD) expressed interest to the City in cost sharing for the crossing guard services.

This item is before Council to consider Resolution No. 2024-090 (Attachment 1), authorizing the City Manager to enter into a MOU with the District and the SDUHSD to use and to share the costs with the City for Crossing Guard services.

DISCUSSION:

The City would like to promote walking and biking throughout the community and wants to ensure it is safe to do so. The City, the District, and SDUHSD expressed an interest to work in cooperation with one another to share the costs and provide professional crossing guard services at busy interchanges near school sites within Solana Beach city limits during the hours students walk to and from school. In order to fulfil this need, the City has hired ACMS to provide crossing guard services.

The City, the District, and SDUHSD agree that providing crossing guard services will be beneficial to school children and the public as a whole. In order to provide such services, City Staff proposes executing a MOU with the District and SDUHSD to use and share in the costs of crossing guard services.

The MOU includes a cost-share provision whereby the District will be billed for sixty percent (60%) and the SDUHSD will be billed for ten percent (10%) of the actual costs of providing crossing guard services as outlined in the agreement. The City will be responsible for thirty percent (30%) of the costs as well as conducting administration and contract management services. The City shall retain sole discretion in the selection, hiring and provision of crossing guard services, which the City may accomplish through an agreement with an independent contractor. The crossing guard services shall include the provision of personnel equipped and trained in appropriate procedures for crossing pedestrians in accordance with all state and local laws and regulations. The City shall coordinate with the District and SDUHSD to establish, and modify if necessary, the location and schedule of the crossing guards.

Staff recommends that City Council authorize the City Manager to execute the MOU with the District and SDUHSD.

CEQA COMPLIANCE STATEMENT:

Not a project as defined by CEQA.

September 11, 2024
Crossing Guard Services

FISCAL IMPACT:

The total cost for the first year of the agreement with ACMS is not to exceed $231,912, which was approved by Council on July 10, 2024. Through the MOU, the Solana Beach School District will reimburse the City for sixty percent (60%) of this cost and the San Dieguito Union High School District will reimburse the City for ten percent (10%) of this cost, so the total fiscal impact to the City will be $69,573.60 FY 2024/25.

WORK PLAN:

Not a project defined with the FY 2024/25 Work Plan. However, this program is consistent with the Environmental Sustainability section of the Work Plan as it encourages children to walk and bike to school and reduces the amount of vehicles on the road.

OPTIONS:
• Approve Staff recommendation.
• Approve Staff recommendation with alternative amendments / modifications. • Deny Staff recommendation and provide direction.

DEPARTMENT RECOMMENDATION:

Staff recommends that the City Council adopt Resolution 2024-090 authorizing the City Manager to sign a Memorandum of Understanding with the Solana Beach School District and the San Dieguito Union High School District for crossing guard services.

CITY MANAGER’S RECOMMENDATION:

Approve Department Recommendation.
_________________________
Alyssa Muto, City Manager
Attachments:

1. Resolution 2024-090
ATTACHMENT 1
RESOLUTION 2024-090

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF

SOLANA BEACH, CALIFORNIA, AUTHORIZING THE CITY

MANAGER TO EXECUTE A MEMORANDUM OF

UNDERSTANDING WITH THE SOLANA BEACH SCHOOL

DISTRICT AND SAN DIEGUITO UNION HIGH SCHOOL

DISTRICT FOR CROSSING GUARD SERVICES
WHEREAS, the City promotes walking and biking throughout the community to promote a healthier lifestyle, reduce vehicular traffic, and reduce greenhouse gas emissions; and
WHEREAS, the safety of Solana Beach students walking and biking to and from school is paramount; and
WHEREAS, the City has contracted with All City Management Services, Inc. (ACMS), to provide crossing guard services for schools within city limits; and WHEREAS, the crossing guard services benefit students in the Solana Beach School District (District), the District has previously shared in the costs of the crossing guard services with the City, and the District has agreed to continue to share the costs; and
WHEREAS, the crossing guard services benefit Earl Warren Middle School students and the San Dieguito Union High School District (SDUHSD) has also agreed to share the costs of the crossing guard services; and
WHEREAS, the District and SDUHSD will enter into an Memorandum of Understanding (MOU) with the City and District to cost share for crossing guard services.

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.

2. That the City Council authorizes the City Manager to execute a Memorandum of Understanding between the City, Solana Beach School District, and San Dieguito Union High School District.

PASSED AND ADOPTED this 11th day of September 2024, at a regular 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 CITY COUNCIL ACTION:
______________________________________________________________________ ______________________________________________________________________ AGENDA ITEM # C.1.

STAFF REPORT

CITY OF SOLANA BEACH
TO: Honorable Mayor and City Councilmembers
FROM: Alyssa Muto, City Manager
MEETING DATE: September 11, 2024
ORIGINATING DEPT: Community Development Department – Joseph Lim, Community Development Director
SUBJECT: Joint Resolution (Solana Beach, Del Mar, San Diego, 22nd DAA) – LOSSAN Rail Realignment
BACKGROUND:

The San Diego Association of Governments (SANDAG), as the Lead Agency under the California Environmental Quality Act (CEQA), has initiated the preparation of a Draft Environmental Impact Report (EIR) for the San Diego-Los Angeles-San Luis Obispo Rail Realignment (SDLRR) Project (PROJECT). Since the June 18, 2024 Scoping Meeting for the Notice of Preparation (NOP) of the Project, representatives from the City of Solana Beach, City of Del Mar, City of San Diego, and the 22nd District Agricultural Association (Parties) have identified significant common priorities and concerns regarding the project and proposed alignments contained in the NOP. In addition to these significant concerns, the Primary Project Stakeholders have identified the need for greater engagement from SANDAG to develop mutually agreed upon project goals and objectives.

This item before the Council is to consider adoption of a Joint Resolution (Attachment 1) amongst the Primary Project Stakeholders that would guide the development of project goals and objectives for the LOSSAN Rail Realignment Project as well as the process for engagement, analysis and decision making by SANDAG.

DISCUSSION:

The LOSSAN rail corridor is crucial for the regional economy, serving commuters, freight transport, and connecting key ports and military bases. Given the current challenges with the rail alignment, expanding and ensuring reliable future rail services is essential.

Additionally, exploring alternatives to the existing rail alignment is necessary to address potential negative impacts.

The Parties involved have raised specific concerns about the project Notice of Preparation. Since the close of the NOP for the project on July 19, 2024, the Primary Project Stakeholders have worked together to establish mutually agreed-upon September 11, 2024
Joint Resolution - LOSSAN Rail Realignment

expectations and priorities for the project. Under this resolution, the Primary Project Stakeholders are requesting SANDAG as part of the ongoing development and permitting process for the project alternatives, to further engage and work with stakeholders to ensure an informed process that is derived from research, engineering and technical evaluations. Engaging with the Parties and addressing their concerns through a technically informed process is critical to minimizing potential adverse impacts and ensuring the project's success.

CEQA COMPLIANCE STATEMENT:

The proposed Resolution is not a project under the California Environmental Quality Act (CEQA).

FISCAL IMPACT:

There is no fiscal impact as it relates to this Resolution.

CITY STAFF RECOMMENDATION:

The City Manager recommends the City Council consider adoption of the joint resolution 2024-098 between the cities of Del Mar, Solana Beach, San Diego and the 22nd District Agricultural Association regarding the San Diego Association of Governments LOSSAN Rail Realignment Project.
________________________
Alyssa Muto, City Manager
Attachments:

1. Resolution 2024-098 (Joint Resolution)
RESOLUTION 2024-098

A JOINT RESOLUTION OF THE CITY COUNCIL OF THE CITY OF

DEL MAR (DEL MAR), CITY COUNCIL OF THE CITY OF SOLANA

BEACH (SOLANA BEACH), CITY COUNCIL OF THE CITY OF SAN
DIEGO (SAN DIEGO), 22ND DISTRICT AGRICULTURAL
ASSOCIATION (22ND DAA), (TOGETHER THE “PARTIES”),

REGARDING THE SAN DIEGO ASSOCIATION OF

GOVERNMENTS (SANDAG) LOSSAN RAIL REALIGNMENT

PROJECT
WHEREAS, the Los Angeles—San Diego—San Luis Obispo (LOSSAN) rail corridor is an important part of the region’s economy, has a role in our nation’s defense by providing direct rail access to key ports and military bases, and is a significant component of achieving SANDAG’s adopted climate goals; and
WHEREAS, the LOSSAN corridor also supports ridership for North County Transit District (NCTD), Amtrak Pacific Surfliner, and the transit of goods for the BNSF railway; and WHEREAS, a portion of this rail line runs along the environmentally sensitive and fragile Del Mar bluffs, the erosion of which continues to affect passenger and freight rail operations and has been identified for realignment by SANDAG; and WHEREAS, as part of the rail realignment effort, it is critically important that SANDAG undertake robust outreach and engagement throughout the process, which should include sharing information and engaging equally with each of the primary governing body project stakeholders (Primary Stakeholders) to determine a long-term solution to continue passenger and freight rail operations to the north and south; and WHEREAS, the built environment in which this project will be undertaken poses many challenges including potentially adverse impacts to public and private property (including acquisition of rights-of-way and eminent domain), businesses, homeowners/residents, tourism, public safety, sensitive environmental areas, and the regional economy during and following construction, which must be considered and minimized to the greatest extent feasible when identifying potential rail realignment options; and WHEREAS, SANDAG is the Lead Agency under the California Environmental Quality Act (CEQA), and the Primary Stakeholders may have discretionary actions at some point in the future making them a Responsible Agency under CEQA; and WHEREAS, significant negative concerns about each of the proposed project alignments (A, B, and C) have been raised by project stakeholders and the public as part of the project Notice of Preparation (NOP) public comment process, which closed on July 19, 2024.

NOW, THEREFORE, BE IT RESOLVED by the Parties that:

1. The above recitals are true and correct.

2. In light of the significant concerns that have been raised about proposed Alignments A, B, and C, including a lack of sufficient engagement with the Primary SANDAG LOSSAN Joint Resolution

Stakeholders, the Parties request that SANDAG undertake more detailed engagement with the Primary Stakeholders to develop mutually agreed upon project goals and objectives, identify a clear project description, and determine new or modified rail realignment options.

3. Throughout the planning, analysis, and design of this project, SANDAG should take into consideration how to minimize or, if possible, avoid negative or adverse impacts as outlined by the Parties above.

4. Decision making should be based on publicly available documentation derived from research, engineering, and technical evaluations, including but not limited to selection of the proposed project and alternatives, attainment of the majority of defined key project objectives, and determinations of significance under CEQA for issue areas, environmentally preferred alternative, and statement of overriding considerations.

5. The Parties direct that a copy of this Resolution be provided to SANDAG once fully executed.

PASSED, APPROVED AND ADOPTED by the Parties as indicated by the following authorized signors as of the dates identified below:

CITY OF DEL MAR CITY OF SOLANA BEACH
____________________________ _________________________
Dave Druker, Mayor Lesa Heebner, Mayor
DATE: ______________________ DATE: ___________________
CITY OF SAN DIEGO 22ND DISTRICT AGRICULTURAL

ASSOCIATION
____________________________ __________________________ Todd Gloria, Mayor Frederick Schenk, Board President
DATE: ______________________ DATE: ____________________