Minutes 2022-07-25 CC 1
July 25, 2022
Monday
5:30 p.m.
CALL TO ORDER
Mayor pro tem Infanti called the meeting to order at 6:30 p.m.
ROLL CALL
Present: Mayor Charlie Uhrig; Mayor pro tem Mark Infanti; Councilmembers Robert Clarke, Claudia Orona (via Zoom), Jim Thomas
Staff: City Manager Xenia Bradford, Interim Assistant City Attorney Craig Steele, Public Works Director Rodger Olds, City Clerk Annamarie Porter
PLEDGE OF ALLEGIANCE
Led by Councilmember Clarke
PROCLAMATIONS, COMMENDATIONS AND CEREMONIAL ITEMS - None PRESENTATIONS - None
1. PUBLIC COMMUNICATIONS – NON-AGENDA AND CONSENT ITEMS Michael Miller spoke about issues he is having with the American Music Industry and his IP address being monitored inappropriately and discussed police corruption and other legal difficulties.
Michael Baker, CEO, United Boys and Girls Club, provided an update of activities; spoke about the need to hire staff and urged candidates to contact him at [email protected] for more information.
Ed Skytt referenced an article in the paper regarding water conservation and asked for an explanation of current commercial and residential regulations relative to reducing consumption by 20%; spoke about difficulties of small businesses in meeting the 20% reduction requirement and base year calculations and suggested City Council evaluate the matter, specifically as it relates to Commercial District 1.
Sheila Benedict, via Zoom, spoke about changes related to District voting and asked for clarification in terms of when Districts 1 and 2 residents are able to vote.
There were no other public comments.
2. CITY MANAGER REPORT AND ADVANCE CALENDAR
City Manager Bradford narrated a PowerPoint presentation; addressed how residents can view City Council meetings, the State of the City event, the General Plan Update, the Downtown European Plaza Community Workshop, review of the Community Design Element, upcoming agenda items for the Planning Commission, the Design Review Committee and the Tourism Advisory Committee, an update on current projects and details of the Advance Calendar.
MINUTES
SOLVANG CITY COUNCIL
REGULAR MEETING
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Discussion followed regarding issues with bathrooms at Veterans Hall, a study on the feasibility of a parking structure, having staff provide a quarterly update on current projects and an upcoming webinar regarding funds available for the Regional Community Emergency Center.
3. COUNCIL COMMENTS AND REQUESTS
Mayor Uhrig discussed Food Bank operations; discussed the end of the Summer Reading Program through the Solvang Library and upcoming events; reported attending a recent Santa Barbara County Association of Governments meeting; announced upcoming Movies in the Park events; addressed the mandatory certification requirements for businesses that serve alcohol and commented on a Valleywide Chamber Mixer, the Solvang State of the City and Music in the Park. Additionally, he addressed new bills for the hospitality and hotel industries noting the State is trying to push homeless shelters for hotels that are not being used.
Councilmember Clarke thanked Father Bobby, Pastor, Mission Santa Ynez who is departing for other responsibilities within the church.
4. CONSENT ITEMS
a. Approve Order of Agenda as Presented
b. Approve the City Council meeting Minutes July 11, 2022 c. Receive and File Santa Barbara County Fire City of Solvang 4th Quarter Fire Reports Motion by Councilmember Clarke, to approve the Consent Agenda as presented, seconded by Councilmember Thomas, and carried 5-0.
PUBLIC HEARINGS - None
BUSINESS ITEMS
5. AGREEMENT WITH MNS ENGINEERS FOR THE CITY’S FACILITIES PROGRAM
ASSESSMENT MASTER PLAN
Approve the Agreement with MNS Engineers Inc for the City Facilities Program Assessment and Master Plan for the amount not to exceed $84,937 for the term July 1, 2022 – June 30, 2023, and authorize the City Manager to Execute on Behalf of the City City Manager Bradford introduced the item and deferred to Public Works Director Olds for a presentation.
Public Works Director Olds narrated a PowerPoint presentation regarding the City Facilities Program Assessment and Master Plan.
Discussion followed regarding inclusion of the project in the CIP budget, studies mandated to be completed this fiscal year, the Mission Drive Pedestrian and Vehicle Corridor Study and the General Plan Traffic Element.
There were no public comments on this item.
Motion by Mayor pro tem Infanti, to approve the Agreement with MNS Engineers Inc for the City Facilities Program Assessment and Master Plan for the amount not to exceed $84,937 for the term July 1, 2022 – June 30, 2023 and authorize the City Manager to Execute on Behalf of the City, seconded by Councilmember Clarke, and carried 5-0.
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6. ANNUAL CITY TREE SERVICES CONTRACT WITH WEST COAST ARBORISTS Approve the 3rd Amendment to the agreement with West Coast Arborists Inc for annual street tree maintenance in the amount not to exceed $120,000 and to extend the term to June 30, 2023, and authorize the City Manager to execute on behalf of the City.
City Manager Bradford introduced the item and deferred to Public Works Director Olds for a presentation.
Public Works Director Olds narrated a PowerPoint presentation regarding the West Coast Arborist Contract Amendment No. 3.
Discussion followed regarding the need for an update on the City’s tree inventory, clarification of grid/routine trim, inclusion of private trees in the last tree inventory and ensuring that the City does not pay to maintain trees on private property.
Interim Assistant City Attorney Steele reported that under the code, street trees are trees within the right-of-way and noted the right-of-way dimensions are different throughout the City.
There were no public comments on this item.
Motion by Mayor Uhrig, to approve the 3rd Amendment to the agreement with West Coast Arborists Inc for annual street tree maintenance in the amount not to exceed $120,000 and to extend the term to June 30, 2023 and authorize the City Manager to execute on behalf of the City, seconded by Councilmember Thomas, and carried 5-0.
7. ANNUAL SIDEWALK GRINDING CONTRACT WITH CALIFORNIA GRINDING Approve Amendment 1 to the Agreement with California Concrete Grinding LLC, Inc for City Sidewalk Inspection Grinding and Repair for the additional amount not to exceed $46,000 and to extend the term to December 31, 2022 and authorize the City Manager to execute on behalf of the City.
City Manager Bradford introduced the item and deferred to Public Works Director Olds for a presentation.
Public Works Director Olds narrated a PowerPoint presentation regarding the Annual Sidewalk Grinding Contract with California Grinding.
Discussion followed the number of surveys conducted over the last year and grinding sidewalks that have been damaged by tree roots.
There were no public comments on this item.
Motion by Mayor pro tem Infanti, to approve Amendment 1 to the Agreement with California Concrete Grinding LLC, Inc for City Sidewalk Inspection Grinding and Repair for the additional amount not to exceed $46,000 and to extend the term to December 31, 2022 and authorize the City Manager to execute on behalf of the City, seconded by Mayor Uhrig, and carried 5-0.
8. CONTRACT TIME EXTENSION WITH MINTIER HARNISH FOR GENERAL PLAN UPDATE Approve Amendment 3 to the Agreement with Mintier Harnish LP for General Plan Update consulting services to extend the term to June 30, 2023 and authorize the City Manager to execute on behalf of the City.
City Manager Bradford presented details of the staff report.
Mayor pro tem Infanti commented on use of a group, Air Sage, by Mintier Harnish to identify phones and provide pertinent data about tourism through a contract directly with the City; noted there was no attorney review and requested clarification.
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City Manager Bradford reported it was a simple contract of $10,000 which was separate and discreet in scope to conduct analysis of the City’s tourists and tracking of cellular data, directly between the City and Air Sage used in the process for the Economic Element update and marketing efforts and where Mintier Harnish contributed $5,000 and the City contributed $5,000.
In response to Mayor Uhrig’s question, City Manager Bradford noted the project timeline is to have the General Plan Update prepared and presented to the Planning Commission and City Council in the January/February 2023 timeframe.
There were no public comments on this item.
Motion by Mayor pro tem Infanti, to approve Amendment 3 to the Agreement with Mintier Harnish LP for General Plan Update consulting services to extend the term to June 30, 2023 and authorize the City Manager to execute on behalf of the City, seconded by Mayor Uhrig, and carried 5-0.
9. BUDGET PRESENTATION AND ADOPTED FISCAL YEAR 2022-24 FINANCIAL PLAN
PRESENTATION
Per Council request, receive presentation on the Adopted Fiscal Years 2022-24 Financial Plan and budget process.
City Manager Bradford narrated a PowerPoint presentation regarding the City’s Financial Plan Development process and discussed net changes in financial position, Capital Improvement Program funding by Fund and a year-to-year comparison of operating contracts over $35,000.
Discussion followed regarding funding for the Therapeutic Riding Program and the Juneteenth event, requests for budget adjustments, additional funding for Code Enforcement, the tree management contract, the Facilities Program Assessment Master Plan, the SYV T-bid revenues and expenditures, forecasts for tourism expenditures, public works and utility expenses, the IT budget, the law enforcement contract with Santa Barbara County and funding for a Planning Consultant.
There were no public comments on this item.
City Council concurred to receive the presentation on the Adopted Fiscal Year 2022-24 Financial Plan.
10. SPECIAL EVENTS FUNDING POLICY DIRECTION
Receive staff report and provide with policy direction for special events grant funding.
City Manager Bradford presented details of the staff report.
Discussion followed regarding fees for traffic control for the Rotary Fourth of July parade, previous parade monitoring by City staff where staff was compensated with comp time, funding for Julefest, the Veterans Parade and the Pride Parade, having staff develop a policy, getting advance requests (at least three months before the event).
Mayor Uhrig stated he would be remiss if he did not support the Veterans, but Pride was an event that they want to bring, and he would not be inclined to waive fees for that type of event. Mayor pro tem Infanti concurred.
Councilmember Clarke reported he would like for the City to fund only the Fourth of July parade and Danish Days; noted it is not taxpayer’s responsibility to fund special events and suggested partnering on events that are important to Solvang in terms of contributing to tourism.
Councilmember Orona spoke about streamlining the process; suggested supporting special events that are historically and culturally significant to Solvang and related to Federal Holidays.
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Councilmember Thomas spoke about prioritizing funding for Senior Services and disadvantaged children.
Councilmember Clarke noted a difference between grants and special events.
City Manager Bradford reported that grants are not on tonight’s agenda.
Councilmember Thomas asked to bring the topic of grants before City Council at a future date and City Council concurred.
Mayor pro tem Infanti commented on the possibility of granting marketing support versus financial support.
Discussion followed regarding vendor fees and licensing fees.
Mayor Uhrig invited public comments.
Michael Miller spoke about the possibility of offering tax breaks or a sliding scale for events.
Dennis Beebe suggested that staff provide options and evaluate each.
There were no other public comments.
Staff will return with a draft policy for City Council’s consideration.
11. AB1234 REPORT OUT AND COUNCIL CLOSING COMMENTS - None
12. ADJOURNMENT- Mayor Uhrig adjourned the meeting at 8:47 p.m.
Respectfully submitted:
Annamarie Porter, City Clerk
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