Solvang City Council
August 8, 2022

Agenda 2022-08-08 CC

CITY COUNCIL AGENDA
MONDAY, AUGUST 8, 2022
6:00 PM SPECIAL CLOSED SESSION, AND
6:30 PM REGULAR MEETING
VIRTUAL & IN COUNCIL CHAMBER, 1644 OAK STREET, SOLVANG, CA 93463 City Council:

Charlie Uhrig, Mayor
Mark Infanti, Mayor pro tem
Robert Clarke, Councilmember
Claudia Orona, Councilmember
Jim Thomas, Councilmember
Pursuant to California Assembly Bill 361 City Council meetings are permitted to be held via teleconferencing and the City will provide both remote and in-person participation options. Members of the public can observe and address the meeting telephonically or electronically. Virtual participation is available via Zoom or phone. Join the Zoom meeting by visiting https://zoom.us/j/3066529195 (Meeting ID: 306 652 9195). If you wish to speak, please use the “raised hand” symbol. If you would like to make a comment by phone, please call into conference line at (888) 788-0099 (Meeting ID: 306 652 9195). The phone line will be open starting at 6 p.m. In-person speakers will be invited to make public comments first. Virtual speakers will follow. You may also observe the live stream of the City Council meetings on www.CityofSolvang.com.

Distribution to the City Council – You may, but are not required to, submit your comment in advance.

Should you wish to do so, please do so via email prior to 5 p.m. on the Friday prior to the Council meeting to the City Clerk at: [email protected]. Your comment will be recorded and distributed appropriately.

AGENDA AND SUPPORTING MATERIALS - Copies of staff reports and supporting documentation pertaining to each item on this agenda are available for public viewing and inspection at City Hall, 1644 Oak Street, Solvang, during regular business hours and on the City’s website www.cityofsolvang.com AGENDA POSTING NOTIFICATION - If you would like to receive notification of the agenda availability, please subscribe to our “Notify Me” list at: https://www.cityofsolvang.com/List.aspx. You will receive notification when the agenda is available for viewing on the website and you may view and/or print a copy.

DOCUMENTS DISTRIBUTED FOLLOWING THE POSTING OF THE AGENDA. Any writings that relate to an agenda item for an open session that is distributed to a majority of the Council after the posting of the agenda, will be available for public inspection at the City Clerk’s office, and may be posted to the website.

PUBLIC COMMENT - The public is encouraged to address the City Council on any matter posted on the agenda or on any other matter within its jurisdiction. If you wish to address the City Council on non-agenda items, you may do so during the PUBLIC PARTICIPATION ON NON-AGENDA ITEMS section on the agenda. Each person is allotted three (3) minutes to speak.

Pursuant to provisions of the Brown Act, no action may be taken on a matter unless it is listed on the agenda, or unless certain emergency or special circumstances exist. The City Council may direct staff to investigate and/or schedule certain matters for consideration at a future City Council meeting.

IN COMPLIANCE WITH THE AMERICANS WITH DISABILITIES ACT - It is the intention of the City of Solvang to comply with the Americans with Disabilities Act (ADA) in all respects. If, as an attendee or a participant at this meeting, you need special assistance beyond what is normally provided, the City will attempt to accommodate you in every reasonable manner. Please contact the City Clerk at either (805) 688-5575 x206 or [email protected]. 72- hours’ notice is requested. 1 Agenda 2022-08-08 CC
6:00 PM CITY COUNCIL SPECIAL CLOSED SESSION

1. CALL TO ORDER

2. ROLL CALL

3. PLEDGE OF ALLEGIANCE

4. PUBLIC COMMUNICATIONS ON CLOSED SESSION
This section is intended to provide members of the public with the opportunity to comment on Closed Session Items. This section is limited to 30 minutes. Each speaker will be afforded three minutes, and may speak only once

5. RECESS TO CLOSED SESSION
a. CONFERENCE WITH LABOR NEGOTIATOR – The Closed Session is authorized by the Government Code Section §54957.6
AGENCY NEGOTIATOR:

Xenia Bradford, City Manager
EMPLOYEE ORGANIZATION:

Teamsters Union Local 986

RECONVENE TO OPEN SESSION

6. ANNOUNCEMENT OF CLOSED SESSION ACTIONS

7. ADJOURNMENT
6:30 PM OPEN SESSION – REGULAR MEETING

CALL TO ORDER

ROLL CALL

PLEDGE OF ALLEGIANCE

PROCLAMATIONS, COMMENDATIONS AND CEREMONIAL ITEMS
a. Years of Service Award
b. Employee of the Quarter Award

PRESENTATIONS

1. PUBLIC COMMUNICATIONS – NON- AGENDA AND CONSENT ITEMS This section is intended to provide members of the public with the opportunity to address the Council on items not on the Agenda and the Consent Agenda. This section is limited to 30 minutes. Each speaker will be afforded three minutes and may speak only once. State law does not allow the Council to discuss or take action on issues not on the agenda, except to briefly respond or to ask Staff to follow up on such items.

2. CITY MANAGER REPORT AND ADVANCE CALENDAR
2 Agenda 2022-08-08 CC
Informational Report…………………………………………………………………………………………………5

3. COUNCIL COMMENTS AND REQUESTS
Comments and requests from City Council Members. No action will be taken at this meeting.

4. CONSENT ITEMS
This section is intended to provide members of the public with the opportunity to address the Council on items not on the Agenda and on Consent. Each speaker will be afforded three minutes and may speak only once. State law does not allow the Council to discuss or take action on issues not on the agenda, except to briefly respond or to ask Staff to follow up on such items.
a. Approve Order of Agenda as Presented.
b. Approve City Council Minutes of the Closed Session Meeting of July 19, 2022 and the Regular Meeting of July 25, 2022…………………………………………………………………………….…..6 c. Adopt Resolution No. 22-1188 a Resolution of the City Council of the City of Solvang, California Authorizing Remote Teleconference Meetings of the Solvang Meeting Bodies……………………..13 d. Approve Warrant Register for the Month of July 2022 ………………………………………………...19 e. Receive and file Visit SYV 1st Quarter report 2022…………………………………………………...28 f. Approve revised amendment 3 to the agreement with Zworld LLC for annual geographic information systems (GIS) services for the additional amount not to exceed $37,500 for the additional scope of services to extend the term to June 30, 2023 and authorize the City Manager to execute on behalf of the City..............................................................................................................45 g. Adopt Resolution No 22-1189 Extension of deadline to submit arguments for and against Solvang Local Control and Essential Services Measure …………………………………………...74 PUBLIC HEARINGS - None

BUSINESS ITEMS

5. PRESENTATION FROM THE SANTA BARBARA COUNTY FIRE CHIEF ON FIRE SERVICES

AND INTENT TO UPGRADE CAPITAL INFRASTRUCTURE INCLUDING UPGRADES TO

SOLVANG FIRE STATION
Receive a presentation form the Santa Barbara County Fire District Chief on fire services and intent to upgrade the Solvang Fire Station……………………………………………………………..80

6. POLL OPTIONS TO RECEIVE PUBLIC INPUT REGARDING CUSTOMER SATISFACTION

WITH THE CITY SERVICES
Receive a report on poll options to receive input regarding customer satisfaction with the City services……………………………………………………………………………………………………82

7. GRANT FUNDING POLICY MODIFICATIONS FOR FISCAL YEAR 2023-24…………………...85 Per Council general direction, receive and approve an updated Grant Funding policy to be applied to Fiscal Year 2023-24 Supplemental Budget development process.

8. DESIGNATE VOTING DELEGATES AND ALTERNATES TO THE LEAGUE OF CALIFORNIA CITIES ANNUAL CONFERENCE & EXPO – SEPTEMBER 7-9, 2022
Designate voting delegates and alternates to the League of California Cities Annual Conference & Expo – September 7-9, 2022 ……………………………………………………………………….88 3 Agenda 2022-08-08 CC

9. AB1234 REPORT OUT AND COUNCIL CLOSING COMMENTS

10. ADJOURNMENT

AFFIDAVIT OF POSTING
I, Annamarie Porter, City Clerk for the City of Solvang, California, DO HEREBY CERTIFY under penalty of perjury under the laws of the State of California, that the foregoing revised notice was posted at the City of Solvang City Hall bulletin board at 1644 Oak Street, Solvang, CA and on the City of Solvang website not less than 72 hours prior to the meeting, per Government Code 54954.2.

Dated this 5th day of August 2022.
4 Meeting Date Agenda Item Agenda Action
22-Aug Parking in-lieu Regulations Policy Direction Business Policy Downtown Plaza Community Workshop Results Business Policy California Dept of Insurance Presentation Presentations Receive Code of Conduct Resolution Consent Adopt
Parking in-lieu waiver requests (several businesses under review by staff) Business
Approve/Deny/P
olicy
Special Events Funding Requests Policy, Fees Review, and Permitting Guidelines Further Recommended
Modifications Business Policy/Approve
Drought Regulations Resolution Update Consent Approve
5-Sep AB1600 report Consent Approve
19-Sep
10-Oct
24-Oct Quarterly Financial Report Business Receive
14-Nov Preliminary General Plan Update Review Business Policy 21-Nov Stormwater Management Program Annual Report Receive 12-Dec Annual Comprehensive Financial Report Audit Receive 26-Dec Cancelled
Meeting Date Agenda Item Agenda Action
N/A
Agenda Item Agenda Action
November Stormwater Management Program Annual Report Consent Receive December Appointment of Mayor pro tem Business Approve
December Council selection of representatives to Committees and Agencies Business Approve
December (every
two years/ even
year) Appointment to Boards, Commissions, Committees Business Approve January Comprehensive Annual Financial Report Business Approve January Grant Funding Policy Review Business Approve
February Measure A 5-Year Local Program of Projects Public Hearing Approve February Fiscal Outlook and Financial Policies Business Approve February (every-two
years/ even year)
Council Budget Goal Setting Public WorkshopApprove
March SB1 RMRA project List Public Hearing Approve
March Investment Policy Annual Review Business Approve
March Solvang Skytt Mesa LLMD Annual Assessment Public Hearing Approve March FTA 5311 Grant Agreement Consent Approve
March TDA Grant Funding Consent Approve
May Preliminary Budget
Oct/Jan/April/July Quarterly Financial Reports Business Approve June Two-Year Financial Plan Development or Supplemental Budget adoption Business Adopt
June Capital Improvement Program Business Adopt
June/July Amend Appropriation Limit Public Hearing Adopt July AB 1600 Report Business Approve
Council Requested Agenda Items
Annual Reports

ADVANCE CALENDAR
5 Minutes 2022-07-19
CC Special Closed Session Meeting 1
July 19, 2022
Tuesday
12:00 p.m.

1. CALL TO ORDER
Mayor Uhrig called the meeting to order at 12:04 p.m.

2. ROLL CALL

Present: Mayor Charlie Uhrig; Mayor pro tem Mark Infanti; Councilmembers Claudia Orona (arrived ag 12:08 p.m.), Jim Thomas

Absent: Councilmember Robert Clarke
Staff: City Manager Xenia Bradford, City Attorney David Fleishman, City Clerk Annamarie Porter

3. PLEDGE OF ALLEGIANCE
Led by Mayor Uhrig

4. PUBLIC COMMUNICATIONS ON CLOSED SESSION
There were no public communications on Closed Session items.

5. RECESS TO CLOSED SESSION
Mayor Uhrig recessed to Closed Session at 12:06 p.m.
a. CONFERENCE WITH LABOR NEGOTIATOR – The Closed Session is authorized by the Government Code Section §54957.6
AGENCY NEGOTIATOR:

Xenia Bradford, City Manager
EMPLOYEE ORGANIZATION:

Teamsters Union Local 986

RECONVENE TO OPEN SESSION
Mayor Uhrig reconvened from Closed Session at 12:42 p.m.

6. ANNOUNCEMENT OF CLOSED SESSION ACTIONS
City Attorney David Fleishman reported City Council met in Closed Session to discuss the item under the Closed Session Agenda and there was no reportable action.

MINUTES

SOLVANG CITY COUNCIL

SPECIAL CLOSED SESSION
Agenda Item 4.b
6 Minutes 2022-07-19
CC Special Closed Session Meeting 2

7. ADJOURNMENT
Mayor Uhrig adjourned the meeting at 12:43 p.m.

Respectfully submitted:

Annamarie Porter, City Clerk
7 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
8 Minutes 2022-07-25 CC 2
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.
9 Minutes 2022-07-25 CC 3

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.
10 Minutes 2022-07-25 CC 4
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 and Mayor pro tem Infanti stated they would not support funding the Veterans or the Pride parades.

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. 11 Minutes 2022-07-25 CC 5
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
12 Agenda Item Number: 4.c
Solvang City Council STAFF REPORT
PREPARED BY: Xenia Bradford, City Manager
MEETING DATE: August 8
SUBJECT: Adopt Resolution No. 22-1188, a Resolution of the City Council of the City of Solvang, California authorizing
remote teleconference meetings of the City Council,
Commissions and Committees
RECOMMENDATION:

Adopt Resolution No. 2-1188 to allow for continued remote attendance to teleconferenced meetings of the City Council, Planning Commission, and Committees.

SUMMARY:

On September 16, 2021, Governor Newsom signed Assembly Bill 361 (AB 361), which modified the Brown Act to provide that a legislative body subject to the Brown Act may continue to meet under modified teleconferencing rules if the meeting occurred during a proclaimed state of emergency and state or local officials had imposed or recommended measures to promote social distancing.

On September 28, 2021, the Santa Barbara County Health Department recommended that measures be implemented to promote social distancing, as set forth in a document entitled “Health Officials AB 361 Social Distance Recommendation”, attached as Exhibit A to the Resolution.

State or local officials have recommended measures to promote social distancing, including the holding of virtual meetings for legislative bodies within the County of Santa Barbara. Therefore, in reconsideration of the circumstances of the State of Emergency declared by Governor Newsom and findings that the State of Emergency still warrants the option of teleconferencing for City Council meetings, it is in the interest of public health and safety, and in response to the local recommendation for measures to promote social distancing, we find necessity in invoking the provisions of AB 361 related to teleconferencing.
13 A meeting of the City Council was conducted virtually, in part, on October 11, 2021, and therefore, the City Council adoption of the Resolution would be in conformity with AB 361. Staff would return to the City Council no later than thirty (30) days after the adoption of the Resolution, or at the next meeting of the City Council if later than thirty (30) days after adoption of the Resolution, for the City Council to consider whether to again make the findings required to meet under the modified teleconference procedures of AB 361.

ALTERNATIVES:

N/A
FISCAL IMPACT:

None.

ATTACHMENTS
A – Resolution No. 21188
14 RESOLUTION NO. 22-1188

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SOLVANG, CALIFORNIA

AUTHORIZING REMOTE TELECONFERENCE MEETINGS OF THE CITY COUNCIL,

PLANNING COMMISSION, DESIGN REVIEW COMMITTEE & TOURISM ADVISORY

COMMITTEE
WHEREAS, on March 4, 2020, Governor Newsom issued a Proclamation of State of Emergency in response to the COVID-19 pandemic, which Proclamation remains in effect; and
WHEREAS, on March 17, 2020, Governor Newsom issued Executive Order N-29-20, modifying the teleconferencing rules set forth in the Brown Act, Government Code sections 54950 et seq., subject to compliance with certain requirements; and WHEREAS, on June 11, 2021, Governor Newsom issued Executive Order N-08- 21, providing that the modifications to the teleconferencing rules under the Brown Act would remain in place through September 30, 2021; and
WHEREAS, on September 16, 2021, Governor Newsom signed Assembly Bill 361 (AB 361), which modified the Brown Act to provide that a legislative body subject to the Brown Act may continue to meet under modified teleconferencing rules if the meeting occurs during a proclaimed state of emergency and state or local officials have imposed or recommended measures to promote social distancing; and WHEREAS, on September 28, 2021, the Santa Barbara County Health Department recommended that measures be implemented to promote social distancing, as set forth in a document entitled "Health Officials AB 361 Social Distance Recommendation", attached hereto as Exhibit A and incorporated herein; and WHEREAS, in the interest of public health and safety, and in response to the local recommendation for measures to promote social distancing, the City Council finds it necessary to invoke the provisions of AB 361 related to teleconferencing.

NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SOLVANG DOES HEREBY RESOLVE AS FOLLOWS:

SECTION 1. The recitals set forth above are true and correct and are adopted as findings in support of this Resolution.

SECTION 2. The City Council has reconsidered the circumstances of the State of Emergency declared by Governor Newsom and finds that the State of Emergency still warrants the option of teleconferencing for City Council, Commission and Committee meetings.

SECTION 3. State or local officials have recommended measures to promote social distancing, including the holding of virtual meetings for legislative bodies within the County of Santa Barbara.

Reso No. 22-1188 Remote Teleconferencing of meetings
15 SECTION 4. A meeting of the City Council was conducted virtually, in part, on October 11, 2021, and therefore, the City Council adopts this Resolution in conformity with AB 361.

SECTION 5. Staff is directed to return to the City Council no later than thirty (30) days after the adoption of this Resolution, or at the next meeting of the City Council if later than thirty (30) days after adoption of this Resolution, for the City Council to consider whether to again make the findings required to meet under the modified teleconference procedures of AB 361.

SECTION 6. This resolution shall be effective immediately upon adoption.

SECTION 7. That the City Clerk shall certify to the passage and adoption of this resolution and shall cause a certified copy to be filed in the book of original resolutions.

PASSED, APPROVED, AND ADOPTED this 8th day of August 2022.

Charlie Uhrig, Mayor
APPROVED AS TO FORM: ATTEST:

Dave Fleishman, City Attorney Annamarie Porter, City Clerk Reso No. 22-1188 Remote Meeting Teleconferencing
16 STATE OF CALIFORNIA )
COUNTY OF SANTA BARBARA )ss

CITY OF SOL VANG )
I, Annamarie Porter, City Clerk of the City of Solvang, California do hereby certify that Resolution No. 22-1188 was passed and adopted by the City Council of the City of Solvang at a regular meeting of said City Council held on the 8th day of August 2022 and thereafter signed and approved by the Mayor and attested by the City Clerk, and that said resolution was adopted by the following vote:

AYES:

NOES:

ABSTAIN:

ABSENT:

Annamarie Porter, City Clerk
Reso No. 22-1188 Remote Meeting Teleconferencing
17 Santa Barbara County
P�.sucH
-1 ea Ith

DEPARTMENT
Van Do-Reynoso, MPH, PhD Director
Suzanne Jacobson, CPA Chief Financial Officer
Paige Batson, MA, PHN, RN Deputy Director
Darrin Eisenbarth Deputy Director
Dana Gamble, LCSW Interim Deputy Director
Polly Baldwin, MD, MPH Meaica/ Director
Henning Ansorg, MD Health Officer

EXHIBIT A
Public Health Administration
300 North San Antonio Road • Santa Barbara, CA 93110-1316 805/681-5100 • FAX 805/681-5191
HEALTH OFFICIALS AB 361 SOCIAL DISTANCE RECOMMENDATION
Issued: September 28, 2021
COVID-19 disease prevention measures, endorsed by the Centers for Disease Control and Prevention, include vaccinations, facial coverings, increased indoor ventilation, handwashing, and physical distancing (particularly indoors).

Since March 2020, local legislative bodies-such as commissions, committees, boards, and councils- have successfully held public meetings with teleconferencing as authorized by Executive Orders issued by the Governor. Using technology to allow for virtual participation in public meetings is a social distancing measure that may help control transmission of the SARSCo V :-2 virus. Public meetings bring together many individuals (both vaccinated and potentially unvaccinated), from multiple households, in a single indoor space for an extended time. For those at increased risk for infection, or subject to an isolation or quarantine order, teleconferencing allows for full participation in public meetings, while protecting themselves and others from the CO VID-19 virus.

Utilizing teleconferencing options for public meetings is an effective and recommended social distancing measure to facilitate participation in public affairs and encourage participants to protect themselves and others from the COVID-19 disease. This recommendation is further intended to satisfy the requirement of the Brown Act (specifically Gov't Code Section 54953(e)(l)(A)), which allows local legislative bodies in the County of Santa Barbara to use certain available teleconferencing options set forth in the Brown Act. er
County of Santa Barbara
Van�hD
Public Health Director
County of Santa Barbara
Healthy people, healthy community, healthy environment. 18 lt Expense Approval Report �� City of Solvang By Segment (Select Below) SOLVANG Payment Dates 7/1/2022 - 7/31/2022
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Vendor Name Payable Number Post Date Description (Item) Account Number Amount Gabriel Guzman INV0010218 06/30/2022 Refund- Rental Deposit 100-16002 470.00 Matthew Orr INV0010219 07/01/2022 Refund- Rental Deposit 100-16002 450.00 California Building Standards INV0010240 07/22/2022 CBSC Quarterly Payment- Apri 100-20020 89.00 California Permits, Inc. INV0010241 07/22/2022 BP 22-100 Refund 100-20020 1.00 California Permits, Inc. INV0010241 07/22/2022 BP 22-100 Refund 100-20024 0.56 Department of Conservation INV0010242 07/22/2022 Quarterly SMIP Fee- April 202 100-20024 3,012.43 Division of the State Architect INV0010243 07/22/2022 April 2022 - June 2022 100-20026 13.20 PERS Retirement 100000016852909 07/26/2022 Misc-1520-Unfunded Liability 100-21026 108,881.48 PERS Retirement 100000016852909 07/26/2022 Misc-1520-Unfunded Liability 500-21026 76,412.87 PERS Retirement 100000016852909 07/26/2022 Misc-1520-Unfunded Liability 501-21026 206,365.65 395,696.19
Department: 1000 - Councll
Column Software PBC 8BC38120-0006 04/01/2022 Printing & Publishing 100-1000-100-5 7015 77.55 Column Software PBC 8BC38120-0007 04/11/2022 Printing & Publishing 100-1000-100-57015 76.00 Column Software PBC 8BC38120-0008 04/11/2022 Printing & Publishing 100-1000-100-57015 65.14 Column Software PBC 8BC38120-0009 04/15/2022 Printing & Publishing 100-1000-100-5 7015 76.00 Column Software PBC 8BC38120-0010 04/22/2022 Printing & Publishing 100-1000-100-57015 72.90 Column Software PBC 8BC38120-0011 04/22/2022 Priniting & Publishing 100-1000-100-5 7015 77.55 Column Software PBC 8BC38120-0019 06/09/2022 Printing & Publishing 100-1000-100-57015 76.00 Column Software PBC 8BC38120-0020 06/09/2022 Printing & Publishing 100-1000-100-57015 153.25 Column Software PBC 8BC38120-0021 06/15/2022 Printing & Publishing 100-1000-100-57015 72.90 Column Software PBC 8BC38120-0023 06/23/2022 Printing & Publishing 100-1000-100-5 7015 148.90 Column Software PBC 8BC38120-0024 06/30/2022 Printing & Publishing 100-1000-100-57015 76.00 Maria Shafer 2022-030 SOLV 07/04/2022 Preparation of Minutes- City C 100-1000-100-57016 297.05 Maria Shafer 2022-031 SOLV 07/06/2022 Preparation of Minutes- Plann 100-1000-100-57016 85.00 Maria Shafer 2022-032 SOLV 07/10/2022 Preparation of Minutes- SRTA 100-1000-100-57016 148.75 Valley Fresh Market, LLC 02-332156 06/23/2022 City Hospitality- QTR BBQ 100-1000-100-58001 68.43 Solvang Heritage Associates d INV0010217 07/01/2022 Contracted Agency Funding F 100-1000-110-59004 35,000.00 Atterdag At Home, Inc. INV0010239 07/22/2022 FY 2022-23 Grant Funding 100-1000-110-59033 20,000.00 Department 1000 - Councll Total: 56,571.42
Department: 1100 - Administration
Advantage Group, The 143982 06/30/2022 Annual Renewal/Admin Flex F 100-1100-105-51005 166.55 Nielsen Building Material 46624 07/06/2022 Repairs & Maintenance- Road 100-1100-120-43021 -1.98 Nielsen Building Material 46692 07/06/2022 Repairs & Maintenance- Road 100-1100-120-43021 -0.82 Santa Ynez Valley Hardware INV0010213 06/30/2022 Monthly Billing- June 100-1100-120-43021 -21.08 State of California INV0010246 07/26/2022 Unemployment Payment 100-1100-120-51006 8,565.06 PERS Retirement 100000016852918 07/26/2022 Safety-1521-Unfunded Liabilit 100-1100-120-51018 11,311.00 PERS Retirement 100000016852927 07/26/2022 Pepra- 27078- Unfunded Liabi 100-1100-120-51018 873.30 Staples Advantage 3509762907 06/04/2022 Supplies- Ad min 100-1100-120-52003 47.58 Staples Advantage 3510676104 06/14/2022 Supplies- Admin 100-1100-120-52003 230.00 Staples Advantage 3511159726 06/25/2022 Supplies- Ad min 100-1100-120-52003 116.68 Exclusive Alarm Services 011535 06/13/2022 Monitoring Security- City Hall 100-1100-120-54002 185.00 Exclusive Alarm Services 011536 06/27/2022 Monitoring Security- City Hall 100-1100-120-54002 125.00 Alliant Insurance 1995234 07/01/2022 Fire Insurance 100-1100-120-57009 2,475.00 Richards, Watson & Gershon 237537 06/16/2022 Professional Services - 5/01/2 100-1100-120-57012 10,899.36 Richards, Watson & Gershon 237540 06/16/2022 Professional Services- 5/01/2 100-1100-120-57012 180.00 Richards, Watson & Gershon 237542 06/16/2022 Professional Services- 5/01/2 100-1100-120-57012 14,101.45 Viking Press INV0010212 07/01/2022 Parade Banners 100-1100-120-57015 287.15 The Lew Edwards Group 001 04/30/2022 Professional Services- 4/15/2 100-1100-120-57016 3,000.00 The Lew Edwards Group 002 05/31/2022 Profession Services- 5/1/2022 100-1100-120-57016 20,275.00 The Lew Edwards Group 003 06/30/2022 Professional Services- 6/01/2 100-1100-120-57016 20,275.00 HR Your Way, Inc. 1816 05/01/2022 Professional Services- HR 100-1100-120-57016 5,450.00 HR Your Way, Inc. 1891 06/30/2022 Professional Services- HR 100-1100-120-57016 449.00 Vital Records Control 2727346 06/30/2022 Destroy Contents 65 Gallon Bi 100-1100-120-57016 44.65 8/2/2022 10:45:50 AM Page 1 of 9
Agenda Item 4.d
19 Expense Approval Report Payment Dates: 7/1/2022 - 7/31/2022 Vendor Name Payable Number Post Date Description (Item) Account Number Amount Central Courier LLC 51380 07/05/2022 Daily Bank Deposits- 7 /1/202 100-1100-120-57016 630.97 Santa Maria Times 86541 06/22/2022 Printing & Publishing-Notice o 100-1100-120-57062 88.19 Satcom Global FZE AS07220808 07/01/2022 SIM Card 100-1100-120-60006 42.75 CalPers Financial Reporting & INV0010202 07/08/2022 Late Processing Payments 100-1100-120-71009 400.00 Comcast 0775 06/15/22 06/15/2022 Acct# 939750775 100-1100-121-57064 384.54 ZWorld GIS 2022-0278 06/26/2022 GIS Data Maintenance 100-1100-121-5 7064 941.64 Level 3 Communications, LLC 297171894 06/17/2022 T-1 line 100-1100-121-57064 1,190.00 Lan speed 54435 06/30/2022 Technical Support-IT 100-1100-121-57064 149.34 Lanspeed 54506 07/01/2022 Monthly Billing -July 100-1100-121-57064 3,735.17 Lanspeed 54507 07/01/2022 Barracuda Cloud Archiver 100-1100-121-57064 155.94 Comcast 5898 06/28/2022 07/01/2022 Acct# 8155 70 005 0125898 100-1100-121-57064 84.76 RingCentral, Inc. CD_000415324 06/15/2022 Phone Subscription-June 100-1100-121-57064 1,057.73 Solvang Chamber of Commerc INV0010244 07/22/2022 FY 2022-23 Agency Funding 100-1100-220-59026 50,000.00 Department 1100 - Administration Total: 157,893.93
Department: 1200 - Planning & Building
California Permits, Inc. INV0010241 07/22/2022 BP 22-100 Refund 100-1200-200-31013 185.39 Darkstar Development, LLC INV0010216 07/07/2022 Refund- Building Permits 100-1200-200-31029 1,221.67 Mintier Harnish, LP SolvangGPU-17 04/30/2022 General Plan Update 100-1200-200-57007 23,438.49 Mintier Harnish, LP SolvangGPU-18 05/31/2022 General Plan Update 100-1200-200-57007 13,495.56 Richards, Watson & Gershon 237538 06/16/2022 Professional Services- 5/01/2 100-1200-200-57012 3,330.00 Richards, Watson & Gershon 237541 06/16/2022 Professional Services- 5/01/2 100-1200-200-57012 67.50 Urban Planning Concepts, Inc. 10595 06/30/2022 Professional Services- 6/01/2 100-1200-200-57016 14,949.86 Urban Planning Concepts, Inc. 10596 06/30/2022 Professional Services- 6/01/2 100-1200-200-57016 1,162.50 Eddie Hsueh 16 06/30/2022 Code Enforcement- June 100-1200-201-5 7063 3,022.50 Sara Domz INV0010214 07/07/2022 Refund - Building Permits 100-1200-210-31036 191.00 California Building Standards INV0010240 07/22/2022 CBSC Quarterly Payment- Apri 100-1200-210-31036 -8.90 Department 1200 - Planning & Building Total: 61,055.57
Department: 1300 - Parks and Recreation
Shana Deleon INV0010211 06/30/2022 Marketing/Advertising-Parks 100-1300-350-57001 217.50 Frederick Paul Lageman INV0010209 06/30/2022 Professional Services- Special 100-1300-350-57016 570.00 Doug Lazer INV0010203 06/30/2022 Recreation Programs- Softball 100-1300-360-52005 560.00 Arturo Navarro Jr. INV0010204 06/30/2022 Recreation Programs- Softball 100-1300-360-52005 350.00 John H. Salter INV0010205 06/30/2022 Recreation Programs- Softball 100-1300-360-52005 338.00 Santa Ynez Valley Hardware INV0010213 06/30/2022 Monthly Billing-June 100-1300-360-52005 118.42 Christophe Millner INV0010207 07/11/2022 Recreation- Kung Fu 100-1300-365-31008 238.00 Christophe Millner INV0010208 07/11/2022 Recreation- Tai Chi 100-1300-370-31008 112.00 Candice Libera INV0010206 06/27/2022 Reimbursement- Recreation P 100-1300-375-52005 37.72 Department 1300 - Parks and Recreation Total: 2,541.64
Department: 1400 - Tourism
Visit the Santa Ynez Valley INV0010245 07/22/2022 SYVTBID- May ( Collected in J 100-1400-400-43020 -942.30 ArchiveSocial, Inc. 22181 07/01/2022 Social Media Archiving Subscr 100-1400-400-59010 4,776.00 Visit the Santa Ynez Valley INV0010245 07/22/2022 SYVTBID- May ( Collected in J 700-1400-400-59016 46,172.70 Visit the Santa Ynez Valley INV0010245 07/22/2022 SYVTBID- May ( Collected in J 700-1400-400-61003 942.30 Department 1400 - Tourism Total: 50,948.70
Department: 1600 - Public Works/Engineering
Dellavalle Embroidery 2815 06/15/2022 Application of Logo- Cano/Bal 100-1600-300-52003 200.00 Jim's Service Center INV0010210 06/30/2022 Fuel Reimbursement-June 100-1600-300-52015 96.16 Jim's Service Center INV0010210 06/30/2022 Fuel Reimbursement-June 100-1600-300-52015 366.81 Jim's Service Center INV0010210 06/30/2022 Fuel Reimbursement-June 100-1600-300-52015 344.08 Jim's Service Center INV0010210 06/30/2022 Fuel Reimbursement- June 100-1600-300-52015 119.87 Jim's Service Center INV0010210 06/30/2022 Fuel Reimbursement-June 100-1600-300-52015 100.53 O'Reilly Automotive Stores, In 4372-286160 06/10/2022 Vehicle Repairs & Maintenanc 100-1600-300-53008 68.63 O'Reilly Automotive Stores, In 4372-286909 06/14/2022 Vehicle Repairs & Maintenanc 100-1600-300-53008 7.78 Valley Fresh Market, LLC 02-332486 06/23/2022 Repairs & Maintenance-HCA 100-1600-310-53003 58.90 JV Outdoor Power Equipment 12026 06/29/2022 Repairs & Maintenance- HCA 100-1600-310-53003 36.45 A-OK Power Equipment 659954 06/27/2022 Repairs & Maintenance - HCA 100-1600-310-53003 91.54 Procare Janitorial Supply, Inc 152836 06/17/2022 Supplies- RR#2 100-1600-320-52003 486.44 Procare Janitorial Supply, Inc 152837 06/16/2022 Supplies- RR#2 100-1600-320-52003 455.36 Procare Janitorial Supply, Inc 152838 06/17/2022 Supplies- RR#2 100-1600-320-52003 109.57 8/2/2022 10:45:50 AM Page 2 of 9
20 Expense Approval Report Payment Dates: 7/1/2022- 7/31/2022 Vendor Name Payable Number Post Date Description (Item) Account Number Amount Procare Janitorial Supply, Inc 153421 07/07/2022 Supplies- RR#2 100-1600-320-52003 415.92 Procare Janitorial Supply, Inc 153422 07/07/2022 Supplies- RR#2 100-1600-320-52003 547.85 Procare Janitorial Supply, Inc 153423 07/07/2022 Supplies- RR#2 100-1600-320-52003 353.12 Santa Ynez Valley Hardware INV0010213 06/30/2022 Monthly Billing- June 100-1600-320-53003 151.05 The Valley Gardener 31777 06/25/2022 Christmas Tree Maintenance- 100-1600-320-57023 300.00 Procare Janitorial Supply, Inc 152841 06/17/2022 Supplies- SFP 100-1600-330-52003 486.62 Procare Janitorial Supply, Inc 153425 07/07/2022 Supplies- SFP 100-1600-330-52003 415.92 Aramark Uniform Service 50200035283 06/20/2022 Supplies- Vets Hall, Annex, Cit 100-1600-330-52003 43.12 Santa Ynez Valley Hardware INV0010213 06/30/2022 Monthly Billing- June 100-1600-330-53003 297.00 S.Y.R.W.C.D. ID #1 0001 06/24/22 06/24/2022 900 Alamo Pintado Rd 100-1600-330-55002 3,626.18 Valley Shield Termite and Pest 13422 06/29/2022 Pest Management- SFP 100-1600-330-57057 100.00 Valley Shield Termite and Pest 13471 07/06/2022 Pest Mangement 100-1600-330-57057 100.00 SiteOne Landscaping Supply, L 121230155-001 07/09/2022 Truff Repairs- SFP 100-1600-330-57060 433.39 Santa Ynez Valley Hardware INV0010213 06/30/2022 Monthly Billing- June 100-1600-340-53003 116.00 Inner Nature 14795 06/30/2022 Village Planters Maintenance 100-1600-340-57029 2,745.00 Rafael Ruiz Janitor Service 1915 06/06/2022 Custodial- Restrooms 100-1600-400-5 7005 1,344.00 Rafael Ruiz Janitor Service 1916 06/06/2022 Custodial- Restrooms 100-1600-400-57005 1,200.00 Rafael Ruiz Janitor Service 1917 06/06/2022 Custodial- Restrooms 100-1600-400-57005 1,440.00 Rafael Ruiz Janitor Service 1918 06/06/2022 Custodial- Restrooms 100-1600-400-57005 360.00 Rafael Ruiz Janitor Service 1919 06/13/2022 Custodial- Restrooms 100-1600-400-57005 1,344.00 Rafael Ruiz Janitor Service 1920 06/13/2022 Custodial- Restrooms 100-1600-400-57005 1,200.00 Rafael Ruiz Janitor Service 1921 06/13/2022 Custodial- Restrooms 100-1600-400-57005 1,440.00 Rafael Ruiz Janitor Service 1922 06/13/2022 Custodial- Restrooms 100-1600-400-5 7005 90.00 Rafael Ruiz Janitor Service 1923 06/19/2022 Custodial- Restrooms 100-1600-400-57005 1,440.00 Rafael Ruiz Janitor Service 1924 06/19/2022 Custodial- Restrooms 100-1600-400-57005 1,200.00 Rafael Ruiz Janitor Service 1925 06/19/2022 Custodial- Restrooms 100-1600-400-57005 1,344.00 Rafael Ruiz Janitor Service 1926 06/19/2022 Custodial- Restrooms 100-1600-400-57005 3,368.00 Rafael Ruiz Janitor Service 1927 06/20/2022 Custodial- Restrooms 100-1600-400-5 7005 450.00 Rafael Ruiz Janitor Service 1929 06/27/2022 Custodial- Restrooms 100-1600-400-57005 1,440.00 Rafael Ruiz Janitor Service 1930 06/27/2022 Custodial- Restrooms 100-1600-400-57005 1,200.00 Rafael Ruiz Janitor Service 1931 06/27/2022 Custodial- Restrooms 100-1600-400-57005 1,344.00 Jim's Service Center INV0010210 06/30/2022 Fuel Reimbursement- June 100-1600-600-52015 77.39 A-OK Power Equipment 660927 07/01/2022 Safety Gear- Maintenance 100-1600-605-51014 45.24 Statewide Traffic Safety and Si 03020867 06/17/2022 Repairs & Maintenance- Main 100-1600-605-53003 133.85 Solvang Auto Repair 26417 06/01/2022 Vehicle Repairs & Maintenanc 100-1600-605-53008 98.18 Solvang Auto Repair 26578 06/14/2022 Vehicle Repairs & Maintenanc 100-1600-605-53008 90.79 Aramark Uniform Service 50200035283 06/20/2022 Supplies- Vets Hall, Annex, Cit 100-1600-610-52003 43.13 Valley Fresh Market, LLC 04-560836 06/17/2022 Repairs & Maintenance- Vets 100-1600-610-53003 13.97 JV Outdoor Power Equipment 12027 06/29/2022 Repairs & Maintenance- Vets 100-1600-610-53003 198.46 Santa Ynez Valley Hardware INV0010213 06/30/2022 Monthly Billing- June 100-1600-610-53003 19.38 Todd Pipe & Supply S113345325.001 07/01/2022 Repairs & Maintenance- Vets 100-1600-610-53003 89.15 Comcast 8155 07/05/2022 07/05/2022 Acct# 8155 70 005 0228155 100-1600-610-55001 86.06 Aramark Uniform Service 50200035283 06/20/2022 Supplies- Vets Hall, Annex, Cit 100-1600-620-52003 43.13 D.L. Electric Inc. 22-443 06/30/2022 Repairs & Maintenance- City 100-1600-620-53003 140.00 Aramark Uniform Service 50200035283 06/20/2022 Supplies- Vets Hall, Annex, Cit 100-1600-630-52003 43.13 Procare Janitorial Supply, Inc 152834 06/17/2022 Supplies- RR#l 100-1600-670-52003 418.12 Procare Janitorial Supply, Inc 152835 06/17/2022 Supplies- RR#l 100-1600-670-52003 215.12 Procare Janitorial Supply, Inc 153419 07/07/2022 Supplies- RR#I 100-1600-670-52003 332.73 Procare Janitorial Supply, Inc 153420 07/07/2022 Supplies- RR#l 100-1600-670-52003 56.59 Aramark Uniform Service 50200035256 06/20/2022 Supplies- RR#l 100-1600-670-52003 261.88 Procare Janitorial Supply, Inc 152831 06/17/2022 Supplies- RR33 100-1600-680-52003 469.36 Procare Janitorial Supply, Inc 152832 06/17/2022 Supplies- RR#3 100-1600-680-52003 17.08 Procare Janitorial Supply, Inc 152832-1 06/22/2022 Supplies- RR#3 100-1600-680-52003 438.28 Procare Janitorial Supply, Inc 152833 06/17/2022 Supplies- RR#3 100-1600-680-52003 219.14 Procare Janitorial Supply, Inc 153424 07/07/2022 Supplies- RR#3 100-1600-680-52003 389.32 Aramark Uniform Service 50200035267 06/20/2022 Supplies- RR#3 100-1600-680-52003 299.52 Procare Janitorial Supply, Inc 152839 06/17/2022 Supplies-Roads 100-1600-690-52003 443.18 Procare Janitorial Supply, Inc 152840 06/17/2022 Supplies- Roads 100-1600-690-52003 341.57 Jim's Service Center INV0010210 06/30/2022 Fuel Reimbursement- June 100-1600-690-52015 198.94 Jim's Service Center INV0010210 06/30/2022 Fuel Reimbursement- June 100-1600-690-52015 262.37 8/2/2022 10:45:50 AM Page 3 of 9
21 Expense Approval Report Payment Dates: 7/1/2022 - 7/31/2022 Vendor Name Payable Number Post Date Description {Item) Account Number Amount Jim's Service Center INV0010210 06/30/2022 Fuel Reimbursement- June 100-1600-690-52015 130.39 Statewide Traffic Safety and Si 03020941 06/30/2022 Repairs & Maintenance- Road 100-1600-690-53003 238.47 Nielsen Building Material 46624 07/06/2022 Repairs & Maintenance- Road 100-1600-690-53003 106.64 Nielsen Building Material 46692 07/06/2022 Repairs & Maintenance- Road 100-1600-690-53003 43.69 Farm Supply Co 58539 07/01/2022 Repairs & Maintenace- Roads 100-1600-690-53003 150.85 Santa Ynez Valley Hardware INV0010213 06/30/2022 Monthly Billing- June 100-1600-690-53003 105.31 Pacific Gas & Electric Compan 5526 06/14/2022 06/14/2022 Acct# 3982645526 1 100-1600-690-55006 2,547.69 California Concrete Grinding, SOL-0622-01 06/29/2022 Reissue PO 21-0032 100-1600-690-57019 1,500.00 MNS Engineers, Inc. 80746 06/30/2022 Local Road Safety Plan 100-1600-690-70105 480.00 Pacific Gas & Electric Compan 5526 06/14/2022 06/14/2022 Acct# 3982645526 1 100-1600-710-55001 2,547.69 D.L. Electric Inc. 22-315 06/30/2022 Repairs & Maintenance-Com 100-1600-710-57051 560.00 MNS Engineers, Inc. 80670 06/30/2022 Stormwater Management Pro 100-1600-720-57016 6,176.25 SP Maintenance Services, Inc 84544 06/30/2022 Street Sweeping 100-1600-720-57022 761.86 Underground Service Alert of 620220697 07/01/2022 New Tickets - 09 100-1600-720-57028 18.00 Cannon Associates 80780 06/13/2022 Second St. Drainage Phase II 100-1600-720-70614 4,818.06 Department 1600 - Public Works/Engineering Total: 58,547.25 Department: 3500 - Solvang Mesa LLD
BrightView Landscape Service 7921920 06/30/2022 SM-LLMD Landscape Mainten 205-3500-804-53005 6,958.00 Department 3500 - Solvang Mesa LLD Total: 6,958.00
Department: 5000 - Transit
Roadrunner Management Ser 6674 06/30/2022 Farebox 502-5000-850-35021 -4,892.56 Roadrunner Management Ser 6675 06/30/2022 Fuel Reimbursement- June 20 502-5000-850-52015 12,967.30 Roadrunner Management Ser 6674 06/30/2022 Comcast 502-5000-850-55003 105.00 Roadrunner Management Ser 6674 06/30/2022 SYVT Operations Contract 502-5000-850-56010 17,875.04 Roadrunner Management Ser 6674 06/30/2022 Roadrunner 502-5000-850-56010 38,920.28 Department 5000 - Transit Total: 64,975.06
Department: 5100 - Water
Advantage Group, The 143982 06/30/2022 Annual Renewal/Admin Flex F 500-5100-105-51005 13.16 PERS Retirement 100000016852927 07/26/2022 Pepra- 27078- Unfunded Liabi 500-5100-501-51018 571.35 USA Blue Book 011859 06/14/2022 Chlorination 500-5100-501-52003 137.00 USA Blue Book 013586 06/15/2022 Supplies- Water 500-5100-501-52003 383.75 ReadyRefresh by Nestle 02F6702214026 06/29/2022 Supplies- Water 500-5100-501-52003 17.23 Staples Advantage 3509762906 05/31/2022 Supplies- Water 500-5100-501-52003 40.39 Staples Advantage 3511159725 06/20/2022 Supplies- Admin 500-5100-501-52003 51.64 Staples Advantage 3512040832 06/22/2022 Supplies- Water 500-5100-501-52003 29.62 Staples Advantage 3512040833 06/22/2022 Supplies- Water 500-5100-501-52003 40.49 Staples Advantage 3512040834 06/22/2022 Supplies-Water 500-5100-501-52003 85.29 Staples Advantage 3512040835 06/22/2022 Supplies- Water 500-5100-501-52003 31.23 lnfosend, Inc 212936 05/17/2022 Utility Bill Printing/Mailing 500-5100-501-52008 2,263.26 USA Blue Book 011859 06/14/2022 Chlorination 500-5100-501-52014 833.04 Brenntag Pacific, Inc BPl255386 07/07/2022 Chorination 500-5100-501-52014 2,683.06 Jim's Service Center INV0010210 06/30/2022 Fuel Reimbursement- June 500-5100-501-52015 276.35 Jim's Service Center INV0010210 06/30/2022 Fuel Reimbursement- June 500-5100-501-52015 320.00 Jim's Service Center INV0010210 06/30/2022 Fuel Reimbursement- June 500-5100-501-52015 323.98 Jim's Service Center INV0010210 06/30/2022 Fuel Reimbursement- June 500-5100-501-52015 756.65 USA Blue Book 022711 06/23/2022 Repairs & Maintenance- Wate 500-5100-501-53003 209.35 Buellflat Rock Co, Inc 104768 06/30/2022 Repairs & Maintenance- Wate 500-5100-501-53003 152.23 SiteOne Landscaping Supply, L 120924280-001 06/29/2022 Repairs & Maintenance- Wate 500-5100-501-53003 138.58 SiteOne Landscaping Supply, L 120924515-001 06/29/2022 Repairs & Maintenance- Wate 500-5100-501-53003 109.19 Cal-Coast Irrigation 2206-646012 06/28/2022 Repairs & Maintenance- Wate 500-5100-501-53003 69.75 Nielsen Building Material 45825 06/30/2022 Repairs & Maintenance- Wate 500-5100-501-53003 84.47 D & H Water Systems, Inc 12022-0747 05/25/2022 Repairs & Maintenance- Wate 500-5100-501-53003 1,002.12 Santa Ynez Valley Hardware INV0010213 06/30/2022 Monthly Billing- June 500-5100-501-53003 276.27 S.Y.R.W.C.D. ID #1 5001 06/30/22 06/30/2022 1890 Old Mill Rd. 500-5100-501-55010 2,828.19 S.Y.R.W.C.D. ID #1 7501 06/30/22 06/30/2022 Alamo Pintado Rd. 500-5100-501-55010 1,767.62 S. Y. River Water Conservation INV0010215 06/30/2022 Semi Annua Groundwater Pro 500-5100-501-55013 7,210.00 FGL Environmental, Inc. 204780A 04/12/2022 Lab Fees 500-5100-501-5 7010 60.00 FGL Environmental, Inc. 205079A 04/12/2022 Lab Fees 500-5100-501-5 7010 51.00 FGL Environmental, Inc. 205080A 04/12/2022 Lab Fees 500-5100-501-57010 103.00 8/2/2022 10:45:50 AM Page 4 oF 9
22 Expense Approval Report Payment Dates: 7/1/2022 - 7/31/2022 Vendor Name Payable Number Post Date Description (Item) Account Number Amount FGL Environmental, Inc. 205525A 03/21/2022 Lab Fees 500-5100-501-57010 22.00 FGL Environmental, Inc. 205526A 04/27/2022 Lab Fees 500-5100-501-57010 65.00 FGL Environmental, Inc. 205527A 04/27/2022 Lab Fees 500-5100-501-57010 13.00 Richards, Watson & Gershon 237539 06/16/2022 Professional Services- 5/01/2 500-5100-501-57012 4,995.00 HOR Engineering, Inc. 1200443668 06/30/2022 Water/Wastewater Fee Study 500-5100-501-57024 3,240.00 Underground Service Alert of 620220697 07/01/2022 New Tickets - 09 500-5100-501-57028 18.00 Underground Service Alert of 620220697 07/01/2022 New Tickets - 09 500-5100-501-57028 18.55 Tyler Technologies, Inc 025-383124 07/01/2022 Utility Billing-June 500-5100-501-57064 20.00 Comcast 0775 06/15/22 06/15/2022 Acct# 939750775 500-5100-501-57064 47.88 ZWorld GIS 2022-0278 06/26/2022 GIS Data Maintenance 500-5100-501-57064 117.24 Level 3 Communications, LLC 297171894 06/17/2022 T-1 line 500-5100-501-57064 148.16 Lanspeed 54435 06/30/2022 Technical Support-IT 500-5100-501-57064 18.59 Lanspeed 54506 07/01/2022 Monthly Billing -July 500-5100-501-57064 465.05 Lanspeed 54507 07/01/2022 Barracuda Cloud Archiver 500-5100-501-57064 19.41 Comcast 5898 06/28/2022 07/01/2022 Acct# 8155 70 005 0125898 500-5100-501-57064 10.55 Nviro 2133 07/05/2022 SCADA Upgrades 500-5100-501-70851 600.00 Nviro 2134 07/05/2022 SCADA Upgrades 500-5100-501-70851 2,200.00 Sunbeam Solar Technologies, JC1611x7Jun 06/30/2022 Fredensborg Canyon Waterlin 803-5100-501-70105 11,652.60 Department 5100 - Water Total: 46,590.29
Department: 5200 - Sanitary Sewer
Advantage Group, The 143982 06/30/2022 Annual Renewal/Admin Flex F 501-5200-105-51005 13.04 PERS Retirement 100000016852927 07/26/2022 Pepra- 27078- Unfunded Liabi 501-5200-502-51018 182.09 Grainger 9357061788 06/24/2022 Small Equipment- WWTP 501-5200-502-52009 134.50 Jim's Service Center INV0010210 06/30/2022 Fuel Reimbursement- June 501-5200-502-52015 548.28 Jim's Service Center INV0010210 06/30/2022 Fuel Reimbursement-June 501-5200-502-52015 174.01 O'Reilly Automotive Stores, In 4372-289472 06/27/2022 Vehicle Repairs & Maintenanc 501-5200-502-53008 28.44 Nielsen Building Material 45039 06/27/2022 Vehicle Repairs & Maintenanc 501-5200-502-53008 170.18 Nielsen Building Material 45147 06/27/2022 Vehicle Repairs & Maintenanc 501-5200-502-53008 16.78 Nielsen Building Material 45270 06/28/2022 Vehicle Repairs & Maintenanc 501-5200-502-53008 27.14 Santa Ynez Valley Hardware INV0010213 06/30/2022 Monthly Billing-June 501-5200-502-53008 41.53 HOR Engineering, Inc. 1200443668 06/30/2022 Water/Wastewater Fee Study 501-5200-502-57024 3,702.51 Water Systems Consulting, Inc 6860 06/30/2022 Sewer Master Plan Update 20 501-5200-502-57024 667.50 Tyler Technologies, Inc 025-383124 07/01/2022 Utility Billing-June 501-5200-502-57064 20.00 Comcast 0775 06/15/22 06/15/2022 Acct# 939750775 501-5200-502-57064 18.13 ZWorld GIS 2022-0278 06/26/2022 GIS Data Maintenance 501-5200-502-57064 44.40 Level 3 Communications, LLC 297171894 06/17/2022 T-1 line 501-5200-502-57064 56.11 Lanspeed 54435 06/30/2022 Technical Support-IT 501-5200-502-57064 7.04 Lanspeed 54506 07/01/2022 Monthly Billing -July 501-5200-502-57064 176.12 Lanspeed 54507 07/01/2022 Barracuda Cloud Archiver 501-5200-502-57064 7.35 Comcast 5898 06/28/2022 07/01/2022 Acct# 8155 70 005 0125898 501-5200-502-57064 4.00 Sunbeam Solar Technologies, JC2600x4Jun 06/30/2022 Sewer Line Replacement Proj 804-5200-502-70105 13,520.00 Department 5200 - Sanitary Sewer Total: 19,559.15
Department: 5300 - WasteWater
Advantage Group, The 143982 06/30/2022 Annual Renewal/Admin Flex F 501-5300-105-51005 13.25 PERS Retirement 100000016852927 07/26/2022 Pepra- 27078- Unfunded Liabi 501-5300-503-51018 78.26 Hach Company 13122763 06/30/2022 Supplies- WWTP 501-5300-503-52003 564.13 Procare Janitorial Supply, Inc 151672-1 06/22/2022 Supplies- WWTP 501-5300-503-52003 446.77 ReadyRefresh by Nestle 22F0018038034 06/29/2022 Supplies- WWTP 501-5300-503-52003 164.07 O'Reilly Automotive Stores, In 4372-282438 05/23/2022 Supplies- WWTP 501-5300-503-52003 30.14 lnfosend, Inc 212936 05/17/2022 Utility Bill Printing/Mailing 501-5300-503-52008 2,263.26 Jim's Service Center INV0010210 06/30/2022 Fuel Reimbursement-June 501-5300-503-52015 404.09 Jim's Service Center INV0010210 06/30/2022 Fuel Reimbursement-June 501-5300-503-52015 582.86 Jim's Service Center INV0010210 06/30/2022 Fuel Reimbursement-June 501-5300-503-52015 111.02 Santa Ynez Valley Hardware INV0010213 06/30/2022 Monthly Billing-June 501-5300-503-53003 10.73 Oilfield Environmental & Com 2203072 06/29/2022 Blanket PO for lab Fees 21/22 501-5300-503-57010 284.00 Oilfield Environmental & Com 2203553 06/29/2022 Blanket PO for lab Fees 21/22 501-5300-503-57010 299.00 Engel & Gray 26500010 06/06/2022 Blanket PO for Sludge Disposa 501-5300-503-57020 1,506.31 Engel & Gray 26C00006 06/12/2022 Blanket PO for Sludge Dlsposa 501-5300-503-57020 1,577.27 Engel & Gray 26JOOOOS 06/19/2022 Blanket PO for Sludge Dlsposa 501-5300-503-57020 791.87 Engel & Gray 26Q00007 06/26/2022 Sludge Disposal 501-5300-503-57020 1,585.06 8/2/2022 10:45:50 AM Page 5 of 9
23 Expense Approval Report Payment Dates: 7/1/2022- 7/31/2022 Vendor Name Payable Number Post Date Description (Item) Account Number Amount H DR Engineering, Inc. 1200443668 06/30/2022 Water/Wastewater Fee Study 501-5300-503-57024 1,157.49 Comcast 0775 06/15/22 06/15/2022 Acct# 939750775 501-5300-503-57064 39.50 Kiza, Inc. 1205 07/06/2022 Monthly Internet Services-Jul 501-5300-503-5 7064 300.00 ZWorldGIS 2022-0278 06/26/2022 GIS Data Maintenance 501-5300-503-57064 96.72 Level 3 Communications, LLC 297171894 06/17/2022 T-1 line 501-5300-503-57064 122.23 Lanspeed 54435 06/30/2022 Technical Support-IT 501-5300-503-57064 15.34 Lanspeed 54506 07/01/2022 Monthly Billing - July 501-5300-503-57064 383.66 Lanspeed 54507 07/01/2022 Barracuda Cloud Archiver 501-5300-503-57064 16.02 Comcast 5898 06/28/2022 07/01/2022 Acct# 8155 70 005 0125898 501-5300-503-57064 8.70 Department 5300 - Waste Water Total: 12,851.75
Grand Total: 934,188.95
8/2/2022 10:45:50 AM Page 6 of 9
24 Expense Approval Report Payment Dates: 7/1/2022 - 7/31/2022 Report Summary
Fund Summary
Fund Payment Amount
100 - GENERAL FUND 453,361.18
205 - SKYTT MESA LLMD 6,958.00
500 - WATER FUND 111,350.56
501 - WASTEWATER FUND 225,256.55
502 - TRANSIT FUND 64,975.06
700 · SYV - TOURISM BUS IMP DIST 47,115.00
803 - WATER CAPITAL PROJECTS 11,652.60
804 - WWTP CAPITAL PROJECTS 13,520.00
Grand Total: 934,188.95
Account Summary
Account Number Account Name Payment Amount
100-1000-100-57015 Printing and Publishing 972.19
100-1000-100-57016 Professional Services 530.80
100-1000-100-58001 City Hospitality 68.43
100-1000-110-59004 Elverhoj Museum 35,000.00
100-1000-110-59033 Atterdag at Home 20,000.00
100-1100-105-51005 Retiree Medical/Dental/ 166.55
100-1100-120-43021 Accts Payable Discounts -23.88
100-1100-120-51006 Unemployment lnsuranc 8,565.06
100-1100-120-51018 CalPERS Liability Reducti 12,184.30
100-1100-120-52003 Supplies 394.26
100-1100-120-54002 Equipment 310.00
100-1100-120-57009 Insurance 2,475.00
100-1100-120-57012 Legal Fees 25,180.81
100-1100-120-57015 Printing and Publishing 287.15
100-1100-120-57016 Professional Services 50,124.62
100-1100-120-57062 Public Relations 88.19
100-1100-120-60006 EOC Phone 42.75
100-1100-120-71009 Miscellaneous 400.00
100-1100-121-57064 IT Expenses 7,699.12
100-1100-220-59026 Solvang Chamber of Co 50,000.00
100-1200-200-31013 Misc Permit Fee 185.39
100-1200-200-31029 Housing Element 1,221.67
100-1200-200-57007 General Plan 36,934.05
100-1200-200-57012 Legal Fees 3,397.50
100-1200-200-57016 Professional Services 16,112.36
100-1200-201-57063 Code Enforcement 3,022.50
100-1200-210-31036 Building Permits 182.10
100-1300-350-5 7001 P&R Marketing and Adv 217.50
100-1300-350-57016 Professional Services 570.00
100-1300-360-52005 Recreation Programs 1,366.42
100-1300-365-31008 Recreation Fees 238.00
100-1300-370-31008 Recreation Fees 112.00
100-1300-375-52005 Recreation Programs 37.72
100-1400-400-43020 TBID - Ad min. Reim burs -942.30
100-1400-400-59010 Tourism/Marketing Expe 4,776.00
100-16002 REIMBURSEABLE A/P PA 920.00
100-1600-300-52003 Supplies 200.00
100-1600-300-52015 Vehicle Fuel 1,027.45
100-1600-300-53008 Vehicle Repairs & Maint. 76.41
100-1600-310-53003 Repairs and Maintenanc 186.89
100-1600-320-52003 Supplies 2,368.26
100-1600-3 20-53003 Repairs and Maintenanc 151.05
100-1600-320-57023 Tree Maintenance 300.00
100-1600-330-52003 Supplies 945.66
100-1600-330-53003 Repairs and Maintenanc 297.00
8/2/2022 10:45:50 AM Page 7 of 9
25 Expense Approval Report
8/2/2022 10:45:50 AM
Account Number
100-1600-330-55002
100-1600-330-5705 7
100-1600-330-57060
100-1600-340-53003
100-1600-340-57029
100-1600-400-57005
100-1600-600-52015
100-1600-605-51014
100-1600-605-53003
100-1600-605-53008
100-1600-610-52003
100-1600-610-53003
100-1600-610-55001
100-1600-620-52003
100-1600-620-53003
100-1600-630-52003
100-1600-670-52003
100-1600-680-52003
100-1600-690-52003
100-1600-690-52015
100-1600-690-53003
100-1600-690-55006
100-1600-690-57019
100-1600-690-70105
100-1600-710-55001
100-1600-710-57051
100-1600-720-57016
100-1600-720-57022
100-1600-720-57028
100-1600-720-70614
100-20020
100-20024
100-20026
100-21026
205-3500-804-53005
500-21026
500-5100-105-51005
500-5100-501-51018
500-5100-501-52003
500-5100-501-52008
500-5100-501-52014
500-5100-501-52015
500-5100-501-53003
500-5100-501-55010
500-5100-501-55013
500-5100-501-57010
500-5100-501-57012
500-5100-501-57024
500-5100-501-57028
500-5100-501-57064
500-5100-501-70851
501-21026
501-5200-105-51005
501-5200-502-51018
501-5200-502-52009
501-5200-502-52015
501-5200-502-53008
501-5200-502-57024
Account Summary
Account Name
Water and Sewer Charge
Pest Management
Turf Repair
Repairs and Maintenanc
Village Planter Maint.

Custodial-Restrooms
Vehicle Fuel
Safety Gear
Repairs and Maintenanc
Vehicle Repairs & Ma int.

Supplies
Repairs and Maintenanc
Utilities
Supplies
Repairs and Maintenanc
Supplies
Supplies
Supplies
Supplies
Vehicle Fuel
Repairs and Maintenanc
Street Light Power
Sidewalk Grinding
Projects
Utilities
Electric Vehicle Charging
Professional Services - S
Street Sweeping
Underground Alert
Storm Drain lmproveme
Due to CA Bldg Stnds Co
Due to SMIP
Due to Div St Architect
PERS ER Share UAL
Open Space/Landscape
PERS ER Share UAL
Retiree Medical/Dental/
CalPERS Liability Reducti
Supplies
Postage
Chlorination
Vehicle Fuel
Repairs and Maintenanc
Purchased Water
Ground Water Charges
Lab Fees
Legal Fees
Studies
Underground Alert
IT Expenses - Water Fun
SCADA Upgrades
PERS ER Share UAL
Retiree Medical/Dental/
CalPERS Liability Reducti
Small Equipment
Vehicle Fuel
Vehicle Repairs & Maint.

Studies
Payment Dates: 7/1/2022 - 7/31/2022
Payment Amount
3,626.18
200.00
433.39
116.00
2,745.00
20,204.00

77.39 45.24
133.8S
188.97

43.13 320.96

86.06 43.13
140.00

43.13 1,284.44
1,832.70
784.75
591.70
644.96
2,547.69
1,500.00
480.00
2,547.69
560.00
6,176.25
761.86

18.00 4,818.06

90.00 3,012.99

13.20 108,881.48
6,958.00
76,412.87

13.16 571.35
816.64
2,263.26
3,516.10
1,676.98
2,041.96
4,595.81
7,210.00
314.00
4,995.00
3,240.00

36.55 846.88
2,800.00
206,365.65

13.04 182.09
134.50
722.29
284.07
4,370.01

26 Expense Approval Report
8/2/2022 10:45:50 AM
Account Number
501-5200-502-57064
501-5300-105-51005
501-5300-503-51018
501-5300-503-52003
501-5300-503-52008
501-5300-503-52015
501-5300-503-53003
501-5300-503-57010
501-5300-503-57020
501-5300-503-57024
501-5300-503-57064
502-5000-850-35021
502-5000-850-52015
502-5000-850-55003
502-5000-850-56010
700-1400-400-59016
700-1400-400-61003
803-5100-501-70105
804-5200-502-70105
Project Account Key
**None**
Dist
Account Summary
Account Name
IT Expenses - Sewer
Retiree Medical/Dental/
CalPERS Liability Reducti
Supplies
Postage
Vehicle Fuel
Repairs and Maintenanc
Lab Fees
Sludge Disposal
Studies
IT Expenses - WWTP
Fare Box Revenue
Vehicle Fuel
Communications
Transit Contract
SYVTBID Payments
City Admin Fee
Projects -WATER
Projects -SEWER
Grand Total:

Project Account Summary
Grand Total:

Payment Dates: 7/1/2022 - 7/31/2022
Payment Amount
333.15

13.25 78.26
1,205.11
2,263.26
1,097.97

10.73 583.00
5,460.51
1,157.49
982.17
-4,892.56
12,967.30
105.00
56,795.32
46,172.70
942.30
11,652.60
13,520.00
934,188.95
Payment Amount
922,150.53
12,038.42
934,188.95

27 1 | P a g e
1st Quarter 2021 Report of the Santa Ynez Valley Hotel Association (dba Visit the Santa Ynez Valley) – Submitted 7/20/22
VisitSYV is reporting activity since the 2021 Annual Report. This report is submitted to the City of Solvang, the City of Buellton and the Santa Barbara County Board of Supervisors, in accordance with the fulfillment of the provisions of the SYVTBID.

Financial
Beginning balance on January 1st, 2022: $586,886
Q1 Income
TBID Funding received 1/1/22 through 3/31/22: $278,491
Membership income: $1,250
Total Income received 1st quarter: $279,741
Expenses
Advertising/Marketing: $130,154
Travel & Conventions: $12,287
Personnel Costs: $68,572
Contract Services: $5,762
Facilities/Equipment: $2,697
Operations: $3,926
Other Types of Expenses: $445.51
Total Expenses 1
st Quarter: $245,123
Ending Balance as of March 31, 2022: $621,504
Agenda Item 4.e
28 2 | P a g e
Membership
We receive TBID funding from 33 lodging properties and currently have 201 total members, including those that pay a basic membership fee of $250, a nonprofit fee of $125, and trade members where services are traded for membership such as wine, catering, photography. Basic and nonprofit membership dues were paused for a year and a half during the COVID-19 pandemic and were reissued starting in November 2021. We are pleased to report we’ve retained over 93% of membership.

Marketing (January 1, 2022 – March 31, 2022)
Santa Ynez Valley Marketing Campaign
DVA Advertising & PR Agency remains contracted as our advertising and public relations agency of record.

VisitSYV supplements the annual campaign with additional programs. First quarter marketing results are detailed below.

Creative & Targeting
VisitSYV’s 2022 marketing program continued to showcase “The Place to Be'' campaign which played off the diverse offerings to be found within the six communities of the Santa Ynez Valley. DVA and VisitSYV continued with content-forward Facebook ads, the “See You In” campaign, and started with native advertising placement. In Q1, we targeted both drive markets (Greater Los Angeles, Greater Bay Area, Inland California), and direct flight to SBA markets (Phoenix, Portland, Seattle, Dallas, Denver, Las Vegas, and Salt Lake City).

Public Relations Campaign
Editorial value for Q1 ended up just shy of $1 million, representing a 6% increase over 2021.

PR efforts for Q1 focused on proactive outreach, media visit coordination, awards & accolades, and promotion of the Midweek Membership Club and Santa Ynez Valley Restaurant Weeks. • Total value of public relations media coverage for Q1 = $998,140* • Total circulation of editorial coverage for Q1 = 3.48m • Total unique visitors/month of editorial coverage for Q1 = 697.6m *PR value is calculated by multiplying the advertising rate times the size of the story, and then doubling that number to reflect the added value of editorial coverage Press Releases & Content:
• What’s New Press Release (carryover to Q2)
• Travel + Leisure 50 Best Places to Travel blog post
• Ongoing promotion of Midweek Membership Club
• Ongoing promotion of Santa Ynez Valley Restaurant Weeks 29 3 | P a g e
Media coordination, and completed media visits in Q1 included:
• Stefani Jackenthal, freelance travel writer - Jan. 25-30 • Jessica Wright, @BonTraveler (Visit CA collaboration) - March 28-30 • Hugh Garvey, Sunset Magazine editor-in-chief - March 31-April 1 Notable Q1 Media Coverage:
• Decanter - Santa Ynez Valley For Wine Lovers - Jan. 18 • Vegas Magazine - 12 Bucket List Destinations To Visit This Year - Jan. 20 • Modern Luxury - Oh, The Places You’ll Go - Feb. 2022 issue • Napa Valley Life - The Vinous Wonders Of The Santa Ynez Valley - Feb. 8 • Los Angeles Times - 3 Magical Santa Ynez Valley Adventures - Feb. 17 • Brides - 8 Amazing Destinations For Your Winery Bachelorette Party - March 18 • Forbes - The 22 Best Places To Travel In The U.S. In 2022 - March 31 Digital Key Takeaways
Paid traffic, organic traffic, and clicks-to-book all looked great in Q1, year-over-year.

Native display is still doing well and hasn’t seen any fatigue.

After a strong start, Facebook content fatigued a bit. We created new Women in Wine and Travel & Leisure content ads to help as we moved into Q2.

Google Search
Overall search performance was great and well outperformed Travel & Hospitality performance benchmarks from Wordstream. Both CTR and CPC also improved over Q4 of 2021.

Impressions: 52,377
Clicks: 3,670
CTR: 7.01%
CPC: $1.00
30 4 | P a g e
StackAdapt CTV
*We replaced our YouTube ads with connected tv placements using StackAdapt. All videos saw a very even impression share. For comparison, VisitSYV’s all-time YouTube cost-per-view is $0.06.

Impressions: 229,562
Views: 226,553
Cost per View: $0.03
31 5 | P a g e
Paid Facebook - Place to Be Brand Videos (In-State)
*Place to Be had a higher CPC, but an extremely strong CTR that made up for it, and clicks-to-book were pretty much even with the content ads.

Impressions: 16,831
Link Clicks: 1,604
CTR: 9.53%
CPC: $1.48
Clicks to Book: 157
32 6 | P a g e
Paid Facebook - Place to Be Retargeting (In & Out-of-State) *Retargeting was also effective at driving clicks-to-book, and Place to Be ads are outperforming See You In ads.

Impressions: 156,977
Link Clicks: 1,389
CTR: 0.88%
CPC: $2.16
Clicks to Book: 129
33 7 | P a g e
Paid Facebook - Content Ads (In-State)
*The content ads performed even better in state and drove clicks-to-book at the lowest cost.

Impressions: 300,558
Link Clicks: 5,620
CTR: 1.87%
CPC: $0.39
Clicks to Book: 158
34 8 | P a g e
Paid Facebook - Place to Be Brand Videos (Out-of-State) *This drove the most clicks from out-of-state thanks to the extremely strong CTR on the videos. It also saw the most clicks-to-book.

Impressions: 9,115
Link Clicks: 376
CTR: 4.13%
CPC: $1.77
Clicks to Book: 26
35 9 | P a g e
Paid Facebook - Content Ads (Out-of-State)
*The top 10 content ad was the strongest piece of content. Content ads also saw the most impressions compared to Place to Be and See You In.

Impressions: 31,864
Link Clicks: 314
CTR: 0.99%
CPC: $1.19
Clicks to Book: 6
36 10 | P a g e
2022 Santa Ynez Valley Destination Guide
VisitSYV worked with Griffin Publishing to create the 2022 destination guide, with over 95 pages covering the Santa Ynez Valley. 65,000 copies were printed, with distribution taking place via the Solvang Visitors Center, the Buellton Visitors Center, the Santa Barbara Visitors Center, Santa Barbara Airport, and direct mailings to 18,000+ homes in Santa Barbara, the Santa Ynez Valley, Laguna and Newport Beach. The guides are also distributed monthly to our hotels, museums, and popular restaurants and retailers.

Website Key Takeaways
In Q1, VisitSYV.com received 139,794 pageviews from 64,305 visitors. The site also garnered 5,419 clicks to our members’ individual websites, and 1,428 clicks to book for VisitSYV hotels. The most popular pages on the site were as follows: (1) Restaurant Weeks (2) Homepage (3) Top 10 Things to Do in SYV Blog Article *Clicks to book includes clicks off the lodging page, Book Direct booking bar searches, and clicks to the Book Direct lodging page from the advertising campaign landing pages.

Clicks to Book
Q1 Book Direct searches were up 14.6% over 2021, and that’s with 16 days of missing data (half in Feb, half in March) due to an error on Book Direct’s end.

We started to see a bit of year-over-year decrease in clicks-to-book, but they’re still up massively compared to 2019 and 2020. The year-over-year decline seems to be related to a large COVID wave ending in February of 2021, which led to a spike in clicks-to-book.

Book Direct Booking Events
*Compared to 2021
Book A Room: 1,428 booking searches (up 14.6%)
Events: 7,998 on booking results page (up 37.9%)
Book Direct: 1,973 clicks (up 47.7%)
37 11 | P a g e
VisitSYV Promotions
Santa Ynez Valley Restaurant Weeks (January 17 - 31, 2022) is an annual VisitSYV promotion. Over the course of 10+ years, the promotion has developed a strong following, with residents and drive market visitors treating the 2-week promotion as a major celebration. This year’s promotion featured 3 course menus for $30, $40 and $50 from 20 restaurants and two-for-one tastings and bottle discounts at 18 wineries.

We provided a full list of participating restaurants and tasting rooms on a branded landing page at DineSYV.com.

VisitSYV’s Restaurant Weeks advertising campaign reached consumers via paid Facebook, Instagram, and Facebook Audience Network, the Santa Ynez Valley Star, the Santa Ynez Valley News, and printed poster distribution. Restaurant Weeks presents an opportunity for increased engagement and visitation for our website, and acts as a great opportunity to showcase our members and show appreciation. Please see additional stats below.

DineSYV.com Stats
Total Pageviews for DineSYV.com: 21,758
Avg Time Spent on page: 00:03:02
Top Referral Sources:

Google: 7,239
Direct: 4,504
Facebook: 8,363
KSBY: 555
Yahoo: 231
Bing: 193
Noozhawk: 88
38 12 | P a g e
Paid Facebook - Restaurant Weeks
*The Restaurant Weeks campaign ran through January 31st and saw great traction. CPC and CTR were extremely strong, and on-site performance was great.

Upper Funnel:

Impressions: 164,277
Link Clicks: 4,581
CTR: 2.79%
CPC: $0.10
Retargeting:

Impressions: 604
Link Clicks: 7
CTR: 1.16%
CPC: $0.15
39 13 | P a g e
The Place to Be Midweek returned for its second year as a Q1 promotion. As the Santa Ynez Valley continued to emerge from the pandemic, hotels, wineries, and restaurants were seeing larger numbers of visitors on weekends, while midweek visitation remained slow. Knowing that many in our target markets of Los Angeles and San Francisco were still working remotely, we expanded our Midweek Membership Club—a promotion that put a spotlight on the benefits of a midweek trip. For the second year of the promotion, we expanded the offering to include $100+ value in credits at participating restaurants, wineries, and activity partners.

Visitors simply had to book a minimum two-night stay, Sunday through Thursday during from January 5 – April 30, 22 to receive a digital passport that offered 5 digital vouchers during their stay. All promotion details, including a complete list of participating lodging properties, restaurants, and wineries, were featured on a branded landing page on the Visit the Santa Ynez Valley website: www.visitsyv.com/midweek/.

Digital channels did the heavy lifting as we promoted the campaign via paid Facebook, Instagram, and Facebook Audience Network. Leveraging the equity of the existing “Place To Be” brand campaign, we incorporated our midweek message as an overarching theme across the creative elements. Retargeting ads, served to those who had clicked but not booked, introduced the exclusivity of the Midweek Membership Club.

Integrating public relations was a key element of this campaign as we asked our PR team to pitch the idea to media, as well.

See below for sample ads and stats from the campaign.

Paid Facebook - Midweek Membership Club
*The Midweek Promotion saw strong CTRs and CPCs and was slightly stronger than last year’s campaign. It resulted in 47 overnight stays and over $9,000 in direct bookings to Santa Ynez Valley hotels. 40 14 | P a g e
Upper Funnel:

Impressions: 347,772
Link Clicks: 5,044
CTR: 1.45%
CPC: $0.57
Retargeting:

Impressions: 8,989
Link Clicks: 142
CTR: 1.58%
CPC: $0.72
Discover the Santa Ynez Valley, Season 2
Visit the Santa Ynez Valley partnered with Hellcat Productions to create the second season of Discover the Santa Ynez Valley, hosted by Shelby Sim. The 13-episode season premiered on Cox Cable (San Diego Channel 4, Desert Cities Channel 27, Orange County Channel 3, Santa Barbara Channel 4) reaching a total of 964,819 households, with each episode debuting on television before airing on YouTube. Episodes feature stops at restaurants, hotels, wineries and activities.
@VisitSYV Social Media Stats
• Facebook audience: 18,429 likes (2.7% YOY increase)
• Twitter audience: 4,178 followers 59 (1.4% YOY increase) • Instagram audience: 12,592 followers (16% YOY increase) 41 15 | P a g e
Verdin Marketing
VisitSYV contracted with Central Coast based marketing agency Verdin Marketing. Under VisitSYV’s guidance and marketing pillars, Verdin began to produce and schedule organic social media content utilizing a combination of VisitSYV assets and user generated content.

Onsite Activations
Santa Barbara International Film Festival
VisitSYV was a proud on-screen sponsor at the Santa Barbara International Film Festival, March 2 – 12, 2022.

Our full screen ad was played before over 300 screenings during the festival. Our goal was to increase VisitSYV’s presence within Santa Barbara County and inspire the 90,000 festival attendees from around the globe to spend a few days with us here in the SYV.

Print Advertising
2022 California Visitors Guide & Central Coast Insert
VisitSYV partnered with the California Central Coast Tourism Council for an insert listing and a directory listing in the Official 2022 California Visitors Guide (500,000 copies printed). Distribution takes place via newsstand copies, Visit California and Sunset events, direct mailings to qualified consumers, and targeted distribution via auto clubs, rental car agencies, visitor centers, and more. The co-op partnership allowed for both a featured listing in the insert, and a featured listing in the guide’s directory, doubling VisitSYV’s coverage within the guide.

Staff & Board Development
Visit California Travel Outlook
Shelby Sim and Danielle Laudon Ruse attended the Visit California Travel Outlook in San Francisco February 13 – 16, 2022. VisitSYV staff was able to network with Visit California’s international representatives and fostered both new and existing relationships. Staff also learned about current travel trends and strategies.

DMA West Tech Summit
Danielle Laudon Ruse attended DMA West’s three-day tech conference in Tucson, Arizona, March 29 – April 1, 2022, which included expert-led general sessions, labs and workshops. Laudon Ruse learned about DMO marketplace changes and how to evolve and adapt VisitSYV’s current marketing and engagement strategies. 42 16 | P a g e
Grants and Special Projects 1
st Quarter 2022
The purpose of our grants program continues to be to assist with publicity and outreach for valley events which encourage overnight stays. Primary consideration goes to events which occur mid-week (Sunday to Thursday) and/or in off-season. Special projects include charitable donations and community improvement.

These funds in Q1 2022 were awarded to the following:
• Lagerville hosted by Figueroa Mountain Brewing Company: $1,500 • LABA Christmas Tree sponsorship (for Q4 2021, paid in Q1 2022): $1,848.99 • Buellton Wine & Chili Festival by Discover Buellton: $4,000 • Garagiste Festival: $3,000
• SY Chamber of Commerce tree lighting (for Q4 2021, paid in Q1 2022): $500 • 2021 United Boys and Girls Club Golf Tournament: $250 • Women Winemakers Luncheon benefiting Mobile Medical for Field workers in Santa Barbara County by Santa Barbara Vintners Foundation: $180
Collaborations with Santa Barbara County DMOs and other organizations VisitSYV collaborates actively with other county destination marketing organizations, including Solvang IDK, Buellton Visitors Bureau, the Santa Barbara County Vintners Association, Visit Santa Barbara, the Los Olivos, Buellton, Solvang, and Santa Ynez Chambers as well as the Los Alamos Business Association, and The Chumash Foundation.

Public comment
Members of the board and the President continue to be called upon to make written and/or verbal public comment on several hotel and tourism related issues. Each question is raised on a board agenda and voted upon by the board, or authorized by the Chairman, before comment is made. Ongoing participation with our water challenges, cannabis, wine ordinance and special events ordinance hearings is anticipated by President, Shelby Sim, and, when needed, Linda Johansen, Chairman. 43 17 | P a g e
Organization
We hired a part time administrator in January.

The board meets monthly, normally the 2nd Thursday of the month, 9:00 a.m. in person. The board consists of nine individuals, seven of which are from the hotel industry and the other two are an at large representation of the membership base.

Staff & Board of Directors
President & CEO - Shelby Sim
Vice President of Marketing - Danielle Laudon Ruse
Website & Membership Administrator – Brenda Ball
The board members are:

Chairperson – Linda Johansen, Owner, Pea Soup Andersen’s Inn, Buellton Vice Chairperson – Jonathan Rosenson, Owner, Mirabelle Inn, Solvang Secretary – Stormie Strickland, Director of Sales, Hotel Corque, Solvang Treasurer – Jim Flagg, Owner, Hampton Inn & Suites, Buellton Kathleen Cochran, General Manager, The Alisal Ranch, Solvang Greer Shull, Director, Fess Parker Wine County Inn, Los Olivos Kimberly Walker, Owner, Skyview Los Alamos, Los Alamos
Dave Moser, COO, Sunstone Winery, Santa Ynez
Will Henry, Owner, PICO Restaurant, Los Alamos
Respectfully submitted by:

Shelby Sim, President and CEO
Santa Ynez Valley Hotel Association, dba Visit the Santa Ynez Valley [email protected]
PO Box 633, Solvang, CA 93464
www.visitsyv.com, 805-451-6038
44 Agenda Item: 4.f
Solvang City Council STAFF REPORT
PREPARED BY: Xenia Bradford, City Manager
Rodger Olds, Public Works Director
MEETING DATE: August 8, 2022
SUBJECT: Approve Revised Amendment 3 to the Agreement with ZWorld LLC for annual Geographic Information Systems (GIS) Services for the Amount of $37,500. and extend the term to June 30, 2023 and Authorize the City Manager to execute on behalf of the City.

RECOMMENDATION:

Authorize the City Manager to execute on behalf of the City a contract extension with ZWorld GIS, LLC for annual Geographic Information Systems (GIS) Services.

DISCUSSION:

The City of Solvang entered into an agreement with ZWorld on August 21st, 2014, for the establishment and maintenance of the City’s GIS System. The agreement was amended for the first time on July 15th, 2015, extending the agreement until June 30, 2019. Amendment number 2 was executed on July 1, 2019 to extend the time of the contract until June 30, 2022.

On July 11, 2022 Council Approved Amendment No. 3 to extended the contract through fiscal year 2022/23 and increase the contract amount by $24,000, $10,000 for the annual subscription to the online GIS service and $14,000 for the GIS system maintenance. The contract amendment was advanced by staff in order to avoid a lapse in GIS service with an assumed increase of $1,000 for system maintenance and no increase to the annual subscription rate. This was consistent with the rate increases from the previous contract amendment but not agreed to by ZWorld.

ZWorld has since requested a substantial increase in their rates siting the need to increase the subscription rate, which has stayed the same since 2014 and the System Maintenance rate to reflect the City’s service demands that have evolved over time.

The requested 25% increase in the annual subscription will bring the cost from $10,000 to $12,500.

This cost is for the storage of the City’s GIS data and mapping and access to the system software by the City to interface the GIS data in a usable manner.

The bulk of the requested increase in the Data and Program Maintenance, from $13,000 to $25,000.

This cost is to provide ongoing GIS services to the city, which includes maintenance of the GIS data and applications as staff identifies needed corrections, updating the GIS Data Dictionary, custom mapping requests, data analysis, technical support, point of contact for vendors, staff training, and emergency support. The reason for the large increase to this item is that initially the service was provided for Public Works only, which at the time was Public Works and Utilities. More recently however these requested services have been expanded to support requests for Planning and Building, Parks, Administration, and Emergency Services.
45 ALTERNATIVES:

Should City Council not authorize staff to execute the contract extension with ZWorld GIS, LLC the City would not have immediate access to the GIS system, and would need to seek out an alternative provider for the City GIS platform and maintenance.

FISCAL IMPACT:

The cost to the City will be $37,500 for fiscal year 2022/23. GIS work by ZWorld GIS is funded through the existing Council approved budget and no budget amendments are necessary.

ATTACHMENTS:

A. Contract Amendment 3
B. Prior Amendments and Original Agreement
46 AMENDMENT NO. 3
to the Agreement with

ZWORLD GIS LLC
THIS THIRD AMENDMENT is made and entered into this 1st day of July, 2022 between the CITY OF SOLVANG, a municipal corporation and Charter City (City) and ZWORLD GIS LLC a California Limited Liability Company (Contractor). In consideration of the mutual covenants and conditions set forth in the original Agreement dated, August 21, 2014, the First Amendment dated July 1, 2015, and the Second Amendment dated July 1, 2019, the parties agree to continued annual GIS web application subscription, and annual system maintenance services for one additional fiscal year through 2022-2023 in accordance with the Fee Schedule shown below. The contract termination date is hereby extended to June 30, 2023.

All remaining portions of the original Agreement and prior Amendments shall remain in full force and effect.

FEE SCHEDULE
Fiscal Year Annual Subscription System Maintenance
FY 2022-2023 $12,500 $25,000

CITY OF SOLVANG ZWORLD GIS LLC

Xenia Bradford, City Manager Zacharias Hunt, Managing Member APPROVED AS TO FORM:

Dave Fleishman, City Attorney
ATTEST:

Annamarie Porter, City Clerk
47 AMENDMENT NO. 2
THIS AMENDMENT is made and entered into this 1
st day of July 2019, between the
CITY OF SOLVANG, a municipal corporation, and ZWORLD GIS. In consideration of the mutual covenants and conditions set forth in the original Agreement dated, August 21, 2014, the parties agree to continued annucil GIS web applicatlon subscription, and annual system maintenance services for two additional fiscal years through 2021-22 in accordance with the Fee Schedule shown below. The contract termination date shall be extended to June 30, 2022 unless otherwise extended, or earlier terminated.

All remaining portions of the original Agreement and prior Amendments shall remain in fu II force and effect.

Fiscal Year
FY 2020-21
FY 2021-22
FEE SCHE.DULE
Annual Subscription
$10,000
$10,000
CITY OF SOLVANG �
System Maintenance
$12,000
$13,000
By: ----- � !3/3/l'f /4---..,..
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:;_
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_n g-· C--ity
_M
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-ag_e
_r ___ _
X£NtA. 8R.A-brtJJe.1>
ZWORLD GIS (Consultant)
Title: ___ G_I_S_Afl_/)1.,"'-V\---.�'-=\.I_,.; __ _
Attachment B
48 AMENDMENT NO. 1
THIS AMENDMENT is made and entered into this 1
st day of July 2015,
between the CITY OF SOLVANG, a municipal corporation, and Z-World GIS. In consideration of the mutual covenants and conditions set forth in the original Agreement dated, August 21, 2014, the parties agree to continued annual GIS web application subscription for Fiscal Years 2015-16 through 2018-19 in accordance with the Fee Schedule shown below. The contract termination date shall remain June 30, 2019 unless extended otherwise.

All remaining portions of the original Agreement and prior Amendments shall remain in full force and effect.

FEE SCHEDULE
FY 2015-16
FY 2016-17
FY 2017-18
FY 2018-19

CITY OF SOLVANG
By fl>, 0�
City Manager
Z-World GIS (Consultant)
$10,000
$10,000
$10,000
$10,000
Title: __ G-,_,.,..._I ___ )�(l/l_c,.._V"I t\._0
_· t_� ____ _
49 ZWORLD GEOSPATIAL INFORMATION SYSTEMS

BUSINESS CONTINUITY PLAN
WORLD.

GEOSPATIAL INFORMATION SYSTEMS
NOVEMBER 2015
50 I WORLD
GEOSPATIAL INFORMATION SYSTE� S
ZWORLD GIS Business Continuity Plan
ZWORLD GIS has developed a Business Continuity Plan on how we will respond to events that significantly disrupt our business as well as outline our Company development strategy. Since the timing and impact of disasters and disruptions is unpredictable, we will have to be flexible in responding to actual events as they occur. With that in mind, we are providing you with this information on our business continuity plan.

Contacting Us - If after a significant business disruption you cannot contact us as you usually do, you should call our alternative numbers or visit our website for emergency messages or updates.

Primary Emergency Contact: GIS Manager
Phone: 805.448.1726
Alternate Emergency Contact: GIS Technician
Phone: 805.448.6605
Website:
www.zworldgis.com
Our Business Continuity Plan - Our business continuity plan addresses: emergency contacts; data storage, data backup, and data recovery; business constituents; and our company development plan. In short, our business continuity plan is designed to permit our Company to resume operations as quickly as possible, given the scope and severity of the significant business disruption.

Varying Disruptions - Significant business disruptions can vary in their scope, such as only our Company, a single building housing our Company, the business district where our Company is located, the city where we are located, or the whole region. Within each of these areas, the severity of the disruption can also vary from minimal to severe. In a disruption to only our Company or a building housing our Company, we will transfer our physical operations to a local site when needed and expect to recover and resume business within 1-3 days. In a disruption affecting our business district, city, or region, we will transfer our operations to a site outside of the affected area, and recover and resume business within 1-5 days. In either situation, we plan to continue in business, transfer operations to our alternating site if necessary, and notify you through our website www.zworldgis.com or our customer emergency number, 805.448.1726.

For more information - If you have questions about our business continuity planning, you can contact us at 805.448.1726 or [email protected].

ZWORLD GIS - Business Continuity Plan 1
51 I WORLD
FORMATION SYSTE� S
Emergency Contact
ZWORLD GIS has planned for continued communication within the company as well as contact to our clients. ZWORLD GIS staff monitors client communication 24/7 and can respond to contacts after hours and on weekends and holidays. For any disruption in service or accessibility to applications, clients can access the Company via our emergency contact information.

Primary Emergency Contact: GIS Manager
Phone: 805.448.1726
Alternate Emergency Contact: GIS Technician
Phone: 805.448.6605
Website:
www.zworldgis.com
ZWORLD GIS staff monitors client communication 24/7 and can respond to contacts after hours and on weekends and holidays.

Data Storage - Back Up - Recovery Plan
Data Storage
ZWORLD GIS provides a cloud based solution to our clients for both data storage as well as access to web map applications. The GIS data for each of our clients has a triple redundant storage process. The GIS data is first stored in our production environment, which is the "live" data that the web applications access. Then there is a quail (test) environment which is a backup "non-live" location of the GIS data. Then lastly the GIS data is automatically backed up to a separate physical hard drive, which is a direct copy of the data located in the quail environment.

ZWORLD GIS utilizes a web server for the production environment, which is provided by our business partner Go Daddy. The physical location for the production server is located in a secure site within Phoenix, Arizona. The quail environment for the GIS data is stored on a windows network secured server, which is located in Santa Barbara, California. The backed up copy for the qual storage is located in a separate Santa Barbara location.

Back Up
Tier 1
The GIS data and web map application files are backed up monthly from the production environment, which is provided by the arrangement with the Go Daddy server management services. This is the Tier 1 back up process.

Tier 2
The GIS data and web map application files are also stored on our quail network server. In case of a complete Tier 1 data and file loss, the Production environment can be restored from our Tier 2 back up.

ZWORLD GIS - Business Continuity Plan 2
52 I WORLD
GEOSPATIAL I FORMATION SYSTE!'. S
Tier 3
The GIS data and web map application files are also backed up weekly from our quail network server to a separate external hard drive which then is stored in our second Santa Barbara location.

Our arrangements with the Go Daddy web server management is that the production environment is backed up at the Arizona site. Our Company operates a back-up operating facility in a geographically separate area with the capability to conduct the same volume of business as its primary site. To ensure our back up plan is effective, we test our back-up arrangements every six months.

Recovery Plan
Recovery time objectives provide concrete goals to plan for and test against. However, they are not hard and fast deadlines that must be met in every emergency situation, and various external factors surrounding a disruption, such as time of day, scope of disruption and status of critical infrastructure, particularly telecommunications, can affect actual recovery times. Recovery refers to the restoration of GIS data and web map application files after a wide-scale disruption; resumption refers to the capacity to provide application access and restore 100% of functionality after a wide-scale disruption. Our Company has the following small business disruption recovery time and resumption objectives: recovery time period of 1-3 days; and resumption time of 1-5 days.

Business Constituents
Our plan anticipates two kinds of significant business disruptions (SBD), internal and external.

Internal SBDs affect only our Company's ability to communicate and do business, such as a fire in our building. External SBDs prevent the operations of a number of companies and agencies, such as a terrorist attack, a city flood, or a wide-scale regional disruption. Our response to an external SBD relies more heavily on other organizations and systems, especially on the capabilities of our business constituents.

We have contacted our critical business constituents (businesses with which we have an ongoing commercial relationship in support of our operating activities, such as vendors providing us critical services), and determined the extent to which we can continue our business relationship with them in light of the internal or external SBD. We will quickly establish alternative arrangements if a business constituent can no longer provide the needed goods or services when we need them because of a SBD to them or our Company. Our major business partners are:

Web Server Cloud Partner - Go Daddy
Web Map Application - ESRI
Web Map Application - Latitude Geographic
Financial Systems - Intuit QuickBooks Online
ZWORLD GIS - Business Continuity Plan 3
53 �I WORLD

GEOSPATIAL I FORMATION SYSTEMS
We plan to quickly recover and resume business operations after a SBD and respond by safeguarding our client's data and property, making an operational assessment, and minimizing any downtime in services or applications to our clients and customers.

Company Development Plan
We anticipate acquiring additional staff and transitioning to a corporate company (LLC) within the next two years. At this time a gentrification plan will be established to allow for future departures of company founders. ZWORLD GIS will continue to grow and expand, while continuing consistent and reliable services to our existing clients and customers.

ZWORLD GIS prides itself on its analytical ability, its value-added service, competitive fees, its high standards of quality and its adaptability to changes in the market and in the method of its practice. ZWORLD GIS intends to provide the client with more than just information and planning tools. We intend to provide quality information that is customized to the client's needs, in the process assisting them on how best to use the available information. By employing our services, our clients are assured of consultants dedicated to finding the right answers for their business and enabling them to benefit long after we have finished our work.

As we grow we want to grow right. For example we recognize that we have to be in constant touch with our stakeholders to ensure market knowledge at all times. This is the nature of the channels we deal with. Also, we intend to build our management team correctly. We need the right people in the right place at the right time if we are to ensure optimum growth. We intend to develop our team so that our people can grow as the company grows with a mutually beneficial relationship.

In a nutshell, we don't just intend to market and sell our service, but to market and sell customized information, solutions and a total-quality environment. This will ensure we establish a reputable company image.

ZWORLD GIS - Business Continuity Plan 4
54 CITY OF SOLVANG

PROFESSIONAL SERVICES AGREEMENT
This agreement is made upon the date of execution, as set forth below, by and between ZWorld GIS ("Consultant"), a mapping, GIS and technology consulting firm, and the City of Solvang ("City"). The parties hereto, in consideration of the mutual covenants contained herein, hereby agree to the following terms and conditions:

1.0 GENERAL PROVISIONS

1.01 Term: This agreement will become effective on the date of execution set forth below, and will continue in effect until terminated as provided herein.

1.02 Services : Consultant shall perform the tasks described and set forth in Exhibit A, attached hereto and incorporated herein as though set forth in full. Consultant shall complete the tasks according to the schedule of performance which is also set forth in Exhibit A.

Consultant shall determine the method, details and means of performing the above-referenced services.

Consultant may, at their own expense, employ such assistants and subconsultants, as Consultant deems necessary to perform the services required of Consultant by this agreement. However, Consultant may not assign this agreement to any other person or entity in the performance of required project-related services, and the City may not control, direct or supervise Consultant's assistants or employees in the performance of those services.

1.03 Standard of Performance: Consultant's services shall be performed in accordance with generally accepted professional practices and principles and in a manner consistent with the level of care and skill ordinarily exercised by members of Consultant's profession currently practicing under similar conditions. Whenever the scope of work requires or permits approval by the City, it is understood to be approval solely for the purposes of conforming to the requirements of the scope of work and not acceptance of any professional or other responsibility for the work. Such approval does not relieve the Consultant of responsibility for complying with the standard of performance or laws, regulations, industry standards, or from liability for damages caused by negligent acts, errors, omissions, noncompliance with industry standards, or the willful misconduct of Consultant or its subcontractors. By delivery of completed work, Consultant certifies that the work conforms to the requirements of this contract and all applicable federal, state and local laws. If Consultant is retained to perform services requiring a license, certification, registration or other similar requirement under California law, Consultant shall maintain that license, certification, registration or other similar requirement throughout the term of this Contract.

1.04 Compensation: In consideration for the services to be performed by Consultant, City agrees to pay Consultant monetary consideration for mapping, GIS and technology services in accordance with the rates set forth in Exhibit A. The parties agree that total 55 City of Solvang
Professional Services Contract
Page2
compensation for fees and costs for the services detailed in Exhibit A shall not exceed the sum of $10,000 for FY 2014-15 implementation. Compensation for implementation in future fiscal years shall be per approved Contract Amendment as provided herein.

1.05 Billine/Payment Terms. All charges for Consultant's services and related reimbursable expenses shall be billed monthly, and all undisputed charges will be paid by City within 30 (thirty) days of receipt. The bills will itemize by date all services and expenses provided for the invoice period under this Agreement including a brief description of the nature of work performed, the person performing or vendor providing them, the applicable billing rate, the time expended. All Consultant service invoices must be approved by either the Public Works Director or the City Manager, prior to payment.

2.0 OBLIGATIONS OF CONTRACTOR

2.01 Contract Management and Service Performance: Consultant Principal shall serve as the project manager and will personally prepare, or direct and supervise the preparation of, all work product called for by this agreement. Consultant represents that it has the qualifications, experience and facilities to properly perform all services hereunder in a thorough, competent, timely, and professional manner and shall, at all times during the term of this Agreement, have in full force and affect all licenses required of it by law. Consultant agrees to devote the hours and the human resources necessary to timely perform the services set forth in this agreement in an efficient, professional, and effective manner.

2.02 Avoidance of Conflict of Interest. Consultant may represent, perform services for, and be employed by additional individuals or entities, in Consultant's sole discretion, as long as the performance of these extra-contractual services does not interfere with or present a conflict with City's business or interfere with the timely performance and completion of Consultant's services under this Agreement.

Consultant shall comply with all conflict of interest laws and regulations including, without limitation, the City's Conflict of Interest Code (on file in the City Clerk's Office). All officers, employees and/or agents of Consultant who will be working on behalf of the City pursuant to this Agreement may be required to file Statements of Economic Interest. Therefore, it is incumbent upon the Consultant or Consulting Firm to notify the City of any staff changes relating to this Agreement.

A. In accomplishing the scope of services of this Agreement, all officers, employees and/or agents of the Consultant(s) unless as indicated in Subsection B, will be performing a very limited and closely supervised function, and therefore, unlikely to have a conflict of interest arise. No disclosures are required for any officers, employees, and/or agents of Consultant, except as indicated in Subsection B. __ (Initials).

B. In accomplishing the scope of services of this Agreement, Consultant(s) will be performing a specialized or general service for the City, and there is substantial likelihood that the Consultants work product will be 56 City of Solvang
Professional Services Contract
Page3
presented, either written or orally for the purpose of influencing a governmental decision. As a result, the following Consultant(s) shall be subject to the City's Conflict oflnterest Code.

2.03 Tools and Instrumentalities: Consultant shall provide all tools and instrumentalities to perform the services under this agreement.

2.04 Workers' Compensation and Other Employee Benefits: City and Consultant intend and agree that Consultant is an independent contractor of City and agree that Consultant and Consultant's employees and agents have no right to Workers' Compensation and other City-sponsored employee benefits. Consultant agrees to provide Workers' Compensation and other employee benefits, where required by law, for Consultant's employees and agents. Consultant agrees to hold harmless and indemnify City for any and all claims arising out of any claim for injury, disability, or death of Consultant and any of Consultant's employees or agents.

2.05 Indemnification: General Professional Services: Professional Consultant hereby agrees to, and shall, hold City, its elective and appointive boards, officers, agents and employees, harmless and shall defend the same from any liability for damage or claims for damage, or suits or actions at law or in equity which may allegedly arise from the negligent acts, errors or omissions of Consultant's or any of Consultant's employees' or agents' operations under this agreement, whether such operations be by Consultant or by any one or more persons directly or indirectly employed by, or acting as agent for, Consultant; provided as follows:
(a) To the fullest extent permitted by law, the Contractor shall (1) immediately defend, and (2) indemnify the City of Solvang, and its elected officials, officers, and employees from and against all liabilities regardless of nature or type arising out of or resulting from Contractor's performance of services under this contract, or any negligent or wrongful act or omission of the Contractor or Contractor's officers, employees, agents, or subcontractors. Liabilities subject to the duties to defend and indemnify include, without limitation all claims, losses, damages, penalties, fines, and judgments; associated investigation and administrative expenses; defense costs, including but not limited to reasonable attorneys' fees; court costs; and costs of alternative dispute resolution. The Contractor's obligation to indemnify applies unless it is adjudicated that its liability was caused by the sole active negligence or sole willful misconduct of an indemnified party.

If it is finally adjudicated that liability is caused by the comparative active negligence or willful misconduct of an indemnified party, the Contractor's indemnification obligation shall be reduced in proportion to the established comparative liability of the indemnified party.
(b) The review, acceptance or approval of the Contractor's work or work product by any indemnified party shall not affect, relieve or reduce the Contractor's indemnification 57 City of Solvang
Professional Services Contract
Page4
or defense obligations. This Section survives completion of the services or the termination of this contract. The provisions of this Section are not limited by and do not affect the provisions of this contract relating to insurance.

2.06 Insurance: Consultant shall maintain prior to the beginning of and for the· duration of this Agreement insurance coverage as specified in Exhibit C attached to and part of this agreement

3.0 OBLIGATIONS OF CITY

3.01 Cooperation: City agrees to comply with all reasonable requests of Consultant necessary to the performance of Consultant's duties under this agreement. City employees, agents and officers of the City agree to disclose all information relevant to this project to Consultant.

4.0 TERMINATION OF AGREEMENT

4.01 Termination Notice: Notwithstanding any other provision of this agreement, any party hereto may terminate this agreement, at any time, without cause, by giving at least 30 (thirty) days' prior written notice to the other parties to this agreement.

4.02 Termination on Occurrence of Stated Events: This agreement shall terminate automatically on the occurrence of any of the following events:
a. Sale of the business of any party;
b. The end of the 30 (thirty) days as set forth in section 4.01; c. End of the contract to which Consultant's services were necessary; or d. Assignment of this agreement by Consultant without the consent of City. e. Death of any party.

4.03 Termination by any Party for Default: Should any party default in the performance of this agreement or materially breach any of its provisions, the nonbreaching party, at its option, may terminate this agreement, immediately, by giving written notice of termination to the breaching party.

4.04 Termination: This agreement shall terminate on June 30, 2019, unless earlier extended as set forth in this Section. The City, with the agreement of Consultant, is authorized to extend the term of this agreement beyond the termination date, as needed, under the same terms and conditions as set forth in this agreement. Any such extension shall be in writing and be an amendment to this agreement. 58 L
City of Solvang
Professional Services Contract

5.0 SPECIAL PROVISIONS

5.01 Additional Tasks as May Be Assigned by Public Works Director or the City Manager: Prior to initiating any Consultant work on matters relating to mapping, GIS and technology services, but outside this contract, it shall be the responsibility of Consultant to obtain written approval of the Public Works Director, or the City Manager, prior to initiation of such tasks.

5.02 Time Schedule: Consultant is to begin work upon receipt and execution of City contract. It is contemplated that most of the services hereunder will be completed on or before June 30, 2015. TIME IS OF THE ESSENCE OF THIS CONTRACT.

Consultant agrees to engage its best efforts to adhere strictly to the schedule set forth in Exhibit A and incorporated herein.

5.03 Work Outside Contract Scope: No payment for changed or additional work shall be made unless the changed or additional work has first been approved in writing by the Contract Manager and the parties have agreed upon the appropriate adjustment, if any, to the payment schedule and maximum payment amount for the changed or additional work. The Contract Manger may order changes or additions to the scope of work. Whether a change or addition to the scope of work is proposed by the Consultant or ordered by the Contract Manager, the parties shall in good faith negotiate an appropriate adjustment, if any, to the payment schedule and maximum payment for the changed or additional work. An approved change or addition, along with the payment adjustment, if any, will be effective upon an amendment to this contract executed by both parties. The amendment shall not render ineffective or invalidate unaffected portions of this contract.

5.04 Confidentiality:
(a) Confidential Nature of Information. Consultant shall treat all information obtained from the City in the performance of this contract as confidential and proprietary to the City. Consultant shall treat all records and work product prepared or maintained by Consultant in the performance of this contract as confidential. (b) Limitation on use and disclosure. Consultant agrees that it will not use any information obtained as a consequence of the performance of work for any purpose other than fulfillment of Consultant's scope of work. Consultant will not disclose any information prepared for the City, or obtained from the City or obtained as a consequence of the performance of work to any person other than the City, or its own employees, agents or subcontractors who have a need for the information for the performance of work under this contract unless such disclosure is specifically authorized in writing by the City.
(c) Security plan. If requested by the Contract Manager, Consultant shall prepare a security plan to assure that information obtained from the City or as a consequence of the performance of work is not used for any unauthorized purpose or disclosed to 59 City of Solvang
Professional Services Contract
Page6
unauthorized persons. Consultant shall advise the City of any request for disclosure of information or of any actual or potential disclosure of information. (d) Survival. Consultant's obligations under this paragraph shall survive the termination of this contract.

6.0 MISCELLANEOUS

6.01 Notices: Except as otherwise expressly provided by law, any and all notices or other communications required or permitted by this agreement or by law to be served on or given to any party to this agreement shall be in writing and delivered or, in lieu of such personal service, when deposited in the United States mail, first class postage prepaid, to the following address for each respective party:

PARTY
TO: CITY OF SOLVANG
Copy to:

TO CONSULTANT:

ADDRESS
City of Solvang
1644 Oak Street
Solvang, CA 93463
Attention: City Clerk
Roy Hanley
City Attorney

HANLEY & FLEISHMAN, LLP
8930 Morro Road
Atascadero, CA 93422
2--=r w��J Aru1-p o-n"' 5l
SlA·,4e.. # I\�

6.02 Governing Law: This agreement and all matters relating to this agreement shall be governed by the laws of the State of California in force at the time, should any need for interpretation of this agreement or any decision or holding concerning this agreement arise.

6.03 Binding Effect: This agreement shall be binding on and shall inure to the benefit of the heirs, executors, administrators, successors and assigns of the parties hereto, but nothing in this Section shall be construed as a consent by City to any assignment of this agreement or any interest in the agreement.
60 City of Solvang
Professional Services Contract

6.04 Remedies: The remedies set forth in this agreement shall not be exclusive, but shall be cumulative with, and in addition to, all remedies now or hereafter allowed by law or equity.

6.05 Due Authority: The parties hereby represent that the individuals executing this agreement are expressly authorized to do so on and in behalf of the parties.

6.06 Ownership of Work Product: Upon delivery, the work product, including without limitation, all original reports, writings, recordings, drawings, files, and detailed calculations developed under this contract are the property of the City. Consultant agrees that all copyrights, which arise from creation of the work pursuant to this contract, shall be vested in the City and waives and relinquishes all claims to copyright or other intellectual property rights in favor of the City. City acknowledges that its use of the work product is limited to the purposes contemplated by the scope of work and that the Consultant makes no representation of the suitability of the work product for use in or application to circumstances not contemplated by the scope of work.

6.07. Inteeration and Modification: This contract represents the entire understanding and agreement of the City and Consultant as to those matters contained herein. This agreement correctly sets forth the obligations of the parties hereto to each other as of the date of this agreement. All agreements or representations respecting the subject matter of this agreement not expressly set forth or referred to in this agreement are null and void.

No prior oral or written understanding shall be of any force or effect with respect to those matters covered hereunder. This contract may not be modified, amended, or altered except in writing signed by the City and Consultant.

6.08. Advice of Counsel: The parties agree that they are aware that they have the right to be advised by counsel with respect to the negotiations, terms, and conditions of this contract, and that the decision of whether or not to seek the advice of counsel with respect to this contract is a decision which is the sole responsibility of each of the parties hereto. This contract shall not be construed in favor or against either party by reason of the extent to which each party participated in the drafting of the contract.

6.09. Independent Review: Each party hereto declares and represents that in entering this contract it has relied and is relying solely upon its own judgment, belief and knowledge of the nature, extent, effect and consequence relating thereto. Each party further declares and represents that this contract is being made without reliance upon any statement or representation not contained herein of any other party, or any representative, agent, or attorney of any other party.

6.10. Attorney Fees: In the event of any controversy, claim or dispute between the parties hereto, arising out of or relating to this agreement, or the breach hereof, the prevailing party shall be entitled, in addition to other such relief as may be granted, to a reasonable sum as and for attorney fees.
61 City of Solvang
Professional Services Contract

6.11 No waiver: The waiver of any breach by any party of any provision of this agreement shall not constitute a continuing waiver or a waiver of any subsequent breach of this agreement.

6.12. Assignment: This agreement is specifically not assignable by Consultant to any person or entity. Any assignment or attempt to assign by Consultant whether it be voluntary or involuntary, by operation of law or otherwise, is void and is a material breach of this agreement, giving rise to a right to terminate as set forth in Section 4.03.

6.13. Time for Performance: Except as otherwise expressly provided for in this agreement, should the performance of any act required by this agreement to be performed by either party be prevented or delayed by reason by any act of God, strike, lockout, labor trouble, inability to secure materials, or any other cause, except financial inability, which is the fault of the party required to perform the act, the time for performance of the act will be extended for a period of time equivalent to the period of delay and performance of the act during the period of delay will be excused: provided, however, that nothing contained in this Section shall exclude the prompt payment by either party as required by this agreement of the performance of any act rendered difficult or impossible solely because of the financial condition of the party required to perform the act.

6.14 Severability: Should any provision of this agreement be held by a court of competent jurisdiction or by a legislative or rulemaking act to be either invalid, void or unenforceable, the remaining provisions of this agreement shall remain in full force and effect, unimpaired by the holding, legislation or rule.

6.15. Construction: The parties agree that each has had an opportunity to have their counsel review this agreement and that any rule of construction to the effect that ambiguities are to be resolved against the drafting party shall not apply in the interpretation of this agreement or any amendments or exhibits thereto. The captions of the sections are for convenience and reference only, and are not intended to be construed to define or limit the provision to which they relate.

6.16. Amendments: Amendments to this agreement shall be in writing and shall be made only with the mutual written consent of all the parties to this agreement. 62 City of Solvang
Professional Services Contract

6.17. Si2natures: The individuals executing this contract represent and warrant that they have the legal capacity and authority to do so on behalf of their respective legal entities.

IN WITNESS WHEREOF, the parties have executed this contract on the following date.

Consultant:

Date: i - / 0 - ( L/ -----------
City of Solvang:

Date: J:-2-0'-/ Lf
APPROVED AS TO FORM:

City Attorney:

Date: -----------
City Manager

HANLEY & FLEISHMAN, LLP
By: ----.,.L-��"---.l,���;::;-�����'---­
Roy Hanley
City Attorney
63 City ofSolvnng
Profi ·ional S rviccs Contract
Page9

6.17. ignatures: The individuals execming this contract repre ent and warrant that they have the legal capacity and authority to do so on behalf of their respective legal entities.
fN WllNESS \'IHEREOF the panics have executed this contract on the following date.

Consultant:

By.dL� Jfr?sident
y
City of Solvano:
-----
Dat ,,._,_I L; By:

City Manager
APPROVED AS TO FORM:

Cit} Attorne
Date: r� 'J- I - I �
64 EXHIBIT A

SCOPE OF SERVICES, FEE & SCHEDULE
Scope of Services
ZWORLD GIS will be supporting the new GIS Web Application for staff, providing training and assisting with data updates to the application. Also ZWORLD GIS will be providing maintenance to the existing GIS data and Atlas Maps. In particular the major addition of assets within the Skytt Mesa development, as well as minor replacements and data corrections. See following pages for additional details.

Fee
$10,000.00
�-•
for Fiscal Year 2014-15 implementation.� �vtAli'9�� thtM��t � Z.H-�
Schedule
Initial GIS application will be operational by October 31, 2014. Refinements and modifications as necessary will be implemented by March 31, 2015.
65 August 11, 2014
Public Works/ Planning & Development Departments
City of Solvang
411 Second Street
Solvang, CA 93463
Re: GIS Web Application
·Z WORLD.

OEOSPATIAL INFORMATION SYSTEMS
ZWORLD GIS is honored to provide a solution for the City's need for a standard GIS software application. The attached submittal contains details on the GIS application we provide and the particular approach we have designed for the City's GIS Web Application.

The City of Solvang having developed GIS data within the Public Works Department along with Planning and Development GIS data, identifies the need to for a standard mapping tool for staff to use.

ZWORLD GIS in partnership with ESRI, has developed a standard mapping tool that provides a solution for an organization to leverage their GIS data. In particular the mapping tool is primarily a software interface that is installed on a cloud server and is accessible to staff through a web-based interface. The application provides many standard mapping functions and will include all of the current GIS data available to the City.

ZWORLD GIS provides this GIS Web Application to the City as a subscription service. This eliminates the need for the City to purchase additional software or hardware, and avoids further IT administration needs. ZWORLD GIS provides the support service of the GIS Web Application, in relation to updating data for the application as well as providing staff training on the use of the application.

This proposal provides the City with a viable solution for creating a standard GIS tool for all City staff to use. ZWORLD GIS provides this application to the City for an annual use subscription for the cost of $10,000 with support services included.

ZWORLD GIS is uniquely qualified to provide these solution and services. Our business is based on a passion for GIS technology, GIS solutions, and providing excellent GIS client satisfaction.

Thank you for the opportunity to provide you with this proposal. ZWORLD GIS would welcome any opportunity to meet with City officials to discuss any City specific questions related to this proposal. We understand the importance of this project to the City and the local community. We look forward to talking with you at your convenience.

Sincerely,
Zacharias Hunt, MPA
Project Manager

ZWORLD GIS
27 WEST ANAPAMU STREET #191 WWW.ZWORLDGIS.COM
66 iZ · WORLD�

GEOSPATIAL INFORMATION SYSTEMS
Background
The City of Solvang, Public Works and Planning Department have had a need for a GIS tool within the various operations. Recently Public Works has updated the City's Water and Sewer system into a GIS data format. Planning also has several datasets in a GIS format, including the City Landuse and Zoning information. Since the City has invested in GIS data, it is now time to provide a common mapping tool that will leverage the GIS data for City staff to use.

GIS Web Application
Application Description
ZWORLD GIS in partnership with ESRI, will provide a standard mapping tool (GeoAccess) for City staff to access. The application will be configured for a web based interface, so staff will not need to install any software on their workstations.

The application provides many standard mapping functions and will include:
• Map Navigation
• Search Capability
• Distance and Area Calculations
• Create Exhibit Map documents
• Mailing Label and Parcel Notification
Implementation Model
The subscription use covers server administration to be performed by ZWORLD GIS. ZWORLD GIS will configure the City's data to be used with GeoAccess. The GeoAccess application is built using the ESRI ArcGIS Server product. The windows server is a dedicated server in a secure data center, along with IT Server maintenance. The GeoAccess application is a Software as a Service (SaaS), and City staff will access the application through a web-based connection.

Staff will be able to access the application within mobile devices as well. ZWORLD GIS will provide application support such as data updates and staff training.

City of Solvang - GIS Web Application
2 67
WORLD�

GEOSPATIAL I FORMATION SYSTEMS

Z WORLD
Implementation Model
Staff Training
ESRI
ArcGIS
Server
tit
Mobile Devices
ZWORLO GIS Support Services:
• Staff Training
• GIS Data Updates
• Software Upgrades
• Unlimited Data Storage
Staff Worksatlon
ZWORLD GIS will provide onsite training for City staff on the use of the GeoAccess application.

Two training levels are provided. Each training session is a three hour course, and can be done in groups of 5-10 people. The first is a Level 1 Basic Session, and the second is a Level 2 Advanced Session.

Level 1 Basic
In the Level 1 Basic training session, staff is introduced to the applications main functionality and becomes familiar with the interface. This session covers Map Navigation, Search Tools, and Map exporting.

Level 2 Advanced
In the Level 2 Advanced training session, staff is introduced to more in-depth use of the GIS data. This training session provides application techniques that are specific to a certain City operation. For example, the City Water staff would use this session to develop understanding of the water system GIS data. This session covers advanced Searching, Markup Tools, advanced Map documents, and using application for projects.

City of Solvang - GIS Web Application 3
68 (l·I WORLD.

VISIT US AT WWW.ZWORLDGIS.COM
PHONE: 805.448.1726
EMAIL: [email protected]
69 EXHIBIT C

INSURANCE REQUIREMENTS
Prior to the beginning of and throughout the duration of the Work, Consultant will maintain insurance in conformance with the requirements set forth below. Consultant will use existing coverage to comply with these requirements. If that existing coverage does not meet the requirements set forth here, Consultant agrees to amend, supplement or endorse the existing coverage to do so.

Consultant acknowledges that the insurance coverage and policy limits set forth in this section constitute the minimum amount of coverage required. Any insurance proceeds available to City in excess of the limits and coverage required in this agreement and which is applicable to a given loss, will be available to City.

Consultant shall provide the following types and amounts of insurance:

Commercial General Liability Insurance using Insurance Services Office "Commercial General Liability" policy form CG 00 01 or the exact equivalent. Defense costs must be paid in addition to limits. There shall be no cross liability exclusion for claims or suits by one insured against another.

Limits are subject to review but in no event less than $1,000,000 per occurrence.

Business Auto Coverage on ISO Business Auto Coverage form CA 00 01 including symbol 1 (Any Auto) or the exact equivalent. Limits are subject to review, but in no event to be less that $1,000,000 per accident. If Consultant owns no vehicles, this requirement may be satisfied by a non-owned auto endorsement to the general liability policy described above. If Consultant or Consultant's employees will use personal autos in any way on this project, Consultant shall provide evidence of personal auto liability coverage for each such person.

Insurance procured pursuant to these requirements shall be written by insurers that are admitted carriers in the state of California and with an A.M Bests rating of A- or better and a minimum financial size Vil
General conditions pertaining to provision of insurance coverage by Consultant. Consultant and City agree to the following with respect to insurance provided by Consultant:

I. Consultant agrees to have its insurer endorse the third party general liability coverage required herein to include as additional insureds City, its officials, employees and agents, using standard ISO endorsement No. CG 2010 with an edition prior to 1992. Consultant also agrees to require all contractors, and subcontractors to do likewise.

2. No liability insurance coverage provided to comply with this Agreement shall prohibit Consultant, or Consultant's employees, or agents, from waiving the right of subrogation prior to a loss. Consultant agrees to waive subrogation rights against City regardless of the applicability of any insurance proceeds, and to require all contractors and subcontractors to do likewise.

3. All insurance coverage and limits provided by Contractor and available or applicable to this agreement are intended to apply to the full extent of the policies. Nothing contained in this Agreement or any other agreement relating to the City or its operations limits the application of such insurance coverage.
70 City of Solvang
Professional Services Contract

4. None of the coverages required herein will be in compliance with these requirements if they include any limiting endorsement of any kind that has not been first submitted to City and approved of in writing.

5. No liability policy shall contain any provision or definition that would serve to eliminate socalled "third party action over" claims, including any exclusion for bodily injury to an employee of the insured or of any contractor or subcontractor.

6. All coverage types and limits required are subject to approval, modification and additional requirements by the City, as the need arises. Consultant shall not make any reductions in scope of coverage ( e.g. elimination of contractual liability or reduction of discovery period) that may affect City's protection without City's prior written consent.

7. Proof of compliance with these insurance requirements, consisting of certificates of insurance evidencing all of the coverages required and an additional insured endorsement to Consultant's general liability policy, shall be delivered to City at or prior to the execution of this Agreement. In the event such proof of any insurance is not delivered as required, or in the event such insurance is canceled at any time and no replacement coverage is provided, City has the right, but not the duty, to obtain any insurance it deems necessary to protect its interests under this or any other agreement and to pay the premium. Any premium so paid by City shall be charged to and promptly paid by Consultant or deducted from sums due Consultant, at City option.

8. Certificate(s) are to reflect that the insurer will provide 30 days notice to City of any cancellation of coverage.

9. It is acknowledged by the parties of this agreement that all insurance coverage required to be provided by Consultant or any subcontractor, is intended to apply first and on a primary, noncontributing basis in relation to any other insurance or self insurance available to City.

10. Consultant agrees to ensure that subcontractors, and any other party involved with the project who is brought onto or involved in the project by Consultant, provide the same minimum insurance coverage required of Consultant. Consultant agrees to monitor and review all such coverage and assumes all responsibility for ensuring that such coverage is provided in conformity with the requirements of this section. Consultant agrees that upon request, all agreements with subcontractors and others engaged in the project will be submitted to City for review.

11. Consultant agrees not to self-insure or to use any self-insured retentions or deductibles on any portion of the insurance required herein and further agrees that it will not allow any contractor, subcontractor, Architect, Engineer or other entity or person in any way involved in the performance of work on the project contemplated by this agreement to self-insure its obligations to City. If Consultant's existing coverage includes a deductible or self-insured retention, the deductible or self-insured retention must be declared to the City. At that time the City shall review options with the Consultant, which may include reduction or elimination of the deductible or self-insured retention, substitution of other coverage, or other solutions. 71 City of Solvang
Professional Services Contract

12. The City reserves the right at any time during the term of the contract to change the amounts and types of insurance required by giving the Consultant ninety (90) days advance written notice of such change. If such change results in substantial additional cost to the Consultant, the City will negotiate additional compensation proportional to the increased benefit to City.

13. For purposes of applying insurance coverage only, this Agreement will be deemed to have been executed immediately upon any party hereto taking any steps that can be deemed to be in furtherance of or towards performance of this Agreement.

14. Consultant acknowledges and agrees that any actual or alleged failure on the part of City to inform Consultant of non-compliance with any insurance requirement in no way imposes any additional obligations on City nor does it waive any rights hereunder in this or any other regard.

15. Consultant will renew the required coverage annually as long as City, or its employees or agents face an exposure from operations of any type pursuant to this agreement. This obligation applies whether or not the agreement is canceled or terminated for any reason.

Termination of this obligation is not effective until City executes a written statement to that effect.

16. Consultant shall provide proof that policies of insurance required herein expiring during the term of this Agreement have been renewed or replaced with other policies providing at least the same coverage. Proof that such coverage has been ordered shall be submitted prior to expiration. A coverage binder or letter from Consultant's insurance agent to this effect is acceptable. A certificate of insurance and/or additional insured endorsement as required in these specifications applicable to the renewing or new coverage must be provided to City within five days of the expiration of the coverages.

17. The provisions of any workers' compensation or similar act will not limit the obligations of Consultant under this agreement. Consultant expressly agrees not to use any statutory immunity defenses under such laws with respect to City, its employees, officials and agents.

18. Requirements of specific coverage features or limits contained in this section are not intended as limitations on coverage, limits or other requirements nor as a waiver of any coverage normally provided by any given policy. Specific reference to a given coverage feature is for purposes of clarification only as it pertains to a given issue, and is not intended by any party or insured to be limiting or all-inclusive.

19. These insurance requirements are intended to be separate and distinct from any other provision in this agreement and are intended by the parties here to be interpreted as such.

20. The requirements in this Section supersede all other sections and provisions of this Agreement to the extent that any other section or provision conflicts with or impairs the provisions of this Section.

21. Consultant agrees to be responsible for ensuring that no contract used by any party involved in any way with the project reserves the right to charge City or Consultant for the cost of additional insurance coverage required by this agreement. Any such provisions are to be 72 City of Solvang
Professional Services Contract

deleted with reference to City. It is not the intent of City to reimburse any third party for the cost of complying with these requirements. There shall be no recourse against City for payment of premiums or other amounts with respect thereto.

22. Consultant agrees to provide immediate notice to City of any claim or loss against Consultant arising out of the work performed under this agreement. City assumes no obligation or liability by such notice, but has the right (but not the duty) to monitor the handling of any such claim or claims if they are likely to involve City.
73 Agenda Item: 4.g
Solvang City Council STAFF REPORT
PREPARED BY: Xenia Bradford, City Manager
Dave Fleishman, City Attorney
MEETING DATE: August 8, 2022
SUBJECT: Adopt Resolution No 22-1189 Extension of deadline to submit arguments for and against Solvang Local Control and Essential Services Measure
RECOMMENDATION:

That the City Council:

1. Adopt a Resolution extending the deadline for filing written arguments for and against the Solvang Local Control and Essential Services Measure.

SUMMARY:

On June 27, 2022, the City Council adopted Resolution 22-1181, which established priorities for the submission of arguments for and against the Solvang Local Control and Essential Services Measure, which measure will appear on the November 8, 2022 general election ballot. That resolution set a deadline of July 11, 2022 to submit such arguments, but as of that date, no arguments had been submitted either in favor or against the Measure.

In order to ensure a full opportunity to submit arguments for and against the Measure, staff recommends that the City Council extend the time period for submission of such arguments to August 12, 2022.

FISCAL IMPACT:

There is no fiscal impact from the extension of time to submit arguments for and against the Measure.

ATTACHMENTS:

A – Resolution 22-1189
B – Resolution 22-1181
74 Resolution No. 22-1189 extending deadline for arguments RESOLUTION NO. 22-1189

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SOLVANG CALIFORNIA

SETTING PRIORITIES AND EXTENDING THE DEADLINE FOR FILING WRITTEN

ARGUMENTS REGARDING A CITY BALLOT MEASURE
WHEREAS, the City Council of the City of Solvang has by Resolution No. R-2022-1173 called for a general municipal election to be held on November 8, 2022; and WHEREAS, at the general municipal election, there will be submitted to the voters the following measure: CITY OF SOLVANG LOCAL CONTROL AND ESSENTIAL SERVICES MEASURE (“Measure”); and
WHEREAS, under Elections Code Section 9282, the City Council, or a member or members of the City Council authorized by the City Council, or an individual voter who is eligible to vote on the measure, or bona fide association of citizens, or a combination of voters and associations, may file a written argument for or against the Measure; and WHEREAS, the City Council previously by Resolution No. 22-1181 established a July 11, 2022 deadline for submission of arguments for and against the Measure; and WHEREAS, no arguments for or against the Measure were submitted by July 11, 2022, but the City Council wishes to ensure a full opportunity to submit arguments for and against the Measure and therefore the City Council wishes to extend the time period for submission of such arguments.

NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SOLVANG DOES RESOLVE AS FOLLOWS:

SECTION 1. Pursuant to Elections Code Section 9282(b), the City Council hereby authorizes the Mayor and/or City Council members to prepare and file written arguments not exceeding 300 words regarding the City measure as specified above, accompanied by the printed name(s) and signature(s) of the author(s) submitting it, and to change the arguments for such City measure prior to the deadline for filing such argument set forth herein.

SECTION 2. Pursuant to Elections Code Section 9287, in the event more than one argument for or against the City measure described above is submitted to the City Clerk within the time prescribed, the City Clerk shall select one of the arguments in favor and one of the arguments against the proposed measure for printing and distribution to the voters. In selecting the argument, the City Clerk shall give preference and priority, in the order below, to the arguments of the following:
(a) The Mayor and/or members of the City Council authorized by the City Council; (b) Bona fide associations of citizens; and
(c) Individual voters who are eligible to vote on the measure.

SECTION 3. Pursuant to Elections Code Section 9286(b), the deadline for filing (and changing or withdrawing) arguments for or against the City measure described above with the City Clerk shall be not later than 5:00 p.m. on August 12, 2022.
75 Resolution No. 22-1189 extending deadline for arguments PASSED, APPROVED, AND ADOPTED on this 8th day of August 2022.

______________________________
Charlie Uhrig, Mayor
APPROVED AS TO FORM: ATTEST:
______________________________ ______________________________ Dave Fleishman, City Attorney Annamarie Porter, City Clerk

76 Resolution No. 22-1189 extending deadline for arguments

STATE OF CALIFORNIA )
COUNTY OF SANTA BARBARA ) ss

CITY OF SOLVANG )
I, Annamarie Porter, City Clerk of the City of Solvang, California do hereby certify that Resolution No. 22-1189 was passed and adopted by the City Council of the City of Solvang at a regular meeting of said City Council held on the 8th day of August 2022, and thereafter signed and approved by the Mayor and attested by the City Clerk, and that said resolution was adopted by the following vote:

AYES:

NOES:

ABSTAIN:

ABSENT:

Annamarie Porter, City Clerk
77 R 22-1181 Arguments
RESOLUTION NO. 22-1181

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SOLVANG CALIFORNIA SETTING

PRIORITIES FOR FILING WRITTEN ARGUMENTS REGARDING A CITY BALLOT MEASURE WHEREAS, the City Council of the City of Solvang has by Resolution No. R-2022-1173 called for a general municipal election to be held on November 8, 2022; and WHEREAS, at the general municipal election, there will be submitted to the voters the following measure: CITY OF SOLVANG LOCAL CONTROL AND ESSENTIAL SERVICES MEASURE; and WHEREAS, under Elections Code Section 9282, the City Council, or a member or members of the City Council authorized by the City Council, or an individual voter who is eligible to vote on the measure, or bona fide association of citizens, or a combination of voters and associations, may file a written argument for or against the measure set forth above.

NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SOLVANG DOES HEREBY RESOLVE AS FOLLOWS:

SECTION 1. Pursuant to Elections Code Section 9282(b), the City Council hereby authorizes the Mayor and/or City Council members to prepare and file written arguments not exceeding 300 words regarding the City measure as specified above, accompanied by the printed name(s) and signature(s) of the author(s) submitting it, and to change the arguments for such City measure prior to the deadline for filing such argument set forth herein.

SECTION 2. Pursuant to Elections Code Section 9287, in the event more than one argument for or against the City measure described above is submitted to the City Clerk within the time prescribed, the City Clerk shall select one of the arguments in favor and one of the arguments against the proposed measure for printing and distribution to the voters. In selecting the argument, the City Clerk shall give preference and priority, in the order below, to the arguments of the following:
a) The Mayor and/or members of the City Council authorized by the City Council; b) Bona fide associations of citizens; and
c) Individual voters who are eligible to vote on the measure.

SECTION 3. Pursuant to Elections Code Section 9286(b), the deadline for filing ( and changing or withdrawing) arguments for or against the City measure described above with the City Clerk shall be not later than 5:00 p.m. on July 11, 2022.

PASSED, APPROVED, AND ADOPTED on this 27th day of June 2022.

Charlie Uhrig, Mayor
APPROVED AS TO FORM: ATTEST:

Dave Fleishman, City Attorney Annamarie Porter, City Clerk DocuSign Envelope ID: E8821DC2- A97A-4F56-A54A-C1113FF62359 78 R 22-1181 Arguments

STATE OF CALIFORNIA )
COUNTY OF SANTA BARBARA ) ss

CITY OF SOLVANG )
I, Annamarie Porter, City Clerk of the City of Solvang, California do hereby certify that Resolution No. 22- 1181 was passed and adopted by the City Council of the City of Solvang at a regular meeting of said City Council held on the 27th day of June 2022, and thereafter signed and approved by the Mayor and attested by the City Clerk, and that said resolution was adopted by the following vote:

AYES: CLARKE, INFANTI, ORONA, THOMAS, UHRIG
NOES: NONE
ABSTAIN: NONE
ABSENT: NONE
Annamarie Porter, City Clerk
DocuSign Envelope ID: E8821DC2- A97A-4F56-A54A-C1113FF62359 79 Agenda Item: 5
Solvang City Council STAFF REPORT
PREPARED BY: Xenia Bradford, City Manager
MEETING DATE: August 8, 2022
SUBJECT: Presentation by Santa Barbara County District Fire Chief on Solvang Fire Services and Planning for Solvang Fire Station Upgrade
RECOMMENDATION:

Receive a presentation form the Santa Barbara County Fire District Chief on fire services and intent to upgrade the Solvang Fire Station.

DISCUSSION:

The Santa Barbara County Fire District provides fire protection services to the community of Solvang.

The purpose of tonight’s presentation is to provide the City Council and the community with an overview of Fire protection services provided and discuss needs assessment for the District Capital Improvement program where Solvang Fire Station upgrade is identified as a priority.

The Santa Barbara County District Fire Chief has submitted a request for consideration to develop a plan for an upgrade to the Fire Station in Solvang, which is one of the oldest Fire Stations in the District. The current proposal is for location at Parking Lot 5; however, other options may be considered as the County moves forward with this process. The request to consider is conceptual at this point and will take a number of years before a project is fully developed.

The item is brought before Council to initiate the discussions and update the Council and the community on the state of Fire services and the work to move forward with capital improvement program updates.

City Staff recommends continuing moving forward with the City planned Capital Improvement Program as planned and if the proposed location is desired to be selected when the project is ready to move forward, the City will negotiate with the County the options.

ALTERNATIVES:

N/A
FISCAL IMPACT:

N/A
ATTACHMENTS:

A – Letter from Santa Barbara County Fire
80 May 19, 2022
Fire Department
"Serving the community since 1926"

HEADQUARTERS
4410 Cathedral Oaks Road
Santa Barbara, CA 93110-1042
(805) 681-5500 FAX: (805) 681-5563
Xenia Bradford, City Manager
City of Solvang
1644 Oak Street
Solvang, CA 93463
Ms. Bradford:

Mark A. Hartwig
Fire Chief
County Fire Warden
Rob Heckman
Deputy Fire Chief
Administration
The Santa Barbara County Fire Department is in search of a permanent, stand-alone site for a fire station in Solvang. The Fire Department is interested in the vacant lot across from Solvang City Hall/Fire Station 30 as a potential site for the new station.

A Capital Study conducted by Citygate is currently underway, which we expect will return with a recommendation for a stand-alone site in Solvang for SBC Fire Station 30.

Several concerns have been expressed regarding the station being located in the Solvang City Hall building. Those concerns involve security, exhaust, noise, and privacy.

Regarding security and privacy, often members of the public request to use the station restrooms. The layout of the building does not offer opportunity for a convenient public restroom in the station and members of the public must venture through the engine bay, day room and living space area to reach the restroom. Additionally, on a daily basis, firefighters are required to do daily checks with consistant running of chain saws and power equipment, exposing anyone in the vicinity to noise and exhaust. Although there is a plymo vent system installed, it is not 100% effective at removing exhaust gasses, particularly from portable power equipment. In addition, station personnel do their best to be quiet during business hours and especially during City Council meetings. However, a fire station is a 24/7 operation and it isn't always conducive to a quiet environment.

For these reasons, the Fire Department is exploring alternative options for the location of Fire Station 30. I appreciate your willingness to consider these options with us. s:?J
:!�art�g
Fire Chief I Fire Warden
Serving the cities of Buellton, Goleta, and Solvang, and the Communities of Casma/ia, Cuyama, Gaviota, Hope Ranch, Los Alamos, Los Olivos, Mission Canyon, Mission Hills. Orcutt, Santa Maria, Sisquoc, and Vandenberg Village Attachment A
81 Agenda Item: 6
Solvang City Council STAFF REPORT
PREPARED BY: Xenia Bradford, City Manager
MEETING DATE: August 8, 2022
SUBJECT: Poll Options to Receive Public Input Regarding Customer Satisfaction with the City Services
RECOMMENDATION:

Receive a report on poll options to receive input regarding customer satisfaction with the City services.

DISCUSSION:

Per Council general direction in response to Councilmember Clarke’s request, staff seeks Council policy direction whether to develop a Customer Satisfaction Survey to receive input from the community on the City’s service levels.

Community surveys can be powerful tools to help prioritize competing interests, communicate progress, and tap into the collective will of the community. But they can also be time consuming and expensive for smaller communities with limited staff capacity and budget.

When conducting a community survey, it is important to start from a clear place of understanding what is desired to be achieved from the data.

The next step is to select methodology which should take into consideration the following aspects:
• Cost. Some research companies charge tens of thousands of dollars, depending on the survey length, number of responses, and backend analysis/reporting. Cost estimates can start low but increase significantly during development as extra features are added. • Do-it-yourself. Despite the rise of good, self-administered platforms like Survey Monkey, at the end of the day, we end up doing the designing, the fielding, and the analysis to save a little money. Staff are not expert in statistics and social research methodologies unlike the consultants.

Thus, the output of the research is not as accurate as results derived by conducting a professional poll of the residents.

The City has recently received some feedback from the community through a poll conducted in consideration of a sales tax measure. The overall customer satisfaction rate was strong at 73.8%. See charts below.
82 83
Conducting a Customer Satisfaction Survey can benefit the City’s decision making when setting priorities for Financial Plan development. Every two-years the City engages the community to receive input from the community in order to determine priorities for City investment of funds. A survey was conducted for the Fiscal Years 2022-24 Financial Plan development. Utilizing formal poll methodology would ensure more equal representation of the opinion among community members.

It is recommended that the City Council consider conducting Community Satisfaction surveys in the beginning of the second year of a two-year Financial Plan in order to gage community priorities and progress.

The City Council may also direct staff to conduct a Community Satisfaction survey within an earlier timeframe to receive further detail on the community satisfaction rate for specific areas of service. The additional research topics may include the following areas:
• Satisfaction with Quality of Life in Solvang
• Gauge importance of and satisfaction with City services and facilities • Satisfaction with the City’s provision of services and management of public funds • Satisfaction with specific areas of services such as preference for communications, recreation services, maintenance of public facilities, tourism management • Identify any differences in opinions due to demographic and/or voter behavior characteristics ALTERNATIVES:

City Council may elect not to engage in Customer Satisfaction process and continue to gage public input through Financial Plan development utilizing surveys and public meetings to identify priorities.

FISCAL IMPACT:

If the City Council directs staff to engage professional polling firm to conduct the Customer Satisfaction Survey, such services would be funded from available General Fund balance.

ATTACHMENTS:

N/A
84 Agenda Item: 7
Solvang City Council STAFF REPORT
PREPARED BY: Xenia Bradford, City Manager
MEETING DATE: August 8, 2022
SUBJECT: Grant Funding Policy Modifications for Fiscal Year 2023-24 RECOMMENDATION:

Per Council general direction, receive and approve an updated Grant Funding policy to be applied to Fiscal Year 2023-24 Supplemental Budget development process.

DISCUSSION:

The City of Solvang has maintained a Grant Funding Policy where the City Council reviews grant funding request each year during annual budget development. The grant funding policy allows the City to award grant funds to organizations providing priority humanitarian services to the community. The grant funding policy does not commit the City to ongoing investment in the services.

The City Council grant funding policy for Fiscal Year 2022-24 Financial Plan Development was focused on humanitarian services with focus on senior services. Per Councilmember Thomas and general Council support, the proposed Grant Funding policy shown in Attachment A, adds focus on Veterans services and minors with disabilities. This proposed policy will be applied to Fiscal Year 2023-24 Supplemental Budget (second year budget of two-year Financial Plan).

Per Council prior direction, additional recommendations will be brought back at a future meeting for Council direction to approve procedures and standards for special events funding.

ALTERNATIVES:

The City Council could elect to eliminate the Grant Funding from its budgeting process and either elect to fund certain organizations on-ongoing basis or not fund. Processing any funding through the budget process internally will not limit the Council’s ability to eliminate such funding at their discretion depending on the City’s fiscal conditions and future priorities.

FISCAL IMPACT:

There is no immediate fiscal impact based on adoption of the policy. The policy does not bind the City Council to appropriating grant funds at a future date.

ATTACHMENTS:

A – Grant Funding Policy for Fiscal Year 2023-24
85 CITY OF SOLVANG

HUMAN SERVICES GRANT FUNDING
POLICIES and PROCEDURES
The Solvang City Council recognizes the importance of the human services and programs and organizations that serve community residents. As part of the annual budget process and financial plan development, the City Council may consider appropriation of such funds as it deems prudent and reasonable to award grants to non-profit community service organizations.

Policy
A. Non-Profit / Not for Profit. Tax-exemption is the result of a nonprofit organization being recognized by the IRS as being organized for any purpose allowable under 501(c)(3) – 501(c)(27).

B. Grants Shall Not be available to organizations who intend to directly or indirectly act as a conduit to provide grant funding to other organizations.

C. The City will prioritize funding for senior citizen services, Veterans, and minors with disabilities.

D. City grant funds Shall Not be used by the agency for administrative/overhead types of costs.

E. Applicants must be in good standing with the IRS, FTB and current with their registration with the Attorney General / Department of Justice.

F. Applicants agree to sign the City’s Standard Grant Agreement, abide by all conditions and requirements, and shall present a report of a detailed accounting of how the funds were spent.

Procedures
A. The application period for Organizations wishing to apply for grant funds will be opened on February 1, 2023 and deadline to apply will be March 31, 2023. In addition to the completed Application, Applicants are to provide the last three most recent 990’s filed with the IRS.

Completed applications may be subsidized with additional information regarding the Organization and their programs. Email applications to [email protected] or deliver to City Hall (1644 Oak Street, Solvang, CA 93463)
B. Staff will review applications for completeness and qualifications based upon grant program parameters and will provide the Council with analysis whether the grant applications qualify under this program.

C. Copies of all funding applications received will be provided to all City Council members and will be considered by Council as part of the budget adoption hearing and will be a public record.

D. A representative from the requesting organization must be available for questions from City staff and/or City Council related to their grant funding application and must attend and present at the annual City budget hearing. Following adoption of the annual City budget and execution of City standard Grant Funding Contract with the City, the City will disburse approved funds within 30 days.
86 CITY OF SOLVANG

HUMAN SERVICES GRANT FUNDING

APPLICATION

1. Legal Organization/Agency Name and dba if applicable:

2. Total funding request:

3. Contact Person Name, Title within the Organization, Email and phone number:

4. Mailing Address:

5. Physical Address:

6. Organization’s purpose? Goals and objectives?

7. Program of the funding request? Provide a detailed accounting of what specific program the granted funds will be used for?

8. How many Solvang residents will be impacted by the proposed use of the grant funds?

9. What is the organization’s total budget?

10. What are the sources of revenue for your organization? How are you funded? 87 Agenda Item: 8
Solvang City Council STAFF REPORT
PREPARED BY: Xenia Bradford, City Manager
Annamarie Porter, City Clerk
MEETING DATE: August 8, 2022
SUBJECT: Designation of Voting Delegates and Alternates to the League of California Cities Annal Conference & Expo – September 7-9, 2022
RECOMMENDATION:

Designate voting delegates and alternates to the League of California Cities Annual Conference & Expo – September 7-9, 2022
DISCUSSION:

Cal Cities 2022 Annual Conference & Expo is scheduled for September 7-9, 2022 in Long Beach. An important part of the Annual Conference is the Annual Business Meeting (during General Assembly) on Friday, September 9. At this meeting, Cal Cities membership considers and acts on resolutions that establish Cal Cities policy.

In order to vote at the Annual Business Meeting, City Council must designate a voting delegate, and may also appoint up to two alternate voting delegates, one of whom may vote if the designated voting delegate is unable to serve in that capacity.

Consistent with Cal Cities bylaws, a city’s voting delegate and up to two alternates must be designated by the city council, and the completed Voting Delegate form must be returned to the Cal Cities office no later than Friday, September 2, 2022.

ALTERNATIVES:

N/A
FISCAL IMPACT:

Registration for the Cal Cities Conference is included in the FY 22-24 Adopted Budget ATTACHMENTS:

A –2022 Annual Conference Voting Delegate Form
88 1400 K Street, Suite 400, Sacramento, CA 95814 • 916.658.8200 • calcities.org DATE: June 1, 2022
TO: City Managers and City Clerks
RE: DESIGNATION OF VOTING DELEGATES AND ALTERNATES
League of California Cities Annual Conference & Expo – September 7-9, 2022 Cal Cities 2022 Annual Conference & Expo is scheduled for September 7-9, 2022 in Long Beach. An important part of the Annual Conference is the Annual Business Meeting (during General Assembly) on Friday, September 9. At this meeting, Cal Cities membership considers and acts on resolutions that establish Cal Cities policy.

In order to vote at the Annual Business Meeting, your city council must designate a voting delegate. Your city may also appoint up to two alternate voting delegates, one of whom may vote if the designated voting delegate is unable to serve in that capacity.

Please complete the attached Voting Delegate form and return it to Cal Cities office no later than Friday, September 2. This will allow us time to establish voting delegate/alternate records prior to the conference.

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

When completing the attached Voting Delegate form, please attach either a copy of the council resolution that reflects the council action taken, or have your city clerk or mayor sign the form affirming that the names provided are those selected 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. • 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 will open by June 1 on the Cal Cities website. In order to cast a vote, at least one voter must be present at the Business Meeting and in possession of the voting delegate card. 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 them into the voting area during the Business Meeting.

Council Action Advised by August 31, 2022
Attachment A
89 • 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 Business Meeting, they may not transfer the voting card to another city official. • Seating Protocol during General Assembly. At the Business Meeting, individuals with the voting card will sit in a separate area. Admission to this area will be limited to those individuals with a special sticker on their name badge identifying them as a voting delegate or alternate. If the voting delegate and alternates wish to sit together, they must sign in at the Voting Delegate Desk and obtain the special sticker on their badges.

The Voting Delegate Desk, located in the conference registration area of the Long Beach Convention Center, will be open at the following times: Wednesday, September 7, 8:00 a.m. – 6:00 p.m.; Thursday, September 8, 7:00 a.m. – 4:00 p.m.; and Friday, September 9, 7:30 a.m.–12:30 p.m. The Voting Delegate Desk will also be open at the Business Meeting on Friday, 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 completing the voting delegate and alternate form and returning it to Cal Cities office by Friday, September 2. If you have questions, please call Darla Yacub at (916) 658-8254.

Attachments:
• Annual Conference Voting Procedures
• Voting Delegate/Alternate Form
90 1400 K Street, Suite 400, Sacramento, CA 95814 • 916.658.8200 • calcities.org Annual Conference Voting Procedures

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 Annual Conference, 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 Business Meeting.

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 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 or alternate.

6. Voting Area at Business Meeting. At the Business Meeting, individuals with a voting card will sit in a designated area. Admission will be limited to those individuals with a special sticker on their name badge identifying them as a voting delegate or alternate.

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 Business Meeting.
91 CITY:___SOLVANG________________________
2022 ANNUAL CONFERENCE

VOTING DELEGATE/ALTERNATE FORM
Please complete this form and return it to Cal Cities office by Friday, September 2, 2022. Forms not sent by this deadline may be submitted to the Voting Delegate Desk located in the Annual Conference Registration Area. Your city council may designate one voting delegate and up to two alternates.

To vote at the Annual Business Meeting (General Assembly), voting delegates and alternates must be designated by your city council. Please attach the council resolution as proof of designation. As an alternative, the Mayor or City Clerk may sign this form, affirming that the designation reflects the action taken by the council.

Please note: Voting delegates and alternates will be seated in a separate area at the Annual Business Meeting. Admission to this designated area will be limited to individuals (voting delegates and alternates) who are identified with a special sticker on their conference badge. This sticker can be obtained only at the Voting Delegate Desk.

1. VOTING DELEGATE
Name:

Title:

2. VOTING DELEGATE - ALTERNATE 3. VOTING DELEGATE - ALTERNATE Name: Name:

Title: Title:

ATTACH COUNCIL RESOLUTION DESIGNATING VOTING DELEGATE AND ALTERNATES OR ATTEST: I affirm that the information provided reflects action by the city council to designate the voting delegate and alternate(s).

Name: ____________________________________ Email_________________________________ Mayor or City Clerk_________________________ Date____________ Phone________________ (circle one) (signature) Please complete and return by Friday, September 2, 2022 to:

Darla Yacub, Assistant to the Administrative Services Director E-mail: [email protected]; Phone: (916) 658-8254
92