Minutes 2023-05-22 CC/TAC 1
May 22, 2023
Monday
Special Joint Meeting – 3:30 p.m.
Special Closed Session – 6:00 p.m.
Regular Session – 6:30 p.m.
3:30 PM SPECIAL JOINT CC & TAC MEETING
CALL TO ORDER
Mayor Infanti called the joint meeting to order at 3:30 p.m. in the City Hall Council Chamber, 1644 Oak Street, Solvang, California.
ROLL CALL
City Council:
Present: Mayor Mark Infanti, Mayor pro tem Elizabeth Orona, Councilmembers David Brown, Robert Clarke, Claudia Orona
Tourism Advisory Committee:
Present: Vice Chair Alex Grenier, Members Tracy Beard, John Jakubek, Kim Jensen, John Martino, Louise Smith
Staff: City Manager Randy Murphy, City Attorney David Fleishman, Planning Manager Sophia Checa
PLEDGE OF ALLEGIANCE
Councilmember Brown led in the Pledge of Allegiance.
PUBLIC COMMENTS
Keith Adler recommended hiring a marketing firm or marketing manager that can do it all.
REORDER THE AGENDA
Mayor pro tem Elizabeth Orona suggested reordering the agenda as follows: 1.d., 1.f., 1.c., 1.e., 1.b. and 1.a.
City Council concurred to reorder the agenda as suggested.
1. DISCUSSION ITEMS
a. Discussion and possible direction to Staff regarding the Tourism Marketing Contracts with Islett Agency and Stiletto Marketing to add additional Scope of Work and to extend
MINUTES OF A SPECIAL JOINT SOLVANG CITY
COUNCIL AND TOURISM ADVISORY COMMITTEE
MEETING
SPECIAL CLOSED SESSION MEETING AND REGULAR
CITY COUNCIL MEETING
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the term
Concurrence to extend the Islett Agency and Stiletto Marketing contracts. b. Discussion and possible direction to Staff regarding the Solvang Marketing and Events Manager position
Discussion ensued regarding the need for a Marketing and Events Manager and the two roles be included as one position, salary ranges for each position and subsequent steps, the role of the Marketing and Events Manager, approval of the job description by Council, the need for a wellconstructed, integrated marketing strategy, considering whether the City is putting the right resources into the marketing bandwidth, hiring someone with the capabilities and competencies to operate on a strategic level to build an integrative marketing plan, the need for strong leadership and management skills, the need to provide support to the Marketing and Events Manager.
City Manager Murphy spoke about hiring a separate Marketing Manager and Events Manager.
Public Comment:
Brenda K. Ball, via Zoom, recommended hiring someone with a complete marketing background.
Mayor Infanti suggested directing the City Manager to review the current list of applicants, and TAC Member Jakubek offered his help in reviewing applicants. c. Discussion and possible direction to Staff regarding the Tourism Marketing Budget City Manager Murphy noted the Tourism Marketing Budget is a General Fund item.
Discussion followed regarding the remaining current fiscal year budget for tourism, the marketing budget for next year and money set aside for website design.
d. Discussion and possible direction to Staff regarding the Tourism Marketing Plan Mayor Infanti invited public comments.
Denise El Amin wanted a better understanding of where her tax dollars are going.
Brenda K. Ball, via Zoom, listed destination marketing strategies.
John Sorgenfrei, President TJA Advertising, via Zoom, offered his company’s help for the City’s tourism marketing; urged City Council and the TAC to reread his proposal.
Keith Adler referenced the two previous speakers; suggested having them help develop a revised RFP.
There were no other public comments on this item.
Discussions regarding the tourist season happening now, the need to hire a Marketing Manager or a marketing agency, immediately, short-term, doing a rapid RFP to present a marketing plan to the City.
Notations that the City had a marketing plan and a contractor which did not work; the need to know what did not work in order to avoid a similar mistake, the City hired a firm out of Reno, that was an unknown entity but had a nice RFP, whereas, TJA has a proven track record in cities similar to Solvang. Gaps are still being filled from the defunding of the Solvang CVB, previous contracted agencies were not in Solvang, did not have local representatives and were not in communication with local organizations or businesses, the need to be fair and equal in the RFP process and extending current contracts.
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Further discussions regarding concerns with the Abby Agency including the lack of local presence and providing insufficient/surface data and the need for a data-driven approach, that the Abby Agency did not provide clear and concise information regarding the website and the importance of updating the website, and of getting input and partnering with local businesses and agencies, the importance clearly defined expectations to ensure the City gets exactly what is expected, possible redundancy in having a Marketing Manager, the TAC and an agency, and with the TAC being a Brown Act body, there are limits that impede it from meeting more often and act more effectively and the SCVB model may be more effective.
City Attorney Fleishman addressed formation of committees by the City Manager, noting they would not be subject to the Brown Act. He added that SCVB was a private corporation with a private Board of Directors which received funding from the City, was responsible to its Board of Directors as a non-profit corporation and was responsible to the Attorney General for oversight.
Continued discussion regarding tourism tax dollars generate everything for residents, an opportunity for Council to report out to educate the community as to what those dollars do; the importance of working with partners such as Visit SYV and Visit California; the City’s biggest challenge is mid-week stays for hotels; the need for a Public Information Officer. Of the four versions of a marketing plan Council could accept and adopt some common components of those plans such as, destination marketing, social media, press releases, website, online ads and media outreach, campaigns, a calendar and events and some elements define a search engine and digital data analytic strategies. Concerns with the interoperability of the various departments and the lack of accountability; creating a marketing system that is accountable to Council and to the community and keeping the plan as simple as possible for the best accountability and results, the need to hire a Marketing Manager, first, for increased oversight, before moving forward with hiring a marketing agency.
City Manager Murphy reminded the group that a RFP was issued; noted the second place finisher was TJA and reported there is no need to go to bid if Council decides to award a contract to TJA.
City Attorney Fleishman advised against having TJA develop a scope of work for a Marketing Manager as there is too much potential for abuse.
Final discussions included the need for someone to be in charge of events; and waiting to decide on a marketing agency until after the summer.
e. Discussion and possible direction to Staff regarding the Tourism Advisory Committee’s Role and Filling the Current Vacancy
Mayor Infanti reported the TAC will remain in place, at least for one more meeting and stated that at this point, he is not inclined to fill the current vacancy.
Discussions regarding all parts within the Solvang community have adequate representation, considering business owners as well, and not just residents.
Public Comment
Aaron Petersen regarding an at-large member who represents residents who do not have any vested interest in making money.
Denise El Amin urged Council to stop recycling people into commissions/committees. f. Discussion and possible direction to Staff regarding an RFP to Upgrade the SolvangUSA Website
Discussion regarding data analytics is still missing; the need to keep up with technology, and for Staff to prioritize the website.
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City Attorney Fleishman addressed the status of the website and noted there are little things that can be done to improve it until the City hires a consultant to work on it.
Mayor Infanti suggested creating a new website called, “Visit Solvang USA”.
City Attorney Fleishman suggested speaking with someone that will provide the search engine optimization (SEO) information about the existing domain.
TAC Member Beard reported the back end of the website was turned off to save money.
Mayor pro tem Elizabeth Orona stated the City could issue an RFP for work on the Solvang USA website to drive it to hotel bookings.
Council concurred to direct staff to issue a RFP to upgrade the Solvang USA website including the major, existing features and the addition of a calendaring aspect and to direct the TAC to review the RFP before it is published.
Public Comment
Brenda K. Ball, via Zoom, offered to share a copy of the original RFP she wrote for development of the Solvang USA website.
Jamie and Leanna, Islett Agency, via Zoom, introduced themselves and offered to respond to questions from City Council or the TAC.
2. ADJOURNMENT
The meeting was adjourned at 5:30 p.m.
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6:00 PM SPECIAL CLOSED SESSION
CALL TO ORDER
Mayor Infanti called the meeting to order at 6:00 p.m. in the City Hall Council Chamber, 1644 Oak Street, Solvang, California.
ROLL CALL
Present: Mayor Mark Infanti, Mayor pro tem Elizabeth Orona, Councilmembers David Brown, Robert Clarke, Claudia Orona
Staff: City Manager Randy Murphy, City Attorney David Fleishman
PLEDGE OF ALLEGIANCE
Councilmember Claudia Orona led in the Pledge of Allegiance.
1. PUBLIC COMMUNICATIONS ON CLOSED SESSION
Denise El Amin stated she is unable to understand why the City takes so long to settle litigation.
City Attorney Fleishman reported that currently, there is one pending lawsuit involving the City.
There were no other public comments.
2. RECESS TO CLOSED SESSION – 6:06 p.m.
a. CONFERENCE WITH LEGAL COUNSEL—Potential Litigation – pursuant to Government Code Section 54956.9(d)(4)
One Potential Case
b. CONFERENCE WITH REAL PROPERTY NEGOTIATOR – The Closed Session is authorized by the Gov. Code §54956.8
AGENCY NEGOTIATOR: Lillian Jewell, Hamner Jewell & Associates PROPERTY: APN: 139-192-025, 410 Second Street, Solvang, CA.
NEGOTIATING PARTY: Duane E. Serritslev, Trustee of The Knoble Trust UNDER NEGOTIATION: Both Price and Terms
RECONVENE TO OPEN SESSION – 6:32 p.m.
3. ANNOUNCEMENT OF CLOSED SESSION ACTIONS
City Attorney Fleishman announced there were no reportable actions.
4. ADJOURNMENT – 6:33 p.m.
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6:30 PM REGULAR MEETING
CALL TO ORDER
Mayor Infanti called the meeting to order at 6:34 p.m. in the City Hall Council Chamber, 1644 Oak Street, Solvang, California.
ROLL CALL
Present: Mayor Mark Infanti, Mayor pro tem Elizabeth Orona, Councilmembers David Brown, Robert Clarke ,Claudia Orona
Staff: City Manager Randy Murphy, City Attorney David Fleishman, Planning Manager Sophia Checa, Administrative Services Director Wendy Berry, Public Works Director Rodger Olds, Utilities Director Jose Acosta
PLEDGE OF ALLEGIANCE
Councilmember Clarke led in the Pledge of Allegiance.
PROCLAMATIONS, COMMENDATIONS AND CEREMONIAL ITEMS – None
PRESENTATIONS
a. Waste Management Update
Luis Ramirez, Waste Management, presented details of recent and upcoming events.
1. PUBLIC COMMUNICATIONS – NON-AGENDA AND CONSENT ITEMS Denise El Amin spoke about a Waste Management event, and costs of a past litigation.
There were no other public comments.
2. CITY MANAGER REPORT AND ADVANCE CALENDAR
City Manager Murphy spoke about meeting with staff and members of the community and noted he looks forward to continuing to learn about the community.
3. COUNCIL COMMENTS AND REQUESTS
Councilmember Clarke asked that the City provide clarification regarding encroachment permits for downtown businesses relative to chairs on patios.
Planning Manager Checa reported staff will present the matter of outdoor dining to City Council at an upcoming meeting.
Discussion followed regarding costs for a Flood Plain Analysis and whether it was within budget.
4. CONSENT ITEMS
a. Approve Order of Agenda as Presented
b. Approve City Council Meeting Minutes:
April 24, 2023
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May 8, 2023
c. Receive and file Monthly Investment Report
d. Approve Amendment 2 to the Agreement with Carollo Engineers Inc. for an expanded scope of Services for Completion of a 500 Floodplain Study to Support USDA Grant Application, for the WWTP Water quality project, for the additional amount not to exceed $32,578, for the existing term to April 1, 2024, and Authorize the Mayor to Execute on Behalf of the City e. Approve the First Amendment to the Agreement with Stiletto Marketing for additional Tourism Marketing services for a new total not to exceed $38,600, and to extend the term to December 31, 2023, and authorize the City Manager to execute on behalf of the City f. Approve the First Amendment to the Agreement with Islett Agency for additional Tourism Marketing services to create a Marketing Facebook page for a new total not to exceed $35,000, and to extend the term to December 31, 2023, and authorize the City Manager to execute on behalf of the City
g. Adopt Resolution No. 23-1219 Appointing Bond Counsel for Wastewater Improvements in connection with a United States Department of Agriculture (USDA) Rural Development loan, Authorizing and Directing Certain Actions with respect thereto; and Approve an agreement with Richards, Gershon & Watson for Bond Counsel Services in the amount not to exceed $40,850 for the term May 22, 2023 – xyz, and authorize the City Manager to execute on behalf of the City
Motion by Councilmember Clarke, to approve the Consent Calendar, as presented, seconded by Councilmember Brown, and carried 5-0.
5. PUBLIC HEARINGS
a. Public Hearing to Consider Adoption of Resolution No. 23-1218 Confirming and Levying Assessments for the Solvang Mesa Landscape & Lighting Maintenance District No. 2004-1 for Fiscal Year 2023-24
Public Works Director Olds narrated a PowerPoint presentation with details of the item.
Mayor Infanti opened the public hearing and invited public comments.
Denise El Amin spoke about this being the only LLMD in the City and that there is no oversight.
Mientje D’Arelli opposed the LLMD.
There were no other public comments.
Discussion followed regarding a procedure for dissolving the LLMD and options for consideration, providing oversight, terms of the contract, requesting a performance assessment on the Brightview contract and encouraging residents to attend future Council meetings regarding this item.
Motion by Councilmember Clarke, to continue this public hearing to the June 12, 2023 City Council meeting, seconded by Councilmember Claudia Orona, and carried 5-0. b. Public Hearing to Consider Introduction and first reading by Title Only Ordinance No. 23- 0366 amending Title 11 of the Solvang Municipal Code to conform Solar Energy System permitting requirements to State law and make a determination of exemption under the California Environmental Quality Act (CEQA)
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Planning Manager Checa presented details of the report.
Discussion followed regarding options available to Solvang as a Charter City, the importance of maintaining the look and feel of Solvang, having the City Attorney make a determination as to whether or not the City can challenge the State requirements the possibility of requiring that the solar panels match the roof,
Mayor Infanti opened the public hearing and invited comments from the public.
Dennis Beebe spoke regarding solar panels’ aesthetics and the architectural look of the Village Area, City Attorney Fleishman read the State law regarding solar panels.
There were no other public comments and Mayor Infanti closed the public hearing.
Discussion followed regarding DRC review and having the community look at what was done at the Elverhoj Museum.
Motion by Mayor Infanti, to introduce for first reading by Title Only Ordinance No. 23-0366 amending Title 11 of the Solvang Municipal Code to conform Solar Energy System permitting requirements to State law and make a determination of exemption under the California Environmental Quality Act (CEQA), seconded by Mayor pro tem Elizabeth Orona, and carried 5-0.
6. DISCUSSION ITEMS
a. Discussion and possible action to receive Wastewater Treatment Plant project update Utilities Director Acosta presented details of the report and deferred to Joe Gibson, Meridian Consultants, for an update of the environmental assessment.
Consultant Gibson reported receiving comments from the City Manager regarding the environmental assessment and stated the document should be available within the next two weeks to submit to the USDA for consideration.
Utilities Director Acosta continued noting the need to submit a compliance plan by June 11, 2023; discussed decreases in limits and deferred to Consultant Jeff Weishaar, Carollo Engineers, who addressed the next phase of the treatment plan upgrade, permit issues, taking a regulatory approach and working with other neighbors to adjust permit limits.
Discussion followed regarding impacts to recycled water from the new state particulate levels, requesting the Regional Board allow the City to use recycled water for beneficial use, the source of interim financing, determining all costs, seeking a letter of intent for the interim financing loan, the timetable for design and engineering and having staff explore the availability of other grant money.
There were no public comments on this item.
City Council concurred to receive the Wastewater Treatment Plant project update. b. Discussion and possible action regarding Introduction and first reading by Title Only of Ordinance No. 23-0367 Amending Chapter 2 “Fire Protection and Prevention” of Title 10 “Building Regulations” of the Solvang Municipal Code and Adopting by reference “Chapter 15 - Fire Prevention” of the Santa Barbara County Code (Incorporating and Amending the California Fire Code, 2022 Edition, and portions of the 2021 International Fire Code), and Making a Determination of Exemption under The California Environmental Quality Act
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Planning Manager Checa presented details of the report.
Discussion followed regarding code requirements.
There were no public comments regarding this item.
Motion by Councilmember Claudia Orona, to introduce and first reading by Title Only of Ordinance No. 23-0367 Amending Chapter 2 “Fire Protection and Prevention” of Title 10 “Building Regulations” of the Solvang Municipal Code and Adopting by reference “Chapter 15 - Fire Prevention” of the Santa Barbara County Code (Incorporating and Amending the California Fire Code, 2022 Edition, and portions of the 2021 International Fire Code), and Making a Determination of Exemption under The California Environmental Quality Act, seconded by Councilmember Brown, and carried 5-0.
7. AB1234 REPORT OUT AND COUNCIL CLOSING COMMENTS - None
8. ADJOURNMENT – 7:50 p.m.
Respectfully submitted:
Annamarie Porter, City Clerk
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