Minutes 2023-06-26 CC 1
June 26, 2023
Monday
Regular Meeting – 6:30 p.m.
6:30 PM REGULAR MEETING
CALL TO ORDER
Mayor Infanti called the meeting to order at 6:30 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, City Clerk Annamarie Porter, Administrative Services Director Wendy Berry
PLEDGE OF ALLEGIANCE
Councilmember Claudia Orona led in the Pledge of Allegiance.
PROCLAMATIONS, COMMENDATIONS AND CEREMONIAL ITEMS – None
PRESENTATIONS
a. Presentation of the Planning Division
Planning Manager Checa narrated a PowerPoint presentation with an overview of the Planning Division operations and announced her resignation, noting she loves the City and wants it to flourish.
Members of Council expressed their appreciation to Planning Manager Checa and wished her well.
Mayor pro tem Elizabeth Orona asked for her input on how to avoid staff burnout.
Planning Consultant Laurie Tamura expressed her appreciation to Planning Manager Checa for her work during the last two years and reported staff will be reporting on the 6th RHNA cycle along with the General Plan update report.
Tracy Beard, Solvang Chamber of Commerce, thanked Planning Manager Checa for her excellent work.
Planning Manager Checa spoke about the importance of establishing relationships within the community.
1. PUBLIC COMMUNICATIONS – NON-AGENDA AND CONSENT ITEMS
MINUTES
SOLVANG CITY COUNCIL
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Mayor Infanti opened Public Communications on non-agenda and consent items.
Speaking in regards to the Housing Element of the General plan were: Karen Waite, Dan Martin, Lansing Duncan, Stephen Martin.
There were no other public comments and Mayor Infanti closed this portion of the meeting.
2. CITY MANAGER REPORT AND ADVANCE CALENDAR
City Manager Murphy announced the EIR Scoping meeting will be Wednesday, June 28, 2023, at 5:30 p.m. in Chamber and via Zoom; noted staff is in the process of moving forward with a USDA loan regarding the wastewater treatment plant upgrade; discussed attending various meetings, addressed a request by SBCAG to conduct a broadband survey to talk about infrastructure needs through the California State Digital Equity Plan and announced the City closed escrow on 410 Second Street.
Discussion followed regarding the amount of the USDA loan, potential grant offsets, the related Environmental Impact Report, increased control by the State in an effort to create more housing and exploring split zoning opportunities.
3. COUNCIL COMMENTS AND REQUESTS
Councilmember Claudia Orona reported on her attendance at a 3CE meeting related to renewable energy and development of infrastructure.
Councilmember Clarke commented on past claims made by 3CE; asked for the City to look into discrepancies at 1525 Misson Drive where the applicant feels he has been singled out; spoke planning an outreach to residents about ADUs and State mandates and commented favorably on the work of City Manager Murphy.
Mayor pro tem Elizabeth Orona reported attending the Library Advisory Board Committee meeting; encouraged residents to participate in the Summer Reading Program and spoke about attending the Ground Water Agency meeting.
Mayor Infanti announced that Assemblymember Greg Hart will be holding sidewalk office hours on July 18, 2023, where he will be responding to questions, and encouraged residents to participate.
Councilmember Claudia Orona announced the passing of Solvang resident, Bonnie Jacobsen.
4. CONSENT ITEMS
a. Approve Order of Agenda as Presented
b. Approve City Council and TAC Joint, City Council Special Closed, and City Council Regular meeting minutes of May 22, 2023; City Council Regular Meeting June 12, 2023 c. Receive and file May Investment Report
d. Approve Amendment 1 to the Agreement with Tetra Tech Inc for general engineering support services, for an additional amount not to exceed $83,200, for a new contract total not to exceed $166,400, and to extend the term to June 30, 2024; and authorize the Mayor to execute on behalf of the City
e. Approve Amendment 2 to the Agreement with Willdan Engineering for building inspection and plan review services, for an additional amount not to exceed $200,000, for a total contract amount not to exceed $582,384 and to extend the term to June 30, 2024; and authorize the Mayor to execute on behalf of the City
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f. Approve Amendment 1 to the Agreement with Eddie Hsueh for Code Enforcement Services for the additional amount not to exceed $40,000. for a total contract amount not to exceed $80,000 and to extend the term to June 30, 2024, and authorize the City Manager to execute on behalf of the City g. Approve Amendment 3 to the Agreement with Urban Planning Concepts for contract planning services for the additional amount not to exceed $150,000, for a total contract amount not to exceed $411,543 and to extend the term to June 30, 2024, ant authorize the Mayor to execute on behalf of the City
h. Receive and file monthly Sheriff’s report
i. Approve Amendment 3 to the Agreement with Rafael Ruiz Cleaning Company for Citywide janitorial Services, for an additional amount of $90,000. for a new total contract not to exceed amount of $1,291,746, and to extend the term to September 30, 2023., and authorize the Mayor to execute on behalf of the City
j. Approve the Agreement with Fred Lageman, for City Sponsored Recreation Special Event Services in the amount not to exceed $25,000 for the term July 1, 2023 – June 30, 2024, and authorize the City Manager to execute on behalf of the City
k. Approve Amendment 1 to the Agreement with Maria Shafer for Minutes Clerk services for the additional amount not to exceed $70,000 for a new contract amount not to exceed $105,000 and to extend the term to June 30, 2025, and authorize the City Manager to execute on behalf of the City l. Approve Amendment 1 to the agreement with SP Maintenance Services Inc for Sidewalk Steam Cleaning Services in the amount not to exceed $24,225.60 for a total contract amount not to exceed $141,825.60 and to extend the term to June 30, 2024, and authorize the Mayor to execute on behalf of the City
m. Approve Amendment 1 to the agreement with SP Maintenance Services Inc for Street Sweeping Services for the additional amount not to exceed $41,200 for a total contract amount not to exceed $241,200 and to extend the term to June 30, 2024, and authorize the Mayor to execute on behalf of the City
n. Adopt Resolution No. 23-1221 Authorizing Signatories to City Bank Accounts with Montecito Bank and Trust
City Manager Murphy explained Consent Items include contract amendments; discussed how much work is being done by contract staff and noted many will be going out for bid in the next contract period.
Councilmember Brown asked that contract renewals be addressed sooner rather than later.
Mayor pro tem Elizabeth Orona pointed out that only two of the contracts have increases; referenced Item No. 4.k. and asked whether the scope of the meeting minutes has changed.
City Clerk Porter explained the minutes are prepared by an outside contractor who only transcribes minutes, not staff reports and reported the contract term is for two years at not to exceed $35,000/year.
Motion by Councilmember Clarke, to approve the Consent Items, as presented, seconded by Councilmember Brown, and carried 5-0.
5. PUBLIC HEARINGS
a. Continued Public Hearing to consider:
i. Second reading to Adopt by Title Only Ordinance No. 23-0367 Amending Chapter 2 “Fire Protection and Prevention” of Title 10 “Building Regulations” of the Solvang Municipal DocuSign Envelope ID: 42C406CB-B4FD-4C9B-9BDD-D24C5D9B143A Minutes 2023-06-26 CC 4
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
ii. Adopt Resolution No. 23-1222 setting forth findings in support of amendments to the 2022 California Fire Code, as adopted, amended and codified by the County of Santa Barbara in Chapter 15 of the Santa Barbara County Code, and adopted by reference as the fire code of the City, based on local climatic, topographic, and/or geological conditions iii. Adopt Resolution No. 23-1223 to ratify Ordinance No. 5170 of the Board of Supervisors for the County of Santa Barbara which adopted and amended the 2022 California Fire Code City Attorney Fleishman presented details of the report and discussed actions required by City Council.
Discussion followed regarding changes included in the Resolution.
Mayor Infanti opened the public hearing and invited public comments.
There were no public comments and Mayor Infanti closed the public hearing.
Discussion followed regarding being more versus less restrictive, planned burns and ratifying the County’s actions.
Motion by Councilmember Claudia Orona, to hold second reading of and Adopt by Title Only 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, Adopt Resolution No. 23-1222 setting forth findings in support of amendments to the 2022 California Fire Code, as adopted, amended and codified by the County of Santa Barbara in Chapter 15 of the Santa Barbara County Code, and adopted by reference as the fire code of the City, based on local climatic, topographic, and/or geological conditions and Adopt Resolution No. 23-1223 to ratify Ordinance No. 5170 of the Board of Supervisors for the County of Santa Barbara which adopted and amended the 2022 California Fire Code, seconded by Mayor pro tem Elizabeth Orona, and carried 5-0..
b. Public Hearing to consider Adopting Resolution No. 23-1224 amending the appropriation limit for Fiscal Year 2023-24 Pursuant to Article XIII B of the California Constitution Administrative Services Director Berry presented details of the report.
Mayor Infanti opened the public hearing and invited public comments.
There were no public comments and Mayor Infanti closed the public hearing.
Motion by Mayor pro tem Elizabeth Orona, to waive further reading of and adopt by title, Resolution No. 23-1224 amending the appropriation limit for Fiscal Year 2023-24 Pursuant to Article XIII B of the California Constitution, seconded by Councilmember Clarke, and carried 5-0.
6. DISCUSSION ITEMS
a. i. Award Human Services Grant Funding requests; and
Councilmember Brown recused himself from Item No. 6.a.i. as he is involved with Atterdag at Home and left the Chamber.
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Administrative Services Director Berry presented details of the report.
Mayor Infanti invited public comments. There being no one wishing to speak, Mayor Infanti closed public comments.
Discussion followed regarding the total amount funded for Human Services Grants.
Motion by Mayor pro tem Elizabeth Orona, to award Human Services Grant Funding requests at a total of $316,000, as recommended in Table 1, seconded by Councilmember Claudia Orona, and carried 3-1- 1, with Councilmember Clarke, opposed and Councilmember Brown, absent (recused).
Councilmember Brown returned to the Chamber and took his place on the dais. ii. Adopt Resolution No. 23-1225 approving the midcycle budget modifications for Fiscal year 2023-24
Administrative Services Director Berry presented details of the report.
Mayor pro tem Elizabeth Orona discussed Job Descriptions for Parks Supervisor and Parks Director from other cities and suggested making the Director position a managerial level position at a salary range of $80-85,000, or increasing the roles, responsibilities and the salary range of the existing Parks Supervisor and find a way to hire another coordinator to spread the workload.
Councilmember Claudia Orona pointed out that usually, the Parks and Recreation Director has the responsibility of supervising facilities maintenance but currently, the Public Works Director has that responsibility.
City Manager Murphy reported that is not working well, as many public works projects are lagging behind and stated the thought process was to hire a Parks Director who will take on that responsibility along with events.
Discussion followed regarding reducing the Parks Director position to $85,000, providing opportunities for public recruitment as well as promotional opportunities for current staff.
There were no public comments on this item.
Motion by Councilmember Orona to adopt Resolution No. 23-1225 approving the midcycle budget modifications for Fiscal year 2023-24, seconded by Councilmember Brown, and carried 4-1, with Councilmember Clarke, opposed.
b. Discussion and possible action regarding Outdoor Dining Policy to provide direction to Staff Planning Manager Checa presented details of the report.
Discussion followed regarding the economic benefits of implementing outdoor dining, encroachment permits, ensuring the policy is applied consistently, potential changes to streets or existing parking, gauging City Council interest and requirements related to alcohol service.
Mayor Infanti invited public comments.
Speaking in favor of outdoor dining were: Jonathan Rosenson, First and Oak; Tracy Beard.
There were no public comments.
City Council concurred to direct staff to return with a report in consideration of an Outdoor Dining Policy. c. Discussion and possible action regarding Streetlight Pole Banners to provide direction to DocuSign Envelope ID: 42C406CB-B4FD-4C9B-9BDD-D24C5D9B143A Minutes 2023-06-26 CC 6
Staff
City Manager Murphy presented details of the report.
Mayor Infanti understood that City Council decided to honor the applications that were already approved and subsequently, the City would accept no applications for streetlight banners.
Mayor pro tem Elizabeth Orona noted City Council referenced a table of existing applications to honor.
Councilmember Claudia Orona suggested tabling the item until after there is a marketing plan in place.
Councilmember Clarke commented favorably on the recent Rainbow House banners and spoke about limiting banners to Solvang’s brand.
Mayor Infanti invited public comments.
Tracy Beard, Chamber of Commerce, pointed out that banners are permitted within their contract with the City and specifically, banners for Music in the Park.
Mayor Infanti responded that the City would decide what banners to accept and banners for Music in the Park are approved for this year.
City Attorney Fleishman explained the motions made at the previous City Council meeting regarding this item; noted the need for clarification and reported that Council’s action was to not accept applications going forward.
Councilmember Brown spoke about having a list of approved banners to fly, regularly, at the direction of the City Manager or Marketing Manager and considered on a case-by-case, basis.
Mayor pro tem Elizabeth Orona suggested adding the Parks Director to those authorized to provide direction regarding banners.
Mayor Infanti discussed needing to install the Music in the Park banners since the program has already started.
Dennis Beebe asked about the number of banners involved and it was noted the information is in the application.
There were no other public comments on this item.
Planning Manager Checa distinguished between streetlight banners and sign regulations and other banners.
Motion by Councilmember Clarke, to approve the banners that were set forth in the April 24, 2023 staff report (Attachment B) including Julefest, Elverhoj, the Solvang Danish flag, Chamber Scare Crow Fest, Chamber Music in the Park and PCPA, through the Calendar Year 2023, seconded by Mayor Infanti, and carried 5-0.
d. Direction and possible action regarding Uplift Central Coast Coalition to form a High Road Transition Collaborative (HRTC) for the Central Coast region and support CERF Phase 1 planning efforts
City Manager Murphy presented details of the report, noting he received an email from Shelby Arthur, requesting a letter of support toward the effort to help drive economic development in the larger community through a planning grant.
Shelby Arthur, Uplift Coalition, provided an overview of the program and offered to respond to questions DocuSign Envelope ID: 42C406CB-B4FD-4C9B-9BDD-D24C5D9B143A Minutes 2023-06-26 CC 7
from Council.
Discussion followed regarding the process, getting input from the community, other cities/groups expressing support, the need for Solvang to be at the table, benefits of discussions that would diversify jobs, the need for youth participation and defining equity versus equality.
There were no other public comments on this item.
Motion by Mayor pro tem Elizabeth Orona, to direct staff to complete and send a letter of support regarding the Uplift Central Coast Coalition forming a High Road Transition Collaborative (HRTC) for the Central Coast region and support CERF Phase 1 planning efforts and authorize the Mayor to execute on behalf of the City, seconded by Councilmember Claudia Orona, and carried 4-1, with Councilmember Clarke, opposed.
e. Discussion and possible action regarding whether to direct Staff to engage Tom Jones & Associates Inc (TJA) for Tourism Marketing Services in the amount not to exceed $108,000 for the term July 1, 2023 – December 31, 2023, and authorize the Mayor to execute on behalf of the City, or to initiate the process for a new RFP
City Manager Murphy introduced the item; provided a brief background and deferred to John Sorgenfrei, TJA, for a presentation.
Consultant Sorgenfrei narrated a PowerPoint presentation with details of their organization and their proposal to the City.
Claudia Torkelson, Social Media Manager, TJA, continued with the presentation addressing details of their social media proposal.
Councilmember Clarke spoke about the favorable references he received regarding TJA.
Discussion followed regarding prior RFP proposals, changes in scope from the original RFP, reviewing results of the Abbi Agency audit data, working with current marketing contractors and sharing content, City ownership of creative assets, marketing the City’s uniqueness, working with the City Manager and having TJA assess the City’s marketing needs.
Mayor pro tem Elizabeth Orona expressed concerns about hiring a marketing contractor before having a Marketing Manager in place.
Consultant Sorgenfrei suggested holding regular meetings with all marketing vendors.
Councilmember Claudia Orona expressed concerns regarding hiring a marketing contractor without having someone manage the contract.
Discussion followed regarding focusing on mid-week visits and off-season traffic, deciding the need for a Marketing Manager or Coordinator, the importance of having an assessment of the City’s needs and having the City Manager administer the contract.
Mayor Infanti invited public comments.
Jonathan Rosenson suggested the City contact Visit the Santa Ynez Valley for information and advice.
Tracy Beard, Chamber of Commerce, noted the need to consider the budget; addressed recent hires providing “boots on the ground”; spoke about the need for a Public Information Officer and for all marketing agencies to work together and discussed the importance of updating the website but felt for other marketing services the City is “putting the cart before the horse”.
Consultant Sorgenfrei stressed their willingness to work with local staff and spoke about having DocuSign Envelope ID: 42C406CB-B4FD-4C9B-9BDD-D24C5D9B143A Minutes 2023-06-26 CC 8
responsibility for the website and social media, together.
Mayor pro tem Elizabeth Orona asserted the need for an internal coordinator to manage marketing functions and subsequently, suggested asking TJA to provide a revised proposal, considering existing assets and be more specific in terms of integrating social media.
Consultant Sorgenfrei noted there will be integration with all social media platforms and will work with existing marketing partners to provide the specified deliverables.
Anna Ferguson spoke about performing project management functions and the need for upgrades to the website for blog posts.
Motion by Mayor Infanti, to direct Staff to engage Tom Jones & Associates Inc (TJA) for Tourism Marketing Services in the amount not to exceed $108,000 for the term July 1, 2023 – December 31, 2023, and authorize the Mayor to execute on behalf of the City, seconded by Councilmember Clarke, and carried 3-2, with Councilmember Claudia Orona and Mayor pro tem Elizabeth, opposed.
Motion by Councilmember Clarke, to move forward with Item No. 7, seconded by Councilmember Clarke, and carried 4-1, with Councilmember Clarke, opposed.
7. AB1234 REPORT OUT AND COUNCIL CLOSING COMMENTS - None
8. ADJOURNMENT
The meeting was adjourned at 10:23 p.m.
Respectfully submitted:
Annamarie Porter, City Clerk
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