AGENDA
SOLVANG CITY COUNCIL
MONDAY, SEPTEMBER 25, 2023
5:30 PM SPECIAL CLOSED SESSION; AND
6:30 PM REGULAR MEETING
City Council: 1644 Oak Street, Solvang, Ca 93463
Mark Infanti, Mayor Virtual & in Council Chamber
Elizabeth Orona District 4
David Brown District 3
Robert Clarke at-large
Claudia Orona at-large
PARTICIPATING IN THE MEETING -City Council meetings will be in person and conducted by video/teleconferencing through Zoom. Meeting will also be broadcast live on Channel 23 and streamed on the City’s website, Vimeo, and YouTube.
• To join by Zoom, visit https://zoom.us/j/3066529195. If you wish to speak, please use the “raised hand” symbol.
• To join by phone, call (888) 788-0099 and enter Meeting ID: 306 652 9195#. The phone line will be open starting at 6 p.m.
5:30 PM SPECIAL CLOSED SESSION
CALL TO ORDER
ROLL CALL
PLEDGE OF ALLEGIANCE
1. 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.
AGENDA AND SUPPORTING MATERIALS – Available for viewing 8:00a.m.-5:00p.m. at City Hall, 1644 Oak Street, Solvang, and on the City’s website https://www.cityofsolvang.com/agendacenter. Additional writings that are distributed to a majority of the City Council after the posting of the agenda will be made available at City Hall and on the City’s website.
AGENDA POSTING NOTIFICATION - Subscribe to receive email or text message notifications when agendas are posted online through “Notify Me” at: https://www.cityofsolvang.com/List.aspx PUBLIC COMMENT - The public is encouraged to address the City Council in-person, virtually, or in-writing on agenda and non-agenda items. If provided in writing, comments must be submitted to the City Clerk at [email protected] by 5:00 p.m. on the Friday before the meeting to be considered. Your comment will be recorded and distributed appropriately. Comments on agenda items will be heard at the time each item is considered, including non-agenda items. In-person speakers will be invited to make public comments first.
Virtual speakers will follow.
AMERICANS WITH DISABILITIES ACT - If, as a participant of this meeting, you need special assistance 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 2. RECESS TO CLOSED SESSION
a. CONFERENCE WITH LEGAL COUNSEL—Potential Litigation – pursuant to Government Code Section 54956.9(d)(4)
Two Potential Cases
6:30 PM REGULAR MEETING
CALL TO ORDER
ROLL CALL
PLEDGE OF ALLEGIANCE
PROCLAMATIONS, COMMENDATIONS AND CEREMONIAL ITEMS:
PRESENTATIONS:
a. Presentation to Receive and File Marketing Services Update
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 on Consent. 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
Informational Report
3. COUNCIL COMMENTS AND REQUESTS
Comments and requests from City Council Members. No action will be taken at this meeting.
4. CONSENT ITEMS
Consent is designed for routine; administrative city matters and is approved by roll call vote with one motion.
These items are discussed only on request of council members. Members of the public were afforded an opportunity to speak on Consent items during the Public Communications portion of this agenda. a. Approve Order of Agenda as Presented
b. Approve City Council Minutes: September 11, 2023 …………………………………………………. c. Approve August Monthly Investment update…………………………………………………………… d. Approve Amendment 4 to the agreement with Rafael Ruiz for modified scope of janitorial services for the additional amount not to exceed, $90,000, for a new contract total amount not to exceed $1,381,746, and to extend the term to December 31, 2023; and authorize the Mayor to execute on behalf of the City…………………………………………………………………………….. e. Approve Change Order No. 1 to the Contract with Specialty Construction Inc. for FY 2022-23 Fredensborg Canyon Waterline Replacement Project No. PW 171 to reflect additional work in the amount of $44,526.88, for a total contract not to exceed amount of $806,934.88, and authorize the Mayor to execute on behalf of the City; and Accept as Complete the FY 2022-23 Fredensborg Canyon Waterline Replacement Project No.
PW 171 and authorize the City Manager to execute and record the Notice of Completion on behalf of the City.………………………………………………………………………………………..… 40 46
.47
101
2 5. PUBLIC HEARINGS: None
6. DISCUSSION ITEMS
a. Discussion and possible action to approve a one-time purchase of a John Deere 210p Skip Loader in the amount of $130,988.98………………………………………………………….. b. Discussion and possible direction to provide Policy Direction on Changes regarding Special Event Municipal Code and Special Event Guide…………………………………………. c. Discussion and possible actions adopting Resolution 23-1234 opening a Five Star MM Account…………………………………………………………………………………………………….
d. Discussion and possible action to Introduce for first reading by title only Ordinance No. 23-0370 removing Chapter 5 (Tourism and Advisory Committee) of Title 2 (Boards and Commissions) of the Solvang Municipal Code to Dissolve the Tourism Advisory Committee and Making a Determination of Exemption under the California Environmental Quality Act ………………………………………………………………………………………………..
e. Discussion and possible action to Adopt Resolution No. 23-1235 adopting a Records Retention Schedule and authorizing destruction of certain City records and rescinding Resolutions 00-564 and 08-810………………………………………………………………………. f. Discussion and possible action to approve an Agreement with County of Santa Barbara Sheriff’s Office for Law Enforcement Services, in the amount not to exceed $2,856,941 for FY 2023-2024, for a total contract amount not to exceed $12,545,748 for the term FY 2023/2024 – FY 2026/2027, and authorize the Mayor to execute on behalf of the City……..
7. AB1234 REPORT OUT AND COUNCIL CLOSING COMMENTS
8. 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 20th day of September 2023
106
113
230
250
254
322
3 City of Solvang
Marketing Update 9/25
TJAAdvertising.com Prepared for City of Solvang By TJA Advertising 4 • Ease of navigation on both mobile and desktop
• Expanded main menu navigation with new categories - Wine, Shop & Blog• New design to improved mobile experience throughout the site (over 70% view site on mobile New Website Highlights
5 • New event calendar with ease of editing and placement of events • New dining guide• New and updated shopping and business listings• New lodging directory with easier booking • New tracking installed and SEO enhancements throughout the site New Website Highlights
6 • Event calendar now uses a popup to present info - great for mobile experience• Now functioning new blog post page with a new clean design - keeping mobile users in mind• All elements of the site can easily be expanded, updated and managed• New site is coming in at around 130 pages New Website Highlights
7 Social Media Highlights- August Newsletter
● Sent August 29 to 21,079 subscribers
• 48% Open rate with 815 clicks (4%)• Featured: Late Summer Tips, Danish Days, Solvang Festival Theater, Lodging Push, Link to Socials 8 • Created: Bakeries, Danish Days, Golf, Italian Restaurants • Top performer: Golf in Solvang with 8,200 impressions • Completion rate average of all stories: 40% • Increased time on Solvang site and found on Google Discover Crowdriff Localhood Stories
9 • Pushing accommodations and info about Danish Days
• Targets: Los Angeles, Bay Area, and other drive markets• Clicks: 2,617 / CPC: $0.09 / Impressions: 104,989 Danish Days Meta Ad (Ongoing)
10 Goals and Objectives
• Increase bookings and hotel stays• Introduce target audience to new and improved website experience • Create awareness, interest, and branding for the City of Solvang• Create a comprehensive marketing strategy to follow the consumer on their path to book, stay, and visit Solvang mid-week and off season.
Fall Advertising Campaign- Bay Area News Group
11 PERSONALIZED MARKETING FUNNEL
AWARENESS
Display + NativePrintVideo Content
CONSIDERATION Facebook/ Instagram -Video Ads
Native Ads
ACTION Paid Search-SEM
Retargeting
12 Target Audience
• Adults 25-65• Household Income of $125,000 plus
• Areas of interest-wine enthusiasts golf, outdoor, foodies, history and culture, shopping, dining and events • Those who can and will travel mid-week and shoulder season, when Solvang needs them most 13 ▪ All platforms will communicate and optimize with each other to ensure campaign objectives are being met.
▪ Paid Google Search or SEM will be used to target individuals who are actively looking for off season and mid-week trips, romantic getaways, charming hotels, and holiday events (Juelfest) ▪ Facebook and Instagram will retarget individuals who have gone to the website as well as create brand awareness and consideration. Videos will be used for content to increase user engagement and viewership.
Late Summer/Fall Midweek Advertising Campaign Continued 14 Proposal & Specs
Social-Facebook Native Drivers
Site Mercury News FB page & Solvang FB page BANG new sites + exchangeTotal Quantity 157k - 275k 500k -1MTargeting SF DM A + ages 25-65 + HHI 125k+, travel, wine, interest + retargeting w ebsite users SF DM A + ages 25-65 +
HHI 125k+, travel, wine, interest + retargeting
w ebsite users
Display
BANG new sites + exchange 375k -680kSF DM A + ages 25-65 + HHI 125k+, travel, wine, interest + retargeting w ebsite users Assets Video 4:5 and 9:16 Logo + Pictures + Headlines 300x250, 300x600, 320x50, 970x90, 970x250, 728x90Dates Mid Oct-M id Dec. TBD ( 11 w eeks) TBD (11 w eeks) TBD (11 w eeks)
Search
Google
CPC based
SF DM A + HHI
125K+
GA4 access
TBD (11 w eeks)
Print
M ercury + East Bay
Tim es (BANG)
(1)
Date
M ain New s
1/2 page+ Color (story and ad)
TBD
2 Quarter Page ads -Sunday "A&E Section"
Total Investment:
$21,000
15 • Campaign will start mid October and run through mid-December Pushing accommodations and info about the event (Juelfest)•Cost $25,000 (Includes standard agency commission of 15%)• Negotiated value added and bonus of $7500 ( Two Mercury News quarter pages ads no charge to the client ) Campaign Cost and Flight )
16 Thank You!
17 SOLVANG USA
SOCIAL MEDIAAugust Update
18 SOCIAL UPDATES
Influencer Collaboration + Social Media ResultsAugust Social Media Report HighlightsTop Performing Posts 19 INFLUENCER COLLABORATION
Inbound inquiry that we sent to Anna.Together with Anna, we decided on theinfluencer’s social media deliverables and a fairoffer for their partnership.Deliverables:
Instagram Stories - mix of photos + videos2 videos on instagram using the collabfeature - 1 food related + 1 two-dayitineraryVideos sent to Solvang for sharing onTikTok and Facebook *The influencer went above these deliverablesand collabed with us on a third post aboutcocktails in Solvang + shared a post on theirown account, still tagging Solvang. 20 Post Reach/Plays Likes Comments Saves Shares
Food Reel (collab) 172,510 7,371 104 3,729 5,024Two Day Itinerary(collab) 200,669 8,970 132 4,245 4,711*Cocktails Reel(collab) 158,355 5,756 92 3,444 4,197*Carousel post(no collab) x 1,875 72 x x
Totals 531,534 23,972 400 11,418 13,932
INFLUENCER COLLABORATION RESULTS
Plus, 11 tagged Instagram Stories, reshared by Solvang USA. 21 August Social Media Report Highlights
We gained over 700 net followers on Instagram in August (compared to ~370 in July) +250 new followers on Facebook in August (we ended July at 462).We had 6,847 Instagram profile visits this month - a 10.8% increase from July! The mostprofile visits in one day (281) is correlated to a video featuring 5 places to get a cocktail inSolvang, which was in collaboration with the influencer previously mentioned.Our strategy remains consistent with the data as our top performers featured visualswith architecture/scenery and Danish culture while the captions included eventpromo/things to do in Solvang, bakery highlights, and a commonly asked question. 22 Top Performers - Instagram
Followers engaged most with contentshowcasing:
Architecture + sceneryBakery/Breakfast spotlightsVideo answering a FAQ Based on the response of our “Is SolvangDog-Friendly?” video, we’ll incorporatemore videos pulling questions from Sue’sVisitor’s Center list.Note: All top performers include theoriginal content we shot in July. 23 Top Performers - Facebook
Facebook audience was most excited about Danish Days - resulting in 785 reactions and a reach of 26.5k accounts.In comparison, the second most engaged post received 77 reactions and the second most reached post reached 844accountsThis audience responds most with community-based and storytelling posts. 24 NEW FOLLOWERS [30 days] AVG ENGAGEMENT RATE
Solvang USA Visit SYV*
Visit Santa Barbara* Visit Paso SLO Cal*
Visit Ventura
July September
2,000
1,500
1,000
500
0 -500
Solvang USA Visit SYV*
Visit Santa Barbara* Visit Paso SLO Cal*
Visit Ventura
July September
2.5%
2%
1.5%
1%
0.5%
0%
How does Solvang compare?
25 Community Engagement
26 • AUGUST 2023 Activities
• Researched + booked co-op advertising opportunity received through Central Coast Tourism Council: Co-op ad spread published in Sept/Oct 2023 issue of PHOENIX Magazine • 326,000+ Average Readership per Month• 72,214+ Audited and Verified Copies • $1,250.00 for print ad space in co-op, Solvang + 7 other participating Central Coast destinations / attractions in a 2-page spread (Monterey, Ventura, Gilroy Gardens, Santa Cruz County, Roaring Camp, Buellton, and Visit Santa Maria Valley) • Ad buy includes Solvang inclusion in dedicated e-blast to magazine’s ~34-35K double opt-in subscribers
• Booked Solvang ad space in Central Coast Co-Op Ad Spread in the 2024 State Visitor’s Guide (Visit California). Creative content for the Solvang ad placement was submitted in September. • WROTE / EDITED (in July) / POSTED TO WIRES (in August): August 3, 2023, PRWeb (Cision) wire distribution of press release titled, “Solvang, California Announces Preliminary Plans for Annual Solvang Julefest: Danish Village Holiday Celebration to Run November 24, 2023 through January 5, 2024” (+ manual / email distribution, which will be ongoing, as well as manual event calendar postings) – SEE NEXT SLIDE for PRWeb stats Solvang Tourism, August 2023 :: PR Briefs
prepared by Anna Ferguson-Sparks, Stiletto Marketing
27 AUGUST 3, 2023 PRWeb (Cision) Press Release
Full Press Release available here
Press Release pick-up (as per PRWeb / Cision Visibility Reports):
Press Release stats as per CoverageBook, a different system which I also use to monitor media / news clips:
28 • AUGUST 2023 Activities
• Coordinating production utilizing Solvang as a location backdrop for holiday special of California Bountiful TV (www.californiabountiful.com), which is aired locally in the Santa Barbara/SLO markets on KSBY, and in Los Angeles on KCAL. California Bountifulis produced by the California Farm Bureau. Onsite segment shoots scheduled for lateNovember 2023. • Content submissions to Industry section of Visit California's website for future PR / Media consideration:
• “Aebleskiver to Axe-Throwing: Solvang's Fall Festival Season Promises Pumpkins, Scarecrows & Vikings” (submitted 8/9/2023)
• “Solvang, Soon Even Sweeter: Four Little Gummies and Drover's Doughnuts to Open Late-2023 into 2024” (submitted 8/9/2023)
• “Experience the Supernatural Side of Solvang: ‘The Haunt’ Ghost Tour Adventures Launch Fall 2023” (submitted 8/9/2023)
• “Solvang Julefest, Danish Village Holiday Celebration: November 24, 2023-January 5, 2024” (submitted 8/6/2023)
29 • AUGUST 2023 Activities
• Content submissions to Central Coast Tourism Council for future PR / Media consideration:
• Submitted Fall 2023 content pertaining to Solvang Farmer Pumpkin Patch, SYV / Solvang Scarecrow Fest, and Solvang Haunted House. • Compiled content for running Google doc listing “Fall things to do in Solvang,” including:
• Solvang Danish Days• 3rd Annual Santa Ynez Valley Hispanic Heritage Community Celebration• “The Haunt” Solvang Ghost Hunting Tour• Solvang Farmer Pumpkin Patch• SYV / Solvang Scarecrow Fest• Solvang Haunted House• Antique Car Parade (Antique Automobile Club of America)• 1st Annual Viking Charities Classic Car Show• Sept/Oct/Nov live concerts / shows at Solvang Festival Theater• New museum exhibits (Wildling Museum of Art & Nature, Elverhøj to be added to running doc)• Solvang Food & Wine Celebration, part of Taste of the Santa Ynez Valley (Oct 1) 30 • AUGUST 2023 Activities
• Check HARO media queries 3x daily; submitted Solvang, and/or individual businesses within town, to ~8 (eight) queries.
• PUBLISHED – Elverhøj Museum was included in “California Museum Gift Shops with Fabulous Offerings” Blog post on Visit California's website (www.visitcalifornia.com/experience/california-museum-gift-shops-fabulous-offerings) 31 • AUGUST 2023 Activities
• Continued correspondence with Candice + Jenny, City of Solvang, and Rick + TJA, to aid in their efforts in attempting to update content on certain portions of the SolvangUSA.com website, or for any other questions or needs. • Continued check-ins with the Solvang Chamber of Commerce and Solvang Visitor Center for updates and general catch-up sessions.
• Keeping up with the Solvang Danish Days Foundation regarding plans for this year’s event weekend (September 15-17, 2023). Solvang Danish Days 2023 wrap-up report will be delivered to Solvang City Council in October. • Correspond regularly with islett (Liana and Jamie) regarding social media topics, questions, content, and for general check-ins.
• Worked with TJA (Claudia and John) to get copy and content together for AUGUST 2023 e-blast / newsletter to SolvangUSA consumer email listing(s). • AUGUST 2023 e-blast / newsletter delivered August 29. 32 • AUGUST 2023 Activities
• August 28, 2023 live news segment on “California Live” (NBC Los Angeles), which included new Solvang b-roll video footage.
www.nbclosangeles.comDesktop UVPM: 42,4759Mobile UVPM: 1,089,689[“UVPM” is the number of visitors that an outlet receives per month.] 33 • AUGUST 2023 Activities
• Some preliminary Solvang Julefest media coverage...
As seen on
34 August-into-September 2023 Press Release
• ONGOING – Fall Travel Stories and Events (Sept / Oct / Nov / Dec / Jan 2024) to include, but not limited to:
• Solvang Danish Days (reminder about September 15-17 event)• Santa Ynez Valley Hispanic Heritage Celebration (late-September / October)• Various Car Shows scheduled for fall months• SYV / Solvang Scarecrow Fest, Solvang Farmer Pumpkin Patch, Haunted House (October) • Solvang Julefest 2023/2024 (reminder and follow-up, any new event details as necessary) September-into-October 2023 Press Release• “What’s New” in Solvang and “What’s on the Horizon for 2024,” to possibly include:
• Any new / Q1 2024 events scheduled• Opened-in-2023 or revamped / expanded Solvang businesses or activities, plus expected openings for 2024
Looking ahead…October 2023 Press Release
• Solvang Julefest 2023/2024 (reminder and follow-up, to include all new event details as might be available)
35 • Solvang Visitor Center Report from Solvang Hygge Huset LLC; Susan Lee, Managing Member
“The Solvang Visitor Center serves the city of Solvang by sharing information with visitors and locals, as well as collaborating with our other tourism and marketing teams. Recently, two of our visitor center Ambassadors, Dean and Kirsten have been posted in Danish folk-wear on Solvang’s social media platforms. We are also been in contact with Anna of Stiletto Marketing on a regular basis. We appreciate all of the work and collaboration that is going on between each of our current tourism and marketing teams and believe working together for the good of Solvang is vital for our village to flourish.” • August 2023 Visitor Count Total, 7,102 vs. August 2022 Visitor Count Total, 8,096 Solvang Visitor Center, August 2023
The Visitor Center numbers seemed to decline a little in August this year with one of the clear factors being that school began very early. There was a noticeable change in visits as soon as the schools began to be in session. Our own Santa Ynez Valley High School started on Thursday, August 10, as did many others. Folks in the visitor center were telling us they had to end their vacations early this year to get back for school. There may be a number of factors affecting current visit counts, such as continued, high gas prices. Visitors have also shared with us that because of the rising gas prices they cannot afford to spend as much money or pay for extended hotel visits. 36 Solvang Visitor Center, August 2023
As suggested in the previous City Council meeting by Council Member David Brown, as a team, we are currently working on a “10 things you should know about Solvang” list to possibly be added to the SolvangUSA.com website.One of the things that we have really taken note of recently is so many comments about how much our visitors appreciate Solvang’s FREE parking! Our visitors tell us how wonderful this is and how it immediately makes Solvang special and unique right when they first arrive. They let us know how difficult and expensive it was for them to park in other cities they have visited recently. We have even heard visitors say “Oh I love this town, already!” just because we letthem park for FREE. Solvang IS a very special place.We wanted to share that on August 23, a visitor from New Jersey came in to tell us, “This city has done an amazing job here because it really looks great!” He wanted us to pass that message along. So, great job City workers! It’s always fantastic to hear visitors tell us how much they love our village. 37 38
Meeting Date Agenda Item Agenda Dept
9-Oct Parks & Rec Department Presentation Discussion Parks & Rec CD Investments Resolution Discussion Administrative
Services
Municipal Code Camping Ordinance Discussion City Attorney 23-Oct Measure U Oversight Committee Appointment Discussion Administrative Services
AB 1600 Report Discussion Public Works
Marketing Services Update Presentation City Manager
City Position on Covid Shut downs & Masks Discussion City Manager Outdoor Dining Policy Direction Discussion Planning
13-Nov Approve 2024 City Council Meeting Schedule Discussion City Clerk Marketing Services Contracts Direction Discussion
27-Nov Marketing Services Update Presentation City Manager 11-Dec Auditor RFP Consent Administration
Mayor pro tem appointment Discussion City Clerk
Future Meetings
TOT Ballot Measure Discussion Finance
Parking Restrictions Policy Direction Discussion Planning Sign Ordinance Review Discussion Planning
Administration / HR Policies update Discussion Administration Active Transportation Plan Discussion Public Works
Solvang Sidewalk Repair Project Award Consent Public Works Modify City Code Title 9, Chapter 3, 9-3D-3 Water
Conservation
Public Hearing Utilities
Residences as a primary use in the TRC Zone Discussion Planning RFQ Interim Financing WWTP Administration Discussion Administration Meeting Date Agenda Item Agenda Action
N/A
Agenda Item Agenda Action
January Comprehensive Annual Financial Report Discussion Administration January Brown Act Training City Attorney
January Budget to Actual
February Measure A 5-Year Local Program of Projects Public Hearing Public Works February Mid-Year Budget Adjustments Administration
February (even
years)
Council Budget Goal Setting Public Workshop City Manager March Housing Element and LEAP Grant Annual Report Public Hearing Approve March SB1 RMRA project List Public Hearing Public Works March Investment Policy Annual Review Discussion Administration March Solvang Skytt Mesa LLMD Annual Assessment Public Hearing Public Works March FTA 5311 Grant Agreement Consent Approve
March TDA Grant Funding Consent Approve
May Preliminary Budget Administration
May Grant Funding Applications review Discussion Administration Oct/Jan/April/July Quarterly Financial Reports Discussion Administration June Two-Year Financial Plan Development or Supplemental Budget adoption
Discussion Administration
June Capital Improvement Program Discussion Public Works June/July Amend Appropriation Limit Public Hearing Adopt November Stormwater Management Program Annual Report Consent Public Works December AB 1600 Report Discussion Approve
December Appointment of Mayor pro tem Discussion City Clerk December Council selection of representatives to Committees and Agencies
Discussion City Clerk
December (even
years)
Appointment to Boards, Commissions, Committees Discussion City Clerk Council Requested Agenda Items
Annual Reports
CITY COUNCIL ADVANCE CALENDAR
39 Special Closed Session – 5:30 p.m.
Regular Meeting – 6:30 p.m.
5:30 PM SPECIAL CLOSED SESSION
CALL TO ORDER
Mayor Infanti called the meeting to order at 5:30 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, City Clerk Annamarie Porter
PLEDGE OF ALLEGIANCE
Mayor pro tem Elizabeth Orona led in the Pledge of Allegiance.
1. PUBLIC COMMUNICATIONS – CLOSED SESSION
There were no public comments.
2. RECESS TO CLOSED SESSION – 5:31 p.m.
a. CONFERENCE WITH LEGAL COUNSEL—Potential Litigation – pursuant to Government Code Section 54956.9(d)(4)
One Potential Case
RECONVENE TO OPEN SESSION – 6:03
3. ANNOUNCEMENT OF CLOSED SESSION ACTIONS
City Attorney Fleishman announced there was no reportable action taken during Closed Session.
4. ADJOURNMENT – 6:03 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.
MINUTES
SOLVANG CITY COUNCIL
SEPTEMBER 11, 2023
Agenda Item 4.b
40 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, City Clerk Annamarie Porter, Administrative Services Director Wendy Berry, Parks and Recreation Director Jenny McClurg, Planning Manager Rafael Castillo
PLEDGE OF ALLEGIANCE
Councilmember Brown led in the Pledge of Allegiance.
Mayor Infanti called for a moment of silence in remembrance of those killed on 9/11/2001.
PROCLAMATIONS, COMMENDATIONS AND CEREMONIAL ITEMS - None a. International Day of Peace Proclamation
Mayor Infanti read a proclamation recognizing September 21, 2023, as the International Day of Peace.
Rich Nagler, Rotary Club, reported the International Day of Peace began through efforts of Rotary Club International and the United Nations and spoke about the hope to create more peace in the world.
PRESENTATIONS:
a. Presentation to Receive and File Santa Barbara County Sheriff’s Office Annual Report Police Chief Mark Valencia narrated a PowerPoint presentation with updated statistics of crimes committed from July 2021 to July 2022 and trends in Solvang.
Discussion followed regarding graffiti and data in terms of the concentration of certain activities in the City, crime terms, working in conjunction with other agencies and calls for service related to homelessness.
Members of the Public spoke on hiring a part-time motorcycle officer to handle traffic-related issues, installing cameras throughout the City, addressing homelessness, efforts to curb crimes related to homelessness, public safety concerns, plans to deal with increased traffic resulting from low-income housing developments and the process for establishing a level of service and related costs.
Police Chief Valencia referenced applicable legislation; spoke about early release programs in the jail system, drug use and mental health issues among those experiencing homelessness
1. PUBLIC COMMUNICATIONS – NON- AGENDA AND CONSENT ITEMS Mayor Infanti invited public comments on non-agenda and consent items.
Renee Condit spoke about residents’ comments prior to making any decisions.
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 introduced new Planning Manager Rafael Castillo.
Planning Manager Castillo expressed his appreciation to the City and expressed excitement at working 41 as the new Planning Manager.
City Manager Murphy reported attending the Pirates Football game; announced he will be attending a 3CE meeting in Paso Robles next week.
3. COUNCIL COMMENTS AND REQUESTS
Mayor pro tem Elizabeth Orona requested that staff consider what the City could be doing to addressed increased speeding on Fredensborg Canyon such as installing speed monitors in both directions as well as speed decals; reported she will attend the upcoming SBCAG meeting and announced Solvang’s inclusion in the a county-wide program, the California Encampment Resolution Funding (CERF) program in which the City is currently in round two and provides funds for relocating homeless encampments in the waterways and including needed services such as incremental housing, counseling and training. She noted the program is scheduled to begin next week and indicated the wrap-around programs are comprehensive.
City Manager Murphy reported a sign is ready to be installed on Fredensborg Canyon as soon as there is adequate staffing.
Councilmember Clarke spoke about the possibility of the State and/or the Federal government putting more restrictions in place relative to COVID; claimed seven states have gone on record to let the government know they will not comply with mask and vaccine mandates and requested placing a discussion on an upcoming agenda to consider the City of Solvang doing the same.
City Council concurred to place the item requested by Councilmember Clarke on an upcoming agenda for discussion.
Councilmember Claudia Orona reported she will attend the 3CE meeting and shared her work during the last two weeks working with emergency responders at Burning Man and spoke about the importance of having an emergency preparedness program.
4. CONSENT ITEMS
a. Approve Order of Agenda as Presented
b. Approve City Council Minutes: August 28, 2023
c. Approve August 2023 Accounts Payable
d. Approve Change Order No. 1 to the Contract with Hanley General Engineering Corp. for South Alisal Road Washout Emergency Repairs to reflect additional work in the amount of $172,520.90, for a total contract not to exceed amount of $563,863.34, and authorize the City Manager to execute on behalf of the City; and
Accept as Complete the South Alisal Road Washout Emergency Repairs Project ECP23-01, and authorize the City Manager to execute and record the Notice of Completion on behalf of the City
e. Pulled for discussion
Mayor Infanti pulled Item No. 4.e. from Consent Items for separate discussion and action.
Motion by Councilmember Clarke, to approve Consent Items, except for Item No. 4.e. which was pulled for separate discussion and action, seconded by Councilmember Claudia Orona and carried 5-0. 42 ITEMS PULLED FROM CONSENT ITEMS
e. For second reading Adopt by title only Ordinance No. 23-0369 removing Section 6-2-5, amending Section 7-3-10 and adding a new Chapter 6 (Camping) of Title 5 (Public Health and Safety) of the Solvang Municipal Code to establish camping regulations in the City and making a Determination of Exemption under the California Environmental Quality Act.
City Attorney Fleishman presented details of the report; spoke about evolving State and Federal laws; explained the reason for the ordinance; noted the new ordinance is more “defensible” in terms of addressing homelessness in the community and commented on case law.
Discussion followed regarding comparing the current ordinance with the new ordinance, addressing homelessness and not criminalizing it, the possibility of the new ordinance inviting increased challenges, providing law enforcement and City staff the tools to stop encampments.
Councilmember Clarke stated that Solvang does not offer services for the homeless; felt that fact would deter people experiencing homelessness from coming into the City and opined it is not such a big deal.
City Manager Murphy reported that the Sheriff’s Office made it clear they would not enforce Solvang’s existing ordinance.
Motion by Mayor Infanti to table this matter until more is known regarding State and Federal laws.
Mayor Infanti invited public comments for this item.
The following members of the public commented on this item:
Joanne Clarke
Renee Condit
Jesse Bengod
John Petersen
Linda Reid
Sarah Cote
Alex Kormos
Harlan Munneke
Arthur George, on behalf of the Board of Directors of The Village Collective HOA Michelle Boyle
Marjorie Johnson
Linda Johansen
C.J. Jackson
Jim Knell, Owner, Landsby Inn and Santa Inez Inn
Andrew Sorensen
Rich Condit
Sabeen Overson
They spoke regarding the location of designated areas in the City, whether there would be running water on the site and whether any of the sites are near a playground, public safety concerns, the need for resident input, storage of personal items, increasing the buffer zone around schools and residential districts to greater than 200 feet, considering grant funding and parking, enforcement, working with the Fire Department related to open fires in camps, the need to define public areas, the authority given to the City Manager, tabling the matter until additional information is obtained, Lot 72, the City’s opportunity to create an environment to help the homeless and seeking grant funding.
There were no other public comments on this item and Mayor Infanti closed public comments. 43 Motion by Mayor Infanti to table this matter until more is known regarding State and Federal laws, seconded by Mayor pro tem Elizabeth Orona.
City Attorney Fleishman provided information in response to some of the questions posed by members of the public; reiterated that the current ordinance does not stand the test of the constitution and the Sheriff’s Department has stated they will not enforce the ordinance, as written and clarified that the ordinance does not designate a camping area.
Discussion followed regarding enforcement against open flames.
Motion by Mayor Infanti to table this matter until more is known regarding State and Federal laws and direct staff to return with additional information, seconded by Mayor pro tem Elizabeth Orona and carried 5-0.
5. PUBLIC HEARINGS – None
6. DISCUSSION ITEMS
a. Approve Amendment 3 to the Agreement with Carollo Engineers Inc. for an expanded scope of Services for Completion of a Time Schedule Compliance Plan for Regional Water Quality Control Board to Support USDA Grant Application for the WWTP Water quality project for the additional of $106,270 for a total contract amount not to exceed $308,760, for the existing term to April 1, 2024, and authorize the Mayor to execute on behalf of the City
City Manager Murphy introduced the item and deferred to Jeff Weishaar, Carollo Engineers Inc., via Zoom, for a presentation.
Consultant Weishaar narrated a PowerPoint presentation explaining the expanded scope of services for completion of a time schedule compliance plan for Regional Water Quality Control Board to Support USDA Grant Application for the WWTP Water quality project for the additional of $106,270.
Discussion followed regarding an end point.
Motion by Councilmember Brown to approve Amendment 3 to the Agreement with Carollo Engineers Inc. for an expanded scope of Services for Completion of a Time Schedule Compliance Plan for Regional Water Quality Control Board to Support USDA Grant Application for the WWTP Water quality project for the additional of $106,270 for a total contract amount not to exceed $308,760, for the existing term to April 1, 2024, and authorize the Mayor to execute on behalf of the City, seconded by Councilmember Claudia Orona and carried 4-1, with Councilmember Clarke, opposed.
b. Discussion and possible action to:
i. Approve two additional Maintenance Worker II positions to perform park-related duties for the Parks and Recreation Department.
ii. Adopt Resolution No. 23-1233 approving the budget adjustment for two new maintenance positions
iii. Approve amended Organizational chart to reflect these and prior approved amendments
Administrative Services Director Wendy Berry presented details of the report.
Discussion followed regarding cost savings and offsets, the budget, whether CalPers is included, allowing the City Manager to decide what positions to fill, janitorial duties, the need for additional maintenance workers and event fees.
44 Motion by Councilmember Brown to Approve two additional Maintenance Worker II positions to perform park-related duties for the Parks and Recreation Department, Adopt Resolution No. 23-1233 approving the budget adjustment for two new maintenance positions and Approve amended Organizational chart to reflect these and prior approved amendments, seconded by Mayor pro tem Elizabeth Orona and carried 4-1, with Councilmember Clarke, opposed.
7. AB1234 REPORT OUT AND COUNCIL CLOSING COMMENTS -
8. ADJOURNMENT
The meeting was adjourned at 9:12 p.m.
Respectfully submitted:
Annamarie Porter, City Clerk
45 CITY OF SOLVANG INVESTMENTS
August 2023
FUND FUND % OF
# FUND BALANCE TOTAL
100 GENERAL FUND $ 21,236,305.87 60.29%
200 GOVERNMENTAL IMPACT FEES $ 2,702,882.96 7.67%
201 TRAFFIC SAFETY $ 4,141.32 0.01%
202 GAS TAX FUND $ 289,576.13 0.82%
203 LOCAL TRANSPORTATION $ 432,712.64 1.23%
204 MEASURE A $ 1,423,526.24 4.04%
205 SKYTT MESA LLMD $ 409,075.01 1.16%
207 MEASURE U $ 537,957.30 1.53%
300 CAPITAL PROJECTS $ (2,185,357.52) -6.20%
500 WATER FUND $ 5,714,249.42 16.22%
501 WASTEWATER $ 2,092,839.01 5.94%
502 TRANSIT FUND $ 1,271,356.68 3.61%
600 EQUIPMENT/VEHICLE POOL $ 1,248,025.95 3.54%
800 GENERAL FIXED ASSET GROUP 0.00 0.00%
TOTALS $ 35,223,155.70 100%
Interest
Rate
LAIF BALANCE $ 27,797,817.63 3.434%
CHECKING ACCOUNTS $ 2,641,495.34
TOTALS $ 30,439,312.97
** All City investments for the month are in compliance with California Government Code, Section 53646(b)(1).
** Current investments meet expenditure requirements for the next six months. 46 CITY COUNCIL STAFF REPORT
AGENDA ITEM 4.d
Meeting Date: September 25, 2023
SUBJECT: Approve Amendment 4 to the agreement with Rafael Ruiz for modified scope of janitorial services for the additional amount not to exceed, $90,000, and a new contract total amount not to exceed $1,381,746, and to extend the term to December 31, 2023; and authorize the Mayor to execute on behalf of the City PREPARED BY: Rodger A. Olds, Director of Public Works/City engineer DISCUSSION:
The City of Solvang has a continuing need for custodial services. These services have been historically completed by a combination of Public Works Facilities Staff and third-party contract workers.
However, over the past few years City operations and staffing have necessitated that the bulk of the custodial services be performed by the City’s contracted third-party contractor, Rafael Ruiz.
The City has been under contract with Rafael Ruiz since 2017. Initially the services were only for the cleaning of Restrooms 1, 2, and 3, on-call “Heavy Duty” cleaning of those restrooms, and other janitorial services as necessary.
Amendment 1 to the contact, approved in September 2019, extended the contract term by two years, and added scope to include weekly deep cleaning of City Hall the Annex Building and the Vets Hall, post event cleaning at the Vets Hall and scheduled cleaning of the restrooms at Hand Christian Andersen and Sunny Fields Parks. This additional scope was added as a cost-saving measure to maintain service levels while accounting for the reduction of one full-time Public Works employee and one part-time Parks employee.
Amendment 2 was approved in 2020. Amendment 2 extended the contract until June 30, 2023 and added scope to include trash collection from the City trash cans within the Tourism Related District.
Amendment 3 was approved by City Council on June 26, 2023. Amendment 3 refined the scope of work for trash collection services to be in better alignment with the City’s needs and reduce costs.
Amendment 3 also extended the term of the agreement by three (3) months with the understanding that a new procurement in the form of a formal request for proposal (RFP) for custodial and trash collection services would be forthcoming and completed within that timeframe. Staff has been unable to complete the RFP process however an RFP is being prepared and will be advertised shortly.
The proposed Amendment 4 extends the term of the contract through the remainder of the year to allow enough time for staff to complete the RFP process and complete a new contract for custodial and trash collection services. The additional three-month term will ensure that there is no lapse in service.
Amendment 4 also adds additional scope to the contract to fulfill a short-term need by the City to provide custodial and closing services at Hans Christian Andersen Park, five additional days a week for a total of seven days a week. These services are typically performed by the Park Host; however, the Park Host has recently moved out and is no longer performing this service. Staff is actively recruiting a new Park Host and hopes to have a new Park Host moved in within the next three months.
ALTERNATIVES:
City Council could deny Staff’s request for this contract extension. This is not recommended, as it will result in negative impacts to the affected areas.
47 FISCAL IMPACT:
There will be no additional impact to the City’s general fund for this contract extension. Funding for janitorial services is included in the Public Works Department operational budget.
ATTACHMENTS:
A – Rafael Ruiz – Amendment 4
B – Rafael Ruiz – Agreement and Amendments 1-3
48 AMENDMENT NO. 4
to the Agreement with
RAFAEL RUIZ
THIS FOURTH AMENDMENT is made and entered into this 25th day of September, 2023 between the CITY OF SOLVANG, a municipal corporation and Charter City (City) and RAFAEL RUIZ, a Sole Proprietor (Contractor). In consideration of the mutual covenants and conditions set forth in the original Agreement dated, February 27, 2017 the First Amendment dated September 12, 2019, the Second Amendment dated September 8, 2020, and the Third Amendment dated July 1, 2023 for janitorial services, the parties agree to a contract time extension and additional amount not to exceed $90,000. The contract termination date is hereby extended to December 31, 2023.
CONTRACTOR' s scope and fee of services shall be modified in accordance with Exhibit "A".
All remaining portions of the original Agreement and applicable portions of prior Amendments shall remain in full force and effect.
CITY OF SOLVANG RAFAEL RUIZ
Randy Murphy, City Manager Rafael Ruiz, Sole Proprietor APPROVED AS TO FORM:
Dave Fleishman, City Attorney
ATTEST:
Annamarie Porter, City Clerk
Attachment A
49 Solvang Trash Collection Scope of Services
1. Monday through Sunday (7-days a week): $ 140/ day
• Cleaning of restrooms at Hans Christian Andersen Park, closing and locking the park gates once complete.
Note: City Maintenance Division shall provide cleaning supplies and trash bags for the above service.
Exhibit A
50 Attachment B
51 52
53 54
55 56
57 58
59 60
61 62
63 64
65 66
67 68
69 70
71 72
73 74
75 76
77 78
79 80
81 82
83 84
85 86
87 88
89 90
91 92
93 94
95 96
97 98
99 100
CITY COUNCIL STAFF REPORT
AGENDA ITEM 4.e
Meeting Date: September 25, 2023
SUBJECT: Approve Change Order No. 1 to the Contract with Specialty Construction Inc. for FY 2022-23 Fredensborg Canyon Waterline Replacement Project No. PW 171 to reflect additional work in the amount of $44,526.88, for a total contract not to exceed amount of $806,934.88, and authorize the Mayor to execute on behalf of the City; and
Accept as Complete the FY 2022-23 Fredensborg Canyon Waterline Replacement Project No. PW 171 and authorize the City Manager to execute and record the Notice of Completion on behalf of the City.
PREPARED BY: Rodger A. Olds, P.E. Director of Public Works/City Engineer DISCUSSION:
The FY 2022-23 Fredensborg Canyon Waterline Replacement Project was identified in the 2022/23 Capital Improvement program as high priority project to improve the integrity and serviceability of the City of Solvang’s water delivery system. This project relocated/replaced approximately 1,800 linear feet of water mainline along Fredensborg Canyon Road, from Adobe Creek Road to Atterdag/Chalk Hill Road. The project was constructed while the existing mainline and water services remained in service and connected along the north and south ends with planned shutdowns.
The project was also constructed with consideration of future plans to relocate the sewer line along Fredensborg Canyon Road. The designed alignment of the water mainline provides enough spacing for adequate separation of the water and sewer mainlines in accordance with State law.
On January 9th, Council Awarded the contract to Specialty Construction Inc. to complete this project.
The project is substantially complete. Contract Change Order No. 1 (CCO1), attached to this report as Attachment A, rectifies the difference between the estimated quantities and the actual bid quantities necessary to complete the work. CCO1 also addresses additional work completed by the contractor that was unforeseen at the time of bidding but necessary due to existing field conditions. All project costs are summarized in CCO1. This change order in the amount of $44,526.88 exceeds the Council approved contingency amount of $20,000. Therefore, council approval of CCO1 is necessary.
Approval and subsequent recordation of the Notice of Completion, attached to this report as Attachment B, will allow the City to close the project and release retained funds to the contractor.
ALTERNATIVES:
City Council could decide to not authorize the approval of Contract Change Order No.1 or the Notice of Completion. The work, including all additional work, has been completed by the contractor. The associated additional costs have been reviewed by staff and have been found to be consistent with the work completed in the field and the mark-ups are reasonable and consistent with industry standard.
This alternative would force the contractor to pursue other methods to collect payment for the work completed and the retained funds held by the City.
FISCAL IMPACT:
The following is a breakdown of the actual costs to deliver the project:
101
ACTUAL PROJECT COSTS
Item Description Original
Estimate Actual Cost Change
Original Contract Amount (Bid Items) $ 762,408.00 $757,717.00 ($ 4,691.00) Additional Work (Contingency) $ 20,000.00 $ 49,217.88 $29,217.88 Total Project Costs $ 782,408.00 $806,934.88 $24,526.88 This project was funded through the City’s water fund.
ATTACHMENTS:
A – Contract Change Order No. 1
B – Notice of Completion
102
CITY OF SOLVANG PW 171
REV 110105 CONTRACT CHANGE ORDER NO. 1
CHANGE ORDER NO. 1
Project Name: 2022-23 Fredensborg Canyon Waterline Replacement Project City of Solvang Project No. PW 171
Contract Start Date: May 1, 2023
Original Contract Completion Date: July 19. 2023
CONTRACTOR: Specialty Construction, Inc.
645 Clarion Court
San Luis Obispo, CA 93401
This change order adds work scope related to additional work to complete the project including additional labor, materials, and equipment necessary.
Attachments: CCO1 - Detailed Schedule of Project Pay Items
CHANGE TO CONTRACT PRICE
Original Contract Price: $ 762,408.00
The Contract Price due to this Change Order will be increased by: $ 44,526.88 The new Contract Price due to this Change Order will be: $ 806,934.88
CHANGE TO CONTRACT TIME
The project was emergency in nature and no Contract time was associated with the project delivery. The work was pursued in a diligent and workman like manner.
All work under the contract was completed on June 29, 2023.
APPROVALS REQUIRED
To be effective, this Change Order must be approved by the City of Solvang.
Recommended by: _________________________________________ Date: _______________ Rodger Olds, Public Works Director / City Engineer
Approved/Ordered by: ______________________________________ Date: _______________ Mark Infanti, Mayor
Accepted by: ____________________________________________ _ Date: _______________ Rudolph C. Bachmann, President/Secretary
Specialty Construction, Inc.
Attachment A
103
ITEM
NO. DESCRIPTION
Unit of
Measure Unit Price
Bid
Quantity Bid Price
Installed
Quantities Actual Price Delta
1 Mobilization LS $ 1 50,000.00 $ 50,000.00 1.00 $ 50,000.00 $ -
2 Stormwater Management LS $ 1 4,000.00 4,000.00 $ 1.00 $ 4,000.00 $ -
3 Project Safety & Traffic Control LS $ 1 33,000.00 $ 33,000.00 1.00 $ 33,000.00 $ -
4 Surveying & Construction Staking LS $ 1 12,000.00 $ 12,000.00 1.00 $ 12,000.00 $ -
5 Public Notification LS $ 1 287.00 287.00 $ 1.00 $ 287.00 $ -
6 Potholing EA $ 8 4,736.00 592.00 $ 10.00 $ 5,920.00
$ 1,184.00
7 Sawcutting, Demolition and Disposal of Existing Materials LS $ 1 12,800.00 $ 12,800.00 1.00 $ 12,800.00 $ -
8 Install 10” C900 PVC Waterline (DR18) LF $ 2040 346,800.00 170.00 $ 2040.00 $ 346,800.00 $ -
9 Install Vertical Offset Section of 10” C900 PVC Waterline (DR18) Under Existing Utility Line or Culvert Pipe EA $ 2 10,400.00 $ 20,800.00 2.00 $ 20,800.00 $ -
10 Install 10” Gate Valve (Chalk Hill Rd and Fredensborg Canyon Rd) EA $ 7 21,700.00 3,100.00 $ 7.00 $ 21,700.00
$ -
11 Install 8” Gate Valve (Fredensborg Canyon Rd) EA $ 2 4,600.00 2,300.00 $ 2.00 $ 4,600.00 $ -
12 Install 6” Gate Valve (Fredensborg Canyon Rd) EA $ 1 2,300.00 2,300.00 $ 1.00 $ 2,300.00 $ -
13 Connect to Existing 6” Fire Hydrant Lateral EA $ 1 6,100.00 6,100.00 $ 1.00 $ 6,100.00 $ -
14 Install Fire Hydrant Assembly, Salvage and Reuse Existing Fire Hydrant Head EA $ 2 11,800.00 $ 23,600.00 2.00 $ 23,600.00 $ -
15 Install New 1” Water Service, Complete. Relocate Existing Meter to new Meter Box Location. EA $ 9 27,000.00 3,000.00 $ 9.00 $ 27,000.00 $ -
16 Install New 1” Water Service and Connect to Existing Meter. EA $ 1 3,300.00 3,300.00 $ 1.00 $ 3,300.00 $ -
17 Install New 1.5” Schedule 80 PVC Piping Beginning at New Meter Location, and Connect to Existing Customer Service Line at Old Meter Location (Customer Side – 9 Each).
LF $ 560 24,080.00 43.00 $ 560.00 $ 24,080.00
$ -
18 Attach New customer Side 1.5” PVC Piping to Side of Existing Private Bridge. EA $ 3 4,500.00 1,500.00 $ 3.00 $ 4,500.00 $ -
19 Install New Guard Post EA $ 2 1,750.00 875.00 $ 2.00 $ 1,750.00 $ -
20 Install Cut-In Tee Connection to Existing 8” Waterline at Intersection of Chalk Hill Rd & Fredensborg Cyn Rd LS $ 1 10,000.00 $ 10,000.00 1.00 $ 10,000.00 $ -
21 Install Cut-In Connection to Existing 8” Waterline on Fredensborg Canyon Rd (at private Fredensborg Rd) LS 9,750.00 $ 1 9,750.00 $ 1.00 $ 9,750.00 $ -
22 Install Cut-In Connection to Existing 8” Waterline at Intersection of Fredensborg Cyn Rd & Adobe Crk Rd LS 12,100.00 $ 1 $ 12,100.00 1.00 $ 12,100.00 $ -
23 Remove 8” Gate Valve and Section of 8” ACP Waterline on Chalk Hill Rd, and Install 8” PVC Spool with Transition Couplings LS 9,100.00 $ 1 9,100.00 $ 1.00 $ 9,100.00
$ -
24 Remove 8”x6” Tee and 6” Gate Valve at Intersection of Chalk Hill & Fredensborg Cyn, and Install 8” PVC Spool with Transition LS 2,900.00 $ 1 2,900.00 $ 1.00 $ 2,900.00
$ -
25 Abandon Existing Waterline Complete LS $ 705.00 1 $ 705.00 1.00 $ 705.00 $ -
26 Remove & Replace 8” Gate Valve (V7-46) at Intersection of Vester Hof & Vester Sted
LS 6,900.00 $ 1 6,900.00 $ 1.00 $ 6,900.00
$ -
27 Remove & Replace 6” Gate Valve (V7-36) along Oster Sted LS 6,100.00 $ 1 6,100.00 $ 1.00 $ 6,100.00 $ -
28 Not Used LS 1 $ 0.00 $ - -
$ -
29 Construct AC Pavement TON $ 225 76,500.00 340.00 $ 281.25 $ 95,625.00 19,125.00 $ 30 Install Traffic Striping & Pavement Legends LS 5,000.00 $ 1 5,000.00 $ 0.00 $ - (5,000.00) $ 31 Perform Miscellaneous Work (T&M not to exceed) T&M 20,000.00 $ 1 $ 20,000.00 0.00 $ - (20,000.00) $ TOTAL BASE BID $762,408.00 $ 757,717.00 $ (4,691.00)
ADDITIONAL WORK ITEM
PCO2 T&M 3,024.22 $
PCO3 Exploratory Work to Locate existing WL T&M $ 2,982.55 PCO5 Additional Work for WL Cut-in differing conditions from plans T&M $ 3,514.36 PCO6 Gas Line Conflict T&M $ 4,063.52
PCO7 Vester Hof Valve Replacment Modification T&M $ 3,882.69 PCO9 Additional Depth at Tie-ins/Abandonments T&M $ 10,762.34 Additional AC Pavement above 125% of Bid Quantity LS $ 20,988.20 $ 49,217.88
Total Contract Items 757,717.00 $
Total Additional Work Items $ 49,217.88
Final Contract Amount 806,934.88 $
CITY OF SOLVANG - Fredensborg Canyon Waterline Repalcement CCO1 - Detailed Schedule of Project Pay Items
Additional sawcutting outside of Original Scope (Deep Cut) - Attachment A
104
RECORDING REQUESTED BY
AND WHEN RECORDED MAIL TO:
City of Solvang
1644 Oak Street
Solvang, CA 93463
NO FEE PER GOVERNMENT CODE 27383
NOTICE OF COMPLETION
Notice is hereby given that:
1. The undersigned is owner or corporate officer of the owner of the interest or estate stated below in the property hereinafter described.
2. The full name of the owner is City of Solvang.
3. The full address of the owner is 1644 Oak Street, Solvang CA 93463.
4. The nature of the interest or estate of the owner is; in fee.
5. A work of improvement on the property hereinafter described was substantially completed on June 29, 2023 and accepted by the City on September 25, 2023. The project name is FY 2022-23 Fredensborg Canyon Waterline Replacement Project No. PW 171. The work completed is described as follows:
Relocation/replacement of the Fredensborg Canyon Waterline from Chalk Hill Road to Adobe Creek Road, relocation/installation of water services, installation of customer side water service lines, replacement of valves on Vester Sted and on Oster Sted, shutdowns and cut-in connections, abandonment of existing facilities, related items of work, and cleanup of the project areas.
6. The name of the contractor for such work of improvement was Specialty Construction, Inc.
7. The property on which said work of improvement was Fredensborg Canyon Road in the City of Solvang, County of Santa Barbara, State of California.
Dated: September 25, 2023
________________________________________________
Rodger A. Olds, PE, Public Works Director, City of Solvang ____________________________________________________________________________________
VERIFICATION
I, the undersigned state: I am the City Manager of the declarant of the foregoing Notice of Completion.
I have read said Notice of Completion and know the contents thereof is true of my own knowledge. I declare under penalty of perjury that the foregoing is true and correct.
Executed on ______________, at Solvang, California
(Date of Signature)
___________________________________________
Randy Murphy, City Manager, City of Solvang
Accepted by the Solvang City Council on September 25, 2023 (Date Accepted)
Attachment B
105
CITY COUNCIL STAFF REPORT
AGENDA ITEM 6.a
Meeting Date: September 25, 2023
SUBJECT: Discussion and possible action to purchase a John Deere 210p skip loader in the amount of $130,988.98, and authorize the Mayor to execute on behalf of the City.
PREPARED BY: Nathan Giacinto, Wastewater Supervisor
DISCUSSION:
The Wastewater Department utilizes a John Deere 210le skip loader to load sludge, repair roads and ponds and any other in-house dirt work throughout the City. This skip loader is 23 years old and is showing signs of wear. It has an electrical issue that no technician has been able to figure out since we bought it used from United Rentals. The frame where the box scraper is attached broke and the City had to straighten and weld the frame back together which could be a safety concern if it was to break again. If the tractor breaks again, the City will be spending money repairing an old skip loader.
Staff solicited three quotes from three different local tractor dealers for a new Skip and drag loader.
Quinn Caterpillar, Berchtold New Holland and Coastline Equipment John Deere. All three quotes are for machines with the same features. All three quotes were quoted through Sourcewell, which gives Cooperative Purchasing Advantage to government agencies, ensuring the best price possible on the equipment.
Staff has looked for used equipment and this model is hard to find. Staff located several used ones that were for sale through rental yards and were not in great shape. Leasing one isn’t cost effective because the City keeps their equipment for a long time.
Staff recommends moving forward with the purchase of the John Deere machine. Although it is not the least expensive machine, staff thinks it will be the most reliable option within our budget. The John Deere has the highest horsepower rating of the three machines and is the most highly recommended by local contractors that use them daily. The John Deere Skip loader is built on a platform that is specifically designed to be a skip loader while other manufacturers build their skip loaders on a standard backhoe chassis.
Ford New Holland John Deere Caterpillar
$111,285.81 $130,988.98 $146,562.12
ALTERNATIVES:
Direct staff to select one of the other loaders.
FISCAL IMPACT:
The purchase of $130,988.98 is a capital expense from the Wastewater Fund. SYCSD is responsible for 20% of capital expenditures over $50,000 per contract.
ATTACHMENTS:
A. Coastline Equipment John Deere Quote
Quinn Cat and Berchtold Equipment Quotes.
106
107
108
166070-01
Apr 11, 2023
CITY OF SOLVANG
ATTN ACCOUNTS PAYABLE
1644 OAK ST
SOLVANG, California 93463
Attention: NATHAN GIACINTO
Dear Nathan Giacinto,
Thank you for your interest in Quinn Company and our products. We are pleased to propose the following for your consideration. This proposal is subject to availability and is valid for 10 days, after which time we reserve the right to re-quote.
One (1) New Caterpillar Inc. Model: 415IL Backhoe Loader with equipment as stated in the machine specifications section STOCK NUMBER: NS0020526 SERIAL NUMBER: YEAR: 2023 SMU:
Sincerely,
Jacob Bates
Machine Sales Representative
109
One (1) New Caterpillar Inc. Model: 415IL Backhoe Loader with equipment as stated in the machine specifications section
MACHINE SPECIFICATIONS
415 07A IL BACKHOE LOADER 542-8000
LANE 3 ORDER 0P-9003
HYDRAULICS, MP, 3FCN/5BNK 545-7229
CAB, STANDARD, A/C 545-7232
WORKLIGHTS (8) HALOGEN LAMPS 491-6734
SEAT BELT, 3'' SUSPENSION 206-1748
TIRES,12.5 80/16.9-24, GY/TI 464-9639
COUNTERWEIGHT, NONE 337-9693
HITCH 3 POINT 462-5281
BUCKET-MP, 1.3 YD3, PO 337-7436
CUTTING EDGE, TWO PIECE 9R-5321
RIDE CONTROL 558-8376
INSTRUCTIONS, ANSI 596-7509
SERIALIZED TECHNICAL MEDIA KIT 421-8926
STANDARD RADIO (12V) 540-2298
FAN, STANDARD CAB/ CANOPY 454-6610
DISPLAY, SECURITY, ENABLED 573-0397
PRODUCT LINK, CELLULAR, PLE643 560-6797
KIT, DUAL TILT CYLINDER 470-5247
BOX, BLADE/SCARIFIER 461-9717
GEARMORE 60 UNIV FORKS 60 UNIV
110
WARRANTY & COVERAGE
Standard Warranty: 12 MONTHS FULL MACHINE W/TRAVEL
Extended Coverage: 36 MONTHS / 1,500 HOURS PREMIER
CSA 36 MONTHS / 1,500 HOURS PM PARTS KITS (INCLUDES SOS) SELL PRICE $168,223.51
EXT WARRANTY Included
CSA Included
PREPARATION AND DELIVERY $2,000.00
SOURCEWELL DISCOUNT ($35,460.18)
NET BALANCE DUE $134,763.33
SALES TAX (8.75%) $11,791.79
TIRE FEE $7.00
AFTER TAX BALANCE $146,562.12
PAYMENT TERMS
Cash Invoice Terms
CASH WITH ORDER
$0.00
Net 10
F.O.B/TERMS:
1644 Oak Street, Solvang, CA 93463
ADDITIONAL CONSIDERATIONS
• Priced per 2023 Sourcewell Contract | Caterpillar Sourcewell ID# 032119-CAT | City of Solvang Sourcewell ID# 77345 Accepted by___________________________________ on ____________________ ______________________________
Signature
111
DATE: 04/07/23
ACCOUNT NO:
05/13/23
NAME: Nathan TELEPHONE #:
COMPANY: City of Solvang CELLULAR #:
ADDRESS: 1644 Oak Street EMAIL
CITY/ST/ZIP: Solvang Ca 93463
CELL PHONE
805-478-8574
QTY. MODEL # UNIT PRICE
1 U80D TBD $ 102,950.00
1 KH46UB $ 325.00
SUBTOTAL: $ 103,275.00
7.75 $ 8,003.81
$ 7.00
TOTAL $ 111,285.81
Date: ____________
TIRES 12X16.5 R4 FRONT --- 19.5X24 R4 REARS.
4F - 4R TRANS W/POWER SHUTTLE.
EQUIPMENT DESCRIPTION
NEW HOLLAND 4WD ( CAB ) TRACTOR LOADER. 74 H.P. DIESEL ENGINE TIER 4 FINAL
DUAL BATTERIES
SUSPENSION SEAT WITH ARM RESTS.
GEARMORE SET OF 4 HOOKS FOR THE 40 UNIV FORKS (INSTALLED)
CA TIRE FEE
SALES TAX (+):
805-688-6997
[email protected]
ALL ITEMS ARE SUBJECT TO APPLICABLE SALES TAX.
Sourcewell (Discounted) Pricing - Contract # 32119
Sourcewell Member ID # for the City of Solvang - 77345
AIR COND / HEAT - TILT STEERING WHEEL - RADIO WITH BLUE TOOTH Quote is limited to stock on hand.
LOADER RIDE CONTROL
% sales tax applied to subtotal.
3-POINT WITH DUAL TILT HYD'RAULICS W/HOLDING VALVE
84" BOX SCRAPER WITH HYDERAULIC SHANKS (GANNON)
82" 4-N-1 BUCKET WITH FRONT AUX HYDRAULICS
QUOTE EXPIRES ON:
EMAIL ADDRESS
QUOTED TO:
SALESPERSON
Mike McGinley [email protected]
To ACCEPT THIS QUOTE, sign here and return:
Addt'l Remarks:
QUOTE
1410 W. Betteravia Road • Santa Maria, CA 93455 • FAX: (805) 349-0147 THANK YOU FOR YOUR BUSINESS! Revised 09/30/09 leo
112
CITY COUNCIL STAFF REPORT
AGENDA ITEM 6.b
Meeting Date: September 25, 2023
SUBJECT: Discussion and possible direction to provide Policy Direction on Changes Regarding Special Event Municipal Code and Special Event Guide PREPARED BY: Jenny McClurg, Parks and Recreation Director Candice Libera, Recreation Coordinator
DISCUSSION:
Regulations regarding special events are found in Solvang Municipal Code 11-12-8, which was established through Ordinance 99-200 in 1999 (Attachment A). The City Council subsequently approved the City of Solvang Special Event Guide (Attachment B) on August 22, 2022. However, the Solvang Municipal Code was not updated, which has resulted in much confusion. Major provisions, such as where special events can be located, who the decision maker is, the definition of a special event, and the process of applying for a special event permit are not as clearly defined in the code as they are in the Special Event Guide. As further described below, there are also items in the Special Event Guide that contradict the code and/or are not within our standard practice.
In preparation for this meeting, staff reviewed the Special Event policies from the following jurisdictions:
City of Santa Barbara, City of Pismo Beach, City of Goleta, and City of Buellton. The Council and staff are having this discussion with the goal of updating the Solvang Municipal Code to be formatted similarly to other sections of the code and to update the Special Events Guide.
Policy Direction
Staff requests policy direction on the following items:
Special Events Code Location within the Municipal Code
Currently the special event code is located under Title 11 Zoning Regulations Chapter 12 Supplemental Regulations.
Staff recommends moving the special event code to Title 8 Public Ways and Property Chapter 9 Special Events. This will make finding special events in the code more straightforward.
Decision Maker/Process
Solvang Municipal Code establishes the Planning/Community Development director as the decision maker and that the Planning Manager/Community Development Director would make a decision, impose reasonable conditions, and issue a temporary land use permit.
The Special Events Guide designates the Tourism Advisory Committee (TAC) and City Council as the decision maker for “Large” events that are new to Solvang or events with significant impact to the community or, if a “Small” event, the City Manager or his/her designee.
Staff recommends the decision maker for all events to be the City Manager or his/her designee, which may include a future iteration of the TAC. This provides flexibility for the process, allowing the City Manager to designate another position to make this decision if desired. This is something that could easily be handled by staff, which would reduce the bureaucratic hurdles for special events in the City and better address potential staff resource capacity issues within the City.
Special Event Definition
Solvang Municipal Code defines a special event as: “…a temporary activity to which the general public is invited that is not included as a regularly permitted use allowed by a land use permit granted for a 113
facility, as determined by the planning/community development director. Special events include, but are not limited to, carnivals, circuses, ethnic celebrations, festivals, art/craft fairs, dance exhibitions and musical entertainment.”
Special Events Guide defines a special event as: “…any activity seeking to solicit public attendance for an event on city property, or any event that requires the use of City services.” Large Events – Large events include street closures and/or events with 250+ anticipated attendees.
Small Events – These events do not require street closures and anticipate fewer than 250 attendees.” Staff recommends defining special events in the Municipal Code and Special Events Guide as: “A special event is any organized activity that takes place upon any public property, public right of way, sidewalks, parks, or streets in a manner that varies from its current land use or otherwise requires a permit. These events may include, but are not limited to, festivals, athletic events, fundraisers, concerts, public assemblies or any organized formation, parade, procession, or assembly consisting of persons, animals, vehicles or any combination thereof, traveling in unison with a common purpose on a public street, highway, alley, sidewalk, or other public right-of-way which does not comply with normal and usual traffic regulations or controls.”
The new definition makes it clear that special events are limited to public property. It also removes the attendance distinction, treating all events the same.
Denial of a Special Event
Solvang Municipal Code has no reference to a Denial/Appeals process.
The Special Events Guide states Denial of a Special Event Permit will be automatic if any of the following apply:
• Applicant cannot supply the required Certificate of Liability Insurance. • Proposed event directly conflicts with an event that has already been permitted. • Payment for Fees are not provided in timeline required. • Proposed event is not permitted by law or regulation. • Proposed event will imperil public health or safety.
• City Council denies the use of the public right-of-way.
Staff recommends adding to the findings of “Denial of a Special Event” to include frequency and creating a Permit Denial, Revocation, and Appeal Procedure (Attachment G) along with appeal fees subject to an adopted fee schedule.
Cancellation Policy
The City of Solvang does not have a Cancellation Policy in the Solvang Municipal Code or the Special Events Guide.
Staff recommends a non-refundable application fee. This fee is currently $135. Those applicants who cancel their events will not receive this fee back in order to cover additional staff time. The Special Events Application Fee is non-refundable in the jurisdictions we reviewed.
Deposit
The City of Solvang does not have a refundable deposit policy in the Solvang Municipal Code or the Special Events Guide.
Staff recommends adding a refundable deposit. This fee is refunded after the event if requirements were met and no damage to City property incurred. A fee can be established at a later time, subject to an adopted fee schedule.
114
Fees
The Solvang Municipal Code has no reference of any fees for special events.
The Special Event Guide states a base rate of $135 application fee and actual costs of maintenance staff for closing down streets, traffic control devices, signage, event set-up and closure, etc. Some events require coverage from Santa Barbara County Sheriff’s Office and are charged based upon the coverage needed.
Staff recommends adding the following fees subject to an adopted fee schedule:
• Non-refundable Turf Fee for use of Solvang Park
• Utility Use Fee
• Non-refundable application fee for non-profit entities (to be lower in price) • Non-refundable application fee for for-profit entities (to be higher in price) Next Steps
This discussion will inform changes to the Solvang Municipal Code and the Special Events Guidelines.
Staff will bring both items to a future meeting for final review.
Any changes to the Solvang Municipal Code must go before the Planning Commission because it results in the change to Title 11 Zoning Regulations. They will make a recommendation to the Council regarding the adoption of the new code language. Staff is aiming to take this item to the November 6, 2023 Planning Commission Meeting and then back to the November 27, 2023 City Council Meeting.
ALTERNATIVES:
Council members can make recommendations for changes.
FISCAL IMPACT:
None at this time.
ATTACHMENTS:
A – Solvang Municipal Code Section 11-12-8
B – City of Solvang Special Events Guide
C – City of Santa Barbara Special Events Guidelines
D – City of Pismo Beach Special Events Guidelines
E – City of Goleta Special Events Guidelines
F – City of Buellton Special Events Guidelines
G – Permit Denial, Revocation, and Appeal Procedure
115
Attachment A
116
City of Solvang
Special Events Guide
For more information:
Mail: City of Solvang
411 Second Street
Phone: 805-688-7529
Email: [email protected]
Attachment B
117
City of Solvang – Special Events
Table of Contents
Special Events Guidelines ...............................................................................................3 Introduction ...........................................................................................................3 Event Definitions................................................................................................... 3 Application and Timeline Requirements................................................................ 3 Denial of a Special Event Permit........................................................................... 4 Special Event Application Supplements and Coordination.................................... 4 Insurance Requirements.......................................................................................5 Alcohol Requirements........................................................................................... 5 Parades ................................................................................................................ 6 Traffic Control Plan ............................................................................................... 7 Site Plan ...............................................................................................................7 Medical Plan ......................................................................................................... 7 Entertainment and Related Activities .................................................................... 8 Food Concession/Vendors.................................................................................... 8 City Maintenance Crew Assistance....................................................................... 8 Sanitation, Recycling, and Portable Restrooms ....................................................9 Special Event Permit Procedures .................................................................................. 10 Special Event Permit Application...................................................................................12 City Park Special Event Application Form...................................................................... 18 Hold Harmless Agreement.............................................................................................20 Santa Barbara County Sheriff’s Department Service Agreement...................................21 Special Events Guide – Stormwater Best Management Practices................................ 22 118
Introduction
City of Solvang
Special Event Guidelines
Solvang is a city that celebrates special events. From internationally renowned events to communitybased festivals, parades and shows, the City of Solvang is proud to host many events each year. Our goal is to enhance the vitality, quality of life, and economic prosperity of Solvang for its residents and tourists by supporting special events. Thank you for choosing Solvang for your event location! Event Definitions
Special Events are defined as any activity seeking to solicit public attendance for an event on city property, or any event that requires the use of City services. • Large Events – Large events include street closures and/or events with 250+ anticipated attendees.
• Small Events – These events do not require street closures and anticipate fewer than 250 attendees.
• Please note that the City also allows reservations to members of the public at city owned parks and facilities for private events such as birthday parties. Generally, these events do not require special event permits. To make park reservations, please call 805-688-7529 or visit the Parks and Recreation division at 411 Second St.
• An event held on private property, if allowable by the Municipal Code, may require a land use permit. Please check with the Planning Division. Planning Can be reached at 805-688-5575, in person at 411 Second St, or by email at [email protected].
Application and Timeline Requirements
We encourage as much advanced notice as possible in order to properly process your application.
Applications submitted without adequate notice may incur additional fees. Some events, although small in participation, may require additional notification time due to the complexity of the event (i.e., multiple street closures, complicated set-up procedures, additional permitting requirements).
Application timelines are measured from the day the special event application is submitted. Permit applications may be submitted as early as one year before your event. Permit applications must be received by the City of Solvang no later than:
• 120 days prior to event – “Large events” requiring street closures and/or events with 250+ anticipated attendees.
• 60 days prior to event – “Small events” not requiring street closures and with fewer than 250 anticipated attendees.
Denial of a Special Event Permit
Denial of a Special Event Permit will be automatic if any of the following apply:
• Applicant cannot supply the required Certificate of Liability Insurance. • Proposed event directly conflicts with an event that has already been permitted. • Payment for Fees are not provided in timeline required. • Proposed event is not permitted by law or regulation. • Proposed event will imperil public health or safety.
• City Council denies the use of the public right-of-way. 119
Special Event Application Supplements and Coordination
It is important to provide all required information and documentation in a timely and complete manner throughout the permit review process. Please keep in mind that there may be additional information you will be required to submit to receive a special event permit, including some examples, which are explained in greater detail below:
• Insurance and Endorsement Certificate, and Hold Harmless Agreement (Required for all events) • Alcohol Beverage Control (ABC) License (if applicable) • Highway 246 / Mission Drive Encroachment Permit (if applicable) • Vendor List (if applicable)
• Medical Plan (if applicable)
Please be aware that in some cases you may have to contact federal, state, or county agencies in addition to the City of Solvang for permits related to your Special Event. These might include, but are not limited to:
• California Department of Transportation (Caltrans)
• Santa Barbara County Public Health Department
• Alcohol Beverage Control (ABC)
• Santa Barbara County Fire Department
For example, use of Mission Dr/Highway 246 is operated by Caltrans. In order to use any portion of Mission Dr/Highway 246, you will need to obtain a Caltrans Encroachment Permit directly from Caltrans. The Special Events team representative will advise and assist with coordination with other agencies as needed.
INSURANCE REQUIREMENTS AND SPECIFICATIONS
All Special Events must provide Insurance Requirements as follows:
Insurance coverage must be maintained for the duration of the event including setup and dismantle dates.
Business Licenses and insurance for event coordinators and vendors is required. Additionally, they will be required to complete and sign the Hold Harmless Agreement.
General Liability Insurance. General liability policies shall provide or be endorsed to provide that CITY and its officers, officials, employees, agents, and volunteers shall be additional insureds under such policies. This provision shall also apply to any excess/umbrella liability policies.
Commercial General Liability insurance with coverage at least as broad as in an amount not less than $1,000,000 per occurrence, $2,000,000 general aggregate, for bodily injury, personal injury, and property damage. Any endorsement restricting standard ISO “insured contract” language will not be accepted.
Duration of coverage. APPLICANT shall procure and maintain for the duration of the AGREEMENT insurance against claims for injuries to persons or damages to property, which may arise from APPLICANT’s use or occupancy of any Public property and adjoining property.
The City reserves the right to require additional lines of insurance, such as:
1. Liquor liability insurance. APPLICANT shall maintain full liquor liability insurance coverage in an amount not less than $1,000,000 per occurrence, $2,000,000 general aggregate. 120
2. Automobile liability insurance. APPLICANT shall maintain automobile insurance covering bodily injury and property damage for all activities of the APPLICANT arising out of or in connection with the evant, including coverage for any owned, hired, non-owned, or rented vehicles, in an amount not less than $1,000,000 combined single limit for each accident.
3. Workers’ compensation insurance. APPLICANT shall maintain workers’ compensation insurance (statutory limits) and employer’s liability insurance (with limits of at least $1,000,000). APPLICANT shall submit to the City along with the certificate of insurance, a waiver of subrogation endorsement in favor of the City, its officers, agents, employees, and volunteers.
4. 3
rd Party. If APPLICANT contracts with a third-party service provider (e.g., caterer), APPLICANT will require the service provider to procure and maintain at its sole cost and expense comprehensive general liability insurance in an amount not less than $1,000,000 per occurrence, $2,000,000 general aggregate, and if applicable, liquor liability coverage in an amount not less than $1,000,000 per occurrence, $2,000,000 general aggregate, or other lines of coverage the City requires. Both CITY and APPLICANT shall be endorsed as additional insureds.
Other provisions or requirements
CITY reserves the right to apply this provision to other lines of required insurance coverage, e.g., professional liability, sexual abuse and molestation policies.
Primary/non-contributing. Coverage provided by APPLICANT shall be primary, and any insurance or self-insurance procured or maintained by CITY shall not be required to contribute with it. The limits of insurance required herein may be satisfied by a combination of primary and umbrella or excess insurance. Any umbrella or excess insurance policies shall include or be endorsed to contain a provision that such coverage shall also apply on a primary and non-contributory basis for the benefit of CITY before CITY’s own insurance or self-insurance shall be called upon to protect it as a named insured.
Waiver of subrogation. All insurance coverage maintained or procured pursuant to this AGREEMENT shall be endorsed to waive subrogation against CITY, its elected or appointed officers, agents, officials, employees, and volunteers or shall specifically allow APPLICANT or others providing insurance evidence in compliance with these specifications to waive their right of recovery prior to a loss. APPLICANT hereby waives its own right of recovery against CITY and shall require similar written express waivers and insurance clauses from each of its vendors.
Notice of cancellation. APPLICANT agrees to oblige its insurance agent or broker and insurers to provide CITY with a thirty (30) day notice of cancellation (except for nonpayment for which a ten (10) day notice is required) or nonrenewal of coverage for each required coverage.
APPLICANT agrees to oblige its insurance agent or broker and insurers to provide CITY with a thirty (30) day notice of any change of coverage or limits.
Acceptable insurers. All insurance policies shall be issued by an insurance company currently authorized by the Insurance Commissioner to transact business of insurance or is on the List of Approved Surplus Line Insurers in the State of California, with an assigned policyholders’ Rating of A- (or higher) and Financial Size Category Class VII (or larger) in accordance with the latest edition of Best’s Key Rating Guide, unless otherwise approved by CITY.
Enforcement of agreement provisions (non estoppel). APPLICANT acknowledges and agrees that any actual or alleged failure on the part of CITY to inform APPLICANT of non-compliance with any requirement imposes no additional obligations on CITY nor does it waive any rights hereunder. 121
Requirements not limiting. Requirements of specific coverage features, or limits contained in this section, are not intended as a limitation on coverage, limits or other requirements, or a waiver of any coverage normally provided by any insurance. 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 all-inclusive, or to the exclusion of other coverage, or a waiver of any type. If the APPLICANT maintains higher limits than the minimums shown above, CITY requires and shall be entitled to coverage for the higher limits maintained by APPLICANT. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to CITY.
Prohibition of undisclosed coverage limitations. 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.
CITY’s right to revise specifications. CITY reserves the right at any time during the term of the AGREEMENT to change the amounts and types of insurance required by giving the APPLICANT at least thirty (30) days advance written notice of such change. However, CITY reserves the right to give less than thirty (30) days notice if CITY first becomes aware of an issue and needs to change the amounts and types of insurance within thirty (30) days of the scheduled event.
Timely notice of claims. APPLICANT shall give CITY prompt and timely notice of claims made or suits instituted that arise out of or result from APPLICANT’s use or occupancy of the FACILITY and adjoining property, and that involve, or may involve, coverage under any of the required liability policies.
Alcohol Requirements
If you plan to sell or distribute alcoholic beverages at your event, you will be required to:
• Obtain a Special Daily License from the Alcohol Beverage Control (ABC). For information and licensing procedures, please visit www.abc.ca.gov/forms. • Provide fencing for your conditioned area and check identification of all persons entering such areas or provide a suitable alternative approved by local law enforcement and the City. • Indicate the designated conditioned area(s) on your site plan and include the dimensions of area(s) and mark the entrances and exits.
• Each Server shall be required to have a valid certified Responsible Beverage Service (RBS) certification.
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Parades
The City has pre-approved routes you will be required to use and are listed on the application.
Please be sure to indicate which route you prefer on your application and include a City street map with choice of route marked. If you desire a route other than the City pre-approved routes, you may submit a request on your application along with a City map with the alternative route marked clearly. The Public Works Director and the Sheriff’s Department must approve any such request. If approved, the applicant must work with City staff and the Sheriff’s Department to implement a safety plan. Special safety provisions may be required, and all costs associated with the implementation are the sole responsibility of the applicant.
Routes that use Mission Dr/Highway 246 require a Caltrans Encroachment Permit. Contact Caltrans directly at (805) 549-3134. The applicant is responsible for obtaining this permit, NOT the City. You will be required to submit a copy of your Caltrans Permit before a City permit will be issued. Please contact Caltrans well in advance.
Routes that include Old Mission Santa Inez must be scheduled and approved by their facility manager who can be reached at (805) 688-4815. Proof of approval must be provided to the City.
The Sheriff’s Department will provide a cost estimate for services to monitor the parade route.
Such costs will be paid directly to the City on behalf of the Sheriff’s Department. Sheriff fees must be paid no later than 30 days prior to your parade.
Applicant MUST provide volunteers to assist with traffic control and undertake activities related to traffic control. The deputy assigned will let you know the number of volunteers required. A list of the names of volunteers along with their contact details and assigned shifts is mandatory and must be submitted to the assigned deputy in charge of the parade route and the CITY at a minimum of a week prior to your parade. If the assigned deputy is not supplied with the required volunteer list and contact information and/or failure of volunteers report to assigned post prior to parade may result in cancellation of the parade and/or shortening of parade route. Parades that start late or run over time will incur additional costs. If you are having difficulty getting volunteers, please contact your Special Events team representative.
Applicant is responsible for securing a street sweeper to clean route immediately following the conclusion of the parade when animals are included as part of the parade or is deemed necessary by the City.
Traffic Control Plan
Any traffic control must be in accordance with the California Manual on Uniform Traffic Control Devices and must also highlight traffic monitors and police personnel where appropriate. Applicants will be responsible to furnish and place all traffic control devices per the approved traffic control plan. Should your event require the closure or restriction of any public right-of-way, such as a sidewalk, alley, or street, you must submit a traffic control plan. You will be required to inform the public, including businesses and residences, within 1,000 feet of any closure or restriction at least two weeks prior to the event.
Site Plan
To ensure prompt review of your event application, please provide a site/route plan that is clear and legible. Attach the detailed site/route plan depicting the proposed layout for the event. Route maps are very important for most events and may be required as part of your traffic control plan. • Details to include parking, portable toilets, trash cans, recycling containers, dumpsters, equipment, alcoholic and non-alcoholic concession areas, food concession areas, barbecues, 123
generators, tables and chairs, seating, canopies, stages, signs, banners, sound amplification equipment, and tents.
Large tents and/or canopies may require a Fire Department Inspection. Please contact the Santa Barbara County Fire Department at (805) 681-5500 or www.sbcfire.com for application and payment information. We require a copy of such application and payment receipt prior to your event if a tent will be used.
• If your event is held on a City or private Street, or in a City or private parking lot, there must be an unobstructed 20-foot-wide emergency vehicle access lane. Entrances to streets, alleys, and parking lots must not be permanently blocked at any time. Movable barricades should be used to block streets, alleys, and parking lot entrances. • Information must be included in regard to use of inflatable devices, animals, placement materials for show vehicles, lighting, signs/banners (must be preapproved by city), or other pertinent information that will better assist us in reviewing the activities and components of your event.
Medical Plan
Any event with more than 500 attendees or a street closure must provide a medical plan.
Medical plans must include a detailed plan of first aid and medical stations. Please include the locations of such stations and the hours that they will be available, as well as the setup and dismantle times.
Please list the types of services that will be provided at each station and the Staff names, contact numbers, and designated Shifts, and other pertinent information.
Entertainment and Related Activities
Applicant must ensure that all event related activities comply with local laws. Banners, flags, signs and related devices are regulated by local ordinance. These must be included on your site map and must be pre-approved prior to your event. Photos/artwork of all requested devices should be submitted.
Please note feather banners are prohibited in the City of Solvang and the City has adopted a noise ordinance that does not allow amplified music after 10:00pm. Sign regulations, banner applications, and local ordinances can be obtained at www.cityofsolvang.com.
Food Concession and Vendors
If your special event includes vendors selling food, beverages, merchandise, or services such as entertainment, etc; each vendor must pay a vendor fee of $50 payable to the City of Solvang and provide required insurance and sign the hold harmless agreement. Payment for all vendors must be received prior to permit being issued. Event is responsible for collecting fees and then submitting one payment for all vendors participating. A list of all vendors must be submitted including those registered as 501(c)(3) non-profit organizations. Non-profit 501(c)(3) groups are exempt from the $50 vendor fee so long as their non-profit number and/or tax exemption identification is provided on a vendor list form. If your vendor has a current valid City of Solvang Business Certificate at the time of your application submission for a special event permit, then they will NOT be charged a $50 vendor fee.
Vendor must provide their Business Certificate number on vendor list form as well as date issued. A vendor list template form will be provided to you per your request.
All food concession vendors must obtain a valid County of Santa Barbara TFF Health Permit.
Please request this application process from your Special Events Team representative. Proof of payment of fees and final Health Permits are required before your final permit is issued. 124
City Maintenance Crew Assistance
The assistance of the City maintenance crew may be permitted, at the City’s discretion. If Maintenance is deemed a requirement during your set-up, event hours, or break down, you will be charged at a rate of $97 per hour per person with a minimum of a two-hour charge per person. For assistance needed at events held outside of normal business hours, a four-hour staff time minimum shall apply. You will receive an estimate of the anticipated costs for staff time prior to issuance of your permit. All fees must be paid prior to your event. Any additional fees post event will be sent via email and will be required payment net 30. If payments are not received net 30 then the fees will be subject to finance charges and interest rates. Any credits shall be processed post event and mailed to the address given on the application.
Sanitation, Recycling, and Portable Restrooms
Event is responsible for proper disposal of waste throughout the term of the special event and immediately upon conclusion of event, including City containers that are present. The footprint approved for the event must be returned to its pre-event condition. You must have equal numbers of trash cans, recycle containers, and compost stations and events with more than 1,000 anticipated attendees must provide a plan for recycling and waste reduction.
Guidelines state that one (1) chemical toilet must be provided for every 100 people above the first 100 attendees, and that ten percent (10%) of these must be ADA Accessible. You are required to provide portable restroom facilities at your event, unless you can substantiate the sufficient availability of both ADA accessible and non-accessible facilities in the immediate area of the event site, which will be available to the public during your event.
Should you fail to perform adequate cleanup or damage occurs to City of Solvang property and/or facilities due to your event, you will be billed at full cost recovery rate plus overhead for cleanup and repair. For services, please contact Waste Management at (805) 538-9830. 125
CITY OF SOLVANG
SPECIAL EVENT GUIDELINES
1. Applicant will fill out the official special events application form, found on page 12.
Events seeking to utilize a City park (Solvang Park, Hans Christian Andersen Park, Sunny Fields Park) should also complete the Parks special event application form, found on page 18. All forms along with applicable layouts/maps should be emailed to [email protected] or delivered to the Parks & Recreation office located at 411 Second Street, Solvang, CA 93463.
Completed event applications must be received by the City of Solvang no later than:
• 120 days prior to the event – “Large” events requiring a traffic closure and/or events with 250+ anticipated attendees.
• 60 days prior to the event – “Small” events that do not require a traffic closure and have fewer than 250 anticipated attendees.
2. “Large” events that are new to Solvang are required to be presented to the Tourism Advisory Committee (TAC) for their approval. The event applicant is expected to attend the TAC meeting to provide any relevant information as requested. Currently, the TAC meets on the first Thursday of each month at 3:30 p.m.
Please note that other events may be recommended to be presented to the TAC depending on the scope and impact of the event to the community.
3. Events with significant impact to the community may be recommended for presentation to the City Council for their approval at their next available meeting. Currently, the City Council meets on the 2 nd
and 4th Monday of each month at 6:30 p.m.
4. Applicant must complete remaining steps within time requirements to receive the special event permit. Refer to the guidelines beginning on page 3 for more detailed information. • Provide certificate of liability insurance (required for all events). • Plans vary by the event and may include, but are not limited to the following:
Site plan
Alcohol Beverage Control (ABC) License.
Traffic plans, including Caltrans authorization for use of Hwy 246.
Fire Department authorization
Medical plans for all events with 1,000+ attendees
• Complete payment, based on adopted fee schedule. You can submit the application fee via check or request a payment link to pay via credit card. All checks should be made out to the City of Solvang.
Small Events – $135*
Large Events – Actual costs*
* Large events have a base rate of $135 but are likely to incur additional expenses. Large events are required to confer with the Santa Barbara County Sheriff’s Office and pay for the required Deputy coverage. This form can be found in the application on page 21. 126
• Additionally, maintenance employees performing event setup, breakdown or other applicable labor will be billed at rate of $97 per hour per person, in increments no lower than two hours. For events taking place after normal business hours, a minimum of four hours will be applied. Maintenance staff will be available at the City’s discretion. • Estimates of actual costs will be provided by City staff prior to the issuance of the special event permit.
5. Once requirements have been satisfied, the permit will be signed by the event applicant, followed by the City Manager or his/her designee. This should be completed/authorized at least 30 days prior to the event.
6. Two weeks prior to the event, applicable event staff and City staff conduct a final coordination meeting.
7. Proper noticing for the event shall be completed, as indicated in the Special Events Guidelines, in the Traffic Control guide on page 7.
• Required mailing notices are sent at least two weeks prior to the event. • Street closure signs and no parking signs are placed 48 hours prior to the event.
8. On day of event, appointed on-call contact should be notified immediately in the event of any accidents, damages, or other emergencies.
9. For events hoping to return on annual basis, City staff / event staff shall conduct a post event meeting within one month to discuss any issues that may have come up during the event. City staff will also make a recommendation for the event to be permitted to return in the future. 127
Applicant Information:
City of Solvang
Special Event Application
Legal Name Host Organization:
Name of Event:
Date(s) of Event:
Primary Contact:
Primary Contact Phone Number:
Primary Contact Email Address:
Mailing address:
Event Website (if applicable):
Type of Event:
Auto Show
Bike Ride Walk / Run
Athletic Event – Other Please Describe:
Festival / Carnival
Concert / Performance
Parade
Other – Please Describe:
Event Setup & Dismantle:
Setup Dates: Setup Times:
Event Dates: Event Times:
Dismantle Dates: Dismantle Times:
Anticipated Attendance:
128
City Street Names and/or Public Areas Requested for Event:
Please be specific. A City street map highlighting requested areas is mandatory. If you would like, please submit a separate list with dates and times of use for each area/street/parking lot,etc.
Food Concession and Vendors:
A list of all vendors must be provided to the City. Each vendor must pay a $50 vendor fee unless they are a 501(c3) non-profit organization or have a current valid City of Solvang Business Certificate by the date of your special event application submittal. Non-profit ID numbers/registration # or a copy of tax exemption must be provided on the vendor list for non-profit organizations.
Vendors with a City of Solvang Business Certificate must provide certificate number and most current date issued. Vendors must provide required insurance, and also sign the Hold Harmless agreement prior to the event.
Number of expected vendors:
Will food be prepared at this event?
Will Liquid Propane Gas (LPG), Open Flame, or Generators be used? * *If yes, then Fire Department sign-off required.
129
If you plan to serve/sell food or vendors that will so, you and each vendor are required to obtain a health permit from Santa Barbara County Public Health Department at (805) 681) 4900, or www.sbcphd.org/ehs. Please note: you will need to provide the City of Solvang a copy of your SB Health Permit.
Alcohol or Beverage Service:
Will you be serving or selling non-alcoholic beverages at your event? Will you be serving or selling alcoholic beverages at your event? If you plan to serve/sell beverages (alcoholic and non-alcoholic), you are required to obtain a health permit from Santa Barbara County Public Health Department at (805) 681) 4900, or www.sbcphd.org/ehs. Please note: you will need to provide the City of Solvang with a copy ofyour SB Health Permit.
Effective July 1, 2022, any organization applying for a temporary or daily license is required to have a valid certified Responsible Beverage Service (RBS) server onsite at all times during the event within the area where the service of alcoholic beverages is occurring. One RBS Server for every service station within the area.
For additional information, please visit https://www.abc.ca.gov/education/rbs/ You will be required to contact the Alcohol Beverage Control (ABC) and obtain necessary Special Daily License in order to serve/sell alcohol. Proof of such license must be provided to the City of Solvang. You must include on your site map all conditioned area(s) including entrances and exits as required by ABC. For information and licensing procedures, please visitwww.abc.ca.gov/forms.
Parades:
Does your event include a parade? Yes No
If yes, which route will you be using?
Route A: Begins at Veteran’s Memorial Building. West on Mission Drive, Left on Fourth Place, Left on Copenhagen Drive, Left on Alisal Road, Right on Mission Drive, returning to Veteran’s Memorial Building Parking Lot.
15 volunteers required – Caltrans Encroachment Permit WILL be required.
Route B: Begins on Alisal Mesa Road. North on Alisal Road, Left on Copenhagen Drive, Left on Second Street, Left on Oak Street, Right on Alisal Road, returning to Alisal Mesa Road. 10 volunteers required.
130
Sheriff Services and Traffic Control Plans & Services:
Your Street Closure Permit will require a contract with the Sheriff Department and/or a Traffic Control Company for traffic control service plans and proper placement of traffic control devices (TCD’s). All events will need to submit a Traffic Control Plan. Please give details below on your plans for traffic control. You may submit in a separate file if necessary.
Site Plan:
To ensure your application is reviewed promptly, please attach your site/route plan depicting the proposed layout for your event. Please refer to the Special Event Permit Guidelines for details of what should be included in your site/route plan.
Entertainment and Related Activities:
Are there any entertainment features, musical or otherwise, included in your event? Yes No
Will there be amplified music or announcements at any time during your event? Yes No
If you answered yes to any of the above, please explain below and include locations.
Portable Restrooms:
Do you plan to provide restroom facilities? Please note, it may be required.
Yes No
If yes, how many are you providing for your event? Regular: ADA:
Please list locations of restrooms and which type on your site map.
Sanitation and Recycling:
Please list the amount of each type of unit you will be providing. Please note, it may be a requirement. 131
Trash Cans: Recycling Containers: Compost Stations:
Dumpsters:
Please make sure to list locations of units and which type on your site map.
Medical Plan:
If required for your event (a requirement for any event with more than 1,000 attendees), please provide a separate document describing the locations of first aid stations along with the type of aid offered and who is contracted to provide medical services.
Open Fire
Use of open fire, propane, grills, entertainment of any sort will require Fire Department approval.
Tents
Large tents and canopies require Fire Department approval.
Additional Contacts:
Contact Name & Title: Contact Email:
Contact Name & Title: Contact Email:
132
Affidavit of Applicant
I certify that the information contained in the forgoing application is true and correct to the best of my knowledge and that I have read, understood, and agree to abide by the guidelines governing the proposed Special Event under the City of Solvang Municipal Code. I understand that this application is subject to the rules and regulations established by the City Council and/or the City Manager or the Manager’s designee. I agree to comply with all other requirements of the City, County, State, Federal, and any other applicable entity, which may pertain to the use of the Event venue and the conduct of the Event. I agree to abide by these rules, and further certify that I, on behalf of the Host Organization, am also authorized to commit that organization, and therefore agree to be financially responsible for any costs and fees that may be incurred by or on behalf of the Event to the City of Solvang and contracted services.
I agree to all conditions stated in the Special Event Guidelines and Application:
Legal Name of Organization:
Signature: Print Name:
Title:
Phone: Email:
133
CITY OF SOLVANG
APPLICATION FOR SPECIAL EVENT CITY PARK USAGE
Solvang Parks & Recreation/ 411 Second Street, Solvang CA 93463 / (805) 688-7529 The City of Solvang owns and maintains three parks: Solvang Park (1630 Mission Dr), Hans Christian Andersen Park (633 Chalk Hill Dr), and Sunny Fields Park (Alamo Pintado Rd). These parks are typically reserved for private parties. However, an organization wishing to rent the park for “special event” usage must complete this form. Completed forms should be sent to [email protected].
Application
Applicant Name
Legal Organization Name
Preferred Phone #
Email Address
Mailing Address
Driver’s License #
Event Date(s)
Event Type & Website
Event Start Time / Including set-up: (Park Opens at 8:00 am) Event End Time / Including clean-up:
Please specify which area(s) you would like to reserve:
HCA: ⃣ Area A ⃣Area B ⃣ Area C ⃣Area D ⃣ Skate Park ⃣ Atterdag Bowl ⃣Lawn Areas ⃣Parking Lot ⃣Volleyball Courts ⃣Pickleball / Tennis Courts Solvang Park: ⃣Gazebo / Bandstand * ⃣Lawn Area *
Sunny Fields: ⃣ Area A ⃣Area B ⃣Parking Lot ⃣ Lawn Area ⃣Volleyball Courts * The use/user of the Solvang Park gazebo and/or lawn areas for a private/public function is fully aware that it is in a public park and comes in “as is” condition and will not be cordoned off from the public stating that the gazebo will be in use for a private/public function. Any user of the gazebo (applicants) understands they must coexist with any and all members of the public that may be present at the gazebo during the hour(s) reserved by the applicant.
Special Event Guidelines
Please remember and respect the fact that this is a public park. The Solvang City Code (available at www.qcode.us/codes/solvang/) is in full effect. Please note the following ordinances concerning City Parks:
11-12-8: Special Events:
1. Events shall not occupy more than seventy five percent (75%) of the park and shall not occupy the picnic benches, to concurrently avail the facility to nonevent participants.
2. Events shall be limited to 501(c)(3) nonprofit sponsors. (Ord. 99-200,-8-1999) 134
8-1-2: Park Rules and Regulations:
Within the boundary lines of any of the parks defined in section 8-1-1 of this chapter, it is unlawful for any person or persons to do any of the following acts:
M. Loudspeakers, etc.: To use or permit to be used any public address system, loudspeaker, bullhorn, or other power amplified sound equipment without first obtaining a written permit from the city manager.
N. Handbills: To distribute any handbills or circulars or to post, place or erect any bills, notice, paper or advertising device or matter of any kind.
O. Merchandise and Commercial Enterprises:
1. To sell or offer for sale or to rent or lease any merchandise, article, or thing, whatsoever, unless granted a valid written permit by the city manager.
2. To practice, carry on, conduct, or solicit for any trade, occupation, business or profession of whatsoever kind or character without written permission of the city manager.
3. To sell, expose for sale or offer to sell in or along any public street, lane or thoroughfare adjoining or approaching any public park in the city within two hundred feet (200’) of such park any goods wares, or merchandise of any kind whatsoever. This does not apply to businesses on private property that are adjacent to parks.
R. Alcohol Consumption: No person shall consume an alcoholic beverage, or have in his or her possession any receptacle containing any alcoholic beverage which has been opened, or a seal broken or the contents of which have been partially removed in any public area or park except:
3. In Hans Christian Andersen where written permission for a special event has been obtained from the city manager at least twenty-four (24) hours prior to such act. Individuals, businesses, or organizations engaging in the sale of alcoholic beverages shall be properly licensed by the state department of alcohol beverage control. (Ord. 09-286, 5-26-2009)
Rules and Regulations
VIOLATION OF ANY RULES AND/OR REGULATIONS MAY RESULT IN A MINIMUM $25 PER INFRACTION FEE.
Please observe the following rules as well as those posted throughout the Park
1. Vehicles must be parked in designated parking lot or street parking spaces.
2. Equipment, event supplies, and decoration brought by the user must be removed at the end of each scheduled reservation. Clean-up should be finished by event end time on permit.
3. Personal items used, left, or lost will not be the responsibility of the City.
4. Stakes of any type are NOT allowed in dirt or turf areas.
5. Damage of any kind that occurs to the facilities used is the responsibility of the renter/group.
Renter/group will be required to pay for the damaged property and/or replace the damaged property as determined by the City.
6. Cancellation of an event or change in use times must be submitted in writing a minimum of (5) five working days prior to the start of the event. If the weather cancels the event, a full refund will be issued. Notification may be e-mailed to [email protected] If the City is NOT notified, the user will be billed for this use time.
7. Animals must be kept on leash at all times. S.M.C. 8-1.2 E 2, 6-1-11 B. Please clean up after your pet.
8. Pony rides are prohibited.
9. Closing times are enforced. All users must be out of the parks by closing time. S.M.C. 8-1-2-G
10. Littering is prohibited. All decorations, including but not limited to, tape, balloons, ribbons, streamers, confetti, and other decorating materials must be removed from the picnic area and disposed of properly. Failure to do so will result in an infraction fee. Use the trash containers provided. Recycling is encouraged. S.M.C. 8-1-2 A1
11. Sale of food, drinks, or alcoholic beverages is prohibited without prior written permission from the City.
S.M.C. 8-1-2-0.1.2.3
12. Trash receptacles will be emptied by staff, but the user shall remove any overflow trash.
13. No amplified sound (including radios, phones, IPods, with or without speakers, etc.) is allowed in City parks. S.M.C. 8-1-2 M
Sponsor shall indemnify, defend, and hold harmless the City, its officers, employees, and agents from any and all losses, costs, expenses, claims, liabilities, actions, or damages, including liabilities for 135
injuries to any person or damage to property arising at any time during and/or arising out of or in any way connected to the Sponsor’s use of Public Property, unless solely caused by the gross negligence of willful misconduct of the City, its officers, employees, or agents.
I have read and understand the fees, rules and regulations. I understand that failure to comply with these rules and regulations may lead to partial or total loss of my security/damage deposit and may lead to a citation under Solvang Municipal Code Chapter (S.M.C.) 12.24.
Legal Name of Organization:
Signature: Print Name:
Title:
Phone: Email:
136
HOLD HARMLESS AGREEMENT
The undersigned (hereinafter the “applicant”) understands and agrees to be personally responsible for any damage sustained to the grounds, buildings, fixtures, or equipment, as a result of his/her/its use of City property.
The applicant certifies that he/she/it has read and agrees to the City’s Special Event procedures, and acknowledges and understands that additional conditions and fees may be imposed or required at the time of the permit issuance.
The applicant shall hold harmless, defend, and indemnify the City of Solvang, its elected officials, officers, employees, agents, and volunteers from any damages that may arise as a result of the conduct of the special event for which the permit is being sought. The applicant agrees to defend, protect, indemnify, and hold the City of Solvang, its elected officials, officers, employees, agents and volunteers free and harmless from against any and all claims, damages, expenses, loss or liability of any kind or nature whatsoever arising out of or allegedly arising out of, related to, or resulting from the conduct of the permitted event or activity. The applicant shall, at applicant’s own cost, risk and expense, defend any and all claims and all legal actions that may be commenced or filed against the City of Solvang its elected officials, officers, employees, agents and volunteers, and the applicant shall pay any settlement entered into and shall satisfy any judgment that may be rendered against the City of Solvang, its elected officials, officers, employees, agents and volunteers resulting from the permitted event or activity.
I hereby submit this Application for a Special Event Permit forthe event described in this application.
Applicant Name Applicant Signature Date
City Manager and/or designee - Name Date
City Manager and/or designee - Signature
Approve Event Deny Event
Comments:
Stipulations for issuing permit:
Reason for denial:
137
SANTA BARBARA COUNTY SHERIFF’S DEPARTMENT
SOLVANG CITY POLICE
SERVICE AGREEMENT
The below named applicant and/or organization hereby agrees to have the Santa Barbara County Sheriff’s Department provide Police Security/Traffic Control on the following date and time, at the following event and location:
NAME OF APPLICANT / CONTACT PHONE
APPLICANT ADDRESS
ORGANIZATION
TYPE OF EVENT/SERVICE NEEDED _
ESTIMATED ATTENDANCE
PLACE _
DAY / DATE _
TIME OF SERVICE FROM TO
ALCOHOL SERVED/SOLD NO YES FROM TO
I further understand that this is not an agreement to rent any buildings or equipment, but only an agreement to provide a police service. Deputies will start one-half hour prior to serving alcohol and/or before the start of the event and finish one-half hour after the conclusion of the event, except when additional time is required by activities related to the event. Payment for police service fees must be received by the City of Solvang, 30 days prior to the event, or upon reservation if made less than 30 days before the event. Police services cannot be guaranteed if received less than 5 days prior to the event.
Note: A minimum of two (2) deputies is required for an event, each working a minimum of three (3) hours, for a total of (6) hours minimum.
I understand that I must contact the City of Solvang and meet all of their terms and conditions for this event.
NOTE: A copy of this agreement must be returned to the City for billing purposes. The Sheriff’s Department requires a 48 hounotice of cancellation to avoid fees.
I certify that I have read, understand, and agree to this contract agreement, and the answers given herein are true and complete to the best of my knowledge.
APPLICANT SIGNATURE DATE
SHERIFF’S DEPARTMENT
Number of Deputies x HOURS per Deputy = TOTAL HOURS
TOTAL HOURS OF DEPUTIES HRS x ($96/HRS) =
Total Security Deposit = $
SIGNATURE TODAY’S DATE
RETURNED TO SOLVANG CITY BY DATE/TIME
J:\1. Hey Annamarie\Special Events guide\8. 2022 Sheriff Parade Agreement Form.docx 138
SPECIAL EVENTS GUIDE
BEST MANAGEMENT PRACTICES (BMPs)
common
pollutants
Special Events
• Antifreeze
• Food waste
• Chalk, paint, charcoal, and clay
• Cleaning chemicals
• Cooking oil and grease
• Dirt and sediment
• Grey water and wastewater
• Hydraulic/transmission fluid
• Oil, grease, gasoline, and diesel
• Pet and livestock waste
• Sewage
• Soaps and detergents
• Trash and litter
Training
• Train event staff, volunteers,
and vendors on stormwater
pollution prevention measures
outlined in this guide.
• Educate your event staff and
volunteers on the where, what
and why of recycling.
• Designate one of your key event
staff or volunteers to monitor
event location for spills.
Spill Prevention and Cleanup
• Place a drip pan under a leaking
vehicle or equipment to capture
leaking fluids.
• Keep a spill kit on-site and
available for use.
• Clean up spills or drips
immediately.
• Use dry methods for cleaning
up spills (absorbent, sweep)
rather than rinsing down areas.
• Use a funnel and/or spout to
ABOUT THIS GUIDE
Activities at special events can cause pollution. This guide provides pollution prevention practices to event planners organizing special events for the community.
Special Events such as athletic (bike/run/walk), automotive, carnivals, circuses, dog shows/events, concerts/performances, and festivals/parades can generate pollutants caused by improper cleanup and accidental spills that can be picked up by wind or by stormwater runoff and transported to the nearest storm drain inlet and into our waterways. You can help reduce stormwater pollution by implementing BMPs during and after your event.
SPECIAL EVENT BMPs
COOKING OIL AND GREASE
• Use a paper towel to wipe food residue off of pots, pans and dishware and dispose of towel into trash container.
• Do not pour cooking oil/grease onto the bare ground or into landscape areas, trash bins, street gutters, storm drains or sanitary sewer.
• To dispose properly, pour used cooking oil/grease into a sealable container like a can or jar (remove as much food residue as possible) place it in the trash or take it to your local hazardous waste collection center or a scheduled collection event.
FOOD
• Don’t place mobile food facilities (catering trucks and trailers, ice cream trucks, produce trucks, coffee/push carts) or food stands near storm drains inlets. • Discharge wastewater from food preparation, and cleaning procedures into a sink, toilet or other drain connected to sanitary sewer. Only un-used water and clean ice may go to bare ground or to a landscape area.
• Contact your local food bank, homeless/housing shelter, senior center or non-profit charity/organization and offer to donate excess edible, unused and/or non-perishable food products. All parts of hot food must be kept above 135° F and cold food below 41° F, before and during transportation.
MINIMIZING TOXIC CHEMICAL USE AND WASTE
• Use the least toxic cleaning products available.
• Ensure your color run uses city approved dust and color ingredients. Use dry methods for cleaning up color dust (sweep or shop vacuum) or schedule a street sweeper. Do not rinse surfaces with water unless it can be re-captured and disposed of appropriately.
Did you know? If you use plant-based products such as utensils and plates, they are compostable and biodegradable.
GREY WATER AND WASTEWATER
• Do not dump wastewater from washing dishes onto the bare ground, landscape areas or into a storm drain.
POPCORN
prevent spilling when refueling
equipment.
Notify the city or county issuing
your Special Event Permitif you
have any spill or discharge
during or after your event.
• Do not discharge grey water (shower or wash water) to the bare ground, landscape areas, street or storm drain. • When using a wastewater tank/bladder, use a funnel to prevent water from spilling onto the ground. • Dispose of gray water or wastewater to portable toilets on-site or take to off-site utility sink or toilet connected to sanitary sewer.
O
City of Buellton City of Carpinteria City of Goleta City of Lompoc City of Santa Maria City of Santa Barbara City of Solvang Santa Barbara County www.CityofBuellton.com www.carpinteria.ca.us www.CityofGoleta.org www.CityofLompoc.com www.cityofsantamaria.org www.sbcreeks.com www.CityofSolvang.com www.SBProjectCleanWater.org Public Works Public Works Public Works Economic and Community Department Creeks Public Works Project
COOKING OIL ONLY
139
Department Department Department Development Department of Utilities Division Department Clean Water 805.688.5177 805.880.3415 805.961.7500 805.875.8275 805-925-0951, ext. 7270 805.897.2658 805.688.5575 805.568.3440 [email protected] [email protected] [email protected] [email protected] [email protected] [email protected] [email protected] [email protected] 140
SPECIAL EVENTS GUIDE
BEST MANAGEMENT PRACTICES (BMPs)
WANT TO
KNOW MORE?
The Cities of Buellton, Carpinteria,
Goleta, Lompoc, Santa Barbara,
SantaMaria, and Solvang, and the
County of Santa Barbara have an
extensive StormwaterManagement
Program, with an even greater
selection of information and useful
tools to help you plan your event.
Take advantage of the
following FREE services:
• Download or print BMP materials
When receiving your Special
Event Permit, check if a:
• Post-event “walkthrough”
inspection or meeting is required
• Litter-Free Permit is required
• Trash dumpster is required
Large events or venues with over
2,000 persons may be required
to implement aWaste Reduction,
Reuse and Recycling Plan (AB
2176)
Be sure to always:
• Understand on-site drainage.
• Identify all on-site storm drain
inlets and catch basins or nearest
off-site drain location.
• Protect all on-site storm drain
inlets with a fiber roll, filter fabric
or gravel bag berm at each
on-site catch basin or nearest
off-site drain location for the
duration of the event.
• Remove all storm drain inlet
protection at the end of the event.
• Don’t install storm drain inlet
protection that may cause
flooding if rain is forecasted
during your event.
Only Rain Down
the storm Drain
PORTABLE TOILETS
• Locate portable toilets a minimum of 50 feet away from drainage facilities (concrete swales, etc.) and high-traffic areas, and never near a storm drain. • Ensure portable toilets have secondary containment to prevent discharge of waste.
PET AND LIVESTOCK WASTE
• Place soiled bedding and manure in sturdy insect and leak-proof waste container. • Toss pet waste in the trash, even when you use biodegradable bags. • Contact your city and ask about their Close the Poop Loop campaign and any promotional text or graphics that you can use in your media campaign to help spread the word. • Visit Close the Poop Loop at http://closethepooploop.com for more details and find out the truth about dog poop.
GREEN OR WOOD WASTE
• Donate plants, centerpieces, and other decorative to a local homeless/housing shelter, senior center or non-profit charity/organization.
• Reuse, donate and/or return pallets to vendors.
• Donate old stage props to local schools or a local theater group. • Take unusable and untreated wood products or pallets to a designated county facility for recycling. Visit Less is More at http://lessismore.org for the location of wood recycling facilities.
RECYCLING
• Place all recyclable containers in visible locations next to each trash container throughout the event location.
• Flatten all boxes and set aside for cardboard recycling. • Clearly mark all containers used to collect recyclable materials such as cardboard, beverage containers (aluminum, glass, plastic) and paper (pamphlets, fliers, programs, tickets, receipts, catalogs). • Contact your waste hauler to learn about the commercial recycling (AB 341) and commercial organics recycling (AB 1826) or visit Less Is More at http://lessismore.org for more information.
TRASH AND LITTER
• Consider planning a zero-waste event and promoting this effort with event participants. Visit Less is More at http://lessismore.org for information on how to plan a zero-waste event. • Place all trash containers in visible locations.
• Monitor all trash containers during the event and empty regularly to prevent overflow. • Keep the event location free and clear of litter during the event hours and after each day of the event. • Remove all trash and litter or any markings by all activity connected to the event, leaving the event location and public right-of-way clean and free of trash and litter. • Schedule a street sweeper to clean routes and parking areas following the conclusion of a parade or event especially when animals are included as part of a parade or event.
PRESSURE WASHING
• Don’t pressure wash or rinse event or parking lot area unless wash water is collected and discharged to sink, toilet or other drain connected to sanitary sewer or be directed to a landscape or unpaved areas. • Setup a perimeter berm and/or block storm drain inlets. • Use a shop vacuum to collect wash water and dispose of it appropriately. • Use mop bucket to remove temporary public art (chalk, paint, charcoal, clay) on sidewalks etc. Try to wash without soaps and solvents when removing event markings etc.
City of Buellton City of Carpinteria City of Goleta City of Lompoc City of Santa Maria City of Santa Barbara City of Solvang Santa Barbara County www.CityofBuellton.com www.carpinteria.ca.us www.CityofGoleta.com www.CityofLompoc.com www.CityofSantaMaria.com www.sbcreeks.com www.CityofSolvang.com www.SBProjectCleanWater.org 141
GUIA DE EVENTOS ESPECIALES
MEJORES PRÁCTICAS DE MANEJO (BMPs)
contaminantes
comunes
Eventos Especiales
• Anticongelante
• Desperdicio de comida
• Tiza, pintura, carbón, y arcilla
• Productos químicos de limpieza
• Aceite de cocina y grasa
• Tierra y sedimentos
• Agua gris y aguas residuales
• Fluido hidráulico/de transmisión
• Aceita, grasa, gasolina y diésel
• Residuos de mascotas y ganado
• Aguas residuales
• Jabones y detergentes
• Basura
Entrenamiento
• Entrene el personal del evento,
voluntarios, y vendedores sobre
las aguas pluviales y medidas de
prevención de la contaminación.
• Eduque su personal del evento,
voluntario en el donde, qué y por
qué reciclar.
• Designe a alguien de su personal
o voluntarios para monitorear
localidades de derrame.
Prevención y limpieza
de derrames
• Coloque una bandeja de goteo bajo
una fuga de vehículo o equipo para
capturar fugas de líquido.
• Mantenga un kit de derrame en el
sitio y disponible para su uso.
• Limpie los derrames o goteos
inmediatamente.
• Utilice métodos secos para la
limpieza derrames (absorbentes,
barrer) en lugar de enjuagar áreas.
• Utilice un embudo y/o un canalón
para evitar derramas al repostar
equipo.
Avísele a la ciudad o condado
que emite su permiso de Evento
Especialsitiene cualquier derrame
o descarga durante o después de
su evento.
ACERCA DE ESTAGUIA
Las actividades durante eventos especiales pueden causar contaminación. Esta guía proporciona prácticas de prevención de la contaminación para los organizadores de eventos especiales para la comunidad.
Eventos especiales como atletismo (bicicleta/ carrera / caminata), automotriz, carnavales, circos, espectáculos/eventos para perros, conciertos / obras, y festivales / desfiles pueden generar contaminantes causados por la limpieza inadecuada y derrames accidentales que pueden ser recogidos por el viento o por escorrentía de aguas pluviales y se transportó a la entrada de drenaje pluvial más cercana y a nuestras vías fluviales. Puede ayudar a reducir la contaminación de las aguas pluviales mediante la implementación de BMPs durante y después de su evento.
SPECIAL EVENT BMPs
ACEITE Y GRASA DE COCINA
• Utilice una toalla de papel para limpiar los residuos de alimentos de las ollas, sartenes, vajillas y deseche la toalla en el recipiente de basura.
• No vierta aceite/grasa de cocina en el suelo o en áreas de paisaje, papelera, canalones de calles, drenajes pluviales o alcantarillado sanitario.
• Para desechar correctamente, vierta al aceite/grasa de cocina usado en un contenedor sellable como una lata o frasco (elimine la mayor cantidad de residuos de alimentos como sea posible) y colóquelo en la basura o llévelo a su centro local de recolección de residuos o a un evento de recolección programado.
COMIDA
• No coloque instalaciones de comida móvil (camiones y remolques de servicios de comida, producir camiones, carros de café, carretilla) o puestos de comida cerca de las entradas de drenajes pluviales. • Descargue las aguas residuales de la preparación de alimentos y los procedimientos de limpieza en un fregadero, inodoro u otro drenaje conectado a la alcantarilla sanitaria. Solo agua limpia y hielo limpio puede ir a la tierra o a una zona de paisaje.
• Comuníquese con su banco de alimentos local, refugio para personas sin hogar/vivienda, centro para personas mayores u organizaciones benéficas sin fines de lucro y ofrézcase a donar productos alimenticios comestibles, no utilizados y/o no perecederos. Todas las partes de alimentos calientes deben mantenerse por encima de 135° F y alimentos fríos por debajo de 41° F, antes y durante el transporte.
MINIMIZAR EL USO Y LOS RESIDUOS QUÍMICOS TÓXICOS
• Utilice los productos de limpieza que tienen menos tóxicos. • Asegúrese de que su carrera de color utilice ingredientes de polvo y color aprobados por la ciudad. Utilice métodos secos para limpiar el polvo de color (barra o aspire) o programe una barredora de calles. No enjuague superficies con aguas a menos que pueda volver a capturarse y desecharse adecuadamente. ¿Sabía Que? Si utiliza productos basados de planta como utensilios, son compostables y biodegradables.
AGUAS GRIS Y AGUAS RESIDUALES
• No vierta las aguas residuales de los platos de lavado sobre el suelo, las zonas de paisaje, o en un drenaje pluvial. • No descargue agua gris (ducha o agua de lavado) en el suelo, las zonas de paisaje, o en un drenaje pluvial. • Cuando utilice un tanque/vejiga de aguas residuales, utilice un embudo para evitar que el agua se derrame sobre el suelo.
• Disponga las aguas grises o las aguas residuales en los inodoros portátiles en el lugar o llévelo al fregadero o inodoro de servicios públicos fuera el sitio conectado a la alcantarilla sanitaria.
EN
POPCORN
Ciudad de Buellton Ciudad de Carpinteria Ciudad de Goleta Ciudad de Lompoc Ciudad de Santa María Ciudad de Santa Bárbara Ciudad de Solvang Condado de Santa Bárbara www.CityofBuellton.com www.carpinteria.ca.us www.CityofGoleta.org www.CityofLompoc.com www.cityofsantamaria.org www.sbcreeks.com www.CityofSolvang.com www.SBProjectCleanWater.org Public Works Public Works Public Works Economic and Community Department Creeks Public Works Project Department Department Department Development Department of Utilities Division Department Clean Water 805.688.5177 805.880.3415 805.961.7500 805.875.8275 805-925-0951, ext. 7270 805.897.2658 805.688.5575 805.568.3440 [email protected] [email protected] [email protected] [email protected] [email protected] [email protected] [email protected] [email protected]
GRASA DE COCINA
142
GUIA DE EVENTOS ESPECIALES
MEJORES PRÁCTICAS DE MANEJO (BMPs)
¿Quiere
Saber MÁS?
Las ciudades de Buellton, Carpinteria,
Goleta, Lompoc, Santa Bárbara, Santa
María, ye Solvang, y el condado de
Santa Bárbara tienen un programa
extenso sobre la gestión de aguas
pluviales con una mayor selección de
información y útil herramientas para
ayudar a plantificar su evento.
Aproveche los servicios gratuitos:
• Descargue u imprima materiales BMP
Al recibir su permiso de Eventos
Especiales, compruebe:
• “Tutorial” posterior al evento
• Inspección o junta requerida
• Se requiere permiso de basura
• Se requiere contendedor de basura
Eventos grandes o lugares con más de
2,000 personas pueden ser requeridas
para implementar una Reducción
de Residuos, Plan de Reutilización y
Reciclaje (AB 2176)
Asegúrese siempre de:
• Comprender el drenaje in situ.
• Identificar todos los drenajes pluviales
in situ ensenadas y cuencas de
captación o las cuencas
más cercanas.
• Proteger todos los drenajes pluviales
in situ con un rollo de fibra, tejido de
filtro o berma de bolsa de grava en
cada cuenca de captura en el sitio o
la más cercana ubicación de drenaje
fuera del sitio para la duración
del evento.
• Retirar toda la protección de las
entradas de drenaje pluvial al final
del evento.
• No instalar protección a la entrada
de drenaje pluvial que pueda causar
inundaciones si se pronostica lluvia.
SOLO LA LLUVIA
POR EL DRENAJE
BAÑOS PORTATILES
• Localice los baños portátiles a un mínimo de 50 pies de distancia de las instalaciones de drenaje.
• Asegúrese de que los baños portátiles tengan contención secundaria para evita la descarga de residuos.
RESIDUOS DE MASCOTAS Y GANADO
• Coloque la ropa de cama y el estiércol sucios en insectos resistentes y contenedores de residuos a prueba de fugas. • Revuelve los residuos de mascotas en la basura, incluso cuando use bolsas biodegradables. • Comuníquese con su ciudad y pregunte sobre su campaña “Close the Loop” y sobre cualquier texto o grafico promocional que pueda usar en su campaña multimedia para ayudar a compartir la palabra. • Visite Close the Poop Loop en http://closethepooploop.com para obtener más detalles y descubrir la verdad sobre el residuo de perro.
RESIDUOS DE MADERA O VERDE
• Done plantas, centros de mesa y otros decorativos a un refugio local para personas sin hogar/ viviendas, centro de la tercera edad u organización benéfica sin fines de lucro. • Reutilice, done o devuelva paletas a los proveedores. • Done accesorios antiguos del escenario a las escuelas locales o a un grupo de teatro local. • Lleve productos o paletas de madera inutilizables y no tratados a una instalación designada del condado para su reciclaje. Visite Less is More en http://lessismore.org para la ubicación de las instalaciones de reciclaje de madera.
RECICLAJE
• Coloque todos los contenedores reciclables visibles junta a cada contenedor de basura en toda la ubicación del evento. • Aplane todas las cajas y reserve para el reciclaje de cartón. • Marque claramente todos los recipientes utilizados para recoger materiales reciclables como cartón, envases de bebidas (aluminio, vidrio, plástico) y papel (panfletos, volantes, programas, entradas, recibos, catálogos). • Póngase en contacto con su transportista de residuos para obtener más información sobre el reciclaje comercial (AB 341) y el reciclaje de productos orgánicos comerciales (AB 1826) o visite Less Is More en http://lessismore.org para más información.
BASURA
• Considere la posibilidad de plantificar un evento sin residuos y promover este esfuerzo con los participantes del evento. Visite Less is More en http://lessismore.org para obtener información sobre como planificar un evento de cero residuos.
• Coloque todos los contenedores de basura en lugares visible. • Supervise todos los contendores de basura durante el evento y vacié regularmente para evitar el desbordamiento. • Mantenga el lugar del evento libre de basura durante las horas del evento y después de cada día del evento. • Retire toda la basura o cualquier marca por toda actividad relacionad con el evento, dejando el lugar del evento y el derecho de vía publico limpio y libre de basura.
• Programe una barredora de calles para limpiar rutas y áreas de estacionamiento después de la conclusión.
LAVADO A PRESIÓN
• No lave o enjuague a presión o el área del estacionamiento a menos que el agua de lavado se recoja y descargue en el fregadero, inodoro u otro drenaje conectado a la alcantarilla sanitaria o se dirija a un paisaje o áreas sin pavimentar. • Configure una berma perimetral y/o bloquee las entradas de drenaje pluvial. • Use una aspiradora de taller para recoger el agua de lavado y deseche adecuadamente. • Utilice el cubo de fregona para eliminar el arte público temporal (tiza, pintura, carbón, arcilla) en las aceras, etc. Trate de lavar sin jabones y disolventes al retirar las marcas de eventos, etc.
Ciudad de Buellton Ciudad de Carpinteria Ciudad de Goleta Ciudad de Lompoc Ciudad de Santa María Ciudad de Santa Bárbara Ciudad de Solvang Condado de Santa Bárbara www.CityofBuellton.com www.carpinteria.ca.us www.CityofGoleta.com www.CityofLompoc.com www.CityofSantaMaria.com www.sbcreeks.com www.CityofSolvang.com www.SBProjectCleanWater.org 143
144
City of Santa Barbara
SPECIAL EVENT
PLANNING GUIDE
SantaBarbaraCA.gov/SpecialEvents
Attachment C
145
CITY OF SANTA BARBARA SPECIAL EVENTS GUIDE | TABLE OF CONTENTS | 2 Table of Contents
Table of Contents ..........................................................................................................................2 Welcome! .....................................................................................................................................3 What Is a Special Event?.................................................................................................................4 Glossary.......................................................................................................................................5 The Permitting Process in Five Easy Steps .......................................................................................8 Step 1......................................................................................................................................................................8 Step 2......................................................................................................................................................................8 Step 3......................................................................................................................................................................9 Step 4......................................................................................................................................................................9 Step 5....................................................................................................................................................................10 Permit Approval.......................................................................................................................... 11 Criteria..................................................................................................................................................................11 Conditions ............................................................................................................................................................11 Permit Denial, Revocation, and Appeal Procedure .......................................................................... 12 Mandatory Meetings.................................................................................................................... 14 List of Required Meetings Before and After Your Event......................................................................................14 Fees, Fines, and Payment Deadlines.............................................................................................. 15 List of Fees, Fines, and Payment Deadlines ........................................................................................................15 Rules and Regulations ................................................................................................................. 17 Accessibility Requirements..................................................................................................................................17 Alcohol in Parks and on Beaches.........................................................................................................................17 Amplified Music and Sound .................................................................................................................................18 ATM Machines.......................................................................................................................................................19 Cancellation Policies............................................................................................................................................19 Citizen Complaints...............................................................................................................................................19 Compliance with the Law ....................................................................................................................................19 Event Clean-Up.....................................................................................................................................................20 Event Scheduling and Parking in the Waterfront Area .......................................................................................20 Parking and Alternate Transportation................................................................................................................20 Temporary Signage..............................................................................................................................................21 Turf Impact and Damage .....................................................................................................................................21 Use of Stakes ........................................................................................................................................................22 Use of Vehicles on Parks and on Beaches ...........................................................................................................22 Permits and Compliance Items ..................................................................................................... 23 Commonly-Required Permits and Compliance Items........................................................................................23 Less-Common Permit and Compliance Items ....................................................................................................27 146
CITY OF SANTA BARBARA SPECIAL EVENTS GUIDE | WELCOME! | 3 Welcome!
Dear Event Organizer,
The City of Santa Barbara is proud to host a multitude of special, community, and expressive events that enhance the quality of life and contribute to the economic vitality of the City. Each year, Santa Barbara hosts hundreds of public special events including athletic events; block parties; citywide, commercial, community or cultural events; parades; festivals; concerts; and first amendment events.
Freedom of speech and expression are rights protected by the First Amendment of the United States Constitution and Article I, Section 2 of the California Constitution. These rights protect the expression of ideas and the right to protest and for peaceful assembly. The City of Santa Barbara is committed to the preservation of these rights with the intent to avoid unnecessarily burdening free speech and to leave open ample opportunities for expression.
As you read this Special Events Guidelines and compete the Citywide Special Event Permit Application, please be aware these documents were developed to address many types and elements of special events. This document was developed to guide you through the City of Santa Barbara special event permitting process and provide the rules and requirements associated with hosting a special event within the City of Santa Barbara community. Inside is everything you need to begin planning your event and the permitting process.
On behalf of the City of Santa Barbara, thank you for contributing to the spirit and vitality of our community.
To assist you with planning your special event and ensure proper use of City property and adequate planning for safe conduct of the activity and the general health and safety of the attendees and/or the general public, contact the City’s Special Event Coordinator.
Sarah Knowles
Special Events Coordinator
(805) 897-1926 | [email protected]
147
CITY OF SANTA BARBARA SPECIAL EVENTS GUIDE | WHAT IS A SPECIAL EVENT? | 4 What Is a Special Event?
The use of City property for hosting a Special Event requires you to obtain a permit. As it applies to public events held in outdoor venues on city property (parks, beaches, city buildings, etc.), a Special Event is defined as meeting any of the following criteria:
Road closures, use of public streets, transportation planning and/or extra parking Tickets for entry or participant fees
Requiring security or law enforcement
75 or more attendees
Erection of fencing, tents, stages, barricades, booths, or other structures Use of sound amplification equipment;
Service of alcoholic beverages
Examples of Special Events include athletic events; block parties; citywide, commercial, community or cultural events; parades; festivals; and concerts.
By their nature, Special Events require greater planning, review, and permitting from multiple City departments or other governmental agencies to ensure proper use of City property, adequate planning for safe conduct of the activity, and the overall health and safety of the attendees and/or the general public. The determination of whether an event is a Special Event is made by the Parks and Recreation Department Special Events Coordinator and/or his/her designee.
148
CITY OF SANTA BARBARA SPECIAL EVENTS GUIDE | GLOSSARY | 5 Glossary
Before you get started planning a Special Event with the City of Santa Barbara, please review the following terms that are commonly used in this guide.
Applicant. A qualified person who has submitted an application for a special event. To be qualified as an applicant the person must be the event organizer and have personal legal capacity and responsibility for the special event and compliance with all permit terms and conditions, or be the authorized representative of an entity that is the event organizer that has legal capacity and responsibility for the special event and compliance with all permit terms and conditions. This person must be available to work with the City’s Special Events Coordinator or his/her Designee throughout the permitting process.
City Property. Beaches, parks, facilities, streets, plazas, and in the street right of way owned by the City.
City-Sponsored Event. An event that is included in the Arts and Economic Vitality Program that involves interdepartmental work efforts to enhance economic vitality, strengthen commercial corridors, and promote tourism, arts and cultural activities, or are organized and operated by the City. As a Citysponsored event, there may be a variety of financial and in-kind resources that are provided to the event organizer. Examples of City-sponsored events include Earth Day, Solstice, Independence Day, Fiesta, and the Christmas Parade.
Conditional Special Event Permit. A Conditional Special Event Permit is the initial phase of the permitting process for a special event prior to the receipt of the final Special Event Permit. The conditional permit is granted following submittal of the Special Event Application and initial review by staff. The permit and accompanying Permit and Compliance Item Checklist outline the preliminary permit terms and conditions and fees based on the submitted application. The terms, conditions, and fees may be modified as the application continues through the planning process, based on changes made to the original application or scope of the event and/or additional requirements made by the City.
Denial Letter. A Denial Letter indicates that the Special Event Application is being denied. Reasons for denial will be included in the letter. Some potential reasons for denial of an application are listed under Permit Denial, Revocation and Appeal Procedure in this guide.
Extended Review Letter. An Extended Review Letter indicates that more time is needed to review the Special Event Application. After this additional review process, a Conditional Special Event Permit or a Denial Letter will be issued.
Event organizer. Any person who conducts, manages, promotes, organizes, aids or solicits attendance at a special event.
Final Special Event Permit. A Special Event Permit is not considered fully executed or final until the permit is signed and authorized by the Special Event Coordinator or his/her designee. A final permit shall not be granted until all fees have been paid and all pre-event permit terms and condition requirements have been met. The permit shall designate venue, days, times (including set-up, break-down, and actual event), fees, terms and conditions, and additional requirements as appropriate. Once issued, the Final Special Event Permit shall be available at the event site and furnished upon request during the entire event reservation.
First Amendment Events. A First Amendment Event, as referenced in these Guidelines, is an event for the purpose of expression protected by the First Amendment. Such events are exempt from some of the requirements stated herein for the purpose of protecting the right of free speech. A First Amendment 149
CITY OF SANTA BARBARA SPECIAL EVENTS GUIDE | GLOSSARY | 6 Event is not required to apply for a Special Event Permit unless it involves the following circumstances:
erection of fencing, tents, stages, barricades, booths, or other structures or the closure of all or a portion of any street or sidewalk, or diversion or control of vehicular traffic in order to provide for the safety of participants. However, in circumstances where a Special Event Permit is not required for First Amendment Events, it is recommended that the event organizer notify the Special Events Coordinator by Submitting a First Amendment Event Notification via the Special Event Webpage. This simple form/process will alert multiple City departments of the event in advance, allowing staff time to organize City resources to both support the event and ensure public safety. This notification will also benefit the First Amendment Event Organizer as they will be made aware of any potential conflicts such as scheduled construction projects or a previously booked event for the same date and location.
The insurance and indemnification requirements stated in this guide shall be waived by the City Risk Manager if the applicant or an officer of the sponsoring organization signs a verified statement that (i) he or she believes the event’s purpose is First Amendment expression, and (ii) he or she has determined that (a) the cost of obtaining insurance is so financially burdensome that it would constitute an unreasonable burden on the right of First Amendment expression, or (b) it is impossible to obtain insurance coverage.
Large-Scale Special Events. Any event that has 2,500 people or more in attendance, with one or more of the following characteristics, may be classified as a Large-Scale Special Event: occupying a large area of City property over a period of one or more days, having a large and complex setup with significant impact to the event location, affecting adjacent street and other public areas, selling admission tickets, or charging participant fees.
Large-scale special events may also be required to provide the following plans. Alcohol Management Plan
Event Security Plan
Sound Management Plan
Neighborhood Impact Mitigation Plan
Events that do not fall into the “Large-Scale Special Event” category because of the number of attendees, but have significant impact because of the duration of the event, use of City property, service of alcohol, number of setup and breakdown days, and/or offer high-risk activities, may be subject to additional requirements.
Permittee. Any person issued a permit for a special event is referred to as the “permittee.” To be qualified as a permittee the person must be the event organizer and have personal legal capacity and responsibility for the special event and compliance with all permit terms and conditions, or be the authorized representative of an entity that is the event organizer that has legal capacity and responsibility for the special event and compliance with all permit terms and conditions.
Professional Event Organizer. The permittee may contract with a professional event organizer or service provider to represent the sponsoring organization. This person or entity may be authorized to plan the event and work with City Staff in implementing the plan. The professional event organizer must be available to work with City Staff throughout the planning process.
Public Event. As it applies to events held in indoor and outdoor venues, any event that is open to the general public is considered a public event.
150
CITY OF SANTA BARBARA SPECIAL EVENTS GUIDE | GLOSSARY | 7 Santa Barbara Municipal Code (SBMC). The Santa Barbara Municipal Code or SBMC is referred to throughout this guide. You may look up the full text of any SBMC section on the City’s website, or by using this link https://www.santabarbaraca.gov/gov/cityhall/municode.asp. 151
CITY OF SANTA BARBARA SPECIAL EVENTS GUIDE | THE PERMITTING PROCESS IN FIVE EASY STEPS | 8 The Permitting Process in Five Easy Steps
The Special Event permit application process has a number of steps that must be completed before approval and event setup. During the process, City Staff is available to answer questions and provide assistance as necessary to ensure the success of your event and the safety of all attendees.
STEP 1
Visit the City of Santa Barbara Special Events Website
This website, found at SantaBarbaraCA.gov/SpecialEvents, is designed to provide the necessary information to assist you in planning your event. Here you can view potential locations, check the special event calendar for availability and competing events and familiarize yourself with the standard requirements and rules that apply to all Special Events hosted in the City of Santa Barbara.
STEP 2
Submit a Special Event Inquiry, Special Event Application, or First-Amendment Event Notification
If this is your first time organizing a Special Event in the City of Santa Barbara, you must first submit a Special Event Inquiry Form. The Special Event Coordinator will then assist you in determining a suitable location and date for the event. If available, a 30-day hold may be placed on the dates and location while the organizer prepares their application.
Once you have tentatively confirmed the event location and dates with the Special Event Coordinator, you may submit a Special Event Application. Special Event applications may be submitted up to one year in advance, but no later than 90 days prior to the event date (exceptions may be made if City resources allow), except as provided elsewhere in these Guidelines. Earlier applications deadlines, not to exceed 300 days prior to the event, may be required due to the anticipated size of the event, the occurrence of the event with other related events or the need to coordinate and plan City resources for the event or related events, including events expecting more than 2,500 attendees, street or lane closures, events occurring at the waterfront, events involving pyrotechnics or fireworks, sporting tournaments, and other events.
First-time events expecting more than 2,500 attendees are asked to initiate the inquiry process 10-12 months in advance of the proposed event date. These submission timelines are calculated based on the typical amount of time required for event organizers to finalize event details, review proposed event logistics with the Special Event Coordinator and acquire the necessary permits from various city, county, state and federal agencies.
First Amendment Events are often organized in response to political or community-based news or actions giving organizers a very short time-window to plan their event. The City requests that all First Amendment Event organizers submit a First Amendment Event Notification via the Special Event Webpage as soon as possible in order to confirm availability of the preferred location and give the City sufficient time to organize resources to support the event. In some cases, the organizer may also be required to submit a Special Event Application due to the scope of the event set-up and/or the inclusion of certain event elements, such as the erection of a stage or the closure of a street. The organizer will be notified by the Special Event Coordinator when this is necessary. An application for a Special Event Permit, when a permit is required for a First Amendment Event under these Guidelines, shall be submitted no later than 48 hours prior to the event unless the circumstance which gave rise to the permit application did not reasonably allow the event participants or sponsors to file an application within the time prescribed by these Guidelines. 152
CITY OF SANTA BARBARA SPECIAL EVENTS GUIDE | THE PERMITTING PROCESS IN FIVE EASY STEPS | 9 The City will not complete review of the applicant’s submittal until the application is complete. Submittal of an application does not guarantee the date and location, an automatic approval of your event, or an approval of all proposed activities. Submittal of an application does not grant you a permit or confirmation to conduct your planned event. All applications are subject to review and all proposed activities and events are subject to approval by the City.
Returning Special Events in good standing with the City of Santa Barbara may hold event dates for up to 2 years in advance without submitting an application. Future event dates will not automatically be held without a request in writing from a Returning Event Organizer.
STEP 3
Review of Application by Special Event Coordinator
Once received, the Special Events Coordinator will review the application to determine the permit fees and charges that will apply for use of the event space. The application is also used to determine the additional permits and compliance items that may be required by other city, county, state and federal agencies. These fees and charges and additional requirements are based on the scope of your event as described in the application.
Refer to SantaBarbaraCA.gov/SpecialEvents for the City’s current Fees and Charges schedule as it relates to Special Events.
Visit the appropriate sections of this guide to view descriptions of the additional permits and compliance items that may be required for your event. Please be advised that there may be additional charges for these items.
STEP 4
Conditional Permit Approval
Once the application review is completed, you will receive a Conditional Special Event Permit listing the total amount of fees due to the Parks and Recreation Department, a corresponding payment schedule and the general rules that apply to events held on City Property. Payment in full is typically due a minimum of 30 days prior to your first rental day.
You will also receive a checklist detailing the additional permits and compliance items required for the event from various city, county, state and federal agencies. For permits issued by City departments, you will be able to submit an application and track the status of these permits online. Contact information and instructions will be provided on how to apply for permits required from agencies outside of the City’s jurisdiction. These additional requirements are typically due a minimum of seven (7) days prior to your first rental day.
Should any event elements change after the Conditional Special Event Permit has been issued, you are required to notify the Special Events Coordinator. Should these changes alter the requirements for the event, the Conditional Special Event Permit and Compliance Item Checklist will be updated and re-issued.
Issuance of a Denial Letter
A Denial Letter indicates that your application is being denied, with reason(s) for denial included in the letter.
Some potential denial reasons are listed in this guide under Permit Denial, Revocation, and Appeal Procedure.
153
CITY OF SANTA BARBARA SPECIAL EVENTS GUIDE | THE PERMITTING PROCESS IN FIVE EASY STEPS | 10 STEP 5
Permit Approved!
The Special Event or First Amendment Permit will be officially approved once the following tasks are completed:
All fees and charges due to the City of Santa Barbara are paid. The supplemental requirements listed on the accompanying “Permit and Compliance Item Checklist” are provided to and approved by the Special Event Coordinator. The applicant has signed a copy of the Special Event Permit.
Once these tasks are completed, the Special Event Coordinator will send you a countersigned version of the Special Event Permit, which will serve as your approved permit. Please plan to keep a copy of this document at the event location.
154
CITY OF SANTA BARBARA SPECIAL EVENTS GUIDE | PERMIT APPROVAL | 11 Permit Approval
CRITERIA
The Special Events Coordinator shall issue a Special Event permit if it is determined that all of the following criteria have been met:
1. The preparation for or the conduct of the proposed use, event or activity is feasible or will not unreasonably or unfeasibly burden City resources necessary to preserve the public’s use of the street in the area contiguous to the site for the special event.
2. The preparation for or the conduct of the proposed use, event or activity will not unduly impede, obstruct, or interfere with the operation of emergency vehicles or equipment in or through the site for the special event or adversely affect the City’s ability to perform municipal functions or furnish city services in the vicinity of the site for the special event.
3. The proposed use, event or activity does not otherwise present a substantial or unwarranted safety, noise, or traffic hazard.
4. The proposed event will be of a nature and size appropriate to the proposed venue, location, or site and will occur during a time period approved for that venue, location, or site.
5. A transportation management/parking plan has been approved by the City for the event to the extent such a plan is required by implementing regulations.
6. The proposed event will not cause other adverse impacts on health or safety to surrounding residential or commercial uses, which cannot effectively be mitigated.
CONDITIONS
The Special Events Coordinator may condition the issuance of a special event permit by imposing reasonable requirements concerning the time, place, and manner of the event, if such requirements are necessary to protect the safety of persons and property, and to provide for adequate control of traffic, provided such conditions shall not unreasonably restrict the right of free speech. Such conditions may include, but need not be limited to the following:
1. Alteration of the date, time or location of the event proposed on the event application;
2. Requirements for provision of security or crowd control, either private or provided by the City;
3. Requirements for the provision of first aid, sanitary or emergency facilities;
4. Requirements for use of event monitors and some method for providing notice of permit conditions to event participants;
5. Requirements for use of trash and recycling containers/dumpsters, cleanup and restoration of City property;
6. Requirements on use of amplified sound, including music;
7. Compliance with any relevant ordinance or law in obtaining any legally required permit or license;
8. Restriction on the sale or service of alcoholic beverages;
9. Notification of residents in the neighborhood of the proposed event site. 155
CITY OF SANTA BARBARA SPECIAL EVENTS GUIDE | PERMIT DENIAL, REVOCATION, AND APPEAL PROCEDURE | 12 Permit Denial, Revocation, and Appeal
Procedure
The Special Events Coordinator shall deny an application for a special event permit or revoke a special event permit only if she/he determines from a consideration of the application and other pertinent information that one or more of the following exists:
1. One or more of the approval criteria is not met.
2. The applicant has knowingly made a false, misleading or fraudulent statement of fact to the City in the application process.
3. The applicant fails to complete the application form after having been notified of the additional information or documents requested.
4. The application does not satisfy the requirements of this Chapter or the administrative regulations adopted thereto.
5. The application does not comply with any of the conditions of approval including, but not limited to:
a. Remittance of fees, charges or deposits,
b. Submittal of an indemnification agreement and/or proof of insurance to the extent required, and c. Timely receipt of all required permits and approvals.
6. The applicant fails to agree as a condition of permit issuance that if City property is destroyed or damaged by reason of permittee’s use, event or activity and the damage or destruction is directly attributable to the permittee, the permittee shall reimburse the City for the actual replacement or repair cost of the destroyed or damaged property.
7. The applicant has damaged City property and has not paid in full for such damage or has other outstanding and unpaid debts related to a prior community event permit issued by the City.
8. The Special Events Coordinator has earlier received an application to hold another event at the same time and place requested by the applicant, or so close in time and place as to cause undue traffic congestion or create an infeasible parking demand, or the City is unable to meet the needs for necessary services for both events.
9. The time or size of the event is reasonably likely to substantially interrupt the safe and orderly movement of traffic contiguous to the event site or disrupt the use of a street at a time when it is usually subject to great traffic congestion.
10. A City department has earlier received an application to hold another event at the same time or date, making it infeasible to hold both events because the City would not have sufficient resources to provide the necessary services for both events.
11. The concentration of persons, animals and vehicles at the site of the event is reasonably likely to prevent proper police, fire, or ambulance services to the event.
12. The location of the event is reasonably likely to substantially interfere with any construction or maintenance work scheduled to take place upon the proposed event site or with a previously granted encroachment permit.
13. The event is reasonably likely to occur at a time when school is in session at a location adjacent to the school, and the noise created by the activities of the event would substantially disrupt the educational activities of the school.
14. The proposed use is not allowed or not appropriate in the requested location.
15. The location is not available for reservation because the City has set it aside for a scheduled special event or due to policies restricting the frequency or scheduling of events at that location or at the proposed time.
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CITY OF SANTA BARBARA SPECIAL EVENTS GUIDE | PERMIT DENIAL, REVOCATION, AND APPEAL PROCEDURE | 13
16. The size, scope and duration of the proposed event is not compatible with the location or surrounding neighborhood.
17. There is insufficient time to plan or organize the proposed use in a manner that is consistent with how the City permits events and with the needs of public health and safety.
Whenever possible, rather than denying an application based on the above-stated reasons, the City shall request the applicant modify or relocate their event or their plans. If permitted, the City may impose permit conditions on the permit in order to reflect such modifications.
Returning events and/or returning event organizers that have a history of problems in any of the following areas may have their application and/or Special Event Permit denied or revoked or may have significant limitations put on future events: non-compliance with deadlines, payments and/or adherence to permit terms and conditions, submitting incomplete plans, bounced checks and/or outstanding balance, nonpayment of vendors and contractors, damage to City property, misrepresentation of certain event aspects, and non-compliance with alcohol management requirements.
Once a denial has been made, the decision is appealable to the City Administrator or his/her designee. The decision of the City Administrator is final.
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CITY OF SANTA BARBARA SPECIAL EVENTS GUIDE | MANDATORY MEETINGS | 14 Mandatory Meetings
The City’s Special Events Coordinator holds meetings throughout the year with event organizers for the purposes of pre-event coordination, post-event evaluation and discussion of special needs or issues unique to the event. Your Conditional Special Event Permit confirmation letter will state the times and dates for these meetings. Attendance is mandatory. The number of meetings will depend on the size and scope of your event, whether the event is a new or recurring, and/or if there have been issues in the past. The City’s Special Events Coordinator will invite representatives from other City Departments to these meetings as appropriate. You are encouraged to include appropriate event personnel in these meetings.
LIST OF REQUIRED MEETINGS BEFORE AND AFTER YOUR EVENT
Pre-Event Meeting
Large-scale or first-time events may be required to have pre-event meeting(s) which generally will be scheduled 6 – 12 months prior to the actual event. The goal of this meeting is to provide information to any and all City Departments involved or impacted by your event.
On-Site Meeting
The Special Events Coordinator may require an event to have an on-site meeting. On-site meetings are generally scheduled one month prior to the event, and a final site map must be presented at this time.
On-Site Meetings for Multi-Day Events
Daily debriefs between City staff and on-site event management staff may be required each morning of the event to review the setup and to resolve any issues that occurred the prior day. City Staff and on-site event management staff will walk the site to ensure that no unauthorized changes were made prior to the event opening. Event staff present at these meetings will have the authority to immediately address and correct any issues or problems raised by City staff.
Failure to comply with City direction and requests in a timely manner will result in the loss of the full security deposit, the termination of the event, and/or inability to return the following year.
Post-Event Walkthrough Meeting
Your Conditional Special Event Permit confirmation letter will specify a time for a post-event walkthrough, which is conducted by the Event Monitor. The Special Events Office prefers that the permittee, event coordinator, or another authorized representative of the permittee is present during the “post-event walkthrough” inspection, as the Event Monitor will walk through the site and assess the condition in which the venue was left.
Post-Event Meeting
First-time events that expect to be recurring events may be required to attend a post-event meeting, generally held within four weeks after the event. This is a time to discuss any problems or ideas for the next time while the event is still fresh in everyone’s mind.
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CITY OF SANTA BARBARA SPECIAL EVENTS GUIDE | FEES, FINES, AND PAYMENT DEADLINES | 15 Fees, Fines, and Payment Deadlines
For your reference, please review the following list of the many fees, fines, and payment deadlines associated with Special Events.
LIST OF FEES, FINES, AND PAYMENT DEADLINES
Payment Deadlines
The City accepts payment by cash, check or credit card (except American Express). Fees may be quoted, but are not final until the Special Event application is reviewed and the Conditional Special Event Permit is sent.
When your Conditional Special Event Permit is sent out, your fees and the payment schedule will be included.
Changes in your event can affect your fees; if changes are proposed and approved for your event after the conditional permit has been issued, your fees and permit will be adjusted accordingly. Generally, the total amount of your fees are due 30 days prior to your first day of use of a City property. A payment schedule will be required for large-scale events and may require payment earlier than four weeks. Payment by cashier’s checks may be required if fees and deposits are over $10,000 and/or the permittee has a history of bounced checks.
Administrative Penalty Fines
Special events take careful planning. To ensure adequate time for review and approval of event plans, event organizers must adhere to set deadlines. To ensure compliance with deadlines and the permit terms and conditions, a schedule of administrative penalty fines has been established. Fines may be charged for the following:
Missed deadlines for submitting required plans, insurance, permits or compliance items Missed deadlines for submitting payments
Violating permit conditions and/or conducting activities not previously approved for the event Non-sustained compliance of sound and bass decibel level limits Exceeding amplified sound/music curfew times
City Departmental Service Charges
In addition to the payment of all applicable non-refundable permit application and administrative fees, a permittee shall pay the City for reasonable City departmental service charges incurred due to the permittee’s activities under the permit, including fees for police services for traffic control, additional permits required for the event, neighborhood notification, clean-up/damage fees, fire safety officers and other services to the extent such services are utilized and/or required due to the event.
Event Monitor Fee
An Event Monitor will be scheduled to be onsite during the event, event set-up and event breakdown. This person serves as your liaison to the Special Event Coordinator, who verifies and ensures compliance with permit conditions, and conducts a post-event site inspection with you.
Facility Use Fee
This fee is charged for each day of your actual event, with discounts for events that are organized and provide proof of their 501(c)(3) non-profit organization designation and/or which qualify for the City resident discount. Proof of residency is required before the “resident discount” rate is applied.
Permit Application Fee
This is a non-refundable paperwork processing fee. Payment of the application fee does not guarantee that any or all aspects of the application will be approved. 159
CITY OF SANTA BARBARA SPECIAL EVENTS GUIDE | FEES, FINES, AND PAYMENT DEADLINES | 16 Security Deposits
Parks and Beaches
For events at a park or beach, this fee is usually equal to the daily facility use fee and is generally refunded within one month after the event if all permit terms and conditions were met, the site was left undamaged, and no extra cleaning was required to be performed by Parks and Recreation staff after the event. Security deposits may be withheld longer than 30 days if significant restoration of any portion of the park or beach is required.
The City reserves the right to charge a higher deposit if the event is large-scale, the permit terms and conditions were not followed for previous events, if site damage or extra cleaning previously occurred, or if a particular element of the event or large vehicle use has a greater potential to cause damage to the park or beach property.
Streets and Sidewalks
For events solely using City streets or sidewalks (e.g. parades, street fairs, etc.) a deposit based on the number of blocks used by the event is charged. See the attached fee schedule and guidelines. Deposits are returned within one month after the event if all permit terms and conditions were met, and the site was left undamaged, requiring no extra cleaning.
Setup and/or Breakdown Day Fee
These fees are charged for each day of setup or breakdown that occurs outside of the actual event day(s). The fee for a setup or breakdown day is a percentage of the daily facility use fee. An exception exists for dumpsters and portable toilets as long as there is no other rental already scheduled for the following morning. If dumpsters and portable toilets are picked up no later than 9:00 a.m. the following morning, you will not be charged a breakdown day fee.
Note that if you plan to serve food or beverages, or have entertainment for participants on a setup day, we will no longer consider this a setup day but an event day and will be charged as such.
Sound Monitor Fee
When events include amplified musical performances that may occur continuously through the event and/or go into the evening hours, City-hired Sound Monitor(s) may be required to ensure compliance with decibel limits and curfew times.
Special Event Fees and Fines
Special Event fees are based on several factors, including size of the event, the scope of your setup, the degree of impact to the event location, the number of event days, whether setup or breakdown days are needed, whether the host organization is non-profit or for-profit, or whether the applicant is eligible for the resident discount. Check with the Special Events Coordinator for the current fees charged by the City for Special Events. Fees usually consist of:
Utility Fee
Additional fees for electricity, gas or water usage may be charged if the utility is available and utilized at the venue. The fee varies depending on the location.
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CITY OF SANTA BARBARA SPECIAL EVENTS GUIDE | RULES AND REGULATIONS | 17 Rules and Regulations
ACCESSIBILITY REQUIREMENTS
As an event organizer, you are required to comply with all city, county, state and federal disability access requirements applicable to your event. Please keep this in mind as you design your event.
All temporary structures, related structures, and outdoor sites for Special Events shall be accessible to persons with disabilities. If a portion of the area cannot be made accessible, an alternate area shall be provided with the same activities that are in the inaccessible areas. This area cannot be offered only to patrons with disabilities.
Disability access may include parking, restrooms, telephones, clear paths of travel, transportation, signage, accessible vendors and booths. If all areas are not accessible, a map or program must be provided to attendees indicating the accessible restrooms, parking, telephones, drinking fountains.
As an organizer, you may choose not to allow pets at your event. In these cases, accommodations must be made for service animals in accordance with the Americans with Disabilities Act. For more information, please visit: https://www.ada.gov/regs2010/service_animal_qa.pdf.
ALCOHOL IN PARKS AND ON BEACHES
If you propose to sell or furnish alcoholic beverages at your event, you will be required to obtain a permit from the State of California Department of Alcoholic Beverage Control (ABC). ABC requires an endorsement of their application from local law enforcement and approval from the property owner before issuing such a permit.
The Santa Barbara Police Department does not directly endorse ABC applications, but instead will issue an endorsement letter upon the completion and approval of a Santa Barbara Police Department ABC Endorsement Request Application.
Alcohol is prohibited at some locations while it is allowed at others “by permit only.” Check with the Special Events Coordinator for the list of sites where alcohol service is allowed. Note that the Parks and Recreation Department allows public events to serve only beer and wine in our parks and beaches. Alcoholic beverages other than those provided by the permittee will not be allowed within the venue. Glass containers are not allowed on beaches.
Beer Garden Requirements
The sales, service and consumption of permitted alcoholic beverages must take place in a designated “beer garden” as long as alcohol is allowed at the event location. The City has two types of beer gardens, and the style of garden assigned for your event is based on the following criteria:
Event is held on a Friday, Saturday, or Sunday
Alcohol is served after 6:30 p.m.
Anticipated attendance is greater than 2,000 per day
Event features more than one event location
Simultaneous events being held in the City, which may affect available police resources If your event meets less than three of the above criteria, you will be allowed to have a Type 1 beer garden. If your event meets three or more of the above criteria, you will be required to have a Type 2 beer garden. See chart below for the rules pertaining to each type of beer garden:
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CITY OF SANTA BARBARA SPECIAL EVENTS GUIDE | RULES AND REGULATIONS | 18 Type 1
Beer Garden
Type 2
Beer Garden
Only beer and/or wine allowed. Hard liquor prohibited in City parks and on beaches. ● ●
Alcohol may be served within entire event area as long as the perimeter has a barrier. No separation between those 21 years of age drinking and those under 21 years of age not drinking
● N/A
Only those 21 years and older allowed within beer garden. N/A ● Beer garden to be fenced with either a 6-foot tall single barrier or a 4-foot double barrier with a “moat” of 4 or 5 feet between the interior and exterior barriers. Barrier to be approved by the ABC office. Both styles of barrier to include the appropriate number of emergency exits as determined by SBFD.
Barrier around
perimeter of
event
Barrier around
beer garden
area
IDs checked and wristbands issued to designate those 21 years and older prior to being served alcohol. ● ●
“No alcohol allowed beyond this point” signage. Placed at beer garden exits
Placed at beer
garden exits
Use of glass beverage bottles and cups not permitted. ● ● Cup size not to exceed 12 ounces. ● ●
Alcohol service to stop 30 minutes before the end of an event. ● ● Assembly Permit required with maximum capacity of enclosed beer garden determined by Santa Barbara Fire Department.
● ●
To assist people working in the beer garden, or with any event related alcohol service, State of California Alcohol Beverage Control (ABC) offers a free Responsible Beverage Service Training (LEAD Training) in-person and online at https://www.abc.ca.gov/education/lead-training. Please speak to the Police Special Events Coordinator in the Police Department for any additional questions.
AMPLIFIED MUSIC AND SOUND
Amplified Music/Sound and/or Live Musical Performances are only allowed at certain City locations with a valid permit. Amplified Music/Sound and/or Live Musical Performances will not be allowed when there are competing uses in the same area. Additionally, neighborhood approval and a comprehensive Sound Management Plan may be required for events held in locations surrounded by residences.
Please keep in mind that if you receive complaints, the Police, Park Ranger or Event Monitor may require you to turn the volume down or off. Some events may be required to pay for City-hired Sound Monitor(s) to ensure that sound levels are kept within the levels set forth in your permit, that music curfew times are observed, and that any other requirements for amplified sound/music are followed. The Special Event Coordinator will determine if this requirement is necessary. The cost of the Sound Monitor(s) will be paid by the event holder.
Events held on the waterfront are required to have the amplified speakers face parallel to the ocean. Please keep this in mind when planning your setup. Event setup, including placement of sound equipment, must comply with the approved site plan.
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CITY OF SANTA BARBARA SPECIAL EVENTS GUIDE | RULES AND REGULATIONS | 19 In the case of music festivals or concert events with amplified music and dancing, it is important to note that the City of Santa Barbara does not allow slam dancing, crowd surfing, mosh pits, or other similar activities.
City staff and/or SBPD may require such activities be mitigated or stopped by you at any time during your event.
ATM MACHINES
Mobile or portable ATM machines are allowed at public events held on City property under the following conditions:
An application, including insurance certificate and signed indemnification and liability agreement, is submitted by the permittee to the appropriate City department, and a permit for the event has been issued.
The location of the ATM machine(s) is stipulated on the event site map and in an approved location. ATM location and operation complies with all City ordinances relating to use of City property including parks, streets and sidewalks.
No additional fee will be assessed by the City for the opportunity to have an ATM on City premises as part of the event.
CANCELLATION POLICIES
All cancellations must be made in writing. The permit application fee is non-refundable and non-transferable.
Since most special events require months of pre-planning, we expect you to give prior consideration to the time of year chosen and that your event will occur “rain or shine.” However, if rain is predicted and you decide to cancel within five days prior to your event, no monetary refund will be given but we will work with you to reschedule your event to another available date.
The City of Santa Barbara reserves the right to relocate and/or cancel an event due to weather and/or turf conditions that may cause the event site to be unsafe or unsuitable for event activities.
CITIZEN COMPLAINTS
The City expects that all Special Events will adopt a “good neighbor” approach with the residents and businesses adjacent to City property. Sometimes events can severely impact neighborhood on-street parking, vehicular traffic flow, or normal noise level. When this happens, complaints are often received from the public. The permittee is expected to comply in a comprehensive and timely fashion with requests by the City in the event of citizen complaints. If a returning event has a history of public complaints, the City reserves the right to hire event hotline personnel, at the expense of the event organizers, to field and respond to calls from citizens over the course of the event. These personnel will communicate complaints to the City’s Special Events Coordinator, who then will contact the permittee with required actions to resolve or mitigate the complaint.
COMPLIANCE WITH THE LAW
Organizers and participants in Special Events must abide by all city, county, state and federal laws, which include but are not limited to the following:
Smoking/vaping any tobacco or marijuana product in any City building, park, beach, sport field, open space, trail, sidewalk or paseo are prohibited. SBMC § 9.20.020 Ban on plastic straws, stirrers and cutlery. SBMC § 9.165 Ban on expanded polystyrene (commonly referred to as Styrofoam). SBMC § 9.160.040 Dogs must be on leash. SBMC § 6.08.020
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CITY OF SANTA BARBARA SPECIAL EVENTS GUIDE | RULES AND REGULATIONS | 20 Vehicles over the size of 25 feet long, 80 inches wide or 82 inches high are considered “oversized vehicles” and are prohibited from parking on the street unless they obtain a Parking Restriction Waiver Permit from Public Work. This applies to vehicles like food trucks. SBMC § 10.44.220
EVENT CLEAN-UP
As an event organizer, you must ensure the proper disposal of waste and garbage throughout the term of your event, and immediately upon conclusion of the event, the area must be returned to a clean condition. A cleaning crew, staffed with your organization’s personnel or volunteers, is required to clean during and at the end of each day of an event. If you, as an event organizer, set a standard of leaving the venue as clean as you found it, you can have a highly beneficial impact on the Santa Barbara community. Depending on the size and impact of your event, you may be required to hire a professional cleaning company and a company to powerwash the streets, sidewalks, landscape areas or parking lots. If washing is required, the Santa Barbara Municipal Code (SBMC) requires that you use a water collection system, so the wastewater does not go into storm drains. The event area must be cleaned to the satisfaction of the City.
EVENT SCHEDULING AND PARKING IN THE WATERFRONT AREA
Special Events held in the waterfront area of the City of Santa Barbara have additional restrictions given the area’s high use by the public, close proximity to hotels and residential areas, and available parking. These additional requirements include the following:
No large-scale events shall be scheduled on Memorial Day or Labor Day Weekends in waterfront locations. (SBMC 28.44.070). A waiver of this policy requires City Council approval and would only be considered for a one-time event of national, state, or local significance to the entire community.
No large-scale events that conflict with Earth Day, Summer Solstice, Independence Day, and Fiesta shall be scheduled. A waiver of this policy requires City Administrator or his/her designee approval.
There shall be a minimum of at least two weeks between large-scale events scheduled for the same location.
The Waterfront Department shall consider the availability of parking spaces for the Harbor and Wharf areas for events held June through September. Projected available spaces in Waterfront lots during these months shall be considered by the Police Department and the Parks and Recreation Department in reviewing applications for all events that could potentially impact available parking. City Departments have the authority to work with applicants to provide alternate locations, dates or times for events to best accommodate general public use, business and event parking. Departments have the authority to deny a permit request if the proposed event would overly impact available parking.
Hiring of SBPD officers to manage traffic going in or out of a waterfront parking lot may be required at the expense of the event organizer.
PARKING AND ALTERNATE TRANSPORTATION
The City may require permittees to have a Neighborhood Impact Mitigation Plan that includes agreements for alternative transportation in order to ease the congestion and parking issues that occur when people drive their vehicles to an event. Alternative transportation includes carpooling, on-demand ridesharing or encouraging people to walk, bike or take public transportation. Additionally, providing a shuttle service, offsite parking locations and dedicated drop-off and pick-up areas for rideshare drivers may be appropriate to lessen traffic congestion around your event. Neighborhood notification letters may also be required.
Parking is not included with your reservation fee. Depending on where your event is taking place and your expected attendance, having sufficient parking for your event without upsetting the residents and businesses 164
CITY OF SANTA BARBARA SPECIAL EVENTS GUIDE | RULES AND REGULATIONS | 21 in the immediate neighborhood can be challenging. You may not ever block or cordon off these parking lots for your event’s exclusive use without prior authorization from the City.
STREET CLOSURE REQUIREMENTS
A professionally prepared traffic control plan is required for events that include a street closure, or detour(s).
Consequently, it is recommended that an application for such events be submitted as early as possible. The plan will be submitted to the City of Santa Barbara Traffic Engineer for approval.
Applicants will also be responsible for providing all necessary traffic control equipment needed. Traffic control equipment must conform to the Manual of Traffic Control Devices published by the National Highway and Traffic Safety Administration.
TEMPORARY SIGNAGE
The City of Santa Barbara has a sign ordinance that regulates temporary signs, SBMC Chapter 22.70. All public events must adhere to this ordinance when posting event identification signs.
Identification Signs
One identification sign may be posted at the site of an upcoming event for a period of fourteen days prior to an event and must be removed at the end of an event.
Sign may not exceed 9 feet by 3 feet
Letter height may not exceed 12 inches
Identification signs facing out may not be higher than 15 feet above the ground No fluorescent or “day-glo” colors are allowed
No artificial lighting of signs
No less than 18 feet distance from a public street
Event Area Signs
There is no limit on the square footage of signs facing inward in a compound. These signs must have a 25 feet setback from the street.
Materials
Materials must be durable enough to last through the entire event in good condition such as fabrics, plastics, metal or other durable material)
Other
Volleyball nets with sponsor’s name, logo or advertising incorporated into the net are permitted at volleyball events.
Banners or flags with a decorative primary purpose are not limited. Poles may not exceed 25 feet in height.
No inflatables except by permission of the Parks and Recreation Director (not to exceed five events per year). Inflatables are only allowed on the day of the event. If the event is for two or more days, inflatables are allowed only during the time of the event. Signs cannot be attached to City street light/sign poles, trash cans, bicycle posts or trees.
TURF IMPACT AND DAMAGE
Because exceptions are made to the “no vehicles allowed within the parkland” policy, some events may have very high impact on park turf due to the number and size of vehicles, equipment or event activities. In these cases, the Parks and Recreation Department may require an event to pay for aeration, reseeding or repair of 165
CITY OF SANTA BARBARA SPECIAL EVENTS GUIDE | RULES AND REGULATIONS | 22 the affected turf. Damage due to such impact combined with rain or causes of nature will also be billed directly to the event. Consider this when planning your setup, especially if your event is held during a potentially rainy month. An additional deposit may be required for the subsequent turf restoration. This deposit will be paid to the City four weeks prior to the event, and prior to the Final Special Event Permit being issued.
USE OF STAKES
To protect turf and irrigation, the use of stakes to anchor tents, canopies, inflatable bouncers, stages, etc. is strictly prohibited. If you are planning to have anything that needs to be anchored down, please plan accordingly. Exceptions to this policy may be granted under certain conditions.
USE OF VEHICLES IN PARKS AND ON BEACHES
No public vehicles shall be allowed to drive or park on beaches or park turf due to the safety hazard and potential damage to parkland. Occasional exceptions to this policy may be granted by the Parks and Recreation Director or his/her designee for permitted public events. Conditions will be imposed to ensure public safety and minimize damage to parkland.
Requests for permission to drive onto the beach or inside a park will be indicated by selecting the appropriate checkbox on the Special Event Application. Access to the beach or a park must be limited to vehicles deemed essential to the setup or breakdown of the event, such as vehicles unloading/loading equipment or supplies, or display vehicles related to the event. This includes ATVs, mules, golf carts and large sized trucks. Events that are granted permission will receive either a temporary parking pass or a loading/unloading pass for the authorized vehicles to display on their dashboard. Events will be required to abide by certain conditions such as driving in low gear, not exceeding 5 mph, having flashers and headlights on while in a park/beach location, having a vehicle “monitor” present to oversee this operation or having a non-porous mat or plywood underneath to catch leaking fluids or prevent ruts/depressions on the grass. Vehicles found on the beach or inside a park without a pass will be cited and fined. At that point, permission to use ATVs, mules or any other vehicle on the beach or in a park will be rescinded. Future event permit consideration will be jeopardized if vehicles do not comply with the driving conditions or excessively abuse the policy.
Additionally, events may need to have large size, heavy vehicles present, such as box trucks, garbage trucks, refrigerator trucks, motor homes, semi-tractor trailers, etc. to bring portable stages, television screens, and other large equipment onto parks or beaches. If this is the case, protective flooring may be required to mitigate turf damage caused by large vehicles. This protective flooring may be either sheets of plywood or specialized flooring designed for heavy vehicles that also allows sunlight and air circulation to reach the grass. The type of flooring required will depend on the number of vehicles brought onto the turf and/or the length of time these vehicles will remain on the turf.
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CITY OF SANTA BARBARA SPECIAL EVENTS GUIDE | PERMITS AND COMPLIANCE ITEMS | 23 Permits and Compliance Items
COMMONLY-REQUIRED PERMITS AND COMPLIANCE ITEMS
There are a number of different Special Event-related permits that may be required in conjunction with a Final Special Event Permit. The proposed event venue, activities, components, attendance and unique circumstances of the event are contributing factors to the final determination of the required permits. The City of Santa Barbara maintains sole discretion to determine the required permits for the proposed venue and/or components of your event.
Below is a list of the most common permit types you may be required to obtain. Your Conditional Special Event Permit will list any supplemental permits and provisions that will be required. These permits and “compliance” items must be received no later than seven days prior to your event before issuance of your Final Special Event Permit.
Site Plan/Route Map
The site plan or route map you include with your Special Event Application is a visual representation of all the infrastructure and operational event elements that you describe throughout your application. This is required of all events. It should include all stationary elements as well as moving routes.
All events are required to provide an event site plan and/or route map by the time designated on the Conditional Special Event Permit. First-time events are required to submit a rough site plan/route map with their application in order for the Special Events Coordinator to set fees and requirements correctly. The final site plan/ route map must be provided one month prior to your event. The site plan must show the total dimensions of the event footprint and all items placed inside the footprint, including but not limited to:
Tent Structures
Stages
Canopies
Generators
Tables
Bleachers
Food, merchandise, and information booths
Beer garden(s)
Equipment/vehicle parking areas
Kids’ activities
Security guard placement
Interior and perimeter fencing, with dimensions
Portable toilets
Dumpsters
Bicycle valet zone
Backstage area
Storage trailers
Light towers
Please label items on your site plan, along with approximate dimensions. Keep in mind the Santa Barbara Fire Department requires a 20’ clearance lane through your event for access by emergency vehicles and that your event is accessible to all.
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CITY OF SANTA BARBARA SPECIAL EVENTS GUIDE | PERMITS AND COMPLIANCE ITEMS | 24 The Final Special Event Permit issued by the City of Santa Barbara will only be valid for the venue areas and event elements described in your Special Event Application and site plan and/or route map. Modifications to your request may be required during the event planning process and will be incorporated in the Final Special Event Permit. Requests to make notable changes and/or additions to the site plan or route map after the onsite meeting may not be honored.
Insurance Requirements
All Special Events, except First Amendment Events and other events that have received a waiver pursuant to SBMC Chapter 15.17, are required to provide a Certificate of Insurance to cover all event, setup and breakdown days. Insurance limits are determined for each event by the City Risk Manager or his/her designee.
All decisions made by the Risk Manager or his/her designee are final. Required insurance levels are based on the size, scope and elements of your event, including the amount of risk associated with event activities.
General guidelines are as follows:
A Certificate of Insurance, plus the endorsement (to indicate coverage has been bound), must be received no later than four weeks prior to your first rental day, and must show you have contracted an insurance policy with the terms and conditions set forth at SantaBarbaraCA.gov/SpecialEvents. The minimums for comprehensive general liability and automobile liability coverage as set forth at SantaBarbaraCA.gov/SpecialEvents.
Includes all set-up, event and breakdown days.
Covers high-risk activities that you will have at your event such as alcohol, inflatable bouncers, Velcro walls, rock climbing walls, petting zoos, etc.; modified to reflect what activity organizer will have. Lists the City of Santa Barbara, its officers, employees and agents as additional insured.
Indemnification Requirements
Prior to issuance of an event permit, the applicant or the authorized officer of the sponsoring organization must sign an agreement to reimburse the City of Santa Barbara, in a form consistent with this requirement and acceptable to the City Attorney, for any costs incurred in repairing damage to City property occurring in connection with the permitted event and proximately caused by the actions of the permittee or sponsoring organization, its officers, employees, volunteers or agents, or any person who was under the permittee’s or sponsoring organization’s control insofar as permitted by law. For purposes of this Section, a person who merely joins in a special event is not considered, by reason of that act alone, to be “under the control” of the permittee or sponsoring organization.
Each Special Events permit shall expressly provide that the permittee agrees, at permittee’s own costs and expense, to indemnify, hold harmless, and defend the City, including, but not limited to, the City Council, boards and commissions of the City of Santa Barbara, its officers, agents, employees and volunteers (collectively “City Indemnitees”), from and against any and all demands, claims, actions, suits, judgments, damages, liability, costs and expense, including, but not limited to, reasonable attorneys’ and other professional fees (collectively “Claims”), to the extent arising directly or indirectly from one or more of the following:
1. The possession, occupancy, use, or enjoyment of the permitted area by Permittee or its officers, agents, contractors, subcontractors, employees, volunteers, sponsors, participants, guests, and invitees thereof (collectively the “Indemnitors”);
2. Permittee’s business, activities, operations, services or work conducted in, on or about the permitted area;
3. Any breach or default in the performance of any obligation on Permittee’s part to be performed under the terms of the Special Events Permit;
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CITY OF SANTA BARBARA SPECIAL EVENTS GUIDE | PERMITS AND COMPLIANCE ITEMS | 25
4. Any negligent or wrongful act or omission of any Indemnitor;
5. Furnishing or supplying any work, services, materials, equipment or supplies by any person, firms, corporations, or other entities in, on or about the permitted area on behalf of the permittee; provided, however, that Permittee shall have no obligation to indemnify, protect, or defend or hold harmless the City Indemnitees for Claims arising from the sole active negligence or willful misconduct of the City Indemnitees.
All provisions of the Indemnification Agreement shall survive the termination or expiration of the Special Events Permit. In addition to bearing the full cost and expense of defending the City, the Indemnitor shall also indemnify and hold the City harmless from any settlement entered into and any judgment that may be rendered against the City as a result of and in proportion to and to the extent of the alleged willful or negligent acts or omissions of the Indemnitor or Indemnitor’s officers, agents, employees, or volunteers in connection with the permitted event or activity.
The indemnification requirement described herein shall be waived by the City for those applicants who have established a basis for the waiver of insurance pursuant to SBMC Chapter 15.17.
Alcohol Use Permit
Event organizers may be required to provide an Alcohol Management Plan. If you intend to sell or give away any alcoholic beverages at your event, you must receive authorization from the Santa Barbara Police Department (SBPD) and the State of California Department of Alcoholic Beverage Control (ABC). It is your responsibility to obtain the appropriate “ABC permit” from the State of California Alcoholic Beverage Control Board office in Ventura, California. Additional information about Alcohol Beverage Control licensing, permit requirements and an application can be obtained by calling (805) 289-0100 or by visiting https://www.abc.ca.gov/licensing/license-forms/.
Before the ABC office issues their permit, they will require a signature on the ABC application by the Special Event Coordinator as the property owner representative. To obtain a letter of endorsement, an ABC Endorsement Application from the Santa Barbara Police Department must be completed and submitted.
There is a charge for this application, which can be found at https://www.santabarbaraca.gov/gov/depts/parksrec/recreation/events/plan.asp.
Temporary Food Facility Permit
If you intend to sell, serve, give away, or sample food or consumable products including water and other beverages at a public event, you must obtain a temporary food facility permit. This County Health Permit is required whether you are serving food prepared on-site, pre-packaged food, or food and beverage considered to be “low risk” (i.e. bottled water, packaged cookies, cakes, etc.). The application is obtained through the County of Santa Barbara’s Environmental Health Services Department at (805) 681-4900 or on their website at www.sbcphd.org/ehs. Since the County Health permit is usually issued on the day of the event, the Special Events Coordinator will directly confirm your approval status with County Health in advance. This requirement does not apply to private events or mobile food facilities (i.e., food trucks) already permitted with the Santa Barbara County Public Health Department.
Temporary Power Permit
Since most event locations do not have electricity available, generators are often brought in to add power to a site. If a towable generator with a grounding rod is brought in, a temporary power permit is required. Only a licensed electrical contractor can apply for this permit. An electrical inspection will also be required on or before the event day/time. A temporary power permit is not required if you are bringing in a small, portable generator or if you are connecting to an existing City electrical receptacle. 169
CITY OF SANTA BARBARA SPECIAL EVENTS GUIDE | PERMITS AND COMPLIANCE ITEMS | 26 Building Permit
Events that erect temporary structures or install temporary electrical wiring may be required to obtain a Building Permit. Examples of structures that may require the permit are awnings, bleachers, art installations, facades , stages 24” or more in height or 120 square feet or more in size, enclosed tents, fencing higher than 3½ feet in height, food or beverage cooking/refrigeration/processing equipment, festoon lighting and convenience outlets. The City’s Building and Safety staff will review the site plan and inspect the site for soundness, safety and accessibility.
One-Day Vendor’s License
If you plan to have vendors sell food, beverages, merchandise or services (i.e., a vendor selling massages after an organized run), you are responsible for ensuring each of your vendors applies for this license. An “Application for Special Event or One-Day Vendor’s License” must be completed prior to issuance of the license. Your Final Special Event Permit will not be issued until appropriate vendor fees are paid to the Finance Department.
Parking Restriction Waiver Permit
A parking restriction waiver permit must be acquired if you want to post “no parking” signs on a street that normally allows street parking in order to create an unloading/loading zone for your event vendors’ staff, and on-demand ride sharing vehicles.
Portable Toilet Contract
Depending on the size of your event, its duration, and whether food and/or beverages are served, you may be required to provide portable toilets at the rate of one for every 250–300 expected attendees. Please note that at least 10% of the toilets must be handicapped-accessible. Some events may be required to service their toilets during the day, depending on the volume of people and the duration of the event. Please keep in mind that permanent bathrooms on site are not factored in when determining the number of restrooms needed.
Permanent restrooms are intended for the normal activity of the park and hours of operation and are not intended to accommodate public events. A copy of a contract from the portable toilet vendor, including delivery and pick up times that fall within the permit period, must be provided one week prior to your event as proof of compliance.
Public Assembly Permit
All public assemblies of more than 49 people in areas that are not regularly classified for use as public assembly sites must be reviewed and approved by the Santa Barbara Fire Department. Examples include barricaded streets, fenced beer gardens, ticketed events with a fenced event area, tented events, trade and events in defined venues.
Trash/Recycling Contract
All events are required to provide and place trash and recycling event containers with lids, side-by-side, throughout the event site. Events with 300 or more people may also be required to provide at least one trash dumpster, and a recycling dumpster may also be required if cardboard and other recyclables generated from food and beverage are a large part of your event. Any trash or recyclables overflowing from permanent or temporary trash/recycle containers or dumpsters within the event area must be picked up and properly placed in a container. The Special Event Coordinator will determine which trash receptacles are required, how many and location of placement. Event organizers can hire any company to provide and service additional event trash boxes (as long as all trash and recyclables in the event boxes are transported to a licensed processing facility within the City of Santa Barbara). For those events required to have extra dumpsters or roll-offs, the City’s franchised hauler, Marborg Industries must be used. One week before your 170
CITY OF SANTA BARBARA SPECIAL EVENTS GUIDE | PERMITS AND COMPLIANCE ITEMS | 27 event, you must provide a copy of your contract with the, showing proof of securing adequate trash/recycle containers and dumpsters and provisions for servicing them. .
Tent Permit
If you are planning to use a tent larger than 400 sq. ft. or a canopy larger than 700 sq. ft., you will need to obtain a tent permit from the City of Santa Barbara Fire Department (SBFD). Open flames are generally prohibited in tents.
Security Guard Contract
Professional, uniformed and licensed security guards may be required if an event has a large number of minors attending, if crowd control may be an issue, if alcohol is being served, if public safety issues are expected, or if deemed necessary by the Santa Barbara Police Department. Additionally, if any equipment is left in an event location overnight, professional, uniformed and licensed security services will be required to guard it.
Professional security guards must be contracted through a security guard company with a valid Private Patrol Operator (PPO) license number and the guards must have valid guard card numbers. A copy of the security company contract showing the hours of service must be submitted no later than one week prior to your event as proof of compliance along with the PPO license number and the names and guard card numbers of the security guards. The role of the private security guard at a Special Event is to maintain order, to prevent damage and destruction to property, and to notify SBPD Officers of any unlawful, disorderly, or dangerous conduct at the Special Event.
Waterfront Parking Lot Facility Use Application
A permit is required to reserve spaces in one of the paid waterfront parking lots from East Beach to Leadbetter Beach in order to provide parking for your event or as a staging area for food trucks, portable toilets, etc., and the event organizer must pay for the number of parking spaces you want to reserve.
LESS-COMMON PERMIT AND COMPLIANCE ITEMS
Below, for your reference, is a list of some of the less-common permit and compliance items your event may need.
Bicycle Valet Contract
The City strives to have all their events utilize alternative transportation methods in order to be sustainable and to ease traffic congestion and parking issues that cars and other vehicles bring. If your event takes place in a neighborhood with little available parking, a bicycle valet service may be required. A copy of a contract from the bicycle valet service must be provided one week prior to your event as proof of compliance.
Coastal Development Permit/Exemption
Temporary Events in the Coastal Zone
Temporary events in the Coastal Zone (see map) can require applications for Coastal Exemption determinations or Coastal Development Permits in order to comply with the California Coastal Act and SBMC §28.44. The specific regulations defining temporary events and governing when temporary events are exempt from coastal development permitting requirements are located in SBMC § 28.44.070.
Certain events are exempt from coastal permitting requirements and do not require a formal Coastal Exemption application and determination from the Planning Division. Unless specifically identified below, events occurring entirely on private property (including private off-street parking lots) or located at designated picnic areas or other facilities rented out regularly by the Parks and Recreation Department do not 171
CITY OF SANTA BARBARA SPECIAL EVENTS GUIDE | PERMITS AND COMPLIANCE ITEMS | 28 require a formal Coastal Exemption determination. A formal Coastal Exemption application submittal and determination from the Planning Division is generally required if the event would involve any one of the following:
Is located on a sandy beach and includes: 1) placement of non-permanent structures (bleachers, perimeter fencing, vendor tents/canopies, stands, trailers, portable toilets, sound/video equipment, platforms, etc.); or 2) a fee for entrance; or 3) otherwise limit use of the sandy beach to the general public.
Is located in a public open space area with natural habitat (oak woodland, etc.) and includes: 1) placement of non-permanent structures (bleachers, perimeter fencing, vendor tents/canopies, stands, trailers, portable toilets, sound/video equipment, platforms, etc.); or 2) a fee for entrance; or 3) otherwise limits use of the open space area to the general public. Occurs in summer between Memorial Day weekend and Labor Day (inclusive) and requires closure for more than three consecutive hours of any public roads or parking spaces in City-owned parking lots. Occurs after Labor Day weekend and before Memorial Day weekend and requires closure for more than three consecutive hours of a major public road providing access to the shoreline (i.e. Cliff Drive, Las Positas Road, Meigs Road, Shoreline Drive, Loma Alta Drive, Cabrillo Boulevard, Castillo Street, State Street, Garden Street, Calle Cesar Chavez, Milpas Street, Channel Drive, Old Coast Highway, etc.) or the majority of public parking in any shoreline lot. Is located on public parkland that is not rented out regularly for events or picnicking and includes a fee for entrance or otherwise limits use of the majority of the park for the general public for more than three consecutive hours.
Involves fireworks.
Temporary events that have historically required a Coastal Development Permit to address and monitor associated impacts to coastal resources also require a formal Coastal Exemption determination or Coastal Development Permit.
Coastal Exemption determinations, when required, often take up to four weeks for the City’s Planning staff to review and process.
A Coastal Development Permit can often take six to eight months to review and process. Any event that meets all three of the following criteria is likely to require a Coastal Development Permit: the event would occur between Memorial Day weekend and Labor Day (inclusive); would be located on the sandy beach; and would involve a charge for general public admission or seating where no fee is currently charged for public use of the same area.
While some special events may not require formal Coastal Exemption determinations or Coastal Development Permits, please be aware that other portions of the Municipal Code or City rules and regulations may apply.
We recommend contacting the Planning Division as soon as possible when coordinating an event that may require a Coastal Exemption determination or Coastal Development Permit. Contact the City of Santa Barbara Community Development Department, Planning Division at (805) 564-5578 or by email at [email protected] find the Coastal Exemption Application or Coastal Development Permit Application online.
Exhibit and Trade Show Permits
The Santa Barbara Fire Department provides plan check services to review booth layout, pedestrian flow, aisle width, exiting plans and other crowd safety issues associated with trade shows and expositions (including those held in tents) in compliance with the California Fire Code. 172
CITY OF SANTA BARBARA SPECIAL EVENTS GUIDE | PERMITS AND COMPLIANCE ITEMS | 29 Marine Event Permit
A Marine Event Permit from the Los Angeles-Long Beach sector of the US Coast Guard is required for events with organized water activities such as swims, SUP paddles, kayak/canoe races, boating regattas, etc. Submit application at https://homeport.uscg.mil/Pages/MarineEventFormSubmission.aspx. There is no cost for this application if US Coast Guard reviews it and decides to issue an approval letter rather than a permit, but note that an application must be submitted regardless of whether the event was granted a permit waiver in previous years. For follow-up communications, contact the US Coast Guard Waterways Management Division at [email protected].
Neighborhood Approval and/or Notification
The City expects that all special events will adopt a “good neighbor” approach with the residents and businesses adjacent to event locations. Sometimes events can severely impact a neighborhood’s on-street parking, vehicular traffic flow or normal noise level. In these situations, the City may require the event to receive pre-approval from more than 50% of the impacted neighborhood before a special event application will be considered. In other situations where impacts are less severe, the City may only require that an event provide advance notification to the neighborhood. If either is required, the approval and/or notification to the neighborhood should include such details such as the name of the event, the name and number of the Host Organization and/or applicant and the event coordinator (if applicable), the hours of the event and a description of the type of impacts the residents and businesses may experience.
Pre-approval is not required for First Amendment Events as described in this guide.
Open Flame Permits/Fireworks/Pyrotechnics/Special Effects All activities associated with the use of pyrotechnics and open flames must be reviewed, approved, and permitted by the Santa Barbara Fire Department. Examples of activities in this category include outdoor fireworks, model rocket launches, open flame activities such as fire walking, hot-work, welding/cutting, fire performance, cooking over a flame, and special effects using pyrotechnic devices.
Professional Cleaning Contract
Cleaning during and after an event by a professional company may be required for events, if determined by City staff that there is past history of poor cleanup and/or use of event staff and volunteers was insufficient to accomplish the task successfully. Requirements for professional services may include the following:
Pickup of any overflowing trash from trash/recycle containers (cardboard event boxes and permanent trash/recycle receptacles) within the event area.
Thorough clean-up up any residual trash/litter (including confetti) from event area, including all streets sidewalks, gutters, drain inlets, catch basins and planters. Use of a vacuum to clean-up and capture confetti.
Power washing with a water collection system (if required).
A copy of a contract from the cleaning company must be provided one week prior to your event as proof of compliance.
Coordination of Police and Private Security
The purpose of police presence during events is to ensure public safety and handle law enforcement matters only and should not be looked upon to provide services able to be handled by private security. The officer’s role is to augment private security and respond to any emergencies which may require police presence.
Responsibilities of private security hired by the event organizer include, but are not limited to, checking IDs to prevent underage drinking, bag and security checks, managing capacity limits and denying entry. For more 173
CITY OF SANTA BARBARA SPECIAL EVENTS GUIDE | PERMITS AND COMPLIANCE ITEMS | 30 complex events, a pre-meeting can be conducted before the event to discuss responsibilities and conditions.
An operational plan relating the event will be forwarded to the assigned officer(s) prior to the event. A contact person representing the event organizer must be at the event for its entire duration, and must have a copy of the Event Permit available for review.
Sidewalk Merchandising License
If you plan to use a street or sidewalk for vendors to sell food, beverages, merchandise or services a part of your event, you are required to have a Sidewalk Merchandising License. The application for this license may be obtained at the City of Santa Barbara Public Works Department Permit Counter at 630 Garden Street. At the time the application is submitted, you must include a detailed site plan diagramming the dimensions of the vendor’s booth and all items that will be set up inside or near the booth, a photograph of the proposed merchandise for sale, a copy of your current City of Santa Barbara Business License Tax Certificate and a copy of your Certificate of Insurance naming the City of Santa Barbara as additional insured. The booth may not block accessible paths of travel, leaving a minimum four feet accessible.
Special Lighting Event Permit
The use of searchlights, laser lights and other similar high intensity outdoor lights are prohibited by the City’s Municipal Code except pursuant to a Special Lighting Event Permit. If a searchlight is planned for your event, an application must be submitted to the Community Development Department two weeks prior to the event.
Note that if a permit is granted, the searchlight, laser light or other similar light may only be operated for a period not to exceed eight consecutive hours, provided that no such permit has been granted for any one property or business location within the City more often than five times during any 180 day period.
Permission to operate the searchlight, laser light or other similar light between the hours of midnight and sunrise will not be granted.
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Attachment D
175
SPECIAL EVENT PERMIT APPLICATION
Please return completed application to the Conference & Visitors Bureau:
760 Mattie Road, Pismo Beach, CA 93449 (805) 773-7034
Pismo Beach is a city that celebrates special events. From internationally renowned events to community-based festivals, parades and athletic activities, the City of Pismo Beach is proud to host many events each year. It is our goal to enhance the vitality, quality of life, and economic prosperity of Pismo Beach through the support of special events. So, thank you for choosing Pismo Beach for your event location.
PERMITS REQUIRED
Special Event Permits are required for any person, group, or organization that wants to conduct, manage, aid, or solicit attendance for an event on city property that has 50 or more attendees, or any event that involves the use of public property or facilities or requires the use of City services.
Special Event Permit Applications and $77 application fee can be submitted to the Conference and Visitors Bureau, 760 Mattie Road, Pismo Beach, CA 93449, Monday-Friday 8am-5pm, via email to [email protected]. The application fee must be paid before the application will be reviewed.
Applications must be received no less than 60 calendar days before the first day of the event and no sooner than 2 years before the first day of the event. Applications received less than 60 calendar days before the event are subject to a $58 late filing fee or may be rejected. Annual events must reapply for each recurring event. Special Event Permits may be denied during holidays and peak season.
Incomplete applications will not be reviewed by the Special Event Committee. Any incomplete applications will be returned to event organizers.
For new and/or large events, staff member from the Conference & Visitors Bureau (CVB) may contact your event coordinator to schedule an appointment with our Special Events Committee (SEC).
During this appointment, you will have an opportunity to present and discuss the details of your event.
PROVISIONS - This application is made according to the rules set forth in Pismo Beach Municipal Code Section 12.16, regarding Special Event Permits. In this application, the phrase “Special Event Code” shall be used to refer to these Code requirements.
An application for a Special Event Permit is deemed completed when the applicant has provided all of the information required herein including any additional information requested, such as payment(s), insurance and endorsement certificates, park/hall application and fees, copy of ABC license, copy of security guard contract, insurance certificates, business licenses from vendors and any other documents required by the City. Application must be approved by City Manager.
1. Pismo Beach Municipal Code Section 12.16. By submitting this application, the applicant understands that the City shall review the application under the procedures set forth in the Special Event Code. If the City approves the application, the CVB will issue a Special Event Permit. 176
2. Application Fee. Application must be submitted to the Conference & Visitors Bureau within 60 working days prior to the date of the event along with the application fee of $77.00/ $197.00 (if encroachment permit is required) and required insurance. Applications will not be processed or reviewed until application fee has been paid in full. All fees, schedules and permits are subject to change without notice. Late applications may be accepted on a case-by-case basis and are subject to a $58 fee. Acceptance of late applications depend on there being time to process and review the application. Make check payable to: “City of Pismo Beach”.
3. Insurance Requirements. All events must request a Certificate of Liability Insurance policy naming the City of Pismo Beach as additionally insured and an additional Endorsement Certificate with following wording: [The City of Pismo Beach and its employees, officers, elected and appointed officials, agents and volunteers are added as additional insured.] Coverage must be at minimum: Each Occurrence: $1M, Damage to Premises: $100k, Med Exp: $10k, Personal Injury:
$1M, General Aggregate: $2M.
4. Applicants’ Financial Responsibility. By submitting this application, the applicant understands that they will be financially responsible for any City fees or costs that may be imposed for the event.
5. Designee of Organization. If the application is submitted on behalf of an organization, written documentation giving authority to the applicant to sign this application on behalf of the organization by the head of the organization must be supplied.
6. Sales/Vendors. If selling of any sort will be conducted, all vendors must provide and pay for a Special Events Vendor Business Tax License, and insurance certificate if vendor(s) is/are not covered by event organization. All booths and activities will be monitored by the City of Pismo Beach and upon request vendor must provide proof of this license.
7. Display of Special Event Permit. A copy of the Special Event Permit shall be displayed in the special event venue and shall be presented upon demand of any City official. Organizers may not advertise or market their event until final approval of permit.
8. On-site Presence of Event Organizer. The event coordinator or a designated representative is required to be on-site for the duration of the event for coordination and management purposes.
9. Accessibility. It is the event coordinator’s responsibility to comply with all City, County, State and Federal accessibility requirements pertaining to the Americans with Disabilities Act (ADA).
10. Use of City Logos Prohibited Without Authorization. Use of the City Logo, Experience Pismo Beach Logo, or any other City insignia in association with a third-party special event is prohibited. The City Manager’s Office may approve an exception, by explicit written authorization, in cases where the event organizers and City have agreed to an official sponsorship arrangement. Issuance of a Special Event Permit does not constitute such authorization. Unauthorized use of City insignia is subject to prosecution under Pismo Beach Municipal Code.
Questions? If the Applicant has any questions regarding the requirements of the Special Event Code, or this application, a request for clarification should be made to the Conference & Visitors Bureau Office, 805-773-7034, [email protected]. However, no clarification made by the City is binding unless incorporated into the terms of the Special Event Permit. 177
178
SPECIAL EVENT PERMIT APPLICATION
Please return completed application to the Conference & Visitors Bureau (CVB):
[email protected] | 760 Mattie Road, Pismo Beach, CA 93449 Name of Event: _______________________________________________________________________ Location: ____________________________________________________________________________ Date / Days: _______________________________Estimated Number of Participants: _______________ Starting time of event: ______________________ Set-up time of event: _____________________ Ending time of event: _______________________ Take-down time of event: _________________ Organization / Sponsor: ________________________________________________________________ Contact Person(s): _____________________________________________________________________ Address: ______________________________ City: ____________________ State: _____ Zip: ________ Telephone: ___________________ Cell: ___________________ Email: __________________________ Event Description, please include event flyer if available:
____________________________________________________________________________________ ____________________________________________________________________________________ ____________________________________________________________________________________ ____________________________________________________________________________________ ____________________________________________________________________________________ Is this event for a non-profit? _______________________ Or for-profit?_________________________ Name or non-profit organization or business: _______________________________________________ Please include a copy of your 501(c) determination letter from the IRS for non-profit status.
Number of other events by the organizer __________________________________________________ Is this an annual or One-time event ______________________________________________________ Does this event fall on a holiday? ________________________________________________________ Does this event take place during the off-season (Nov – March)? ________________________________ 179
Please explain how this event benefits the residents of Pismo Beach: ____________________________ ____________________________________________________________________________________ ____________________________________________________________________________________ Please explain how this event benefits the business and lodging community of Pismo Beach:
____________________________________________________________________________________ ____________________________________________________________________________________ Please explain how this event benefits the City of Pismo Beach: ________________________________ ____________________________________________________________________________________ ____________________________________________________________________________________ Any additional details that may help the Special Event Committee decide to approve or deny event:
____________________________________________________________________________________ ____________________________________________________________________________________ Facilities: Check all that apply
Beach Plaza
Pier Park
Streets Hall
Parking Lot Chapman Estate
Other
City Services Requested: Check all that apply
Police Public Works
Fire/First Aid Lifeguards
Traffic Control Electricity
Portable Restrooms Dumpsters
Water Gray Water
Banners
Other
Additional Event Requests: Check all that apply
Vendors Food Vendors
Alcohol for sale Alcohol no-charge
Security Guards Amplified Sound
Tents/Pop-Ups
Other
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HOLD HARMLESS AGREEMENT
The undersigned (hereinafter the “applicant”) understands and agrees to be personally responsible for any damage sustained to the grounds, buildings, fixtures, or equipment, as a result of his/her/its use of City property.
The applicant certifies that they have read and agrees to the City’s Special Event procedures, and acknowledges and understands that additional conditions and fees may be imposed or required at the time of the permit issuance.
The applicant shall hold harmless, defend, and indemnify the City of Pismo Beach, its elected officials, officers, employees, agents and volunteers from any damages that may arise as a result of the conduct of the special event for which the permit is being sought. The applicant agrees to defend, protect, indemnify and hold the City of Pismo Beach, its elected officials, officers, employees, agents and volunteers free and harmless from against any and all claims, damages, expenses, loss or liability of any kind or nature whatsoever arising out of or allegedly arising out of, related to, or resulting from the conduct of the permitted event or activity. The applicant shall, at applicant’s own cost, risk and expense, defend any and all claims and all legal actions that may be commenced or filed against the City of Pismo Beach, its elected officials, officers, employees, agents and volunteers, and the applicant shall pay any settlement entered into and shall satisfy any judgment that may be rendered against the City of Pismo Beach, its elected officials, officers, employees, agents and volunteers resulting from the permitted event or activity.
I hereby submit this Application for a Special Event Permit for the event described in this application. _____________________________________ ______________________________ _____________ Applicant Name Applicant Signature Date
____________________
Date
___________________
Date
FOR INTERNAL USE ONLY:
__________________________________
SEC Chairperson
_________________________________
Interim City Manager
_____ Approve Event ______ Deny Event
SEC Comments:
______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ Stipulations for issuing permit:
______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ Reason for denial:
______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ 181
SPECIAL EVENT SCHEDULE OF FEES: EFFECTIVE DATE: JULY 1, 2023 Event Name: ____________________________ Date(s) of Event: _______________________________ ___ Request to Waive City Fees ___ Approved ___ Denied
___ Request to Waive Application Fee ___ Approved ___ Denied _____________________________________________ ___________________________ Jorge Garcia, Interim City Manager Date
Internal Reference Only: SEC items needed to issue permit:
SPECIAL EVENT COSTS CHARGE RATE NUMBER
OF HOURS
ESTIMATED
TOTAL
ACTUAL
HOURS
ACTUAL
TOTAL
APPLICATION FEES ONE TIME FEE
Application Fee $77.00
Application Fee w/ Encroachment Permit $207.00
Late Application Fee (less than 60 days) $58.00
Late Application Fee (Less than 30 days) $310.00
Staff Costs PER HOUR
Public Works Maintenance Worker, Lifeguard,
Fire Fighter, Police Officer, City Staff Worker
Actual Cost of Worker
SPECIAL EQUIPMENT PER HOUR
Use of Electricity
$30.00/day use of one outlet
$50.00/day use of more than
one outlet or larger events
Water (hydrant meter) $5.21/HCF or 748 gallons
City Vehicle (Public Works, Fire, Lifeguard) Cost of Vehicle
OTHER FEES PER HOUR
Pier Plaza Promenade $2,802/event
Parking – Pier Plaza $64/space/day
from 10am – 6pm
Parking – East of Dolliver & Addie Street Lot $1.00/hr, $8.00/day, per space. May vary by season.
Parking – West of Dolliver $2.00/hr, $16.00/day, per
space. May vary by season.
Trash Pick up $65.00
Portable Restrooms Call vendor for pricing
Facility Fees(from facility rental agreement) Determined by location / time Special Event Business License $44.00-$54.00
Barbeque Permit $166.00
Banner Installation (each) $253.00
Event Grand Total
Deposit Collected
Amount Due City
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BEACH EVENT
Please Note: Access for other visitors must not be impeded during event. A Special Event Permit does not grant exclusive use. Available parking is limited, often crowded and not guaranteed. Special Event Permits may be denied during holidays and peak season.
Name of Event: _________________________________________________ Date: _____________ BEACH USE *For surfing events, only the south side of the pier is permitted throughout the event Indicate what section of the beach you will be using:
______ South side of pier _______ North side of pier ______ Other Dates of event: ____________________________ Estimated number of participants: _________________ Starting time of event: ___________________________ Set up time of event: _______________________ Ending time of event: ____________________________ Take down time of event: ___________________ Will the event require City personnel, service or equipment? If so, there may be an additional fee assessed per PISMO BEACH MUNICIPAL CODE PBMC 4.40.070:
_______________________________________________________________________________________ _______________________________________________________________________________________ _______________________________________________________________________________________ Are there any unusual activities associated with this event that should be brought to the attention of the City of Pismo Beach to evaluate this application?
_______________________________________________________________________________________ _______________________________________________________________________________________ Beach Rules: Vehicles are not permitted on the beach. The use of special equipment, such as canopies, arches, chairs, volleyball nets or other decorations will require further review and must be authorized by the City. All trash associated with your special event must be bagged and removed from City property.
Prohibited actsinclude: driving, open flames, sky lanterns, fireworks, smoking, digging, gray or black water dumping.
183
PIER EVENT – ONLY AVAILABLE FOR PUBLIC EVENTS
Please Note: Access for other visitors must not be impeded during event. A Special Event Permit does not grant exclusive use. Special Event Permits may be denied during holidays and peak season.
Name of Event: ____________________________________________________ Date: _____________ PIER USE Open flame fire is prohibited on the pier unless approved by the Fire Dept.
Indicate what section of the pier you will be using:
______ South end of pier ______ North end of Pier
_____ First Diamond ______ Second Diamond
PIER USE Use of generators is prohibited on the pier
Indicate on map to identify all aspects of your event with the general location and name of features:
___Mobile Stage ___ Vendors and Booths ___BBQ or Food Booths ___ Portable Restrooms ___ Tent/Pop-Up ___ Music ___ Sound Systems ___ Electrical Power ___ Alcohol to be sold ___ Other
PIER PARKING LOT:
Applicant will need to pay for parking spaces used. Parking fees will be accessed upon approval of application.
If applicable, describe location of sound amplification equipment and indicate direction of amplification on map. Explicit music is not permitted.
_______________________________________________________________________________________ _______________________________________________________________________________________ Dates of event: ____________________________ Estimated number of participants: _________________ Starting time of event: ___________________________ Set up time of event: _______________________ Ending time of event: ____________________________ Take down time of event: ___________________ Will the event require City personnel, service or equipment? If so, there may be an additional fee assessed per PBMC 4.40.070:
_______________________________________________________________________________________ _______________________________________________________________________________________ _______________________________________________________________________________________ Are there any unusual activities associated with this event that should be brought to the attention of the City of Pismo Beach to evaluate this application?
_______________________________________________________________________________________ _______________________________________________________________________________________ Vehicles are not permitted on the Pismo Beach Pier.
184
PIER PLAZA – ONLY AVAILABLE FOR PUBLIC EVENTS
Please Note: Access for other visitors must not be impeded during event. A Special Event Permit does not grant exclusive use. Special Event Permits may be denied during holidays and peak season.
Name of Event: __________________________________________________________________________ Dates of event: ____________________________ Estimated number of participants: _________________ Starting time of event: ___________________________ Set up time of event: _______________________ Ending time of event: ____________________________ Take down time of event: ___________________ PLAZA FEES:
Applicant will need to pay current fee for use of designated portions of the Pier Plaza from 10am – 6pm, maintaining access for the public. Fee will be accessed upon approval of application.
PLAZA USE
Please describe how you plan to use the Plaza for your event: ______________________________________ _______________________________________________________________________________________ _______________________________________________________________________________________ Indicate on map to identify all aspects of your event with the general location and name of features:
___Mobile Stage ___ Vendors and Booths ___BBQ or Food Booths ___ Portable Restrooms ___ Tent/Pop-Up ___ Music ___ Sound Systems ___ Electrical Power ___ Alcohol to be sold ___ Other
If applicable, describe location of sound amplification equipment and indicate direction of amplification on map. Explicit music is not permitted.
_______________________________________________________________________________________ _______________________________________________________________________________________ Will the event require City personnel, service or equipment? If so, there may be an additional fee assessed per PBMC 4.40.070:
_______________________________________________________________________________________ _______________________________________________________________________________________ _______________________________________________________________________________________ Are there any unusual activities associated with this event that should be brought to the attention of the City of Pismo Beach to evaluate this application?
_______________________________________________________________________________________ _______________________________________________________________________________________ 185
USE OF CITY PARKING LOT FOR EVENT
Please Note: Access for other visitors must not be impeded during event. A Special Event Permit does not grant exclusive use. Special Event Permits may be denied during holidays and peak season.
Applicant will need to pay for parking spaces used. Parking fees will be accessed upon approval of application. Please note: pricing may vary by season and lot.
Name of Event: _________________________________________________ Date: ___________________ Requested lot:
___Pier Parking Lot (115 Spaces) ___Addie Street Parking Lot (104 Spaces) ___South Main Street Parking Lot (27 Spaces) ___North Main Street Parking Lot (98 Spaces) Specific areas to be used or closed. Please include map of areas. _________________________________ ______________________________________________________________________________________ ______________________________________________________________________________________ Include map to identify all aspects of the event with the general location and name of features. ___Electrical Generators ___Vendors and Booths ___Mobile Stage ___Sound Systems ___Comfort Stations ___First Aid Station ___Portable Restrooms ___Electrical Power Sources ___Food Booths ___Entertainment ___Bounce House ___Alcohol to be sold ___Alcohol to be distributed ___Gray Water Date of the event:_________________________ Estimated number of participants: _________________ Starting time of event:____________________________ Set-up time of event: ____________________ Ending time of event: ____________________________ Take-down time of event: _________________ If applicable, describe and show location of sound amplification equipment proposed. Show direction of amplification on map. Explicit music is not permitted.
_______________________________________________________________________________________ _______________________________________________________________________________________ Will the event require City personnel, service or equipment? If so, there may be an additional fee assessed per PBMC 4.40.070:
_______________________________________________________________________________________ _______________________________________________________________________________________ _______________________________________________________________________________________ Are there any unusual activities associated with this event that should be brought to the attention of the City of Pismo Beach to evaluate this application?
_______________________________________________________________________________________ _______________________________________________________________________________________ 186
PARK/HALL EVENT
Please Note: Access for other visitors must not be impeded during event. A Special Event Permit does not grant exclusive use. Special Event Permits may be denied during holidays and peak season.
If you plan to hold your event at a City park or hall, you must contact the Recreation Department to reserve the date and time for your event: (805) 773-7039. A separate application must be turned into the Recreation Department.
Name of Event: _________________________________________________ Date: _________ Park/Hall requested: ____________________________________________________________________ PARK RENTAL: Indicate what section of the park you will be utilizing:
___BBQ & Picnic Area ___Gazebo ___Open Turf Area ___Overlook Area ___Amphitheater DCP Include map to identify all aspects of the event with the general location and name of features. ___Electrical Generators ___Vendors and Booths ___Mobile Stage ___Sound Systems ___Comfort Stations ___First Aid Station ___Portable Restrooms ___Electrical Power ___Food Booths ___Entertainment ___Bounce House ___Alcohol to be sold ___Alcohol to be distributed ___Wedding Ceremony
HALL RENTAL: Check all applicable items:
___Food to be served ___Entertainment ___Wedding ___Sound System ___Alcohol to be sold ___Alcohol to be distributed ___Other Date of the event:_________________________ Estimated number of participants: _________________ Starting time of event:____________________________ Set-up time of event: ____________________ Ending time of event: ____________________________ Take-down time of event: _________________ If applicable, describe and show location of sound amplification equipment proposed. Show direction of amplification on map. Explicit music is not permitted.
_______________________________________________________________________________________ _______________________________________________________________________________________ Will the event require City personnel, service or equipment? If so, there may be an additional fee assessed per PBMC 4.40.070:
_______________________________________________________________________________________
_______________________________________________________________________________________ _______________________________________________________________________________________ Are there any unusual activities associated with this event that should be brought to the attention of the City of Pismo Beach to evaluate this application?
_______________________________________________________________________________________
_______________________________________________________________________________________ 187
STREET CLOSURE EVENT
Please Note: Access for other visitors must not be impeded during event. A Special Event Permit does not grant exclusive use. Special Event Permits may be denied during holidays and peak season.
Any street closures will require a Traffic Control Plan to be submitted and approved by the City Engineer.
Additionally, all events that require street closures must provide notification to local residents and businesses in the form of a postcard, mailed within a two-block radius of event.
Name of Event: _________________________________________________ Date: ___________________ List the names of streets to be closed and include map of closures: _______________________________ ______________________________________________________________________________________ ______________________________________________________________________________________ ______________________________________________________________________________________ Include map to identify all aspects of the event with the general location and name of features. ___Electrical Generators ___Vendors and Booths ___Mobile Stage ___Sound Systems ___Comfort Stations ___First Aid Station ___Portable Restrooms ___Electrical Power Sources ___Food Booths ___Entertainment ___Bounce House ___Alcohol to be sold ___Alcohol to be distributed ___Extra parking ___Gray Water Date of the event:__________________________ Estimated number of participants: _________________ Starting time of event:____________________________ Set-up time of event: _____________________ Ending time of event: _____________________________ Take-down time of event: _________________ If applicable, describe and show location of sound amplification equipment proposed. Show direction of amplification on map. Explicit music is not permitted.
_______________________________________________________________________________________ _______________________________________________________________________________________ Will the event require City personnel, service or equipment? If so, there may be an additional fee assessed per PBMC 4.40.070:
_______________________________________________________________________________________
_______________________________________________________________________________________ _______________________________________________________________________________________ Are there any unusual activities associated with this event that should be brought to the attention of the City of Pismo Beach to evaluate this application?
_______________________________________________________________________________________
_______________________________________________________________________________________ 188
PARADE ON CITY STREETS
Please Note: Access for other visitors must not be impeded during event. A Special Event Permit does not grant exclusive use. Special Event Permits may be denied during holidays and peak season.
Any street closures for a parade will require a Traffic Control Plan to be submitted and approved SEC Committee. Additionally, all events that require street closures must provide notification to local residents and businesses in the form of a postcard, mailed within a two-block radius of event no less than 14 days prior to event date.
Name of Event: _________________________________________________ Date: ___________________ List the names of streets to be closed and include map of closures: _______________________________ ______________________________________________________________________________________ ______________________________________________________________________________________ ______________________________________________________________________________________ Include map to show location of:
The proposed assembly point: Time from: ________________ to: _____________________ The proposed route: Time from: ________________________ to: _____________________ The proposed end-final assembly point: Time from: ___________ to: ___________________ Final clean-up time: ____________________
Total number of entries: ______________________
The number, type and size of floats, vehicles and/or animals: ____________________________________ ______________________________________________________________________________________ ______________________________________________________________________________________ Additional information that may be helpful in approving the event: _______________________________ ______________________________________________________________________________________ ______________________________________________________________________________________ Will the event require City personnel, service or equipment? If so, there may be an additional fee assessed per PBMC 4.40.070:
_______________________________________________________________________________________ _______________________________________________________________________________________ Are there any unusual activities associated with this event that should be brought to the attention of the City of Pismo Beach to evaluate this application?
_______________________________________________________________________________________ *It is required that participants maintain a reasonable distance from each other, not to exceed twice the length of the previous participant.
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RUN/MARATHON ON CITY STREETS
Please Note: Access for other visitors must not be impeded during event. A Special Event Permit does not grant exclusive use. Special Event Permits may be denied during holidays and peak season.
Any street closures will require a Traffic Control Plan to be submitted and approved by the SEC Committee.
Additionally, all events that require street closures must provide notification to local residents and businesses in the form of a postcard, mailed within a two-block radius of event no less than 14 days prior to event date.
Name of Event: _________________________________________________ Date: ___________________ List the names of streets to be closed and include map of closures: ________________________________ _______________________________________________________________________________________ _______________________________________________________________________________________ _______________________________________________________________________________________ Include map to show location of:
The proposed assembly point: Time from: ________________ to: _____________________ The proposed route: Time from: ________________________ to: _____________________ The proposed end-final assembly point: Time from: ___________ to: ___________________ Final clean-up time: ____________________ ___Flyer advertising the event must be attached The number of runners/walkers anticipated by category: _______________________________________ _____________________________________________________________________________________ The estimated spread in runners/walkers (fastest runner vs. slowest walker at the time of max. spread) _____________________________________________________________________________________ _____________________________________________________________________________________ If applicable, describe and show location of sound amplification equipment proposed. Show direction of amplification on map. Explicit music is not permitted.
_______________________________________________________________________________________ _______________________________________________________________________________________ Will the event require City personnel, service or equipment? If so, there may be an additional fee assessed per PBMC 4.40.070:
_______________________________________________________________________________________
_______________________________________________________________________________________ _______________________________________________________________________________________ Are there any unusual activities associated with this event that should be brought to the attention of the City of Pismo Beach to evaluate this application?
_______________________________________________________________________________________
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Listed below are the requirements for events.
Scope:
This standard shall apply to individual tents, temporary structures or membrane structures used as booths for carnivals, street fairs and flea markets.
Permits, approvals and inspections shall be in accordance with the California Code of Regulation Title 19, (Chapter 2), California Fire Code (Section 1002 & Chapter 31, Article 32), California Health & Safety Code (Division 104, Part 7 Chapter 4), CAL FIRE/San Luis Obispo County Fire Department, and the San Luis Obispo County Health Department.
CAL FIRE Pismo Beach Fire Department
BOOTHS/TENTS:
• Sidewalls, drops, and tops of all such structures shall be made of a flame-resistant material or treated with a flame retardant approved by the California State Fire Marshal. If chemically treated, provide sample material to CAL FIRE representative for testing or label or both. • The approved California State Fire Marshal’s label shall be permanently affixed to the structure or a label showing the name, type and applicant of flame retardant materials. • All structures shall be adequately braced and anchored to prevent collapse or causing structure to go airborne.
PORTABLE FIRE EXTINGUISHERS:
• Each vendor will bring a portable fire extinguisher for their space. • Portable fire extinguishers shall be a minimum rating of 2A, 10BC. • Booths/Tents with cooking facilities inside or adjacent to them shall have a fire Extinguisher rating of a minimum 3A, 40BC. If vendor is heating oil the extinguisher will be K Class. If cooking with wood, the extinguisher will be a 2 ½ gal pressurized water and a 2A10BC fire extinguisher. Annual verification of service is required for all fire extinguisher. If fire extinguisher is less than a year old, a copy of invoice or receipt will serve as annual verification of service for first year.
IGNITION SOURCES:
• Smoking, fireworks, open flame or hot objects capable of ignited combustible materials shall not be allowed inside the booths/tent.
• ‘No Smoking’ signs shall be posted.
• Cooking devices with an open flame and barbecues shall be a minimum of 10 feet from any booth/tent and shall be protected from access by the public.
ELECTRICAL & GENERATORS:
• Extension cords shall be of a grounded type and listed for exterior use. 191
• Extension cords shall be unplugged after each daily use. • Extension cords shall not be used in lieu of hardwire. • Use of generators is discouraged.
• Generator shall be a minimum of 10 feet from any booth/tent and shall be protected from access by the public with a fence.
COMPRESSED GAS TANKS:
• LPG and other compressed gas tanks shall be secured in an upright position. • All tanks shall be protected from public access.
• Empty tanks shall be removed on a daily basis.
COOKING AREA LAYOUT:
• A minimum of 6-foot side clear space shall be provided between the cooking space area and the back of the tent.
• A minimum of 18-inch wide clear space shall be provided between the cooking space and the side and rear of the cooking area.
• Cooking & barbecues shall be a minimum of 10 feet from any booth/tent and shall be protected from access by the public.
USE OF LIQUID PETROLEUM GAS:
• Vendors may use Liquefied Petroleum Gas (LPG) in booths/tents as defined above, when the booth/tent is separated from other booths/tents & canopies by at least twenty feet and approved by the San Luis Obispo County Health Department.
• LPG cylinders shall be located outside tents and canopies. • Vendors using LPG or liquid fueled appliances in a tent or canopy will be evaluated on a case by case bases.
BARBECUES:
• Trailer barbecues shall not be located within 10 feet of combustible walls, roofs, or other combustible material.
• Charcoal and LPG gas barbecues may be located in the cooking space, but in other use locations shall not be located within 10 feet of combustible walls, roofs or other combustible material. • Small barbecues and hibachis may be placed on tables in the cooking space if a non-combustible thermal barrier is provided between the barbecue and table. This may be a concrete block underneath the barbecue, as long as the entire area of the barbecue is provided with protection underneath.
EXITS:
• All exits shall provide a minimum width of 72”.
• For an occupancy load of more than 100 people, exits shall require externally or internally illuminated exit signs.
• Guide wires, guy ropes and other support members shall not cross a means of egress at a height less than 8-feet.
• The exits shall have a minimum separation of 1/2 the diagonal floor dimensions. • The location of all emergency exiting shall be indicated by the announcer at the beginning of each show.
SPECIAL APPLIANCES:
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• Warming appliances/steaming trays, electric and solid fuel types, shall be located inside tents. They will be monitored by the event organizers, the County Health Department and CAL FIRE/San Luis Obispo County Fire Department. The intent is that food preparation will occur within the tent. • Deep-fat fryers and other unique appliances for cooking and holding of food until served will be reviewed by CAL FIRE/Pismo Beach Fire Department and are only approved on a case-by-case basis.
A K Class extinguisher within the tent is required.
• If the appliances used would require food preparation to occur outside, the Fire Marshal may evaluate the heat potential of the appliance and approve its use within the tent.
CONTACT LIST:
CAL Fire Pismo Beach Fire Prevention Captain
805.779.1025 - inspection of the tents and BBQ permits
SLO Health Department (Food Vendors) 805.781.5552
State Alcohol Beverage Control 3220 S. Higuera St., Suite 233 San Luis Obispo, CA 93401 805.543.7183
[email protected]
Contact: Leslie Pond
I confirm that I have read, understand and agree to comply with the Cal Fire policies and requirements for vendors at the aforementioned event. I will distribute this information to all vendors associated with the aforementioned event and will hold them accountable to follow these standards. ____________________________________ _________________________________ Name of Event Name of Organizer
____________________________________ _________________________________ Signature Date
Please Note: the Special Event Committee recommends event organizers have all vendors review and sign off on this form, indicating they understand and will comply with the current fire code and standards. 193
City of Pismo Beach Special Events Vendor
Business Tax Information and Application
Every person or company who does business in the city of Pismo Beach is required to purchase an annual business license. This includes vendors who may do business only on selected days. The minimum license tax, which covers sales of up to $25,000 annually, is $20. The business license tax is in addition to the business license application fee of $30, and SB1186 $4 Fee.
One license is good for the twelve months beginning October 1st and ending September 30 of each year, and covers all events in which the vendor may participate during that year. If application is made for business to be conducted after April 1 of any year, the prorated tax is $10, covering events between April 1 and September 30. Special event vendor fees are due for each event.
Each license will carry a statement that the vendor is required, and by accepting the license agrees, to properly report their sales within the city of Pismo Beach to the State Board of Equalization.
This application is for use by vendors with no permanent place of business in the city of Pismo Beach.
NAME OF APPLICANT______________________________________________ TITLE _____________ BUSINESS NAME _________________________________________ PHONE# ____________________ ADDRESS ___________________________________________________________________________ ______________________________________________________________ ZIP __________________ SALES TAX RESALE NUMBER ____________________ TYPE OF BUSINESS ________________________ Number and date of previous Pismo Beach business license:
Number ___________________________________ Date issued ______________________________ Date of expected first sale in Pismo Beach this year _________________________________________ $30.00 Process Fee plus $20 Forsales between Oct 1st and Sept 30th. $4.00 (SB1186)$54.00 Total $30.00 Process Fee plus $10
$30.00 Process Fee plus $10
Forsales between April 1st and Sept
30th. One-Time Event Only
$4.00 (SB1186)$44.00 Total
$4.00 (SB1186)$44.00 Total
I declare under penalty of perjury that this statement has been examined by me and to the best of my knowledge and belief, is a true, correct and complete statement. _____________________________________________________ _______________________________ Signature of applicant Date Signed
Please send completed form and payment to:
Administrative Services Department, 760 Mattie Road Pismo Beach, CA. 93449 Please allow two weeks for processing and mailing of this form. For faster processing, complete the business license application online at http://pismobeach.org/BusinessLicense. 194
GUIDELINES FOR MUSIC/AMPLIFIED SOUND
Please note: Nothing in these guidelines supersedes the City’s Municipal Code. In the event of a conflict between this document and the Municipal Code, the latter will control.
Municipal Code Chapter 9.24. No permit shall be issued for any activity that may violate Chapter 9.24. (9.24.040) The factors that determine whether a Special Event Permit will be issued, and whether a violation of the City’s codes exists, include, but are not limited to the following:
1. The sound level of the noise disturbance;
2. The sound level of the ambient noise;
3. The proximity of the noise to residential and visitor serving sleeping facilities;
4. The nature and zoning of the area within which the noise emanates;
5. The number of persons affected by the noise source;
6. The time of day or night the noise occurs;
7. The duration of the noise and its tonal, informational or musical content;
8. Whether the noise is continuous, recurrent or intermittent;
9. Whether the noise is produced by a commercial or noncommercial activity.
Outdoor Activities: The provisions of this chapter shall not apply to outdoor gatherings, public dances, shows and sporting and entertainment events, provided such events are conducted pursuant to a permit or license issued by the City relative to the staging of the events and are consistent with the permissible times for such activities.
No permit shall be issued for any activity that may violate section 12.20 of the Municipal Code. "Except as permitted by written lease agreement with the City of Pismo Beach or by special events permit it shall be unlawful for any person or organization to sell, offer to sell, rent, offer for rent, or offer in exchange for a donation, goods, wares, merchandise, foodstuffs, refreshments, or other kinds of property or services in the Pier Zone."
GUIDELINES FOR EVENTS WITH ALCOHOL
If you are planning to sell or serve beer or wine at an event, you must obtain a Special Daily License from the California Department of Alcoholic Beverage Control (ABC). This license authorizes temporary sale or serving of beer or wine for consumption on the premises indicated on the license.
You must also complete an Alcohol Use Application from the Pismo Beach Police Department to be submitted with the event application as well as a copy of your Security contract for review.
Please note that the ABC office currently requires at least 10 business days to process requests for permits.
Event organizers should apply for the State ABC License after submitting the Special Event Permit application.
The Pismo Police Department and State ABC representatives will review the applications before permitting.
Guidelines for the sale or serving or alcohol at events:
• Sale for consumption off the premises is strictly prohibited. • Alcoholic beverages cannot be served between 2 am – 6 am. • Sale of beer or wine must be under control of organizers at all times. • There must be a designated closed off location (example: fenced in beer garden) • The legal drinking age is 21 and identification is required from anyone who appears under the age of
30. Proper identification must be issued by a government agency with the name, date of birth, a physical description and a photograph of the person presenting the identification. • Sale or service of beer or wine to anyone who is obviously intoxicated is prohibited. • Food must be provided at events featuring beer and wine. • No outside alcoholic beverages should be allowed at events that feature beer and wine. • Event organizers must provide security at events that feature beer and wine. 195
Please Note: Alcohol Use Applications are required for any event in the City of Pismo Beach where alcohol will be served or sold to a group of 100 people or more or if required by the California State Alcoholic Beverage Commission.
APPLICANT INFORMATION
Date of Application:
Name of Applicant:
Name of Organization:
(Must be Non-profit)
Name of Contact Person:
Contact Address:
Contact Phone 1: Contact Phone 2:
EVENT INFORMATION
Name of Event:
Dates(s) of Event:
Time(s) of Event:
Location of Event:
On Public Property or On Private Property
Request to Sell (check all that apply): Beer Wine Spirits Other:
Will alcohol be sold on premises?: Yes No
Will alcohol be served free of charge?: Yes* No *(if “Yes” indicate type of alcohol served below) Request to Serve (check all that apply): Beer Wine Spirits Other:
Number of People Attending (approx.):
Number of Security Guards (1 per 100):
Name of Security Company hired:
(Attach contract or Guard Card to application)
Will event host the following activities?: Dancing Live Entertainment If live entertainment, name of provider:
Is event being catered?: Yes No
If catered, name of catering service:
CITY APPROVAL GRANTED, SUBJECT TO THE FOLLOWING CONDITIONS:
1. Beverage containers shall be non-breakable and disposable.
2. All alcoholic beverages are to remain in the designated area. Individuals found in areas of public access with alcohol will be subject to citations for violation of Municipal Code 9.44.010.
3. All sales of alcoholic beverages shall stop 30 minutes prior to close of event.
4. Additional conditions:____________________________________________________ APPROVAL/SIGNATURE FROM THE CHIEF OF POLICE REQUIRED ON ALL APPLICATIONS: APPROVED DENIED _________________________________________________ _______________________ Chief of Police Date PBPD FORM # 4
Pismo Beach Police Department
1000 Bello Street Phone: (805) 773-7029
Pismo Beach, CA 93449 Fax: (805) 773-7023
ALCOHOL USE APPLICATION
196
197
198
CITY OF PISMO BEACH SPECIAL EVENTS ACCESSIBILITY PROGRAM Event plans must comply with all city, county, state and federal disability access laws and regulations applicable to your proposed event activities. If an area is not accessible, an alternate area must be provided with the same activities that are in the inaccessible areas.
Paths of Travel/Accessible Routes
• Your event should include accessible routes throughout your event venue, including parking areas and passenger loading and unloading zones.
• Accessible routes must be a minimum of 48” in width, not including the curb. • Temporary ramps that do not exceed an 8.33% grade may be required to provide an accessible route and should be used when elevation changes more than ½ ” vertical or ½” beveled. • Cable ramps or rubberized mats should be used to cover all cords, wires, hoses, etc. located within a path of travel.
• An alternate path of travel is required when the public right-of-way is obstructed. • If an alternate path of travel is provided, signage designating the alternate travel path should be placed in readily visible locations.
• The alternate path of travel should be parallel to the disrupted pedestrian access route where possible. • An alternate path of travel should have no protrusions up to a height of 80”, including scaffolding and scaffolding braces.
• If the alternate path of travel is adjacent to a potentially hazardous condition, the path should be protected with a barricade or other safety equipment.
Accessible Parking/Transportation
• It is recommended that you replace similar parking in the same amount in another location on an accessible path of travel if your event venue, including production and other staff areas, displaces existing designated accessible parking areas.
• Provide accessible parking if designated parking areas are provided for an event. • If designated parking areas are not provided for your event, you should provide, at minimum, one accessible passenger loading and unloading zone marked with the international symbol for accessibility. • Place accessible parking areas as close to the event venue as possible. • Include accessible parking for any VIP or other specifically designated parking areas such as limo and taxi zones.
• Evaluate the need to provide additional accessible parking beyond that required due to the displacement of designated spaces and areas.
• Accessible vehicles must be included in your transportation plan if a shuttle program supports your event.
• Use accessible public transportation in your event plans whenever possible. • Provide training and informational materials for your event staff and volunteers regarding accessible parking and transportation.
Accessible Restrooms/Sinks
• The portable restroom must have an accessible entrance. It is common to see a portable restroom that is marked as an accessible unit only to have a 6 inch rise or step to enter the restroom. In some cases a regular portable restroom may have an ISA (International Symbol of Accessibility) applied to the outside entrance to the portable restroom, and the restroom in actuality is not accessible. • It is important that vendors state in writing that the portable restroom is accessible with federal and state accessibility codes.
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• In any location where multiple restrooms are provided, at least one unit must be accessible. • If only one restroom is placed in a location, it must be accessible. • In any location where multiple sinks or hand sanitizing units are provided, at least one unit must be accessible.
• If only one sink or hand-sanitizing unit is placed in a location, it must be accessible. • An accessible route to each portable restroom and sink or hand-sanitizing unit must be provided.
Accessible Booths/Service Counters
• An accessible route to all booth and/or service counter areas should be provided. • Booths and/or service counters should be no more than 34” in height and must be 36” or greater in width.
• Accessible Staging/Seating
• If the public has access to the stage at your event, it must be accessible using a ramp and/or lift and handrails.
• If you provide designated seating on a stage or within your venue, you must provide accessible seating and companion seating in the designated seating areas.
Accessible Communication
• Be prepared to provide event information in alternative formats, sign language interpretation, and assistive listening devices if requested.
• Signage should consist of high contrasting colors and should be placed Signage should consist of high contrasting colors and should be placed in visible locations. • Plan to provide training and informational material regarding accessibility to your event staff and volunteers.
• Use the international symbol of accessibility where applicable throughout your event venue. 200
Entire Beach Use Map
201
Beach Use Map
202
Pier Use Map
Note the north side of the first diamond is not available for use for events. 203
Dinosaur Caves Park Use Map
204
South Main Street Parking Lot
205
City of Pismo Beach Street Map
206
Addie Parking Lot
207
Pier Parking Lot and Plaza
208
SPECIAL EVENT PERMIT
GUIDE & APPLICATION
City of Goleta
Neighborhood Services & Public Safety Department
130 Cremona Drive, Suite B | Goleta, Ca 93117
(805) 961-7500 • www.cityofgoleta.org
July 2018
Attachment E
209
City of Goleta
Special Event Permit Guide
Any special event, race, festival, etc., that is held on public property or effects the public right of way requires a Special Event Permit. A Special Event Permit is required if an event meets any of the following criteria:
• An organized formation, parade, procession, race, marathon or assembly of one hundred (100) participants or more (including people, animals, vehicles or any combination thereof) that assemble or travel in unison on any public street, highway, alley, sidewalk or other public right of way. • An organized formation, parade, procession or assembly which either (1) may impede, obstruct, impair or interfere with free use of a public street, highway, alley, sidewalk or other public right of way owned, controlled or maintained by the City, or (2) does not comply with normal or usual traffic regulations or controls.
• An outdoor activity of a group of more than one hundred (100) people on City owned, controlled, or maintained property (i.e. Stow House, Goleta Valley Community Center and City parks and open spaces) where a standard picnic shelter reservation or facilities use permit has not been granted.
• An activity on public property that could reasonably be expected to require provision of public safety services.
• An activity on public property that involves placement of a temporary structure (i.e. tent, canopy, tables, stages, bleachers), if that placement requires a permit from the County Fire Department or the City's Building Department.
PERMIT FEES:
$360 – General Use
$114 – Non-Profit & School Use (must provide proof of non-profit status) Other fees may apply, as applicable, including but not limited to:
Traffic Control Plan Review (may also include a 15% surcharge) Road Closure Permit Fee (if applicable)
Sheriff’s Services (an advance deposit may be required) Cleaning deposit (a refundable deposit may be required) 210
INSTRUCTIONS:
Submit a complete, signed application, including insurance certificates, fees and all required documents at least thirty (30) days before the scheduled event. Submit cash or check to City Hall with application.
City of Goleta
130 Cremona Drive, Suite B
Goleta CA 93117
(805) 961-7500
Lobby hours are Monday thru Thursday, 8AM – 5PM
Failure to submit a complete application may result in denial of the permit or delay of the event.
Forms are available on the City's website at www.cityofgoleta.org.
STANDARD APPLICATION CHECKLIST:
Special Event Application
Standard Indemnification and Insurance Agreement for Special Events Certificate of Liability Insurance (minimum $1M general liability) Additional Insured Endorsement (naming City of Goleta as additional insured)
Site Map / Route Map (Event location and setup plan) and/or (Course Route showing all streets along the route)
Fee payment (cash, check, credit card* - Visa, MasterCard, Discover only; *includes a $3 convenience fee for every $150)
ADDITIONAL REQUIREMENTS (if applicable):
Special Use Indemnification Agreement (hold harmless agreement for use by caterers, exhibitors and vendors)
Conditions of Approval for Races using City Streets (if footrace, walk/run or cycling event)
Traffic Control Plan (including volunteer locations)
Alcohol Beverage Permission and ABC Permit (for events with beer, wine or alcoholic beverages)
County Health Permit (for events with food or beverages) Affidavit of Posting (if required to notify residents of special event) 211
Questions & Answers
Q. What is a special event?
A. Any public or private gathering of 100 or more that is held on public property or affects the public right of way. Any event that may require traffic control or the services of Sheriff's and/or safety personnel, or that may generate loud music, noise, create a disturbance, or be considered a public nuisance.
Q. Do I need a special event permit?
A. Permits are needed for special events on public property such as city streets, sidewalks, right-of-ways, beaches, lakes, parks, preserves and open spaces within the City of Goleta, including events entering City boundaries that originate elsewhere. For long distance events such as foot races and cycling, a permit is required from each city and county along the route. Any event that is held entirely on private property, such as a business location or private school, and does not affect the public right of way does not require a special event permit.
Q. Why is a special event permit required?
A. Public health and safety is a top priority for the City of Goleta. It cannot risk the potential injuries of participants nor the general public’s safety due to poor planning. The application is screened for potentially dangerous or unsafe conditions, which allows the City to address problems before they arise, such as the need for traffic or crowd control. Events on city streets require a route map for proper planning and the Sheriff’s Dept. patrols events for compliance with traffic laws and rules. Insurance requirements protect the City as well as the event organizers and sponsors.
Q. What is the cost of the permit and what is the fee used for? A. Each general use permit fee is $360.00. Non-profit & school use permits are $114.00 and require proof of status. Nonprofit organizations must provide a copy of their 501(c)3 Certificate. Permit fees are used to cover administrative costs to review and process the application. The approval process includes a risk assessment and insurance review.
Q. What is the refund policy for cancelled events?
A. Permit fees are non-refundable for cancellations less than one month prior to the scheduled event. Refund requests must be made in writing and are subject to the approval of the Public Works Department Director. The City of Goleta is not responsible for incidental damages, losses or costs due to cancelled events.
Q. Are other permits required for serving food and alcohol? A. Yes – A County Health Permit is required if you plan to prepare, sell or serve food and/or beverages to the public.
Information and forms for selling food at special events can be found at www.sbcphd.org/ehs or by calling (805) 681-4900.
An ABC Permit is required if you intend to sell or give away any alcoholic beverage. Application forms and information for selling alcohol at special events can be found at www.abc.ca.gov/forms/pdflist.html or by calling (805) 289-0100. These applications must be submitted with the special event application and become part of the conditions of the special event permit. In addition, Permission to Sell Beer and/or Wine on City of Goleta Park Property must be approved by the Public Works Director and attached to the ABC application. This form is available on the City’s website at www.cityofgoleta.org.
Q. Can volunteers be used for traffic and crowd control? A. In many cases volunteers can be used for crowd control. However traffic control requires specialized training and it is up to the Sheriff’s Dept. to determine if their services are required. Before any special event permit application is approved the Sheriff’s Dept. must confirm traffic control plans. Traffic control is the responsibility of the event organizer. Contact the Sheriff’s Office at (805) 681-4100 at least 30 days before the event to determine if traffic control is required for the event.
Q. What if Police or Sheriff’s Dept. services are required? A. Based on the application and the organization’s history of past events, the Sheriff’s Dept. or City Traffic Liaison will determine if their services are required for traffic or crowd control. Since off-duty officers cover special events an estimate is made of the number of personnel hours required and a minimum deposit for their overtime must be paid before the application can be processed. If the event requires additional services beyond the estimated amount, the event organizer will be billed for the remaining balance. Refunds will be made on deposits in excess of the actual Sheriff's fees.
Q. When is the application due and how will I know if my event is approved? A. The complete signed application is due at least thirty (30) days before the scheduled event. After the application is approved you will receive a copy of the final permit, usually at least one week before the event. If there is a problem with the application you will be notified by phone or email. NOTE: Many organizers submit their application several months ahead of time for proper planning, and to make sure their event runs smoothly.
Q. Who can I contact for additional information regarding special events? A. Please call the City of Goleta, Public Works Dept., Special Events Coordinator at (805) 961-7578 if you have any questions or concerns.
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CITY OF GOLETA
SPECIAL EVENT APPLICATION
130 Cremona Drive, Suite B
Goleta, CA 93117 (805) 961-7500 • www.cityofgoleta.org
Type of Event: Festival Parade Fundraiser Sporting Event Marathon
Triathlon Cycling Walk/Run Other
Name of Event:
Sponsor/Organization: ______
Name Phone
Applicant Name:
Name Phone
Address Email
Event Description (attach site map):
Event Date: _______ Start Time: To:
Assemble Time: _ Place: ____________________________________________ Disassemble Time: _ Place: _____
Estimated Number of Participants:
Type and quantity of vehicles, animals, structures, and/or equipment on site:
Will any food or beverage be sold at the event? Yes No If yes, what are you selling?
County Health Permit - If you intend to prepare, sell or serve food and/or beverages to the public, a temporary food facility permit will be required prior to your event. This “health” permit is required whether you are serving food prepared on-site or food already pre-packaged. The application for a temporary food facility permit can be obtained through the County of Santa Barbara’s Environmental Health Services Department (County Health) at (805) 681-4900 or on their website at www.sbcphd.org/ehs.
Will alcohol be included in your event? Yes No
SPECIAL EVENT PERMIT FEES*
GENERAL USE PERMIT
(each permit application) $360.00
NON-PROFIT & SCHOOL USE
(requires proof of status) $114.00
*Payment is due upon submittal of application
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A.B.C Permit - If you intend to sell alcohol, charge an entrance fee, fundraise, raffle, seek donations or the general public is invited/allowed to your event you will need an ABC license. Permission to Sell Beer and/or Wine on City of Goleta Park Property and an ABC-221 “one day permit” form must be completed and submitted to the City of Goleta, Code Enforcement Officer for initial approval. After City approval the applicant must obtain approval by the Alcohol Beverage Control Department. The nearest ABC office is located at 1000 S. Hill Road Suite 310, Ventura, CA 93003, (805) 289-0100. An ABC-221 application can be obtained on the ABC website at www.abc.ca.gov/forms/pdflist.html. The City of Goleta reserves the right to place conditions on the ABC permit including but not limited to hours or operation, required security and number of attendees.
Will this event cause any disturbance, noise or traffic congestion in the vicinity or surrounding area of the proposed event? Yes No
If yes, please explain and list control measures:
Support Requests: Traffic Crowd Control Street Closure Other Location & Time:
Support Requests: Traffic Crowd Control Street Closure Other Location & Time:
Support Requests: Traffic Crowd Control Street Closure Other Location & Time:
Support Requests: Traffic Crowd Control Street Closure Other Location & Time:
Route Map Attached: Yes No N/A Route to be traveled:
_________________________________________________________________________________ Traffic Control Plan Attached: Yes No N/A Plans for traffic control:
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SPECIAL EVENT PERMIT FEES*
GENERAL USE PERMIT (each permit application) $360.00
NON-PROFIT & SCHOOL USE (requires proof of status) $114.00 *Payment is due upon submittal of application
Certificate of Insurance Attached: Yes No
INSURANCE REQUIREMENTS:
Certificate of Insurance for General Liability coverage shall be no less than $1,000,000 million per occurrence and $2,000,000 general aggregate. This coverage amount may change dependent on the risk activities associated with your event. Insurance is subject to approval by the City’s Risk Manager or their designee. Policy shall also contain a provision that no termination, cancellation, or change of coverage for the insured or additional insured shall take effect without thirty (30) days’ notice in writing to the City of Goleta. Upon receipt of such notice, permit status shall be re-evaluated. Additional insurance requirements are included in the attached Standard Indemnification and Insurance Agreement for Special Events. Certificate of Insurance and Additional Insured Endorsement are due upon submittal of special event application.
Applicant Signature: Date:
Print Name: ___________________________________________
OFFICE USE ONLY
FEE PAID: $ CHECK #: CASH
RECEIPT #: DATE:
CERTIFICATE OF INSURANCE APPROVED YES NO
INDEMNIFICATION AGREEMENT SIGNED YES NO
APPROVED BY
_________ ___________________________________
Neighborhood Services & Public Safety Director SBSO Sergeant ___ _________ ___________
Date Date
_________ ___________________________________
Public Works Director Deputy City Manager
_________ ___________________________________
Date Date
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CITY OF GOLETA
STANDARD INDEMNIFICATION AND INSURANCE
AGREEMENT FOR SPECIAL EVENTS
EVENT NAME: EVENT DATE:
SPONSOR/ORGANIZATION:
EVENT REPRESENTATIVE:
INDEMNIFICATION
THE ABOVE NAMED EVENT SPONSOR, SHALL DEFEND, INDEMNIFY AND HOLD HARMLESS THE CITY OF GOLETA (CITY), ITS OFFICERS, AGENTS AND EMPLOYEES FROM ANY AND ALL CLAIMS, DEMANDS, DAMAGES, COSTS,
EXPENSES (INCLUDING ATTORNEY'S FEES), JUDGMENTS OR LIABILITIES ARISING OUT OF THIS AGREEMENT OR OCCASIONED BY THE PERFORMANCE OR ATTEMPTED PERFORMANCE OF THE PROVISIONS HEREOF;
INCLUDING, BUT NOT LIMITED TO, ANY ACT OR OMISSION TO ACT ON THE PART OF THE EVENT SPONSOR OR THEIR AGENTS OR EMPLOYEES OR OTHER INDEPENDENT CONTRACTORS DIRECTLY RESPONSIBLE TO HIM;
EXCEPT THOSE CLAIMS, DEMANDS, DAMAGES, COSTS, EXPENSES (INCLUDING REASONABLE ATTORNEY'S
FEES), JUDGMENTS OR LIABILITIES RESULTING SOLELY FROM THE NEGLIGENCE OR WILLFUL MISCONDUCT OF THE CITY.
EVENT REPRESENTATIVE SHALL NOTIFY CITY IMMEDIATELY IN THE EVENT OF ANY ACCIDENT OR INJURY ARISING OUT OF OR IN CONNECTION WITH THIS AGREEMENT.
INSURANCE
WITHOUT LIMITING EVENT SPONSOR’S INDEMNIFICATION OF CITY, AND PRIOR TO COMMENCEMENT OF SPECIAL
EVENT, EVENT SPONSOR SHALL OBTAIN, PROVIDE, AND MAINTAIN AT ITS OWN EXPENSE DURING THE TERM OF THIS AGREEMENT LIABILITY INSURANCE OF THE TYPES AND AMOUNTS DESCRIBED HEREIN.
CERTIFICATION OF ALL REQUIRED POLICIES SHALL BE SIGNED BY A PERSON AUTHORIZED BY THAT INSURER TO
BIND COVERAGE ON ITS BEHALF AND MUST BE FILED WITH CITY PRIOR TO EXERCISING ANY RIGHT OR COMMENCEMENT OF SPECIAL EVENT PURSUANT TO THIS AGREEMENT.
ALL INSURANCE POLICIES, INCLUDING ORIGINAL ENDORSEMENTS SHALL BE ISSUED BY AN INSURANCE COMPANY CERTIFIED TO DO BUSINESS IN THE STATE OF CALIFORNIA, WITH A.M. BEST RATING NO LESS THAN AAND FINANCIAL STRENGTH NO LESS THAN VII. COVERAGE AMOUNTS BELOW MAY INCREASE IF HIGHER RISK ACTIVITIES ARE ASSOCIATED WITH YOUR EVENT. INSURANCE SHALL INCLUDE THE FOLLOWING (OR BROADER) COVERAGE:
A. CERTIFICATE OF INSURANCE FOR GENERAL LIABILITY NO LESS THAN $1,000,000 PER OCCURRENCE AND 2,000,000 GENERAL AGGREGATE.
B. AUTOMOBILE LIABILITY AND PROPERTY INSURANCE COVERING ANY OWNED AND RENTED VEHICLES OF EVENT SPONSOR NO LESS THAN $1,000,000 COMBINED SINGLE LIMIT PER ACCIDENT.
ALL POLICIES, SHALL ADD CITY, ITS ELECTED OFFICIALS, OFFICERS, AGENTS, REPRESENTATIVES AND EMPLOYEES AS ADDITIONAL INSURED FOR ALL LIABILITY ARISING FROM SPECIAL EVENT AS DESCRIBED HEREIN.
SAID POLICIES SHALL ALSO BE ENDORSED TO STATE THAT COVERAGE SHALL NOT BE CANCELED WITHOUT THIRTY (30) DAYS’ PRIOR NOTICE IN WRITING TO THE CITY. EVENT SPONSOR SHALL GIVE CITY PROMPT AND TIMELY NOTICE OF CLAIM MADE OR SUIT INSTITUTED ARISING OUT OF SPECIAL EVENT HEREUNDER. 216
EVENT SPONSOR AGREES THAT IN THE EVENT OF LOSS DUE TO ANY OF THE PERILS FOR WHICH IT AGREED TO
PROVIDE GENERAL AND AUTOMOBILE LIABILITY INSURANCE, THAT EVENT SPONSOR SHALL LOOK SOLELY TO ITS INSURANCE FOR RECOVERY. EVENT SPONSOR HEREBY GRANTS TO CITY, ON BEHALF OF ANY INSURER
PROVIDING GENERAL AND AUTOMOBILE LIABILITY INSURANCE TO EITHER EVENT SPONSOR OR CITY WITH
RESPECT TO THE SPECIAL EVENT HEREIN, A WAIVER OF ANY RIGHT OF SUBROGATION WHICH ANY SUCH INSURER MAY ACQUIRE AGAINST CITY BY VIRTUE OF THE PAYMENT OF ANY LOSS UNDER SUCH INSURANCE.
MAINTENANCE OF INSURANCE BY THE EVENT SPONSOR AS SPECIFIED IN THIS AGREEMENT SHALL IN NO WAY
BE INTERPRETED AS RELIEVING THE EVENT SPONSOR OF ANY RESPONSIBILITY WHATSOEVER AND THE EVENT SPONSOR MAY CARRY, AT ITS OWN EXPENSE, SUCH ADDITIONAL INSURANCE AS IT DEEMS NECESSARY.
EVENT SPONSOR SHALL SUBMIT TO THE OFFICE OF THE DESIGNATED CITY REPRESENTATIVE CERTIFICATE(S)
OF INSURANCE AND ENDORSEMENTS DOCUMENTING THE REQUIRED INSURANCE AS SPECIFIED ABOVE, PRIOR TO THIS AGREEMENT BECOMING EFFECTIVE. THE APPROVAL OF INSURANCE SHALL NEITHER RELIEVE NOR DECREASE THE LIABILITY OF THE SPONSOR.
A SIGNED COPY OF THIS AGREEMENT SHALL BE SUBMITTED TO THE CITY AT THE BELOW ADDRESS NO LESS THAN THIRTY (30) DAYS PRIOR TO THE EVENT FOR WHICH PERMISSION IS REQUESTED:
CITY OF GOLETA
NEIGHBORHOOD SERVICES AND PUBLIC SAFETY DEPARTMENT
130 CREMONA DRIVE, SUITE B
GOLETA, CALIFORNIA, 93117
_________________________________________ __________________
EVENT REPRESENTATIVE SIGNATURE DATE
DEPUTY CITY MANAGER DATE
217
SPECIAL EVENT APPLICATION
CONDITIONS OF APPROVAL FOR RACES USING CITY STREETS
1. This permit for use of the public rights of way for the subject event is not intended to provide participants with any guarantee of safety in completing the proposed activity. Event participants shall be responsible for their own safety in using the public rights of way.
2. The Event Sponsor shall submit a route plan to the City for review and approval prior to permit issuance.
Said plan shall identify all traffic control measures necessary for the safe implementation of the proposed event.
3. All event participants shall sign written acknowledgment that they do not have exclusive use of City roads, the California Vehicle Code must be complied with, and that due caution must be exercised.
4. No City Street or lane closures shall be allowed unless approved in advance and in writing by the Public Works Director.
5. The Event Sponsor shall conduct a pre-event briefing for all event monitors. The Event Sponsor shall explain the conditions of this permit to all event monitors and shall instruct monitors that no vehicle entering or operating on the event route shall be unreasonably impeded.
6. All monitors shall wear orange vests.
7. The Event Sponsor shall provide written notification of any approved street or lane closure to each resident and property owner affected by the closure 72 hours in advance of this event.
8. All opposition to the event received by the Event Sponsor shall be transmitted to the City of Goleta, Public Works Dept., 130 Cremona Drive, Suite B, Goleta, California, 93117.
9. All approved road closures shall be made using "Type II" street barricades, as shown in the Caltrans Manual of Traffic Controls.
10. Vendors who can supply special event signage and barricades in the City of Goleta include:
Highway Technologies -- #800/877-6696
Total Barricade Service -- #805/485-0345
Traffic Control Service -- #800/222-8274
RP Barricade -- #805/499-6605
11. The Event Sponsor shall place barricades at all conflict points along the event route in such a manner as to allow emergency vehicles to enter if necessary.
12. Monitors shall be posted at barricaded conflict points throughout the event.
13. Barricades may be installed one half hour prior to the beginning of the event and must be removed immediately upon completion of the event.
14. Unsatisfactory conduct by event monitors, promoters or sponsors is grounds for revocation of this permit and/or denial of future permits.
15. The Event Sponsor shall notify the Sheriff's Department at 681-4100 no less than 72 hours prior to the event.
The Event Sponsor shall comply with their recommendations. 218
16. Use of State highways is contingent upon approval from the California Department of Transportation (Caltrans). The Event Sponsor shall notify Caltrans regarding the use of any State highway. This permit covers City roads only. Other jurisdictions may have additional conditions.
17. The Event Sponsor shall be responsible for the provision of all barricades, vests and other equipment needed to fulfill these conditions.
18. The Event Sponsor shall comply with the attached insurance agreement. The agreement shall be signed by the Sponsor or an authorized representative thereof and returned to the Goleta City Public Works Department prior to this permit issuance.
19. Upon completion of this event, the Event Sponsor shall return the road right-of-way to its pre-event condition.
This includes collecting and disposing of all trash and debris, and removing all posters and markings on paved surfaces. The use of spray paint or other permanent marking material is prohibited.
20. All traffic controls shall be provided by the Event Sponsor to the satisfaction of the Public Works Department.
21. The Event Sponsor shall notify the local media of delays, closures and detours pursuant to this agreement.
22. Signs notifying motorists of approved road closures and detours shall be in conformance with the Caltrans Traffic Manual.
a. The Event Sponsor shall warn participants of areas of the course which may be wet or muddy due to recent rains. Appropriate warning signs shall be placed by the Event Sponsor at such wet or muddy areas that may not otherwise be visible to participants well in advance.
23. The Event Sponsor shall contact the California Highway Patrol and all their conditions and recommendations shall be complied with.
24. Monitors shall be placed at strategic locations along the event route to ensure participants' compliance with the California Vehicle Code.
25. Barricade monitors shall inform each motorist wishing to cross or enter the event route that the road has been closed by the Public Works Department. If the motorist states that he/she has legitimate business within the closed area, no further effort to prevent the motorist from entering shall be made. The monitor shall advise the motorist to use extreme caution within the event area.
26. Monitors interrupting traffic shall be courteous to all motorists and explain the reason for the delay. Delays shall not be allowed to exceed two minutes in duration.
27. The City of Goleta makes no warranty, express or implied, as to the suitability of any roadway, bikeway or sidewalk for the event proposed. Not all City facilities were designed for use by specialized equipment such as delicate road racing bicycles. Additionally, many City transportation facilities have incurred storm-related damage and cannot be repaired until additional funding is available.
28. It is the responsibility of the Event Sponsor to inspect the physical condition and determine the suitability of the event route.
I agree to comply with the above mentioned special conditions.
Event Sponsor, Signature Date
Print Name, Position
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City of Goleta
Public Works Dept. - Parks & Open Spaces Div.
130 Cremona Dr., Suite B, Goleta, CA 93117-5514
Telephone: 805.961.7500
(Office Hours: 8:00 am – 5:00 pm Mon. – Thurs., Closed - Friday)
INDEMNIFICATION AGREEMENT
Special Use / Caterer: Goleta Business License #_______________ Reservation #_______________ ______________________________________________________________________________ Applicant's Name (Please Type or Print Clearly)
______________________________________________________________________________ Representing (Organization/Individual)
______________________________________________________________________________ Applicant's Address (Street, City, State & Zip)
Phone Number: ____________________________ FAX Number: ____________________ Is authorized by this agreement with the City of Goleta to perform the following Activity:
_____________________________________________________________________________________________ _____________________________________________________________________________________________ (Description of Activity)
and is authorized to enter and be upon property of the City of Goleta in connection with the activity stated above, which property is: _______________________________________________________________________ Name of Park or Facility & Area Number at this location: Goleta, California 93117 Location Description of Park or Facility The undersigned does hereby accept the condition of the City property described above as is and agrees to defend, indemnify and hold harmless the City of Goleta, their officers, agents and employees from all liabilities, claims or losses for personal injury (including death) or property damage arising from the activity described above. The undersigned further agrees to hold harmless the City of Goleta, its officers, agents, and employees from any liabilities, claims, or losses arising from the use of the aforementioned property and/or Applicant's personnel or property connected in any way with the activity above.
The undersigned agrees to repair, replace or repay the City of Goleta for any damage to the City property in connection with said activity. This agreement shall be binding upon the above named individual, organization or company, their heirs, successors or assigns.
This permit is valid on the following Date/Time: / 8:00 AM - Sundown ______________________________________
Applicant's Signature
______________________________________
Approved By: Date Signed
____________________________________________________
Paul Medel, Public Works Manager Date Signed
City of Goleta Date Stamp
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1 City of Buellton
Special Event Permit Application
It is the City’s desire that all groups and individuals who would like to stage a special event which utilizes public facilities (medians, streets, sidewalks, parks etc.) and has a significant impact on the community be able to do so in a manner which assures both the safety of the public and the success of the event. An application and agreement process has been set in place to achieve these goals.
Special Events FAQs
Q: Who needs to complete a Special Events Application?
A: Any group or individual who would like to put on an event that will 1) utilize public facilities (e.g., medians, streets, sidewalks, parks, etc.) and/or 2) have a significant impact on the community. For example, a street festival or parade on the Avenue of Flags or its landscaped medians would require a Special Events Application. A private party at River View Park would not (there is a simple form for group picnic area reservations at the Park on the City website).
Q: How far ahead of time does an event sponsor need to complete a Special Event Permit Application?
A: A Special Event Permit Application must be submitted at least 45 days before the event (movie film crews may be allowed to apply for a permit on shorter notice). Each application is reviewed on a case-bycase basis by multiple departments within the City to determine the need for security, traffic management, waste disposal, and other considerations that accompany special events. During this time, a City representative will work with the sponsor to address any concerns regarding the event and to obtain compliance with any conditions the City may require in order to permit the event.
Q: Is there a fee associated with the Special Events Application? A: There is a $100 fee to process your Special Events Application, and there are costs associated with putting on a special event that are the responsibility of the event sponsor. All events are required to carry a minimum of one million dollars ($1,000,000) liability insurance naming the City as additionally insured for the entirety of time City property is being used, including set up and clean up. All events with over 50 people in attendance are required to provide a damage deposit of $500 to the City. Additional costs depend on the size and scope of the event and services required (these will be detailed in the application). For example, if the event requires Sheriff’s involvement for traffic control, etc. a deposit in the amount of $2,500 will be required.
Q: When will the event be approved and when can it be publicized? A: After the City has reviewed the Application and addressed any concerns regarding the event, an official Special Event Permit will be issued. Then, and only then, is the event approved. This document will permit the event as described in the Application and may include conditions of approval depending on its size and scope. Only after the Special Event Permit has been issued should publicizing of the event occur.
Q: Is there a limit on the number or size of special events at River View Park? A: Yes, the limits on the number or size of special events at River View Park are as follows:
Up to 1 event per year of 2500-3000 attendees
Up to 4 events per year of 1000-2500 attendees
Up to 5 events per year of under 1000 attendees
Q: Are there any restrictions on the frequency of Special Events? A: The City requires a minimum of two weeks between Special Events. Please check with the Planning Department as to the availability of your proposed date.
Attachment F
221
2 SPECIAL EVENT PERMIT APPLICATION
NOTE: These permit rules are in addition to Buellton Municipal Code Chapter 12.24 Median Strips in Avenue of Flags and Chapter 12.28 Park and Recreational Facilities.
Event Title ________________
Event Sponsor (Group or individual) ________________________ Event Organizer (This is the person responsible for organizing the event and is authorized to make all decisions related to the event and the Application process.) Name__________________ Phone_______________ E-mail __________________________ Street Address_________________________________________________________________ City___________________ State _____ ZIP ______________ Fax ______________________ Additional cell # for day of event________ alternate contact name/phone__________________ Event Type (you may check more than one)
Auto Show
Athletic Event
Concert/Performance
Farmers/Outdoor Market
Festival/Celebration
Parade
Other ________________
Event Description and Location (briefly describe the event and where it is to take place) Event Date/Time
Date(s) of event ____________________
Start Time (including set up)___________Stop Time (including clean up)__________ (If it is a multi-day event, please include start and stop times for each day) Event Estimated Attendance (per day, if more than one day)_____________________ 222
3 Event Checklist
Please use the following checklist to provide the City with more detailed information about the proposed event and to refine the event plan. For each item checked, please include the appropriate information; attach additional sheets if necessary. Event Site Plan (Clearly draw the proposed layout of the event on the map provided. Be sure to show the locations of any street closure requests, portable structures, vendor booths, first aid facilities, barricades, show vehicles or animals, signs/banners, and any other information that will better assist the City in reviewing the activities associated with the event.)
Admission Fees (Are entry or participant fees required? Please describe.) Parade (See parade route map provided. All parades will require a traffic management plan approved by the Sheriff’s Department)
Race (Will the event feature an organized run, walk, or bicycle race? Please describe.) Portable Restrooms (Portable restrooms may be required if the event will last longer than one hour and if permanent restrooms are not available on site. One chemical toilet for every 250 people in attendance is recommended with at least 10% of toilets ADA accessible. How many portable toilets will the sponsor provide? Where? Please describe.) Parking (Will your event require off-site parking? Please describe where.) ___________________________________________________________________________ Trash/Recycling (The sponsor is responsible for providing proper disposal of trash/recycling during the event and the area should be returned to a clean condition at the conclusion of the event. How many trash cans and recycling containers will the sponsor provide? Where? Please describe.)
Music/Amplified Sound (Will musical entertainment be a part of the event and will amplified sound be used in any way? Please describe.) The allowable decibel level for amplified music is 65 dbl. The City requires onsite monitoring by the Code Enforcement Officer.
223
4 Security (see Conditions of Use #9)
Vendors (Will the event include commercial vendors? Will there be vendor fees? Please describe.)
Food (Will food be served at the event? Will it be prepared on site? Will food be sold? Please describe. All food preparation and sales must comply with County Public Health Department standards, Call Rick Furtado: 346-8480)
Alcohol (Will alcohol be served? Any event where alcohol is present requires a security plan approved by the Sheriff’s Department. Will alcohol be sold? The sale of alcohol requires a Special Daily License from Alcoholic Beverage Control, 543-7183, and a Seller’s Permit from the Board of Equalization, 1-800-400-7115) Power (Will the event require electric power? Please describe. City provided power may be available upon request at cost.)
Water (Will the event require water? Please describe. City provided water may be available upon request at cost.)
City Staff Assistance (Will the event require City staff time or assistance? Please describe. Large events may be required to have staff monitor. City will bill for staff time at $90/hour.)
Other (Please describe any other important aspect of the event not covered above.) 224
5 Agreement
In consideration of the issuance of a permit by the City, the Sponsor agrees to accept the following terms and conditions.
Definitions
City – the City of Buellton
Sponsor – the authorized agent of the group or individual applying for an event permit Event – the special event proposed in this application
Public Property – parks, streets, sidewalks, right of ways, or other City owned facilities used by Applicant during an event
A. Conditions of Use
1. A person who is at least eighteen (18) years of age must sign this agreement. If alcohol will be served, a person who is at least twenty-one (21) years of age must sign this agreement.
2. Sponsor shall provide the City with a single contact who is to serve as the representative for Sponsor’s activities.
3. Sponsor shall be responsible for securing all required permits and licenses.
4. Any Public Property shall be used for the purpose stated in the application and no other use will be permitted.
5. Sponsor shall not use the City’s name to suggest endorsement or sponsorship of the Event without prior written approval of the City Manager or his/her designee. Sponsor’s publicity of the Event shall clearly and accurately identify the name of the sponsoring organization or individual and shall not use the City’s name in any manner except to designate the location of the event.
6. Sponsor shall permit any City employees to visit the Event described in this application to insure compliance with Event terms and conditions.
7. Under no circumstances shall Sponsor sublease or allow any other organization or individual to use the Public Property for the period which the Sponsor has contracted. Sponsor is an independent contractor and not the agent or employee of the City.
8. In the event that Public Property is left damaged, Sponsor shall be charged for any and all janitorial and/or repair fees incurred by City as a result of same and these fees shall be billed to Sponsor.
9. The City, at its sole discretion, may require a certain number of security officers for the Event.
Sponsor shall be responsible for procuring and paying for security officers through the City or a private security agency.
10. Sponsor is solely responsible for supervising all individuals on Public Property during the Event.
The City is not responsible for providing this supervision. However, the City may evict individuals from the Event if their conduct is not in the best interest of the public or is deemed to be detrimental in any way.
225
6 11. Sponsor, caterers, bands, transportation of rental equipment, and related individuals and activities will not be permitted access to Public Property prior to or after the Event time period. Sponsor shall be responsible for arranging access during the time requested for entry and exit of the facility.
12. Sponsor shall be responsible for all clean up of Public Property at the end of the Event. Sponsor shall pick up, bag, and remove all trash generated by all activity in any way connected with the Event, leaving Public Property clean and free of all trash and litter.
13. Sponsor shall not store any equipment or materials on Public Property without prior written approval of the City Manager or his/her designee.
14. Sponsor shall not remove, or relocate City property for any reason without prior written approval of the City Manager or his/her designee.
15. Sponsor shall secure the approval of the City before using audio/visual systems, public address systems, and live or recorded amplified music. Sponsor shall not record, televise, or broadcast the Event or any portion thereof without prior written approval of the City Manager or his/her designee.
16. Sponsor shall comply with all local, state, and federal laws and regulations related to the use of Public Property.
17. Gambling of any kind is not permitted on Public Property.
18. If Sponsor violates any part of this agreement or reports false information to the City, the City may refuse Applicant further Event use of Public Property and Sponsor shall forfeit a portion of or all of the deposit.
19. The City may impose additional requirements as deemed necessary to protect the health, safety, and/or welfare of the community.
20. Any person aggrieved by the City’s decision with respect to this Agreement may appeal to the City Manager or his/her designee in writing no later than five (5) days after the City’s decision has been communicated to the aggrieved party.
21. It any provision of this agreement is held to be invalid or unenforceable, the remaining provisions shall remain in full force and effect.
B. Indemnification and Insurance
1. Sponsor shall indemnify, defend, and hold harmless the City, its officers, employees, and agents from any and all losses, costs, expenses, claims, liabilities, actions, or damages, including liabilities for injuries to any person or persons or damage to property arising at any time during and/or arising out of or in any way connected to the Sponsor’s use of Public Property, unless solely caused by the gross negligence or willful misconduct of the City, its officers, employees, or agents.
2. Sponsor shall procure and maintain general liability insurance against any and all losses, costs, expenses, claims, liabilities, actions, or damages, including liability for injuries to any person or persons or damage to property arising at any time during and/or arising out of or in any way connected to the Sponsor’s use of Public Property in the amount of one million dollars ($1,000,000) per occurrence.
Such insurance shall name the City, its officers, employees, and agents as additionally insured prior to the event date. Said insurance certificate should cover all dates including set up and tear down dates.
Sponsor shall file certificates of such insurance with the City, which shall be endorsed to provide thirty 226
7 (30) days notice to the City of cancellation or any change of coverage or limits. If a copy of the insurance certificate is not on file prior to the event, the City may deny permitting the event.
3. Sponsor shall report any personal injuries or property damage arising at any time during and/or arising out of or in any way connected with the Sponsor’s use of Public Property to the City Manager or his/her designee, in writing and as soon as practicable.
4. Sponsor waives any right of recovery against the City, its officers, employees, and agents for fires, floods, earthquakes, civil disturbances, regulation of any public authority, and other causes beyond their control. Sponsor shall not charge results of “acts of God” to the City, its officers, employees, or agents.
5. Sponsor waives any right of recovery against the City, its officer, employees, and agents for indemnification, contribution, or declaratory relief arising out of or in any way connected with Sponsor’s use of Public Property, even if the City, its officers, employees, or agents seek recovery against Sponsor.
IMPORTANT – READ BEFORE SIGNING
I am an authorized agent of the organization submitting this Agreement. The information provided in this Agreement is true and correct. I have read and understand this Agreement and the Sponsor agrees to all of the aforementioned rules, regulations, and conditions of use.
Sponsor____________________
Signature and Title of Responsible Person _____________________________Date_______ Print Name___________________________
Updated 7/16
227
Attachment G
Permit Denial, Revocation, and Appeal Procedure
The City Manager or his/her designee shall deny an application for a special event permit or revoke a special event permit only if he/she determines from a consideration of the application and other pertinent information that one or more of the following exists:
1. The applicant has knowingly made a false, misleading or fraudulent statement of fact to the City in the application process.
2. The applicant fails to complete the application form after having been notified of the additional information or documents requested.
3. The application does not satisfy the requirements of this Chapter or the administrative regulations adopted thereto.
4. The application does not comply by the proscribed deadline with any of the conditions of approval including, but not limited to:
a. Remittance of fees, charges or deposits,
b. Submittal of an indemnification agreement and/or proof of insurance and endorsement to the extent required, and
c. Timely receipt of all required permits and approvals.
5. The applicant fails to agree as a condition of permit issuance that if City property is destroyed or damaged by reason of permittee’s use, event or activity and the damage or destruction is directly attributable to the permittee, the permittee shall reimburse the City for the actual replacement or repair cost of the destroyed or damaged property.
6. The applicant has damaged City property and has not paid in full for such damage or has other outstanding and unpaid debts related to a prior community event permit issued by the City.
7. City staff has received an application to hold another event at the same time and place requested by the applicant, or so close in time and place as to cause undue traffic congestion or create an infeasible parking demand, or the City is unable to meet the needs for necessary services for both events.
8. The time or size of the event is reasonably likely to substantially interrupt the safe and orderly movement of traffic contiguous to the event site or disrupt the use of a street at a time when it is usually subject to great traffic congestion.
9. A City department has earlier received an application to hold another event at the same time or date, making it infeasible to hold both events because the City would not have sufficient resources to provide the necessary services for both events.
10. The location of the event is reasonably likely to substantially interfere with any construction or maintenance work scheduled to take place upon the proposed event site or with a previously granted encroachment permit.
11. The event is reasonably likely to occur at a time when school is in session at a location adjacent to the school, and the noise created by the activities of the event would substantially disrupt the educational activities of the school.
12. The proposed event is not permitted by law or regulation.
13. The location is not available for reservation because the City has set it aside for a scheduled special event or due to policies restricting the frequency or scheduling of events at that location or at the proposed time.
228
14. There is insufficient time to plan or organize the proposed use in a manner that is consistent with how the City permits events and with the needs of public health and safety.
Whenever possible, rather than denying an application based on the above-stated reasons, the City shall request the applicant modify or relocate their event or their plans. If permitted, the City may impose permit conditions on the permit in order to reflect such modifications.
Returning events and/or returning event organizers that have a history of problems in any of the following areas may have their application and/or Special Event Permit denied or revoked or may have significant limitations put on future events: non-compliance with deadlines, payments and/or adherence to permit terms and conditions, submitting incomplete plans, bounced checks and/or outstanding balance, non- payment of vendors and contractors, damage to City property, misrepresentation of certain event aspects, and non-compliance with alcohol management requirements.
Once a denial has been made, the decision is appealable to City Council. The decision of City Council is final.
229
CITY COUNCIL STAFF REPORT
AGENDA ITEM 6.c
Meeting Date: September 25, 2023
SUBJECT: Discussion and Possible Action to Adopt Resolution 23-1234 Authorizing Deposit into Five Star Public Investment Money Market Account PREPARED BY: Wendy Berry, Director of Administrative Services DISCUSSION:
The City currently manages its cash flow by maintaining a checking account with Montecito Bank and Trust for day-to-day needs while the remaining excess available cash (not immediately needed) is deposited with the Local Agency Investment Fund (LAIF). LAIF pays interest quarterly on the City’s funds.
Government Code Section 53601.8 states "Notwithstanding any other provision of this code, a local agency that has the authority under law to invest funds, at its discretion, may invest a portion of its surplus funds in deposits at a commercial bank, savings bank, savings and loan association, or credit union that uses a private sector entity that assists in the placement of deposits.” The City’s investment policy also refers to this section of the Government Code.
Five Star Bank offers a public Money Market account that currently offers a 4% interest rate and pays interest monthly where LAIF’s interest rate is 3.305 and pays interest quarterly. Once LAIF interest rate reaches 4%, then Five Star Bank will pay the same as LAIF but monthly. Five Star Bank will not charge the City any fees for services on the account. Per Government Code 53601, Five Star Bank is required to collateralize 110% of our funds instead of our funds being FDIC insured.
Staff has worked with Jerry Legg, the Senior VP of Five Star Bank with a former employer and had a very successful business relationship. Five Star’s customer service is excellent. Staff also reached out to its current Bank to see if the City could open a similar account and receive the same interest rate but the only service they could offer was a 7 month CD.
Staff recommends keeping the LAIF account open with a minimal balance.
ALTERNATIVES:
Do not open a Five Star account and leave the money in LAIF.
FISCAL IMPACT:
The City will earn interest monthly based on the account balance.
ATTACHMENTS:
A. Resolution 23-1234 Five Star
B. Contract for Deposit of Monies
C. Five Star Financial Information
230
RESOLUTION NO. 23-1234
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SOLVANG CALIFORNIA
AUTHORIZING DEPOSIT INTO FIVE STAR BANK PUBLIC INVESTMENT MONEY MARKET
ACCOUNT
WHEREAS, the City Council adopted Resolution 23-1209 on March 27, 2023 approving the City’s Investment Policy; and
WHEREAS, the Investment Policy is intended to provide guidelines for the prudent investment of the City’s temporality idle cash and outline policies for maximizing the efficiency of the City cash management system and enhance the City’s economic status while protecting its cash; and WHEREAS, Government Code Section 53601.8 states notwithstanding any other provision of this code, a local agency that has the authority under law to invest funds, at its discretion, may invest a portion of its surplus funds in deposits at a commercial bank, savings bank, savings and loan association, or credit union that uses a private sector entity that assists in the placement of deposits; and
WHEREAS, City Council desires to authorize the deposit of a portion of the City’s temporarily idle cash into the Public Investment Money Market Account; and WHEREAS, the City’s existing check authorization policy designates the Mayor, Mayor pro tem, City Manager, and Director of Administrative Services as authorized signatories to the City’s bank accounts; and
WHEREAS, City Council has determined the deposit of a portion of the City’s funds into a Five Star Bank Public Investment Money Market Account is permitted under the terms of the Investment Policy and by applicable law; and.
WHEREAS, the City is hereby authorized to open a Public Investment Money Market Account with Five Star Bank and to deposit into such account temporarily idle cash of the City in an amount not to exceed $20,000,000.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SOLVANG DOES HEREBY RESOLVE AS FOLLOWS:
SECTION 1. The City Manager or Director of Administrative Services is hereby authorized and directed to complete and sign any required paperwork, to transfer funds, and take other actions and may be necessary to carry out for the purpose and intent of the forgoing resolution.
SECTION 2. This resolution shall be effective upon adoption.
SECTION 3. The City Clerk shall certify the passage and adoption of this resolution and shall cause a certified copy to be filed in the book of original resolutions. ______________________________
Mark Infanti, Mayor
APPROVED AS TO FORM: ATTEST:
______________________________ ______________________________ Dave Fleishman, City Attorney Annamarie Porter, City Clerk 231
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. 23-1234 was passed and adopted by the City Council of the City of Solvang at a regular meeting of said City Council held on the 25th day of September 2023, 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
232
Contract for Deposit of Monies
THIS CONTRACT, relating to the deposit of monies, as of September 5, 2023, between Wendy Berry (hereafter designated “Treasurer” acting in her official capacity as Administrative Services Director (Treasurer, Finance Director, etc.) of City of Solvang (hereinafter designated “Depositor”), and Five Star Bank (hereinafter designated “Depository”), having a shareholder’s equity of Two Hundred and Fifty-Two Million, Eight Hundred Twenty-Five Thousand Dollars ($252,825,000) as of December 31, 2022.
WITNESSETH
WHEREAS, the Treasurer proposes to deposit in the Depository from time to time, commencing on September 5, 2023, monies in his/her custody in an aggregate amount on deposit at any one time not to exceed the total shareholder’s equity of the Depository, and said monies will be deposited subject to Title 5, Division 2, Part 1, Chapter 4, Article 2 (commencing with Section 53630) of the Government Code of the State of California; and WHEREAS, said provisions of the Government Code requires the Treasurer to enter into a contract with the Depository, setting forth the conditions upon which said monies are deposited; and WHEREAS, in the judgment of the Treasurer, this contract is to the public advantage; NOW, THEREFORE, it is agreed between the parties hereto as follows:
1. This contract cancels and supersedes any previous contracts between the Treasurer and the Depository relating to the method of handling and collateralization of deposits of monies.
2. This contract, but not the deposits then held hereunder, shall be subject to termination by the Treasurer or the Depository at any time upon 30 days written notice. Deposits may be withdrawn in accordance with the agreement of the parties and applicable federal and state statutes, rules and regulations. This contract is subject to modification or termination upon enactment of any statute, rule or regulation, state or federal, which, in the opinion of the Administrator of the Local Agency Security, is inconsistent herewith, including any changes relative to the payment of interest upon monies so deposited by the Treasurer. Upon notification from the Administrator, the Treasurer may withdraw deposits in the event the Depository fails to pay assessments, fines, or penalties assessed by the Administrator.
3. Interest shall accrue on any monies so deposited as permitted by any act of the Congress of the United States or by any rule or regulation of any department or agency of the Federal Government adopted pursuant thereto. If interest may be legally paid, all monies deposited in accordance with this contract shall bear interest at a rate agreed upon by the Treasurer and the Depository.
4. The Depository shall issue to the Treasurer at the time of each inactive deposit, a receipt on a form agreed to by the Depository and the Treasurer, stating the interest to be paid, if any, the duration of the deposit, the frequency of the interest payments, and the terms of withdrawal. Each such deposit receipt is by reference made a part of this contract.
5. As security for said deposit, the Depository shall at all times maintain with the Agent of Depository named herein, commencing forthwith, eligible securities having a market value in excess of the actual total amount of local agency monies on deposit with the depository as per Government Code 53652. If the eligible security is determined by the Administrator of the Local Agency Security of the State of California in accordance with Government Code Section 53661 to be not qualified to secure public deposits, additional security shall be substituted immediately by the depository, as necessary, to comply with the requirements of this Paragraph. 233
6. Eligible securities are those listed in Government Code Section 53651, which may include the use of letters of credit issued by the Federal Home Loan Bank of San Francisco pursuant to Government Code 53651(p).
7. The Agent of Depository, authorized by the Treasurer and the Depository to hold the eligible securities posted as collateral under this contract is U.S. Bank (See Section 8 below). Said Agent of Depository has filed with the Administrator of Local Agency Security of the State of California an agreement to comply in all respects with the provisions of Title 5, Division 2, Part 1, Chapter 4, Article 2 (commencing with Section 53630) of the Government Code.
8. Authority for placement of securities for safekeeping in accordance with Government Code Section 53659 is hereby granted to the Agent of Depository, including placement with any Federal Reserve Banks or branch thereof, pursuant to Government Code Section 53657, or the Federal Home Loan Bank of San Francisco.
9. If the Depository fails to pay all or part of any deposits of the Treasurer which are subject to this contract when ordered to do so in accordance with the terms of withdrawal set forth on the deposit receipt (which is by reference made a part hereof), the Treasurer will immediately notify, in writing, the Administrator of the Local Agency Security. Action of the Administrator in converting the collateral required by Paragraph 5 above for the benefit of the Treasurer is governed by Government Code Section 53665.
10. The Depository may add, substitute, or withdrawal eligible securities being used as security for deposits made hereunder in accordance with Government Code Section 53654, provided the requirements of Paragraph 5 above are met.
11. The Depository shall have and hereby reserves the right to collect the interest on the securities, except in cases where the securities are liable to sale or are sold or converted in accordance with the provisions of Government Code Section 53665.
12. The Depository shall bear and pay the expense of transportation of eligible securities to and from the designated Agent of Depository.
13. This contract, the parties hereto, and all deposits governed by this contract shall be subject in all respects to Title 5, Division 2, Part 1, Chapter 4, Article 2 (commencing with Section 53630) of the Government Code, and of all other state and federal laws, statutes, rules and regulations applicable to such deposits, whether now in force or hereafter enacted or promulgated, all of which are by this reference made a part hereof.
14. The Treasurer named herein waives the right to collateral based on insurance provided by the Federal Deposit Insurance Corporation not to exceed the maximum amount insured pursuant to federal law, in accordance with Government Code Section 53653.
IN WITNESS WHEREOF, the Treasurer, in his/her official capacity has signed this contract in duplicate and the Depository has caused this contract to be executed in like number by its duly authorized officers.
PUBLIC ENTITY NAME FIVE STAR BANK
City of Solvang_____________________
NAME OF AUTHORIZED PERSON NAME OF AUTHORIZED PERSON
Wendy Berry – Administrative Services Director Jerry Legg – SVP/Government Banking Mgr
SIGNATURE OF AUTHORIZED PERSON SIGNATURE OF AUTHORIZED PERSON __________________________________ _______________________________ 234
Controller
Authorizer #1 Name:
Authorizer #2 Name:
Authorizer #1 Title:
Authorizer #2 Title:
Cyndy Nelson
Gina Angustia
916-273-6513
[email protected]
Preparer Name:
Preparer Title:
Preparer Phone #:
Preparer Email Address:
Jacomo Latino
Finance Specialist
Agent of Depository: U.S. Bank/Institutional Trust &
Custody
Accounting Supervisor
Description of Other Deposits:
Federal Home Loan Bank of San
Francisco
Market
Value of Pledged Securities as of Quarter End:
Excess/Deficiency in Pledged Collateral: $ 9,550,648.80 $ - $ 39,193,514.85 $ 48,744,163.65 $ 57,508,993.30 $ - $ 420,000,000.00 $ 477,508,993.30
Less: CDAR Deposits:
$ -
$ -
$ -
$ -
$ -
Total Deposits & Accrued Interest:
Minimum Collateral Required:
$ -
$ -
$ -
$ 362,672,843.00
$ 380,806,485.15
$ 43,598,495.00 $ 406,271,338.00
$ 47,958,344.50
$ -
$ -
Less: Other (Specify on Line 17):
Total Secured Deposits:
$ 428,764,829.65
$ -
$ 132,775,000.00
$ 502,376,234.00
$ 6,928,391.00
$ -
$ -
$ 132,775,000.00
$ 551,099,354.00
$ 5,124,625.00 $ 12,053,016.00
$ -
$ -
$ -
530,910,344.00 144,578,016.00
Quarterly Call Report
Local Agency Security Program - California Department of Financial Protection and Innovation Institution Name: Five Star Bank CID #: 8009
Total
Mailing Address:
Quarterly Report As of Date:
2240 Douglas Blvd., Suite 100 , Roseville, CA 95661
6/30/2023 7/10/2023
Pool #1 (x110%) Pool #2 (x150%) Pool #3 (x105%)
Submission Date:
Less: Interest:
Less: Uncollected Funds:
$ 48,723,120.00
$ -
$ -
Active Deposits Inactive Deposits
Less: Deposits Subject to Waivers:
$ - $ -
Pool #2 Pool #3 Total
$ -
Market Value of the Pledged Securities shown
in the Securities Account Statement:
Pool #1
Total:
$ -
Total Amount Waiver Amount Secured Amount Total Amount Waiver Amount Secured Amount Part II Summary 386,332,328.00 20,189,010.00 250,000.00 19,939,010.00
235
299
Superior (200 - 300)
FIVE STAR BANK
(FIVE STAR BK)
LOCATION: ROSEVILLE, CA
TYPE: BANK
TOTAL ASSETS: $3,398MM
IDC Rank of Financial Ratios 2023-Q2:
CAMEL Analysis
Capital Ratios - A Foundation for Safety and Soundness
Adequacy of Capital and Loan Loss Reserve to Cover Loan Delinquency Margins Measure Management
Earnings Return on Equity Equals the Operating Return Plus the Financial Return Tier 1 Capital % Tier 1 Assets 10.6%
Risk Based Capital % Risk Based Assets 12.1%
Tier I Capital % Risk Based Assets 11.1%
Well Capitalized
Loan Loss Reserve % Tier I Capital 9.8%
Loans 90 Days Delinquent % Tier I Capital 0.0%
Loans Nonaccrual + REO % Tier I Capital 0.1%
More than Adequate Capital and Loan Loss Reserve to Cover Loan Delinquency Common Shareholder’s Net Operating Prot After Tax % Tangible Equity Capital, NOPAT ROE (1yr) 16.9% Cost of Equity COE (1yr) 6.6%
ROE Adds Substantial Value
Net Interest % Earning Assets (1yr) 3.89%
Noninterest Income % Earning Assets (1yr) 0.18%
Noninterest Expense % Earning Assets (1yr) 1.33%
Operating Prot Margin OPM (1yr) 67.4%
Wide OPM
OPM Risk Standard Deviation 2.0%
Low OPM Risk
Return of Net Operating Prot From Operations After Tax % Earning Assets (ROEA) 2.79% High Operating Return
Return on Financial Leverage (ROFL) = Spread X Leverage 14.14% High Financial Return
ROEA less COF AT = Leverage Spread 1.82%
Wide Spread
Leverage Multiplier 7.77
Average Multiplier
IDC Financial Publishing, Inc.
© Copyright 1986 - 2023
Jerry Legg
[email protected]
236
Liquidity Determines the Ability to Grow
Balance Sheet Cash Flow % Tier I Equity 29.1%
Percent Annual Growth in Equity Capital 13.2%
Nonperforming Assets % Total Loans 0.0%
Illiquid Loans % Stable Deposits and Borrowings Plus Excess Liquidity 83.4% Interest-Bearing Liabilities % Earning Assets 65.5%
Liquidity Ample to Support Growth
Supplemental Ratios
Reports
Resources
Investment Yield 3.1%
Loan Yield 5.2%
Cost of Adjusted Debt - After Tax 1.0%
Net Income % Avg Assets 1.8%
237
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The quality of a financial institution is not fixed over time, but tends to undergo change. For this reason, changes in ranks occur, reflecting changes in the individual financial ratios.The data utilized for calculations, ranks, and other information was obtained from sources believed to be reliable and accurate; however, neither the publisher nor its employees assume responsibility for the correctness or accuracy of data, calculations, or liability for their use. 238
Bank LLAMAS
Report Bundle
BauerFinancial.com
Copyright BauerFinancial, Inc. Reproduction, in whole or in part, without permission is prohibited.
Includes:
Summary Report
&
Analytical Report
239
Five Star Bank
Roseville, CA
(FDIC Cert.#35361)
BauerFinancial.com
Bank
Summary
Report
Rated 5-Stars as of 8/30/2023 based on
financial data as of 06/30/2023
Copyright BauerFinancial, Inc. Reproduction, in whole or in part, without permission is prohibited. 240
BauerFinancial Inc.
P.O. Box 143520
Coral Gables, Florida 33114-3520
800.388.6686 * FAX 800.230.9569
[email protected]
Star Ratings:
BauerFinancial star ratings classify each institution based upon a complex formula factoring in current and historical data. The first level of evaluation is the capital level of the institution followed by other relevant data including, but not limited to:
profitability, historical trends, loan delinquencies, repossessed assets, reserves, regulatory compliance, proposed regulations and asset quality. Negative trends are projected forward to compensate for the lag time in the data. BauerFinancial employs conservative measures when assigning these ratings and consequently our analysis may be lower than those supplied by other analysts or the institutions themselves. More than thirty years of experience has shown this to be a prudent course of action. As a general guideline, however, the following groupings were used:
5-Stars
4-Stars
3½-Stars
3-Stars
2-Stars
1-Star
Zero-Stars
FDIC
Superior. These institutions are recommended by Bauer.
Excellent. These institutions are recommended by Bauer.
Good.
Adequate.
Problematic.
Troubled.
Our lowest rating.
Institution has failed or is operating under FDIC conservatorship.
BauerFinancial.com
Stars
Leverage Capital Ratio
Total Assets
Return on Equity (ROE)
Delinquent Loans
Nonperforming Assets
% Tangible Assets
BauerFinancial's proprietary rating. (See below.)
Anything of value owned by the bank.
Tier 1 Capital divided by tangible assets. (Minimum regulatory requirement is 4%.) Annualized net income as a percent of average equity.
Loans past due 90 days or more plus nonaccrual loans.
Delinquent loans and other real estate owned as a percent of tangible assets.
Average Tangible Assets
Tier 1 Capital
Total average assets less intangible assets.
Per regulators, primarily stock + retained earnings - intangible assets Other Real Estate
Owned (Repos)
Real estate owned but not being used by the bank. Usually acquired via foreclosure.
Nonperforming Assets Delinquent loans and other real estate owned as a percent of Tier 1 Capital. % Tier 1 Capital
This Summary Report was compiled from financial data as reported to federal regulators. Although the financial data obtained from these sources is consistently reliable, the accuracy and completeness of the data cannot be guaranteed by BauerFinancial Inc.
Definitions:
Return on Assets (ROA) Annualized net income as a percent of average assets.
CET 1 Ratio Common Equity Tier 1 Capital divided by risk-weighted assets. (Minimum regulatory requirement is 4.5% - not reported by all banks effective 2020.) Total Risk-based Ratio Total net worth divided by risk-weighted assets. (Minimum regulatory requirement is 8%; not reported by all banks effective 2020.)
Profit (Loss) Profit or loss for the period noted.
241
06/30/2023 03/31/2023 12/31/2022 09/30/2022 06/30/2022
5-Stars 5-Stars 5-Stars 5-Stars 5-Stars
$3,398.486 $3,393.628 $3,224.069 $3,073.288 $2,836.570
$14.015 $14.404 $14.876 $13.153 $10.694
$28.419 $14.404 $49.283 $34.407 $21.254
1.76% 1.80% 1.73% 1.66% 1.58%
17.53% 17.96% 17.78% 17.17% 16.62%
10.58% 10.54% 10.69% 10.80% 9.64%
Recommended for 43 consecutive quarters.
Data as of:
Bauer's Star Rating:
Total Assets:
Current Quarter's Profit (Loss):
Year-to-date Profit (Loss):
Profit (Loss) Previous Calendar Year:
Return on Assets (annualized):
(Tax equivalent for Sub S corporations.)
Leverage Capital Ratio:
Return on Equity (annualized):
(Tax equivalent for Sub S corporations.)
Average Tangible Assets:
Tier 1 Capital:
CET 1 Ratio:
Total Risk-based Capital Ratio:
Profit (Loss) 2 Calendar Years Ago:
Delinquent Loans:
Other Real Estate Owned:
Nonperforming Assets
% of Tangible Assets:
Nonperforming Assets
% of Tier 1 Capital:
$3,265.203
$345.327
$0.287
$0.000
$3,205.241
$0.000
$0.418
$3,067.622
$337.960 $327.787
$0.404
$0.000
$2,921.516
$315.505
$0.429
$0.000
$2,764.429
$266.438
$0.442
$0.000
0.01%
0.08%
0.01%
0.12%
0.01%
0.12%
0.02%
0.14%
0.02%
0.17%
Number of Employees 195 184 181 177 182
BauerFinancial.com
Bank and Credit Union data compiled from financial data for the period noted, as reported to federal regulators. The financial data obtained from these sources is consistently reliable, although; the accuracy and completeness of the data cannot be guaranteed by BauerFinancial, Inc. BauerFinancial relies upon this data in its judgment and in rendering its opinion (e.g. determination of star ratings) as well as supplying the data fields incorporated herein. BauerFinancial, Inc. is not a financial advisor; it is an independent bank research firm. BauerFinancial is a registered trademark. Any unauthorized use of its content, logos, name, and/or Star-ratings is forbidden.
Copyright BauerFinancial, Inc. Coral Gables, FL 33114. 800.388.6686.Reproduction, in whole or in part, without permission is prohibited. $49.283
$46.960
CRA Rating: Satisfactory
BauerFinancial, Inc.
Bank Summary Report
Five Star Bank - Roseville, CA (FDIC Cert.#35361)
Five Star Bank was established in 1999 and has 7 branch(es). (916) 626-5000
www.fivestarbank.com
12.08% 12.21% 12.14% 12.51% 11.55%
11.05% 11.15% 11.17% 11.49% 10.53%
242
10.58 10.00
10.54 10.08
10.69 9.98
10.80 9.95 9.64
10.27 Leverage Capital Ratio
Min. for Adequately Capitalized is 4%
Bank and Credit Union data compiled from financial data for the period noted, as reported to federal regulators. The financial data obtained from these sources is consistently reliable, although; the accuracy and completeness of the data cannot be guaranteed by BauerFinancial, Inc. BauerFinancial relies upon this data in its judgment and in rendering its opinion (e.g. determination of star ratings) as well as supplying the data fields incorporated herein. BauerFinancial, Inc. is not a financial advisor; it is an independent bank research firm. BauerFinancial is a registered trademark. Any unauthorized use of its content, logos, name, and/or Star-ratings is forbidden.
Copyright BauerFinancial, Inc. Coral Gables, FL 33114. 800.388.6686. Reproduction, in whole or in part, without permission is prohibited.
1.76 1.19
1.80 1.23
1.73 1.25
1.66 1.28
1.58 1.09
Return on Assets (annualized)
(Tax equivalent for Sub S corporations.)
06/2023 03/2023 12/2022 09/2022 06/2022 06/2023 03/2023 12/2022 09/2022 06/2022 This Bank Peer Group This Bank Peer Group
Dollar amounts are in millions. For example, $12,345.678 represents $12 billion, 345 million, 678 thousand.
BauerFinancial.com
Peer Groups:
Group 1
Group 2
Group 3
Group 4
Group 5
Group 6
Banks with: foreign and domestic offices; assets>=$100 bill; and/or adv. approach banks Assets >= $3 billion
Assets >= $1 billion and < $3 billion
Assets >= $300 million and < $1 billion
Assets >= $100 million and < $300 million
Assets < $100 million
0.01 0.53
0.01 0.54
0.01 0.49
0.02 0.48
0.02 0.38
Nonperforming Asset % of Tangible Assets
06/2023 03/2023 12/2022 09/2022 06/2022
This Bank Peer Group
12.08 14.20
12.21 14.10
12.14 14.20
12.51 14.32
11.55 14.59
Risk-based Capital Ratio
(not available for all banks beginning March 2020 Data) 06/2023 03/2023 12/2022 09/2022 06/2022
This Bank Peer Group
BauerFinancial, Inc.
Bank Summary Report
Five Star Bank - Roseville, CA (FDIC Cert.#35361)
Five Star Bank was established in 1999 and has 7 branch(es). (916) 626-5000
www.fivestarbank.com
243
Bank Analytical
Report
Five Star Bank
Roseville, CA
(FDIC Cert.#35361)
BauerFinancial.com
Rated 5-Stars as of 8/30/2023 based on
financial data as of 06/30/2023
Copyright BauerFinancial, Inc. Reproduction, in whole or in part, without permission is prohibited. 244
Introduction
The financial data used to prepare this report, unless otherwise noted, was compiled from data reported to Federal Regulators. Although the information obtained from these sources is consistently reliable, the accuracy and completeness of this data cannot be guaranteed by BauerFinancial. In fact, an astute investor would agree, and experience has shown, that marginally performing institutions sometimes give themselves the benefit of the doubt when filing their reports. Our historical data helps us detect these variances.
STAR RATING SYSTEM
BauerFinancial's star ratings classify each institution based upon a complex formula factoring in current and historical data. The first step of evaluation is the capital level of the institution followed by other relevant data including, but not limited to: profitability, historical trends, loan delinquencies, repossessed assets, reserves, regulatory compliance, current and proposed regulations and asset quality. Negative trends are projected forward to compensate for the lag time in the data. BauerFinancial employs conservative measures when assigning these ratings and consequently our analysis may be lower than those supplied by other analysts or the institutions themselves. Four decades of experience has shown this to be a prudent course of action. As a general guideline, however, the following groupings were used:
5-Stars
4-Stars
3½-Stars
3-Stars
2-Stars
1-Star
Zero-Stars
FDIC
Superior. These institutions are recommended by Bauer.
Excellent. These institutions are recommended by Bauer.
Good.
Adequate.
Problematic.
Troubled.
Our lowest rating.
Institution has failed or is operating under FDIC conservatorship.
Peer Groups:
Group 1
Group 2
Group 3
Group 4
Group 5
Group 6
Banks with: foreign and domestic offices; assets>=$100 bill; and/or adv. approach banks Assets >= $3 billion
Assets >= $1 billion and < $3 billion
Assets >= $300 million and < $1 billion
Assets >= $100 million and < $300 million
Assets < $100 million
Bank and Credit Union data compiled from financial data for the period noted, as reported to federal regulators. The financial data obtained from these sources is consistently reliable, although; the accuracy and completeness of the data cannot be guaranteed by BauerFinancial, Inc. BauerFinancial relies upon this data in its judgment and in rendering its opinion (e.g. determination of star ratings) as well as supplying the data fields incorporated herein. BauerFinancial, Inc. is not a financial advisor; it is an independent bank research firm. BauerFinancial is a registered trademark. Any unauthorized use of its content, logos, name, and/or Star-ratings is forbidden.
Copyright BauerFinancial, Inc. Coral Gables, FL 33114. 800.388.6686. Reproduction, in whole or in part, without permission is prohibited.
BauerFinancial.com
245
$ 307.466
$ 114.280
$ 2,901.986
$ 0.000
$ 6.631
$ 0.000
$ 2.303
$ 65.820
$ 3,398.486
$ 842.807
$ 2,096.032
$ 0.000
$ 0.000
$ 100.000
$ 28.361
$ 3,067.200
$ 0.000
$ 249.126
$ 95.136
$(12.976)
$ 331.286
$ 3,398.486
$ 83.835
$ 24.055
$ 59.780
$ 3.459
$ 0.000
$ 21.840
$ 2.150
$ 10.830
$ 0.000
$ 28.419
Balance Sheet: ($ millions)
Cash & Due From Banks
Securities & Fed Funds Sold
Loans (net)
Other Real Estate Owned
Premises & Fixed Assets
Investments in Subsidiaries
Intangible Assets
Other Assets
Assets:
Total Assets:
Liabilities & Owner’s Equity:
Non-Interest Bearing Deposits
Interest Bearing Deposits
Fed Funds Purchased & Securities Sold w/ Repurchase Agreements Subordinated Debt
Other Borrowed Money
Other Liabilities
Total Liabilities:
Owner's Equity:
Preferred Stock
Common Stock & Surplus
Retained Earnings
Other Equity (Includes net unrealized gains/losses on AFS securities) Total Equity
Total Liabilities and Equity:
Year-to-Date Income Statement ($ millions)
Interest Income:
Interest Expense:
Net Interest Income:
(plus) Non-Interest Income
(plus) Gains (losses) Securities Transactions
(minus) Non-Interest Expense
(minus) Provisions
(minus) Income Taxes
(plus) Other Income (Expense)
Net Year-to-date Income:
Bank and Credit Union data compiled from financial data for the period noted, as reported to federal regulators. The financial data obtained from these sources is consistently reliable, although; the accuracy and completeness of the data cannot be guaranteed by BauerFinancial, Inc. BauerFinancial relies upon this data in its judgment and in rendering its opinion (e.g. determination of star ratings) as well as supplying the data fields incorporated herein. BauerFinancial, Inc. is not a financial advisor; it is an independent bank research firm. BauerFinancial is a registered trademark. Any unauthorized use of its content, logos, name, and/or Star-ratings is forbidden.
A. Financial Statements as of 06/30/2023
BauerFinancial, Inc.
Bank Analytical Report
Rated 5-Stars based on financial data as of 06/30/2023
Five Star Bank - Roseville, CA
246
10.58% 10.00%
13.46%
14.20%
Well-Capitalized
Telephone Number:
WebSite:
Year Established:
Number of Branches:
1999
7 (916) 626-5000
www.fivestarbank.com
B. CAPITAL ADEQUACY. In order to be classified as at least adequately capitalized, current regulatory capital requirements include a leverage capital ratio >= 4%, a Common Equity Tier 1 (CET1) Ratio >= 4.5%, a Tier 1 Risk- based Capital Ratio >= 6% AND a Total Risk-based Capital Ratio >= 8%. (Note: Certain well-capitalized banks are not required to report the data for the CET1 Ratio and Risk-based ratios; display as N.A.) D. ASSET QUALITY. The quality of an institution's assets is determined by two factors: what specifically is the asset and how does it relate to the entire portfolio. Asset quality can be the difference between survival and insolvency during periods of economic uncertainty.
0.00% 0.15%
0.09% 4.89%
0.08% 3.90%
0.00% 0.53%
0.00% 0.75%
0.00% 0.02%
0.10% 0.20%
1.16% 1.67%
This Bank Peer Group
Leverage Capital Ratio:
CET1 Ratio:
Total Risk-based Capital Ratio:
Tier 1 Risk-based Capital Ratio:
Regulatory Capital Classification:
The following five ratios refer to the nonperforming assets and reserves in the bank's portfolio:
This Bank Peer Group
Repossessed Assets/Net Worth:
Nonaccrual Loans & Other Loans Past Due 90 Days or More/Net Worth:
Nonperforming Assets/Net Worth + Reserves (a/k/a Texas Ratio):
This Bank Peer Group
Nonperforming Assets/Total Assets:
Delinquent Loans/Total Loans:
Repossessed Assets/Total Assets:
Net Year-to-Date Chargeoffs/Total Loans:
Loan Loss Reserve/Total Loans:
Bank and Credit Union data compiled from financial data for the period noted, as reported to federal regulators. The financial data obtained from these sources is consistently reliable, although; the accuracy and completeness of the data cannot be guaranteed by BauerFinancial, Inc. BauerFinancial relies upon this data in its judgment and in rendering its opinion (e.g. determination of star ratings) as well as supplying the data fields incorporated herein. BauerFinancial, Inc. is not a financial advisor; it is an independent bank research firm. BauerFinancial is a registered trademark. Any unauthorized use of its content, logos, name, and/or Star-ratings is forbidden.
13.38%
BauerFinancial, Inc.
Bank Analytical Report
Five Star Bank - Roseville, CA
Rated 5-Stars based on financial data as of 06/30/2023
C. REGULATORY STATUS. The Community Reinvestment Act (CRA) is intended to ensure institutions help meet the credit needs of the communities in which they operate. If available, the institution’s CRA Rating is noted below.
Similarly, if the institution’s primary regulator has made public any current enforcement actions that could impact the safety and soundness of the institution, the regulator will be noted. If applicable, you may read the action by visiting the regulator’s website (link below). (Disclaimer: Enforcement Action data is maintained by BauerFinancial based on media releases issued by the agencies; the accuracy and completeness cannot be guaranteed by BauerFinancial, Inc.) CRA Rating: Satisfactory Supervisory Agreement: None
Search Regulatory Enforcement Actions via these links: OCC FDIC FEDERAL RESERVE
11.05%
11.05%
12.08%
247
5.84%
4.40%
1.75%
1.08%
0.77%
85.50%
0.66%
This Bank
1.70% 2.63%
D. ASSET QUALITY, Continued. Generally speaking, the more risky loans in a bank’s portfolio are construction, commercial real estate, and foreign loans. Local economic conditions cause regional variances. Individuals or businesses interested in obtaining a loan or line of credit should check that the bank is actively engaged in that type of lending.
Undercapitalized banks may be required to limit their lending activity due to an effort to shrink their asset size (thus increasing their capital ratios).
0.19% 0.40%
0.70% 20.64%
0.00% 0.00%
This Bank Peer Group
Loans to Insiders/Total Loans:
Loans to Insiders/Total Net Worth:
This Bank Peer Group
Intangible Assets/Net Worth:
This Bank Peer Group
Investments in Subsidiaries/Net Worth:
Loans to executive officers, principal shareholders and their related parties (with or without collateral) are not unusual in the banking industry. However, excessive lending to insiders can cause problems if the loans are not subject to the same arm’s length underwriting standards as similar loans to other customers (as is required).
Intangible assets are acquired by various transactions in which the purchase price exceeds the book value. For example, a bank may buy a branch of another bank for more than its book value; the premium paid would be an intangible asset to the purchaser known as “goodwill”. The leverage capital ratio on page 4 excludes most intangible assets.
Investments in unconsolidated subsidiaries and related companies can be a drain on a bank’s net worth. If the book value of the subsidiary declines, so does that of the bank.
16.50%
7.42%
0.97%
10.76%
21.38%
35.68%
7.29%
Peer Group
Bank and Credit Union data compiled from financial data for the period noted, as reported to federal regulators. The financial data obtained from these sources is consistently reliable, although; the accuracy and completeness of the data cannot be guaranteed by BauerFinancial, Inc. BauerFinancial relies upon this data in its judgment and in rendering its opinion (e.g. determination of star ratings) as well as supplying the data fields incorporated herein. BauerFinancial, Inc. is not a financial advisor; it is an independent bank research firm. BauerFinancial is a registered trademark. Any unauthorized use of its content, logos, name, and/or Star-ratings is forbidden.
Commercial & Industrial
Construction & Land Development
Farmland
Consumer
1-4 Family Residential Other
Foreign Government
Commercial Real Estate
BauerFinancial, Inc.
Bank Analytical Report
Five Star Bank - Roseville, CA
Rated 5-Stars based on financial data as of 06/30/2023
248
99.90% 86.12%
5.88% 14.85%
19.81% 9.53%
29.42% 8.00%
3.74% 9.29%
$14.015
$28.419
1.76% 1.19%
17.53% 11.27%
E. LIQUIDITY. Liquidity ratios measure the relationship between current assets and current liabilities; they are indicators of an institution's ability to meet current obligations. Higher ratios reflect a reliance on funding sources that may not be available in times of financial stress or adverse changes in market conditions.
F. GROWTH. As a general rule, growth in a bank is considered normal and desirable. If the growth accelerates to a point where it becomes unmanageable, however, it can lead to a situation of capital inadequacy and/or unprofitability.
Asset shrinkage could indicate a cutback in lending and equity shrinkage could portend negative trends.
G. PROFITABILITY. Standard measures of profitability are Return on Assets and Return on Equity which reflect the percentage of each that has been earned during the current period. The ratios facilitate comparisons between institutions and time periods, as the same dollar figure of net income may be good or bad, depending on the balance sheet of the institution.
This Bank Peer Group
Loans to Deposits:
Non-core Funding Dependence:
This Bank Peer Group
% Change in Assets (year):
% Change in Equity (year):
Brokered Deposits/Total Deposits:
This Bank Peer Group
Annualized Return on Assets:
Annualized Return on Equity:
Current quarter’s profit:
Year-to-date profit:
Profit for Previous Calendar Year:
Profit for Calendar Year 2 Years Ago
million
million
million
million
Bank and Credit Union data compiled from financial data for the period noted, as reported to federal regulators. The financial data obtained from these sources is consistently reliable, although; the accuracy and completeness of the data cannot be guaranteed by BauerFinancial, Inc. BauerFinancial relies upon this data in its judgment and in rendering its opinion (e.g. determination of star ratings) as well as supplying the data fields incorporated herein. BauerFinancial, Inc. is not a financial advisor; it is an independent bank research firm. BauerFinancial is a registered trademark. Any unauthorized use of its content, logos, name, and/or Star-ratings is forbidden. $49.283
$46.960
BauerFinancial, Inc.
Bank Analytical Report
Five Star Bank - Roseville, CA
Rated 5-Stars based on financial data as of 06/30/2023
Deposits Acquired from use of Listing Services/Total Deposits: 0.00% 0.62% % Change in Deposits (year):
% Change in Loans (year):
17.27%
22.66%
4.88%
14.22%
249
CITY COUNCIL STAFF REPORT
AGENDA ITEM 6.d
Meeting Date: September 25, 2023
SUBJECT: Discussion and possible action to Introduce for first reading by title only Ordinance No. 23-0370 removing Chapter 5 (Tourism and Advisory Committee) of Title 2 (Boards and Commissions) of the Solvang Municipal Code to Dissolve the Tourism Advisory Committee and Making a Determination of Exemption under the California Environmental Quality Act
PREPARED BY: David Fleishman, City Attorney
Taylor Foland, Deputy City Attorney
DISCUSSION:
At its August 14th meeting, the City Council recommended dissolving the City’s Tourism Advisory Committee (“TAC” or “Committee”) in light of questions about the Committee’s effectiveness due to its Brown Act obligations. The attached draft ordinance dissolves the TAC, assigns the City Manager the duties and responsibilities of the TAC, and removes all references to the TAC from the Solvang Municipal Code.
The TAC is an advisory board tasked with making recommendations regarding the City’s tourism, marketing, and events, among other things. The TAC has operated as a standing advisory committee of the City, meaning the committee has a continuing subject matter jurisdiction as well as a meeting schedule set by City Council, and it is therefore subject to the Ralph M. Brown Act (California Government Code §§ 54950 et seq.) (“Brown Act”). In accordance with the Brown Act, TAC meetings must be noticed in advance, undertake only the business described in its agenda, take place within City boundaries, and be completely accessible by the public, among other requirements.
While the commitment and efforts of the TAC are valuable to and appreciated by the City, the TAC’s Brown Act obligations may unduly hinder its effectiveness. For instance, as mentioned at the May 22nd joint TAC and City Council meeting, Brown Act rules limit the frequency with which the Committee may meet, and the subject matter that can be addressed at a given meeting. Given that the City’s marketing and tourism-related needs can change quickly and require last-minute input, especially when planning large events, the constraints of the Brown Act limit the efficacy of the Committee.
Accordingly, this Ordinance dissolves the TAC and assigns the City Manager the duties and responsibilities of the TAC. With this authority, the City Manager could form his own committee to address tourism, marketing, and event management in the City. A committee formed by the City Manager would not be subject to the Brown Act, and thus could prove to be a more effective body for the City as meetings could occur more regularly, and would not have to be noticed and agendized ahead of time.
This Ordinance also removes any remaining references to the TAC in the City’s Municipal Code.
ALTERNATIVES:
The Council could decline to introduce the ordinance and give staff alternative direction.
FISCAL IMPACT:
There is no fiscal impact associated with the introduction of the ordinance. Should the Council adopt the ordinance on second reading, minor codification expenses will be incurred that are within currently budgeted expenses. There would be anticipated cost savings from not having staff attendance and preparation for the TAC’s meetings.
ATTACHMENTS:
A. Draft Ordinance No. 23-0370
250
ORDINANCE NO. 23-0370
AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF SOLVANG, CALIFORNIA REMOVING CHAPTER 5 (TOURISM ADVISORY COMMITTEE) OF TITLE 2 (BOARDS AND COMMISSIONS) OF
THE SOLVANG MUNICIPAL CODE TO DISSOLVE THE TOURISM ADVISORY COMMITTEE AND
MAKING A DETERMINATION OF EXEMPTION UNDER THE CALIFORNIA ENVIRONMENTAL
QUALITY ACT
WHEREAS, the Tourism Advisory Committee (“TAC”) is an advisory committee of the City Council of the City of Solvang (“City”) tasked with informing and engaging all tourism sectors of the City and the community to create a unified, dynamic consortium to increase tourism in Solvang for the benefit of the community;
WHEREAS, the TAC is a standing advisory committee subject to the Ralph M. Brown Act (California Government Code §§ 54950) (“Brown Act”);
WHEREAS, the City Council finds that the Brown Act requirements impede the TAC’s ability to promptly address all of the City’s tourism and marketing needs; WHEREAS, the City Council further finds that the City Manager is better equipped to handle and, if necessary, form an advisory committee to address tourism, marketing and events in the City at the staff level.
NOW, THEREFORE, the people of the chartered City of Solvang do ordain as follows:
SECTION 1. Chapter 5 (Tourism Advisory Committee) of Title 2 (Boards and Commissions) of the Solvang Municipal Code is hereby repealed in its entirety.
SECTION 2. Subsection (B) of Section 1-11-2 “Designated positions” of Chapter 11 (Conflict of Interest Code) of Title 1 (Administration) is hereby amended to read as follows:
“B. Designated positions are set forth below in this subsection. Each person filling a designated position, and any person filling a designated position on a temporary or acting basis for more than thirty (30) consecutive calendar days, shall disclose all of the information set forth on conflict of interest forms prescribed by the Fair Political Practice Commission.
Designated positions:
1. City clerk.
2. Administrative services director.
3. Planning/community development director.
4. Parks and recreation director.
5. Public works director/city engineer.
6. Utilities director.
7. Marketing and events manager.
8. Planning manager.
9. Design review committee members.
251
10. Measure U citizens’ oversight committee members.
11. Consultants. Consultants shall disclose pursuant to this conflict of interest code, provided that the city manager may determine in writing that a particular consultant, although a designated position, is hired to perform a range of duties that is limited in scope and thus is not required to fully comply with the disclosure requirements in this section. Such written determination shall include a description of the consultant’s duties and, based upon that description, a statement of the extent of disclosure requirements. The city manager’s determination is a public record and shall be retained for public inspection.”
SECTION 3. Section 1-5A-4 “Powers and Duties” is hereby amended to add a new subsection J, to read as follows:
Tourism promotion. It shall be the duty of the city manager and he or she shall exercise general supervision over the City’s tourism outreach, including, but not limited to, research and reports regarding the feasibility of ideas and initiatives to further the City’s tourism efforts and increase tax revenues and visitation numbers; selection of advisory personnel, consultants and/or agencies to provide professional marketing/advertising services and advice to assist the City; review of marketing budget allocations; and monitoring and evaluating the effectiveness of marketing and tourism programs.
Existing subsection J in Section 1-5A-4 shall be re-lettered as subsection K.
SECTION 4. This Ordinance has been reviewed for compliance with the California Environmental Quality Act (CEQA), the CEQA Guidelines (Title 14, Division 6, Chapter 3 of the California Code of Regulations), and the City’s environmental procedures. The City has determined that this Ordinance is exempt from CEQA because the Ordinance is not a project pursuant to CEQA Guidelines Section 15378(b)(2) and (5). The Ordinance constitutes administrative activities and general policy-making that will not result in direct or indirect physical changes in the environment.
SECTION 5. If any section, subsection, sentence, clause or phrase of this ordinance is held to be invalid or unconstitutional by a decision of a court of competent jurisdiction or preempted by State or Federal legislation, such decision or legislation shall not affect the validity of the remaining provisions of this ordinance.
SECTION 6. Solvang is a Charter City and has adopted its own rules for summarizing and posting ordinances once they are adopted. A summary of this ordinance will be prepared by the City Clerk. The summary will be posted in three locations after adoption as directed in the Solvang Municipal Code. A true and correct copy of the full ordinance together with a record of the vote of each council member shall be kept by the City Clerk.
SECTION 7. This Ordinance shall take effect thirty (30) days after its passage.
PASSED, APPROVED, AND ADOPTED on this 9th day of October 2023. __________________________________
Mark Infanti, Mayor
APPROVED AS TO FORM: ATTEST:
252
_________________________________ __________________________________ Dave Fleishman, City Attorney Annamarie Porter, City Clerk
STATE OF CALIFORNIA )
COUNTY OF SANTA BARBARA )
CITY OF SOLVANG )
I, Annamarie Porter, City Clerk of the City of Solvang, California do hereby certify that the foregoing Ordinance No. 23-0370 was duly introduced at a regular meeting of the City Council held on the 25th day of September 2023, and was duly adopted at a regular meeting of said City Council held on the 9th day of October 2023, and thereafter signed and approved by the Mayor and attested by the City Clerk, and that said Ordinance was adopted by the following vote:
AYES:
NOES:
ABSTAIN:
ABSENT:
Annamarie Porter, City Clerk
253
CITY COUNCIL STAFF REPORT
AGENDA ITEM 6.e
Meeting Date: September 25, 2023
SUBJECT: Discussion and possible action to Adopt Resolution No. 23-1235 Adopting a Records Retention Schedule and authorizing destruction of certain City records and rescinding Resolutions 00-564 and 08-810
PREPARED BY: Annamarie Porter, City Clerk
DISCUSSION:
The City’s 1999 Records Retention Schedule was adopted by City Council Resolution No. 00-574 on August 28, 2000, with the addition of a Video Retention policy Resolution No. 08-810 on September 22, 2008.
Solvang selected Gladwell Governmental Services, Inc., an expert in local government records, to upgrade its records management program. An upgrade in the existing program was necessary to reduce current and future records storage costs, eliminate duplication of effort, increase efficiency and take advantage of current technology and changes in law. The Records Retention Schedule serves several important purposes:
Provides a comprehensive list of all records retained by the City. Controls how long records must be retained and provides authority for destruction of records which are no longer required.
Designates which City departments are responsible for retention of specific records. Lists the legal authority for the retention periods.
The new retention schedules were written interactively with representatives from all departments participating in the project. They provide clear, specific records descriptions and retention periods, and apply current law and technology to the management of City records. By identifying which department is responsible for maintaining the original record, and by establishing clear retention periods for different categories of records, Solvang will realize significant savings in labor costs, storage costs, free filing cabinet and office space, and realize operational efficiencies. The update ensures that the schedule complies with all applicable legal, fiscal, administrative, and historical requirements.
It is standard business practice for California cities to authorize the routine destruction of records that have exceeded their adopted retention period, upon the request of the Department Head and with the consent in writing of the Department Head, City Clerk and City Attorney, which is provided in Section 2 of the resolution. This will reduce costs and improve efficiency for the City.
It is also standard business practice for California cities to authorize updates to the schedule without further action of the City Council, which is provided in Section 3.
ALTERNATIVES:
n/a
FISCAL IMPACT:
Solvang will realize significant savings both in labor and storage expenses; including the avoidance of future storage and/or construction costs and would provide for more automated public access to records, timely response to Staff and Public requests for records. In the future budgeting process, 254
there will be a need to include funding for Records projects to include organization, scanning and destruction.
ATTACHMENTS:
A. Resolution No. 23-1235
B. Exhibit A – revised retention schedule
C. Destruction request templates
255
RESOLUTION NO. 23-1235
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SOLVANG, CALIFORNIA,
ADOPTING A RECORDS RETENTION SCHEDULE AND AUTHORIZING DESTRUCTION OF CERTAIN CITY RECORDS AND RESCINDING RESOLUTIONS 00-564 AND 08-810 WHEREAS, the maintenance of numerous records is expensive, slows document retrieval, and is not necessary after a legally mandated period of retention for the effective and efficient operation of the government of the City of Solvang; and
WHEREAS, Section 34090 of the Government Code of the State of California provides a procedure whereby most City records which have served their purpose and are no longer required may be destroyed;
WHEREAS, the City of Solvang previously adopted Resolutions No. 00-564 and 08-810. approving Records and Video Retention Schedules.
NOW THEREFORE, THE CITY COUNCIL OF THE CITY OF SOLVANG DOES HEREBY RESOLVE AS FOLLOWS:
SECTION 1. Resolutions No. 00-564 and 08-810 are hereby repealed in their entirety.
SECTION 2. The records of the City of Solvang, as set forth in the Records Retention Schedule Exhibit A, attached hereto and incorporated herein by this reference, are hereby authorized to be destroyed as provided by Section 34090 et seq. of the Government Code of the State of California and in accordance with the provision of said schedule upon the request of the Department Head and with the consent in writing of the Department Head, City Clerk and City Attorney, without further action by the City Council of the City of Solvang.
SECTION 3. Updates are hereby authorized to be made to the Records Retention Schedule, without any further action by the City Council, with the consent of the Department Head, City Clerk, City Attorney and City Manager.
SECTION 4. The term “records” as used herein shall include documents, instructions, books, microforms, electronic files, magnetic tape, optical media, or papers, and “writings” as defined by the California Public Records Act, Government Code Section 7920.545.
SECTION 5. This Resolution is effective immediately upon adoption.
SECTION 6 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 25th day of September, 2023. __________________________________
Mark Infanti, Mayor
APPROVED AS TO FORM: ATTEST:
__________________________________ __________________________________ Dave Fleishman, City Attorney Annamarie Porter, City Clerk Attachment A
256
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. 23-1235 was passed and adopted by the City Council of the City of Solvang at a regular meeting of said City Council held on the 25th day of September, 2023, 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
257
HOW TO USE RETENTION SCHEDULES
©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission A legend explaining the information presented in the retention schedule has been printed on the back of each page for your easy reference; an index to locate records is also provided.
The specified retention period applies regardless of the media of the record: If a record is stored on paper and a computer file on a hard drive, both records should be destroyed (or erased) after the specified period of time has elapsed.
Copies or duplicates of records should never be retained longer than the prescribed period for the original record.
STRUCTURE: CITYWIDE, DEPARTMENTS & DIVISIONS
The City-wide retention schedule includes those records all departments have in common (letters, memorandums, purchase orders, etc.). These records are NOT repeated in the Department retention schedule, unless that department is the Office of Record, and therefore responsible for maintaining the original record for the prescribed length of time.
Each department has a separate retention schedule that describes the records that are unique to their department, or for which they are the Office of Record. Where appropriate, the department retention schedules are organized by Division within that Department. If a record is not listed in your department retention schedule, refer to the City-wide retention schedule. An index will be provided for your reference.
BENEFITS
This retention schedule has been developed by Diane R. Gladwell, MMC, an expert in Municipal Government records, and will provide the City with the following benefits:
• Reduce administrative expenses, expedite procedures
• Free filing cabinet and office space
• Reduce the cost of records storage
• Eliminate duplication of effort within the City
• Find records faster
• Easier purging of file folders
• Determine what media should be used to store records
For questions, please contact the City Clerk.
AUTHORIZATION TO DESTROY RECORDS:
Destruction of an original record that has exceeded its retention period must be authorized according to City Policies & Procedures prior to destroying it.
• If there is a minimum retention (“Minimum 2 years"), destruction of the document must be authorized before it is destroyed, as it is an original record.
Copies, drafts, notes and non-records do NOT require authorization, and can be destroyed “When No Longer Required.”
• If there is NOT a minimum retention ("When No Longer Required"), it does NOT need to be authorized prior to destruction, as it is a preliminary draft / transitory record or a copy.
On every page of the schedules (near the top, just under the column headings) are important instructions, including instructions regarding holds on destroying records. “Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).”
Attachment B
Exhibit A
258
RECORDS RETENTION SCHEDULE LEGEND
©1995 – 2022 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission OFR (Office of Record): The department that keeps the original or “record copy.” Usually it is the department that originates the record, unless the item is for a City Council meeting (then it is the City Clerk.)
Records Description: The record series (a group of like records).
Transitory Records not retained in the ordinary course of business, that do NOT have substantive content: Preliminary drafts, notes, or interagency or intraagency memoranda and records having only transitory value. Examples: Telephone messages, meeting room reservation schedules, logs, source records entered into a computer system that qualifies as a “trusted system”, etc.
Non-Record: Documents, studies, books and pamphlets produced by outside agencies, preliminary drafts not retained in the ordinary course of business.
Retention/Disposition: Active: How long the file remains in the immediate office area (guideline) Inactive: How long the file is in off-site storage, stored on Optical Disk or Microforms (guideline) Total Retention: The total number of years the record will be retained For file folders containing documents with different retention timeframes, use the document with the longest retention time.
P = Permanent
Indefinite = No fixed or specified retention period; used for databases, because the data fields are interrelated.
Vital? = Those records that are needed for basic operations in the event of a disaster.
Media Options (guideline) – the form of the record: Mag = Electronic Computer Magnetic Media (Hard drives, Networks, USB Drives, Cloud, etc.) Mfr = Microforms (aperture cards, microfilm, microfiche, or jackets) Ppr = Paper
OD = Optical Disk, CD-r, DVD-r, WORM, or other media which does not allow changes Scan / Import (guideline): “S” indicates the record should be scanned into the document imaging system; “I” indicates the record should be electronically imported into the document imaging system; “M” indicates the record should be microfilmed
Destroy Paper after Imaged & QC’d / Trustworthy Electronic Record: “Yes” indicates the electronic record may serve as the OFFICIAL record (and the paper version may be destroyed, or the record may be electronically generated and never exist in paper format;) IF the document has been imaged (electronically generated, scanned or imported and placed on Unalterable Media or Immutable Cloud Media, DVD-R, CD-R, or WORM cation, or microfilmed) which is stored in a safe & separate location, and both the images and indexing Quality Checked (“QC’d”). The electronic record or image must contain all significant details from the original and be an adequate substitute for the original document for all purposes, and other legal mandates apply. Includes all electronic records which are to serve as the Official Record.
Legend for legal citations (§: Section) B&P: Business & Professions Code (CA) CBC: California Building Code CC: Civil Code (CA) CCP: Code of Civil Procedure (CA) CCR: California Code of Regulations (CA) CFC: California Fire Code CFR: Code of Federal Regulations (US) EC: Elections Code (CA) EVC: Evidence Code (CA) FA: Food & Agriculture Code FC: Family Code (CA) FTB: Franchise Tax Board (CA) GC: Government Code (CA) H&S: Health & Safety Code (CA) HUD: Housing & Urban Develop. (US) LC: Labor Code (CA) Ops. Cal. Atty. Gen..: Attorney General Opinions (CA) PC: Penal Code (CA) PRC Public Resources Code R&T: Revenue & Taxation Code (CA) UFC: Uniform Fire Code USC: United States Code (US) VC: Vehicle Code (CA) W&I: Welfare & Institutions Code (CA)
259
Ver. 6.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-1 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Comments / Reference
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Lead Dept. CW-001
Affidavits of Publications / Affidavits of Posting
Notices / Legal Advertising / Notices / Proofs of
Publications / Public Hearing Notices / Public
Hearing Mailing Lists
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Mandated 2 years; Brown Act challenges
must be filed within 30 or 90 days of
action; Statute of Limitations on Municipal
Government actions is 3 - 6 months; GC
§§34090, 54960.1(c)(1)
Lead Dept. CW-002
Agreements & Contracts -
(INFRASTRUCTURE, OR IF IMAGED, JPAs,
MOUs)
Agreement or Contract includes all contractual
obligations and Insurance Certificates (e.g.
Specifications / RFP (Request for Proposal),
Successful Proposal or Scope of Work, all
exhibits or attachments, All Addendums,
Insurance Certificates)
Examples of Infrastructure: Architects, Buildings,
bridges, covenants, development, environmental,
Joint Powers, MOUs, park improvements, property &
property restrictions, redevelopment, reservoirs,
sewers, sidewalks, street & alley improvements,
settlement, subdivisions, utilities, water, etc.
P
Yes: Before
Completion
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Mandated retention is 2 years; All
infrastructure contracts should be
permanent for emergency responses;
Statute of Limitations is 10 years for Errors
& Omissions;; land records are permanent
by law; CCP §337 et. seq., GC §34090;
Contractor has retention requirements in
48 CFR 4.703
CITY-WIDE (Used by All Departments)
SOLVANG, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
260
Ver. 6.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-2 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Comments / Reference
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
CITY-WIDE (Used by All Departments)
Lead Dept. CW-003
Agreements & Contracts - MAINTENANCE,
INSTRUCTORS, PERFORMERS, or others
where Errors and Omissions Insurance
Coverage is not applicable to their work
Agreement or Contract includes all contractual
obligations and Insurance Certificates (e.g.
Specifications / RFP, Successful Proposal or
Scope of Work, all exhibits or attachments to
the agreement or contract)
Examples of Non-Infrastructure: Consultants,
Franchises, Landscaping, Painting, Slurry Seals /
Pavement Rehabilitation, Tree Trimming, Leases,
Personnel, Professional Services, etc.
Completion +
5 years
Yes: Before
Completion
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Mandated retention is 2 years; 5 years
meets municipal government auditing
standards Statute of Limitations is 4 years;
CCP §§337. 337.1(a), 337.15, 343; GC
§34090
Lead Dept. CW-004
Agreements & Contracts - NONINFRASTRUCTURE, Professional Services Agreements, Tenant / Lease Agreements -
NOT IMAGED)
Agreement or Contract includes all contractual
obligations and Insurance Certificates (e.g.
Specifications / RFP (Request for Proposal),
Successful Proposal or Scope of Work, all
exhibits or attachments, All Addendums,
Insurance Certificates)
Examples of Non-Infrastructure: Consultants,
Franchises, Landscaping, Painting, Slurry Seals /
Pavement Rehabilitation, Tree Trimming, Leases,
Personnel, Professional Services, etc.
Completion +
10 years
Yes: Before
Completion
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Mandated retention is 2 years; Statute of
Limitations is 10 years for Errors &
Omissions; CCP §§337. 337.1(a), 337.15,
343; GC §34090, Contractor has retention
requirements in 48 CFR 4.703(a)
SOLVANG, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
261
Ver. 6.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-3 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Comments / Reference
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
CITY-WIDE (Used by All Departments)
Lead Dept. CW-005
Agreements & Contracts: UNSUCCESSFUL
BIDS, PROPOSALS or RESPONSES to RFPs
(Request for Proposals) and/or RFQs (Request
for Qualifications) that don't result in a contract
2 years Mag,
Ppr
Yes: After
QC & OD GC §34090
n/a CW-006
Boards, Commissions, & Committees:
External Organizations - Agendas, Minutes,
Resolutions, or other documents
(e.g. County Board of Supervisors)
When No
Longer
Required
Mag,
Ppr Non-records
Staffing Dept. CW-007
Boards, Committees, Commissions, Ad-Hoc
Committees: Citizen Advisory Created by the
City Council
MINUTES
P
Mag,
Ppr GC §34090(e)
Staffing Dept. CW-008
Boards, Committees, Commissions, Ad-Hoc
Committees: Citizen Advisory Created by the
City Council
AGENDAS & STAFF REPORTS
2 years
Mag,
Ppr
Mandated retention is 2 years; GC §34090
et seq.
Staffing Dept. CW-009
Boards, Committees, Commissions, Ad-Hoc
Committees: Citizen Advisory Created by the
City Council
AUDIO or VIDEO RECORDINGS
2 years Mag
Mandated retention is 90 days; Audio
Required for 30 days; GC §54953.5(b);
video recordings of meetings are required
for 90 days; GC §34090.6
Staffing Dept. CW-010 Committees: City Council Subcommittees, AGENDAS and MINUTES 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Only Citizen Advisory Boards appointed by
the City Council must retain minutes
permanently (Council Subcommittees
present their recommendations to the full
Council); GC §34090 et seq.
Staffing Dept. CW-011
Committees: Employee Committees,
Employee Staff Meetings / Department Staff
Meetings
AGENDAS and MINUTES
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Only Citizen Advisory Boards appointed by
the City Council must retain minutes
permanently (Council Subcommittees
present their recommendations to the full
Council); GC §34090 et seq.
SOLVANG, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
262
Ver. 6.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-4 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Comments / Reference
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
CITY-WIDE (Used by All Departments)
Lead
(Responding)
Dept.
CW-012 Complaints / Concerns from Citizens
(Service Issues) 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Mandated retention is 2 years; Statute of
Limitations for personal property, fraud,
etc. is 3 years; Claims must be filed in 6
months; CCP §§338 et seq., 340 et seq.,
342, GC §34090
Lead Dept. CW-013 Copies or duplicates of any record
Copies -
When No
Longer
Required
Mag Ppr GC §34090.7
Dept. that
Authors
Document
or
Receives the
City's Original
Document
CW-014
Correspondence - ROUTINE (Content relates
in a substantive way to the conduct of the
public's business)
(e.g. Letters, Memorandums, Administrative,
Chronological, General Files, Reading File,
Social Media posting / Archive Social, Working
Files, etc.)
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
SOLVANG, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
263
Ver. 6.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-5 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Comments / Reference
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
CITY-WIDE (Used by All Departments)
Dept. that
Authors
Document
or
Receives the
City's Original
Document
CW-015
Correspondence - TRANSITORY /
PRELIMINARY DRAFTS, Interagency and
Intraagency Memoranda NOT retained in the
ordinary course of business
Content NOT Substantive, or NOT made or
retained for the purpose of preserving the
informational content for future reference
(e.g. calendars, checklists, e-mail, employee
directories, flyers, invitations, instant
messaging, inventories, logs, mailing lists,
meeting room registrations, speaker cards, staff
videoconference chats, notes and recordings,
supply inventories, telephone messages, text
messages, transmittal letters, thank yous,
requests from other cities, preliminary notices
for construction projects, undeliverable
envelopes, visitors logs, voice mails, webpages,
etc.)
When No
Longer
Required
Mag,
Ppr
Electronic and paper records are filed and
retained based upon their CONTENT.
Records, e-mails, electronic records, or
social media postings where the Content
relates in a substantive way to the
conduct of the public's business, or
that ARE made or retained for the
purpose of preserving the informational
content for future reference are saved
by printing them out and placing in a file
folder, or saving them electronically in a
folder outside the e-mail system; If not
mentioned here, consult the City Attorney
to determine if a record is considered
transitory / preliminary drafts. GC §34090,
GC §7927.500; Ops. Cal. Atty. Gen. 317
(1981)); City of San Jose v. Superior Court
(Smith). S218066. Supreme Court of
California, 2017
Lead Dept. CW-016 Drafts & Notes: Drafts that are revised (retain final version)
When No
Longer
Required
Mag,
Ppr
As long as the drafts and notes are not
retained in the "Regular Course of
Business". Consult the City Attorney to
determine if a record is considered a draft.
GC §§34090, 6252, 6254(a)
Lead Dept. CW-017 Filing System / Subject Files / Function Filing System - HISTORICALLY SIGNIFICANT P
Mag,
Ppr
Yes: After
QC & OD Mandated retention is 2 years; GC §34090
Lead Dept. CW-018 Filing System / Subject Files / Function Filing System - NOT HISTORICALLY SIGNIFICANT 2 years Mag, Ppr
Yes: After
QC & OD Mandated retention is 2 years; GC §34090
SOLVANG, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
264
Ver. 6.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-6 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Comments / Reference
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
CITY-WIDE (Used by All Departments)
Lead Dept.
(Who Uses the
Vehicle)
CW-019
Fleet - Pre-Trip Inspections / Vehicle Safety
Checks / Daily Vehicle Inspections / Daily
Equipment Checks
(Inspection of vehicles by drivers prior to
driving)
2 years Ppr GC §34090; 13 CCR 1234(c)
Lead Dept. CW-020 Generator Operation Logs & Inspections 5 years Mag,
Ppr
AQMD Rule 1470; Form 400–E–13a
instructions; GC §34090
Lead Dept. CW-021 GIS Database / Data / Layers (both City-wide and Specialized - Atlases, Maps, etc.)
When No
Longer
Required
Yes Mag
The Lead Department should save
historical documents (or save source data)
prior to replacing the data, if they require
the data or output for historical purposes;
(Preliminary documents); GC §34090 et
seq.
Lead Dept. CW-022 Grants (UNSUCCESSFUL Applications,
Correspondence) 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Lead Dept. CW-023
Grants / CDBG Administration (Community
Development Block Grant) / Reimbursable
Claims / FEMA Reimbursements / OES
Reimbursements (SUCCESSFUL Reports,
other records required to pass the funding
agency's audit, if required)
Applications (successful), grant agreement,
copies of invoices, program rules, regulations &
procedures, reports to grant funding agencies,
correspondence, audit records, completion
records
After Funding
Agency Audit,
if required -
Minimum 5
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Meets auditing standards; Grants covered
by a Consolidated Action Plan are
required for 5 years; Uniform Admin.
Requirements for Grants to Local
Governments is 3 years from expenditure
report or final payment of grantee or
subgrantee; statewide guidelines propose
4 years; 2 CFR 200.334; 24 CFR
91.105(h), 92.505, 570.490, &
570.502(a&b), 29 CFR 97.42; OMB
Circular A-110 & A-133; GC §34090
Human
Resources CW-024 Personnel Files (Department Copies)
Do Not Retain
in
Departments
Yes: Before
Annual
Evaluation
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Originals are retained by Human
Resources; GC §34090.7
SOLVANG, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
265
Ver. 6.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-7 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Comments / Reference
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
CITY-WIDE (Used by All Departments)
Lead Dept. CW-025
Personnel Files (Supervisor's Notes)
(Final Evaluations are sent to Human
Resources - see above)
Shred After
Incorporation
into
Performance
Evaluation or
Documented
Discipline
Yes: Before
Annual
Evaluation
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Notes maintained in a separate folder to
be incorporated into performance
evaluation, or to document progressive
discipline; GC §34090 et seq.
Lead Dept. CW-026 Photographs
When No
Longer
Required
Mag,
Ppr
Preliminary Drafts (retention is placed on
the final record in which the photograph is
published in, if any); destroy unnecessary
photographs. GC §§34090, 7927.500
Lead Dept. CW-027 Pressure Vessel Certifications or Permits (Air Compressors, Propane, etc.)
Expiration of
Certificate or
Permit
Mag,
Mfr, OD,
Ppr
S
Yes: After
1 year
Mandated retention is 2 years; GC §34090
et. seq.
Lead Dept. CW-028 Public Relations / Press Releases 2 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Lead Dept.
(Who Ordered
the Appraisal)
CW-029 Real Estate Appraisal Reports: Property NOT
purchased, Loans not funded, etc. 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Not accessible to the public; GC §§34090,
7928.705
Lead Dept.
(Who Ordered
the Appraisal)
CW-030 Real Estate Appraisal Reports: Purchased
Property, Funded Loans 5 years Yes: Before
Purchase
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Mandated retention is 2 years; Not
accessible to the public until purchase has
been completed; meets grant auditing
requirements; 2 CFR 200.334; 24 CFR
91.105(h), & 570.502(b); 29 CFR 97.42,
GC §34090
n/a CW-031
Reference Materials: Policies, Procedures,
Brochures, Flyers, Manuals, Newsletters, etc.:
Produced by OUTSIDE ORGANIZATIONS
(League of California Cities, Chamber of
Commerce, etc.)
When No
Longer
Required
Mag,
Ppr Non-Records
SOLVANG, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
266
Ver. 6.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-8 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Comments / Reference
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
CITY-WIDE (Used by All Departments)
Lead Dept. CW-032
Reference Materials: Policies, Procedures,
Brochures, Flyers, Manuals, Newsletters,
Administrative Policies, etc.: Produced by
YOUR Department
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Mandated retention is 2 years; GC §34090
Lead Dept. CW-033
Reference Materials: Policies, Procedures,
Brochures, Flyers, Manuals, Newsletters,
Administrative Policies, etc.: Produced by
OTHER Departments
When
Superseded
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Copies; GC §34090.7
Lead Dept. CW-034 Reports and Studies (Historically significant - e.g., Zoning Studies) P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Mandated retention is 2 years;
Administratively and Historically
significant, therefore retained
permanently; GC §34090
Lead Dept. CW-035 Reports and Studies (other than Historically significant reports - e.g. Annual Reports) 10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Mandated retention is 2 years; Information
is outdated after 10 years; If historically
significant, retain permanently; GC
§34090
Lead Dept. CW-036
Safety Data Sheet (SDS) / Material Safety Data
Sheet (MSDS) / Chemical Use Report Form (or
records of the chemical / substance / agent,
where & when it was used)
30 years
Mag,
Mfr, OD,
Ppr
S / I Yes - After
QC & OD
Previous SDS / MSDS may be obtained
from a service; SDS / MSDS may be
destroyed as long as a record of the
chemical / substance / agent, where &
when it was used is maintained for 30
years; Applies to qualified employers;
Claims can be made for 30 years for toxic
substance exposures; 8 CCR
3204(d)(1)(B)(2 and 3), 29 CFR
1910.1020(d)(1)(i), GC §34090
Lead Dept. CW-037 Special Projects / Subject Files / Issue Files 2 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Mandated retention is 2 years; GC §34090
et seq.
SOLVANG, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
267
Ver. 6.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-9 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Comments / Reference
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
CITY-WIDE (Used by All Departments)
Lead Dept. CW-038
Surveys / Questionnaires (that the City issues).
If a summary of the data is compiled, the survey
forms are considered a draft or transitory
record, and can be destroyed as drafts (When
No Longer Required)
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Lead Dept. CW-039
Training Presented by City Staff - COURSE
RECORDS
(Attendance Rosters, Outlines and Materials;
includes Ethics, Harassment, & Safety Training
& Tailgates)
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Ethics Training is 5 years;
EEOC/FLSA/ADEA (Age) requires 3 years
for promotion, demotion, transfer,
selection, or discharge; State Law requires
4 years for personnel actions; 8 CCR
§3203 et seq., 29 CFR 1627.3(b)(ii), LC
§6429(c); GC §§12946, 34090, 53235.2(b)
Division
Providing
Service / Work
CW-040
Work Orders / Service Requests -
(Division providing service retains originals;
Division requesting service is considered a
copy)
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Complies with Potable Water
requirements; CCP §§338 et seq., 340 et
seq., 342, GC §34090
SOLVANG, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
268
Ver. 4.0 RECORDS RETENTION SCHEDULE: ADMINISTRATION / CITY CLERK Page A/CC-1 Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards .
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Administration /
City Clerk CC-001
Agenda Packets: City Council
(includes all materials presented with the
Agenda: Presentations, proclamations, staff
reports, blue folder)
P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Mandated retention is 2 years; GC §34090 Lead Dept. CC-002
Agreements & Contracts -
(INFRASTRUCTURE, OR IF IMAGED, JPAs,
MOUs)
Agreement or Contract includes all contractual
obligations and Insurance Certificates (e.g.
Specifications / RFP (Request for Proposal),
Successful Proposal or Scope of Work, all
exhibits or attachments, All Addendums,
Insurance Certificates)
Examples of Infrastructure: Architects, Buildings,
bridges, covenants, development, environmental,
Joint Powers, MOUs, park improvements, property &
property restrictions, redevelopment, reservoirs,
sewers, sidewalks, street & alley improvements,
settlement, subdivisions, utilities, water, etc.
P
Yes: Before
Completion
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Mandated retention is 2 years; All
infrastructure contracts should be permanent
for emergency responses; Statute of
Limitations is 10 years for Errors &
Omissions;; land records are permanent by
law; CCP §337 et. seq., GC §34090;
Contractor has retention requirements in 48
CFR 4.703
ADMINISTRATION / CITY CLERK
SOLVANG, CA. ©1995-2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
269
Ver. 4.0 RECORDS RETENTION SCHEDULE: ADMINISTRATION / CITY CLERK Page A/CC-2 Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards .
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
ADMINISTRATION / CITY CLERK
Lead Dept. CC-003
Agreements & Contracts - NONINFRASTRUCTURE, Professional Services Agreements, Tenant / Lease Agreements -
NOT IMAGED)
Agreement or Contract includes all contractual
obligations and Insurance Certificates (e.g.
Specifications / RFP (Request for Proposal),
Successful Proposal or Scope of Work, all
exhibits or attachments, All Addendums,
Insurance Certificates)
Examples of Non-Infrastructure: Consultants,
Franchises, Landscaping, Painting, Slurry Seals /
Pavement Rehabilitation, Tree Trimming, Leases,
Personnel, Professional Services, etc.
Completion
+ 10 years
Yes: Before
Completion
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Mandated retention is 2 years; Statute of
Limitations is 10 years for Errors &
Omissions; CCP §§337. 337.1(a), 337.15,
343; GC §34090, Contractor has retention
requirements in 48 CFR 4.703(a)
Administration /
City Clerk CC-004 Board & Commission / Committee Applications (All, whether appointed or not) 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Administration /
City Clerk CC-005 Board & Commission / Committee Maddy Act Lists / Vacancy Notices 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Administration /
City Clerk CC-006 City Articles of Incorporation, City Charter P Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Mandated retention is 2 years; GC §34090 Finance / Risk
Management CC-007 Claim for Damage Forms 2 years Yes: Until Settlement Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
City (Clerk only receives Claim, and forwards
to Risk Management, who is the Office of
Record; GC §34090,
Administration /
City Clerk CC-008
FPPC Economic Interest Filings (FPPC 700
Series Forms - Statement of Economic
Interests): ALL
7 years Mag, Mfr,
OD, Ppr S / I Yes: After 2 years
City maintains original statements; GC
§81009(d)(e)(f)&(g)
SOLVANG, CA. ©1995-2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
270
Ver. 4.0 RECORDS RETENTION SCHEDULE: ADMINISTRATION / CITY CLERK Page A/CC-3 Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards .
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
ADMINISTRATION / CITY CLERK
Administration /
City Clerk CC-009 FPPC Form 803 (Behested Payment Report) 7 years Mag, Mfr, OD, Ppr S / I Yes: After 2 years GC §81009(e) Administration /
City Clerk CC-010 FPPC Form 806 (Agency Report of Public Official Appointments) 7 years Mag, Mfr, OD, Ppr S / I Yes: After 2 years Must post on website; 2 CCR 18705.5; 2
CCR 18702.5(b)(3); GC §34090; GC
§81009(e)
Administration /
City Clerk CC-011
Campaign Filings (FPPC 400 Series Forms &
Form 501): UNSUCCESSFUL
CANDIDATES
5 years Mag, Mfr,
OD, Ppr S / I Yes: After 2 years
Paper must be retained for at least 2 years;
GC §81009(b)&(g)
Administration /
City Clerk CC-012
Campaign Filings (FPPC 400 Series Forms &
Form 501): SUCCESSFUL CANDIDATES
(Elected Officials)
P
Mag, Mfr,
OD, Ppr S / I Yes: After 2 years
Paper must be retained for at least 2 years;
GC §81009(b)&(g)
Administration /
City Clerk CC-013
Campaign Filings (FPPC 400 Series Forms):
THOSE NOT REQUIRED TO FILE ORIGINAL
WITH CITY CLERK (copies)
4 years Mag, Mfr,
OD, Ppr S / I Yes: After 2 years
Paper must be retained for at least 2 years;
GC §81009(f)&(g)
Administration /
City Clerk CC-014
Campaign Filings (FPPC 400 Series Forms):
OTHER COMMITTEES (PACS - not candidatecontrolled)
7 years Mag, Mfr,
OD, Ppr S / I Yes: After 2 years
Paper must be retained for at least 2 years;
GC §81009(c)&(g)
Administration /
City Clerk CC-015
Candidate File: Nomination Papers, Candidate
Statement Forms, Ballot Designation Forms,
etc. - SUCCESSFUL CANDIDATES
Term of
Office + 4
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Mandated retention is term of office and 4
years after the expiration of term and does
not delineate between the two; EC §17100
Administration /
City Clerk CC-016
Candidate File: Nomination Papers, Candidate
Statement Forms, Ballot Designation Forms,
etc. - UNSUCCESSFUL CANDIDATES
Election + 4
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Mandated retention is term of office and 4
years after the expiration of term and does
not delineate between the two; EC §17100
ELECTIONS (CONSOLIDATED)
SOLVANG, CA. ©1995-2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
271
Ver. 4.0 RECORDS RETENTION SCHEDULE: ADMINISTRATION / CITY CLERK Page A/CC-4 Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards .
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
ADMINISTRATION / CITY CLERK
Administration /
City Clerk CC-017
Elections - GENERAL, WORKING or
ADMINISTRATION Files (Correspondence,
Applications to fill a Vacancy on the City
Council, Planning Commission, Precinct Maps,
County Election Services, Candidate
Statements to be printed in the Sample Ballot,
Polling Locations and Precinct Board
Members, Notices, Postings, etc.)
2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Mandated retention is 2 years; GC §34090 Administration /
City Clerk CC-018
Elections - HISTORICAL Files (Copies of
Sample Ballot (1 English version), Resolution
Declaring Results, etc.)
P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Mandated retention is 2 years; GC §34090 Administration /
City Clerk CC-019 Elections - Petitions (Initiative, Recall or Referendum) - IF INSUFFICIENT
Final
Examination
+ 1 year
after petition
examination
Ppr
Not accessible to the public; The 8 month
retention applies after election results, or
final examination if no election, unless there
is a legal or FPPC proceeding. EC
§§17200(b)(3), 17400
Administration /
City Clerk CC-020 Elections - Petitions (Initiative, Recall or Referendum) - IF SUFFICIENT
Results + 8
months Ppr
Not accessible to the public; The 8 month
retention applies after election results, or
final examination if no election, unless there
is a legal or FPPC proceeding. EC
§§17200(b)(3), 17400
(End of Elections Section)
Administration /
City Clerk CC-021 Ethics Certificates for City Council, Board and Commission Members Only 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §§ 3105, 12946, 34090;; 53235.2(b);
53237.2(b)
Administration /
City Clerk CC-022
Historical Records, Photographs, & Historical
Projects (e.g. City Anniversaries,
Incorporation, City Seal, Awards of significant
historical interest, Grand Openings, etc.)
P
Mag, Mfr,
OD, Ppr S / I Yes: After QC'd & OD
Mandated retention is 2 years; City Clerk
determines historical significance; records
can address a variety of subjects and media.
Some media (e.g. audio and video tape) may
be limited because of the media's life
expectancy; GC §34090
SOLVANG, CA. ©1995-2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
272
Ver. 4.0 RECORDS RETENTION SCHEDULE: ADMINISTRATION / CITY CLERK Page A/CC-5 Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards .
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
ADMINISTRATION / CITY CLERK
City Attorney CC-023 Lawsuits / Litigation
Final
Resolution +
5 years
Yes: Until
Settlement
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Mandated retention is 2 years; Meets
municipal government auditing standards;
Statute of Limitations is 4 years; CCP §§337
et seq., 343; GC §34090,
Administration /
City Clerk CC-024 Minutes: City Council P Yes Mag, Mfr, OD, Ppr S / I No GC §34090(e) Administration /
City Clerk CC-025
Oath of Office / Appointments: City Council,
Advisory Bodies: Planning Commission,
Design Review Committee, etc.
Separation +
6 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC'd & OD
Mandated retention is 2 years; Statute of
Limitations: Public official misconduct is
discovery of offense + 4 years, GC §§36507,
34090; PC §§801.5, 803(c); 29 USC 1113
Administration /
City Clerk CC-026 Ordinances P Yes Mag, Mfr, OD, Ppr S / I No GC §34090(e) Administration /
City Clerk CC-027
Petitions (submitted to Council on any subject -
Dog Parks, Parking, Traffic Calming, etc.)
See Elections for Initiative, Recall or
Referendum Petitions
1 year Mag, Ppr GC §50115
Administration /
City Clerk CC-028 Public Records Requests / Next Request Database 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Administration /
City Clerk CC-029
Recorded Documents: Deeds, Easements,
Right of Ways, Abandonments / Vacation,
Liens / Lien Releases
P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090(a)
Administration /
City Clerk CC-030 Recordings: Audio or Video of City Council Meetings 4 years Mag
City Manager preference; Mandated
retention is 90 days; Audio Required for 30
days; GC §54953.5(b); video recordings of
meetings are required for 90 days; GC
§34090.6
SOLVANG, CA. ©1995-2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
273
Ver. 4.0 RECORDS RETENTION SCHEDULE: ADMINISTRATION / CITY CLERK Page A/CC-6 Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards .
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
ADMINISTRATION / CITY CLERK
Administration /
City Clerk CC-031 Records Destruction Authorization Forms & Certifications (All Departments) 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD Mandated retention is 2 years; GC §34090 Administration /
City Clerk CC-032 Resolutions: City Council P Yes Mag, Mfr, OD, Ppr S / I No GC §34090(e) SOLVANG, CA. ©1995-2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
274
Ver. 5.0 RECORDS RETENTION SCHEDULE: ADMINISTRATION / CITY MANAGER Page A/CM-1 Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged
& QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards .
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
ADMINISTRATION / CITY MANAGER
Administration
/ City Manager CM-001 FPPC Form 801 (Gift to Agency Report) 7 years Mag, Mfr, OD, Ppr S / I Yes:
After 2
years
Must post on website; GC §81009(e)
Administration
/ City Manager CM-002 FPPC Form 802 (Event Ticket / Pass Distributions Agency Report) 7 years Mag, Mfr, OD, Ppr S / I Yes:
After 2
years
Should post on website for 4 years; GC
§81009(e)
Administration
/ City Manager CM-003
Legislative Advocacies, Support or
Opposition to proposed Federal or State
Legislation
2 years Mag, Mfr,
OD, Ppr S / I
Yes -
After QC
& OD
Mandated retention is 2 years; GC §34090
Administration
/ City Manager CM-004 Projects / Subject Files (Subject will change over time) 2 years Mag, Mfr, OD, Ppr S / I Yes -
After QC
& OD
Mandated retention is 2 years; GC §34090 et
seq.
SOLVANG, CA. ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
275
Ver. 5.0 RECORDS RETENTION SCHEDULE: ADMINISTRATION / TOURISM & MARKETING Page AD/T-1 Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged
& QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards .
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
ADMINISTRATION / TOURISM & MARKETING
Administration
/ Tourism &
Marketing
T&M-001
Tourism Projects, Programs, Subject &
Issues / Economic Development (Issues
and/or projects will vary over time)
2 years Mag, Mfr,
OD, Ppr S
Yes:
After QC
& OD
Mandated retention is 2 years; GC §34090
Administration
/ Tourism &
Marketing
T&M-002 Speech Notes / PowerPoint Presentations
When No
Longer
Required
Mag, Mfr,
OD, Ppr S
Yes:
After QC
& OD
Notes, drafts, or preliminary documents; GC
§34090 et seq.
SOLVANG, CA. ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
276
Ver. 4.0 RECORDS RETENTION SCHEDULE: BUILDING & SAFETY Page BL-1 Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
BUILDING & SAFETY
Lead Dept. BL-001 _Permit Database Indefinite Yes (all) Mag Data is interrelated; GC §34090, H&S §19850
Building &
Safety BL-002 Address Files / Building Permits (Finalled) Life of the Building Yes (all) Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090, H&S §19850
Building &
Safety BL-003
Building Plans - Finalled - INDUSTRIAL,
COMMERCIAL, MULTI-FAMILY DWELLINGS,
PLACES OF PUBLIC ACCOMMODATION
Life of the
Building Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Law requires for the life of the building for
commercial and common interest
dwellings only; CBC 104.7 & 107.5,
H&S§19850, GC §34090
Building &
Safety BL-004 Building Plans - Cancelled or Withdrawn
Upon
Cancellation
or withdrawal
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Preliminary drafts not retained in the
ordinary course of business; CBC §104.7;
H&S§19850, GC §34090
Building &
Safety BL-005 Building Plans - Expired Life of the Building Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Mandated retention is 2 years; CBC
§104.7; H&S§19850, GC §34090
Building &
Safety BL-006 Building Plans - Finalled - TENANT
IMPROVEMENTS
Life of the
Building Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Law requires for the life of the building for
commercial and common interest
dwellings only; CBC 104.7 & 107.5,
H&S§19850, GC §34090
Building &
Safety BL-007
Building Plans - Finalled - SINGLE FAMILY
RESIDENTIAL - SFR and APPURTENANCES
Site Plan / Floor Plan (ONLY)
Life of the
Building
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Mandated retention is 180 days; State
law requires plans need not be filed for
dwellings less than 2 stories, garages &
appurtenances, farms/ranches, 1-story
with bearing walls less than 25'; CBC
requires 180 days from completion date;
CBC 104.7 & 107.5, H&S§19850, GC
§34090
SOLVANG, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
277
Ver. 4.0 RECORDS RETENTION SCHEDULE: BUILDING & SAFETY Page BL-2 Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Building &
Safety BL-008
Building Plans - Finalled - SINGLE FAMILY
RESIDENTIAL - SFR and APPURTENANCES
(e.g. Fences, Garages, Pools, Spas)
EXCLUDES Site Plan / Floor Plan
180 days
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
State law requires plans need not be filed
for dwellings less than 2 stories, garages
& appurtenances, farms/ranches, 1-story
with bearing walls less than 25'; CBC
requires 180 days from completion date;
CBC 104.7 & 107.5, H&S§19850, GC
§34090
Building &
Safety BL-009 California Building Codes / Uniform Building Codes While
Ordinance is
in Force
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §50022.6
Building &
Safety BL-010 Certificate of Occupancy (CofO) P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Mandated retention is 2 years; GC
§34090
Building &
Safety BL-011
Copyright Release Forms / Requests &
Permissions to Receive Copies of Plans (to and
from Architects)
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Mandated retention is 2 years; GC
§34090
Building &
Safety BL-012 Correction Notices - Building
When
Permit is
Finalled
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Preliminary Drafts / Content Not
Substantive; GC §34090
Building &
Safety BL-013 Energy Calculations
When
Permit is
Finalled
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Preliminary Drafts / Content Not
Substantive; GC §34090
Building &
Safety BL-014 Geotechnical and Soils Reports / Structural Reports (all) P Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Mandated retention is 2 years; GC
§34090
Building &
Safety BL-015 Grading Permits P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Mandated retention is 2 years; GC
§34090
Building &
Safety BL-016 Plan Check Comments
When
Permit is
Finalled
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Preliminary Drafts / Content Not
Substantive; GC §34090
SOLVANG, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
278
Ver. 4.0 RECORDS RETENTION SCHEDULE: BUILDING & SAFETY Page BL-3 Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Building &
Safety BL-017 Stop Work Notices
When
Permit is
Finalled
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Preliminary Drafts / Content Not
Substantive; GC §34090
SOLVANG, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
279
Ver. 4.0 RECORDS RETENTION SCHEDULE: CODE ENFORCEMENT Page CE-1 Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
CODE ENFORCEMENT
Code
Enforcement CE-001
Code Enforcement / Abatement Case Files
(Includes Citations, Notice of Violations, Photos,
and Code Enforcement Complaint Letters)
Resolution +
2 years
maintain
longer for
repeat
offenders
until offense
completely
resolves or
offender
moves
Yes: Until
Resolution
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD
Mandated retention is 2 years; GC
§34090
Code
Enforcement CE-002 Hearing Officer Determinations / Appeals of Code Enforcement Actions 2 years Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD
Mandated retention is 2 years; GC
§34090
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Ver. 3.0 RECORDS RETENTION SCHEDULE: FINANCE - RISK MANAGEMENT Page FIN-RM1 Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
FINANCE / RISK MANAGEMENT
Finance / Risk
Management RM-001
Accident, Injury, Incident Reports -
Members of the Public where no Claim is
filed
2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
Finance / Risk
Management RM-002 City Vehicle Accident, Incident Reports (Not Workers Compensation) 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Finance / Risk
Management RM-003 Claim for Damages / Claims Against the City Final Resolution
+ 5 years
Yes: Until
Resolutio
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Mandated retention is 2 years; Meets
municipal government auditing
standards; Statute of Limitations is 4
years; CCP §§337 et seq., 343; GC
§34090,
Finance / Risk
Management RM-004
Insurance Policies -
General Liability, Workers
Compensation
P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Mandated retention is 2 years; Covers
longest possible statute of limitations;
CCP §337 et seq.; 8 CCR §3204(d)(1)
et seq., 8 CCR 5144, 8 CCR 15400.2;
29 CFR 1910.1020(d)(1)(i); GC §§
911.2, 34090
Finance / Risk
Management RM-005 Insurance Policies - Property, Fire, Theft, etc.
Expiration + 4
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Mandated retention is 2 years; Covers
statute of limitations for contracts; CCP
§337 et seq.; GC §34090
Human
Resources /
Risk
Management
RM-006 OSHA Citations and Inspections 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD
OSHA requires 5 years; State law
requires 2 years; 8 CCR §3203(b)(1),
OMB 1220-0029; GC §34090; LC
§6429c
Finance / Risk
Management RM-007 Property Damage Claims / Restitution 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Mandated retention is 2 years; Meets
municipal government auditing
standards; GC §34090
Finance / Risk
Management RM-008 Vehicle Titles / Pink Slips
Upon Sale or
Disposal of
Vehicle
Ppr Title is transferred to new owner or
auction house
SOLVANG, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
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Ver. 3.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-1 Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
FINANCE / ACCOUNTS PAYABLE & PURCHASING
Finance /
Accounts
Payable &
Purchasing
FIN-001 1099's / 1096's 5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
IRS: 4 years after tax is due or paid
(longer for auditing & contractor
delinquency); Ca. FTB: 3 years; 26 CFR
§31.6001-1(e)(2), R&T §19530, GC
§34090; 29 USC 436
Finance /
Accounts
Payable &
Purchasing
FIN-002
Accounts Payable / Purchase Orders /
Invoices and Backup / Warrants / Refunds
/ Credit Card Statements / P-Card
Statements
(Includes Invoices, Travel Expense
Reimbursements, etc.)
7 years Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Mandated retention is 2 years; 7 years
for grant audits; 5 years meets
municipal government auditing
standards and Statute of Limitations for
contracts; CCP §337 et. seq.; GC
§34090
Finance /
Accounts
Payable &
Purchasing
FIN-003 W-9s Vendor Inactive
+ 3 years
Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Meets IRS Auditing Standards (3 years
after the last payment to the vendor);
GC §34090
FINANCE / ACCOUNTS RECEIVABLE
Finance /
Accounts
Receivable
FIN-004
Accounts Receivable / Revenue / Our
Invoices to Outside Entities: Insurance
Companies, Franchise Fees, DUI Billing,
Transient Occupancy Tax (TOT), Auctions
of Surplus Property, Credit Card Payment
Receipts, Tenant Billing, etc.
5 years Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Mandated retention is 2 years; Meets
auditing standards; GC §34090 et seq.
Finance /
Accounts
Receivable
FIN-005
Prop. 218 (Property-based fees - Solid
Waste Fees) Protest Letters / Ballots,
Tabulation
2 years Mag, Ppr GC §53753(e)(2)
SOLVANG, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
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Ver. 3.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-2 Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Finance /
Accounts
Receivable
FIN-006 Cash Receipts, Rents, Other Income,
Credit Card Settlements 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Mandated retention is 2 years; Meets
auditing standards; GC §34090 et seq.
FINANCE / BUSINESS LICENSES
Finance /
Business
Licenses
FIN-007 Business License Applications or
Renewals 5 years Yes: Until Paid
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Mandated retention is 2 years; Meets
auditing standards; GC §34090 et seq.
FINANCE / DEBT SERVICES
Finance /
Debt Services FIN-008
Bonds & Bond Sales / Official Statements /
Transcripts / Certificates of Participations
(COPs) - Includes Continuing Disclosure
Reports
See Bank Statements for statement
retention.
Fully Defeased +
10 years
Yes: Until
Maturity Mag, Ppr
Mandated retention is 2 years; Statute
of Limitations for bonds, mortgages,
trust deeds, notes or debentures is 6
years; Bonds issued by local
governments are 10 years; There are
specific requirements for disposal of
unused bonds; CCP §§336 et seq.
337.5(a); 26 CFR 1.6001-1(e): GC
§43900 et seq.
FINANCE / GENERAL LEDGER
Finance /
General
Ledger
FIN-009 _Financial Services Database Indefinite Yes Mag Data Fields / Records are interrelated; GC §34090
Finance /
General
Ledger
FIN-010 Audit Work Papers When No Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Preliminary drafts / content not
substantive; GC §34090
Finance /
General
Ledger
FIN-011 Audits - Annual Financial Reports / Annual
Comprehensive Financial Report (ACFR) P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Mandated retention is 2 years; GC
§34090
Finance /
General
Ledger
FIN-012
Audits - Single Audits, Grant Audits, IRS
Audits, Transportation Audits, PERS Audit,
etc.
5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Mandated retention is 2 years; meets
auditing standards; GC §34090
SOLVANG, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
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Ver. 3.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-3 Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Finance /
General
Ledger
FIN-013 Bank Statements, Bank Reconciliations 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD
Mandated retention is 2 years; meets
auditing standards; GC §34090, 26 CFR
31.6001-1
Finance /
General
Ledger
FIN-014 Banking Transactions, Bank Wire
Transactions, Confirmations 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Mandated retention is 2 years; meets
auditing standards; GC §34090
Finance /
General
Ledger
FIN-015 Budgets - Finals and Amendments P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Mandated retention is 2 years; GC
§34090
Finance /
General
Ledger
FIN-016 Budgets Work Papers When No Longer
Required Mag, Ppr Preliminary drafts; GC §34090
Finance /
General
Ledger
FIN-017 Checks / Warrants (Cashed) 5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Mandated retention is 2 years; meets
auditing standards; GC §34090
Finance /
General
Ledger
FIN-018 Checks / Warrants (VOIDED) When No Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Preliminary drafts; GC §34090 Finance /
General
Ledger
FIN-019 Escheat (Unclaimed money / uncashed
checks) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Mandated retention is 2 years; All
tangible property held by government
agencies escheats after 3 years; Statute
of Limitations is 1 year for seized
property; CCP §§340(d), 1519; GC
§34090
Finance /
General
Ledger
FIN-020
Fiscal Agent Statements, Investment
Account Statements, LAIF Statements /
Local Agency Investment Fund Trustee
Statements
5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Mandated retention is 2 years; meets
auditing standards; GC §34090, 26 CFR
31.6001-1
Finance /
General
Ledger
FIN-021 Fixed Assets, Depreciation Support
Documents 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Mandated retention is 2 years; meets
auditing standards; GC §34090, 26 CFR
31.6001-1
SOLVANG, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
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Ver. 3.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-4 Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Finance /
General
Ledger
FIN-022
Investments / Investment Statements /
Certificate of Deposit / Investment Bonds
(Receipts / Advisor Reports / Trade
Tickets)
5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Mandated retention is 2 years; Meets
auditing standards; statewide
guidelines propose permanent; FTC
Reg's rely on "self-enforcement";
GC§§ 34090, 43900
Finance /
General
Ledger
FIN-023 Journal Entries / Journal Vouchers 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD
Mandated retention is 2 years; meets
auditing standards; GC §34090, 26 CFR
31.6001-1
Finance /
General
Ledger
FIN-024 OES / FEMA Claims 10 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Mandated retention is 2 years; meets
auditing standards; GC §34090
Finance /
General
Ledger
FIN-025
Reports, General Ledger, Subsidiary
Ledgers, Reconciliations, Registers,
Transaction Histories, Balance Sheets,
Revenue & Expenditure Reports, etc.
(FROM NEW DATABASE - ANNUAL,
MONTHLY OR PERIODIC)
When No Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
(The Financial System Database is the
original; reports are considered drafts or
copies); GC §34090
Finance /
General
Ledger
FIN-026
Reports, General Ledger, Subsidiary
Ledgers, Reconciliations, Registers,
Transaction Histories, Balance Sheets,
Revenue & Expenditure Reports, etc.
(FROM OLD DATABASE - ANNUAL,
MONTHLY OR PERIODIC)
5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Mandated retention is 2 years; meets
auditing standards (Data are not
available in the New Financial System
Database); GC §34090, 26 CFR
31.6001-1
Finance /
General
Ledger
FIN-027
Reports: Annual State or Federal: State
Controller's Report, Local Government
Compensation Report, Gas Tax, MOE
(Maintenance of Effort) Report, Street
Report, etc.
5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Mandated retention is 2 years; Meets
auditing standards; GC §34090
Finance /
General
Ledger
FIN-028
Tax - Annual Tax Roll and Special
Assessments: Landscape and Lighting
Districts, Ad Valorem Taxes, etc.
5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Mandated retention is 2 years; Meets
auditing standards; GC §34090
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285
Ver. 3.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-5 Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Finance /
General
Ledger
FIN-029 Tax - Sales Tax Reports (HdL) When No Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Compilation of Non-Records /
Preliminary drafts used to project
revenue; GC §34090
FINANCE / PAYROLL
Finance /
Payroll FIN-030 _Payroll Database Indefinite Yes Mag Data Fields / Records are interrelated; GC §34090 Finance /
Payroll FIN-031 CalPERS Reports - Annual Valuation Reports, Actuarial Valuation Reports 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Mandated retention is 2 years; GC
§34090
Finance /
Payroll FIN-032
DE-6, DE-7, DE-9, DE-34, DE-43, W-3 &
DE-166, 941 Forms, PERS / FICA &
Medicare Adjustments - Quarterly Payroll
Tax Returns / OASDI, Federal Tax
Deposits, Adjustments, etc.
5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Mandated retention is 2 years; IRS: 4
yrs after tax is due or paid; Ca. FTB: 3
years; Articles show 7 years; IRS Reg
§31.6001-1(e)(2), R&T §19530; 29CFR
516.5 - 516.6, 29USC 436, GC §34090
Finance /
Payroll FIN-033 Garnishments
Satisfied + 5
years, or
Separation of
Employee
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Mandated retention is 2 years; GC
§34090; 26 CFR 31.6001.1
Finance /
Payroll FIN-034 Payroll Reports - Periodic Bi-weekly
Payroll Report / Payroll Ledger 5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Mandated retention is 2 years; Meets
municipal government auditing
standards; PERS Circular letter 200-051-
17; GC §34090
Finance /
Payroll FIN-035 Time Cards / Time Sheets 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Mandated retention is 4 years; Meets
auditing standards (audit + 4 years); IRS
requires 4 years; Ca. requires 2 yr min.;
FTB keeps 3 years; IRS Reg §31.6001-
1(e)(2), R&T §19530; LC § 1174(d); 29
CFR 516.5; 29 CFR 516.5 & 516.6(c);
GC §34090
Finance /
Payroll FIN-036 W-2's, W-3's 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Mandated retention is 2 years; for Grant
Auditing Purposes; Meets municipal
government auditing standards; GC
§34090
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286
Ver. 4.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-1 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS : Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
HUMAN RESOURCES
Human
Resources HR-001 Benefit Plan Documents (CalPERS, Dental, Vision, etc.) Duration of the
Contract + 6
years
Yes: For
Duration of
Contract
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Federal law requires 6 years after filing
date for retirement; EEOC / ADEA (Age)
requires 1 year after benefit plan
termination; State Law requires 2 years
after action; 29 CFR 1627.3(b)(2); 29 USC
1027; 11 CCR 560; 28 CCR 1300.85.1;
GC §34090
Human
Resources HR-002
California Civil Rights Department (CRD) /
Department of Fair Employment & Housing
(DFEH or EEOC) Claims / Harassment
Claims
Separation + 6
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
State requires 2 years after "fully and
finally disposed"; matches retention for
personnel files; All State and Federal laws
require retention until final disposition of
formal complaint; 2 CCR 11013(c); GC
§§12946, 34090
Human
Resources HR-003
Classification / Reorganization Studies (for
employee classifications and department
structures)
Minimum 3
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Mandated retention is 2 years; Bureau of
National Affairs recommends 2 years for
all supplementary Personnel records;
Wage rate tables are 1 or 2 years; State
requires 2 years; 29 CFR 516.6, 29 CFR
1602.14, GC §§12946, 34090
Human
Resources HR-004 COBRA Billing 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Mandated retention is 2 years; Meets
municipal government auditing standards;
GC §34090
Human
Resources HR-005 Compensation Surveys & Studies Minimum 3 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Mandated retention is 2 years; Bureau of
National Affairs recommends 2 years for
all supplementary Personnel records;
Wage rate tables are 1 or 2 years; State
requires 2 years; 29 CFR 516.6(2), 29
CFR 1602.14, GC §§12946, 34090
SOLVANG, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
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Ver. 4.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-2 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS : Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Human
Resources HR-006 Contracts for Investigators Completion + 5 years Yes: Before
Completion
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Mandated retention is 2 years; Statute of
Limitations for contractual obligations is 4
years; CCP §§337. 337.1(a), 337.15, 343;
GC §34090
Human
Resources HR-007 COVID-19 Attestations by Employees, COVID-19 Notifications to Employees 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD LC §6409.6(k), GC §34090 Human
Resources HR-008 DMV Pull Notices
When
Superseded or
Separation
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
(DMV record that the District considers a
non-record used for reference); DMV
audits every 2 years; Bureau of National
Affairs recommends 2 years for all
supplementary Personnel records; GC
§60201
Human
Resources HR-009 Drug & Alcohol Test Results (All - Positives and Negatives) / DOT Test Results 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD D.O.T. Requires 5 years for positive tests,
1 year for negative tests;
EEOC/FLSA/ADEA (Age) requires 3 years
physical examinations; State Law requires
2 years; 29 CFR 1627.3(b)(v), GC
§§12946, 12960, 34090, 49 CFR 655.71
et seq.; 49 CFR 382.401 et seq.
Human
Resources HR-010 Employee Assistance Program Reports
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Preliminary drafts; the final is retained in
Finance via invoices; GC §34090 et seq.
Human
Resources HR-011 Employee Investigations Separation + 6 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
State Law requires 2 -3 years; matches
retention for personnel files; statute of
limitations for EEOC/FLSA/ADEA (Age)
requires 3 years for promotion, demotion,
transfer, selection, or discharge; 29 CFR
1602.31 & 1627.3(b)(1), GC §§12946,
34090;
Human
Resources HR-012 Employment Verifications
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Non-records, content is not substantive;
GC §34090 et seq.
SOLVANG, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
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Ver. 4.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-3 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS : Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Human
Resources HR-013 Ethics Certificates for Employees, Harassment Certificates - Employees Only 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §§ 3105, 12946, 34090;; 53235.2(b);
53237.2(b)
Human
Resources HR-014 Grievances Separation + 6 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
State Law requires 2 -3 years; matches
retention for personnel files; statute of
limitations for retirement benefits is 6
years from last action; EEOC/FLSA/ADEA
(Age) requires 3 years for promotion,
demotion, transfer, selection, or discharge;
29 CFR 1602.31 & 1627.3(b)(1), GC §§
3105, 12946, 34090; LC 1198.5; 26 CFR
31-6001-1; 53235.2(b); 53237.2(b)
Human
Resources HR-015 I-9s Separation + 6 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Required for 1 year from termination or 3
years from hiring, whichever is later;
EEOC / FLSA / ADEA (Age) requires 3
years for "any other forms of employment
inquiry"; State Law requires 2 -3 years; 8
CFR 274a.2; 29 CFR 1627.3(b)(1); GC
§§12946, 34090
Human
Resources HR-016 Illness and Injury Prevention Program Superseded + 2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090 et seq.
Human
Resources HR-017 Job Descriptions / Classification Specifications Minimum
Superseded +
3 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Mandated retention is 2 years;
EEOC/FLSA/ADEA (Age) requires 3 years
for promotion, demotion, transfer,
selection, or discharge; State Law requires
2 -3 years; retirement benefits is 6 years
from last action; 29 CFR 1602.31 &
1627.3(b)(1), 8 CCR §3204(d)(1) et seq.,
GC §§12946, 34090
Human
Resources HR-018 Labor Relations / Negotiation Notes 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 et seq.
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Ver. 4.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-4 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS : Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Human
Resources HR-019 OSHA Citations and Inspections 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD OSHA requires 5 years; State law requires
2 years; 8 CCR §3203(b)(1), OMB 1220-
0029; GC §34090; LC §6429c
Human
Resources HR-020 OSHA Logs - 200, 300, 301, 301A 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD OSHA requires 5 years; State law requires
2 years; 8 CCR 14300.33(a), 8 CCR
§3203(b)(1), GC §34090; LC §6429c
Human
Resources HR-021
Personnel Files - Employee File (Main File,
including Benefits)
Includes Application, Discipline, Evaluations,
Policy Acknowledgements, Employee's Oath
of Office / Oath for Disaster Worker, PAN /
Personnel Action Notices, etc.)
Separation + 6
years
Yes: Until
Separation
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Mandated retention is 2 years; statute of
limitations for retirement benefits is 6
years from last action; EEOC/FLSA/ADEA
(Age) requires 3 years for promotion,
demotion, transfer, selection, or discharge;
State Law requires 2 -3 years; W-4s are
required four years after the due date of
such tax for the return period to which the
records relate, or the date such tax is paid,
whichever is the later. 26 CFR 31-6001-1;
29 CFR 1602.31 & 1627.3(b)(1), GC §§
3105, 12946, 34090; LC 1198.5
Human
Resources HR-022
Personnel Files - Medical File
Pre-employment Medical Clearances, ADA
Accommodations, Fit for Duty, FMLA Leave,
etc.
Separation +
30 years OR
Deceased + 5
years
Yes: Until
Separation
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Mandated retention is 30 years; Files
maintained separately; Claims can be
made for 30 years for toxic substance
exposure; 8 CCR §3204(d)(1) et seq., 8
CCR 5144, 8 CCR 15400.2; 29 CFR
1910.1020(d)(1)(i), GC §§12946, 34090
Human
Resources HR-023
Recruitment and Testing File / Recruitment
Database (NeoGov)
Includes Advertisements, Applications for
Unsuccessful Candidates, Interview Notes,
Job Brochures, Test Data, Testing Analysis
& statistical Metric, Job Analysis, Rating
Sheets, Scantrons, etc.
Hiring
Decision + 4
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
State Law requires 4 years; EEOC / FLSA
/ ADEA (Age) requires 1-3 years; 29 CFR
1627.3(b)(1), 29 CFR 1602.14 et seq.2
CCR 11013(c); GC §§12946, 34090
SOLVANG, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
290
Ver. 4.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-5 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS : Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Human
Resources HR-024 W-4's
No Longer in
Effect + 4
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
IRS Regulation 31-6001-1 four years after
the due date of such tax for the return
period to which the records relate, or the
date such tax is paid, whichever is the
later. GC §34090; 26 CFR 31.6001-1
Human
Resources HR-025
Workers Compensation Claims / Long Term
Disability Claims (Includes all Accident,
Incident, or Injury Reports from Employees)
Separation +
30 years OR
Deceased + 5
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Mandated retention is 30 years; Files
maintained separately; Claims can be
made for 30 years for toxic substance
exposure; 8 CCR §3204(d)(1) et seq., 8
CCR 5144, 8 CCR 15400.2; 29 CFR
1910.1020(d)(1)(i), GC §§12946, 34090
Human
Resources HR-026 Workers Compensation Loss Reports
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Preliminary drafts; the final is retained in
Finance via invoices or in the Workers
Compensation file; GC §34090 et seq.
SOLVANG, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
291
Ver. 3.0 RECORDS RETENTION SCHEDULE: INFORMATION TECHNOLOGY Page IT-1 Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged
& QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards .
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Finance /
Information
Technology
IT-001 Backups / Computer Backups (ALL.
Includes Restoration Plans & Procedures)
When No
Longer
Required
Yes Mag.
Used for Disaster Recovery Purposes Only;
Considered a copy and can be destroyed
when no longer required; GC §34090 et seq.
Finance /
Information
Technology
IT-002
Enterprise System Catalogue (Listing of
Enterprise-wide Software, posted on line -
SB 272)
When
Superseded Mag. Posting is required by GC §6270.5; GC §34090 et seq.
Finance /
Information
Technology
IT-003
UNALTERABLE MEDIA / IMMUTABLE
MEDIA (Cloud Immutable Backup, WORM /
DVD-r / CD-r / Blue Ray-R) or other
unalterable media that does not permit
additions, deletions, or changes
P OD
For legal compliance for Trustworthy
Electronic Records (when the electronic
record serves as the official record); must be
stored in a "safe and separate location"; GC
34090, 12168.7, EVC 1550, CCR 22620 et
seq.
FINANCE / INFORMATION TECHNOLOGY
SOLVANG, CA. ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
292
Ver. 4.0 RECORDS RETENTION SCHEDULE: PARKS & RECREATION Page P&R-1 Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
PARKS & RECREATION
Parks &
Recreation P&R-001 Activity Guide / Class Guide / Program Guide (Final) Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
Mandated retention is 2 years; GC
§34090
Parks &
Recreation P&R-002
Applications / Participants' Registration / Liability
Forms / Release of Liability Forms / Photo
Releases / Waivers of Liability / Permissions:
Camps, Excursions, Field Trips, Authorization to
give Medicine, etc.
2 years
Yes: During
Class or
Program
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
GC §34090
Parks &
Recreation P&R-003 Banner Permits / Streetlight Banner Permits Expiration + 2 years Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
GC §34090
Parks &
Recreation P&R-004 Evaluations / Surveys (Programmatic Evaluations of Recreation programs) When No
Longer
Required
Mag, Ppr Content Not Substantive / Preliminary
drafts / Transitory records; GC §34090
Parks &
Recreation P&R-005 Incident Reports - Members of the Public 2 years Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
GC §34090
Parks &
Recreation P&R-006 Park Facility Use Requests / Field Rentals / Facility Use Applications and Permits 2 years Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
GC §34090
Parks &
Recreation P&R-007 Rosters / Sign-in / Sign-Out Sheets for classes and programs 2 years Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
GC §34090
Parks &
Recreation P&R-008 Schedules / Hours (classes and staff) When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
Content not substantive; Preliminary
drafts not retained in the ordinary course
of business; GC §34090
Parks &
Recreation P&R-009 Special Event Permits / Parade Permits / Block Party Permits / Film Permits, etc.
Expiration +
2 years
Yes: During
Event
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
Mandated retention is 2 years;
GC§§34090
SOLVANG, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
293
Ver. 4.0 RECORDS RETENTION SCHEDULE: PARKS & RECREATION Page P&R-2 Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Parks &
Recreation P&R-010
Volunteer / Unpaid Intern Applications &
Agreements - Unsuccessful or Pending
Applicants
3 years
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
Mandated retention is 2 years; (Courts
treat volunteers as employees);
EEOC/FLSA/ADEA (Age) requires 3
years for promotion, demotion, transfer,
selection, or discharge; 29 CFR 1602.31
& 1627.3(b)(1)(i)&(ii), GC §§12946,
12960, 34090
Parks &
Recreation P&R-011
Volunteer / Unpaid Intern Applications &
Agreements (includes emergency contact
information) - Successful Applicants
Inactive /
Separation +
3 years
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
Mandated retention is 2 years; (Courts
treat volunteers as employees);
EEOC/FLSA/ADEA (Age) requires 3
years for promotion, demotion, transfer,
selection, or discharge; 29 CFR 1602.31
& 1627.3(b)(1)(i)&(ii), GC §§12946,
12960, 34090
SOLVANG, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
294
Ver. 4.0 RECORDS RETENTION SCHEDULE: PLANNING Page PL-1 Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
PLANNING
Planning PL-001
Planning Projects - Discretionary & Ministerial
- Approved Permanent Entitlements & Permits
(Includes Associated CEQA Noticing,
Conditions of Approval, Environmental
Determinations, Staff Reports, Plans)
Examples:
Annexations
Conditional Use Permits (CUPs)
Density Bonus
Development Permit
General Plan / General Plan Amendments
Lot Line Adjustment
Master Plan
Public Art
Rezones
Specific Plan
Tentative Subdivision Maps / Parcels Maps
Use Permits
Variance
Zoning Clearances
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Mandated retention is 2 years; Final
environmental determinations are
required to be kept a "reasonable period
of time"; 14 CCR §15095(c); GC§§34090,
34090.7
Planning PL-002 Address Changes P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Mandated retention is 2 years; GC
§34090
Planning PL-003 Advanced Planning / Long Range Planning / Project Implementation (Final Documents only) P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Mandated retention is 2 years; Final
environmental determinations are
required to be kept a "reasonable period
of time"; 14 CCR §15095(c); GC §34090
SOLVANG, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
295
Ver. 4.0 RECORDS RETENTION SCHEDULE: PLANNING Page PL-2 Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Planning PL-004
Annexations / Boundaries / Consolidations /
LAFCO Applications and Decisions regarding
Boundary Changes
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Mandated retention is 2 years; GC
§34090
Planning PL-005 Assessment Districts / Community Facilities Districts / Street Lighting Districts - FORMATION P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Mandated retention is 2 years; GC
§34090
Planning PL-006 Census, Demographics
When No
Longer
Required
Mag, Ppr (Non-Records - Census Bureau is OFR)
Planning PL-007 Correction Notices - Planning
Minimum
When Permit
is Finalled
Mag,
Mfr, OD,
Ppr
S
Yes: After
QC & OD
Preliminary drafts not retained in the
ordinary course of business / Content Not
Substantive; GC §34090
Planning PL-008 Design Review Commission - AGENDAS &
STAFF REPORTS P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Mandated retention is 2 years; GC
§34090 et seq.
Planning PL-009 Design Review Commission - AUDIO or VIDEO RECORDINGS 2 years Mag
Mandated retention is 90 days; Audio
Required for 30 days; GC §54953.5(b);
video recordings of meetings are required
for 90 days; GC §34090.6
Planning PL-010 Design Review Commission - MINUTES P Yes Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090(a)
SOLVANG, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
296
Ver. 4.0 RECORDS RETENTION SCHEDULE: PLANNING Page PL-3 Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Planning PL-011
Environmental Determinations: Environmental
Impact Reports (EIRs), Negative Declarations,
etc.) / CEQA - Where Planning is the Lead
Correspondence and staff notes that provide
insight into the project or the agency’s CEQA
compliance with respect to the project
Project
Approval or
Denial
+ 2 years
Mag, Ppr
Not all internal communications and
notes are required to be saved; "E-mails
that do not provide insight into the project
or the agency’s CEQA compliance with
respect to the project — are not within the
scope of section 21167.6, subdivision (e)
and need not be retained." Golden Door
Properties, LLC v. Superior Court of San
Diego County (2020) 53 Cal.App.5th 733;
PRC 21167,6; GC §34090
Planning PL-012
Environmental Determinations: Environmental
Impact Reports (EIRs), Negative Declarations,
Notice of Exemption (NOE), etc.) / CEQA
Inside City boundaries - Where Planning is the
Lead
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Usually filed in the project file; Final
environmental determinations are
required to be kept a "reasonable period
of time"; 14 CCR §15095(c); GC §34090
Planning PL-013
General Plan, Elements and Amendments /
Master Plans, Specific Plans, Land Use Plans,
Land Use Studies, Design Guidelines
(includes Master Plans for Parks, Bicycles, etc.)
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Mandated retention is 2 years; GC
§34090
Planning PL-014 Home Occupation Permits Expiration +
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Mandated retention is 2 years; GC
§34090
Planning PL-015 Materials Boards
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Preliminary drafts not retained in the
ordinary course of business / Content Not
Substantive; GC §34090
Planning PL-016 Planning Commission - AGENDAS & STAFF
REPORTS P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Mandated retention is 2 years; GC
§34090 et seq.
SOLVANG, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
297
Ver. 4.0 RECORDS RETENTION SCHEDULE: PLANNING Page PL-4 Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Planning PL-017 Planning Commission - AUDIO or VIDEO
RECORDINGS
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Mandated retention is 90 days; Audio
Required for 30 days; GC §54953.5(b);
video recordings of meetings are required
for 90 days; GC §34090.6
Planning PL-018 Planning Commission - MINUTES,
RESOLUTIONS P Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090(a)
Planning PL-019 Planning Index of Applications, Addresses, Entitlement Type (in Excel) P Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Mandated retention is 2 years; GC
§34090
Planning PL-020 Temporary Permits / Cannabis Permits, Sign Permits, etc. (Approved & Unapproved)
Expiration +
2 years
Yes:
Before
Expliration
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Mandated retention is 2 years;
GC§§34090
Planning PL-021 Zoning Clearance Forms / Zoning Verification Letters P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Mandated retention is 2 years; GC
§34090
Planning PL-022 Zoning Maps (Historically Significant) P Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Mandated retention is 2 years; GC
§34090
City Clerk PL-023 Zoning Ordinance Amendments / Zone Changes P Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD (copies); GC §34090.7
SOLVANG, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
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Ver. 4.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Maintenance, Stormwater)
Page PW-1
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
PUBLIC WORKS / ENGINEERING
Public Works /
Engineering PW-001
Assessment Districts / Community Facilities
Districts / Street Lighting Districts -
OPERATIONS
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Mandated retention is 2 years; GC
§34090
Public Works /
Engineering PW-002
Assessment Districts: Prop 218 / Annual
assessment process, Notices, Mailing Lists,
Protest Letters & Ballots
2 years
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD
Mandated retention is 2 years; GC
§53753(e)(2)
Public Works /
Engineering PW-003 Benchmark Data: Includes GIS data and surveyor information.
Superseded
+ 2 years
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD
Mandated retention is 2 years; GC
§34090
Public Works /
Engineering PW-004
Bonds: CIP or Private Development Labor &
Materials, Performance Bonds, Letters of
Credit, Encroachment Permits
Release of
Bond / Letter
of Credit
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Security; GC §34090
Public Works /
Engineering PW-005
Capital Improvement Projects (CIP):
Administration File
Project Administration, Certified Payrolls, Certificate of Compliance, Construction Manager's Logs,
Correspondence, Costs, Estimates, Daily Inspections,
Insurance Certificates, Preliminary Notices, Project
Schedules, Public Relations, Meeting Agendas &
Minutes, Monthly Reports, Notices, Real Estate
Appraisals, RFPs / RFIs / RFQs , Safety. SWPPP /
WPCP, etc.
Completion +
10 years or
After Funding
Agency
Audit, if
required,
whichever is
longer
Yes: Until
Completed
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Mandated retention is 2 years; Some
grant funding agencies require audits;
Statute of Limitations for Errors &
Omissions is 10 years; Published Audit
Standards=4-7 years; Statute of
Limitations: Contracts & Spec's=4 years,
Wrongful Death=comp. + 5 years,
Developers=comp. + 10 years; Statewide
guidelines propose termination + 5 years;
CCP §337 et. seq., GC §34090
SOLVANG, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
299
Ver. 4.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Maintenance, Stormwater)
Page PW-2
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Public Works /
Engineering PW-006
Capital Improvement Projects (CIP):
Permanent File
Plans, RFP / Specifications & Addenda, Successful
Proposal, Change Orders, EIRs, Negative
Declarations, Categorical Exemptions, Materials
Testing Reports, Grading Permits, Insurance
Certificates, Hazardous Materials, Notice of
Completion, Photos, Record Drawings Soils Reports,
Studies, Submittals, Surveys, etc.
P
Yes: Until
Completed
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Mandated retention is 2 years; retained
for disaster response purposes;
Statewide guidelines propose Permanent
for Infrastructure plans; Final
environmental determinations are
required to be kept a "reasonable period
of time"; 14 CCR §15095(c); CCP §337
et. seq., GC §34090
Public Works /
Engineering PW-007
Design & Construction Standards - Authored by
the City for Construction of City Infrastructure
(CIP or Land Development)
P
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD
Mandated retention is 2 years; GC
§34090
Public Works /
Engineering PW-008
Drawings, Maps, and Record Drawings, LargeFormat Drawings, Survey Record Maps, Capital Improvement Project "As-Built"
P Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Mandated retention is 2 years; GC
§34090
Public Works /
Engineering PW-009
Encroachment Permits / Excavation Permits:
Temporary (Street Permits, Temporary
Construction, Sidewalk Repairs, Traffic Control,
Transportation Permits, Utility Cuts (Installation
& Patching), etc.)
Includes Insurance Certificates
Expiration +
2 years
Yes: Until
Expiration Mag, Ppr S / I Yes: After QC & OD
Mandated retention is 2 years; GC
§34090
Public Works /
Engineering PW-010
Engineering Studies / Surveys (Public Right-ofWay) - Geotechnical and Soil Reports / Hydrology Reports / Preliminary Studies /
Project Assessments
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Mandated retention is 2 years; GC
§34090
SOLVANG, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
300
Ver. 4.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Maintenance, Stormwater)
Page PW-3
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Public Works /
Engineering PW-011
Environmental Determinations: Environmental
Impact Reports (EIRs), Negative Declarations,
etc.) / CEQA - Where Engineering is the Lead
Correspondence and staff notes that provide
insight into the project or the agency’s CEQA
compliance with respect to the project
Project
Approval or
Denial
+ 2 years
Mag, Ppr
Not all internal communications and
notes are required to be saved; "E-mails
that do not provide insight into the project
or the agency’s CEQA compliance with
respect to the project — are not within the
scope of section 21167.6, subdivision (e)
and need not be retained." Golden Door
Properties, LLC v. Superior Court of San
Diego County (2020) 53 Cal.App.5th 733;
PRC 21167,6; GC §34090
Public Works /
Engineering PW-012
Land Development: Administrative Records
Construction Inspections, Photos, Progress
Meetings, Project Schedules, etc.
Completion +
10 years
Yes: Until
Completed
Mag,
Mfr, OD,
Ppr
Yes: After
QC & OD
Mandated retention is 2 years; Statute of
Limitations is 10 years for Errors &
Omissions; CCP §§337. 337.1(a),
337.15, 343; GC §34090
Public Works /
Engineering PW-013
Land Development: Permanent Records
Abandonments, Certificate of Acceptance /
Approval (copy of Resolution), Dedications,
Deeds (copy of the original sent to City Clerk)
Drainage, Driveway, Easements (copy of the
original sent to City Clerk), Geotechnical and
Soil Reports / Hydrology Reports, Private Lab
Verifications, Testing Lab Final Reports, Rights
of Way (copy of the original sent to City Clerk),
Studies, Reports, etc.
P
Yes: Until
Completed
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD
Mandated retention is 2 years; retained
for disaster preparedness purposes;
Statewide guidelines propose Permanent
for Infrastructure plans; Final
environmental determinations are
required to be kept a "reasonable period
of time"; 14 CCR §15095(c); CCP §337
et. seq., GC §34090
Public Works /
Engineering PW-014
License Agreements / Permanent
Encroachments (Structures in the City's Right
of Way, Retaining Walls, etc.)
Includes Insurance Certificates
P Yes: Mag, Ppr S / I Yes: After
QC & OD
Mandated retention is 2 years; GC
§34090
SOLVANG, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
301
Ver. 4.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Maintenance, Stormwater)
Page PW-4
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Administration /
City Clerk PW-015
Recorded Documents: Deeds, Easements,
Right of Ways, Abandonments / Vacation, Liens
/ Lien Releases
Copies -
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Send all Finals to City Clerk; GC §34090
et seq.
Public Works /
Engineering PW-016 Solid Waste Services / Hauler Quarterly Reports 10 years Mag, Ppr Mandated retention is 2 years; GC §34090 Public Works /
Engineering PW-017 Solid Waste Tonnage Reports 10 years Mag, Ppr Mandated retention is 2 years; GC §34090 Public Works /
Engineering PW-018 Subdivision Maps / Parcel Maps P Yes (all) Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD
Mandated retention is 2 years; GC
§34090, 34090.7
Public Works /
Engineering PW-019 Traffic Calming Requests (Speed Humps, etc.) Minimum 2 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Police / State of
California PW-020 Traffic Collision Reports / SWTRS
Copies -
When No
Longer
Required
Mag Ppr copies; GC §34090.7
Public Works /
Engineering PW-021 Traffic Counts / Traffic Studies 2 years Mag Ppr Mandated retention is 2 years; GC §34090 City Clerk PW-022 Traffic Speed Surveys (certified by City Council Resolution)
Copies -
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Presented to the City Council in the
Council Agenda Packet; GC §34090.7
Public Works /
Engineering PW-023 Traffic Stop Sign Warrants Minimum 2 years Mag Ppr Mandated retention is 2 years; GC
§34090
PUBLIC WORKS / MAINTENANCE
Lead Dept. PW-024 APCD Permits (Air Pollution Control District) - for Generators, etc.
Issue Date +
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD 40 CFR 70.6; GC §34090
SOLVANG, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
302
Ver. 4.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Maintenance, Stormwater)
Page PW-5
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Public Works /
Maintenance PW-025 City Building Inspections / Facilities Inspections 2 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Public Works /
Maintenance PW-026
Fleet - Vehicle & Equipment History Files
Maintenance, Brake Servicing, Smog
Certificates
Disposal of
Vehicle or
Equipment +
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Mandated retention is 2 years; If a motor
carrier, required for 18 months after
vehicle is sold; CHP requires life of
vehicle; OSHA requires 1 year; 8 CCR §
3203(b)(1); 49 CFR 396.21(b)(1); 49 CFR
396.3; CCP §337 et. seq., 3 CCR 1234(f);
GC §34090
Lead Dept. PW-027 Generator Operation Logs & Inspections 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
AQMD Rule 1470; Form 400–E–13a
instructions; GC §34090
Public Works /
Maintenance PW-028 Hazardous Waste Disposal / Hazardous Waste Manifests P Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Mandated retention is 2 years; (City has
"cradle to grave" liability); 40 CFR 262.40,
8 CCR 3204(d)(1)(A), 22 CCR 66262.40
Public Works /
Lead Dept PW-029 Herbicide or Pesticide Permits & Application Forms 2 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
(agricultural pesticide records are
required for 2 years); GC §34090; 3 CCR
6623
Public Works /
Maintenance PW-030 Operations & Maintenance Manuals (O&M Manuals) Life of
Facility or
Equipment
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Mandated retention is 2 years; GC
§34090 et. seq.
Lead Dept. PW-031 Pressure Vessel Certifications or Permits (Air Compressors, Propane, etc.)
Expiration of
Certificate or
Permit
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090 et. seq.
SOLVANG, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
303
Ver. 4.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Maintenance, Stormwater)
Page PW-6
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Lead Dept. PW-032
Safety Data Sheet (SDS) / Material Safety Data
Sheet (MSDS) / Chemical Use Report Form (or
records of the chemical / substance / agent,
where & when it was used)
30 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Previous SDS / MSDS may be obtained
from a service; SDS / MSDS may be
destroyed as long as a record of the
chemical / substance / agent, where &
when it was used is maintained for 30
years; Applies to qualified employers;
Claims can be made for 30 years for toxic
substance exposures; 8 CCR
3204(d)(1)(B)(2 and 3), 29 CFR
1910.1020(d)(1)(i), GC §34090
Public Works /
Maintenance PW-033 Streets - Sidewalk Maintenance, Grinding, Asphalt Ramping (Logs and Forms) 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Mandated retention is 2 years; GC
§34090
Public Works /
Maintenance PW-034 Tree DATABASE (excludes Park Trees) Indefinite Mag Data is interrelated; GC §34090 Public Works /
Maintenance PW-035 Tree Maintenance, Trimming, Arborists Reports (Excludes Park Trees) 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Mandated retention is 2 years; GC
§34090
Public Works /
Maintenance PW-036 Underground Service Alerts (USA's) / Dig Alerts (811) 3 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
(the Regional Notification Center has the
obligation to retain the notice for 3 years);
GC §§4216.2(d) & 4216.3(d), GC §34090
PUBLIC WORKS / RECYCLING / SOLID WASTE REDUCTION
Public Works /
Recycling / Solid
Waste
Reduction
PW-037 AB 939 Compliance / SB 1383 Compliance
(Organic Waste Collection and Recycling) 10 years Mag, Ppr Mandated retention is 5 years; SB 1383
compliance is required for 5 years; LowCarbon Fuel Standard regulations credits can be received for 10 years, and are
eligible for an extension; 14 CCR §
18995;.2 H&S §39730.7; GC §34090
PUBLIC WORKS / STORMWATER / NPDES (NATIONAL POLLUTION DISCHARGE ELIMINATION SYSTEM) / MS-4 SOLVANG, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
304
Ver. 4.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Maintenance, Stormwater)
Page PW-7
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Public Works /
Stormwater
(NPDES)
PW-038 Stormwater Illicit Discharges 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Required for a minimum of 5 years; 40
CFR 122.41(j)(2); SWRCB Order 2006-
03; 40 CFR §§122.21, 122.41, 122.44;
GC §34090
Public Works /
Stormwater
(NPDES)
PW-039
Stormwater Inspections (Business Inspections,
O&M related inspections, and Development
Inspections)
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Mandated retention is 3 years; SWRCB
Order 2006-03; 4§§122.21, 122.41,
122.44; GC §34090
Public Works /
Stormwater
(NPDES)
PW-040 Stormwater: NPDES Annual Reports 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Mandated retention is 3 years; 40 CFR
§§122.21, 122.41, 122.44
Public Works /
Stormwater
(NPDES)
PW-041 Stormwater: NPDES Permits / MS-4 Permits Expiration + 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Mandated retention is 3 years;40 CFR
§§122.21, 122.41, 122.44; CCP §337 et
seq.
Public Works /
Stormwater
(NPDES)
PW-042 Street Sweeping Tonnage Reports 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Mandated retention is 3 years; 40 CFR
§§122.21, 122.41, 122.44; CCP §337 et
seq.
PUBLIC WORKS / STREETS
Lead Dept. PW-043 APCD Permits (Air Pollution Control District) - for Generators, etc.
Issue Date +
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD 40 CFR 70.6; GC §34090
Lead Dept. PW-044 Generator Operation Logs & Inspections 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
AQMD Rule 1470; Form 400–E–13a
instructions; GC §34090
Lead Dept. PW-045 Operations & Maintenance Manuals / O & M Manuals
Disposal of
Equipment
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Mandated retention is 2 years; GC
§34090
Lead Dept. PW-046 Pressure Vessel Certifications or Permits (Air Compressors, Propane, etc.)
Expiration of
Certificate or
Permit
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090 et. seq.
SOLVANG, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
305
Ver. 4.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Maintenance, Stormwater)
Page PW-8
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Lead Dept. PW-047
Safety Data Sheet (SDS) / Material Safety Data
Sheet (MSDS) / Chemical Use Report Form (or
records of the chemical / substance / agent,
where & when it was used)
30 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Previous SDS / MSDS may be obtained
from a service; SDS / MSDS may be
destroyed as long as a record of the
chemical / substance / agent, where &
when it was used is maintained for 30
years; Applies to qualified employers;
Claims can be made for 30 years for toxic
substance exposures; 8 CCR
3204(d)(1)(B)(2 and 3), 29 CFR
1910.1020(d)(1)(i), GC §34090
Public Works /
Streets PW-048 Street & Sidewalk Inspections (Sidewalks, Parking Lots, Stairways, Streets, etc.) 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Mandated retention is 2 years; GC
§34090
Public Works /
Streets PW-049 Street & Sidewalk Maintenance 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Mandated retention is 2 years; GC
§34090
SOLVANG, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
306
Ver. 4.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS / PARKS MAINTENANCE Page PW-PM1 Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
PUBLIC WORKS / PARKS MAINTENANCE
Lead Dept. PM-001 APCD Permits (Air Pollution Control District) - for Generators, etc.
Issue Date +
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD 40 CFR 70.6; GC §34090
Lead Dept. PM-002 Generator Operation Logs & Inspections 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
AQMD Rule 1470; Form 400–E–13a
instructions; GC §34090
Public Works /
Lead Dept PM-003 Herbicide or Pesticide Permits & Application Forms 2 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
(agricultural pesticide records are
required for 2 years); GC §34090; 3 CCR
6623
Lead Dept. PM-004 Operations & Maintenance Manuals / O & M Manuals
Disposal of
Equipment
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Mandated retention is 2 years; GC
§34090
Public Works /
Parks
Maintenance
PM-005
Parks Inspections (Restrooms, Stairways etc.)
EXCLUDES Playground Equipment Inspections
& Tree Inspections
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Public Works /
Parks
Maintenance
PM-006 Parks Maintenance (baseball fields skate park,
courts, 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Public Works /
Parks
Maintenance
PM-007 Playground Equipment Inspections,
Maintenance 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Mandated retention is 2 years; CCP
§337; GC §34090
Lead Dept. PM-008 Pressure Vessel Certifications or Permits (Air Compressors, Propane, etc.)
Expiration of
Certificate or
Permit
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090 et. seq.
SOLVANG, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
307
Ver. 4.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS / PARKS MAINTENANCE Page PW-PM2 Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Lead Dept. PM-009
Safety Data Sheet (SDS) / Material Safety Data
Sheet (MSDS) / Chemical Use Report Form (or
records of the chemical / substance / agent,
where & when it was used)
30 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Previous SDS / MSDS may be obtained
from a service; SDS / MSDS may be
destroyed as long as a record of the
chemical / substance / agent, where &
when it was used is maintained for 30
years; Applies to qualified employers;
Claims can be made for 30 years for toxic
substance exposures; 8 CCR
3204(d)(1)(B)(2 and 3), 29 CFR
1910.1020(d)(1)(i), GC §34090
Public Works /
Parks
Maintenance
PM-010 Tree DATABASE (Park Trees only) Indefinite Mag Data is interrelated; GC §34090 Public Works /
Parks
Maintenance
PM-011 Tree Maintenance, Trimming, Arborists Reports
(Park Trees only) 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Mandated retention is 2 years; GC
§34090
SOLVANG, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
308
Ver. 4.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS / TRANSPORTATION Page PW-TR-1 Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
PUBLIC WORKS / TRANSPORTATION
Public Works /
Transport. TR-001 Applications for Service (Commuter Shuttles, Dial-a-Ride, etc.) Expiration +
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC § 34090
Public Works /
Transport. TR-002 Audits: DMV & CHP 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Consistent with CHP requirements;
OSHA requires 1 year; 8 Ca. Code Reg.
§ 3203(b)(1); GC §§ 34090
Public Works /
Transport. TR-003 Bit Inspection (CHP Commercial Vehicle Inspection) Life of the
Vehicle + 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD 49 CFR 396.11(c)(2); GC §§ 34090
Public Works /
Transport. TR-004 Bus / Vehicle Procurement
Disposal of
Vehicle + 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Mandated retention is 2 years; If a
motor carrier, required for 18 months
after vehicle is sold; CHP requires life
of vehicle; OSHA requires 1 year; 8
CCR § 3203(b)(1); 49 CFR
396.21(b)(1); 49 CFR 396.3(c); CCP
§337 et. Seq., GC §34090
Public Works /
Transport. TR-005 Daily Safety Checks / Pre-Starts / Commercial Vehicle Prestarts 3 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Mandated retention is 2 years; If a motor
carrier, required for 3 and 14 months; 49
CFR 396.11(c)(2); 49 CFR 396.21(b)(1);
GC §§ 34090
Public Works /
Transport. TR-006
Dispatch System / Route Match / Dial-a-Ride /
Mini-Bus / Door-to-Door Database (Route
Match)
Indefinite
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Mandated retention is 2 years; GC §§
34090
Public Works /
Transport. TR-007 DMV Pull Notices (Public Transportation Employees Only) When
Superseded
or Employee
Separated
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Transitory or source records not retained
in the ordinary course of business; CHP
audits every 2 years; Bureau of National
Affairs recommends 2 years for all
supplementary Personnel records; GC §§
34090
SOLVANG, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
309
Ver. 4.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS / TRANSPORTATION Page PW-TR-2 Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Public Works /
Transport. TR-008
Inspections: Facility Inspections / Fire
Extinguisher Inspections, CalTIP Special Lists,
etc.
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Mandated retention is 2 years; Consistent
with CHP requirements; OSHA requires 1
year; 8 Ca. Code Reg. § 3203(b)(1); GC
§§ 34090
Public Works /
Transport. TR-009 Licenses & Permits (to Operate Public Transportation) Expiration +
2 years
Yes (until
expiration)
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §§ 34090
Public Works /
Transport. TR-010 Manifests / Passenger Manifests / Passenger Counts / Trip Sheets 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Mandated retention is 2 years; Consistent
with accounts receivable; GC §§ 34090
Public Works /
Transport. TR-011 Reports from Drivers / Driver's Reports 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Mandated retention is 2 years; Consistent
with other safety requirements; GC §§
34090
Public Works /
Transport. TR-012 Schedules - Transportation
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Preliminary drafts / content not
substantive (the Time Sheet is the final
record); GC § 34090 et seq.
Public Works /
Transport. TR-013 Surveyor Sheets / Random Counts (National Transit Database) When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Drafts / source records entered into
database and not retained in the ordinary
course of business; GC §§ 34090
Public Works /
Transport. TR-014 Video Recordings: Exterior and Interior of Vehicles When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
No forward-facing videos; Records public
activities; GC §34090 .6
SOLVANG, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
310
Ver. 6.0 RECORDS RETENTION SCHEDULE: UTILITIES
(Wastewater / Sewer, Water)
Page UT-1
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
UTILITIES / WASTEWATER COLLECTIONS & TREATMENT PLANT
Lead Dept. UT-001 APCD Permits (Air Pollution Control District) - for Generators, etc.
Issue Date +
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD 40 CFR 70.6; GC §34090
Utilities /
Wastewater
Collections &
Treatment Plant
UT-002 CCTV Videos of Sewer Lines 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Mandated retention is 2 years; GC
§34090
Utilities / Lead
Div. UT-003 Confined Space Entries / Hot Work Permits 2 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
8 CCR 5157(d)(14) & (e)(6); 29 CFR
1910.146(e)(6) GC §34090
Utilities /
Wastewater
Collections &
Treatment Plant
UT-004 FOG (Fats, Oil & Grease) Inspections /
Pretreatment Annual & Quarterly Reports 3 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Monitoring records required for 3 years;
40 CFR §§122.21, 122.41; 40 CFR
403.12
Lead Dept. UT-005 Generator Operation Logs & Inspections 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
AQMD Rule 1470; Form 400–E–13a
instructions; GC §34090
Utilities /
Wastewater
Collections &
Treatment Plant
UT-006 Illicit Discharge into Sewer System 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Utilities / Water UT-007 Lab Reports & Chains of Custody: Wastewater 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
40 CFR 141.33(a) and (b)(1); 22 CCR
§64470
Utilities / Lead
Div. UT-008 Lockout/Blockout - Lockout/Tagout 3 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Cal/OSHA requests 3 years of documents
during audits; GC §34090
Utilities /
Wastewater
Collections &
Treatment Plant
UT-009 NPDES Permits / Discharge Permits -
Wastewater Treatment Plant
Expiration +
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Mandated retention is 3 years;40 CFR
§§122.21, 122.41, 122.44; CCP §337 et
seq.
SOLVANG, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
311
Ver. 6.0 RECORDS RETENTION SCHEDULE: UTILITIES
(Wastewater / Sewer, Water)
Page UT-2
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Utilities /
Wastewater
Collections &
Treatment Plant
UT-010 NPDES Reports - Wastewater Treatment Plant 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Mandated retention is 3 years; 40 CFR
§§122.21, 122.41, 122.44
Utilities /
Wastewater
Collections &
Treatment Plant
UT-011 Operating Permit - Wastewater Expiration +
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Mandated retention is 2 years; GC
§34090
Lead Dept. UT-012 Operations & Maintenance Manuals / O & M Manuals
Disposal of
Equipment
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Mandated retention is 2 years; GC
§34090
Lead Dept. UT-013 Pressure Vessel Certifications or Permits (Air Compressors, Propane, etc.)
Expiration of
Certificate or
Permit
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090 et. seq.
Lead Dept. UT-014
Safety Data Sheet (SDS) / Material Safety Data
Sheet (MSDS) / Chemical Use Report Form (or
records of the chemical / substance / agent,
where & when it was used)
30 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Previous SDS / MSDS may be obtained
from a service; SDS / MSDS may be
destroyed as long as a record of the
chemical / substance / agent, where &
when it was used is maintained for 30
years; Applies to qualified employers;
Claims can be made for 30 years for toxic
substance exposures; 8 CCR
3204(d)(1)(B)(2 and 3), 29 CFR
1910.1020(d)(1)(i), GC §34090
Utilities /
Wastewater
Collections &
Treatment Plant
UT-015 Sanitary Spills and Overflows (SSOs) 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Required for a minimum of 5 years; 40
CFR 122.41(j)(2); SWRCB Order 2006-
03; 40 CFR 122.41(j)(2); GC §34090
Utilities /
Wastewater
Collections &
Treatment Plant
UT-016 SCADA Database (Wastewater) (Supervisory
Control and Data Acquisition) Indefinite Yes Mag Data is interrelated; system qualifies as a "trusted system"; GC §§34090, 12168.7
SOLVANG, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
312
Ver. 6.0 RECORDS RETENTION SCHEDULE: UTILITIES
(Wastewater / Sewer, Water)
Page UT-3
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Utilities /
Wastewater
Collections &
Treatment Plant
UT-017 Sewer Odor Complaints / Gas Detection Results
/ Investigations 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Mandated retention is 2 years; GC
§34090
Utilities /
Wastewater
Collections &
Treatment Plant
UT-018 Sewer System Inspections (Listed by street and
business) 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Utilities /
Wastewater
Collections &
Treatment Plant
UT-019
Sewer System Management Plans (SSMP) and
Audits / Sanitary Spills Overflow Prevention
Plan (SSOPP) and Sanitary Sewer Overflow
Response Plan
Superseded
+ 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Mandated retention is 2 years; SSOs are
required for a minimum of 5 years; 40
CFR 122.41(j)(2); SWRCB Order 2006-
03; GC §34090
Lead Dept. UT-020 Underground Service Alerts (USA's) / Dig Alerts (811) 3 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Required for 3 years; GC §§4216.2(f) &
4216.3(d); GC §34090
UTILITIES / WATER
Lead Dept. UT-021 APCD Permits (Air Pollution Control District) - for Generators, etc.
Issue Date +
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD 40 CFR 70.6; GC §34090
Utilities / Water UT-022 Backflow Test Results / Backflow Assembly Test Reports 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD 17 CCR 7605(f); GC §34090
Utilities / Water UT-023 Conservation Programs / Rebate Programs / Check Requests 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD (meets auditing standards); GC §34090
Utilities / Water UT-024 Corrective Actions (As a Result of a Violation) - Potable Water
Resolution +
3 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD 40 CFR 141.33(b)(2); 22 CCR §64470
Utilities / Water UT-025
Customer Concerns / Customer Complaints:
Odor / Taste / Visual Complaints
(Correspondence regarding Potable Water)
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
5 years is required in State and Federal
law for any complaints; 40 CFR
122.41(j)(2) & 40 CFR 141.33(b); 22 CCR
64470(a)
SOLVANG, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
313
Ver. 6.0 RECORDS RETENTION SCHEDULE: UTILITIES
(Wastewater / Sewer, Water)
Page UT-4
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Utilities / Water UT-026 Environmental Agencies / Regulatory Agencies (EPA, CUPA, DHS, etc.)
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Mandated retention is 2 years; GC
§34090
Utilities / Water UT-027 Fire Hydrant Flow Tests (Development or Maintenance) - Paper
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
(valves are exercised every year); GC
§34090
Lead Dept. UT-028 Generator Operation Logs & Inspections 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
AQMD Rule 1470; Form 400–E–13a
instructions; GC §34090
Utilities / Water UT-029 Lab Reports & Chains of Custody:
Bacteriological and Organics 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
40 CFR 141.33(a) and (b)(1); 22 CCR
§64470
Utilities / Water UT-030 Lab Reports & Chains of Custody: Chemical (Includes Chlorine Residuals) 10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
State law requires 12 years, Federal 10
years; 40 CFR 141.33(a); 22 CCR
§64470
Utilities / Water UT-031 Lab Reports & Chains of Custody: Lead & Copper 12 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Required for 12 years or 2 compliance
cycles; 40 CFR 141.91
Utilities / Lead
Div. UT-032 Lockout/Blockout - Lockout/Tagout 3 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Cal/OSHA requests 3 years of documents
during audits; GC §34090
Utilities / Water UT-033 Log Book (Pump Houses) 2 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Mandated retention is 2 years; GC
§34090
Utilities / Water UT-034 Meter Location Maps
When
Superseded -
Minimum 2
years
Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Mandated retention is 2 years; GC
§34090
Utilities / Water UT-035 Operating Permit - Water Expiration + 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Mandated retention is 2 years; GC
§34090
SOLVANG, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
314
Ver. 6.0 RECORDS RETENTION SCHEDULE: UTILITIES
(Wastewater / Sewer, Water)
Page UT-5
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Lead Dept. UT-036 Operations & Maintenance Manuals / O & M Manuals
Disposal of
Equipment
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Mandated retention is 2 years; GC
§34090
Lead Dept. UT-037 Pressure Vessel Certifications or Permits (Air Compressors, Propane, etc.)
Expiration of
Certificate or
Permit
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090 et. seq.
Lead Dept. UT-038
Pre-Trip Inspections / DOT Program / Vehicle
Safety Checks / Daily Vehicle Inspections /
Daily Equipment Checks
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD 13 CCR 1234(e); GC §34090
Lead Dept. UT-039
Safety Data Sheet (SDS) / Material Safety Data
Sheet (MSDS) / Chemical Use Report Form (or
records of the chemical / substance / agent,
where & when it was used)
30 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Previous SDS / MSDS may be obtained
from a service; SDS / MSDS may be
destroyed as long as a record of the
chemical / substance / agent, where &
when it was used is maintained for 30
years; Applies to qualified employers;
Claims can be made for 30 years for toxic
substance exposures; 8 CCR
3204(d)(1)(B)(2 and 3), 29 CFR
1910.1020(d)(1)(i), GC §34090
Utilities / Water UT-040 SCADA Database (Water) (Supervisory Control and Data Acquisition) Indefinite Yes Mag Data is interrelated; system qualifies as a "trusted system"; GC §§34090, 12168.7
Lead Dept. UT-041 Underground Service Alerts (USA's) / Dig Alerts 3 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Required for 3 years; GC §§4216.2(f) &
4216.3(d); GC §34090
Utilities / Water UT-042 Urban Water Management Plans (UWMP) When
Superseded -
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD (copies) GC §34090.7
Utilities / Water UT-043 Videos - Water Wells, Repairs, Reservoirs, Tanks, etc. 25 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Used in the event of a failure; Mandated
retention is 2 years; GC §34090
SOLVANG, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
315
Ver. 6.0 RECORDS RETENTION SCHEDULE: UTILITIES
(Wastewater / Sewer, Water)
Page UT-6
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Utilities / Water UT-044
Vulnerability Assessment / Emergency
Response Plan / Risk & Resiliency Assessment
/ Hazard Mitigation Plan
When
Superseded -
Minimum 5
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Confidential; 42 USC 300i-2 (d); GC
§34090
Utilities / Water UT-045 Water Production Reads / Reports (to State DPH & DWR) 3 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Mandated retention is 2 years; Meets
California Department of Health
requirements (3 years); GC §34090
Utilities / Water UT-046 Water Quality Reports / Consumer Confidence Reports P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Mandated retention is 2 years; State law
requires 12 years, federal 10 years; 40
CFR 141.33(a); 22 CCR §64470; 22
CCR §64483; GC §34090
Utilities / Water UT-047 Water Resources Planning Historical Reports P Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Use for Long term projections / drought
responses; Mandated retention is 2
years; CCP §§338 et seq., 340 et seq.,
342, GC §34090
City Clerk UT-048 Water Supply Agreements
Copies -
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090.7
Utilities / Water UT-049 Well Records (includes Destroyed or Abandoned Wells) P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Useful for drought responses / water
table and water quality monitoring;
Mandated retention is 2 years; GC
§34090
SOLVANG, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
316
Ver. 2.0 RECORDS RETENTION SCHEDULE: UTILITY BILLING Page UB-1 Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
UTILITY BILLING
Utility Billing UB-001 _Customer Service / Utility Billing Database Indefinite -
Minimum 5
years
Yes Mag Data Fields / Records are interrelated;
GC §+I13:I28
Utility Billing UB-002 Adjustments / Abnormal Read Reports When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department preference (The Database is
the original; reports are considered drafts
or copies, and can be re-printed from the
database); GC §34090
Utility Billing UB-003 Bankruptcies - NOT pursued
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Preliminary drafts not retained in the
ordinary course of business; GC §34090
Utility Billing UB-004 Bankruptcies - Where a claim is filed 10 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department Preference (negative
information remains on credit ratings for 7
years); GC §34090
Utility Billing UB-005 Billing Registers, Payment Registers, Adjustment Registers
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department preference (The Database is
the original; reports are considered drafts
or copies, and can be re-printed from the
database); GC §34090
Utility Billing UB-006 Collections / Collection Agency Case Files & Statements / Delinquent Accounts 7 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department preference; Delinquencies
remain on credit reports for 7 years; GC
§34090 et seq.
Utility Billing UB-007 Hydrant Meters - Rentals / Temporary (Pools, Construction)
End of Rental
+ 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Utility Billing UB-008 Prop. 218 (Property-based fees) Protest Letters / Ballots, Tabulation 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §53753(e)(2)
SOLVANG, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
317
Ver. 2.0 RECORDS RETENTION SCHEDULE: UTILITY BILLING Page UB-2 Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Utility Billing UB-009 Residential Water Billing: Appeals - Payment Delinquency & Impending Discontinuation
Final
Decision + 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Documented or attached to Customer
Record in database; GC §34090; H&S
§116908
Utility Billing UB-010
Residential Water Billing: Non-payment
Notices / Notice of Payment Delinquency &
Impending Discontinuation (Initial, Final)
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Documented or attached to Customer
Record in database; GC §34090; H&S
§116908
Utility Billing UB-011
Residential Water Billing: Payment Plans:
Amortization, Alternative Payment Plans,
Deferrals, etc.
Expiration or
Completion
of Payment
Plan
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Documented or attached to Customer
Record in database; GC §34090; H&S
§116910
Utility Billing UB-012
Residential Water Billing: Policy on
Discontinuation of Residential Service for
Nonpayment
When
Superseded;
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Must post to Website; H&S §116906; GC
§34090
Utility Billing UB-013 Residential Water Billing: Report of Annual Discontinuations of Residential Service
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Must post to Website; H&S §116918; GC
§34090
Utility Billing UB-014 Residential Water Billing: Adjustments to Customer accounts
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Documented or attached to Customer
Record in database; GC §34090; H&S
§116908
Utility Billing UB-015 Returned Checks / NSF Checks 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department Preference; Meets auditing
standards; GC §34090
Utility Billing UB-016 Service Address Files (Application, Calculations for Adjustments, Turn-ons / Turn-offs, etc.)
Close of
Account in
Good
Standing + 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department preference; GC §34090 et
seq.
SOLVANG, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
318
Form RM-1: RECORDS DESTRUCTION AUTHORIZATION FORM
The records listed below (or on the attached list) are scheduled to be destroyed, as indicated on the Records Retention Schedule.
The records are not the subject of any claim, litigation, investigation, or audit. (List records here, or attach a list)
File # Records Description From
(Start Date)
To
(End Date) Box # Retention #
Retention
Period
Check one option for destruction:
Shredding is Required (Records contain private information) OR Recycle (Records do NOT contain private information)
_________________________________ ___________________________ Employee Preparing Form Date
DOCUMENTS HAVE BEEN REVIEWED AND APPROVED FOR DESTRUCTION _________________________________ ___________________________ Department Head / Division Manager Date
_________________________________ ___________________________ City Clerk Date
_________________________________ ___________________________ City Attorney Date
Return this form to the originating department following approval (they coordinate the shredder arrangements) --------------------------------------------------------------------------------------------------------------------------------------- (Complete after destruction has been performed, if done by City Employees. If destruction is performed by a commercial vendor, have them provide you with a certificate.) I HEREBY CERTIFY that the items listed above have been destroyed in accordance with City policies and procedures:
______________________________ ___________________________ Employee Performing Destruction Date
Return this form to the City Clerk department after completed Attachment C
319
Form RM-2: AUTHORIZATION TO DESTROY PAPER AFTER IMAGING /
TRUSTWORTHY ELECTRONIC RECORDS COMPLIANCE
(the paper media version of a record is destroyed, to rely on the image as the “Official Record”) Records Series Description Start Date End Date Box #s Where Official Electronic Records are Stored
Invoices Laserfiche / Finance / Accounting /
Invoices
Optional Ongoing Authorization, After Review and Approval of Written Policies and Procedures:
The above Records Series are approved for destruction on an on-going (day-forward) basis, provided they comply with written policies and procedures approved by the City Clerk. ______________________________________ ___________________________ City Clerk Date
Check one option for destruction:
Shredding is Required (Records contain private information) OR Recycle (Records do NOT contain private information)
I certify that the records listed above have been imaged in compliance with applicable state laws:
_X_ Images have been quality checked, and contain all significant details from the original and are an adequate substitute for the original document for all purposes for which the document was created or maintained.
_X_ Indexing has been verified / quality checked.
_X_ Images have been placed on unalterable optical media that cannot be altered or changed (DVD-r, BlueRay-R, CD-R, or WORM – Write Once, Read Many unalterable media) _X_ The unalterable optical media has been stored in a safe and separate location. ___________________________ ___________________________ ________________ Employee Department / Division Date
PAPER VERSION OF THE ABOVE RECORDS ARE APPROVED FOR DESTRUCTION (the imaged version becomes the original, and will be retained for the applicable retention period):
_________________________________ ___________________________ City Clerk Date
Return this form to the originating department following approval. --------------------------------------------------------------------------------------------------------------------------------------- (Complete after destruction has been performed, if done by Employees. If destruction is performed by a commercial vendor, have them provide you with a certificate.) I HEREBY CERTIFY that the items listed above have been destroyed in accordance with policies and procedures:
___________________________ ___________________________ ________________ Employee Department / Division Date
Return this form to the City Clerk department after completed 320
(date)
SUBJECT: UPDATE TO RECORDS RETENTION SCHEDULES
Department:_________________________________
Version Number Being Approved:_______________
Attached are updated Retention Schedules for the above department showing proposed updates in “Track Changes” format.
The updates have been reviewed, approved, and made by the City’s records management consultant, who specializes in California local government records (Gladwell Governmental Services, Inc.)
Per the resolution originally adopting the records retention schedules, updates are authorized to be made without further action by the City Council, but must obtain the consent of the City Clerk, City Manager and City Attorney.
I have reviewed and approved the proposed updates to the Records Retention Schedules.
______________________________________________ ________________ Department Head Date
______________________________________________ ________________ City Clerk Date
______________________________________________ ________________ City Manager Date
______________________________________________ ________________ City Attorney Date
321
CITY COUNCIL STAFF REPORT
AGENDA ITEM 6.f
Meeting Date: September 25, 2023
SUBJECT: Discussion and possible action to approve an Agreement with County of Santa Barbara Sheriff’s Office for Law Enforcement Services for FY 2023- 2024 – FY 2026/2027, and authorize the Mayor to execute on behalf of the City
PREPARED BY: Dave Fleishman, City Attorney
DISCUSSION:
Historical background
The City of Solvang currently contracts with the Santa Barbara County Sheriff’s Office (“SBSO”) for law enforcement services. Such services are provided pursuant to a written agreement and include, but are not limited to, patrol functions and law enforcement support operations.
In 2019, the City Council approved and authorized the Mayor to execute the currently operative agreement for law enforcement services (“Agreement”). The SBSO contracts for law enforcement services with three other contract cities in the County – Buellton, Carpinteria, and Goleta. Collectively, the three cities and Solvang are sometimes referred to as the “Contract Cities.” The other three cities operate under a nearly identical agreement in all respects except overall costs.
Costs for the first year of the contract, fiscal year (“FY”) 2019-20, were included in the Agreement and totaled $1,802,727. Subsequently, in FY 2020-21, the City was notified that the cost for the same level of service would be $1,830,297, which represented an approximate 1.5% increase.
Starting in FY 2021-22, however, the SBSO proposed to begin passing along significant cost increases year-over-year. For FY 2021-2022 costs, the SBSO provided the City an annual recomputation that reflected an approximately 37% increase over FY 2020-21. The City, along with each of the other Contract Cities (as it relates to their respective agreements), disputed the FY 2021-22 contract amounts. The SBSO and the Contract Cities eventually informally resolved the dispute and agreed to memorialize the disputed terms and contracts for FY 2021-22 in Amendment No. 1 to the Agreement (attached hereto as Attachment 2). The City of Solvang’s FY 2021-22 negotiated contract costs totaled $2,151,628, which was approximately a 16.14% increase over the prior FY’s compensation (this amount included the City’s 8,760 base hours plus all other costs, such as true-up, dispatch, DSSU administration and inflation).
For the final year of the Agreement, i.e., FY 2022-23, the City received a proposed cost sheet from the SBSO reflecting an approximate 15% increase over FY 2021-22’s costs, with a proposed annual cost of $2,468,676, an increase of more than $317,000 over the prior year’s negotiated amount. The rates were proposed for similar increases for the other Contract Cities. Again, each of the Contract Cities disputed their respective FY 2022-23 contract amounts. The Contract Cities and SBSO attempted to informally resolve the dispute, but ultimately went to mediation. As a result of mediation, the City agreed to FY 2022-23 costs of $2,316,107, which the City Council approved via Amendment No. 2 to the Agreement (Attachment 3), resolving the dispute regarding the FY 2022-23 contract cost. The negotiated cost represented a 7.36% increase for Solvang over the negotiated FY 2021-22 contract cost.
FY 2022-23 is the final year under the Agreement. The Agreement contemplated a possible two-year extension, which could be approved administratively by the SBSO. However, because the parties intended to negotiate a new contract with a new cost model, the parties did not utilize the two-year 322
administrative extension (which required six-months’ notice). Nonetheless, the Contract Cities and SBSO are in agreement that the parties can nevertheless mutually extend the Agreement by further amendment(s).
In November of 2022, the City of Solvang, the other Contract Cities, and Sheriff’s staff commenced negotiations for a new agreement for law enforcement services that was envisioned to be in full force and effect on July 1, 2023. However, these negotiations remained ongoing at the end of Fiscal Year 2022-23, and the parties had not yet come to an agreement on the cost model and other key terms of the new contract.
On June 12, 2023, given the termination date of the Agreement and the fact that the terms of the future agreement were not yet resolved, staff recommended and Council approved and authorized the Mayor to enter into an additional amendment (“Amendment No. 3”) to allow the parties more time to continue their efforts to negotiate a future agreement without a lapse in law enforcement services to the City.
This additional amendment allowed the term of the Agreement to be extended an additional 90 days, and to terminate upon the earlier of the following occurrences: (i) 11:59 p.m. on September 29, 2023; or (ii) the effectiveness of the fully executed successor agreement.
Amendment No. 3 further specified an increase in contract cost of 7.4% over FY 2022-23 costs and was subject to a subsequent adjustment to establish actual costs of service during the extended term.
The City and the Sheriff’s Office agreed to continue future contract negotiations as expeditiously as possible.
As noted above, the FY 2022-23 total contract costs were $2,316,107. The annualized cost to the City of Solvang for Amendment No. 3 was set at $2,487,499. This represented a 7.4% increase from the prior year and is derived from the annual average Consumer Price Index for the Los Angeles Region of
7.4%.
Successor Agreement
After nearly a year of negotiations, on September 5, 2023, the staff for the Contract Cities and the SBSO reached tentative agreement on key deal points needed to secure a new contract prior to the expiration of Amendment No 3. In addition to numerous contract language clarifications and improved definitions and reporting, the salient items of the new agreement for Law Enforcement Services from July 1, 2023, through June 30, 2027 (“New Agreement,” attached hereto as Attachment 1) are as follows for all the Contract Cities:
COST MODEL: Shift from the previous Deputy Sheriff Service Unit (“DSSU”) back to Full-Time Equivalent (“FTE”) positions to reflect direct and indirect costs of providing law enforcement services.
TERM: A new four-year term from July 1, 2023, through June 30, 2027. The terms of the agreement may be thereafter extended for a maximum of three (3) one-year periods, to no later than June 30, 2030, by mutual agreement of the City and County.
GENERAL LAW ENFORCEMENT SERVICES: Enhanced meet-and-confer process for level of service reviews for the City’s general law enforcement services (i.e., non-menu items). Currently, the Agreement provides for one “post” (24/7 patrol service) as well as services (full or partial FTE equivalency) for administrative and Contracts Bureau staff, Lieutenant, Sergeants, and Commander.
MENU ITEMS: Additional safeguards relating to payment of Menu Item services and flexibility related to changes to the provision of Menu Items (those beyond the basic patrol functions such as Community Resource Deputies, Parking Enforcement Officer, and Motorcycle Traffic Unit positions).
COMMUNITY-ORIENTED POLICING AND DEI: SBSO commits to providing law enforcement services consistent with the objectives of building trust and legitimacy, fostering a culture of transparency and accountability, maintaining a safe community, and engaging in community-oriented policing. Moreover, 323
SBSO commits to demonstrating respect for the diversity of each respective city’s community and ensuring equity, inclusion, and access for all residents and visitors in the provision of law enforcement services.
PERFORMANCE MEASURES: Identifiable objective standards for fostering community trust, legitimacy, transparency, accountability, and maintaining a safe community.
REPORTING: More detail relating to existing practices for reporting law enforcement services statistics and data reporting, as well as additional reporting requirements in the event the County implements new systems/software that may provide additional data and statistics.
COSTS: A mutually agreed upon base year amount for FY 2023/24 has been set at $2,856,941. This represents a nearly 15% increase over the annualized amount set forth in Amendment No. 3. The contract also provides escalators to be applied over the term of the contract that are comprised of:
(1) “any “Salary Increases” for the “Deputy Sheriff job class,” defined to mean the types of increases to Deputy compensation specified in Section 5 of the existing Memorandum of Understanding (“MOU”) for the Santa Barbara County Deputy Sheriff’s Association (“DSA”) (March 16, 2022 through June 21, 2026) ((“DSA MOU”)), which amounts may later be amended by revision to the existing MOU (through an amendment or side letter) or by later adoption of a new MOU (“MOU Salary Increases”), plus (2) an annual 2.78% annual escalator (“Annual Escalator”).
The MOU Salary Increases are intended to provide cost recovery for the actual cost of the staffing provided under the New Agreement; the fixed 2.78% Annual Escalator is intended to cover any other rising costs outside of across-the-board salary increases, such as increases to insurance, merit-based pay bumps, etc. In other words, the Annual Escalator is fixed for all future years of the contract; the MOU Salary Increases for Deputies is a variable term based on the DSA MOU then in effect and may be applied annually (as is set forth in the current DSA MOU) and/or if negotiated mid-year (e.g., if the County enters a side letter with the DSA for MOU Salary Increases to take effect in December of 2023, the FY 23/24 cost of $2,856,941 will correspondingly increase for the latter part of the fiscal year at the rate of the agreed upon MOU Salary Increase).
This “escalator” approach differs significantly from the “annual recomputation” process under the prior contract, which sought to reconcile budgeted costs with actual costs after the fact. That approach created significant and unanticipated volatility in the contract price. The use of an escalator is intended to provide more budgeting certainty by limiting cost increases in the contract to: (1) MOU Salary Increases, either as currently set forth in the existing DSA MOU or as later amended; (2) the annual fixed rate escalator of 2.78%; and (3) changes to levels of service provided in the contract (either to the general law enforcement services or to Menu Items). MOU Salary Increases or certain level of service changes may be applied annually or mid-year, as they occur.
It bears noting that the County of Santa Barbara is currently engaged in labor negotiations with the Deputy Sheriff’s Association, a fact only recently revealed in the Board of Supervisors agenda packet for September 19, which was just published on September 14. This is the first time City staff became aware that the County was actively engaged in such labor negotiations with DSA. Despite efforts to determine what issues are being negotiated with the DSA, the County has not provided the City any information relating to what the potential fiscal impact to the City could be. Therefore, the fiscal impact of a potential mid-contract salary increase cannot be determined as of the date of this staff report. It could be significant, however.
ALTERNATIVES:
The Council could decline to approve the agreement and give staff alternative direction.
FISCAL IMPACT:
324
Currently for Solvang, the application of these costs over the course of the New Agreement is anticipated to be as follows:
• The base year (FY 2023-24) is $2,856,941 (as may change by MOU Salary Increases or changes in Menu Items).
• In FY 2024-25, that amount would increase by 7.28% (4.5% MOU Salary Increases under the existing DSU MOU, plus 2.78% escalator) for a total of $3,064,926 (as may change by amendments to the existing MOU Salary Increases or changes in levels of service). • In FY 2025-26, the contract amount is anticipated to increase by 5.28% (2.5% MOU Salary Increases under the existing DSU MOU plus 2.78% escalator) for a total of $3,226,754 (as may change by amendments to the existing MOU Salary Increases or changes in levels of service). • For FY 2026-27 and 2027-28 (and any extensions thereafter), the MOU Salary Increases are subject to future negotiation between the County and the DSA, as well as any level of service changes; the 2.78% Annual Escalator would also apply.
• Assuming for the sake of argument that the MOU maintained 2.5% MOU Salary Increases and there were no level of service changes, FY 2026-27 and 2027-28 would also be subject to a
5.28% increase in the contract amount for a total, respectively, of $3,397,127 and $3,576,495.
ATTACHMENTS:
1. Agreement to Provide Law Enforcement Services
325
City of Solvang
Contract Law
Enforcement
Services
FY 2023/2024- FY 2026/2027
Sheriff’s Office, County of Santa Barbara
Bill Brown, Sheriff-Coroner
326
Table of Contents
PREAMBLE ....................................................................................................................... 3
1. Designated Representative… .................................................................................. 3
2. Notices..................................................................................................................... 3
3. Scope of Services. ................................................................................................... 3
4. Term ........................................................................................................................ 4
5. Standard of Performance ......................................................................................... 4
6. Compensation of County ........................................................................................ 4
7. Indemnification and Insurance ................................................................................ 4
8. Ownership of Equipment ........................................................................................ 4
9. Independent Contractor. .......................................................................................... 5
10. Nondiscrimination ................................................................................................... 5
11. Nonexclusive Agreement ........................................................................................ 5
12. Assignment .............................................................................................................. 5
13. Termination ............................................................................................................. 5
14. Section Headings ..................................................................................................... 6
15. Severability ............................................................................................................. 6
16. Remedies Not Exclusive ......................................................................................... 6
17. Time is of the Essence............................................................................................. 6
18. No Waiver of Default .............................................................................................. 6
19. Entire Agreement and Amendment ......................................................................... 6
20. Successors and Assigns ........................................................................................... 7
21. Compliance with Law ............................................................................................. 7
22. California Law; Jurisdiction and Venue ................................................................. 7
23. Execution of Counterparts....................................................................................... 7
24. Authority ................................................................................................................. 7
25. Precedence............................................................................................................... 7
26. Dispute Resolution Process ..................................................................................... 7
27. Agreement Not Considered Against Drafter .......................................................... .8 Signature Page ......................................................................................................... 9 Attachments:
Exhibit A: Statement of Work ........................................................................ 10 Exhibit A-1: Law Enforcement Services Statistics Reporting ........................... 24 Exhibit A-2: Form of Monthly Statistics Report ............................................... 25 Exhibit A-3: Performance Measures for Annual Presentation .......................... 26 Exhibit B: Payment Methodology .................................................................. 28 Exhibit B-1: Santa Barbara County Deputy Sheriff’s Association Memorandum of Understanding (March 16, 2022 through June 21, 2026) ........ 34 Exhibit C: Cost Model .................................................................................... 77 Exhibit C-1: Excluded Costs .............................................................................. 84 Exhibit D: Special Insurance and Indemnification ........................................ 87 Exhibit E: Cost Computation Sheet ............................................................... .88 327
Page Intentionally Left Blank
328
AGREEMENT TO PROVIDE LAW ENFORCEMENT SERVICES
THIS AGREEMENT (hereafter “Agreement”) is made by and between the County of Santa Barbara, a political subdivision of the State of California (hereafter “COUNTY”) and the City of Solvang, an incorporated city having its principal place of business at 1644 Oak Street, Solvang, CA, 93463 (hereafter “CITY”) wherein COUNTY agrees to provide, and CITY agrees to accept, the services specified herein.
WHEREAS, CITY has requested COUNTY, through its Sheriff’s Office, to provide law enforcement services pursuant to a contractual agreement; and WHEREAS, COUNTY, through its Sheriff’s Office, has expressed willingness to provide law enforcement services on a cost reimbursement basis, pursuant to California Government Code section 51300 et seq.; and
WHEREAS, in recognition that this Agreement represents significant cost to CITY, COUNTY recognizes its responsibility of fiscal stewardship and to that end, is committed to providing law enforcement services in a fiscally responsible manner; and WHEREAS, this Agreement supersedes and replaces any prior agreement between CITY and COUNTY concerning the matters governed hereby, including, without limitation, that certain Contract Law Enforcement Services Agreement dated as of July 1, 2019 (as amended, the “Prior Agreement”), which is hereby terminated and of no further force and effect, except for Section II. Paragraph 3 of Amendment No. 3 to such Prior Agreement, which relates to subsequent adjustments to costs incurred under said Amendment No. 3.
NOW, THEREFORE, in consideration of the foregoing recitals (which are incorporated herein to this Agreement by this reference), and of the mutual covenants and conditions contained herein, the parties agree as follows:
1. DESIGNATED REPRESENTATIVE. The Contract Services Lieutenant at phone number (805) 681-4185 is the designated representative for COUNTY. The City Manager of CITY at phone number (805) 688-5575 x 204 is the designated representative for CITY. Changes in designated representatives shall be made only after advance written notice to the other party.
2. NOTICES. Any notice or consent required or permitted to be given under this Agreement shall be given to the respective parties in writing, by first class mail, postage prepaid, or otherwise delivered as follows:
To COUNTY: Sheriff Bill Brown, P.O. Box 6427, Santa Barbara, CA 93160 To CITY: City Manager, City of Solvang 1644 Oak Street, Solvang, CA, 93463 or at such other address or to such other person that the parties may from time to time designate. Notices and consents under this section, which are sent by mail, shall be deemed to be received five (5) days following their deposit in the U.S. mail.
3. SCOPE OF SERVICES. COUNTY agrees to provide law enforcement services to CITY in accordance with Exhibits A, C, and E attached hereto and incorporated herein by reference. 329
4. TERM.
A. Basic Term. The term of this Agreement shall commence July 1, 2023, and continue through June 30, 2027, a four (4) year term expiring on June 30, 2027 unless sooner terminated pursuant to Paragraph 13, Termination, below, or extended as described in Section 4(B).
B. Extended Term. The terms of this Agreement may be extended a maximum of three (3) one - year periods: a first term from July 1, 2027 to June 30, 2028, referred to as the First Extended Term; a second term from July 1, 2028 to June 30, 2029, referred to as the Second Extended Term; and a third term from July 1, 2029 through June 30, 2030 referred to as the Third Extended Term.
The term may only be extended by mutual agreement of the parties and subject to approval by their respective legislative bodies.
C. Appropriations Limitation. In accordance with California Constitution Article XVI, section 18, CITY and COUNTY each acknowledge that annual budgetary appropriations in future years for payment and services hereunder are subject to the approval of their respective legislative bodies.
5. STANDARD OF PERFORMANCE. COUNTY represents that it has the skills and expertise necessary to perform law enforcement services required under this Agreement, as described in Exhibits A, C, and E.
6. COMPENSATION OF COUNTY. COUNTY shall be paid for performance under this Agreement in accordance with the terms of Exhibits B, C, and E attached hereto and incorporated herein by reference. In the event CITY disputes payment to COUNTY, in whole or in part, CITY shall pay under protest the full amount due to COUNTY pursuant to Exhibit E. Upon resolution of said dispute, to the extent it is determined that CITY overpaid, COUNTY will provide a credit to CITY in an amount equal to the amount overpaid by CITY (if any), which credit shall apply in full to CITY’S monthly payments hereunder until said credit is exhausted. In the event the credit (if any) exceeds CITY’S remaining payments hereunder, COUNTY shall reimburse CITY via check payable to CITY or other similar means.
7. INDEMNIFICATION AND INSURANCE. CITY and COUNTY agree to indemnify and hold harmless each other and to procure and maintain insurance in accordance with the provisions of Exhibit D, attached hereto and incorporated herein by reference.
8. OWNERSHIP OF EQUIPMENT. COUNTY shall be the owner of all items incidental to the performance of this Agreement. Equipment or supplies purchased by CITY to aid in the performance of law enforcement services shall remain the property of CITY. No transfer of ownership of equipment from COUNTY to CITY or from CITY to COUNTY shall occur as a result of this Agreement. It is understood that COUNTY shall provide all equipment and supplies necessary to the performance of this Agreement and that any CITY-owned equipment and supplies are provided voluntarily. CITY and COUNTY shall have no obligation to maintain or replace any CITY-owned equipment and supplies. Upon termination of the Agreement or applicable Menu Items within the Agreement, any equipment or supplies purchased by CITY for COUNTY or purchased by CITY for CITY’S law-enforcement related services may, at CITY’S sole discretion, revert to CITY ownership. Upon such reversion, COUNTY will provide CITY existing detailed 330
records of the equipment’s or supplies’ acquisition, customization, maintenance, and service records, including applicable DMV information, warranty information, and remaining service life.
9. INDEPENDENT CONTRACTOR. It is expressly understood between the parties to this Agreement that no employer/employee relationship is intended; the relationship of COUNTY to CITY being that of an independent contractor and CITY and COUNTY retain sole and independent liability for the actions of the employees of each.
10. NONDISCRIMINATION. COUNTY hereby notifies CITY that COUNTY'S Unlawful Discrimination Ordinance (Article XIII of Chapter 2 of the Santa Barbara County Code) applies to this Agreement and is incorporated herein by this reference with the same force and effect as if the ordinance were specifically set out herein and CITY agrees to comply with said ordinance.
11. NONEXCLUSIVE AGREEMENT. CITY understands that this is not an exclusive Agreement and that COUNTY shall have the right to negotiate with and enter into contracts with other Santa Barbara County cities and/or other entities to provide the same or similar services.
12. ASSIGNMENT. Neither party shall assign any of its rights nor transfer any of its obligations under this Agreement without the prior written consent of the other party and any attempt to so assign or so transfer without such consent shall be void and without legal effect and shall constitute grounds for termination of this Agreement.
13. TERMINATION.
A. By COUNTY
1. Termination for Convenience. COUNTY may terminate this Agreement upon three hundred and sixty-five (365) days’ written notice. Upon the date of termination, COUNTY shall cease work and notify CITY as to the status of its performance.
2. Termination for Cause. Should CITY default in the performance of this Agreement or materially breach any provision of this Agreement, including but not limited to, failing to timely provide COUNTY all or any part of payment due, as set forth in Exhibits B, C and E, and thereafter fail to cure the same within thirty (30) days after receipt of written notice from COUNTY of said material breach (provided that if the breach is of a nature that it cannot reasonably be cured within such 30-day period, it will not constitute a default hereunder so long as CITY begins to cure such default during the 30-day period and thereafter, diligently pursues such cure to completion), COUNTY may, at COUNTY'S sole option, terminate this Agreement by ninety (90) days’ written notice. COUNTY is entitled to interest pursuant to Exhibit B, Section III from the date of CITY’s breach until the date such breach is cured.
B. By CITY
1. Termination for Convenience. CITY may terminate this Agreement upon three hundred and sixty-five (365) days’ written notice.
331
2. Termination for Cause. Should COUNTY materially breach any provision of this Agreement, including by failing to provide CITY all or any part of the services set forth in Exhibit A, and thereafter fail to cure the same within thirty (30) days after receipt of written notice from CITY of said material breach (provided that if the breach is of a nature that it cannot reasonably be cured within such 30-day period, it will not constitute a default hereunder so long as COUNTY begins to cure such during the 30-day period and thereafter, diligently pursues such cure to completion), CITY may, at CITY’S sole option, terminate this Agreement by ninety (90) days’ written notice.
Notwithstanding any other payment provision of this Agreement, CITY shall pay COUNTY for service performed to the date of termination, including any prorated amount of compensation due hereunder less payments, if any, previously made. In the event CITY disputes payment to COUNTY, in whole or in part, CITY shall pay under protest the full amount due to COUNTY for services performed to the date of termination. Upon resolution of said dispute, the disputed amount shall be reconciled consistent with Section 6 above.
14. SECTION HEADINGS. The headings of the several sections, and any table of contents appended hereto, shall be solely for convenience of reference and shall not affect the meaning, construction or effect hereof.
15. SEVERABILITY. If any one or more of the provisions contained herein shall for any reason be held to be invalid, illegal, or unenforceable in any respect, then such provision or provisions shall be deemed severable from the remaining provisions hereof, and such invalidity, illegality or unenforceability shall not affect any other provision hereof, and this Agreement shall be construed as if such invalid, illegal, or unenforceable provision had never been contained herein.
16. REMEDIES NOT EXCLUSIVE. No remedy herein conferred upon or reserved to the parties is intended to be exclusive of any other remedy or remedies, and each and every such remedy, to the extent permitted by law, shall be cumulative and in addition to any other remedy given hereunder or now or hereafter existing at law or in equity or otherwise.
17. TIME IS OF THE ESSENCE. Time is of the essence in this Agreement and each covenant and term is a condition herein.
18. NO WAIVER OF DEFAULT. No delay or omission by either party to exercise any right or power arising upon the occurrence of any event of default shall impair any such right or power or shall be construed to be a waiver of any such default or an acquiescence therein; and every power and remedy given by this Agreement to each party shall be exercised from time to time and as often as may be deemed expedient in the sole discretion of the exercising party.
19. ENTIRE AGREEMENT AND AMENDMENT. In conjunction with the matters considered herein, this Agreement contains the entire understanding and agreement of the parties and supersedes and replaces any prior agreements regarding the matters considered herein (except for the surviving provision of the Prior Agreement discussed in the recitals). There have been no promises, representations, agreements, warranties or undertakings by any of the parties, either oral or written, of any character or nature hereafter 332
binding except as set forth herein. This Agreement may be altered, amended or modified only by an instrument in writing, executed by the parties to this Agreement and by no other means. Each party waives its future right to claim, contest or assert that this Agreement was modified, canceled, superseded, or changed by any oral agreements, course of conduct, waiver, or estoppel.