Agenda packet — South Lake Tahoe City Council, August 13, 2024 (part 1 of 4)

City Council
Cody Bass, Mayor
John Friedrich, Mayor Pro Tem
Cristi Creegan, Councilmember
Tamara Wallace, Councilmember
Scott Robbins, Councilmember
Mission of the City Council
The City was established to provide essential,
outstanding and cost-effective services that
enhance environmental sustainability, economic
vitality and the quality of life for our residents,
businesses and guests.

City of South Lake Tahoe
City Council and South Tahoe Joint Powers Parking
Financing Authority
Meeting Agenda
Tuesday, August 13, 2024 at 9:00 am
City Hall - Council Chambers - 1901 Lisa Maloff Way, South Lake Tahoe Public Participation
City Council meetings are held in person at the time and location listed on this agenda. Meetings are live-streamed on Channel 21, City website at www.cityofslt.us, YouTube at https://www.youtube.com/channel/UC3LYne8Ih-kTPLnnuyJW9SQ/live and via ZOOM at this link https://us06web.zoom.us/j/82348740513
A public agenda packet is available for review at City Hall, 1901 Lisa Maloff Way, on the City’s Website at www.cityofslt.us, or by contacting the City Clerk's Office, (530) 542-6005 or [email protected] Providing Public Comment:

In Person: Every agenda for regular meetings provides an opportunity for members of the public to directly address the legislative body (City Council), on any item of public interest which is within the jurisdiction of the City Council during Public Communications. For items on the agenda or in connection with any item which the City Council will consider, the public is given the opportunity to comment before or during the City Council's consideration of the item [Government Code Section 54954.3(a)].

Remote Participation: If you are joining the meeting via ZOOM and would like to make a comment, press the "raise a hand" button. If you are joining the meeting via Channel 21 or live stream and would like to make a comment, please call (530) 542-6500. The meeting ID is: 823 4874 0513. Press *9 to indicate a desire to make a comment, press *6 to unmute your phone. The Clerk will call you by the last three digits of your phone number when it is your turn to speak. Note: The Mayor reserves the right to conduct the meeting with in-person public participation only, if there is a technology malfunction that precludes the use of remote public participation.

In Writing: Written comments received by 3 p.m. the day before the meeting will be distributed to City Council prior to the meeting. Written public comment regarding any item on this agenda may be sent to [email protected]. When emailing comments, identify the agenda item number in the subject 1 1. Presentation from League to Save Lake Tahoe on Single-use Water Bottle Ban line to which your comments relate. Any such comment that is a public record and is emailed to [email protected] or otherwise provided to a majority of the City Council before the meeting will be made available for public inspection during normal business hours at the City Clerk's Office located at City Hall, 1901 Lisa Maloff Way, South Lake Tahoe [Government Code Section 54957.5(b)]. Written comments will not be read out loud during the meeting.

The City Council Chambers meeting facility is accessible to people with disabilities. Every reasonable effort will be made to accommodate any person needing special assistance to attend this meeting.

Contact the City Clerk at (530) 542-6005 at least 48 hours in advance of the meeting for assistance [28 CFR 35.102.35.104 ADA Title II and Brown Act Government Code Sections 54953.2, 54954.1, 54954.2, and 54957.5].

Spanish Interpretations: The public may access Spanish interpretation using the ZOOM link listed on the front of the Agenda from an internet device (smartphone, laptop, tablet, home computer) with audio capabilities and selecting the Spanish language option. Persons without an internet device may attend the meeting in-person and a device will be provided while supplies last. Requests for interpreter services to offer public comment may be made by contacting the City Clerk.

Call to Order/Pledge of Allegiance
Land Acknowledgement
Land Acknowledgement - The City of South Lake Tahoe acknowledges the lands we occupy today are the lands and home of the Wašíšiw, the people from here known today as the Washoe Tribe of Nevada and California, a sovereign nation. Since the beginning of time and for thousands of years before the arrival of any other people, the Washoe lived here and cared for this place, with values and intention that we can all learn from. On behalf of the City Council, I would like to acknowledge, thank, and honor the Indigenous Washoe Tribal Communities that are the past, present, and future stewards of the Lake Tahoe Basin.

Roll Call
Closed Session Report
Public Communications
This is the public's opportunity to speak on any topic NOT LISTED on this agenda. Comments shall be limited to four (4) minutes. In accordance with the Brown Act, the City Council cannot deliberate or vote on any matter raised under public communications, but may briefly respond to statements made or questions posed. (Government Code Sections 54954.2)
City Commission Reports
Presentations
Requested Action / Suggested Motions: Receive presentation by representatives of the League to Save Lake Tahoe regarding the Ordinance Banning Single-use Plastic Water Bottles.

Responsible Staff Member(s): Sara Letton, Sustainability Coordinator, and Heather Stroud, City Attorney
Item 1- Executive Summary.pdf
League Presentation to Council August 13, 2024.pdf
Consent Agenda
Public Comment - This is the public's opportunity to speak on any topic listed on the Consent Agenda.

Comments shall be limited to three (3) minutes.
2 2. City Council, South Tahoe Redevelopment Successor Agency, South Tahoe Joint Powers Parking Financing Authority Meeting Minutes

3. Financial Policy Amendments Regarding Local Training & Meeting, Procurement, Grant Funding & Compliance, Travel, CAL-Card User Handbook, Preserving Capital Investments, and Financial Reporting

4. Agreement with California Tahoe Emergency Services Operations Authority for Medical Dispatch and Support Services
The consent agenda consists of items of a repeating or routine nature considered under a single action.

Any Councilmember may have an item on the consent agenda removed and considered separately upon request.

Pass a Motion to adopt the Consent Agenda in one motion except as indicated at each item.

Requested Action / Suggested Motions: Pass a Motion approving the June 18, 2024, City Council, South Tahoe Redevelopment Successor Agency, South Tahoe Joint Powers Parking Financing Authority meeting minutes.

Responsible Staff Member(s): Susan Blankenship, City Clerk Item 2- Executive Summary.pdf
06 18 2024 City Council Minutes.pdf
Requested Action / Suggested Motions: Pass a Resolution amending financial policies regarding Local Training & Meeting, Procurement, Grant Funding & Compliance, Travel, CAL-Card User Handbook, Preserving Capital Investments, and Financial Reporting.

Responsible Staff Member(s): Andrew Black, Financial Services Supervisor, Lori Marino, Principal Management Analyst
Item 3- Executive Summary.pdf
01-Staff Report - Financial Policy Amendments.docx
02-Resolution - Financial Policy Amendments.docx
03- CSLT Local Training and Meeting Policy Redline.pdf
04- CSLT Local Training and Meeting Policy (Exh. A to Reso).pdf 05- CSLT Procurement Policy Redline.pdf
06 - CSLT Procurement Policy Updated (Exh. B to Reso).pdf 07- CSLT Grant Funding Compliance Policy Redline.pdf
08- CSLT Grant Funding Compliance Policy (Exh. C to Reso).pdf 09- CSLT Travel Policy Redline.pdf
10- CSLT Travel Policy (Exh. D to Reso).pdf
11- CSLT CalCard User Handbook Redline.pdf
12- CSLT CalCard User Handbook (Exh. E to Reso).pdf
13- CSLT Preserving Capital Investments Redline.pdf
14- CSLT Preserving Capital Investments (Exh. F to Reso).pdf 15- CSLT Financial Reporting Redline.pdf
16- CSLT Financial Reporting (Exh. G to Reso).pdf
Requested Action / Suggested Motions: Pass a Motion authorizing and directing the Mayor to execute a Professional Service Agreement with the California Tahoe Emergency Services Operations Authority for Police Department Joint Communications emergency medical dispatch and support services for ambulance emergency response to commencing Sept 1, 2024 and ending Aug 31, 2029. The CTESOA will pay CSLT $289,818.52 in year one, with 3% increases annually through the five year contract.

Responsible Staff Member(s): Jeff Roberson, Support Lieutenant Item 4- Executive Summary.pdf
01-Staff_Report_-_Joint_Dispatch_Agreement.docx
02-Joint Dispatch Agreement.pdf
3 5. Memorandum of Understanding with Lake Valley Fire Protection District and Lake Tahoe Unified School District for Fuels Reduction Projects

6. Request for modification for the City's current Stevens Authority pass through Grant Funding from the USFS

7. Ratification of Participation in National Opioid Litigation Settlement with Kroger and Acceptance and Appropriation of Settlement Funds

8. Agreement with EV Range for On Call Electrical and Structural Engineering Services

9. Ratification of Acceptance of $75,000 from CalRecycle for 2023 SB 1383 Local Assistance Grant Program
Requested Action / Suggested Motions: Pass a Motion authorizing and directing the City Manager to execute the MOU with Lake Valley Fire Protection District and the Lake Tahoe Unified School District for management of fuels reduction projects on School District properties.

Responsible Staff Member(s): Jay Manning, Division Chief Item 5- Executive Summary.pdf
01-Staff Report -MOU with Lake Valley and LTUSD.docx
02-MOU CSLT LTUSD LVFPD Fuels Reduction.pdf
Requested Action / Suggested Motions: Pass a Resolution 1) approving the application for Hazardous Fuel Reduction at the LTUSD High School property, and accept the award of up to $321,289; 2) appointing the Fire Chief or a designee to conduct all negotiations, execute and submit all documents including, but not limited to applications, agreements, amendments, payment requests and so on, which may be necessary for the completion of the aforementioned project; and 3) Accepting the grant funds and authorizing the Finance Director to appropriate the funds into the budget.

Responsible Staff Member(s): Jay Manning, Division Chief Item 6- Executive Summary.pdf
01-Staff Report - USFS Grant Funding.docx
02-Resolution - USFS Hazardous Fuel Reduction Project.docx 03-USFS Modified Agreement.pdf
04-Map of Project Area
Requested Action / Suggested Motions: Pass a Resolution ratifying participation in the national opioid litigation settlement with Kroger and accepting and appropriation settlement funds in an estimated amount of $57,629.

Responsible Staff Member(s): Heather Stroud, City Attorney Item 7- Executive Summary.pdf
01-Staff Report Kroger.docx
02-Resolution Kroger.docx
03 - Kroger Settlement Docs (Exh. A to Reso).pdf
04 - Nationwide Kroger Settlement Exhibit E.pdf
Requested Action / Suggested Motions: (1) Pass a Motion authorizing and directing the Mayor to execute a Professional Services Agreement with EV Range for an amount of $423,186 for engineering design services; and (2) Pass a Resolution authorizing budget transfer of $85,000 for this Agreement.

CEQA Determination: This project is categorically exempt from review under CEQA Guidelines section 15301 (existing facilities).

Responsible Staff Member(s): Sara Letton, Sustainability Coordinator, and Anush Nejad, Public Works Director
Item 8- Executive Summary.pdf
01 - Staff Report - Contract for Electrical and Structural Engineering.docx 02-Agreement with EV Range for Engineering & Design Services.pdf 03 - Resolution Authorizing Fund Transfer for EV Charging Infrastructure Requested Action / Suggested Motions: Pass a Resolution ratifying acceptance of a grant award in 4 10. Ratification of Grant Application and Acceptance of $12,500 from Tahoe Water Suppliers for Water Bottle Filling Station Program

11. Acceptance of $45,000 Grant from Tahoe Fund Toward Electrification of LakeLink

12. Quarterly Update on the Affordable Housing Waitlist

13. Budget Appropriation of Permanent Local Housing Allocation (PLHA) Formula Funds

14. Reject Bid for Rockwood to Blackwood Drainage Improvements Project the amount of $75,000 from CalRecycle's 2023 SB 1383 Local Assistance Grant Program to be used towards organics diversion education and outreach.

Responsible Staff Member(s): Sara Letton, Sustainability Coordinator Item 9- Executive Summary.pdf
01 - Staff Report - Grant Acceptance.docx
02 - Resolution - Acceptance of Grant Award.docx
Requested Action / Suggested Motions: Pass a Resolution: 1) Ratifying the submittal of application to Tahoe Water Suppliers Association for the Water Bottle Filling Station Grant Program; and, 2) Authorizing the acceptance of $12,500 in grant funds from Tahoe Water Suppliers Association into the FY 23 - 24 budget.

CEQA Determination: This project is categorically exempt under Section 15301 of the CEQA Guidelines (existing facilities).

Responsible Staff Member(s): Sara Letton, Sustainability Coordinator Item 10- Executive Summary.pdf
01-Staff Report - Water Bottle Filling Station Program.docx 02 - Resolution TWSA Grant Acceptance 12,500.docx
03 - Request for $12,500 to TWSA from City of SLT.pdf
04 - Grant Award via Email in lieu of contract.pdf
Requested Action / Suggested Motions: Pass a Resolution approving receipt of $45,000 grant from the Tahoe Fund toward electric vehicle charging infrastructure costs on City property supporting the electrification of the LakeLink microtransit fleet managed by the South Shore Transit Management Association and corresponding budget amendments.

CEQA Determination: This action is exempt from review under CEQA Guidelines section 15301 (Existing Facilities).

Responsible Staff Member(s): Sara Letton, Sustainability Coordinator Item 11- Executive Summary.pdf
01 - Staff Report Grant Acceptance of 45,000 from Tahoe Fund.docx 02 - Resolution Accepting 45,000 Grant from Tahoe Fund toward EV Microtransit.docx 03 - Tahoe Fund Grant Letter.docx
04 - Tahoe Fund Project Report Template.docx
Requested Action / Suggested Motions: Receive and file.

Responsible Staff Member(s): Lydia Zuniga, Associate Management Analyst Item 12- Executive Summary.pdf
01-Staff Report - Quarterly Update.docx
Requested Action / Suggested Motions: Pass a Resolution authorizing the Finance Director to appropriate up to $828,516 into the FY 2023-2024 budget for the PLHA annual allocation over five years to fund current and future projects.

Responsible Staff Member(s): Jessica Wackenhut Lomeli
Item 13- Executive Summary.pdf
01-Staff Report.docx
02-Resolution - Budget Appropriation.docx
Requested Action / Suggested Motions: Pass a Motion to reject the bid received for the Rockwood to Blackwood Drainage Improvements Project - BN-24-30140051-01 and direct staff to re-bid the Project.
5 15. Acceptance of $25,000 Grant from California Governor's Office of Emergency Services for Tahoe Community Emergency Response Team

16. El Dorado Boat Ramp Lease Agreement with California State Lands Commission

17. Update to the Master Fee Schedule for Bellamy/Transit Way Parking Fees

18. Amendment No. 3 to Agreement with Walker Consultants for the Bellamy Parking Garage Upgrade Project
CEQA Determination: The Planning Commission adopted the Initial Study/Mitigated Negative Declaration for the Project on November 19, 2020, and on May 16, 2024, the Planning Commission adopted an addendum to the CEQA Initial Study/Mitigated Negative Declaration. This action does not require additional review under CEQA Guidelines section 15162.

Responsible Staff Member(s): Jason Burke, Complete Streets Program Manager and Brianna Greenlaw, Associate Civil Engineer
Item 14- Executive Summary.pdf
01-Staff Report - Reject Bid.docx
Requested Action / Suggested Motions: Pass a Resolution amending the Fiscal Year 23/24 budget and accepting the Cal OES Grant Subaward in the amount of $25,000 appropriated into the Emergency Preparedness account with the performance period of June 1, 2024, through December 31, 2025.

Responsible Staff Member(s): John Stark, Director of Parks & Recreation Item 15- Executive Summary.pdf
01-Staff Report - Cal OES Listos CERT Grant Acceptance.docx 02-Resolution - Cal OES Grant Acceptance.docx
Requested Action / Suggested Motions: Pass a Motion authorizing and directing the Mayor to execute the Lease Agreement with the California State Lands Commission for the El Dorado Boat Ramp.

CEQA Determination: This project is categorically exempt from review under CEQA Guidelines section 15301 (existing facilities).

Responsible Staff Member(s): John Stark, Director of Parks & Recreation Item 16- Executive Summary.pdf
01-Staff Report - El Dorado Boat Ramp Lease Agreement.docx 02-Lease with State of California Lands Commission
03-State Lands Commission Staff Report.pdf
Requested Action / Suggested Motions: Pass a Resolution amending the Master Schedule of Fees, Category-Police, subcategory-Parking Bellamy/Transit Way from a rate of $1 per 20 minutes (2 hour maximum) to a rate of $2 per 20 minutes (2 hours maximum).

Responsible Staff Member(s): Jeff Roberson, Police Lieutenant Item 17- Executive Summary.pdf
01- Staff Report - Update to Master Fee Schedule Bellamy Parking.docx 02-Resolution Master Fee Update Bellamy Parking Fee.docx Consent - South Tahoe Joint Powers Parking Financing Authority Requested Action / Suggested Motions: Acting as the South Tahoe Joint Powers Parking Financing Authority, Pass a Resolution authorizing and directing the Chair to execute Amendment No. 3 to the Agreement with Walker Consultants to add $32,020 for a not-to-exceed contract amount of $278,886, and appropriating $32,020 from the Parking Garage Fund Balance for the Bellamy Garage Upgrade Project.

CEQA Determination: This action is categorically exempt under CEQA Guidelines section 15301 (existing facilities).

Responsible Staff Member(s): Anush Nejad, Director of Public Works and Jeff Roberson, Operations Lieutenant
Item 18- Executive Summary.pdf
6 19. Update on Formation of South Tahoe Transit Joint Powers Authority

20. Professional Services Agreement with RSG, Inc. for Real Estate and Economic Development Services for the Chateau Site

21. National Community Survey Results

22. Airport Master Plan Update
01-Staff Report - Amendment No. 3 to Walker Consultant.docx 02 - C-047-2022 Walker Consultants.pdf
03-Amendment No. 1 Walker Consultants
04 - Amendment No. 2 Walker Consultants.pdf
05-Resolution.docx
06-Amendment No. 3 Walker Consultants (Exh. A to Reso).pdf Regular-Unfinished Business
Requested Action / Suggested Motions: Pass a Motion confirming negotiating terms with El Dorado County for South Tahoe Transit Joint Powers Authority (JPA) as follows: (1) Purpose to include working with regional, state and federal agencies to plan, program, and secure funding for transit within the JPA area, and to develop, provide, and operate local transit services to benefit the JPA area; (2) Member agencies are City of South Lake Tahoe and El Dorado County, with the JPA Board to be comprised of 2 City Councilmembers and the County District V Supervisor, with nonvoting ex officio members to include an appointee each from the South Shore Transit Management Association (SSTMA) Board and Tahoe Transportation District (TTD) Board; and (3) Managing Agency to be the City of South Lake Tahoe.

Responsible Staff Member(s): Hilary Roverud, Assistant City Manager Item 19- Executive Summary.pdf
01-Staff Report-Transit JPA Formation
02-South Tahoe Transit JPA Boundary
Requested Action / Suggested Motions: (1) Pass a Resolution amending the Adopted 2023-2024 Budget and appropriating an additional $29,930 from General Fund Undesignated Excess Reserves for the purpose of funding economic development and real estate consulting services and authorizing and; (2) Pass a motion authorizing and directing the Mayor to execute the Professional Services Agreement with RSG, Inc. for Real Estate and Economic Development Services for the Chateau site with a not-to-exceed amount of $129,930.

Responsible Staff Member(s): Hilary Roverud, Assistant City Manager Item 20- Executive Summary.pdf
01-Staff Report.docx
02-Request for Proposals
03-RSG Proposal
04-Resolution Appropriating Budget
05-RSG Professional Services Agreement
Requested Action / Suggested Motions: Receive and File.

Responsible Staff Member(s): Hilary Roverud, Assistant City Manager Item 21- Executive Summary.pdf
01-Staff Report - NCS Survey Resulty
02-The NCS Report - South Lake Tahoe
03-The NCS Presentation South Lake Tahoe
Regular-New Business
Requested Action / Suggested Motions: Pass a Motion selecting Alternative 4 as the recommended alternative in the Airport Master Plan for the purpose of initiating environmental review.

Responsible Staff Member(s): John Dickinson, Airport Manager Item 22- Executive Summary.pdf
7 23. Naming Rights Agreement with the South Tahoe Parks Foundation for Multigenerational Recreation & Aquatics Center

24. Allocation of Remaining Funds From Fire Station 3 Project to Fire Station 1 Renovation and Repairs

25. Five-Year Capital Improvement Plan and FY24-25 Budget Recommendations

26. Mid-Town Area Plan: Priority Topics and Stakeholder Engagement Update

27. Agenda Planning Calendar
01- Staff Report Airport Master Plan
02- Presentation Master Plan
03- Comments
04- Comment Log
Requested Action / Suggested Motions: Pass a Motion authorizing and directing the Mayor to execute the Naming Rights Agreement with the South Tahoe Parks Foundation, a California 501(c) (3) charitable organization.

Responsible Staff Member(s): John Stark, Director of Parks & Recreation Item 23- Executive Summary.pdf
01-Staff Report - Rec Center Naming Rights Agreement.docx 02-Naming Rights Agreement.pdf
Requested Action / Suggested Motions: Pass a Resolution transferring remaining funds from Fire Station 3 Capital Improvement Project account and Fire Dept Emergency Medical Services available fund balance to Fire Station 1 Capital Improvement Project account for needed repairs and renovations at Fire Station 1.

CEQA Determination: This item is exempt from review under CEQA Guidelines 15301 (existing facilities).

Responsible Staff Member(s): Jim Drennan, Fire Chief and Katherine Stempien, Associate Architect Item 24- Executive Summary.pdf
01 - Staff Report - Allocate Station 3 Funds to Station 1.docx 02 - Resolution.docx
03-Fire Station 3 remodel.pptx
Requested Action / Suggested Motions: Pass a Motion directing staff to bring back the FY 24-25 Budget Recommendation and Five-Year Capital Improvement Plan for approval at the City Council meeting on August 27, 2024.

Responsible Staff Member(s): Anush Nejad, Director of Public Works Item 25- Executive Summary.pdf
01-Staff Report - Five-Year CIP and 24-25 Recommendations.docx 02 - Participatory Budget Project List.pdf
03 - Five Year CIP Financial Summary (24-28).pdf
04 - 24-25 CIP Budget Presentation.pdf
05 - Five Year CIP Details (24-28).pdf
Requested Action / Suggested Motions: Pass a Motion confirming priority topics to be addressed in the Mid-Town Area Plan as: (1) implementation of redevelopment strategies and incentives; (2) creation of arts district; (3) transportation improvements; (4) encouraging housing development; (5) concentration of City services and civic amenities; and (6) enhancement of recreation assets.

Responsible Staff Member(s): Anna Kashuba, Senior Planner Item 26- Executive Summary.pdf
01-Staff Report - Mid-Town Area Plan Stakeholder Engagement.docx 02-Mid-Town Area Plan Boundary.pdf
Agenda Planning Calendar
Requested Action / Suggested Motions: Identify, with consent of at least two Council members, any 8 desired future agenda items, and/or modify the Agenda Planning Calendar as desired.

Responsible Staff Member(s): Joe Irvin, City Manager and Susan Blankenship, City Clerk Item 27- Executive Summary.pdf
APC - 08 11 2024.pdf
Updates and Announcements (City Attorney, City Clerk, City Manager) Councilmember Reports and Comments - Assignments to Boards, Committees, and Commissions
Adjournment
I, Susan Blankenship, City Clerk for the City of South Lake Tahoe, declare that the foregoing agenda for the Tuesday August 13, 2024, City Council meeting was posted and available for review on Thursday August 8, 2024, at City Hall, 1901 Lisa Maloff Way, South Lake Tahoe, CA 96150. The agenda was also available on the City website at https://www.cityofslt.us.

Signed August 8, 2024
\\sb\\ Susan Blankenship, Elected City Clerk
9 City of South Lake Tahoe
Agenda Item Executive Summary
Joe Irvin, City Manager
__________________________________
Meeting Date: August 13, 2024
Agenda Item #:1
Agenda Item: Presentation from League to Save Lake Tahoe on Single-use Water Bottle Ban Executive Summary: In coordination with City staff, the League to Save Lake Tahoe created and implemented an education and compliance plan for the water bottle ban. The League requested to present an update on the ban to City Council at their August meeting.

Requested Action / Suggested Motions: Receive presentation by representatives of the League to Save Lake Tahoe regarding the Ordinance Banning Single-use Plastic Water Bottles.

Responsible Staff Member: Sara Letton, Sustainability Coordinator, and Heather Stroud, City Attorney Reviewed and Approved By: Susan Blankenship, City Clerk Heather Stroud, City Attorney Attachments:

League Presentation to Council August 13, 2024.pdf
10 Report on Ordinance Banning Singleuse Plastic Water Bottles Darby Creegan
Public Policy Intern
11 01 02 03
Timeline of
Ordinance
Business Audit
and Outreach
Data and
Suggestions
12 Justifications for this Ordinance
Contributes to the City’s Climate Action Plan
goals
Waste management is identified in the 2021-
2026 Strategic Plan with specific provisions to
address litter at its source by restricting plastic
bottles sales
Data collected by the League to Save Lake Tahoe
demonstrated the vast amount of plastic found
around the Lake
13 Timeline of Ordinance
The amendment to Chapter 4.175 of the City
Code, banning the sale of single-use plastic water
bottles by vendors within the City of South Lake
Tahoe.

Legal staff presents
draft ordinance to
Council
Council adopts updated
ordinance amendment
Ban on single-use plastic
bottles goes into effect at
City events
League & City staff
initiate Outreach &
Education Phase I
Ban of single-use
plastic bottles
becomes city-wide
League staff
initiates audit
of businesses
June,
2022
October,
2022
Earth Day,
2023
Earth Day,
2024
August,
2024
December,
2023
14 Business Audit Structure
Factors Considered

1. Zone of businesses, determined by
proximity to either Town Centers or
Tourist Centers in City of South Lake
Tahoe’s General Plan (2011)

2. Type of business, determined by
Major Business Group

3. Probability of business selling singleuse water bottles 15 16
17 Businesses Audited Per Zone
18 Waste in the City of South Lake Tahoe
South Tahoe Refuse is the waste management business in the City of South Lake Tahoe, and collects plastic bottles, they have a noticeable decrease in the amount of #1 plastic being hauled off the hill We’re working with STR to calculate metrics for pre- and post-ordinance amounts of plastic, along with interviews with folks who work on the sorting line to determine how much waste is being reduced 19 Percentage of Businesses Visited and in Compliance, per Zone Hours spent auditing: 22.5
20 La Mexicana Meat Market
”We thought you could still sell liter size
water bottles, not only gallons.”
July 30th, 2024
Langenfeld Ace Hardware *
”Ace Corporate told us that only single
servings of water were banned, and the 16.9
oz bottles we’re selling are fine.”
July 29th, 2024
Tahoe Keys Liquor
”We didn’t know about the ban but won’t
reorder these plastic bottles.”
August 2nd, 2024
Reasons Given for Lack of Compliance
* Business was spoken with during December outreach phase and ordinance was explained.
21 Free Bird Café, in compliance Aisle 1, in compliance 22 Suggestions:

Many business owners and
employees were confused about
water being the only plastic
banned, as opposed to soda or
teas. It is recommended that the
City release a publication
explaining why water was the
first single-use plastic bottle to
be banned.
23 Suggestions:

Close the loophole that allows
businesses like major grocery
stores to sell large packs of
plastic water bottles because
they’re ‘flavored water.’
Consider also restricting the sale
of water cartons, which contain
plastic, to match the ordinance
in Truckee.
24 Suggestions:

Partner with local businesses
who are just outside of the City
limits and ask if they would be
interested in being ‘part of the
solution.’
Customers can still buy packs of
plastic bottles at Holiday Market
and Safeway at Round Hill, and it
would be great to change this.
25 The League will release a final
report describing the full audit
with data from the interviews
conducted at the end of August.

We would love to collaborate
further on Outreach and
Education plans.

Next Steps
26 Questions?
[email protected]
[email protected]
27 City of South Lake Tahoe
Agenda Item Executive Summary
Joe Irvin, City Manager
__________________________________
Meeting Date: August 13, 2024
Agenda Item #:2
Agenda Item: City Council, South Tahoe Redevelopment Successor Agency, South Tahoe Joint Powers Parking Financing Authority Meeting Minutes
Executive Summary: City Council is asked to formally approve the June 18, 2024, City Council, South Tahoe Redevelopment Successor Agency, South Tahoe Joint Powers Parking Financing Authority meeting minutes.

Responsible Staff Member: Susan Blankenship, City Clerk Reviewed and Approved By: Susan Blankenship, City Clerk Attachments:
06 18 2024 City Council Minutes.pdf
28 06 18 2024 CC Minutes
City of South Lake Tahoe City Council, SouthTahoe
Redevelopment Successor Agency, and South Tahoe Joint
Powers Parking Financing Authority Meeting Minutes
Tuesday, June 18, 2024 at 5:30 pm
City Hall - Council Chambers - 1901 Lisa Maloff Way, South Lake Tahoe NOTE: The Meeting Minutes represent actions taken during the meeting of the City Council. Complete Council member discussions on Regular Session meeting items can be viewed in archived video recordings on the City’s website at http://www.cityofslt.us Public submittals on items are retained in the administrative record and can be viewed in the City Clerk’s repository at http://www.cityofslt.us Call to Order/ Pledge of Allegiance
Mayor Bass called the meeting to order at 5:33 p.m.

Land Acknowledgement
Mayor Bass read the Washoe Tribe of Nevada and California Land Acknowledgement.

Roll Call
Present were Mayor Bass, and Councilmembers Creegan, Wallace, and Robbins. Mayor Pro Tem Friedrich was absent.

Also present were City Manager Irvin, City Attorney Stroud, and City Clerk Blankenship.

Closed Session Report
None.

Proclamations

1. Issued a Proclamation to Angie Reagan, Access Tahoe, recognizing July 2024 as "Disability Pride Month"

2. Issued a Proclamation to Jerry Bindel and David Gregorich, City of South Lake Tahoe Parks and Recreation Commission, recognizing July 2024 as "Parks Make Life Better Month" Note: Mayor Bass announced Item 22, Presentation of Elections Code Section 9212 Report for Vacancy Tax Citizens Initiative would be heard after South Tahoe Joint Powers Financing Authority- Consent.

Public Communications

1. Lou Perini- Promoting Lake Tahoe Unified School District

2. Sonya Thomas- Christmas Cheer *written material distributed

3. John Messina, Lake Tahoe Taxpayers Association- opposition to Bill O’Neil, Registrar of Voters, letter to voters

4. Scott Loberg- Cannabis onsite consumption training, seating for the disabled in Council Chambers

5. Bob Poet- Moment of Silence for Willie Mays

6. Kenney Curtzweiler- Motel 6 project “Tahoe Fund” for land restoration

7. Ed Mosur- Shared mobility devices visability and path issues 29 06 18 2024 CC Minutes

8. Erick Absbury- Gov. official’s conduct, opposition to Bill O’Neil, Registrar of Voters, letter to voters Written Public Comment was received from the following people:

1. Evan Bevan- City Clerk Blankenship

2. Ambrose Pierce- City Council recusals

3. Nellie Bly- councilmember Creegan

4. Oscar Cesare- city expenses

5. Stella Gibbons- Steve Teshara

6. Susan Griffin- Councilmember Creegan

7. Udo Keppler- City Council

8. George Shaw- Lew Feldman

9. Jonathan Swift- Councilmember Creegan

10. John Turner- Councilmembers Creegan and Friedrich

11. Paul Weitz- Jamie Orr

12. Brent Wisner- Hwy 50 scenic corridor

13. Rachel Carson- State Scenic Highway system

14. Saundra Edwards- Bijou Park Creek Park

15. Peter Ellenshaw- Neofeudalism

16. Warren Harding- Cory Rich and Chris McNamara

17. Will Irwin- Public Utility Easement

18. Gaius Lucilius- City Strategic Plan

19. John Powell- Bijou Park Creek Restoration

20. Jaques Rousseau- Chase Jarvin

21. Phucket Sherpa II- Cory Rich

22. Vasily Sleptsov- Ski Run Park

23. Paul Thorpe- Al Tahoe Community Plan Amendment
City Commission Reports

1. David Gregorich, Parks and Recreation Commission- Provided verbal report.

Consent Agenda
Action: Moved/Seconded: Wallace/Creegan
Note: Councilmember Robbins voted “No” on item 11, and recused himself from voting on items 6 and 9 due to real property interest.

Yes: Bass, Creegan, Wallace, Robbins

Absent: Friedrich
Action: Passed the Consent Agenda with noted No votes and recusals.

3. City Council Meeting Minutes
Action: Passed Motion 2024-062 approving the June 4, 2024 Regular City Council meeting minutes.

Written public comment was received from the following people:

1. Evan Bevan

2. Granville Fortescue

4. Agreement with Blink Network, LLC for Electric Vehicle Chargers, Operations & Maintenance, and Management Platform
Action: Passed Motion 2024-063 authorizing and directing the Mayor to execute an Agreement with Blink Network, LLC (C-098-2024) for an amount of $97,316.90 for the purchase of 10 dual Level 2 electric vehicle chargers, freight, and operations and maintenance for 10 years.

Written public comment was received from the following person:

1. Seth Dallob
30 06 18 2024 CC Minutes

5. Senate Bill 1 Road Maintenance and Rehabilitation Account Project List for FY24/25 Action: Passed Resolution 2024-063 adopting a List of Projects for the Fiscal Year 2024/2025 Funded by SB 1: The Road Repair and Accountability Act of 2017 and in-part with Fiscal Year 2024-25 Road Maintenance and Rehabilitation Account revenues.

Public comment was heard from the following people:

1. Ed Mosur

2. Scott Loberg

6. Amendment to American Rescue Plan Act of 2021 (ARPA) Funding Budget Appropriations Note: Robbins recused himself from voting on this item due to real property interest Action: Passed Resolution 2024-064 authorizing Fiscal Year 2023-2024 budget amendments for reallocating American Rescue Plan Act (ARPA) funding, consistent with the requirements of statutory category C, Revenue Loss for the provision of government services, and approving additional budget transfers for active Capital Improvement Projects.

7. Ski Run Park Donation Acceptance
Action: Passed Resolution 2024-065 authorizing and directing the City Manager to accept Grant Deed and accept donation, valued at $175,000, of Ski Run Community Park for dedicated use as a public park from SkiRunPark LLC, upon completion of park improvements and passing inspections.

Public Comment was heard from the following people:

1. Devin Middlebrook

2. Chris McNamara

8. Professional Services Agreement with Lumos & Associates for Planning and Design Feasibility Services for the Stateline Complete Streets Project
Action: Passed Resolution 2024-066 authorizing the Director of Finance to reallocate funds from the Linear Park Bike Path Project to the Stateline Complete Streets Project and authorizing and directing the Mayor to execute a Professional Services Agreement with Lumos & Associates (C-134-2024) for Planning and Design Feasibility Services for the Stateline Avenue Complete Streets Project for the amount of $227,200.

Public comment was heard from the following person:

1. Ed Mosur

9. Amendment No. 2 to Agreement with Wildscape Engineering, Inc. for Additional Design Services for the Upper Bijou Park Creek Watershed Restoration Project Note: Robbins recused himself from voting on this item due to real property interest Action: Passed Motion 2024-064 authorizing and directing the Mayor to execute Amendment No. 2 to the Agreement with Wildscape Engineering, Inc. (C-136-2024) for additional design services for the Upper Bijou Park Creek Watershed Restoration Project for the amount of $54,863.40 for a total not-to-exceed contract amount of $538,184.09.

10. Agreement with Black Eagle Consulting for Inspection, Materials Testing and Constructability Review Services for Citywide Capital Improvement Projects
Action: Passed Resolution 2024-067 appropriating $96,000 from salary savings for construction inspection services and materials testing services for citywide capital improvement projects and authorizing and directing the Mayor to execute a contract with Black Eagle Consulting (C-135-2024) for $205,000 for inspection, materials testing and constructability reviews for 2024 citywide capital improvement projects.

11. Ordinance - Amendments to South Lake Tahoe City Code Chapter 4.150 (Refuse and Garbage) to Implement Residential 3-Cart System for Solid Waste, Recyclables, and Yard Trimmings (Second Reading)
Note: Councilmember Robbins voted “No” on this item
Action: Passed ORD 2024-1187 amending South Lake Tahoe City Code chapter 4.150 (Refuse and Garbage) to implement residential 3-cart system for solid waste, recyclables, and yard trimmings. 31 06 18 2024 CC Minutes
Public comment was heard from the following person:

1. Lou Perini
Written public comment was received from the following person:

1. Marc Korody

12. Excusing Mayor Pro Tem John Friedrich from Attending City Council Meetings on May 21, June 4, and June 18 Due to Illness
Action: Passed Resolution 2024-068 excusing Mayor Pro Tem John Friedrich from attending City Council meetings on May 21, June 4, and June 18 due to illness.

Written public comment was received from the following people:

1. Richard Smothers

2. John Turner

13. Approval of City Salary Table
Action: Passed Resolution 2024-069 approving the City Salary Table in compliance with the California Code of Regulations and CalPERS requirements.

14. Defensible Space Ordinance (Second Reading)
Action: Passed ORD 2024-1188 to Establish a HazardousVegetation and Combustible Material Abatement Program, and Similar Vegetation Management and Defensible Space Requirements.

Written public comment was received from the following person:

1. Sharon Kerrigan, South Tahoe Association of Realtors

15. Direct Charge for Mello-Roos Special Tax for Community Facilities District No. 1995-1 forFiscal Year 2024- 2025
Action: Passed Resolution 2024-070 authorizing certification of directcharge for Mello-Roos Special Tax for Community Facilities District No. 1995-1 for Fiscal Year 2024-2025.

South Tahoe Redevelopment Successor Agency - Consent

16. Annual Special Tax for Community Facilities District 2001-1 Series 2015 Special TaxRefunding Bonds for Fiscal Year 2024-2025
Action: Moved/Seconded: Wallace/Creegan
Yes: Bass, Creegan, Wallace, Robbins

Absent: Friedrich
Action: Acting as the South Tahoe RedevelopmentSuccessor Agency, Passed Resolution 2024-001 Establishing the Annual Special Tax for CommunityFacilities District 2001-1 (Park Avenue Project) Series 2015 Special Tax Refunding Bonds (Heavenly Village) for Fiscal Year 2024-2025.

South Tahoe Joint Powers Parking Financing Authority - Consent

17. Agreement with Ensight Technologies, LLC for Bellamy Parking Garage Equipment Procurement Action: Moved/Seconded: Wallace/Creegan
Yes: Bass, Creegan, Wallace, Robbins

Absent: Friedrich
Action: Acting as the South Tahoe Joint Powers Parking Financing Authority, passed Motion 2024-001 authorizing and directing the Chair to execute a two year contract, with an option to extend for years 3-7, with Ensight Technologies, LLC (C-137-2024) for $286,117.31,plus a 5% contingency for $14,305, for the Bellamy Parking Garage Upgrade Project.

Note: This item was moved up in the Agenda at the consent of Council.

Regular-Unfinished Business

22. Presentation of Elections Code Section 9212 Report for Vacancy Tax Citizens Initiative Petition Action: Moved/Seconded: Wallace/ Robbins
Yes: Bass, Creegan, Wallace, Robbins
32 06 18 2024 CC Minutes

Absent: Friedrich
Action: Passed Motion 2024-065 to accept Elections Code Section 9212 Report with the following amendements: 1) On page 6 paragraph 3 read “$2,000-10,000 for the first year only.” 2) On pages 5 and 17, item #2, end sentence after “reduce the number of days vacant to below the 182 days.” and direct City Clerk to post final version online.

Public comment was heard from the following people:

1. David Jinkens *written material distributed

2. Steve Teshara, Tahoe Chamber of Commerce, Keep Community First Coalition

3. Sharon Kerigan, Keep Community First Coalition

4. Jerry Bindel, Keep Community First Coalition

5. Duane Wallace, Keep Community First Coalition

6. John Messina, South Lake Tahoe Taxpayers Association

7. Kenney Curtzweiler

8. Bob Poet

9. Carry Kane

10.Scott Loberg

11. Steve

12.Kevin Jordan

13.Melissa Barham

14.Ed Mosur

15.Chad Hayes

16.Keith Roberts

17.Amelia Richmond

18.Francesca Vailing

19.Sherry Reese

20.Nick Speal

21.Dan May

22.Judi Allen

23.Erick Asberry
Written public comment was received from the following people:

1. Douglas

2. Marc

3. Richard Martinelli
Public Hearing

18. Tourist Core Area Plan/Specific Plan Amendments and Adoption of Initial Study/Negative Declaration Action: Moved/Seconded: Wallace/Creegan
Yes: Bass, Creegan, Wallace, Robbins

Absent: Friedrich
Action: Passed Resolution 2024-071 (1) Adopting the Tourist Core Area Plan/Specific Plan Amendments and the Initial Study/Negative Declaration with no additional findings.

Public comment was heard from the following people:

1. Scott Loberg

2. Ed Mosur

3. Nick Speal

4. Amelia Richmond

19. Tahoe Valley Area Plan Amendments and Adoption of the Initial Study/Mitigated Negative Declaration Action: Moved/Seconded: Wallace/Creegan
Yes: Bass, Creegan, Wallace
No: Robbins

Absent: Friedrich
33 06 18 2024 CC Minutes
Action: Pass a Resolution 2024-072 (1) Adopting the Initial Study/Mitigated Negative Declaration and the Tahoe Valley Area Plan/Specific Plan Amendments, with the change allowing a two-step process for condo conversions in the commercial areas as outlined in Meaure T.

Public comment was heard from the following people:

1. Lyn Barnett, Barnett Associates

2. Eric Bickert *written material distributed

20. South Tahoe Refuse Delinquent Refuse Fees Report
Action: Moved/Seconded: Creegan/Wallace
Yes: Bass, Creegan, Wallace, Robbins

Absent: Friedrich
Action: Passed Resolution 2024-073 confirming the Final Delinquent Fees Report and directing the Finance Department to send a certified copy of the Report to the El Dorado County Auditor-Controller to add the delinquent amounts to the county property tax rolls for collection.

Note: Staff distributed an updated Attachment A to Resolution.

Public comment was heard from the following person:

1. Scott Loberg
Note: Motion to continue the meeting past 10:00 p.m.

Action: Moved/Seconded: Wallace/Bass
Yes: Bass, Creegan, Wallace, Robbins

Absent: Friedrich
Action: Passed to continue the meeting past 10:00 p.m.

Regular-Unfinished Business

21. Cannabis Revenues Grant Program Award Recommendations Note: Mayor Bass recused himself from participating on this item due to financial interest in the cannabis industry, and left the meeting. Councilmember Wallace presided.

Action: Moved/Seconded: Creegan/Wallace
Yes: Bass, Creegan, Wallace, Robbins

Absent: Friedrich
Action: 1) Passed Resolution 2024-074 appropriating an additional allocation of $6,257.45 of Cannabis Program Revenue toward the 2024 Cannabis Revenue Grant Program for a total amount of $411,861.32; 2) Passed Motion 2024-066 authorizing Councilmember Wallace to execute the Resolution; and 3) Passed Motion 2024-067 approving the grant awards to the projects recommended by the grant application review committee.

Public comment was heard from the following peole:

1. Al Martinez, President of High Sierra Softball

2. Nick Speal

3. Tom Davis, Christmas Cheer
Note: At this time, Mayor Bass returned and presided.

Regular- New Business

23. General Municipal Election Consolidation
Action: Moved/Seconded: Robbins/Creegan
Yes: Bass, Creegan, Wallace, Robbins

Absent: Friedrch
Action: Passed Resolution 2024-075 calling and ordering to be held in the City of South Lake Tahoe, County of El Dorado, a General Municipal Election to be consolidated with the Statewide General Election to be held on Tuesday, November 5, 2024, for the purpose of submitting to the electorate a Citizen’s Initiative entitled “An Initiative to Establish a Tax on Owners of Vacant Residential Units in the City of South Lake Tahoe” and for the purpose of the election of two (2) Council Members.

Public comment was heard from the following person:
34 06 18 2024 CC Minutes

1. Sharon Kerrigan, Keep Communtiy First Coalition
Agenda Planning Calendar

24. Agenda Planning Calendar
Action: Received and filed.

Updates and Announcements (City Attorney, City Clerk, City Manager) City Manager Irvin

1. City offices closed for Juneteenth
City Clerk Blankenship

1.Mayor Bass will be issuing a proclamation recognizing June 21, 2024 as “Torch Run Day” on June 22 Councilmember Reports and Comments
Councilmember Creegan

1. June 18 Recognized as International Day of Countering Hate Councilmember Wallace

1. Upcomig California Tahoe Conservancy Board meeting
Councilmember Robbins

1. Attended June 12 Pride event
Mayor Bass

1. Attended meeting with Director of Caltrans

2. Attended Tahoe Transportation District meeting
Adjournment
Mayor Bass adjourned the meeting at 10:20 p.m.

Date:

Cody Bass, Mayor
Attest:

Susan Blankenship, City Clerk
The presence of electronic signature certifies that the foregoing is a true and correct copy as approved by the South Lake Tahoe City Council.
35 City of South Lake Tahoe
Agenda Item Executive Summary
Joe Irvin, City Manager
__________________________________
Meeting Date: August 13, 2024
Agenda Item #:3
Agenda Item: Financial Policy Amendments Regarding Local Training & Meeting, Procurement, Grant Funding & Compliance, Travel, CAL-Card User Handbook, Preserving Capital Investments, and Financial Reporting
Executive Summary: Financial policies that are up to date with current laws, governmental accounting standards and compliance are essential to the prudent financial management of the Cityâ€™s assets and resources. Staff recommends amendments to the Local Training & Meeting Policy, Procurement Policy, Grant Funding & Compliance Policy, Travel Policy, CAL-Card User Handbook, Preserving Capital Investments Policy, and Financial ReportingÂ Policy to streamline efficiencies and reflect the requirements of current laws and regulations.

Requested Action / Suggested Motions: Pass a Resolution amending financial policies regarding Local Training & Meeting, Procurement, Grant Funding & Compliance, Travel, CAL-Card User Handbook, Preserving Capital Investments, and Financial Reporting.

Responsible Staff Member: Andrew Black, Financial Services Supervisor, Lori Marino, Principal Management Analyst
Reviewed and Approved By: Olga Tikhomirova, Finance Director Susan Blankenship, City Clerk Heather Stroud, City Attorney
Attachments:
01-Staff Report - Financial Policy Amendments.docx
02-Resolution - Financial Policy Amendments.docx
03- CSLT Local Training and Meeting Policy Redline.pdf
04- CSLT Local Training and Meeting Policy (Exh. A to Reso).pdf 05- CSLT Procurement Policy Redline.pdf
06 - CSLT Procurement Policy Updated (Exh. B to Reso).pdf 07- CSLT Grant Funding Compliance Policy Redline.pdf
08- CSLT Grant Funding Compliance Policy (Exh. C to Reso).pdf 09- CSLT Travel Policy Redline.pdf
10- CSLT Travel Policy (Exh. D to Reso).pdf
11- CSLT CalCard User Handbook Redline.pdf
12- CSLT CalCard User Handbook (Exh. E to Reso).pdf
13- CSLT Preserving Capital Investments Redline.pdf
14- CSLT Preserving Capital Investments (Exh. F to Reso).pdf 15- CSLT Financial Reporting Redline.pdf
16- CSLT Financial Reporting (Exh. G to Reso).pdf
36 Council Agenda Report- August 13, 2024 Page 1 of 2
City of South Lake Tahoe
Report to City Council
Meeting Date: August 13, 2024
Title: Financial Policy Amendments Regarding Local Training & Meeting, Procurement, Grant Funding and Compliance, Travel, CAL-Card User Handbook, Preserving Capital Investments, and Financial Reporting
Location: Citywide
Responsible Staff Member: Andrew Black, Financial Services Supervisor Lori Marino, Principal Management Analyst
Olga Tikhomirova, Director of Finance
Background: The City Council adopted the City of South Lake Tahoe Comprehensive Financial Policies in July 2005. Each year the policies are reviewed, and necessary amendments, or new policies are presented to the City Council for adoption.

Issue and Discussion: The following policy amendments and additions are recommended:
 Local Training and Meeting Policy: The proposed policy update clarifies the current mileage rates and requirements for using a personal vehicle for city business. It also includes the updated Cal Card Monthly Purchase Report.
 Procurement Policies and Procedures: Amendments to this policy include the addition of language to ensure the vast majority of IT equipment and all software and software subscriptions are purchased by the IT Department, Cyber Liability Coverage requirements in the Professional Services Agreement, proper accounting for local vendor master account purchases, updated requirements for purchases with Federal funds, updates to the procurement templates, and clarified procedures for informal solicitations and consultant invoices.
 Grant Funding and Compliance Policy: The proposed policy updates include revisions to Suspension and Debarment requirements for contracts utilizing federal funds, additional information on internal controls, increased capital expenditure and audit thresholds in accordance with changes to CFR §200.313 and §200.439 effective October 1, 2024, and a reiteration of the importance of budget appropriation and grant accounting for grant funds.  Travel Policy: Proposed amendments to this policy include updates to the current mileage rate, clarifications for per diem meal advances and using a personal vehicle for travel, and restrictions on the use of petty cash for any travel-related expenses.  Cal Card User Handbook: Updates include changes to ensure that the majority of IT equipment and any software or software subscriptions are purchased solely by the IT Department, prohibiting these purchases by other departments. The updates also include 37 Council Agenda Report- August 13, 2024 Page 2 of 2
an updated Monthly Bank Card Purchase Report and clarification of disciplinary actions for improper use.
 Preserving Capital Investments Policy: Amendments to this policy include increased capital expenditure thresholds in accordance with changes to CFR §200.313 and §200.439 effective October 1, 2024 and remove outdated language regarding leases due to changes in accounting and reporting rules.
 Financial Reporting Policy: Amendments to this policy remove outdated language concerning the name and acronym change of the annual comprehensive financial report.

Financial Implications: Financial Policies that are up to date with current laws, governmental accounting standards and compliance are essential to the prudent financial management of the City’s assets and resources.

Environmental Considerations: These policy additions and amendments are not a “project” subject to review under CEQA Guidelines Section 15378(b)(2) (continuing administrative or maintenance activities, such as general policy and procedure making).

Policy Implications: The overall impact of financial policies is to strengthen and preserve the City’s financial position and fiscal health as well as maintain the highest level of ethics in the stewardship of public funds.
38 Resolution 2024-XXX August 13, 2024 Page 1 of 1
Resolution 2024-XXX
Adopted by the City of South Lake Tahoe
City Council
August 13, 2024
Approving Financial Policy Amendments Regarding Local Training & Meeting, Procurement, Grant Funding and Compliance, Travel, CAL-Card User Handbook, Preserving Capital Investments, and Financial Reporting

BACKGROUND
A. The City of South Lake Tahoe City Council approves and adopts Financial Policies to support the City’s financial operations and ensure its fiscal health; and B. Financial Policies require amendments from time to time to ensure compliance with the requirements set forth in Federal and State law; Generally Accepted Accounting Principles (GAAP) and City Code; and
C. Amendments to the Local Training & Meeting Policy, Procurement Policy, Grant Funding and Compliance Policy, Travel Policy, CAL-Card User Handbook, Preserving Capital Investments Policy, and Financial Reporting Policy have been presented to the City Council for review and described in the staff report; and
BASED ON THE FACTS SET FORTH IN THE BACKGROUND, BE IT RESOLVED that the City Council of the City of South Lake Tahoe:

1. Approves the amendments and updates as described in the Financial Policies- Local Training and Meeting (attached hereto as Exhibit A), Procurement Policies and Procedures (attached hereto as Exhibit B), Grant Funding and Compliance (attached hereto as Exhibit C), Travel (attached hereto as Exhibit D), CAL-Card User Handbook (attached hereto as Exhibit E), Preserving Capital Investments (attached hereto as Exhibit F), and Financial Reporting (attached hereto as Exhibit G); and
Adopted by the City of South Lake Tahoe City Council on August 13, 2024 by the following vote:

Yes:

No:

Abstain:

Absent:
________________________ Date: _________
Cody Bass, Mayor
Attest:
________________________
Susan Blankenship, City Clerk
The presence of electronic signature certifies that the foregoing is a true and correct copy as approved by the South Lake Tahoe City Council.
39 City of SLT Financial Policies – Local Training 1 September 2023August 2024

FINANCIAL MANAGEMENT

LOCAL TRAINING AND MEETING POLICY
These guidelines establish the basic policies and procedures for local travel, training, and meeting expenses required for City business; NOT requiring an overnight stay. All City employees and City officials utilizing public resources for City business purposes are responsible for knowing and following this policy.

Table of Contents
This Policy is organized into the following seven sections:

1. General Standards .................................................................................................................................... 2

2. Delegation of Authority ........................................................................................................................... 2

3. One Day Travel ......................................................................................................................................... 3

3.1 Local Meeting and Training .............................................................................................................. 3

3.2 Transportation Costs .......................................................................................................................... 3

3.3 Local Travel Meals ............................................................................................................................. 4

4. Local Business and Meeting .................................................................................................................... 4 * Meal Exceptions ................................................................................................................................ 4

4.1 Special Events ...................................................................................................................................... 5

4.2 Staff Meetings ...................................................................................................................................... 5

4.3 Interagency Business Meetings and Training .................................................................................. 6

4.4 Unallowable Business Expenses ......................................................................................................... 7

4.5 Current Per Diem Rates ..................................................................................................................... 7

5. Accounting for Expenses .......................................................................................................................7-8 * Missing or Lost Receipts .................................................................................................................. 8

5.1 Falsification of Expenses .................................................................................................................8-9

6. Forms and Publications............................................................................................................................. 9

6.1 IRS Publications and CA Gov’t Code ............................................................................................... 9 Payment Request Form ................................................................................................................... 10 Emergency Meal Approval Form ................................................................................................... 11 Monthly Cal Card Purchase Report .............................................................................................. 12 40 City of SLT Financial Policies – Local Training 2 September 2023August 2024

1. GENERAL STANDARDS:

The purpose of this policy is to provide guidance on the reimbursement of Local Travel, Training, Meeting, and/or Business Expenses incurred on official business within the local area of an employee’s official worksite, or for travel not requiring an overnight stay. These include necessary and reasonable expenses as defined under Section 162 of the Internal Revenue Code for purposes of Federal and State Income Tax Laws.

This policy covers local business expenses and transportation. It does not cover business trips where there is an overnight stay involved. This is addressed in the Travel Policy. “Local travel” means travel necessary to conduct official business and is performed by the most direct route within and adjacent to an employee’s official worksite which does not require an overnight stay. This is considered “one-day” travel.

Adoption and Implementation: The City Council is responsible for adopting the City's Local Travel, Training, and Meeting Policy and for approving any significant policy revisions. The City Manager, or his/her designee, is responsible for developing administrative procedures to implement this policy. In this role, the City Manager is authorized to make minor administrative changes in the guidelines without significant policy impacts.

Public Records Requirement: All documents related to reimbursable City expenditures are public records and may be subject to disclosure under the California Public Records Act (Government Code §6250-6270).

General Policy: Public funds should be used only for activities related to the City’s primary mission of providing quality public service. Public funds should not be used for purposes that are personal in nature or that do not have a clear business purpose.

2. DELEGATION OF AUTHORITY:

The Authorized Signor is accountable for determining the use of public funds to be reasonable and justified by the purpose of the one-day travel, meeting, training or conference and responsible to review and approve Reimbursement Request Forms, Cal-Card Statements, as well as understanding the requirements of this policy.

Finance Director approves for: City Manager
City Manager approves for: Direct Report Employees, Department Heads, & City Clerk/Elected Officials
Department Heads approve for: Division Managers, City Employees Division Managers approve for: Direct Report Employees
41 City of SLT Financial Policies – Local Training 3 September 2023August 2024

3. ONE-DAY TRAVEL:

All employees must receive permission for local travel and/ or training from their Department/Division Head prior to scheduling time away from their normal worksite.

3.1. LOCAL MEETING AND TRAINING COSTS
The City will direct pay or reimburse expenses incurred when attending meetings, trainings or conferences held locally, subject to the following:
 Registration fees, or other cost of attendance- employees can request direct payment to vendor, use a Cal Card, or be reimbursed upon completion.  Department/Division Head should ensure there is enough budget in the appropriate expense line item to cover the costs.
 A Payment Request Form with all substantiated receipts must be submitted.  If a Cal Card is used as payment, a Monthly Cal Card Purchase Report must be used with description/explanation of expenses and itemized receipts attached.

3.2. TRANSPORTATION COSTS
The most cost-effective means of transportation should be used while on City business. Staff is encouraged to use a City Vehicle for local travel.
 City Vehicle - If a City vehicle is used, employees are encouraged to obtain fuel at the Corporation Yard. If this option is unavailable, gas will be reimbursed with receipt upon return.
 Personal Vehicle: The employee will be reimbursed for mileage in accordance with current federal mileage rates. When an employee travels from home directly to a business-related event, the reimbursement shall include only those miles from the employees’ normal place of work on that day. To drive a privately-owned vehicle on City business, employees are required to:

1. Possess a valid license to drive in California or Nevada.

2. Carry liability insurance limits required by Risk ManagementHuman Resources with the City named as additional insured.

3. Realize that any damage to the car or needed service/repair occurring on the trip will be the employees responsibility as these costs are included in the City's per mile cost reimbursement.
 Vehicle Allowance: Employees receiving a Vehicle Allowance are not eligible for mileage reimbursement or use of a City car for travel to locations that are less than 60 miles from their destination.
 Parking will be reimbursed at the lowest rate available. Receipts for parking, should accompany all reimbursement claims.
42 City of SLT Financial Policies – Local Training 4 September 2023August 2024

3.3. LOCAL TRAVEL MEALS
Per IRC §162(a)(2) IRS Publication 15:

Meals Away From Tax Home But Not Overnight are taxable as wages to the employee because travel must be away from the home work-site overnight to be excludable.

Example: An employee is required to work off-site for the day but not overnight; these meals would be considered taxable as wages.
 City employees shall be expected to provide their own meals and refreshments while working offsite or attending meetings, trainings, and conferences for which no overnight travel is required. One day travel meals will not be reimbursed.

CAL-Cards or Petty Cash cannot be used for meal costs.

4. LOCAL TRAINING , BUSINESS AND MEETING EXPENSES:

This section defines the circumstances under which a staff member or elected official can be reimbursed for business or meeting expenses not related to local or overnight travel, incurred on behalf of official business for the City of South Lake Tahoe.

Please note: Procurement cards (CAL-Card), or Petty Cash, cannot be used as payment for meals. Please see Section 8 (Restricted and prohibited purchases) of the Cal-Card User Handbook or refer to Financial Policies-Cash, for disbursement of Petty Cash requirements.

The ONLY CAL-Card exceptions are the following:
1) Meals provided on City premises to City Council and required staff during official City Council or other legislative meetings requiring officials to remain on-site throughout a meal period.
2) De Minimis (Light) snacks and refreshments for on-site trainings, meetings, or interview panels held on City premises. For example (coffee, juice, snacks) 3) Meals for employees required to perform their job duties in excess of 12 hours providing direct benefit to the City, in Emergency operations or protection of human life or property. The Finance Director and the City Manager may authorize Cal-Card payment, reimbursement or Per Diem expenses for employees in this circumstance (Federal OAS 5770.1). The City Manager, and Finance Director must approve the “Emergency Service Meal Approval Form” to incur this type of expense, along with documentation and receipts as required in this policy.
43 City of SLT Financial Policies – Local Training 5 September 2023August 2024

4.1 SPECIAL EVENTS
The City will reimburse expenses incurred for such meetings and hospitality as determined by the City Council to be appropriate. Costs for such special occasions will be determined by specific Council action authorizing such events (ex: July 4th Parade, Business Expo., etc.) Employee Appreciation – Occasional parties, picnics, events, or meals to promote goodwill is allowable via direct payment or reimbursement, subject to available budget, Finance Director authorization, and the following criteria:
 The offer is extended to all employees/guests in the Department/ Division requesting the event.
 Authorized Payment Request form and all substantiated receipts must be submitted for reimbursement detailing date, time, location, reason for celebration, number of employees and meals provided.
 Cost must not exceed current Per Diem Rates for meal provided, per attendee.  Alcohol is not an allowable city expense and will not be reimbursed or paid for with City funds.

4.2 STAFF MEETINGS
On-Site Staff Meetings- De Minimis (light) meals and refreshments may be reimbursed for staff meetings held on City premises. For example (coffee, soft drinks, doughnuts, snacks) Off-Site Staff Meetings – On Occasion (not more than 3 times/year), Department Heads may find it beneficial to schedule off-site working meals to facilitate project planning or staff meetings. In such cases, it shall be at the discretion of the Finance Director and/or City Manager to use City funds to conduct business in this manner with available department budget per the following conditions:
 Meals must not exceed current Federal Per Diem rates per person.  Meals must be provided to more than half (50%) of the Department and attended by the staff member conducting the meeting.
 Meals will NOT be reimbursed for a meeting solely between employees (must be 50% or more of departmental staff in attendance).
 Substantiated receipts and all other expenses associated with this meeting must be attached to a detailed Payment Request form signed by the Finance Director and include the following information:
1) date, time and location of the meeting
2) describe the need/purpose for the off-site meeting
3) reason the meal had to be served during the meeting
4) names of staff members present
44 City of SLT Financial Policies – Local Training 6 September 2023August 2024

4.3 INTERAGENCY BUSINESS MEETINGS AND TRAINING
On-Site Business Meetings/ Training: The city will pay for certain costs associated with an employee or City Official to attend or host a business meeting, training, or conference held on City premises, subject to the following:
 Printed materials, general office supplies, required training materials and supplies.  De Minimis (light) snacks and refreshments (coffee, soft drinks, doughnuts, snacks).

Off-Site Business/ Interagency Meeting: Public funds should only be used for business activities related to the City’s primary mission of providing quality public service. Public funds should not be used for purposes that are personal in nature or that do not have a clear business purpose. In general, the use of public funds for business meeting meals should be kept to a minimum.
“Off-Site” includes any facility, restaurant, food and beverage establishment, conference room, or location in lieu of a City owned facility.
“Interagency Meetings” are beneficial meetings used to discuss items of mutual interest between agencies, to promote cooperative efforts that not only benefit the agencies involved but the City as a whole.
 Cost of renting conference or meeting space while hosting a local meeting or training is allowable with Department Head approval and reasonable explanation as to why off-site accommodations are necessary.
 Employees may be reimbursed for “off-site” interagency business meeting meals when all the following criteria is met (Cal Card is prohibited):

1. The main purpose of the combined business and meal is directly related to the active conduct of business regarding the City of South Lake Tahoe and business is conducted throughout the meal period.

2. Reimbursement is only for the meal cost for city employees at the meeting. The City cannot pay for meals for outside agency employees, consultants, contractors, or any other attendee.

3. It is justified that it was not practical or reasonable to schedule the meeting at a time other than a mealtime.

4. Meals will only be reimbursed at the current Federal Per Diem Rate for the meal time the expense was incurred. Employee will be responsible for costs above the Per Diem Rate.

5. Itemized receipts and documentation (agenda, minutes, event brochures etc.) must be submitted with a Reimbursement Request Form signed by the Finance Director along with the following information:
45 City of SLT Financial Policies – Local Training 7 September 2023August 2024
a) date, time, location, names of those present at the meeting b) describe the need/purpose for the off-site meeting
c) reason the meal had to be served during the meeting
 Elected City Officials attending “off-site” business meetings, or events at the expense of the City, are subject to the requirements in California Government Code Article 2.3 Section 53232.3 and must adhere to the following:

1. Members of a legislative body shall provide brief reports on meetings attended at the expense of the local agency at the next regular meeting of the legislative body.

2. Members of a legislative body requesting reimbursement for actual and necessary expenses incurred in the performance of official duties, must submit a detailed Reimbursement Request form subject to the requirements and documentation noted above.

4.4 UNALLOWABLE BUSINESS EXPENSES
 Expenses personal in nature, not related to conducting business for the City of South Lake Tahoe.
 Purchasing meals or entertainment for Vendors, Consultants, Suppliers, or Service Providers.
 Alcoholic Beverages
 Entertainment Expenses
 Meals purchased with a Cal Card is prohibited (see above for exceptions).  Unauthorized expenses or those not documented on an approved Payment Request Form.

4.5 CURRENT PER DIEM RATES
Current Per Diem rates in 20243 are as follows:

Breakfast: $17.00
Lunch: $18.00
Dinner: $34.00
Mileage: 6 7 65.5 cents per mile
** rates subject to change per Federal Government General Services Administration (GSA) www.gsa.gov/perdiem

5. ACCOUNTING FOR EXPENSES:

Upon return from official function, a final accounting of all expenses must be approved by your approving official and submitted to Accounts Payable within ten working days.

A detailed Reimbursement Request Form with substantiated receipts and/or mileage documentation is required in all cases. Expenses paid with a Cal Card must be detailed on the Monthly Bank Card Purchase Report with itemized receipts attached. 46 City of SLT Financial Policies – Local Training 8 September 2023August 2024
Per IRS Section 15; to be excluded from taxable wages, your Payment Request Form or Cal Card Purchase Report must include the following:
 The business purpose of the meeting, training, or conference (where applicable; attach meeting agenda, training registration, conference invitation etc.).  The date, time, and location.
 Receipts for registration, parking, and applicable meal expenses.  Mileage documentation or gas receipts.
 All other required documentation outlined in this policy.  Submit detailed Payment Request Form to Accounts Payable signed by authorized signor within 10 days of Meeting or Event when requesting reimbursement and/or;  Submit detailed Monthly Bank Card Purchase Report with Cal Card Statement for allowable expenses paid with a Cal Card.

Authorized Signor approving expense reports are responsible to ensure:
 All expenses are reasonable, necessary, and consistent with this policy.  All required itemized receipts are attached.
 The final reconciliation is correct (balance due employee; balance due City).  Amounts due to the City are reimbursed within 10 days.  Final accounting on appropriate form is submitted to Finance.  Missing or Lost Receipts: Reimbursement of expenses without receipts becomes taxable income. Therefore, the city will not reimburse employees without receipts. In the event receipts are not available, provide a written explanation to your Department Head, include a full description of the cost of expenses and reason the receipts are missing. IRS requires all the information as noted above as well as the name of the establishment, the date of service, description of items/meals/service purchased, amount paid, include tax if applicable. If a personal credit card or debit card was used, provide a copy of the bank transaction. This written explanation must be approved by the Department Head and submitted to the Finance Director for approval. Once approved, submit this documentation with the Reimbursement Request form to Accounts Payable. The City reserves the right to require additional approval of the City Manager, where necessary or deny the reimbursement.

Failure to provide the required documentation on the appropriate authorized forms, necessitates the payments be taxable to the employee; therefore, the city will NOT reimburse any expenses without submittal of documentation in accordance with this policy.

5.1 FALSIFICATION OF EXPENSES
California Government Code
53232.4 Penalties for misuse of public resources or falsifying expense reports in violation of expense reporting polices may include, but are not limited to, the following:
(a) The loss of reimbursement privileges.
(b) Restitution to the local agency.
47 City of SLT Financial Policies – Local Training 9 September 2023August 2024
(c) Civil penalties for misuse of public resources pursuant to Section 8314. (d) Prosecution for misuse of public resources, pursuant to Section 424 of the Penal Code.

The City of South Lake Tahoe reserves the right to deny reimbursement of expenses that are considered lavish, extravagant, or are unsupported by required documentation. Unusual expenses incurred due to special circumstances may be approved by the City Manager, if those expenses do not violate Federal or State requirements and when in the City Manager’s judgment, such expenses are justified. These expenses must be submitted on a detailed Reimbursement Request Form supported by documentation and written explanation of circumstances, signed by Department Head, Finance Director and City Manager.

6. FORMS AND PUBLICATIONS:

The following forms are required when requesting reimbursement of expenses or when using a Cal Card.
 Payment Request Form
 Monthly Bank Card Purchasing Report (Cal Card)

6.1 INTERNAL REVENUE SERVICE (IRS)/ CA Gov’t Code
For additional information or clarification, refer to the following IRS publications.  IRS Publication 15-B, Employers Tax Guide to Fringe Benefits for tax reporting requirement
 IRS Publication 463, Travel, Entertainment, Gift and Car Expenses  IRS Publication 5318, Tax Cuts and Jobs Act, tax reform 2017  California Code, Government Code AB1234– Gov §53232.3, §53232.4 48 City of SLT Financial Policies – Local Training 10 September 2023August 2024

PAYMENT REQUEST
Vendor#
Date Prepared: Comments/Notes:

Pay To:

Due Date:

ACCOUNT
NUMBER

DESCRIPTION
PO
NUMBER

INVOICE
DATE

INVOICE
NUMBER

TOTAL PER

ACCOUNT

INVOICE

TOTAL PAYMENT: $
APPROVED:

APPROVED: Budget Available:

APPROVED: Reimbursable:

Project/ Funding Source:

Project/ Funding Source:
49 City of SLT Financial Policies – Local Training 11 September 2023August 2024
50 City of SLT Financial Policies – Local Training 12 August 20243 Name:

Dept / Div:

MONTHLY CALCARD PURCHASE REPORT
Card #:

Statement Date:

ATTACHMENT # DATE RECEIPT /
INVOICE #

VENDOR'S
NAME

DESCRIPTION OF

PURCHASE
ACCOUNT # TO BE

CHARGED
$ AMOUNT
OF

PURCHASE
(from
statement)

USE TAX

7.75% (if
tax was not
included by
vendor)
$ AMOUNT
OF

PURCHASE
(including Use
Tax)
√ DISPUTED
ITEM
1 $ -
2 $ -
3 $ -
4 $ -
5 $ -
6 $ -
7 $ -
8 $ -
9 $ -
10 $ -
11 $ -
12 $ -
$ - $ - $ -
Cardholder signature: Date:

Approving official signature: Date:

I certify that all purchases listed on this statement, unless noted in the "√ Disputed Item" column, are true and correct and were made for official City of South Lake Tahoe use. All goods or services have been received & payment is authorized. I.M.P.A.C. has been notified of all disputed items and a copy of the Cardholder Statement of Questioned Items is attached. *####
51 City of SLT Financial Policies – Local Training 13 August 20243 Name: Card #:

Dept / Div: Statement Date:

KEY CODE
(e.g. 10099999)

OBJECT CODE
(e.g. 45010)
1 2
3 4
5 6
7 8
9 10
11 12
$ - $ - Cardholder signature: Date:

Approving official signature: Date:
ver. 20240710
BUDGET ACCOUNT NUMBER $ AMOUNT
OF

PURCHASE
(from statement)

USE TAX

8.75% (if tax
was not
included by
vendor)
√ DISPUTED
ITEM
*ENTER LAST 4 DIGITS
I certify that all purchases listed on this statement, unless noted in the "√ Disputed Item" column, are true and correct and were made for official City of South Lake Tahoe use. All goods or services have been received & payment is authorized. I.M.P.A.C. has been notified of all disputed items and a copy of the Cardholder Statement of Questioned Items is attached.

ATTACHMENT # DATE RECEIPT /
INVOICE #

VENDOR'S

NAME DESCRIPTION OF PURCHASE
52 City of SLT Financial Policies – Local Training 1 August 2024