City Council Meeting Agenda: 02-28-2023 Page 1
Posted: Friday, February 24, 2023
NOTICE AND CALL OF A REGULAR MEETING OF THE
TRINIDAD CITY COUNCIL
The Trinidad City Council will hold a regular meeting on TUESDAY, FEBRUARY 28, 2023, at 6:00 PM
at the Trinidad Town Hall, 409 Trinity Street, Trinidad, CA.
CLOSED SESSION BEGINS AT 5:15PM
For your convenience, this meeting will also be held via videoconference, hosted on the Zoom platform. Learn more about Zoom here: https://zoom.us
PUBLIC COMMENT: Public comment may be submitted via email in advance of the meeting, or in an orderly process during the meeting. If you do not have access to email and you would like to provide a written statement, please deliver your comments to 409 Trinity Street, Trinidad CA, by 2:00pm on the meeting day, or email to [email protected] HOW TO PARTICIPATE: You are invited to participate in person at the Trinidad Town Hall, or by Zoom. The City will publish a direct link to the Zoom teleconference, along with the participant code, on the City Calendar page online at http://trinidad.ca.gov/calendar
To phone in, dial 1-888-278-0296, Conference Code: 685171 Meeting ID: 865 6249 5405 Passcode: 364368 PLEASE NOTE that live meeting logistics will be prioritized. The quality of the Zoom teleconference meeting cannot be guaranteed. Technical challenges experienced by either the participant or the City will not interrupt or halt progress of the meeting.
I. CALL TO ORDER
II. PLEDGE OF ALLEGIANCE
III. CLOSED SESSION
1. Conference with Legal Counsel – Existing Litigation (Calif. Gov. Code Section 54956.9(d)(1)) (1 Case: City of Trinidad vs. Tsurai Ancestral Society, et. al, Humb. Co. Sup. Court Case No. 180684) IV. RECONVENE TO OPEN SESSION
V. APPROVAL OF AGENDA
VI. APPROVAL OF MINUTES – 12-13-2022 cc, 01-10-2023 cc, 01-24-2023 ccpcstr VII. COUNCIL REPORTS/COMMITTEE ASSIGNMENTS
VIII. STAFF REPORTS – City Manager & Law Enforcement
IX. ITEMS FROM THE FLOOR
At this time, members of the public may comment on items NOT appearing on the agenda. Individual comments will be limited to 3 minutes or less. Please direct your comments to the Council as a whole, maintain decorum and avoid personal attacks on staff, members of the Council and/or other members of the public. Council and staff responses will be minimal for non-agenda items.
X. CONSENT AGENDA All matters on the Consent Agenda are considered routine by the City Council and are enacted in one motion. There is no separate discussion of any of these items. If discussion is requested by any Council member, that item is removed from the Consent Calendar and considered separately. A single opportunity for public comment on the Consent Agenda is available to the public.
1. Staff Activity Report – January 2022
2. Law Enforcement Report – January 2022
City Council Meeting Agenda: 02-28-2023 Page 2
3. Agreement for Service with SHN to provide assistance with REAP Grant Project, to accelerate the production of housing and meet the sixth cycle of the Regional Housing Needs Assessment.
XII. DISCUSSION/ACTION AGENDA ITEMS
1. Presentation from Tobacco-Free North Coast regarding Tobacco Retail License Policy.
2. Discussion/Decision regarding 2022 State Transportation Improvement Program (STIP) – Trinity Street Pavement Rehabilitation Project.
3. Discussion/Presentation regarding HSIP Project and Traffic Calming Recommendations.
4. Discussion/Decision regarding Temporary Closure of Axel Lindgren Memorial Trail and Parker Creek Trail Beach Access to Old Home Beach.
5. Discussion/Presentation regarding Mid-Year Budget Review.
XIII. FUTURE AGENDA ITEMS
XIV. ADJOURNMENT
APPROVAL OF MINUTES FOR:
DECEMBER 13, 2022 CC
JANUARY 10, 2023 CC
JANUARY 24, 2023 CCPCSTR
Supporting Documentation follows with: 15 PAGES
12-13-2022 City Council Meeting Minutes Page 1
MINUTES OF THE REGULAR MEETING OF THE TRINIDAD CITY COUNCIL TUESDAY, DECEMBER 13, 2022 (LIVE/HYBRID)
I. CALL TO ORDER
Mayor Pro-Tem West called the live-hybrid meeting to order at 6:00pm. Council members in attendance: West, Kelly, and Tuttle. Mayor Ladwig attended remotely by video-conference. City Staff in attendance: City Manager Eli Naffah, City Clerk Gabriel Adams, Deputy Clerk Anton Souza, Project Manager Jennifer Hakenen.
Approximately (5) participants were present by video-conference at the beginning of the meeting.
II. PLEDGE OF ALLEGIANCE
III. CLOSED SESSION - No closed session scheduled
IV. APPROVAL OF THE AGENDA
Motion (Kelly/Tuttle) to approve the agenda as submitted. Passed 4-0.
V. APPROVAL OF MINUTES – 11/08/2022 cc.
Motion (Kelly/Tuttle) to approve the minutes as submitted. Passed 4-0.
VI. COUNCIL REPORTS/COMMITTEE ASSIGNMENTS
Kelly: Water Advisory Committee will met on October 14. Low water loss last month, and Advisory Committee met the new water plant operator Sina Soleimany. Committee requested information regarding PWA task list.
Requested Consumer Confidence Report for 2022. Also discussed rainwater catchment system templates for residents to develop their own systems. Website task force (City Manager, City Clerk, Kelly) met with several vendors. General Plan process includes monthly discussions with the Coastal Commission to align city progress with Commission goals.
Tuttle: RCEA continues to work on wind energy project off the coast, and PG&E will be increasing rates approximately 3% in April. RCEA’s rates are approximately .5% lower than PGE.
West: No HCAOG report. Trails Committee will meet after holiday break. Hope to coordinate installation of new posts and trail improvement projects.
Ladwig: Attended first Coastal Resiliency meeting, which is part of a Statewide effort. Trinidad Boat Parade was well attended last week.
VII. STAFF REPORTS – City Manager & Law Enforcement
City Manager Naffah highlighted accomplishments summarized in the staff report included in the meeting packet. Naffah introduced HCSO Lt. Josh McCall for law enforcement report. Naffah also highlighted several items in the agenda packet including a healthy Luffenholtz Creek flow rate, Audit field work concluded, TOT was up for the quarter, STR License renewal progress is ahead of schedule, and Business License application renewal applications were sent. Finally, there’s a new Councilmember Academy being held in Sacramento for anyone wishing to participate.
VIII.ITEMS FROM THE FLOOR
(Three (3) minute limit per Speaker unless Council approves request for extended time.) Katherine Burleson – Trinidad Area resident
Read a statement submitted for public record accounting the dog attack incident she encountered at the Trinidad State Beach parking area. Her corgi was attacked, unprovoked, by a pack of poodles. She was also bitten by Frank Mallet, owner of the dogs. Several accounts have been received from witnesses regarding other incidents with Mallet’s dogs, unrestrained. Concerned about safety of school children when his dogs are around, near the Café where he’s often found. Urged the Council to enforce the leash law and cite Frank Mallet for violating the ordinance.
Aaron Hakenen – Trinidad
Prioritze traffic calming in town, and suggested speed humps on Ocean and View Streets. Recommended 2 per street, slowing vehicles to 15 mph. $1,800 or less to purchase. Also recommend radar feedback signs on both streets. Caltrans District One may be able to loan one temporarily to raise awareness. Act now. Second, regarding HCSO Sheriff contract, we should have this evaluated to ensure the City is getting what its paying for.
I contacted them twice this fall. They were very responsive. Finally, regarding increased law enforcement 12-13-2022 City Council Meeting Minutes Page 2
presence in town, their office is their vehicle. Empty office in the City Manager’s building could be improved to encourage them to use it, if needed.
Cresta Shieffer – Trinidad. (Kelly Summarized letter submitted) Concerned about sharp turn on Edwards near Galindo, and pedestrian crossing. Also noticed signage needed to direct vehicle traffic to the beach via Edwards, not Galindo.
Sherry Provolt – Trinidad property owner
Agree that traffic calming measures are needed on View. Also commended student artists that participated in craft fair, and thanked all the participants and support on the boat parade.
IX. CONSENT AGENDA
1. Staff Activity Report – November 2022
2. Financial Statements – October 2022
3. Law Enforcement Report – November 2022
4. Resolution 2022-14; Authorizing Processing of a Consolidated CDP by Caltrans to Install Broadband Infrastructure Along State Highway 101 in the City of Trinidad.
Motion (Ladwig/Kelly) to approve consent agenda as submitted. Passed 4-0.
X. DISCUSSION/ACTION AGENDA ITEMS
1. Discussion/Acceptance of Resolution 2022-15; Certification of the 2022 General Election Results.
City Clerk Adams summarized that the election consisted of two parts; (3) Councilmember Seats, and Measure P – the increase in Occupancy Tax Rate from 8% to 12%. The Resolution before the Council formally adopts the results provided by the County Election Office and subsequently certified by the Board of Supervisors.
City Manager Naffah pointed out a percentage discrepancy between the County Election paperwork and the City Resolution. City Clerk Adams recognized that error and will amend the resolution upon adoption.
Motion (Kelly/Tuttle) to adopt Resolution 2022-15; Certification of the 2022 General Election Results as amended to match the certified County results. Passed 4-0.
2. Swearing-In and Seating of Newly Elected Councilmembers.
City Clerk Adams administered the Oath of Office to Cheryl Kelly, Kati Breckenridge, and Jack Tuttle to inaugurate the beginning of their 4-year terms as customary following the certification of election results.
3. Selection of Mayor and Mayor Pro-Tem.
City Clerk Adams explained that immediately following the seating of new members after an election, Council is asked to appoint one of their own to serve as Mayor, and Mayor Pro-Tem. There are no term limits.
Council comments included:
Ladwig: Ok with continuing serving as Mayor unless anyone else wants to take over.
Kelly: Rotation is good, and I would serve if the Council agrees to my appointment.
Public comment included:
Anita Thompson – Trinidad
Mayor Ladwig has done a great job, but I would like to see new energy and rotation to Cheryl Kelly as Mayor.
Motion (Tuttle/Breckenridge) to nominate Cheryl Kelly to serve as Mayor. Passed 4-0.
Motion (West/Tuttle) to nominate Steve Ladwig to serve as Mayor Pro-Tem. Passed 4-0.
4. Presentation/Discussion with Pacific Security regarding Supplemental Public Safety Options for Trinidad, and Preliminary Introduction of the Community Ambassador Program.
City Manager Naffah explained that the public has expressed a desire to have more law enforcement presence, but the County Sheriff does not have the Deputies to offer due to severe and prolonged staff shortages. Private 12-13-2022 City Council Meeting Minutes Page 3
security, however, may be an option, under specific contract conditions and preferences set by the City’s insurance provider CIRA. Those preference are that the security personnel do not carry firearms, but instead are employed to deter crime by observing and reporting. Although being unarmed is not the most popular option, some personnel will do it.
Mayor Kelly introduced Gene Bass, owner of Pacific Security. Bass explained his company will focus security patrols on whatever the City feels are a priority. His personnel have a lot of experience, and can customize coverage as directed. If loitering is the issue, they will move people along.
Council questions included:
Tuttle: Is it in our budget to hire additional security? Naffah confirmed. Bass noted that in some areas of the County, several businesses cooperate together and hire us to patrol their shopping centers. Tuttle asked if there was a phone number residents to call. Bass explained that his number is always on, and personnel is GPS tracked for safety reasons.
Public comment included:
Aaron Hakenen – Trinidad
Thanked the Council for addressing this. How close are we to inking a contract? Naffah explained that this first came up during the budget as a possibility, depending on HCSO staffing levels. Kelly explained that we have only had preliminary discussions, and no formal proposal is happening tonight. Hakenen explained that there are hot spots, but whatever approach we take there isn’t a wholesale approach to moving law-abiding people along.
Adora King – Trinidad
Thanked Bass for his service. The City pays for a full-time HSCO Deputy, but residents always want to know where the police are. Now, we’re considering hiring more security, with less (or different) training. Residents should know exactly what we’re paying for. I don’t believe security officers have arrest powers. Bass responded, stating his personnel has citizen’s arrest authority but do not transport anyone. Would vacation rental parking, or dog off-leash issues occur, would security be able to handle it? Bass noted that would be something to address in the contract.
City Manager Naffah noted that the current contract with HCSO provides 24-7 coverage, without dedicated officers due to staffing shortages. The intent here is to have a security presence to deter crime in various locations.
Anita Thompson – Trinidad
Try the pilot program for many reasons, including the immediate HCSO staff shortage and response times.
Bass noted that his service does not transport criminals. That process takes a significant amount of time, and by not doing it keeps personnel in town during their entire shift.
Council comments included:
Ladwig: Are we expecting contract details soon? Naffah explained that we discussed a trial, pilot project rate and possibly some total weekly coverage.
Kelly: This was an opportunity to get acquainted, and bring a more comprehensive proposal back if the Council desired.
No decision was made. Staff will work on a draft contract with Pacific Security and return with details in the future.
Community Ambassador Program
Ladwig explained that he is currently working on gathering details on a program underway in Arcata. Met with West and Arcata City Manager Karen Diemer recently to understand this supplemental pilot program. Hope to bring more details and possibly a proposal to the Council next month (budget, training, schedule, etc.).
Public comment included:
Anita Thompson – Trinidad
Would it be possible to include how the ambassadors would be recruited, and if a background check is required? Ladwig confirmed.
12-13-2022 City Council Meeting Minutes Page 4
5. Discussion/Decision regarding Public Service Announcement Concerning Trinidad Leash Law.
City Clerk Adams explained that in light of the recent incident that occurred in the Harbor area involving several unleashed dogs severely injuring a leashed dog, the City of Trinidad is issuing a Public Service Announcement in partnership with several agencies including the Trinidad Rancheria, Humboldt County Sheriff, and Trinidad State Parks reminding everyone of the citywide Leash Law.
Council comment included:
Breckenridge: Is there any way State Beach can have dog hours? A complete off-leash prohibition seems harsh.
Kelly: It’s getting to be a challenge experiencing full-on leash free beaches, and I’m in support of reigning this in.
Naffah explained that dog parks are known areas, not places where people bring small children. Beaches are different. Fortunately the County allows leash-free dogs on beaches nearby.
Tuttle: How do we enforce it?
Naffah explained that we’re too small of a city to patrol for unleashed pets all the time. It’s easier to for a town this size to level the field by restricting unleashed dogs. The PSA is simply a reminder to the public that the law exists.
Ladwig: The County has a voice-control element to their leash law. It begs the question that we may want to address this in a future revision of the ordinance. It was a very unfortunate incident, but we need to continue the discussion.
Public comment included:
Adora King – Trinidad
Who is going to enforce it? Until the ticket gets written, we may as well enjoy cookies. I hate to be Debbie Downer, but follow the process through.
Naffah explained that the City has a contract with HC Animal Control, and Del Norte County is pursuing the poodle owner. There is no other logical way to do this for a city this size, and in our case putting the word out to get people to respect the law is helpful, along with letting HCSO Deputies know they can enforce it should they experience an issue like this. We also ask the community to make us aware if Mr. Mallet shows up in Trinidad again.
Elaine Weinreb – Trinidad Area Resident
Clam Beach is huge, and only 5 miles away. Dogs are allowed off-leash there.
Motion (Kelly/Ladwig) to approve the Public Service Announcement concerning Trinidad’s Leash Law.
Passed 4-0.
6. Discussion/Decision regarding Appointment of Two (2) Councilmembers to Participate in a Government-toGovernment (G2G) Meeting with the Trinidad Rancheria.
City Manager Naffah explained that per the City’s Government-to-Government Consultation (G2G) Policy, two Council Members can be appointed as an Ad-Hoc Committee for a G2G. The Trinidad Rancheria has requested a G2G regarding the Trinidad Trails Policy and the Trinidad Rancheria Interpretive Center. The request is for a meeting in Mid-January if possible.
Council comments included:
Ladwig: These are listening sessions. Recommended actions are brought back to the Council.
Tuttle: I recommend Ladwig.
Motion (Breckenridge/Tuttle) to nominate Council Members West and Ladwig to an Ad-Hoc Committee for a Government-to-Government Consultation with the Trinidad Rancheria. Passed 4-0. 12-13-2022 City Council Meeting Minutes Page 5
7. Discussion/Decision regarding Planning Commissioner Appointments to Fill (3) 4-Year Terms.
City Clerk Adams explained that Planning Commissioner terms last 4-years, and appointments are made by the City Council. The 4-year terms expire on a rotating basis in December during each General Election year (even numbered year).
New Councilmembers are seated in January at the conclusion of each general election. At either the December or January meeting the Council is asked to make appointments to the Planning Commission to fill the vacancies left by rotating term expirations.
The current commissioners are:
Tom Hopkins Trinidad area Resident Term expires December 2024 Tristan Cole City resident Term expires December 2024
Richard Johnson Trinidad area resident Term expires December 2022 Aaron Hakenen City Resident Term expires December 2022
Diane Stockness City Resident Term expires December 2022 Trinidad Municipal Code allows the Planning Commission to include up to (2) Commissioners that live outside the city limits “…in the event there are no acceptable applicants from within the City limits”. Commissioner Johnson is one of two serving that live outside the City limits. His term is expiring, along with residents Aaron Hakenen and Diane Stockness who both reside on View Street.
With no term limits specified in the Trinidad Municipal Code for Planning Commissioners, current Commissioners are welcome to reapply.
A vacancy notice and request to begin the recruitment process was authorized by the Council at the November 08 regular meeting.
By the deadline of December 09, (4) Letters of Interest were received. Current Commissioners Aaron Hakenen and Richard Johnson expressed their interest in continuing service, along with new applicants Chris Slay and Stephen Andy Coppola who both reside inside the City limits.
All the applicants have been invited to attend the meeting and introduce (or re-introduce) themselves. The Council may wish to either make the appointments, or extend the deadline if they feel it necessary. The Planning Commission meets next on December 14. Ideally the new Commissioners are seated by the PC meeting scheduled for January 18.
Council comments included:
Kelly: I served on the Commission with Hakenen and happy to see he desires to continue. Tuttle agreed.
Ladwig: Impressed with Slay’s ability to understand the issues.
Commissioner candidate comments included:
Richard Johnson: Began serving in 2005 and committed to completing the General Plan update.
Aaron Hakenen: Quick introduction, echoed Johnson’s comments. Looking forward to serving a full 4-year term, and wished Diane Stockness well after serving many years.
Public comment included:
Anita Thompson – Trinidad
I support Christopher Slay’s appointment,
Motion (Ladwig/Tuttle) to appoint Aaron Hakenen to serve on the Planning Commission for the next 4-year term.
Passed 4-0.
Motion (West/Tuttle) to appoint Richard Johnson to serve on the Planning Commission for the next 4-year term.
Passed 4-0.
12-13-2022 City Council Meeting Minutes Page 6
Motion (Ladwig/Tuttle) to appoint Christopher Slay to serve on the Planning Commission for the next 4-year term. Passed 4-0
8. Discussion/Announcement regarding Upcoming, Annual Joint Meeting of the City Council, Planning Commission, and Short-Term Rental Advisory Committee to be held on January 24, 2023 at 6:00pm.
Announcement item only.
FUTURE AGENDA ITEMS
- Breckenridge: Leash Law solutions.
- Tuttle: Speed humps, Traffic Claming for Ocean, View, and Underwood Dr. - Kelly: Commissioner assignments, Pacific Coast Security agreement. - Ladwig: Community ambassador program, STR Lottery process.
ADJOURNMENT: 8:25pm.
Submitted by: Approved by:
_____________________________ _____________________________ Gabriel Adams Cheryl Kelly
Trinidad City Clerk Mayor
01-10-2023 City Council Meeting Minutes Page 1
MINUTES OF THE REGULAR MEETING OF THE TRINIDAD CITY COUNCIL TUESDAY, JANUARY 10, 2023 (LIVE/HYBRID)
I. CALL TO ORDER
Mayor Kelly called the live-hybrid meeting to order at 6:00pm. Council members in attendance: Kelly, Ladwig, West, Tuttle, and Breckenridge. City Staff in attendance: City Manager Eli Naffah, City Clerk Gabriel Adams, Deputy Clerk Anton Souza, Project Manager Jennifer Hakenen. Approximately (6) participants were present by video-conference at the beginning of the meeting.
II. PLEDGE OF ALLEGIANCE
III. CLOSED SESSION
1. Conference with Legal Counsel – Existing Litigation (Calif. Gov. Code Section 54956.9(d)(1)) (1 Case: City of Trinidad vs.
Tsurai Ancestral Society, et. al, Humb. Co. Sup. Court Case No. 180684) IV. RECONVENE TO OPEN SESSION – no reportable action taken during closed session.
V. APPROVAL OF THE AGENDA
Motion (West/Ladwig) to approve the agenda as submitted. Passed unanimously.
VI. APPROVAL OF MINUTES – 12/13/2022 cc.
December meeting minutes will be reviewed in February.
VII. COUNCIL REPORTS/COMMITTEE ASSIGNMENTS
Kelly: Thanked everyone for support and volunteering to keep the warming/charging center at Town Hall open during the extended electricity outage during the storm last week. Also thanked Food for People for offering non-perishable food items, and PG&E for sharing blanket/charger packs. Ladwig agreed.
Breckenridge: Reviewed the dog ordinance. Shared information found in a locally made pamphlet identifying beaches and trails that are dog friendly, and recommended the PSA document adopted at the December meeting be more attractive.
VIII.STAFF REPORTS – City Manager & Law Enforcement
City Manager Naffah highlighted accomplishments summarized in the staff report included in the meeting packet. Naffah noted how the recent electric outage affected the area and thanked community volunteers for offering help and support to the greater Trinidad area by opening the Town Hall as a warming/supply center.
IX. ITEMS FROM THE FLOOR
(Three (3) minute limit per Speaker unless Council approves request for extended time.) Patti Fleschner – Trinidad Area resident
Commented that Verizon cell service has degraded significantly along Scenic Drive as a result of the towers removed on Trinidad Head, but that Starlink internet service has become a reliable connectivity option for many people living along the Luffenholtz creek area.
John Adams – Trinidad Chamber of Commerce
The Chamber utilized its contact list to spread the news that Town Hall was available during the outage.
Jacque Hostler – Trinidad Rancheria
The Heights and Seascape were generator powered during the storm and available to the public for charging and warming. The Rancheria also engages with FEMA during disasters, and has all the channels in place to receive federal aid.
Kati Breckenridge – City Council member, speaking as a resident Reminded the Council of a slip and fall incident that Paula Levine submitted a written statement about, involving an unsafe surface in the State of CA interchange area at the entrance of town.
Steve Madrone – 5th District County Supervisor
Thanked the City for partnership during the recent weather disaster. Appreciated the Town Hall being opened for devise charging and warming during the extended electricity outage. Thanked PG&E for their help getting down powerlines back up and running quickly.
01-10-2023 City Council Meeting Minutes Page 2
X. CONSENT AGENDA
1. Staff Activity Report – December 2022
2. Financial Statements – November 2022
3. Law Enforcement Report – December 2022
Breckenridge: Requested a brief narrative on financials each month, or quarterly.
Public comment included:
Aaron Hakenen – Trinidad
When can the City expect to see a reduction in contractor cost to provide water plant operator services to the City? When will the City have a new Chief Plant Operator on board? City Manager Naffah explained that providing safe drinking water is the priority, and staffing/recruiting has been a continual problem. The City will have to keep Coleman Engineering on board until a certified T3 operator is willing to accept the job.
Motion (West/Ladwig) to approve consent agenda as submitted. Passed unanimously.
X. DISCUSSION/ACTION AGENDA ITEMS
1. Introduction/Discussion/Decision regarding Community Ambassador Program.
Councilmember Ladwig introduced the program, presenting a slide on the screen with the key components. He explained that ambassadors are trained to work in the local community, specifically supporting our houseless and transient population. The values of the program are goodwill, equality of services, and collaboration.
Training includes cultural awareness, services available, communication strategies, de-escalation, safety, and referral procedures. The program is estimated to cost between $18-20/hour, 10 hours per week.
Council comments included:
West: This program has a lot of positives.
Breckenridge: Who will this person report to?
Ladwig: Ambassadors in Arcata report to the police department. I’m willing to take the training and be a part of the program in Trinidad.
Public comment included:
Aaron Hakenen – Trinidad
I like this program, better than the private security option.
Jacque Hostler-Carmeson – Trinidad Rancheria
Does training include self-defense? Ambassadors should be working in pairs.
Motion (Ladwig/West) to approve a one-year commitment to support the community ambassador program, including developing metrics to measure the program’s effectiveness. Passed unanimously.
2. Discussion/Decision regarding City Website Improvement Task Force Recommendations.
City Manager Naffah introduced the discussion by explaining that the City’s website has not fully recovered after a server failure early last summer. The City’s current host and technical service provider has not been able to rebuild the site to its pre-crash condition, which led staff to investigate all options including finding a new company to work with. After interviewing several companies that specialize in government websites, the website taskforce consisting of Mayor Kelly, City Manager Naffah, and City Clerk Adams, has determined that going a new direction is best.
Mayor Kelly presented an outline describing basic needs and functionality expressed by staff, Council, and the public. The presentation also included the task force’s focus, a vendor comparison, examples of other public agency websites, and the task force recommendations.
01-10-2023 City Council Meeting Minutes Page 3
After several meetings and a significant evaluation, the task force recommends entering into a contract with CivicPlus to modernize the City’s website. CivicPlus is a recognized name in municipal web services (County of Humboldt, City of Arcata, etc.). They offer standard, proven design and navigation templates, a secure platform, functionality, migration, and included support for a competitive price. At this time the task force recommends Council authorization to proceed with the restoration, migration, and implementation of a new civic website in the first half of 2023.
There was no Council or public comment.
Motion (West/Breckenridge) to authorize the City Manager to negotiate a 3-year contract to proceed with the restoration, migration, and implementation of a new civic website in the first half of 2023. Passed unanimously.
3. Discussion/Update regarding Onsite Wastewater Treatment System Program.
Project Manager Jennifer Hakenen explained that in 1997 and 1998, several Planning Commission and City Council meetings were held to hear resident concerns about septic systems. The meetings resulted in a consensus that a program must be established to regulate septic systems, and Staff was directed to investigate possible funding options.
In the early 2000’s, the City applied for a grant through the North Coast Regional Water Quality District, and was awarded funding in 2002 to develop a comprehensive OWTS Management Program. This program included establishing and evaluating septic inventory by parcel, creating an ordinance, and developing a longterm monitoring program for ground and surface water.
The OWTS Ordinance was adopted in 2008 when the program was unveiled. Implementation was slow due to the size and scope of project, and after several years it changed hands with staff turnover. Permits were being prioritized for property sales, STR’s, and construction improvements. It was revitalized city-wide in 2022 when it was handed over to Jennifer.
A multi-faceted approach has been used to create a program that will allow for various stages of success, cooperation, and prioritization of tactics. The public has been pleasantly receptive to protecting the health of their septic systems and to date, voluntary compliance has been achieved though staff communication with residents on multiple levels as outlined below:
• Initial letters or phone calls to residents requesting information if city records were incomplete. • Coordinating with City Planner to review files and expedite permits. • Assisting and communicating with businesses by providing signage and resources as needed to protect their septic systems.
• Establishing regular communication with the qualified professional service providers in the area. • Developing a consistent educational campaign (complete with Trinidad’s own mascot Septic Sue, based on the EPA Septic Sam program www.epa.gov/septic) created to increase awareness and knowledge of OWTS systems, targeting both residents and businesses, pre-printed septic signage, educational mailings, and other resources for businesses and residences alike.
Hakenen presented several charts showing the number of permits issued and the various stages of permitting each category is in.
There was no public comment.
Council commended Hakenen for the report and effort keeping this complicated project moving forward.
No decision was made.
4. Discussion/Decision regarding Councilmember Commissionership and Representative Assignments.
City Clerk Adams explained that it is customary after every election or new Councilmember appointment to discuss commissionership and representative assignments. This is Council’s opportunity to determine who will represent the City on the various boards, agencies, and assignments that the City is part of. 01-10-2023 City Council Meeting Minutes Page 4
This is also the opportunity for sitting members to share the meeting times, dates, and frequency of the boards they currently serve on so new members can determine whether their schedules fit the demands of those positions.
The following chart represents the changes made on January 10:
COMMITTEE REP ALT
Humboldt Waste Management Authority HWMA West Kelly
Humboldt County Association of Governments HCAOG West Tuttle Tsurai Management Plan Implementation Committee West Breckenridge Redwood Regional Economic Development Corp. RREDC Ladwig Breckenridge HTA Humboldt Transit Authority HTA Ladwig West
Redwood Coast Energy Authority RCEA Tuttle Kelly
CCNM Trinidad Gateway Committee Kelly Ladwig
Humboldt County Convention & Visitors Bureau HCCVB. No rep. Chamber should take on this role
Office of Emergency Services OES Grover Ladwig
Hazardous Materials Response Authority HMRA Kelly West
Indian Gaming Benefit Committee Kelly West
Humboldt Mayors Committee Kelly Ladwig
League of CA Cities Naffah Kelly/West
Trinidad Trails Committee West Kelly
Water Advisory Committee Kelly Tuttle
Trinidad Watershed Council Ladwig
The Council recommended the Water Advisory Committee appoint a member to participate in the Watershed Council.
FUTURE AGENDA ITEMS
- Kelly: Regular General Plan Updates.
- Tuttle: Speed humps, Traffic Claming for Ocean, View, and Underwood Dr.
ADJOURNMENT: 8:10pm.
Submitted by: Approved by:
_____________________________ _____________________________ Gabriel Adams Cheryl Kelly
Trinidad City Clerk Mayor
01-24-2023 CCPCSTR Page 1
MINUTES OF THE JOINT MEETING OF THE TRINIDAD CITY COUNCIL, PLANNING
COMMISSION, AND SHORT-TERM RENTAL ADVISORY COMMITTEE
TUESDAY, JANUARY 24, 2023 (LIVE/HYBRID)
I. CALL TO ORDER
Mayor Kelly called the live-hybrid meeting to order at 6:00pm. Council members in attendance: Kelly, Ladwig, West, Tuttle, and Breckenridge.
Planning Commissioners in attendance; Richard Johnson, Aaron Hakenen, Tom Hopkins, Tristan Cole, and Christopher Slay.
STR Committee members in attendance; Dick Bruce, Diane Stockness.
STR Committee members via video-conference; Joe Moran, Jan Nash-Hunt. Jacques Beaupre, Absent.
City Staff in attendance: City Manager Eli Naffah, City Clerk Gabriel Adams, Deputy Clerk Anton Souza, Project Manager Jennifer Hakenen, and City Planner Trever Parker.
Approximately (3) public participants were present by video-conference at the beginning of the meeting.
II. PLEDGE OF ALLEGIANCE
III. CLOSED SESSION – City Council only
1. Conference with Legal Counsel – Existing Litigation (Calif. Gov. Code Section 54956.9(d)(1)) (1 Case: City of Trinidad vs.
Tsurai Ancestral Society, et. al, Humb. Co. Sup. Court Case No. 180684
2. Employee Performance Evaluation – Water Plant Operator IV. RECONVENE TO OPEN SESSION – no reportable action taken during closed session.
V. APPROVAL OF THE AGENDA
Motion (West/Ladwig) to approve the agenda as submitted. Passed unanimously.
VI. ITEMS FROM THE FLOOR - None
(Three (3) minute limit per Speaker unless Council approves request for extended time.) VII. CONSENT AGENDA - None
VIII.DISCUSSION/ACTION AGENDA ITEMS
1. Discussion/Presentation of the Annual Report from the STR Advisory Committee.
STR Committee Chair Dick Bruce explained thatTrinidad licenses and regulates STRs. In 2016 the City approved an ordinance which attempted to address citizen concerns over the proliferation of unregulated STRs while fulfilling State mandates to provide visitor services and accommodations in the Coastal Zone. The Coastal Commission recently approved the City’s revised and updated STR Ordinance which further addressed citizen concerns.
The City’s municipal code defines a Short-Term Rental as “a rental of any dwelling, in whole or part, within the City of Trinidad, to any person(s) for transient use, other than (1) a permitted bed and breakfast, (2) ongoing month to month tenancy granted to the same renter for the same dwelling, (3) one less-than30-day rental per year, or (4) a house exchange for which there is no payment”.
In our annual report to the Council dated January 25, 2022 under “Final Comments item #4” the Committee stated:
“The Planning Commission has completed their revision of the ordinance and we are all waiting for first the Coastal Commission staff comments and then the City Council’s decision moving forward. At our recently completed January 4th meeting the consensus was to ask the City Council for direction.
Unanimously we feel that there is currently no need to meet 4 times a year. We are not receiving public input at our meetings. There is presently not a lot more we can look at. Our recommendation is for us to meet twice a year (in June at the start of the tourist season and again in October or November at the end of the tourist season) to review any complaints or just act as a sounding board for the community.
An annual joint meeting with the Council and Planning Commission would still be held if requested by 01-24-2023 CCPCSTR Page 2
the Council and any number of special committee meetings could be scheduled on an “as needed” basis as determined by either the Council or Staff. We request direction from the Council moving forward.”
In the months following the annual meeting the Committee did not receive any direction from the Council and (due in part to the fact that the revised STR Ordinance had not been formally submitted to the Coastal Commission) entered an extended period of inactivity. In May the Council appointed Jacques Beaupre to fill the vacant “City/General Public Representative” position on the Committee which had been open for 2 years. The revised STR Ordinance finally went to the Coastal Commission in September 2022 and at its meeting on December 16, 2022 the Coastal Commission approved the revised ordinance.
The following information is a report of the activities of the STR Committee during 2022.
The Committee held 3 meetings in 2022. (The results of the January 4, 2022 meeting were discussed in the 2021 annual report.)
October 26, 2022- A staff report was presented that reported:
1. The revised STR ordinance had been submitted to the Coastal Commission in September and should be on their agenda in December.
2. The 2022 license renewal process went well and for 2023 it is expected that the renewal process will be handled electronically unless a paper packet is requested.
3. Staff is no longer using the cost tracking timesheets developed by the Committee (which were approved by the Council and implemented by staff during the 2021 license renewals). Instead, staff is tracking costs to the program as a whole rather than for each individual STR.
4. A lottery for the 2 available STR licenses was held on October 23rd and the applicants had turned in their paperwork and were awaiting a review by the City Planner.
5. The City has not received any formal complaints in 2022 related to the STR program.
6. TOT year to date is down but numbers are still preliminary. TOT rate is 8% this year versus 12% in 2021.
Following the staff report one of the agendized discussion items was posted as a:
“Public Forum- How STRs affected Trinidad residents during the 2022 season” Unfortunately, no one from the public either attended the meeting or submitted written public comment on this item. As noted in the staff report, no formal complaints regarding STRs had been received year to date in 2022.
Committee members generally agreed that the lack of complaints seemed to indicate that the ordinance appeared to be working better than in years past, and this might also be an indication that property managers were being more responsive to public concerns.
Other items discussed at the meeting were the fairness of the lottery system for filling available STR licenses and the possibility of a survey of city residents to gather information on their thoughts about the operation of the STR program.
1. Regarding the lottery system, no formal vote was taken, but it was generally agreed that the current lottery system should be left in place and perhaps addressed prior to the next review/revision of the ordinance.
2. After looking at a few sample formats and questions, all Committee members agreed that a survey of Trinidad residents about the STR program should be done and addresses for survey participants would be generated using the water billing system to ensure we are reaching as many City residents as possible. It was agreed to carry this item forward to the next Committee meeting to be held in December, when more information could be presented by both staff and Committee members.
December 6, 2022- The Committee reviewed the staff report documenting that:
1. The Coastal Commission will meet on December 16th and the City’s STR ordinance update is on their agenda.
2. 2023 STR license renewal applications went out via email on November 14th.
3. TOT for July-September 2023 was $60,371 vs $55,748 in 2022.
A discussion was held regarding the recent voter approved TOT increase to 12%, which according to staff will go into effect on April 1st. One of the STR industry Committee members expressed concerns over the difficulty of collecting the 4% increase (from 8% to 12%) on prepaid reservations. The reservation platforms being used by the industry apparently are unable to charge more than one rate until the TOT change is actually 01-24-2023 CCPCSTR Page 3
implemented on April 1st. City staff should plan to work with STR owners/managers to help in the transition and the City Attorney may need to advise on this as well.
Staff provided a presentation describing their revised 2023 Cost Tracking system which staff feels will streamline cost tracking and provide a broader understanding of the costs associated with the STR program in general. We defer to staff to explain the new process.
The Committee returned to the discussion of a survey of city residents regarding the operation of the STR program. Design ideas that were generally agreed upon include:
1. A cover letter that includes: a little background on the history of the STR program in Trinidad, the ordinance’s definition of an STR, and information related to the financial impact of the STR program on the City’s budget as well as benefits to city merchants.
2. A statement clarifying that respondents should base their answers on their current (2022/23) not past experience with STRs in Trinidad.
3. Keep the number of questions to a minimum. The survey, including cover letter should be no more than 2 pages.
4. The questions should be worded in a neutral fashion and not lead respondents to answer in either a positive or negative way.
5. Have a final section that allows respondents to elaborate on their answers or bring up additional questions or concerns.
Staff currently has samples of several surveys from other cities, suggestions from Committee members as well as staff generated options. Both staff and the Committee agreed that the survey could be a discussion item at tonight’s joint meeting and that, if agreed upon, the Council should move forward and authorize staff to initiate a survey.
Final CommentsOperation of the STR program seems to have improved since the Committee was formed in 2019. There have been no formal complaints filed with the City in the last 2 years. The Committee is receiving virtually no input from the public regarding STRs and the “Public Forum” at our October 26, 2022 meeting received neither written nor in person comments or suggestions. The Committee recommends a confidential survey of city residents to try to generate data on which to further evaluate the program.
Staff has indicated that it feels the administrative part of the program has matured. The annual renewal process has been streamlined and according to STR representatives seems to be working well.
The revised STR ordinance has been certified by the Coastal Commission. The City should allow the revised ordinance time to see how it operates and (if approved by the Council) conduct a survey of city residents to generate feedback on the STR program.
The Committee again requests direction from the Council moving forward.
2. Discussion/Presentation – Open Public Forum to Solicit Input from the Community on Issues or Successes Related to the Implementation of the Short-Term Rental Ordinance Regulations.
West: Great report. Survey sounds like a good idea.
Stockness: Thanked managers and everyone for working together and creating a great model for other local cities and the County to reference in their process to develop regulations. Commissioner Johnson agreed.
Ladwig: Thanked the advisory committee and recommended they continue to meet twice per year. Tuttle agreed.
Kelly: We’re overdue for a city-wide survey that covers broader topics with STR questions included. Agree that the Lottery system needs further review.
Bruce: Survey should be stand-alone for STR’s.
01-24-2023 CCPCSTR Page 4
3. Discussion/Decision regarding Committee Recommendations and Direction Moving Forward.
Stockness: Maintain enforcement effort to keep everything in compliance.
Johnson: When is the next Ordinance review? City Manager Naffah explained that the first ordinance approval was conditioned with a one-time review after two years, but it wasn’t expected to be every two years thereafter.
The Council may choose to have it reviewed periodically as needed.
Stockness: Reminded the Planning Commission needs to appoint her replacement to the STR Committee since she’s retiring from service.
Nash-Hunt: The STR Committee is a great sounding board for complaints and a group to help resolve them.
Ladwig: Recommend holding STR Committee meetings twice per year.
Public comment included:
Sherry Provolt – Trinidad STR Owner
Reconsider the lottery system, and provide new STR operators an orientation process.
No formal motion made.
4. Discussion/Decision regarding February Council Meeting Schedule.
Motion (Ladwig/West) to cancel the February 14 meeting and reschedule it to February 28. Passed unanimously.
5. Discussion/Presentation of Planning Commission Project and Priorities for 2023 City Planner Trever Parker explained that in strategizing to meet grant obligations and other City priorities, she put together a task list with the various projects planning staff is working on along with some information on progress to date and next steps as applicable. The SB2 and LEAP grants have the tightest timeline and are therefore considered by staff at this point to be the highest priorities. These grants include tasks that, for the most part, the City would have to complete anyway. So, it would be best to complete them using grant funding to the extent possible. Legally mandated tasks (e.g. processing development applications) and other near-term grants are in the Tier 1 priorities.
Some of the delay on completing tasks that the Planning Commission has worked on over the last couple of years, such as the ADU ordinance, has been getting comments back from Coastal Commission staff in a timely manner. They have had a lot of staff turnover and have been short staffed at the local office. Hopefully that situation has changed. We have arranged a regular meeting to be held between Coastal Commission and City staff on a monthly basis during the LCP update that should hopefully help keep things moving.
First Tier Priorities include:
SB2 Tasks
- Parking Study
- ADU Ordinance
- Residential Design Standards
LEAP Grant Tasks
- Zoning Ordinance Update
- Reasonable Accommodation
- Housing Outreach
- Water Conservation
Hazards Planning
REAP Grant
Development Applications
Other Grants
Miscellaneous Planning
01-24-2023 CCPCSTR Page 5
Second Tier Priorities:
General Plan Update
OWTS Program Implementation
LCP Update
New Design Guidelines
Council/Commission comments included:
Cole: The Planning Commission is not that exciting, but increased participation is important – especially for community design.
Kelly: Tier 1 priority should be to complete the General Plan. Looking for ways to inspire participation. West agreed. I’d like to see the Community Design element on the March or April agenda.
Ladwig: Can we send the (6) elements currently proposed on to the Coastal Commission for review? Will April be a good month to pass the Community Design element to the Council? Public comments included:
Patti Fleschner – Trinidad Area Resident
Will the city ever be able to operate independently from the Coastal Commission? Support a workshop to have an in-depth discussion of the current General Plan update.
City Planner Trever Parker explained that because Trinidad is entirely in the Coastal Zone, it will always need approval. Once the plans are certified, it can issue their own permits for any project outside the area of deferred certification – specifically the harbor area.
Stockness: Vegetation beautification was a future agenda item frequently on the Planning Commission agenda. It is necessary. East Street tree should be removed. The cherry trees are nice, but they need maintenance. Trinidad should be made more beautiful with vegetation maintenance. Possibly a grant, or a committee to help oversee this. Maybe Anton on his lunch hour could participate J Discussion item only. No decisions were made.
FUTURE AGENDA ITEMS
- Regular General Plan Updates.
- Mid-Year Budget review
- Underground Utilities
- Water Plant Operation update
ADJOURNMENT: 7:30pm.
Submitted by: Approved by:
_____________________________ _____________________________ Gabriel Adams Cheryl Kelly
Trinidad City Clerk Mayor
CONSENT AGENDA ITEM 1
SUPPORTING DOCUMENTATION ATTACHED
1. Staff Activity Report – January 2022
City Manager’s Report February 28, 2023 Meeting
Website:
As a follow-up to action taken at the January Council meeting, we have contracted with Civic Plus to upgrade and host the City’s website. The new website should be available sometime in the Spring.
Stormwater Monitoring Well:
The monitoring well for the Stormwater Project will be installed in the Beach parking area on March 6th beginning in the morning. This will likely take half a day to complete. Due to blows from the Auger Drill, residents and businesses west of Trinity Street will be notified in advance by the contractor to anticipate the noise. Properties closer to the harbor are more likely to be impacted by the sound.
Water Plant:
Turbidity in Luffenholtz Creek has been manageable, and staff has been able to keep up with the water production. The back-up generator has been working well at the plant whenever the power goes out.
Water loss remains low and is manageable. More details are attached.
The City is looking into qualifying for a water rate study to be completed this year.
Measure Z:
The City has applied for Measure Z funding. Funds are being sought for both the Community Ambassador Program and Pacific Coast Security to augment public safety and law enforcement for Trinidad.
Audit:
Marcello and Company has completed the audit for Fiscal Year 2021-2022 and it was a successful audit of the City’s financial records.
TOT:
The last quarter of Tourist Occupancy Tax (TOT) revenue for October-December of 2022 is $28,042. This is above the TOT revenue for October-December of 2021. Effective April 1, 2023, the TOT rate will increase to 12% after Measure P passed in November.
STR’s:
The City has 29 STR licenses that have renewed, I STR license in the PD zone did not renew. The UR zone remains full. 18 STR licenses have been processed and issued. The 24-hour emergency contact list of STR’s was mailed to all city residents per the STR Ordinance.
STAFF REPORT SUPPLEMENTAL
Date: Tuesday, February 28, 2023
Background Info: In light of the drought affecting the State, there has been concern among residents regarding how the City of Trinidad is responding to the Governor’s Order calling on all Californians to do their part by reducing consumption.
Luffenholtz Creek flow readings are presented to the Council on an as-needed basis - during drought events or when requested. November, December, January, and once again February has delivered abundant amounts of rainfall, providing relief from stress-related drought on the watershed. With this in mind, the focus of these reports (during the wet season) will be to share and put into perspective how Trinidad’s water consumption metrics compare to those of recent years.
The amounts represent the total water sold, captured by 324 customer meters, measured in cubic feet (7.48 gallons = 1 cubic foot).
July 2019 282,552 cubic feet
July 2020 275,612
July 2021 251,168
July 2022 198,081
August 2019 307,500
August 2020 273,992
August 2021 269,771
August 2022 227,681
September 2019 238,316
September 2020 302,614
September 2021 227,831
September 2022 216,470
October 2019 188,075
October 2020 230,430
October 2021 203,176
October 2022 180,065 (11.25% System Water Loss)
November 2019 211,649
November 2020 198,813
November 2021 204,438
November 2022 169,144 (24.02% System Water Loss)
December 2019 201,305
December 2020 185,860
December 2021 201,160
December 2022 170,419 (9.91% System Water Loss)
January 2019 151,049
January 2020 199,348
January 2021 161,379
January 2022 189,201
January 2023 154,543 (20.65% System Water Loss)
Water sold in January was less than December, hovering right at the 2022 low set in May (154,634 cubic feet). We will continue to monitor consumption each month and report this information (along with summary trends and analysis) to the Council for review, comparison, and questions at each meeting.
CONSENT AGENDA ITEM 2
SUPPORTING DOCUMENTATION ATTACHED
2. Law Enforcement Report – January 2022
CONSENT AGENDA ITEM 3
SUPPORTING DOCUMENTATION ATTACHED
3. Agreement for Service with SHN to provide assistance with REAP Grant Project, to accelerate the production of housing and meet the sixth cycle of the Regional Housing Needs Assessment.
AGENDA ITEM
Date: February 28, 2023 ________________________________________________________________________ Item: SHN Agreement for Regional Early Action Planning (REAP) Grant The City of Trinidad was awarded a suballocation of $24,024 from the County’s Regional Early Action Planning (REAP) Grant for planning activities that will accelerate housing production and facilitate compliance in implementing the sixth cycle of the Regional Housing Needs Allocation. The Council passed Resolution 2022-12 in July 2022 authorizing staff to submit an application for the REAP funding.
Staff requested a scope of services agreement from City Planner Trever Parker to complete the planning activities under this grant:
1) The Development Permit Application Improvements project will update and integrate the City’s development permit application forms, create instruction sheets and answers to frequently asked questions, update the City’s website with the new forms and information, and provide training to staff on the new forms and integrated permit procedures. The application improvements will help streamline the permitting process for housing projects and provide additional clarity for applicants, residents, and City staff as to the permitting requirements and process for development in the City of Trinidad. 2) The Preliminary Annexation Study project will develop a preliminary Plan for Services in preparation for potential annexation of a small residential area adjacent to the City; the project will also include public outreach. The Preliminary Annexation Study project will review service demand and capacity and development potential of the annexation area in anticipation of potential annexation of residential properties into the City, thereby increasing the allowable density and housing potential.
Staff Recommendation:
• Authorize City Manager to sign Agreement with SHN for REAP grant tasks.
Attachments:
• SHN Agreement and scope of work.
SHN Agreement for REAP Grant Page 1 of 2
Agreement for Services between City of Trinidad and SHN For
HCAOG #19-REAP-13916 MOA December 27, 2022
Introduction
This agreement for services (Agreement), dated ____________________, 2023 is between the City of Trinidad (City) and SHN to provide assistance with the REAP Grant Project. The goal of this project is to accelerate the production of housing and meet the sixth cycle of the RHNA. This agreement is based on a prime agreement between the City of Trinidad and SHN/Streamline Planning Consultants dated April 13, 2021 (or any more current agreement that replaces that one). All provisions of the prime agreement apply to this agreement unless noted otherwise in this agreement.
TERMS AND CONDITIONS
In addition to the terms and conditions outlined herein, the terms and conditions of this agreement shall be in accord with and encompass those terms and conditions set forth in the HCAOG MOU, attached hereto as Exhibit A.
SCOPE OF WORK, SCHEDULE AND DELIVERABLES
SHN will complete tasks in accordance with the funding application attached hereto as Exhibit B, as may be amended by the granting agency.
Grant Project Tasks are as follows:
Task 1 Permit Application Improvements
Begin 01/01/2023; End 12/31/2023
Task 1 Deliverables
1.1 Revise application forms
1.2 Develop application/permitting instructions and FAQ
1.3 Revise website to include new application forms and instructions
1.4 Train staff on new forms and procedures
Task 2: Annexation Study
Begin 05/01/23; End 02/28/24
Task 2 Deliverables
2.1 Preliminary Plan for Services
2.2 Public Outreach
Compensation
SHN will complete this scope of services on a time and materials basis. SHN will work with the City to provide the above defined tasks within the budget available to the extent possible; the City will supplement the budget as needed to meet grant and other legal requirements. SHN invoices will be submitted quarterly and are due and payable by the City within 21 days after the City is reimbursed by the State. Total compensation to SHN for this project is not to exceed $18,000. The final invoice must be SHN Agreement for REAP Grant Page 2 of 2
received on or before May 31, 2024. Actual costs for each task estimated below may vary. The SHN budget is broken down as follows:
Task Description Completion
Date
Fee
Task 1 Permit Application Improvements 12/31/2023 $11,000 Task 2 Annexation Study 02/28/2024 $7,000
Total: $18,000
SCHEDULE
Agreement date: 02/28/2023 Work Completion Date: 03/31/24 Agreed
____________________________ ___________ _______________________________ _______ Eli Naffah Date Bob Brown Date
Trinidad City Manager SHN Engineering
City of Trinidad Account Tracking Number: 217 HCAOG REAP Grant DISCUSSION AGENDA ITEM 1
SUPPORTING DOCUMENTATION ATTACHED
1. Presentation from Tobacco-Free North Coast regarding Tobacco Retail License Policy.
Workspace Webmail :: Print 2/26/23, 9:19 AM
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Subject: FW: Materials for Tobacco Retail License Presentation From: "[email protected]" <[email protected]> Date: Wed, Feb 22, 2023 2:16 pm
To: "[email protected]" <[email protected]> Attach: TRL Report Trinidad.pdf
Tobacco Retail License Policy Options.pdf
Trinidad Trash Flyer 2-28-23.pdf
Product Placement and Ads Increase Youth Tobacco and Nicotine Use.pdf TRL Enforcement.pdf
Copyright © 2003-2023. All rights reserved.
For Agenda item 1
Thanks,
Eli
Eli Naffah
City Manager
City of Trinidad
707-677-3876
From: Tobacco-Free North Coast <[email protected]>
Date: Tuesday, February 21, 2023 at 3:00 PM
To: [email protected] <[email protected]> Subject: Materials for Tobacco Retail License Presentation Hi Eli,
Please find attached several materials for the February 28 Council Packet. Assuming we are still on the agenda, our 10-15 minute presentation will highlight the information in the more detailed documents attached. Feel free to contact me with any questions or comments. --
Jay McCubbrey, PhD.
Project Director
Tobacco-Free North Coast
P.O. Box 7340
Eureka, CA 95502
707-951-6715
[email protected]
Tobacco-Free North Coast
Educational Presentation About a Tobacco Retail License Policy Summary
This presentation is being provided to discuss developing a consistent regulatory framework throughout Humboldt County to enforce state and local tobacco sales laws.
We request direction from the City Council for staff to work with our projects to draft a Tobacco Retail License policy for formal consideration.
Background
The use of commercial tobacco products remains the leading cause of preventable death in the United States. Adult smoking rates have declined; however, the use of electronic smoking devices (vaping) has increased among youth nationally and in Humboldt County. Most electronic smoking products contain high amounts of addictive and dangerous nicotine, among many other chemicals.
The primary reason youth start to smoke electronic cigarettes is the attractiveness of their many flavors. To address the youth vaping epidemic, the California Legislature adopted, and Governor Newsom signed into law SB-793 in 2020, which eliminated the sale of flavored tobacco. Major tobacco companies filed a referendum that blocked implementation of the law, pending a vote on Proposition-31 this past November 2022.
If the proposition failed, the sale of flavored tobacco would continue. Most California voters supported Proposition-31, and SB-793 now ends the sale of most flavored tobacco, except for a few flavored tobacco products that are sold in adult-only environments.
SB-793 does not establish mechanisms to enforce state tobacco laws or provide resources to local governments to do so. State and local tobacco purchase surveys have shown high rates of illegal tobacco sales to young adults under 21 and increased availability of flavored and non-flavored tobacco products in Humboldt County. There is currently no local regulatory oversight of tobacco sales in Humboldt County.
Tobacco Retail Licensing (TRL) is a revenue-neutral way that local jurisdictions establish a structure to enforce federal, state, and local tobacco laws. A TRL policy is considered a public health best practice. It is recommended by the Centers for Disease Control and Prevention and the California Department of Public Health to decrease youth access to tobacco, reduce youth initiation to tobacco, and prevent addiction to nicotine.
In August 2022, the Humboldt County Department of Public Health presented an outline of a Tobacco Retail License policy to the Humboldt County Board of Supervisors for an initial discussion. The Board unanimously approved moving forward and requested that other jurisdictions in Humboldt County be included in the discussion to create a consistent regulatory framework throughout the county.
Model Tobacco Retail License Policy
The Public Health Law Center created a model policy, which has served as a foundation for many of the 133 local tobacco retail policies adopted in California as of July 2022.
The main elements of a model TRL policy are: 1) All existing tobacco product retailers must obtain a nontransferable license, 2) Violation of federal, state, or local tobacco laws is a violation of the local TRL, and 3) Pay an annual licensing fee that fully covers all program costs, including administration and enforcement. Many options are available in the model policy, which provides more comprehensive youth protections for communities to consider.
Local tobacco-control leaders have reviewed the model policy in detail and selected several components considered most practical for local jurisdictions at this time. The selection of policy options is based on the current state of local regulations, local capacity to implement and enforce new policies, policy implementation technical assistance available, and the potential for improving the community's health.
A tobacco retail license policy could establish the following policy provisions (see attached Tobacco Retail License Policy Options for more detail):
• Prohibit the sale of all flavored tobacco products (closes the statewide flavored product ban loopholes for ease of enforcement).
• Prohibit the issuance of a new license to stores near schools and youth centers. • Prohibit the issuance of a license to stores that contain a pharmacy. • Prohibit a new license to stores close to other tobacco retailers. • Cap the total number of allowable tobacco retailers.
• Prohibit tobacco advertising and product placement in kid-friendly locations.
Fees and Enforcement
Local Tobacco Retail License fees are just high enough to support and sustain local administration and enforcement. The average TRL fee in California was $344 per year, ranging from $10 to $1,500, with $475 being the most common fee. The Public Health Law Center has a TRL fee calculator to assist communities in selecting a reasonable fee for the number of retailers in their jurisdiction. Currently, Trinidad has 2 tobacco retailers.
The model TRL policy provides options for each community to determine the best enforcement procedure. Typically, local law or code enforcement monitor a local TRL.
At this time, local grant-funded projects (Tobacco-Free North Coast, NorCal for Health, and Communities Addressing Nicotine) are available to provide merchant education and technical assistance to implement TRL, conduct merchant and community policy education, and perform TRL compliance audits. These TA providers can also collaborate with local law enforcement to conduct young adult tobacco purchase surveys as needed to evaluate the TRL policy’s objective of reducing illegal tobacco sales.
Attachments:
• How Tobacco Retail License Reduce Youth Tobacco & Nicotine Use • Tobacco Retail License Policy Options
• Product Placement & Ads Increase Youth Nicotine Use
• Tobacco Retail License Enforcement & Statewide Enforcement Model Policy with Annotations can be found here:
https://www.publichealthlawcenter.org/sites/default/files/resources/Comp-TobaccoRetailer-License.pdf Visit the page below to watch “North Coast Youth Perspective on Vaping” https://norcal4health.org/local-voices-video-series
Your Presenters:
Jay McCubbrey
Tobacco-Free North Coast 707-951-6715 [email protected] Amber Weir
NorCal 4 Health 707-951-7317 [email protected] Jay Macedo
Communities Addressing Nicotine
916-267-7071 [email protected]
Tobacco Retail License Policy Options
Trinidad, CA
The Basics (Core elements of policy)
• All tobacco product retailers must obtain a nontransferable License. • Pay an annual licensing fee that fully covers all program costs, including administration and enforcement.
• Licensing program will be administered by (eg, who issues the license?):
• Licensing program will be enforced by _____ but also enforceable by any agency. • Youth decoy operations will be conducted by (if different from enforcement agency):
• Each violation results in a suspension of the privilege to sell tobacco products and paraphernalia for (30) days for a 1st licensing violation; (90) days for a 2nd violation; (365) days for a 3rd violation; and revocation of the privilege for a 4th violation. • Number of years past violations will be tracked (minimum of 5 years):
• Number of mandatory inspections is (eg, times each store is checked per year): 1 • The hearing process will be an administrative process (attorneys and court system need not be involved).
Additional Recommended Options (with brief explanation). • Prohibit the sale of all flavored tobacco products. This would allow for local enforcement of the statewide ban on flavored tobacco.
• No new licenses near schools and youth-populated areas (1000’). This radius basically covers the Town based on the location of the school. If existing retailers lose their initially granted license no new license would be issued. • Restrict placement of tobacco products and advertising in kid-friendly locations. Set a minimum distance between tobacco advertising visible from youthoriented facilities (1000’), and advertising and tobacco products within the store (5’) in proximity to kid-friendly products such as candy, chips, sodas, etc. • New tobacco retailers must be located a specified minimum distance from existing retailers. This prevents inequitable concentration of unhealthy options. • No license for a business that contains a pharmacy. Corporate pharmacies (such as Walgreens and Rite-Aid) are now used to this and will comply without argument. There are currently no independent pharmacies in Humboldt County that sell tobacco.
• Number of new licenses is limited based on population. State Alcoholic Beverage Control (ABC) recommends 1 retailer for every 2,500 people. The statewide rate is 2. Trinidad has 15.5. This can be reduced over time with this provision in place along with those listed above.
Here is a useful GIS developed by Stanford University to explore. https://cthat.org/ TRL policies empower local communities to control where, how and when tobacco products are sold. The policies create a level playing field for all tobacco retailers and help assure that local merchants operate in a fair and law-abiding marketplace.
The model TRL policy provides options for each community to determine the best enforcement procedure.
This is often done by designating local public health, environmental health or code enforcement departments with primary jurisdiction over monitoring and enforcement through administrative procedures.
Local law enforcement often collaborates in regular young adult purchase surveys.
Local Tobacco Retail License fees are just high enough to support and sustain local administration and enforcement of underage sales laws. According to the most recent report from American Nonsmokers’ Rights Foundation, the average TRL fee in California was $344 per year (some include additional initial application fees). Annual fees range from as low as $10 to $1,500, with $475 being the most common fee.
Fees can be adjusted as needed. A simple tool is available to determine an appropriate fee for each jurisdiction: (https://www.publichealthlawcenter.org/resources/tobacco-retail-licensing-calculator) Without TRL, there is no local funding available to law enforcement, other than temporary grant-based funding through the California Department of Justice. Rural and remote locations such as those on the North Coast receive little support from federal and state agencies.
Environmental Health could add a check-list for monitoring tobacco products sales and other possible restrictions such as price promotion or product display restrictions, to include in their annual inspections.
Regular young adult purchase surveys could be conducted by local health departments or law enforcement with results provided to public health for administrative action when needed.
The new TRL requirement could be issued through a regular business license procedure.
Without local engagement, there is no reliable way to monitor and/or fund enforcement of illegal tobacco sales.
A typical path could include the following:
Tobacco Retail License Policy:
Enforcement
1 2
License ($265) application and renewed annually ($265).
All tobacco retail locations must have a separate license.
Sellers match the name, address, and date of birth of the customer to a database of individuals verified to be 21 or older.
If the purchaser’s age cannot be determined through the database, the customer must submit a valid form of identification.
All purchases must be made by personal check or credit card.
The seller calls all purchasers to confirm their orders prior to shipment.
ID Check Requirement: STAKE Act 4
SB 39 added regulations designed to ensure that people under the age of 21 cannot purchase any tobacco/vape product online. It requires that:
Summary of State Tobacco Enforcement Efforts
California law applies to retailers and wholesalers of tobacco products. It is aimed at curbing the influx and availability of non-taxed (smuggled) tobacco products. Many of the provisions do not apply to vaping products.
For tobacco retailers, the state requires:
The Investigations Division of the California Department of Tax and Fee Administration (CDTFA) provides enforcement of the California Cigarette and Tobacco Products Licensing Act of 2003 (CTPLA) and the Cigarette and Tobacco Products Tax Law. Enforcement is aimed at tax evasion cases.
Underage sales laws may be enforced by local or state law enforcement, or the state Attorney’s General.
The STAKE Act authorizes a $200 civil penalty for the first violation and a $500 civil penalty for each subsequent violation. There are no additional fees to retailers under the Stop Tobacco Access to Kids Enforcement Act (STAKE ACT).
The STAKE Act provisions are enforced by Peace Officers with the California Food and Drug Branch.
The nearest office to the north coast is in Santa Rosa. Sporadic enforcement is usually limited to retail locations that get public complaints about selling to kids (1-800-5-ASK-4-ID).
Funded Through Proposition 56: The California Healthcare, Research and Prevention Tax Act of 2016 3 Online Product Sales: SB 39 5
Public Health Law Center. (2020). California Comprehensive Tobacco Retail Licensing Ordinance. https://www.publichealthlawcenter.org/resources/california-comprehensive-tobacco-retailer-licensingordinance-2020 American Nonsmokers' Rights Foundation Policy Evaluation Tracking System. "California Municipalities with a Tobacco Retailer License & Fees." July 2022. https://www.tobaccofreenorthcoast.org/trl-tobaccoretailer-licensing https://leginfo.legislature.ca.gov/faces/codes_displayexpandedbranch.xhtml?tocCode=BPC&division=8.6.&title=&part=&chapter=&article. Accessed 7 Oct. 2022. (N.d.). Retrieved October 12, 2022, from https://www.cdph.ca.gov/Programs/CEH/DFDCS/Pages/FDBPrograms/STAKEProgram.aspx (N.d.). Retrieved October 12, 2022, from https://www.cdph.ca.gov/Programs/CCDPHP/DCDIC/CTCB/CDPH%20Document%20Library/Policy/RetailStrategies/SB39.pdf
1. 2.
3. 4.
5. 707-268-2132
[email protected]
THE
TOBACCO
WASTE
PROBLEM
TOBACCO TRASH
IMPACTS HEALTH
Cigarette butts, vape pens and packaging
trash leach nicotine and chemicals from
flavors into the soil and waterways they're
near. (northcoaststormwatercoalition.org)
NICOTINE
Nicotine isn't harmless, it's an "acute
hazardous waste" chemical. (fda.gov) This
trash harms children, pets and wildlife.
MICROPLASTICS
When cigarette butts and filters degrade,
they don't disappear. They degrade into
small pieces of plastic called microplastic.
These have now been found inside
humans — in blood, organs and waste.
These can lead to a multitude of health
issues including cancer or chronic disease.
(UNDO.org)
Cigarettes are the #1 most
littered item on Earth.
(UNDO.org)
WHAT CAN WE DO?
Look into public health best
practices such as tobacco
retail licensing to regain local
control of tobacco sales.
During a trash survey on Feb. 15, 2023, in
Trinidad, more than 230 butts and 15 pieces of
tobacco packaging waste were collected in just
2.5 hours, in the off season and after storms in
the area most likely washed a lot of debris away.
1 - The Association between Point-of-Sale Advertising Bans and Youth Experimental Smoking: Findings from the Global Youth Tobacco Survey (GYTS).
DECEMBER, 2015. AIMS Public Health, 2 (4): 832-843 DOI: 10.3934/publichealth.2015.4.832 © 2021. California Department of Public Health. Funded under contract #20-10376 Reduce Youth Tobacco and Nicotine Use:
Product Placement and Advertising
POINT OF SALE ADVERTISING BANS ARE ASSOCIATED WITH
LESS EXPERIMENTAL SMOKING AMONG YOUTH
1 WH AT WE
K N OW
AC T I O N S C O M M U N I T I E S CA N TAKE
YOUTH ARE MORE LIKELY TO BE
INFLUENCED BY ADS THAN BY
PEER PRESSURE
EXPOSURE TO MARKETING MORE
THAN DOUBLES THE ODDS THAT
KIDS WILL USE TOBACCO
90% OF SMOKERS TODAY
STARTED BEFORE THEY WERE 18
YOUTH ARE 3 TIMES MORE
SENSITIVE TO TOBACCO ADS
THAN ADULTS
T O BAC C O C O M PA N I E S K N OW. . .
1 RESTRICT placement of tobacco/vape
advertising, displays and products within
a certain distance of youth-oriented
merchandise (candy, soda, snacks, etc.).
LIMIT storefront advertising
to no more than 10% coverage
of doors and windows.
L O CAL T O BAC C O C O N TR O L PR O J E C T S CA N H E L P For assistance and more
information visit:
www.NorCal4Health.org
Facebook: NorCal 4 Health
Provide model policy language.
Offer free legal resources and technical assistance.
Help draft retail licensing policy specific to the needs of local communities.
Provide opportunities for community collaboration
and action through local coalitions.
DISCUSSION AGENDA ITEM 2
SUPPORTING DOCUMENTATION ATTACHED
2. Discussion/Decision regarding 2022 State Transportation Improvement Program (STIP) – Trinity Street Pavement Rehabilitation Project.
AGENDA ITEM
Date: February 28, 2023 ________________________________________________________________________ Item: 2022 State Transportation Improvement Program (STIP) – Trinity Street Rehabilitation
In December 2021, the City was awarded $272,000 in State Transportation Improvement Program (STIP) funds for the rehabilitation of pavement on Trinity Street. The funding and oversight of the project will be administered by Caltrans.
The Project consists of pavement rehabilitation of the entire length (930 ft ±) of Trinity Street, including the replacement of asphalt concrete surfacing (i.e. digouts), edge and conform griding, HMA overlay, and thermoplastic pavement striping and markings.
The project programing is as follows:
Project Phase Programmed
Amount
Programmed
Fiscal Year
Project Approvals & Environmental Document (PA&ED) $17,000 22/23 Plans, Specifications and Estimate (PS&E) $19,000 22/23 Construction (CON) $236,000 23/24
Total $272,000
The PA&ED phase funding ($17,000) was allocated by the California Transportation Commission at their December 8, 2022 meeting.
In order to initiate the Project, staff is recommending the Council authorize a contract with City Engineer GHD, Inc. to support all phases of the project. Project costs for services provided by GHD will be reimbursed by Caltrans. In accordance with Caltrans required consultant selection process, this scope of service is a “task order” under the existing Contract City Engineer agreement with GHD.
Staff Recommendation:
Authorize City Manager to execute a task order with GHD Inc. to complete the environmental, engineering, and construction management services for the City of Trinidad’s 2022 STIP – Trinity Street Rehabilitation Project.
Alternative to staff resolution:
Attachments:
• GHD Proposal/Scope for the City of Trinidad’s 2022 STIP – Trinity Street Rehabilitation Project
GHD
718 Third Street Eureka California 95501 USA
T707 443 8326 F 707 444 8330 W www.ghd.com
Proposal
for
Professional Engineering Services
2022 STIP Trinidad – Trinity Street Rehabilitation Project City of Trinidad
February 17, 2023
Introduction
The Trinity Street Rehabilitation Project consists of pavement rehabilitation of the entire length (930 ft ±) of Trinity Street in Trinidad, CA. The project is limited to the replacement of asphalt concrete surfacing (i.e. digouts), edge and conform griding, HMA overlay, and thermoplastic pavement striping and markings.
The project is funded through the State Transportation Improvement Program (STIP) ($272,000), using State-only funding. The funding and oversight of the project will be administered by Caltrans.
The City has requested a proposal from GHD to provide environmental, engineering and construction management services related to the project. The following describes GHD proposed scope of services.
Scope of Services
Based on our understanding of the project, GHD has developed the following scope of services for the project, which will include:
Task 1 – Project Approvals & Environmental Document (PA&ED) Task 2 – Plans, Specifications & Estimates (PS&E)
Task 3 – Construction Engineering (CE)
Task 1 – Project Approvals & Environmental Document (PA&ED) PA&ED Management, Meetings and Coordination
This project will require regular communication and close coordination with team members, the City, and other project partners including stakeholders and the general public. This task includes monitoring the project progress on a regular basis, providing updates to the City in the form of emails, memorandums, and presentations, managing project budgets and schedules, assisting the City in coordinating with the various stakeholders, and coordinating and performing quality control reviews.
As part of the ongoing project management process, GHD anticipates participating in regular meetings or conference calls with the City and other stakeholders to provide updates on project status, review projects designs and issues, and receive input and direction.
As part of this task, GHD will coordinate and attend an initial project kick-off meeting, in Trinidad, with City and Caltrans (if desired) staff. If desired by the City, GHD will extend the kick-off meeting to include a formal Field Review with Caltrans representatives.
Base Mapping and Preliminary Design
GHD will create overall base maps of the project extents using the existing high-resolution aerial imagery and/or base mapping developed for other previous projects in the vicinity of work.
GHD will produce conceptual design plans that will establish the scale, relationship, and orientation of the proposed improvements within the project area. The primary objective of this task is to accurately locate Trinidad 2022 STIP Scope 2.15.23.docx 2
the proposed improvements and identify any potential impacts which may affect the CEQA documentation, permits, right-of-way or the final design.
The preliminary design plans will be developed on 22” x 34” sheets that allow scaled reduction to 11” x 17” sheets. The project will be designed using English Standard units in AutoCAD at an appropriate scale utilizing AutoCAD standards, including project folder structures, layer names, line styles and font resources, color tables, etc. The preliminary design plans are expected to include:
• Typical Cross Sections
• Layout Sheets
• Other sheets we deem necessary to convey the design intent CEQA NOE & Coastal Development Permit Assistance
The project is subject to the California Environmental Quality Act (CEQA). The project potentially meets the definition for a CEQA Class 1 Categorical Exemption (§15301.1(c)) which allows for minor alterations, repairs and permitting of existing highways, streets, sidewalks, gutters and bicycle/ pedestrian trails involving negligible or no expansion of use. GHD will develop a brief project description and prepare a Notice of Exemption (NOE) for CEQA. In addition, GHD will file the NOE with the Humboldt County Recorder.
The City of Trinidad has permitting authority within the project area based on land use and zoning regulations. The Project is also located within the coastal zone’s primary jurisdiction of the City of Trinidad and within the appeal zone to the California Coastal Commission (CCC). If a Coastal Development Permit (CDP) is determined to be required by the City Planner, then GHD will assist the City Planner with the preparation of a City of Trinidad CDP application. An alternatives analysis is not anticipated to be required for the CDP. It is our understanding that the City Planner will coordinate necessary approvals through the Trinidad Planning Commission.
Task 1 Deliverables:
• Meeting notes
• Preliminary design plans and exhibits
• Project description and draft NOE
• Draft CDP application (if required)
Task 2 – Plans, Specifications & Estimates (PS&E)
The primary objective of the PS&E phase is to develop a set of plans and specifications suitable for bidding and construction.
PS&E Project Management, Meetings and Coordination
The PS&E phase will require regular communication and close coordination with team members, the City, and other project stakeholders. This task also includes reviewing the project status on a regular basis, providing progress updates to the City, managing project budgets and schedules, assisting the City in coordinating with the various agencies involved, and coordinating and performing quality control and quality assurance reviews.
As part of the ongoing project coordination, management process, GHD anticipates participating in regular meetings (or conference calls) with the City and other stakeholders to provide updates on project status, review projects designs and issues, and receive input and direction.
Trinidad 2022 STIP Scope 2.15.23.docx 3
GHD will also be available to attend a City Council meeting during the PS&E phase to present the project, if requested.
Final Design
The primary objective of the design will be to develop a set of plans and specifications suitable for bidding and construction. The GHD Team will continue the design process from the preliminary level to prepare a set of final design documents suitable for construction. The plans, specifications, and estimates will be prepared based on the standards of practice in the industry and will include sufficient detail to allow for review by the City.
The Construction plans, specifications and estimate will make up the design set and will be submitted to the City for review at 90% and 100% completion stages. The City will have the opportunity to comment on the 90% design.
Construction Plans
The Construction Plans will be developed on 22” x 34” sheets that allow scaled reduction to 11” x 17” sheets. The project will be designed using English Standard units in AutoCAD at an appropriate scale utilizing AutoCAD standards, including project folder structures, layer names, line styles and font resources, color tables, etc. All plans will be stamped and signed by a professional engineer and will be used as part of the construction documents. Construction plans are expected to include:
• Title Sheet
• Typical Cross Sections
• Layout Plans
• Striping Plans
• Construction Details, and
• other sheets we deem necessary to convey the design intent Technical Specifications
GHD will prepare technical specifications consisting of Special Provisions to amend and supplement the State of California Department of Transportation Standard Specifications (2022). Technical Specifications for this project will include information specific to the project and work items, such as order of work, testing and quality control, asphalt concrete, thermoplastic paving markings, etc.
Construction Estimates
The engineer’s opinion of probable construction costs will be prepared using standard engineering estimate procedures for each design submittal. The opinion of cost will include the anticipated cost for the items of work included with the project based on bid results from previous projects or published unit costs available from Caltrans. Actual construction costs will vary and the low bidder may be higher than the Opinion of Probably Construction Cost due to availability of labor, equipment, materials, market conditions, or other factors.
Bidding Package
GHD will develop the bidding package which we anticipate will include the following: advertisement for bid, bid schedule, bidding requirements, contract forms, special contract requirements, general conditions, state requirements (Non-Lobbying Certification, prevailing wage, etc.), technical specifications, and construction plans. Given that there is a fixed budget, the project will likely be structured with a base bid and additive bid alternates.
Trinidad 2022 STIP Scope 2.15.23.docx 4
Task 2 Deliverables:
• 90% PS&E Submittal: Plans, Specifications, and Estimates • 100% PS&E Submittal: Plans, Specifications, and Estimates • Final bidding package
GHD will provide one (1) electronic PDF and up to ten (10) hard copies for each of the above documents.
Task 3 – Construction Engineering (CE)
GHD will provide construction engineering services throughout the construction of the project. Services to be provided would include:
• Bidding Assistance
• Pre-Construction Assistance
• Construction Management
• On-Site Construction Observation
• Project Closeout
Bidding Assistance
Bidding assistance by GHD will include the following:
• Print and distribute plans and specifications to contractors at cost (no cost to builders exchange or City)
• Respond to contractor questions
• Issue Addenda during bidding
• Organize and conduct a public bid opening
• Prepare a bid summary and review contractor bids
• Work with selected contractor on obtaining and verifying bonds and insurance • Work with City with preparing the contract documents for approval o Notice of Award
o Contract/Agreement
o Notice to Proceed
Pre-Construction Assistance
Following the award of the project, but prior to the start of construction, GHD will provide the following preconstruction services:
• Review contractor’s initial construction schedule for adherence to project requirements and ease of monitoring progress.
• Review contractor’s preliminary traffic control plan. • Review public noticing requirements and schedule with contractor. • Prepare and distribute the pre-construction meeting agenda, conduct meeting, compile meeting minutes and a task list, and distribute to the project team.
Construction Management
GHD’s Resident Engineer will coordinate communication between the Contractor, City, Caltrans, utility companies and other parties throughout the course of the project’s construction. Many of the items below will involve the input and feedback of the City and others.
Trinidad 2022 STIP Scope 2.15.23.docx 5
• Coordinate Materials Testing and Contract Administration requirements through the course of the project;
• Record working days, non-working days, weather related days, and issue weekly statement of working days;
• Review Contractor monthly payment requests, review differences in payment quantities with contractor, and prepare and submit recommendations of payment requests to City; • Maintain project records and files as needed for general compliance with Caltrans requirements; • Attend project meetings and prepare agenda, and document meeting minutes (as deemed necessary);
• Coordinate and manage Submittal reviews and maintain tracking logs; • Review and respond to Contractor submittals;
• Monitor the Contractor’s construction schedule and progress for adherence to project schedule, coordinate with the Contractor on planned activities, notify Contractor, City and Caltrans of any schedule issues identified, review schedule revisions and negotiate time extensions if necessary; • Manage Contractor correspondence including Request for Information (RFIs) and Contract Change Order (CCOs);
• Submit copy of CCO memorandum and CCOs to the City and Caltrans. • Attend on-site meetings to address construction issues, prepare agenda and meeting minutes.
On-site Construction Observation
GHD will provide the following onsite construction observation services:
• Provide regular part-time on-site construction observation to review Contractor general conformance with the project plans and specifications (up to 80 hours budgeted). • Prepare observation reports including digital photo logs of progress. • Maintain a set of red line plans depicting changes noted by the construction observer. • Collect and maintain material tags and testing tags/reports. • Review traffic control and Contractor daily activities. • Review Contractor’s water pollution control BMPs.
• Perform on-site employee interviews to review job classifications and wages paid. • Collect and maintain material tags and testing tags/reports. • Review Certificates of Compliance.
• Reject or recommend deductions for materials not meeting the project requirements.
Project Closeout
Final documentation by GHD will include the following items:
• Project photo log
• Submittals
• Inspection and observation reports
• Materials testing and inspection records and final reports • Labor compliance interview records
Trinidad 2022 STIP Scope 2.15.23.docx 6
Following final acceptance of the project by the City and Caltrans, GHD will assist the City with the preparation of a Notice of Completion (NOC) for approval by City and submittal to Humboldt County for Recording.
Task 3 Deliverables:
• All deliverables listed in the above task will be provided as electronic PDFs unless otherwise requested by the City.
GENERAL EXCLUSIONS AND ASSUMPTIONS
This scope of services is based on the tasks described above which are anticipated for the project. The City may need additional services during the process of the project due to increased regulatory issues, unusual public interest, and additional issues identified during the project.
This proposal is based on the following assumptions:
• This scope does not include anything not specifically described above; • The project does not have any federal funds and therefore NEPA and NEPA studies are not required;
• The scope assumes that a CEQA Notice of Exemption will be appropriate and that the City will process a CDP, if required;
• The scope does not include any geotechnical investigations, pavement or material testing, construction staking;
• Temporary (e.g. TCE’s or PTEC) or permanent right-of-way will be not required; • The scope of services does not include any applications, permits, or related fees (i.e. utility, agency, regulatory, encroachment);
• Utility relocations will not be required;
• A DSA access compliance review is not required;
• A stormwater pollution prevention plan (SWPPP) is not required; • The City will be responsible for preparing required Caltrans documentation, including but not limited to funding allocation requests; and
• The scope of services does not include any design changes following the completion of the final bid package; and
COMPENSATION
GHD will provide the services outline in the above scope on a time and materials basis, not to exceed the task fees shown in the following table. Method of payment to be Specific Rates of Compensation in accordance to Caltrans Local Assistance Procedures Manual. The services required to complete the project may be different than those identified in the tasks above and will depend on the involvement and requests by the City, other agencies, as well as actual field conditions, contractor characteristics and other factors.
Task Description Fee
1 Project Approvals & Environmental Document (PA&ED) $ 16,406 2 Plans, Specifications & Estimates (PS&E) $ 18,344
3 Construction Engineering (CE) $ 29,918
Total $ 64,668
Project: 2022 STIP - Trinity Street Rehabilitation Project Date: 2/17/23
Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Contract Approved
Task 1 – Project Approvals & Environmental Document (PA&ED) Project Management, Meetings and Coordination
Base Mapping and Prelminary Design
CEQA NOE & Coastal Development Permit Assistance
Task 2 – Plans, Specifications & Estimates (PS&E)
PS&E Project Management, Meetings and Coordination
Final Design (90% & 100%) 90 100
Task 3 – Construction Engineering (CE)
Bidding Assistance
Pre-Construction Assistance
Construction Management
On-Site Construction Observation
Project Closeout
The exact dates for the timeline will depend on the turnaround time on reviews by the City, Caltrans, and other agencies.
Project Schedule
Task Description
2023 2024
PROJECT NAME: 2022 STIP - Trinity Street Rehabilitation Project Updated: 2/17/23
Proj. Dir. Proj. Mngr. Proj. Engr. Enviro Admin PW Inspector Classification--> Sr. Engineer IV Sr. Engineer I Prj. Engineer II Sr. Scientist I Admin Support II Con. Inspect.
Task Rate--> $243.22 $153.47 $143.24 $164.11 $72.45 $173.29 Task 1 – Project Approvals & Environmental Document (PA&ED) 4 16 4 4 4 $4,947.60 $4,947.60
2 12 30 2 $6,770.18 $6,770.18
2 7 3 16 1 $4,688.66 $4,688.66
8 35 37 20 7 0
$1,945.76 $5,371.45 $5,299.88 $3,282.20 $507.15 $0.00 $16,406.44 $0.00 $16,406.44 Task 2 – Plans, Specifications & Estimates (PS&E)
2 8 4 1 $2,359.61 $2,359.61
2 8 36 1 $6,943.29 $6,943.29
2 8 24 1 $5,224.41 $5,224.41
2 14 8 0.5 $3,817.17 $3,817.17
8 38 72 0 3.5 0
$1,945.76 $5,831.86 $10,313.28 $0.00 $253.58 $0.00 $18,344.48 $0.00 $18,344.48 Task 3 – Construction Engineering (CE)
2 8 8 6 $3,294.82 $3,294.82
2 8 8 2 $3,005.02 $3,005.02
2 8 32 2 $6,442.78 $6,442.78
80 $13,863.20 $13,863.20
2 10 8 2 $3,311.96 $3,311.96
8 34 56 0 12 80
$1,945.76 $5,217.98 $8,021.44 $0.00 $869.40 $13,863.20 $29,917.78 $0.00 $29,917.78 24 107 165 20 23 80
$5,837.28 $16,421.29 $23,634.60 $3,282.20 $1,630.13 $13,863.20 $64,668.70 $0.00 $64,668.70 ODC's
TOTAL HOURS
Task 3: Total Cost
COST PROPOSAL
Total GHD
Fees
PA&ED Management, Meetings and Coordination
Totals
Task 3: Total Hours
On-Site Construction Observation (80 hours)
Task 1: Total Hours
Bidding Package
Pre-Construction Assistance
90% PS&E
Bidding Assistance
Project Closeout
Task 1: Total Cost
PS&E Project Management, Meetings and Coordination
Base Mapping and Preliminary Design
Task 2: Total Hours
Task 2: Total Cost
Job Title->
CEQA NOE & Coastal Development Permit Assistance
ODC's
TOTAL FEES
Construction Management
100% PS&E
DISCUSSION AGENDA ITEM 3
SUPPORTING DOCUMENTATION ATTACHED
3. Discussion/Presentation regarding HSIP Project and Traffic Calming Recommendations.
AGENDA ITEM: Traffic Calming
Date: February 28, 2023
________________________________________________________________________ Traffic Calming was mentioned as a future agenda item at a prior City Council meeting. The item was delayed until this meeting because of the presence of Josh Wolf of GHD who has traffic engineering expertise. Josh will help address creative measures to slow down traffic and yet be acceptable to the community.
The Council and public can discuss and ask questions regarding possible ideas and suggestions.
CYCLE 10 HSIP PROJECT
CITY OF TRINIDAD
VISUAL SIMULATIONS
FEBRUARY 7, 2023 EXISTING CONDITIONS - EDWARDS STREET & GALINDO STREET PROPOSED CONDITIONS - EDWARDS STREET & GALINDO STREET 12572181 Trinidad
City of
CYCLE 10 HSIP PROJECT
CITY OF TRINIDAD
VISUAL SIMULATIONS
FEBRUARY 7, 2023 EXISTING CONDITIONS - EDWARDS STREET & HECTOR STREET PROPOSED CONDITIONS - EDWARDS STREET & HECTOR STREET 12572181 Trinidad
City of
DISCUSSION AGENDA ITEM 4
SUPPORTING DOCUMENTATION ATTACHED
4. Discussion/Decision regarding Temporary Closure of Axel Lindgren Memorial Trail and Parker Creek Trail Beach Access to Old Home Beach.
AGENDA ITEM: Axel Lindgren Memorial Trail and Parker
Creek Trail
Date: February 28, 2023
________________________________________________________________________ The Axel Lindgren Memorial Trail and the Parker Creek Trail (beach access portion) are currently closed. This is a temporary emergency closure due to bluff erosion as well as debris from the recent storms that battered the coast. A Coastal Development Permit (CDP) is required within 30 days of closure. The City Engineer and City Planner are working with staff, as well as the California Coastal Commission, the California Coastal Conservancy, the Tsurai Ancestral Society, and the Yurok Tribe. Several meetings have taken place and another meeting is planned before Tuesday’s Council meeting.
This agenda item is to inform the Council and the public as to the status of the closure, and as to possible measures that will be taken to remedy the damage and reopen the trails and beach access.
DISCUSSION AGENDA ITEM 5
SUPPORTING DOCUMENTATION ATTACHED
5. Discussion/Presentation regarding Mid-Year Budget Review.
Checking the mid-year budget pulse is an important process for measuring whether projections made at the beginning of the fiscal year align with reality six-months into the annual cycle. Although much of the city’s revenue doesn’t arrive like clock-work at the end of each month or quarter, the monthly statements provided offer enough detail to steer the city into course corrections, if needed. The Council may choose to increase (or decrease) specific expense funds by making amendments recommended by staff, or simply use this discussion as a benchmark to prepare for changes anticipated as the city approaches the upcoming budget season for 2023-2024.
Included in the packet is the narrative from the June 28, 2022 packet that describes, in words, the challenges and expectations understood at that time to set the rails for 2023. Also included is the mid-year (JuneDecember 2022) financial statements, by fund.
Staff will begin with a quick summary for the new Councilmembers on how the budget works, followed by a quick summary of the recently received 2022 Audited Financial Statements, and then dive into some of the successes, expectations, and misses thus far through 6-8 months of progress.
Supplemental information may be inserted into the online packet before the meeting that will simply serve as additional resources to enrich the discussion. If so, it will be included in the presentation as well.
DISCUSSION/ACTION AGENDA
Date: Tuesday, February 28, 2023
Item: Discussion/Presentation regarding Mid-Year Budget Review Background: Public entities operate on the fiscal year cycle beginning July 01, and ending June 30. April and May signal the beginning of budget preparation season. July 01 is the deadline to adopt a budget spending plan. Periodically through the year it is fiscally responsible for governing boards to do a pulse check on revenues and expenses, and ensure the plan is on track. It makes sense to do this mid-year as it could identify unusual trends and allow time to course-correct as necessary.
The tools we use to develop the framework for the complex financial structure, check and balance it, and measure stress or successes to the system are as follows:
- Annual Budget adopted on or before July 01 each year. - Budget summaries and narratives included in meeting packets during budget preparation. - Detailed financial reports provided by the bookkeeper. - General Ledger (an extended excel spreadsheet detailing every, single transaction, in and out. - Annual Audit.
Included as attachments to this packet is everything but the general ledger and annual audit. The audit will be presented to the Council for acceptance in March.
Budget Overview: The City’s budget consists of individual budgets within the following structure:
General Fund: Administrative, Public Works, Police, & Fire Restricted Funds: Water & Cemetery
Special Revenues: Gas Tax, Transportation (TDA) & COPS
Grants: Grant Funds are a vital source of revenue that helps fund critical infrastructure, and long-range planning.
General Revenue sources include Sales Tax, Occupancy Tax, Fees for Service, Rents and Franchise income, etc. These revenues are unrestricted.
Restricted Revenue is received for Water Service, Cemetery plot sales, Transportation and Gas Tax sources, COPS or Measure Z funding, etc. These revenues are restricted for use as per laws or legislation provided from each source.
The staff report from June 28, 2022 was a benchmark indicating the City’s thought process, using financial reports and forecasting to develop the spending plan for 2022-2023. Some of the highlights from that report included:
- Due to staffing issues experienced during 2021, it was understood that 2023 would be a year to prioritize recruiting and training new staff.
- Monitor under-anticipated revenue sources and economic trends to determine whether dipping into reserves would be necessary as dipping into the general fund reserves of up to $25k was possible. - Anticipate a year-end 2022 spending deficit in the Water Fund of at least $200k, and another $160k or more in 2023 if a permanent staffing solution isn’t implemented.
The required unaudited supplementary Information / Budgetary Comparison for year end June 30, 2022 was eye opening. It shows the variances in each budgeted resource by inflows and outflows. It appears that Sales Tax revenue, once again, significantly exceeded expectations. Property Tax and Occupancy Taxes did as well.
Uncollected fees for building and planning services from previous years were recovered in 2022, but interest income was down significantly.
Regarding expenditures, overall the City underspent in all but General Fund expense categories except Administration. That was primarily due to higher than average legal services. The June 28 budget summary anticipated conservative revenue expectations, and underspending due to staff reductions.
Staffing: A staff organizational chart is included in the packet. It depicts staff titles and structure, based on the positions full-time equivalent (FTE). Currently the City employs approximately 8 people (based on a combination of full-time and part-time employees. Five employees are actual full-time.
The two administrative additions are working toward their second year of service. Public Works recently hired a third maintenance hand, and the Grant Administrator I position has been filled. The new employee will begin in April.
The Water Plant still searching for a permanent T3 Chief Plant Operator, and is currently running of contract staff at the helm, with 2 part-time, temporary employees. The Water Fund is currently under the microscope, operating into a second year of significant reserve spending.
Financial Statements are included in this packet, for all activity covering the period July 01-December 31. An easy scan of the primary funds (Revenue, Administration, Public Works, Fire, and Police) depict spending at or near 50% (midway through the year). With the exception of a few corrections staff will coordinate with the bookkeeper, overall the City is on track for another year in the black.
Concerns: There are two funds currently under the microscope; Water and OWTS (Septic Permit Program).
Both funds are spending significantly more than they’re taking in. The Water Fund, most impressively, followed by the OWTS system which is due for overhauls.
Conclusions: The General Funds are on track. Staffing is adequate and employees are becoming enriched with time served. Programs and services are expanding as planned. Public Works is developing cohesive teamwork. The Fire Department is serving the City, while experiencing some growing pains.
The Water Fund continues to leak oil. Staff is working strategically with the Consultant to improve recruitment efforts while ensuring safe drinking water is being provided to customers. The two part-time, temporary employees are doing a great job holding down the fort while the consultant operates plant controls. Staff is hoping that grassroots recruiting strategies will yield long-term, dedicated prospects in the near-term.
Staff hopes to begin implementing a water rate study before the end of the fiscal year that will help right the ship.
The OWTS permitting program is also spending much more than the permit fees. Septic systems are complicated, and compliance comes at a cost. The Council may wish to direct staff to recommend a feealignment of this program in the near future.
Recommended action: Presentation/Q&A Session only. No decisions anticipated.
DISCUSSION/ACTION AGENDA
Date: Tuesday, June 28, 2022
Item: Discussion/Decision regarding Resolution 2022-11; Adopting the FY2023 City Budget Background: Building up to the regular meeting on June 14, staff reviewed several factors that occurred during FY2022 that made anticipating the FY2023 budget process a challenge. Workforce dynamics, increasing costs, loss of water/public works staff continuity, and revenue fluctuations scrambled an organizational structure that Trinidad has been used to for several decades. Economic changes, environmental pressures, and a heightened awareness of how delicate the Luffenholtz Creek water supply is, force the City to recalibrate it’s approach to providing the core services this community is used to.
The current draft of the 2023 Budget aims to provide transitional stability for the turbulence experienced last year. Staff emphasizes that this is a “working draft” that will need adjustments as the year progresses. It accurately reflects the desires of the community based on priorities set by the Council. The draft includes revenue and expenditure budget worksheets for each of the fund categories; General Fund: Administrative, Public Works, Police, & Fire Restricted Funds: Water & Cemetery
Special Revenues: Gas Tax, Transportation (TDA), & COPS A recap of Fiscal Year ending June 30, 2021, along with projections for Fiscal Year ending June 30, 2022 were presented in summary formats for comparative purposes at prior meetings.
General Fund: It is still unclear how the rising inflation rate will affect Trinidad’s top two revenue sources, sales and occupancy taxes. The City’s conservative approach to spending, coupled with steady revenues from the baseline economy and significant contributions from visitors has helped build the City’s reserves over time. However, the loss of cell tower income beginning in July 2022 will have a notable impact on the City’s revenue profile.
Sales and Occupancy taxes are volatile revenue sources. They are strong when the economy is healthy, but easily disrupted by natural disasters such as wildfires, droughts, pandemics, or human-triggered disasters such as housing or market crashes. It is common for cities that are primarily funded by fragile revenue streams to maintain healthy reserves. Since 2005 Trinidad City leaders have prioritized fiscal stability and responsibility, and the reserves established exemplify that commitment.
The reserves provide short-term insurance to shield the City from sudden changes, to use as matching funds to leverage larger grant funding, and to stabilize the budget in an emergency. Several of the following situations are examples of changes that the City has been anticipating; • Verizon exit of the Cell Facility lease on Trinidad Head. • Reduction of occupancy taxes due to a reduction or pause in STR licenses issued. • Measure Z Funding is unavailable for additional law enforcement coverage • Harbor Area converts to Federal Trust status and loses sales and occupancy taxes it generates. • Cover increasing costs due to State of Federal mandates and regulations • Emergency repairs to fragile infrastructure (coastal bluffs, roads, etc.) • Staffing increases to improve the quality of services provided to the community and balance the impacts that visitors have on the City.
Balanced Budget: The budget presented conservatively projects that the transitional period ahead may require dipping into the reserves while costs to provide general and special revenues are evaluated during this pivotal year. Staff has maintained a budget strategy of keeping revenue expectations modest, and expenditures generous. This practice helps the City to course-correct ahead of changes rather than behind them. The budget summary predicts a slight deficit this year, but there are several revenue sources that have been under-anticipated. If revenue sources exceed expectations, the budget will balance by year-end 2023.
Water Fund: The cost to operate the water treatment plant has risen dramatically in the past 5 years. A simple way to understand why is to separate expenses in two categories, hard and soft costs, and evaluate the trends in each category. Hard costs have been consistent, but soft costs have increased significantly.
Hard costs include general operating expenses such as energy costs to run the plant, in-house licensed personnel, treatment technology, filters, hardware, vehicle and machinery, treatment processes, etc.
Soft costs include technical and engineering staff time required to evaluate demand from a growing community, future planning, drought consulting in response to the changing environment, resiliency effort, and loss of experienced operators.
At year-end June 30, 2021 the water system spent overspent approximately $25,000 more than it earned in water sales revenue. The deficit was anticipated and authorized by the Council due to the Van Wycke temporary water line repair project. Consultant expenses (soft costs) were budgeted that year for creek flow monitoring and drought planning, but overall the fund balance remained in-check due to the steady and reliable hand provided by the Chief Plant Operator, Ryan DeSmet.
At year-end June 30, 2022, the water system is expected to overspend approximately $200,000. Operating costs remained steady until DeSmet resigned in September 2021. Hard costs stayed on target, but soft costs increased significantly. Despite a robust recruitment effort to find DeSmet’s replacement, the City had to hire an outside firm to operate the Plant on an interim basis. It has taken several outside consulting firms (Coleman Engineering and Pacific Watershed Associates) and other resources collectively to replace one inhouse Chief Plant Operator. Additional demand has been placed on GHD, the City Manager, City Clerk, and several other technical consultants to assist in piecing together that position.
At year-end June 30, 2023, the water system is projected to overspend approximately $160,000 as the soft costs during this transition will spill over into the upcoming year. The water fund reserve is structured to withstand the impact – that’s what it’s designed to do. Although the hope is to reduce the need for an outside consultant to operate the Plant and stabilize expenses, the transition to a completely new water treatment staff will take time.
The cost of operating a small water system, maintaining its efficiency, in a very desirable area to live, functioning to provide a precious resource to a community that has emphasized a desire to live “within its means” (or local watershed), will prove to be a challenge for the rate payers. The water system will rely on reserve funds to operate until the rates are adjusted to reflect this new reality, and this budget will authorize staff to put the wheels in motion to begin evaluating a new rate structure. 2023 Budget Goals & Priorities Summary:
1. Utilize reserves established from prior fiscal years, if needed, to support staff transitions.
2. Evaluate and update charges for services to reflect the times (General & Special Funds).
3. Maintain current law enforcement coverage and improve vital government services.
4. Educate and enforce new laws passed to discourage overnight parking, camping, etc.
5. Reclaim Water Plant Operations from licensed, interim consultants.
6. Monitor, educate, and pivot with the challenges faced by the historic drought season ahead.
7. Provide support to the Water Advisory Committee overseeing new grant opportunities received from the Department of Water Resources to improve water system resiliency.
8. Update the Water Rate Structure to reflect the true costs of operating a small water system in high demand.
9. Maintain and invest in public buildings, parks, and property.
10. Support community groups that enrich the community for locals and visitors, as they emerge from pandemic hibernation.
11. Continue promoting an inclusive dialog with Tribal Governments, and finalize the Government to Government policy to facilitate consultation on important topics of mutual concern.
12. Continue grant programs that will help the City satisfy several elements of the General Plan update.
Proposed action:
Field questions from Council, revise budget line items as necessary, and approve Resolution 2022-11; Adopting the FY2023 Budget.
2022-2023 General Fund Summary - Operating Revenue vs. Expenses REVENUE 2023 Budget Actual
General Fund Revenue Projection: $ 731,600 $ - *CIRA grants available as needed Cemetery Plot Purchases $ 15,250 $ -
Humboldt Sanitation Franchise Fees $ 10,000 $ -
TDA Transfer-In for TPW Labor $ 8,700 $ - *Reserve funds available as needed Total Revenue $ 765,550 $ -
EXPENSES
General Fund Admin $ 493,563 $ -
Public Works $ 185,224 $ -
Fire $ 19,350 $ -
Police $ 60,265 $ - *Private security option included
Cemetery $ 22,006 $ -
Waste Management $ 10,000 $ -
Total Expenses $ 790,408 $ -
Balance $ (24,858) $ - *Reserve funds dedicated to cover this Highlights:
General Fund Funds a significant portion of the following positions:
City Manager, City Clerk, Project Manager, Asst. Clerk & Consultants.
Assistant Clerk position to full-time, supporting grant projects as needed.
Includes City Attorney as a fully involved staff member General service level increases with full-time staff.
Continued support of Library, Museum, Land Trust
Continued progress on the General Plan Update
Will require commitment to optimize fees for services to sustain.
Public Safety Contract renewal with HCSO for full-time 24/7 coverage Budget includes discretionary funds for private security Emphasis on enforcement of current laws, plus amended ordinances related to… …overnight parking, and related restrictions.
Public Works Includes several part-time employees.
Concluding Stormwater Phase II Construction - Grant Funded $10,000 set aside for Trail Maintenance projects per Trails Comm.
Funds remain reserved for Civic Club Room Update $10k
Priority to invest in maintenance projects for Town Hall.
Water Fund Anticipates transition from Water Plant operations from Contractor to City control Estimated deficit spending of $161,000.
Budget includes (1) Chief Operator, (2) Part-time T2 Operators.
Includes additional consulting costs to facilitate the transition Rate Analysis (Prop 218) & Continued Water System Consulting Drought Monitoring, Outreach, and Contingency Planning
Technical Support to the Water Advisory Committee
Luffenholtz Creek flow-monitoring.
$25,000 allocated for priority valve replacements
Significant rise in costs due to many factors.
Rate Analysis will be necessary to sustain costs and rebuild reserves.
Streets/Roads Special Revenue Funds (Gas Tax, TDA, RMRA) used as needed.
No special projects budgeted at this time, but funds are available.
TDA Funds in reserve can be transferred to General Fund to offset TPW labor.
Reserve Funding Town Hall Exterior Wash and Trim Paint, and deck repair.
Requiring council approval at a later date Town Hall Window Replacement Project - up to $57,000 paid with reserve funds Grant Projects
Fund Grant Award Grant
213 $ 160,000 SB2 Housing Element Planning Grant
214 $ 65,000 HCD Local Early Action Planning Grant (Promote Housing) 215 $ 200,000 LCP Update Grant 3 Coastal Commission
528 $ 4,833,000 Prop 84 ASBS Storm Water Project Phase 2 (ends 6/30/22) 531 $ 440,000 Prop 68 Trinidad Community Coastal Resilience Planning 532 $ 799,600 HSIP Street Improvements
606 $ 5,079,090 SCDRP Tank & Pipelines
607 $ 2,000,000 MBDRP Intertie
533 $ 170,000 Per Capita max
Rate Adjustments/Optimization 2% Transient Occupancy Tax Increase (from 10% to 12%) Water Rates; (2.5% of $315k: $7,875, or 5% = $15,750)
Cemetery Plots; Rate Analysis/Adjustment (25% estimated increase)… ...to help fund and secure future northern expansion.
Issue unallocated STR Licenses.
OWTS Program Fee Implementation; Initial Fee Increase?
Planning Admin Fee; 10%+ for in-house Staff time cost recovery Building Permit Fee Schedule Update
Bench Policy Implementation; (30) benches at $1k each
Big Picture / Future Planning Cemetery expansion to adjacent lot - Real Estate Purchase 29 Variance with
Final Budget
Actual Positive
Original Final Amounts (Negative)
Resources (Inflows)
Property tax $ 113,525 $ 113,525 $ 130,219 $ 16,694
Sales tax 280,000 280,000 454,855 174,855
140,000 140,000 147,116 7,116
Vehicle license fee 28,500 28,500 36,766 8,266
Building and planning fees 25,000 25,000 58,089 33,089
143,000 143,000 20,000 (123,000)
Rent and franchise fees 50,625 50,625 67,714 17,089
9,600 9,600 7,500
Business licenses and fees 9,700 9,700 8,491 (1,209)
Investment earnings 25,300 25,300 6,792 (18,508)
Other revenue 9,350 9,350 2,457 (6,893)
Transfers in - - - -
Amounts Available for Appropriation 834,600 834,600 939,999 107,499 Charges to Appropriation (Outflows)
General Government:
City administration 504,519 504,519 611,813 (107,294)
Public Safety - police 112,146 112,146 22,441 89,705
Public Safety - fire 19,350 19,350 6,495 12,855
Public works/streets 158,000 158,000 96,925 61,075
Transfers out - - - -
Total Charges to Appropriations 794,015 794,015 737,674 56,341 Excess (Deficit) $ 40,585 $ 40,585 $ 202,325 $ 163,840
Short-term rental fees
Intergovernmental/grants
CITY OF TRINIDAD
Budgetary Comparison Information
Combined General Funds: 201, 301, 302, 401, 501, 803, 804, 805 Year Ended June 30, 2022
Budget Amounts
Required Supplementary Information (unaudited)
Transient occupancy tax
2023 Staff Organization Chart:
City Manager (.75 FTE)
- City Clerk (1.0 FTE)
- Deputy Clerk (1.0 FTE)
- Project Manager/Admin Support (1.0 FTE) Admin: 3.75 FTE - Senior Grant Administrator (1.0 FTE) Grants: 2.0 FTE
o Grant Administrator I (1.0 FTE)*
- Public Works Maintenance I (1.0 FTE)
- Public Works Maintenance II (.75 FTE)
- Public Works Maintenance III (.50 FTE) Public Works: 2.25 FTE - Chief Water Plant Operator (contracted position)
o T2 Water Operations Support (.50 FTE)
o T3 Water Operations Support (.50 FTE) Water: 1.0 FTE