agenda - monday, april 13, 2020

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CITY OF SAN CARLOS

City Council/Successor Agency to the Redevelopment Agency/Housing Authority

Regular Meeting

April 13, 2020 7:00 P.M. CONDUCTED REMOTELY www.cityofsancarlos.org

AGENDA

To adhere to the San Mateo County Health Officer’s March 16, 2020 Shelter-in-Place Order, this City Council Meeting will be held via teleconference. In accordance with Governor Newsom’s Executive Order N-29-20, there will not be a physical location from which the public may attend, however, the public will have access to remotely observe the meeting and address the Council. Agenda: City Council agenda materials may be viewed online at www.sancarlosca.iqm2.com at least 72 hours prior to a regular meeting. Streaming: The meeting will be streamed live on the City’s meeting webportal – www.sancarlosca.iqm2.com and on Comcast Channel 27 and AT&T Uverse Channel 99. Remote Public Comments: Public comments will be received by telephone during the meeting, prior to the close of public comment on an item. Please watch the meeting (see above streaming details) and call 1-669-900-9128 or 1-253-215-8782, Meeting ID: 452 388 965 at the time indicated by the Mayor.

MAYOR: Ronald Collins

COUNCIL: Sara McDowell, Mark Olbert, Laura Parmer-Lohan, Adam Rak

1. CALL TO ORDER

2. PLEDGE OF ALLEGIANCE

3. CHANGES TO THE ORDER OF THE AGENDA

4. PUBLIC COMMENT

Persons wishing to address the City Council on matters NOT on the posted agenda may do so. Each speaker is limited to two minutes. If there are more than five individuals wishing to speak during public comment, the Chair may draw five speaker cards from those submitted to speak during this time, and the balance of the Public Comment speakers will be called upon at the end of the Council Meeting.

http://www.sancarlosca.iqm2.com/

http://www.sancarlosca.iqm2.com/

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If the item you are speaking on is not listed on the agenda, please be advised that the City Council may briefly respond to statements made or questions posed as allowed under The Brown Act (Government Code Section 54954.2). The City Council's general policy is to refer items to staff for attention, or have a matter placed on a future City Council agenda for a more comprehensive action or report and formal public discussion and input at that time.

5. COUNCIL COMMUNICATIONS AND ANNOUNCEMENTS

Council Communications and Announcements are brief items from members of the City Council regarding upcoming events in the community and correspondence that they have received. They are informational in nature and no action will be taken on these items at this meeting.

a. Council Members Report on Subcommittees, Regional Boards, Commissions and Committees.

6. CONSENT CALENDAR

a. Motion to Waive Reading of All Ordinances.

b. Approve Minutes of February 24, 2020 City Council Regular Meeting.

c. Approve Minutes of March 9, 2020 City Council Special Meeting.

d. Approve Minutes of March 9, 2020 City Council Regular Meeting.

e. Adopt a Resolution Approving the List of Proposed Streets Scheduled to be Resurfaced as Part of the Annual Pavement Rehabilitation Project in Fiscal Year 2020-21 Funded by Senate Bill 1, the Road Repair and Accountability Act.

f. Adopt a Resolution Authorizing the Application For, and Receipt of, Funds for the Local Early Action Planning Grant from the State of California Housing and Community Development Department.

g. Adopt a Resolution Authorizing the Establishment of Authorized Agents to Execute Forms for and on Behalf of the City for the Purpose of Obtaining Certain Federal Assistance Under Public Law 93-288 as Amended by the Robert T. Stafford Disaster Relief and Emergency Assistance Act of 1988, And/Or State Financial Assistance Under the California Disaster Assistance Act.

7. AGENDA SETTING

Items listed in this Agenda Setting Section will be considered by the Council for placing

on a future agenda. No action will be taken on these items at this meeting.

a. Consideration of Agendizing the Following COVID-19 Related Topics for Discussion at an Upcoming Council Meeting:

i. Establish a Program of Volunteer Case Workers to Act as Advisors to Community Members Seeking Assistance Programs Available to Them.

ii. Set-Up an Advisory Commission of Citizen Volunteers, Whose Aim Would be to Seek Community Input on How to Address the Longer-Term Consequences of This Outbreak and Developing Policy Recommendations for the Council.

iii. Review Impact on City Revenues.

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iv. Establish an Emergency Relief Fund for the Hardest-Hit Local Businesses and Residents.

v. Establish a Moratorium on Reviewing Major Development Projects to Extend at Least Six Months Past the Lifting of the Governor's State of Emergency.

8. REPORTS TO COUNCIL

Reports to Council are updates on key City projects by City Department Heads and Staff and City Council Subcommittees. They are informational in nature and no action will be taken on these items at this meeting.

a. Receive an Update on the Coronavirus (COVID-19). (Verbal Only)

9. STUDY SESSION

a. Discuss and Direct Staff Concerning a Moratorium on Commercial Evictions.

10. NEW BUSINESS

a. Consideration of Adopting a Resolution Establishing a Tenant Assistance Program, Authorizing the City Manager to Enter into an Agreement Designating Samaritan House as Program Administrator, and Appropriating $112,000 from the Housing Fund to Fund Said Program.

b. Consideration of Adopting a Resolution Appropriating Funds from the City's Unassigned General Fund to the San Mateo County Strong Fund to Assist San Carlos Small Businesses.

c. Consideration of Adopting a Resolution Authorizing the City Manager "Continuing Resolution Authority" Consistent with the Adopted and Amended Fiscal Year (FY) 2019-2020 Annual Operating and Capital Budget Until the Adoption of the FY 2020-2021 Budget for a Period of No Longer Than 90 Days Starting on July 1, 2020.

11. ADDITIONAL COUNCIL COMMUNICATIONS AND ANNOUNCEMENTS

a. Reflections and Agenda Setting.

b. Staff Comments on City Administrative Business.

12. ADJOURNMENT

Any writings or documents provided to a majority of the City Council regarding any item on this agenda will be made available for public inspection online at www.sancarlosca.iqm2.com after the meeting. In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please contact the City Clerk’s Office at (650) 802-4222 or via email at [email protected]. Notification in advance of the meeting will enable the City to make reasonable arrangements to ensure accessibility to this meeting.

February 24, 2020 1

San Carlos City Council/Successor Agency to the Redevelopment Agency/Housing Authority Regular Meeting

Council Chambers, City Hall – 600 Elm Street, San Carlos February 24, 2020, 7:00 PM

MINUTES

ROLL CALL City Council Present: Ronald Collins, Mayor

Sara McDowell, Councilmember Mark Olbert, Councilmember Laura Parmer-Lohan, Vice Mayor Adam Rak, Councilmember Staff Present: Mark Duri, Police Captain Jenny Liu, Senior Management Analyst Steven Machida, Public Works Director Jeff Maltbie, City Manager Rebecca Mendenhall, Administrative Services Director Crystal Mui, City Clerk Amy Newby, Parks & Recreation Director Tara Peterson, Assistant City Manager Greg Rubens, City Attorney Al Savay, Community Development Director Nicole Scott, Senior Management Analyst Carrie Tam, Financial Services Manager

1. CALL TO ORDER

The meeting was called to order at 7:01 PM by Mayor Collins.


Mayor Collins led the Pledge of Allegiance.


Mayor Collins noted that the Chickens Ball Proclamation will be presented later tonight when the Chickens Ball Committee arrives.

4. PRESENTATIONS

a. Receive a Presentation on the Gun Buy Back Program.

Members of Citizens for a San Mateo County Gun Buyback, Danielle Lacampagne and Bradd Silver, presented on the Gun Buyback Program. Ms. Lacampagne provided the background of the Program, shared statistics of those who have participated in the Program and requested financial support from the City to hold additional gun buyback events. Ms. Lacampagne, Police Chief Mark Duri and City Manager Jeff Maltbie responded to Council questions.

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The City Council expressed appreciation to the organization and the Sheriff’s Office for leading the Program. Councilmember Olbert suggested the organization contact the San Carlos Community Foundation for support and to encourage contributing cities to send postcards of the event to their residents. Council directed staff to add an item on a future agenda to make a contribution to the Program.

b. Present a Proclamation Recognizing San Carlos Chickens’ Ball’s 80th Year Production.

This item was addressed after item 9a.

5. PUBLIC COMMENT

Jane Cummings, resident, expressed concern for pedestrian safety and shared her recent experiences. She requested the City implement pedestrian safety measures at the Wheeler Plaza exit on San Carlos Ave. and at the intersection of San Carlos Ave. and Laurel St.



Councilmember Olbert thanked the Sheriff's Office for their response to the threats at the Holy Trinity Lutheran Church. Councilmember Olbert suggested tasking the Parks, Recreation and Culture Commission to work on creating a public art program. Council expressed support of the suggestion. Vice Mayor Parmer-Lohan thanked staff for working with Home for All on the Welcome Home San Carlos event. She reported on a commute.org meeting that she recently attended. Vice Mayor Parmer-Lohan also requested staff connect with the public speaker, Ms. Cummings, regarding her concerns on pedestrian safety. Councilmember McDowell encouraged the community to participate in the 2020 Census. She also reported that the San Carlos Library will be piloting a curbside pickup program. Councilmember Rak reported on a City/County Association of Governments meeting he recently attended and requested staff to send out notification regarding the anticipated impacts of the express and toll lanes construction. Mayor Collins reported on a Caltrain Board meeting he recently attended.

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7. CONSENT CALENDAR

RESULT: Adopted [Unanimous] Consent Calendar items ‘a’ and ‘i’. MOVER: Adam Rak SECONDER: Laura Parmer-Lohan AYES: McDowell, Olbert, Parmer-Lohan, Rak, Collins


b. Approve Minutes of January 13, 2020 City Council Special Meeting.

c. Approve Minutes of January 13, 2020 City Council Regular Meeting.

d. Approve Minutes of January 23, 2020 City Council Special Meeting.

e. Adopt a Resolution Approving the CalPERS Required Salary Schedule for Fiscal Year 2019-20 to Include the Adopted Salary Increases for the City Manager and Part-Time Employee Group in Accordance with California Code of Regulations, Title 2 and Section 270.5.

Resolution 2020-004

f. Adopt a Resolution Supporting the San Carlos Commuter Shuttle and Authorizing the Submittal of an Application to the San Mateo County Shuttle Program for Another Two-Years of Grant Funding.

Resolution 2020-005

g. Accept Fiscal Year 2019-20 Quarter 2 Investment Report.

h. Accept Fiscal Year 2019-20 Quarter 2 Financial Report.

i. Deny Claim of Geico General Insurance Company.

8. AGENDA SETTING

a. Consideration of Discussing and Amending the Policy/Protocol for Canceling City Council Meetings and General Discussion of Proposal.

Councilmember Olbert requested for Council to consider amending the protocol for canceling City Council meetings. His request did not receive Council support.

b. Consideration of Agendizing an Item to Pay Down the CalPERS' Unfunded Liability.

Mayor Collins suggested that Council consider paying down the CalPERS unfunded liability. Councilmember Olbert recommended that this topic be included in the budgetary discussion. Vice Mayor Parmer-Lohan and Councilmember Rak voiced support of Mayor Collin’s proposal that the item be agendized as a separate item from the budget for future discussion and consideration.

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9. REPORTS TO COUNCIL

a. Receive a Presentation on the Results of the 2020 Community Satisfaction Survey.

Assistant City Manager Tara Peterson introduced Dr. Timothy McLarney to present on the results of the 2020 Community Satisfaction Survey. Dr. McLarney spoke on the methodology of the study, presented on the results of the survey and outlined the key conclusions. He, along with City Manager Jeff Maltbie responded to Council questions. Suggestions provided by Council include:

provide more visibility into the question on the opinion of city staff

find ways for the City to be more involved with Nextdoor

provide Council with the opportunity to provide input on including a ballot question on the survey

provide more qualitative data

for the question on walking alone in commercial and retail areas after dark, consider splitting them to be two separate questions as those are two separate areas in the community

further analyze data on residents who are in favor of affordable housing but opposed to development

consider conducting an off-cycle survey to study the community’s understanding of the balance of various topics (i.e. such as development and affordable housing)

4b. Present a Proclamation Recognizing San Carlos Chickens’ Ball’s 80th Year Production.

Mayor Collins shared a brief history on the Chickens' Ball. Chickens Ball Committee General Chair Mona Klein spoke on the success of the Chicken’s Ball and its involvement in the community and, along with Committee members Karen Altove, Donica Stanely, Julie Imberg, Gina Wintermark and Chet Moore received the proclamation from Mayor Collins.

The Council took a brief recess at 8:35 PM and reconvened at 8:40 PM.

10. NEW BUSINESS

a. Consideration of Introducing an Ordinance Adding Chapter 8.10 - Minimum Wage, to Title 8 of the City of San Carlos Municipal Code.

Assistant City Manager Tara Peterson introduced Senior Management Analyst Nicole Scott to present on establishing a Minimum Wage in San Carlos. She spoke on the proposed minimum wage implementation and process and outlined the impacts on business owners and the City. Public Comment Erin Chazer, representing the San Mateo County Central Labor Council, spoke in support of the proposed minimum wage. Ms. Peterson and City Attorney Greg Rubens responded to Council questions.

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Councilmember Olbert suggested the City Attorney research if Learners will be preempted by the State, and if necessary, bring an updated Ordinance before Council to approve at a future date. Vice Mayor Parmer-Lohan made the following suggestions:

- identify metrics to review over time - follow-up on complaints in a timely manner - review economic development efforts to strengthen the small business

owners in the community

RESULT: Introduced [Unanimous] Ordinance 1559 Adding Chapter 8.10 - Minimum Wage, to Title 8 of the City of San Carlos Municipal Code.

MOVER: Mark Olbert SECONDER: Adam Rak AYES: McDowell, Olbert, Parmer-Lohan, Rak, Collins

b. Consideration of Adopting a Resolution Adopting the City of San Carlos 2020 Strategic Plan.

Assistant City Manager Tara Peterson presented on the proposed 2020 Strategic Plan. She spoke on the process of the Strategic Plan and reviewed the six Strategic Goals and the objectives under each Goal. Public Comment David Brittain, resident, thanked Council for including Climate Change as a strategic goal this year and requested that the community engagement be meaningful and that the community input be considered in the planning process. Ellyn Dooley, resident, requested that when considering the Climate Mitigation Action Plan, the Council eliminate gas hook-ups in new construction and building codes. Suzanne Emerson, resident and representative of San Carlos Green, updated Council on neighboring cities who have adopted Electrification Reach Codes and requested Council proceed with adopting it in the near future and not wait three years for the State to implement. Community Development Director Al Savay, Ms. Peterson and City Manager Jeff Maltbie responded to Council questions. Council thanked staff for their work on the Strategic Plan and spoke on their eagerness to proactively and expeditiously move forward on the Eastside Planning Initiative.

RESULT: Adopted [Unanimous] Resolution 2020-006 Adopting the City of San Carlos 2020 Strategic Plan.

MOVER: Mark Olbert SECONDER: Laura Parmer-Lohan AYES: McDowell, Olbert, Parmer-Lohan, Rak, Collins

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a. Staff Comments on City Administrative Business.

None.

b. Reflections and Agenda Setting.

Councilmember Rak encouraged everyone to vote.

12. ADJOURNMENT

The meeting adjourned at 9:33 PM.

Crystal Mui, City Clerk

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March 9, 2020 1

San Carlos City Council/Successor Agency to the Redevelopment Agency/Housing Authority Special Meeting Collaboration Room, City Hall – 600 Elm Street, San Carlos

March 9, 2020, 6:40 PM

MINUTES


Sara McDowell, Councilmember Mark Olbert, Councilmember Laura Parmer-Lohan, Vice Mayor Adam Rak, Councilmember Staff Present: Jeff Maltbie, City Manager Rebecca Mendenhall, Administrative Services Director Angie Rodriguez, Human Resources Manager Greg Rubens, City Attorney

1. CALL TO ORDER


2. PUBLIC COMMENT

None.

3. CLOSED SESSION

a. Conference with Labor Negotiators Cue, Maltbie, Mendenhall, Rodriguez and Rubens- (Closed Session Pursuant to Government Code Section 54957.6) American Federation of State, County and Municipal Employees (AFSCME).

4. REPORT FROM CLOSED SESSION

City Attorney Greg Rubens reported that there were no reports from Closed Session.

5. ADJOURNMENT



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March 9, 2020 1

San Carlos City Council/Successor Agency to the Redevelopment Agency/Housing Authority Regular Meeting

Council Chambers, City Hall – 600 Elm Street, San Carlos March 9, 2020, 7:00 PM

MINUTES


Sara McDowell, Councilmember Mark Olbert, Councilmember Laura Parmer-Lohan, Vice Mayor Adam Rak, Councilmember Staff Present: Mark Duri, Police Captain Steven Machida, Public Works Director Jeff Maltbie, City Manager Rebecca Mendenhall, Administrative Services Director Crystal Mui, City Clerk Amy Newby, Parks & Recreation Director Tara Peterson, Assistant City Manager Lisa Porras, Planning Manager Martin Romo, Economic Development & Housing Manager Al Savay, Community Development Director Nicole Scott, Senior Management Analyst Jacob Trickett, Administrative Sergeant Chris Valley, Building Official

1. CALL TO ORDER



Mayor Collins led the Pledge of Allegiance.


None.

4. REPORT FROM CLOSED SESSION

City Attorney Greg Rubens reported that there were no reports from Closed Session.

5. PRESENTATIONS

a. Recognize and Present a City Coin to Sheriff Deputy Jason Leone and Detective Jerri Cosens for Their Work in Responding to and Investigating the Threats to Holy Trinity Lutheran Church.

Police Chief Mark Duri provided a brief synopsis of the events that occurred in January this year involving Holy Trinity Lutheran Church. He spoke on the work

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of Deputy Jason Leone and Detective Jerri Cosens to investigate the threats the Church received, and to bring the suspect into custody. Detective Cosens and Deputy Leone shared a few words of appreciation for the recognition. Mayor Collins and Vice Mayor Parmer-Lohan expressed appreciation to the Sheriff’s Office for an outstanding job. Public Comment Reverend Joshua Serrano and President of Church Council John McDowell, resident, expressed appreciation to the Sheriff's Office for their service and professionalism.

6. PUBLIC COMMENT

Bob Dehner, resident, provided history on the proposed alternative uses of North Crestview Park and requested Council to exercise due diligence before putting forth proposals that create divisions in the community. David Pollack, resident, suggested that during this time that residents are taking precautions to avoid the spread of the Coronavirus, Council and Commission meetings should allow for public comments to be received via email and that it be read into the record at the meeting by the City Clerk. City Manager Jeff Maltbie and City Attorney Greg Rubens responded to Council questions regarding receiving public comments via email.



Councilmember Olbert highlighted the Silicon Valley Clean Water Fiscal Year 20-21 budget changes and noted the additional funds needed to complete their Capital Improvement Program. Councilmember Rak requested staff to provide Council with an update on the City’s plans to slow the spread of the Coronavirus in the community and to schedule a special Council meeting to cover the topic. Councilmember McDowell reported that she and Vice Mayor Parmer-Lohan had a business outreach meeting with two business owners in the south Laurel Street area who shared their concerns with parking in the area and housing affordability for employees. Vice Mayor Parmer-Lohan announced that at a recent Peninsula Clean Energy meeting, the Board approved funding for the Clean Energy Teacher Fellowship. She also recognized yesterday as International Women's Day. Mayor Collins reported on attending a recent Dumbarten Rail Corridor meeting and noted its upcoming public outreach meetings on April 11th at the Menlo Park Senior Center and another one a week later at the Veterans Memorial Center. At the Mayor's request, City Manager Jeff Maltbie provided an update on the Coronavirus and the preventative measures the City has taken, including

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canceling non-essential events. He provided contact information for the public to seek information and help related to the Coronavirus. Mayor Collins added that the Chickens Ball has been cancelled in light of the Coronavirus. Council directed staff to schedule a special meeting for Council to discuss and provide guidance to staff on how to proceed with the Coronavirus. Council also provided the following requests for the meeting:

- schedule soon, within the next week, if possible - discuss options for Council to continue meeting if there’s a quorum that’s

home sick - invite the School District Superintendent to participate

Council also noted that prior to the special meeting, staff use their best judgment and take action as needed to slow the spread of the virus.

8. CONSENT CALENDAR

RESULT: Adopted [Unanimous] Consent Calendar Items ‘a’ – ‘h’ and item ‘i’- Ordinance 1559 - Adding Chapter 8.10 - Minimum Wage, to Title 8 of the City of San Carlos Municipal Code.



b. Approve Minutes of January 27, 2020 City Council Regular Meeting.

c. Adopt a Resolution Rejecting All Bids for the On-Call Sidewalk Repair Project C9465-20. Resolution 2020-007

d. Adopt a Resolution Approving the Plans and Specifications for the Fire Station No. 13 HVAC - Replacement Project (C1805); Authorizing the City Manager to Execute a Public Project Agreement with Comfort International, Inc. of San Jose in the Amount of $169,500; Authorizing the Transfer of the Remaining Funds from Fire Station Repair Project (C1711) in the Amount of $27,725; and Authorizing the Expenditure of a Contingency in the Amount of $25,425. Resolution 2020-008

e. Authorize Reappointment of Don Mancini to the Economic Development Advisory Commission for a Term Ending June 30, 2023.

f. Authorize Reappointment of Chris Van Wert to the Economic Development Advisory Commission for a Term Ending June 30, 2023.

g. Authorize Reappointment of Hae Young Datwani to the Residential Design Review Committee for a Term Ending June 30, 2023.

h. Adopt a Resolution Re-Appropriating $800,000 from the General Capital Project C1901: Downtown Plan, to the New General Capital Project C1907: Eastside Planning Initiative. Resolution 2020-009

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i. Adopt Ordinance 1559 Adding Chapter 8.10 - Minimum Wage, to Title 8 of the City of San Carlos Municipal Code.

9. NEW BUSINESS

a. Consideration of Adopting a Resolution Approving a Request for Proposals (RFP) for Redevelopment and Creation of a Public Plaza at 616 Laurel Street and Directing Staff to Release the RFP.

Economic Development and Housing Manager Martin Romo provided background on the 616 Laurel Street location and spoke on the proposed Request for Proposal's goals and objectives. Public Comment Mike Doherty, resident, shared his comments and concerns regarding the project. He questioned the timing of the Request for Proposal and suggested that a Request for Information would be more appropriate. Mr. Romo, City Manager Jeff Maltbie and Community Development Al Savay responded to Council questions. Councilmember Olbert requested a meeting with staff to discuss the cost estimate of the project. After discussion, the City Council agreed to table the item and directed staff to work with the Downtown Subcommittee prior to returning to the full Council for further discussion on their vision for the location.

b. Accept the Housing Element Annual Progress Report for 2019 and Direct Staff to Submit the Report to the California Department of Housing and Community Development and the Governor’s Office of Planning and Research.

Planning Manager Lisa Porras presented the 2019 Housing Element Annual Progress Report and responded to Council questions. Councilmember Olbert noted that the Regional Housing Needs Allocation (RHNA) is only one component of the affordable housing metric and reminded the community that there’s a significant jobs-housing imbalance in San Carlos.

RESULT: Moved to [Unanimous] Accept the Housing Element Annual Progress Report for 2019 and Direct Staff to Submit the Report to the California Department of Housing and Community Development and the Governor’s Office of Planning and Research.

MOVER: Adam Rak SECONDER: Laura Parmer-Lohan AYES: McDowell, Olbert, Parmer-Lohan, Rak, Collins

c. Consideration of Adopting a Resolution Accepting the Unrestricted Gift of Property Located on Appian Way, Assessor's Parcel Number (APN) 050-204-210.

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Parks and Recreation Director Amy Newby presented on the item. She described the location of the property and the proposed use of it. Ms. Newby responded to Council questions.

RESULT: Adopted [Unanimous] Resolution 2020-010 Accepting the Unrestricted Gift of Property Located on Appian Way, Assessor's Parcel Number (APN) 050-204-210.

MOVER: Sara McDowell SECONDER: Mark Olbert AYES: McDowell, Olbert, Parmer-Lohan, Rak, Collins

d. Consideration of Adopting a Resolution Authorizing a Financial Contribution to the San Mateo County Gun Buyback Program in the Amount of $60,000 and Approving an Additional Budget Appropriation in the Amount of $60,000 from the General Fund Unassigned Fund Balance.

Police Chief Mark Duri presented on the item. Public Comment Danielle Lacampagne, expressed appreciation for the opportunity to provide an update on the Program at the last Council meeting and thanked Council for their financial support. Ms. Lacampagne responded to Council questions. Council discussed options of providing matching grants to encourage other cities to contribute to the Program and for City staff to work with other cities to enhance their promotional efforts. Councilmember Olbert requested staff to notify other agencies with the benefits and process for using postcards to promote the event.

RESULT: Adopted as Amended [Unanimous] Resolution 2020-011 Authorizing a Financial Contribution to the San Mateo County Gun Buyback Program in the total Amount of $75,000, with $30,000 as a grant and $45,000 as a matching grant contingent upon other agencies contributing funds and committing to promote the events to their own communities; and approving an Additional Budget Appropriation in the Amount of $75,000 from the General Fund Unassigned Fund Balance.


e. Consideration of Adopting a Resolution Approving Three New Positions and an Upgrade of an Existing Position to Support the Creation of a New “Advanced Planning” Division for the Community Development Department with an Accompanying Appropriation of $218,000 from the General Fund Unassigned Fund Balance for Fiscal Year 2019-20.

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Community Development Director Al Savay presented on the item and spoke on the need for additional staffing in the Planning Division to work on the current planning and community engagement activities. Council thanked staff for communicating the need for additional resources to execute Council's vision.

RESULT: Adopted [Unanimous] Resolution 2020-012 Approving Three New Positions and an Upgrade of an Existing Position to Support the Creation of a New “Advanced Planning” Division for the Community Development Department with an Accompanying Appropriation of $218,000 from the General Fund Unassigned Fund Balance for Fiscal Year 2019-20.

MOVER: Laura Parmer-Lohan SECONDER: Mark Olbert AYES: McDowell, Olbert, Parmer-Lohan, Rak, Collins


a. Reflections and Agenda Setting.

None.

b. Staff Comments on City Administrative Business.

None.

11. ADJOURNMENT



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CITY COUNCIL STAFF REPORT

MEETING DATE: April 13, 2020 ITEM TITLE: Adopt a Resolution Approving the List of Proposed Streets Scheduled to

be Resurfaced as Part of the Annual Pavement Rehabilitation Project in Fiscal Year 2020-21 Funded by Senate Bill 1, the Road Repair and Accountability Act.

RECOMMENDATION: It is recommended that the City Council adopt a Resolution approving the list of the proposed streets scheduled to be resurfaced as part of the annual Pavement Rehabilitation Project in Fiscal Year 2020-21 funded by Senate Bill 1, the Road Repair and Accountability Act. FISCAL IMPLICATIONS: There are no fiscal implications for approving the list of the proposed streets scheduled to be included as part of the annual pavement rehabilitation project in Fiscal Year 2020-21. Funding for the project has been requested and approved as part of the Capital Improvement Program budget. BACKGROUND: Senate Bill 1 (“SB 1”) was filed with the Secretary of State on April 28, 2017. This bill established a Road Maintenance and Rehabilitation Account (“RMRA”) in the State Transportation Fund that is intended to address deferred maintenance on the State highway system as well as the local street and road systems. Prior to receiving an apportionment of RMRA funds from the California State Controller in a fiscal year, a city or county must submit to the California Transportation Commission (“Commission”) an adopted list of projects proposed to be funded with these funds by May 1st of each year. All projects proposed to receive the fiscal year funding must be adopted by a resolution by City Council at a regular public meeting each fiscal year in accordance with Streets and Highways Code Section 2034(a)(1). The annual pavement rehabilitation project will be funded with that fiscal year’s apportionment and any projects previously listed will continue to receive funding in Fiscal Year 2020-21. SB 1 also requires the Commission to adopt criteria to ensure efficient use of these funds. The RMRA funds will be provided to cities on a monthly basis. Based on estimates provided by CaliforniaCityFinance.com, City of San Carlos is expected to receive an estimated $564,000 of RMRA funds in Fiscal Year 2020-21.

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ANALYSIS: The attached Resolution must be approved and submitted before May 1, 2020 to satisfy the requirements of SB 1 relative to holding local governments accountable for the efficient investment of public funds to maintain public streets and roads, and especially the following addition to the Streets & Highways Code:

2034. (a) (1) Prior to receiving an apportionment of funds under the program pursuant to paragraph (2) of subdivision (h) of Section 2032 from the Controller in a fiscal year, an eligible city or county shall submit to the commission a list of projects proposed to be funded with these funds pursuant to an adopted city or county budget. All projects proposed to receive funding shall be included in a city or county budget that is adopted by the applicable city council or county board of supervisors at a regular public meeting. The list of projects proposed to be funded with these funds shall include a description and the location of each proposed project, a proposed schedule for the project’s completion, and the estimated useful life of the improvement. The project list shall not limit the flexibility of an eligible city or county to fund projects in accordance with local needs and priorities so long as the projects are consistent with subdivision (b) of Section 2030.

The proposed Resolution is expected to be acceptable as confirmation that the project is in fact included in our approved Capital Improvement Program; includes the names of the streets in the project description; and has a schedule for completion and an estimate of the useful life of the improvements. The Resolution is required to be adopted pursuant to a decision made at a regular public meeting such as a City Council meeting. ALTERNATIVES: The options available to the City Council include:

1. Adopt a Resolution approving the list of the streets scheduled to be resurfaced in Fiscal Year 2020-21 funded by Senate Bill 1, the Road Repair and Accountability Act; or

2. Do not adopt the Resolution; or

3. Provide staff with alternative direction.

Respectfully submitted by:

Steven Machida, Public Works Director

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Approved for submission by: _________________________ Jeff Maltbie, City Manager

ATTACHMENT(S):

1. Resolution 2. Exhibit A to Resolution - List of Streets

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RESOLUTION NO. 2020 –_____

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN CARLOS APPROVING THE LIST OF PROPOSED STREETS SCHEDULED TO BE RESURFACED AS

PART OF THE ANNUAL PAVEMENT REHABILITATION PROJECT IN FISCAL YEAR 2020-21 FUNDED BY SENATE BILL 1, THE ROAD REPAIR AND ACCOUNTABILITY ACT.

WHEREAS, Senate Bill 1 (“SB 1”), the Road Repair and Accountability Act of 2017

(Chapter 5, Statutes of 2017) was passed by the Legislature and signed into law by the Governor

in April 2017 to address the significant multi-modal transportation funding shortfalls statewide;

and

WHEREAS, SB 1 includes accountability and transparency provisions that will ensure the

residents of our City are aware of the projects proposed for funding in our community and which

projects have been completed each fiscal year; and

WHEREAS, the City must adopt by resolution a list of projects proposed to receive fiscal

year funding from the Road Maintenance and Rehabilitation Account (“RMRA”), created by SB 1,

which must include a description and the location of each proposed project, a proposed schedule

for the project’s completion, and the estimated useful life of the improvement; and

WHEREAS, the City will receive an estimated $564,000 in RMRA funding in Fiscal Year

2020-21 from SB 1; and

WHEREAS, this is the fourth year in which the City is receiving SB 1 funding to enable

the City to continue essential road maintenance and rehabilitation projects, safety improvements,

and increasing access and mobility options for the traveling public that would not have otherwise

been possible without SB 1 funds; and

WHEREAS, the City used the Metropolitan Transportation Commission’s Pavement

Management System, StreetSaver, to develop the SB 1 project list to ensure revenues are being

used on the most high-priority and cost-effective projects that also meet the community’s priorities

for transportation investment; and

WHEREAS, the funding from SB 1 will help the City maintain and rehabilitate eleven (11)

street segments, add active transportation infrastructure throughout the city this year and one

annual pavement rehabilitation project going forward into the future; and

WHEREAS, the 2018 California Statewide Local Streets and Roads Needs Assessment

found that the City’s streets and roads are in an “At Lower Risk” condition and this revenue will

help us increase the overall quality of our road system and over the next decade will bring our

streets and roads into a “excellent” condition; and

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WHEREAS, the SB 1 project list and overall investment in our local streets and roads

infrastructure with a focus on basic maintenance and safety, investing in complete streets

infrastructure, and using cutting-edge technology, materials and practices, will have significant

positive co-benefits statewide.

NOW, THEREFORE BE IT RESOLVED, that the City Council of the City of San Carlos hereby approves:

1. The foregoing recitals are true and correct; and

2. The list of proposed streets segments to be resurfaced as part of the annual pavement

rehabilitation project, which is included in the City’s Fiscal Year 2020-21 Capital Improvement Program budget; and

3. The list of streets to be repaired as part of the annual Pavement Rehabilitation Project

(Exhibit A to this Resolution).

* * * * *

I, Crystal Mui, hereby certify that the foregoing Resolution was passed and adopted by the City Council of the City of San Carlos at a scheduled meeting held on the 13th day of April, 2020 by the following vote:

AYES, COUNCILMEMBERS: _______________________________________________

NOES, COUNCILMEMBERS: ______________________________________________

ABSENT, COUNCILMEMBERS: ______________________________________________

_________________________________ CITY CLERK of the City of San Carlos

APPROVED: __________________________________ MAYOR of the City of San Carlos

Exhibit A: 2020 Pavement Rehabilitation Project List of Streets

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Street Name From To Strategy Useful Life (Yrs) Year of ConstructionAmber Court Eaton Avenue End (Cul de Sac) AC Grind & Fill 8 2020Cypress Court Oak Creek Lane End (Cul de Sac) AC Grind & Fill 2 2020Debbie Place De Anza Avenue End (Cul de Sac) AC Grind & Fill 0 2020Eaton Avenue Oak Creek Lane End (Cul de Sac) AC Grind & Fill 5 2020Franciscan Court Terrace Road End (Cul de Sac) AC Grind & Fill 0 2020Granite Court Sherwood Drive End (Cul de Sac) AC Grind & Fill 4 2020Howard Avenue De Anza Avenue Thornhill Drive AC Grind & Fill 0 2020Ridge Road Howard Avenue Alameda De Las Pulgas AC Grind & Fill 6 2020Robin Way Eaton Avenue De Anza Avenue AC Grind & Fill 7 2020Terrace Road De Anza Avenue Easton Avenue AC Grind & Fill 4 2020Thornhill Drive De Anza Avenue Alameda De Las Pulgas AC Grind & Fill 0 2020

2020 Pavement Resurfacing Project (C9416-20)

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MEETING DATE: April 13, 2020 ITEM TITLE: Adopt a Resolution Authorizing the Application For, and Receipt Of, Funds

for the Local Early Action Planning Grant from the State of California Housing and Community Development Department.

RECOMMENDATION: It is recommended that the City Council adopt a Resolution authorizing the application and receipt of funds for the Local Early Action Planning (“LEAP) Grant, from the 2019-20 Budget Act from the State of California Housing and Community Development Department to implement the City Council 2019 Strategic Plan Goal for Housing, specifically related to the General Plan and Zoning updates. FISCAL IMPLICATIONS: There are no immediate fiscal implications associated with adopting the Resolution authorizing the LEAP Grant application. Should the City Council approve the application and receipt of funds, the application will be submitted to the Department of Housing and Community Development (“Department”) for review and approval. If approved by the Department, the $150,000 of potential funding can be used to either augment or reduce the $750,000 budget allocated for the implementation of the City Council 2019 Strategic Plan Goals for Housing, specifically related to the General Plan and Zoning update. BACKGROUND: In the 2019-20 Budget Act, Governor Newsom allocated $250 million for all regions, cities, and counties to do their part by prioritizing planning activities that accelerate housing production to meet identified needs of every community. With this allocation, the Department established the LEAP Grant Program with $119 million for cities and counties. LEAP provides one-time grant funding to cities and counties to update their planning documents and implement process improvements that will facilitate the acceleration of housing production and help local governments prepare for their 6th cycle Regional Housing Needs Assessment (“RHNA”), much like the Senate Bill (“SB”) 2 Planning Grants Program (“PGP”). LEAP also provides over-the-counter grants complemented with technical assistance. On November 7, 2019, the City was awarded $160,000 of SB 2 funding from the 15-bill housing package aimed at addressing the State’s housing shortage and high housing costs. The Department authorized up to $123 million under the PGP to provide funding and technical

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assistance to all local governments in California to help cities and counties prepare, adopt, and implement plans and process improvements that streamline housing approval and accelerate housing production. Similar to the LEAP Grant, the PGP provided grants through a noncompetitive, over-the-counter process to eligible local governments. ANALYSIS: The Department issued a Notice of Funding Availability (“NOFA”) on January 27, 2020 for the LEAP grant in the amount of $119,040,000. The City of San Carlos is eligible to receive up to $150,000 to support local efforts to increase the housing supply. The LEAP Grant funds will supplement the SB 2 funding and will be used to meet a portion of the Housing Goal from the City Council 2020 Strategic Plan. It will ultimately offset the $750,000 funding allocated for implementation of the City Council’s 2020 Strategic Plan Housing Goal. Specifically, the funds will be used for a focused General Plan (“GP”) and Zoning Ordinance (“ZO”) revision to address housing issues. We hope to supplement the SB 2 funding with LEAP funding. The Request for Proposals (“RFP”) for the GP and ZO updates was released February 7, 2020 and the deadline was initially set for March 27, 2020. In light of the COVID-19 Pandemic, the City has opted to extend the deadline to April 3, 2020. The City will assess density options in mixed-use and multi-family areas, including medium density requirements. GP land use and policy updates will require review for internal consistency, consideration of updating zoning standards related to parking, height, and open space requirements to allow for more housing units. The scope will include: (1) updating the GP focusing on Land Use, Housing, and Safety Elements; (2) corresponding updates to the Zoning Ordinance to implement the focused updates to the GP; and (3) preparing an Environmental Impact Report (“EIR”) pursuant to the California Environmental Quality Act (“CEQA”). A fully executed City Council Resolution authorizing the LEAP Grant application is required before staff can submit a complete application packet for Department review. The final application deadline is July 1, 2020. If approved by the Department, these grants will be awarded through a reimbursement process. ALTERNATIVES: The alternatives available to the City Council include:

1. Adopt a Resolution authorizing the application for, and receipt of, funds for the Local Early Action Planning Grant from the State of California Housing and Community Development Department.

2. Do not adopt the proposed Resolution; or



Al Savay, AICP Community Development Director

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ATTACHMENT(S):

1. Resolution- Approving LEAP Grant Application

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RESOLUTION NO. 2020 - _____

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN CARLOS AUTHORIZING THE APPLICATION FOR, AND RECEIPT OF, FUNDS FOR THE

LOCAL EARLY ACTION PLANNING GRANT FROM THE STATE OF CALIFORNIA HOUSING AND COMMUNITY DEVELOPMENT DEPARTMENT.

___________________________________________________________________________

WHEREAS, pursuant to Health and Safety Code 50515 et. Seq, the Department of Housing and Community Development (“Department”) is authorized to issue a Notice of Funding Availability (“NOFA”) as part of the Local Government Planning Support Grants Program (hereinafter referred to by the Department as the Local Early Action Planning Grants program or “LEAP”); and

WHEREAS, the City Council of the City San Carlos desires to submit a LEAP grant

application package (“Application”), on the forms provided by the Department, for approval of grant funding for projects that assist in the preparation and adoption of planning documents and process improvements that accelerate housing production and facilitate compliance to implement the sixth cycle of the Regional Housing Needs Assessment; and

WHEREAS, the Department issued a NOFA and Application on January 27, 2020 in the

amount of $119,040,000 for assistance to all California jurisdictions. NOW, THEREFORE BE IT RESOLVED, by the City Council of the City of San Carlos resolves as follows: SECTION 1. The Community and Economic Development Director is hereby authorized and directed to apply for and submit to the Department the Application; SECTION 2. In connection with the LEAP grant, if the Application is approved by the Department, the Community and Economic Development Director of the City of San Carlos (“Applicant”) is authorized to submit the Application, enter into, execute, and deliver on behalf of the Applicant, a State of California Agreement (“Standard Agreement”) for the amount of $150,000, and any and all other documents required or deemed necessary or appropriate to evidence and secure the LEAP grant, the Applicant’s obligations related thereto, and all amendments thereto; and SECTION 3. The Applicant shall be subject to the terms and conditions as specified in the NOFA, and the Standard Agreement provided by the Department after approval. The Application and any and all accompanying documents are incorporated in full as part of the Standard Agreement. Any and all activities funded, information provided, and timelines represented in the Application will be enforceable through the fully executed Standard Agreement. Pursuant to the NOFA and in conjunction with the terms of the Standard Agreement, the Applicant hereby agrees to use the funds for eligible uses and allowable expenditures in the manner presented and specifically identified in the approved Application.

* * * * * * * I, Crystal Mui, hereby resolve that the foregoing Resolution was passed and adopted by the City Council of the City of San Carlos at a scheduled meeting held on the 13th day of April, 2020 by the following vote:

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AYES, COUNCILMEMBERS: ______________________________________________

NOES, COUNCILMEMBERS: ______________________________________________

ABSENT, COUNCILMEMBERS: ______________________________________________

CITY CLERK of the City of San Carlos APPROVED: ___________________________ MAYOR of the City of San Carlos

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MEETING DATE: April 13, 2020

ITEM TITLE: Adopt a Resolution Authorizing the Establishment of Authorized Agentsto Execute Forms for and on Behalf of the City for the Purpose of Obtaining Certain Federal Assistance Under Public Law 93-288 as Amended by the Robert T. Stafford Disaster Relief and Emergency Assistance Act of 1988, And/Or State Financial Assistance Under the California Disaster Assistance Act.

RECOMMENDATION:

It is recommended that the City Council adopt a Resolution authorizing the establishment of Authorized Agents to execute forms for and on behalf of the City for the purposes of obtaining certain federal and state financial assistance for the novel coronavirus (“COVID-19”) emergency-related costs.

FISCAL IMPLICATIONS:

Any financial assistance provided to the City would normally be routed from the Federal Emergency Management Agency (“FEMA”) through the Governor’s Office of Emergency Services (“CalOES”), which then issues a warrant request to the State Controller’s Office (“SCO”) to make a payment to the City. CalOES will not issue the request to the SCO without Authorized Agents having been identified and authorized by the City’s governing body. Therefore, this Resolution is required for the City to receive any reimbursement from FEMA for COVID-19 emergency-related costs.

BACKGROUND:

On Tuesday, March 10, 2020, the City of San Carlos’s designated Director of Emergency Services proclaimed a local emergency, which was ratified and extended by the Council of the City of San Carlos at a special meeting on the evening of Thursday, March 12, 2020. On March 10, the City also activated its Emergency Operations Center (“EOC”) in response to information received from the County Manager that passengers from the Grand Princess cruise ship docked in Oakland would be transferred to the Fairfield Inn hotel located within the city. Some ship travelers were displaying symptoms known to be associated with the COVID-19 coronavirus that has since been declared by the World Health Organization as a pandemic.

Since activation of the EOC, City staff has spent considerable time and resources on this issue. Staff has tracked the time and expenditures in order to seek reimbursement from FEMA. The City has contracted with an experienced Disaster Cost Recovery consultant to aid in identifying

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all eligible expenses, to maximize the potential reimbursement, and to assist with the reimbursement process. An official Request for Public Assistance (“RPA”) has already been filed with CalOES. A FEMA online portal account has been created through which all documentation and requests for information from FEMA will be transmitted and processed. ANALYSIS: The City Council can authorize any position to act as Authorized Agent to engage with FEMA and CalOES regarding reimbursements applied for by the City. Staff recommends authorizing the Administrative Services Director as the primary contact and the City Manager, Assistant City Manager, Financial Service Manager, and Senior Accountants as alternate contacts. Titles only are specified in the City Resolution and attached CalOES Form 130 – Designation of Applicant’s Agent Resolution for Non-State Agencies (Exhibit A), which avoids the need for a new resolution should turnover in any of the positions occur. Since only titles are being provided, CalOES requires an accompanying cover letter identifying the Authorized Agents by name and title (Exhibit B). This letter can be signed by any authorized person within the City. Once adopted, the Resolution will remain effective for all open and future disasters up to three years following the date of adoption. ALTERNATIVES: The alternatives available to the City Council include:

1. Adopt a Resolution authorizing the City Manager, Administrative Services Director, Assistant City Manager, Financial Services Manager, and Senior Accountants to execute forms for and on behalf of the City for the purposes of obtaining certain federal financial assistance under Public Law 93-288 as amended by the Robert T. Stafford Disaster Relief and Emergency Assistance Act of 1988, and/or state financial assistance under the California Disaster Assistance Act; or




Rebecca Mendenhall, Administrative Services Director


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ATTACHMENT(S):

1. Resolution 2. Exhibit A to Resolution - CalOES 130 Authorized Agent Resolution 3. Letter to CalOES re. Authorized Agents

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RESOLUTION NO. 2020 -_____

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN CARLOS AUTHORIZING THE ESTABLISHMENT OF AUTHORIZED AGENTS TO EXECUTE FORMS

FOR AND ON BEHALF OF THE CITY FOR THE PURPOSE OF OBTAINING CERTAIN FEDERAL ASSISTANCE UNDER PUBLIC LAW 93-288 AS AMENDED BY THE ROBERT T. STAFFORD DISASTER RELIEF AND EMERGENCY ASSISTANCE ACT OF 1988, AND/OR

STATE FINANCIAL ASSISTANCE UNDER THE CALIFORNIA DISASTER ASSISTANCE ACT. ______________________________________________________________________________

WHEREAS, the City’s Director of Emergency Services proclaimed the existence of a local emergency on March 10, 2020 caused by the threat of the novel coronavirus (“COVID-19”) and in response to the relocation of COVID-19 persons and patients into the city; and

WHEREAS, the City Council adopted Resolution Number 2020-013, ratifying and extending the proclamation of the existence of a local emergency; and

WHEREAS, the City Council wishes to pursue avenues for reimbursement of funds expended in relation to the proclaimed emergency through the appropriate channels; and

WHEREAS, the City Council wishes to establish Authorized Agents to execute for and on behalf of the City for the purpose of obtaining certain federal and/or state financial assistance; and

WHEREAS, the City Council has identified the Administrative Services Director, City Manager, Assistant City Manager, City Treasurer, Financial Services Manager, and Senior Accountant staff titles to act as Authorized Agents; and

NOW THEREFORE BE IT RESOLVED, by that the City Council of the City of San Carlos hereby approves the establishment of Authorized Agents (attached as Exhibit A) to execute forms for and on behalf of the City for the purpose of obtaining certain federal assistance under Public Law 93-288 as amended by the Robert T. Stafford Disaster Relief and Emergency assistance Act of 1988, and/or state financial assistance under the California Disaster Assistance Act, effective immediately.

* * * * *

I, Crystal Mui, hereby certify that the foregoing Resolution was duly and regularly passed and adopted by the City Council of the City of San Carlos at a regular meeting thereof held on the 13th day of April 2020, by the following vote:

AYES, COUNCILMEMBERS: ____________________________________________________

NOES, COUNCILMEMBERS: ____________________________________________________

ABSENT, COUNCILMEMBERS: _______________________________________________

_______________________________ CITY CLERK of the City of San Carlos APPROVED: ___________________________ MAYOR of the City of San Carlos Exhibit A – CalOES Authorized Agent Resolution

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STATE OF CALIFORNIA GOVERNOR’S OFFICE OF EMERGENCY SERVICESCal OES 130

Cal OES ID No: ______________________

DESIGNATION OF APPLICANT'S AGENT RESOLUTIONFOR NON-STATE AGENCIES

BE IT RESOLVED BY THE OF THE(Governing Body) (Name of Applicant)

THAT , OR(Title of Authorized Agent)

, OR(Title of Authorized Agent)

(Title of Authorized Agent)

is hereby authorized to execute for and on behalf of the , a public entity(Name of Applicant)

established under the laws of the State of California, this application and to file it with the California Governor’s Office of Emergency Services for the purpose of obtaining certain federal financial assistance under Public Law 93-288 as amended by the Robert T. StaffordDisaster Relief and Emergency Assistance Act of 1988, and/or state financial assistance under the California Disaster Assistance Act.

THAT the ________________________________________________, a public entity established under the laws of the State of California,(Name of Applicant)

hereby authorizes its agent(s) to provide to the Governor’s Office of Emergency Services for all matters pertaining to such state disaster assistance the assurances and agreements required.

Please check the appropriate box below:

This is a universal resolution and is effective for all open and future disasters up to three (3) years following the date of approval below.

This is a disaster specific resolution and is effective for only disaster number(s) ________________________

Passed and approved this day of , 20

(Name and Title of Governing Body Representative)



CERTIFICATION

I, , duly appointed and of(Name) (Title)

, do hereby certify that the above is a true and correct copy of a(Name of Applicant)

Resolution passed and approved by the of the(Governing Body) (Name of Applicant)

(Title)

Page 1

(Signature)

Cal OES 130 (Rev.9/13)

on the day of , 20 .

City Council City of San Carlos

Administrative Services Director

City Manager

(see attached sheet for additional titles)

City of San Carlos

City of San Carlos

13th April 20

Ron Collins, Mayor

Laura Parmer-Lohan, Vice Mayor

Crystal Mui City Clerk

City Of San Carlos

City Council City of San Carlos

13th April

City Clerk

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STATE OF CALIFORNIA GOVERNOR’S OFFICE OF EMERGENCY SERVICESCal OES 130 - Instructions

Cal OES Form 130 Instructions

A Designation of Applicant’s Agent Resolution for Non-State Agencies is required of all Applicants to be eligible to receive funding. A new resolution must be submitted if a previously submitted Resolution is older than three (3) years from the last date of approval, is invalid or has not been submitted.

When completing the Cal OES Form 130, Applicants should fill in the blanks on page 1. The blanks are to be filled in asfollows:

Resolution Section:

Governing Body: This is the group responsible for appointing and approving the Authorized Agents. Examples include: Board of Directors, City Council, Board of Supervisors, Board of Education, etc.

Name of Applicant: The public entity established under the laws of the State of California. Examples include: School District, Office of Education, City, County or Non-profit agency that has applied for the grant, such as: City of San Diego,Sacramento County, Burbank Unified School District, Napa County Office of Education, University Southern California.

Authorized Agent: These are the individuals that are authorized by the Governing Body to engage with the Federal Emergency Management Agency and the Governor’s Office of Emergency Services regarding grants applied for by the Applicant. There aretwo ways of completing this section:

1. Titles Only: If the Governing Body so chooses, the titles of the Authorized Agents would be entered here, nottheir names. This allows the document to remain valid (for 3 years) if an Authorized Agent leaves the positionand is replaced by another individual in the same title. If “Titles Only” is the chosen method, this documentmust be accompanied by a cover letter naming the Authorized Agents by name and title. This cover letter canbe completed by any authorized person within the agency and does not require the Governing Body’s signature.

2. Names and Titles: If the Governing Body so chooses, the names and titles of the Authorized Agents would belisted. A new Cal OES Form 130 will be required if any of the Authorized Agents are replaced, leave the positionlisted on the document or their title changes.

Governing Body Representative: These are the names and titles of the approving Board Members.Examples include: Chairman of the Board, Director, Superintendent, etc. The names and titles cannot be one of thedesignated Authorized Agents, and a minimum of two or more approving board members need to be listed.

Certification Section:

Name and Title: This is the individual that was in attendance and recorded the Resolution creation and approval.Examples include: City Clerk, Secretary to the Board of Directors, County Clerk, etc. This person cannot be one of thedesignated Authorized Agents or Approving Board Member (if a person holds two positions such as City Manager and Secretary to the Board and the City Manager is to be listed as an Authorized Agent, then the same person holding theSecretary position would sign the document as Secretary to the Board (not City Manager) to eliminate “SelfCertification.”

Page 2Cal OES 130 (Rev.9/13)

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April 14, 2020 David Gillings, State Public Assistance Officer Robin Shepard, Manager, Grants Processing Unit Cal Office of Emergency Services 3650 Schriever Avenue Mather, California 95635 Re: DR 4482 Authorized Agent Incumbents Dear Mr. Gillings and Ms. Shepard: On April 13, 2020, the San Carlos City Council adopted a Resolution identifying the titles of City Employees authorized to be “Authorized Agents”. I am the Council designated Primary Authorized Agent. I am hereby identifying the incumbents currently in the appointed titles. Authorized Title Incumbent Administrative Services Director Rebecca Mendenhall Phone 650 802 4221 email: [email protected] City Manager Jeff Maltbie Phone 650 802 4228 email: [email protected] Assistant City Manager Tara Peterson Phone 650 802 4230 email: [email protected] Financial Services Manager Carrie Tam Phone 650 802 4217 email: [email protected] Senior Accountant Paul Harris Phone 650 802 4211 email: [email protected] Senior Accountant Tammy Mak Phone 650 802 4216 email: [email protected] The Resolution and forms will be electronically delivered to Cal OES and uploaded to the City’s Portal Account. The City appreciates all of Cal OES’ hard work in advance. Sincerely, Rebecca Mendenhall Administrative Services Director

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Agenda Setting – COVID-19 Related Topics

Establish a program of volunteer case workers who could act as advisors to

community members seeking to find what kinds of assistance programs are

available for them. In some ways this is an extension of the 211 and “offer to

help/ask for help” work the city has set up, except on a broader and personal

level.

Set up an advisory commission, of citizen volunteers, whose aim would be to seek

community input on how we should be:

o addressing the longer-term consequences of this outbreak (and future

ones); and,

o developing policy recommendations for the Council.

Review impact on city revenues1

Consider establishing an emergency relief fund for the hardest-hit local

businesses and residents

Establish a moratorium on reviewing all major development projects, to extend at

least 6 months past the lifting of the Governor’s state of emergency. It’s intended

to compensate for a developer’s ability, while having staff work from home, to

continue to move a project forward while we are forced to take time away from

reviewing what, if any, changes we might want to make to our zoning/land-use

regulations to deal with the Covid-19 emergency.

The extension past the end of the state of emergency is to give us time to pursue

that review process in a reasonable and thoughtful manner. If staff believes we’ll

need more time than that to gear back up the six-month figure should be

expanded.

1 I left this one in because I’d like an estimate prepared by staff as part of the budget review and it’s

unclear to me if we’re going to get one absent asking for it.

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MEETING DATE: April 13, 2020 ITEM TITLE: Discuss and Direct Staff Concerning a Moratorium on Commercial

Evictions.

RECOMMENDATION: Staff recommends Council consider whether to agendize a moratorium on commercial evictions, similar to those enacted by the City of San Mateo and the County of San Mateo, and provide direction. FISCAL IMPLICATIONS: There are no fiscal implications associated with Council’s discussion of this item. BACKGROUND AND ANALYSIS: State and County Actions Applicable to San Carlos Tenancies On March 16, 2020, Governor Newsom issued Executive Order N-28-20 (“Order”), which authorized local agencies to take action to temporarily halt evictions resulting from financial hardships that are attributable to COVID-19. The Order applies to both commercial and residential tenancies where the tenant can demonstrate that an increase in medical costs or loss of income related to COVID-19 has created an inability to timely pay rent.

Operating under the authority of the Governor’s Order, on March 24, 2020, the San Mateo County Board of Supervisors adopted a county-wide emergency regulation that protects against residential evictions that would otherwise occur as a result of COVID-19. The emergency regulation:

Is effective until May 31, 2020 (“termination date”) unless extended by the County.

Prohibits landlords from evicting tenants for nonpayment of rent due to COVID-19 or seeking no-fault evictions (with the exception of owner move-ins) through the termination date.

Requires a landlord, who serves notice of the tenant’s failure to pay rent prior to the termination date, to notify tenants that they have fourteen (14) days to provide documentation to their landlords of a COVID-19 related reason for failure to pay rent.

Requires tenants to pay the unpaid rent within ninety (90) days of the termination date (i.e., August 29, 2020). If a tenant is not able to pay by that date, they may obtain an extension for thirty (30) days by providing to the landlord additional documentation demonstrating the continuing inability to pay due to COVID-19. A tenant may request up

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to three (3) such extensions, which would result in the repayment occurring no later than 180 days after the termination date of the emergency regulation (i.e., November 27, 2020).

Prohibits landlords from collecting late fees on rent payments delayed pursuant to the emergency regulation.

Additional Local Actions Related to Commercial Tenancies The County’s March 24, 2020 emergency regulation did not address commercial tenancies. The City of San Mateo, City of Burbank, Marin County, City of Los Angeles, City and County of San Francisco, Santa Clara County, City of Santa Monica, City of San Diego, and San Diego County, have taken the additional step of adopting protections for commercial tenants affected by COVID-19. The County of San Mateo added protections for commercial tenancies for unincorporated areas on April 7, 2020. South San Francisco considered Urgency regulations at its April 8, 2020 meeting.

San Mateo’s urgency ordinance, adopted on March 23, 2020, provides that evictions are prohibited for all residential tenants and “small business” tenants, which include those commercial and non-profit entities with less than $25 million in annual gross receipts. The prohibition is for ninety (90) days or until the declaration of local emergency is lifted by the City, unless extended by further Council action. Both no-fault evictions and evictions for nonpayment of rent related to COVID-19 are prohibited.

The protections offered by the City of San Mateo urgency ordinance apply to people who cannot pay rent because:

1. They are sick with COVID-19 or are caring for a household or family member who is sick

with COVID-19; 2. They have suffered a lay-off, loss of hours, or other income reduction resulting from

business closure or other economic/employer impacts of COVID-19; 3. They have complied with a recommendation from a government health authority to stay

home, self-quarantine, or avoid congregating with others during the state of emergency; 4. They have extraordinary out-of-pocket medical expenses due to COVID-19; or 5. They have childcare needs arising from school closures related to COVID-19.

The City of San Mateo urgency ordinance includes the following enforcement mechanisms:

- Violation of the urgency ordinance is a misdemeanor. - Tenants have an affirmative defense in any unlawful detainer (eviction) action if the

tenants have provided notice of their inability to pay due to COVID-19. - Tenants may request injunctive relief and money damages against a landlord who

violates the ordinance. During the meeting at which the City of San Mateo Council adopted the urgency ordinance, the Council received several comments in support of a commercial eviction moratorium from members of the public and heard no comments against the proposal.

On March 31, the Governor issued Order 37-20 imposing a statewide moratorium on residential evictions, but did not address commercial evictions, leaving that for local government based on local conditions.

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Further County Board of Supervisors Action On April 7, 2020, the County Board of Supervisors considered and passed a commercial eviction moratorium, but it is more limited in nature than the residential eviction moratorium it passed last month. The commercial eviction moratorium applies only in the unincorporated areas of the County and is aimed at small businesses only (under $2.5 million in annual gross receipts). The County indicated that it made the determination to limit this ordinance to unincorporated areas of the County because cities have unique business communities and can tailor local ordinances to best fit those communities. Emergency Rules Issued By Judicial Council On Monday April 6, 2020, the State Judicial Council issued 11 “Emergency Rules” (“Rules”) the courts in California and to address foreseeable burdens on the system. The Rules take effect immediately and expire 90 days from the termination of the emergency order by the Governor. The Rules include provisions that:

Suspend the issuance of a summons in residential and commercial unlawful detainer (eviction) actions.

Suspend the entry of defaults in eviction cases where a defendant has not appeared in the action.

Suspend judicial foreclosures, which are mostly associated with commercial loans secured by real property.

Allow courts to require judicial proceedings and court operations be conducted remotely, but only with the defendant’s consent in criminal proceedings.

Adopt a statewide emergency bail schedule that sets bail at $0 for most misdemeanor and lower-level (non-violent) felony offenses.

Allow defendants to appear via counsel or remote technologies for pretrial criminal hearings.

Prioritize hearings and orders in juvenile proceedings and set a structure for remote hearings and continuances.

Extend the timeframes for specified temporary restraining orders in family law and domestic violence actions.

Extend the statutes of limitations governing civil actions. Allow electronic depositions in civil cases.

The eviction provisions in the Rules are in addition to the county-wide eviction moratorium issued by the Board of Supervisors for residential evictions. The Rules freeze residential and commercial eviction processes, except where the action is necessary for health and safety reasons to a date uncertain, until 90 days after the Governor’s termination of the COVID-19 emergency or until the Rules are further amended or repealed by the Judicial Council.

The Cares Act On March 31, 2020, the President signed into law the Cares Act. It contains $350 billion in forgivable loans for businesses to cover payroll, health care, salaries, interest on mortgages, rent, utilities, and interest on other debt obligations. These loans first became available from certain banks working with the Small Business Administration beginning on Friday, April 3.

Action to Consider For Future Agenda The Council may elect to move quickly to pass an ordinance on this issue. Per Government Code section 36937(b), urgency ordinances take effect immediately. The City Council would be required to declare there is a current and immediate threat to the public peace, health, and safety and to state the facts constituting the urgency. Such an ordinance requires four (4) votes

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of the City Council. If the Council elects not to adopt an urgency ordinance, the Council can introduce the ordinance at its next meeting, adopt the ordinance at the following Council meeting, then the ordinance becomes effective 30 days later. ALTERNATIVES: The alternatives available to the City Council include:

1. Provide staff with further direction on these issues; or

2. Do not provide staff with further direction on these issues. Respectfully submitted by:

Greg Rubens, City Attorney


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MEETING DATE: April 13, 2020 ITEM TITLE: Consideration of Adopting a Resolution Establishing a Tenant Assistance

Program, Authorizing the City Manager to Enter into an Agreement Designating Samaritan House as Program Administrator, and Appropriating $112,000 from the Housing Fund to Fund Said Program.

RECOMMENDATION: Staff recommends that the City Council adopt a Resolution establishing a Tenant Assistance

Program (“TAP”), authorizing the City Manager to enter into a funding agreement designating

Samaritan House to administer said program, and appropriating $112,000 from the Below

Market Rate Housing Fund (Funds 29 and 31) to fund the Program.

FISCAL IMPLICATIONS:

Samaritan House is able to act as the administrator and fiscal agent for the program. As such,

this organization requests a 12% administrative cost be applied to the program funding amount

for this purpose. Given that the proposed initial funding for the program is set at $100,000, the

total appropriation requested is $112,000. This amount would be appropriated from the Below

Market Rate Housing Fund (Funds 29 and 31), where there are sufficient funds available to

cover this request.

BACKGROUND: Given the circumstances surrounding the novel coronavirus (COVID-19) Pandemic, the City has received requests for assistance with rental payments. The City currently does not have an established program to provide such financial relief to residents of the city. However, through the Housing Division’s annual Notice of Funding Availability (NOFA) for Affordable Housing Programs, the City does fund non-profit organizations that provide this type of assistance. One such grantee is Samaritan House, a San Mateo based not-for-profit organization that provides rental assistance payments, emergency shelter, food assistance, and other vital community services. Over the years, the City has continued to award Samaritan House with competitive funding as it has demonstrated, year after year, that this funding makes a significant social impact to San Carlans. The following outlines City Housing grants awarded to Samaritan House by Fiscal Year (“FY”):

FY 2012-13: $7,000 FY 2013-14: $7,000

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FY 2014-15: N/A FY 2015-16: $15,000 FY 2016-17: $15,000 FY 2017-18: $15,000 FY 2018-19: $12,000 FY 2019-20: $13,000

Given the City’s successful history of helping to provide local vital services with Samaritan House, an opportunity exists to partner with the organization to fund a new local program that can provide access to emergency rental assistance. ANALYSIS: A newly established Tenant Assistance Program (“TAP”) would provide one-time emergency rental assistance funding to households impacted by the COVID-19 Pandemic. The TAP Guidelines (Attachment 2) have been structured as follows:

(a) Total City TAP funding contribution of $100,000 (plus $12,000 for administrative costs);

(b) TAP capable of accepting additional private donations to supplement funding;

(c) TAP funding grants shall not exceed $5,000 per household;

(d) TAP funding grants may only be used for rent payments;

(e) Eligibility of TAP funding will be based on:

1. A household’s inability to pay rent due to economic conditions resulting from the COVID-19 Pandemic, with sufficient evidentiary support to the satisfaction of Samaritan House;

1.1 Other extraordinary circumstances as determined by Samaritan House and approved by the City’s Housing Manager on a case-by-case basis may be eligible.

2. Household’s income not exceeding 120% of the Area Median Income for San Mateo County;

3. A requirement that a household must occupy a legal unit located in incorporated San Carlos; and

4. A requirement that a household must have a current, valid lease agreement with

the landlord.

(f) TAP funds will be disbursed on a first-come, first-served basis (based on eligibility); and

(g) All decisions of Samaritan House will be considered final. Samaritan House will be required to submit a report on use of funds to the City on a monthly basis until all funds have been exhausted.

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ALTERNATIVES: The alternatives available to the City Council include:

1. Adopt a Resolution establishing a Tenant Assistance Program, authorizing the City Manager to enter into a funding agreement designating Samaritan House to administer said program, and allocating $112,000 from the Below Market Rate Housing Fund (Funds 29 and 31) to fund the program; or





Martin Romo, Economic Development & Housing Manager


ATTACHMENT(S):

1. Resolution - Tenant Assistance Program 2. Tenant Assistance Program Guidelines

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RESOLUTION NO. 2020 – ____

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN CARLOS ESTABLISHING A TENANT ASSISTANCE PROGRAM, AUTHORIZING THE CITY

MANAGER TO ENTER INTO AN AGREEMENT DESIGNATING SAMARITAN HOUSE AS PROGRAM ADMINISTRATOR, AND APPROPRIATING $112,000 FROM THE HOUSING

FUND TO FUND SAID PROGRAM.

WHEREAS, the City Council has adopted a 2020 Strategic Goal to actively encourage

and support the creation of housing to provide a safe, diverse, and affordable supply by facilitating

development of housing for all income levels; and

WHEREAS, on March 11, 2020, the World Health Organization declared COVID-19 constituted a world pandemic; and

WHEREAS, on March 16, 2020, the San Mateo County Health Officer issued a shelter in

place order to all County residents, with limited exceptions, to preserve the further spread of

COVID-19; and

WHEREAS, the current housing crisis in the Bay Area is expected to increase as lower

income tenants lose their jobs or experience reduced wages as a result of COVID-19 Pandemic

impacts; and

WHEREAS, the City of San Carlos understands that supporting existing renters that are

faced with the extenuating circumstances of the COVID-19 Pandemic furthers the goal of

promoting and sustaining a safe, diverse, and affordable supply of housing; and

WHEREAS, the City recognizes that financial assistance grants are the best form of support in light of the economic conditions caused by the COVID-19 Pandemic; and

WHEREAS, the City further recognizes that the most cost-effective and expedient manner to insure that this support is delivered to residents is through entering into agreements with qualified non-profit organizations.

NOW, THEREFORE BE IT RESOLVED, that the San Carlos City Council hereby establishes a Tenant Assistance Program, authorizes the City Manager to enter into an agreement designating Samaritan House as program administrator, and appropriates $112,000 from the Housing Fund to fund the Tenant Assistance Program.

* * * * *

I, Crystal Mui, hereby certify that the foregoing Resolution was duly and regularly passed and adopted by the City Council of the City of San Carlos at a scheduled meeting thereof held on the 13th day of April 2020, by the following vote:

AYES, COUNCILMEMBERS: _______________________________________________

NOES, COUNCILMEMBERS: _______________________________________________


________________________________

CITY CLERK of the City of San Carlos

APPROVED:

___________________________

MAYOR of the City of San Carlos

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CITY OF SAN CARLOS TENANT ASSISTANCE PROGRAM GUIDELINES

1. Goals & Objectives

1.1 The City of San Carlos has adopted a 2020 Strategic Goal to actively encourage and

support the creation of housing to provide a safe, diverse, and affordable supply by facilitating

development of housing for all income levels.

1.2 The City of San Carlos understands that supporting existing renters that are faced with the

extenuating circumstances of the COVID-19 Pandemic furthers the goal of promoting and

sustaining a safe, diverse, and affordable supply of housing.

1.3 The City recognizes that financial assistance grants are the best form of support in light of

the economic conditions caused by the COVID-19 Pandemic.

1.4 The City further recognizes that the most cost-effective and expedient manner to insure that

this support is delivered to residents is through entering into agreements with qualified non-profit

organizations.

2. Program Administration

2.1 The Tenant Assistance Program (“TAP”) will be administered by a designated program

administrator, which must be an incorporated tax exempt, non-profit entity.

2.2 The program administrator must have experience providing similar services to San Carlos.

2.3 The program administrator shall maintain accounting records that are in accordance with

generally accepted accounting principles and must have an independent audit performed at

least once every two years.

2.4 The program administrator must have bylaws that define the organization’s purposes and

functions, its organization and the duties, authority, and responsibility of its governing body and

officers.

2.5 Governance of the program administrator should be vested in a responsible and active

board that meets at least quarterly and establishes and enforces policies. The board should be

large enough and so structured to be representative of the community it serves. It should have a

specific written plan for rotation or other arrangements to provide for new members.

2.6 The program administrator must provide for adequate administration of the program to

insure delivery of the services. The program administrator must have a written job description of

reach staff position and an organizational chart approved by the board. One individual must be

designated as the full time director of the agency.

2.7 The program administrator shall use no less than 88% of City funds, and any received

private donations for this program, for rental assistance. Program administration costs shall not

exceed 12%.

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3. Grant Amount & Eligibility

3.1 TAP funding shall not exceed $5,000 per household.

3.2 TAP funding may only be used for rent payment.

3.3 Eligibility for TAP funds will be based on a household’s inability to pay rent due to economic

conditions as a result of the COVID-19 Pandemic, with sufficient evidentiary support to the

satisfaction of the program administrator.

3.4 Other extraordinary circumstances as determined by the program administrator and

approved by the City’s Housing Manager on a case-by-case basis may be eligible.

3.5 Eligibility criteria will require that:

(a) Households must have an income at 120% or below of the Area Median Income for San

Mateo County;

(b) Households must occupy a legal unit located in incorporated San Carlos; and

(c) Households must have a current, valid lease agreement with the landlord.

4. Funding & Reporting

4.1 The City has provided $100,000 in program funding for TAP, plus $12% for project

administration.

4.2 Additional donations from the private sector will be accepted to supplement funding for the

program. Donations are to be made directly to the program administrator with an indication that

the use of funds be directed to the San Carlos TAP.

4.3 Funds will be disbursed on a first-come, first-served basis (based on eligibility).

4.4 All decisions of the program administrator will be considered final.

4.5 The program administrator will submit a report on use of funds for delivery to the City on a

monthly basis until all funds have been exhausted.

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MEETING DATE: April 13, 2020 ITEM TITLE: Consideration of Adopting a Resolution Appropriating Funds from the

City's Unassigned General Fund to the San Mateo County Strong Fund to Assist San Carlos Small Businesses.

RECOMMENDATION: Staff recommends Council consider approving a Resolution appropriating between $100,000 and $400,000 from the City’s Unassigned General Fund balance to the San Mateo County Strong Fund to assist San Carlos small businesses. FISCAL IMPLICATIONS: This action would appropriate $100,000 to $400,000 from the Unassigned General Fund, which currently has a balance of approximately $2 million. SUMMARY: The San Mateo County (“SMC”) Strong Fund (“Fund”) was established in response to the COVID-19 pandemic as a means of providing assistance to San Mateo County individuals and families, small businesses, and non-profits. In an effort to support the Fund and those in our community, City staff are recommending that the City Council consider approving a Resolution appropriating between $100,000 and $400,000 from the City’s Unassigned General Fund balance to the Fund to support small businesses in San Carlos. BACKGROUND: On March 24, 2020, the San Mateo County Board of Supervisors approved $3 million in emergency funding (Measure K) to establish and fund the SMC Strong Fund. SMC Strong is a partnership with the Silicon Valley Community Foundation (“SVCF”) to support those most impacted by COVID-19 in San Mateo County. All money donated to SMC Strong will stay inside San Mateo County to benefit families and individuals, non-profit organizations, and small businesses adversely impacted by COVID-19. On March 31, 2020, the San Mateo County Board of Supervisors approved the following allocations of the $3 million for the SMC Strong fund.

$1 million for COVID-19 Emergency Financial Assistance Program for families/individuals. These funds will be administered by Samaritan House and

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disbursed through the County’s core agency network. Funds can be used to provide housing assistance, utility payments, transportation, or other essential needs for residents impacted by COVID-19 and are restricted to households earning 60% of area median income or less.

$1 million for the Regional Non-Profit Emergency Fund. o $150,000 for Samaritan House for the administration and management of the $1

million for the COVID-19 Emergency Financial Assistance Program. o $425,000 for the eight core services agencies to cover increased costs

associated with the COVID-19 Emergency Assistance Program and other increased operating costs due to COVID-19.

o $425,000 for homeless shelter providers allocated based on households served last year to cover increased costs due to COVID-19.

$1 million for small businesses support. The San Mateo County Economic Development Association (“SAMCEDA”) and the San Mateo County are currently developing an application and distribution plan for the small business assistance program by surveying members about their current needs and reviewing the federal business and individual assistance programs recently approved by Congress.

ANALYSIS: The $100,000 to $400,000 appropriated for the Fund would be intended for the administration of a potential Small Business Relief Fund for San Carlos small businesses. City staff will work in coordination with SAMCEDA and the SVCF to determine guidelines to provide San Carlos small businesses with grants and/or loans (whichever is most feasible). The purpose of the assistance is to help San Carlos small businesses temporarily mitigate the financial impacts from the COVID-19 pandemic until State and Federal resources are available and to stem the potential community deterioration that could result from the financial impacts of the pandemic. ALTERNATIVES: The alternatives available to the City Council include:

1. Adopt a Resolution appropriating between $100,000 and $400,000 from the City’s Unassigned General Fund balance to the San Mateo County Strong Fund to assist San Carlos small businesses; or





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Martin Romo, Economic Development & Housing Manager


ATTACHMENT(S):

1. Resolution - SMC Strong Fund

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RESOLUTION NO 2020-______

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN CARLOS APPROPRIATING BETWEEN $100,000 AND $400,000 FROM THE CITY’S UNASSIGNED GENERAL FUND BALANCE TO THE SAN MATEO COUNTY STRONG FUND TO ASSIST

SAN CARLOS SMALL BUSINESSES.

WHEREAS, residents, businesses, and non-profits in the City of San Carlos and the County of San Mateo have been heavily impacted by the COVID-19 pandemic and the subsequent Shelter-In-Place Order; and

WHEREAS, on March 24, 2020 the San Mateo County Board of Supervisors approved $3,000,000 in emergency funding to support those most impacted by the pandemic in partnership with the Silicon Valley Community Foundation; and

WHEREAS, the City has available $100,000 to $400,000 of unassigned money in its

General Fund that is available to provide relief to those that have been impacted by COVID-19; and

WHEREAS, on April 13, 2020 the City Council received a recommendation from City staff to consider appropriating between $100,000 and $400,000 to the San Mateo County Strong Fund to support small businesses in San Carlos.

NOW, THEREFORE BE IT RESOLVED by the City Council of the City of San Carlos that

$100,000 to $400,000 is to be appropriated from the City’s Unassigned General Fund balance to the San Mateo County Strong Fund to assist San Carlos small businesses.

********

I, Crystal Mui, hereby certify that the foregoing Resolution was duly and regularly passed and adopted by the City Council of the City of San Carlos at a scheduled meeting thereof held on the 13th day of April, 2020 by the following vote:

AYES, COUNCILMEMBERS:____________________________________________________ NOES, COUNCILMEMBERS: ___________________________________________________ ABSENT, COUNCILMEMBERS: _________________________________________________

________________________________

CITY CLERK of the City of San Carlos

APPROVED: MAYOR of the City of San Carlos

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MEETING DATE: April 13, 2020 ITEM TITLE: Consideration of Adopting a Resolution Authorizing the City Manager

"Continuing Resolution Authority" Consistent with the Adopted and Amended Fiscal Year (FY) 2019-2020 Annual Operating and Capital Budget Until the Adoption of the FY 2020-2021 Budget for a Period of No Longer Than 90 Days Starting on July 1, 2020.

RECOMMENDATION: It is recommended that the City Council approve the attached Resolution authorizing the City Manager “Continuing Resolution Authority” consistent with the adopted and amended Fiscal Year (“FY”) 2019-20 Annual Operating and Capital Budget for the City of San Carlos until the adoption of the FY 2020-21 budget for a period of no longer than 90 days starting on July 1, 2020. FISCAL IMPLICATIONS: This action will limit expenditures to a level not greater than authorized in the adopted and amended FY 2019-20 Budget. Attached is Resolution 2019-053, which is the Resolution of the City Council adopting the proposed Mid-Cycle FY 2019-20 General Fund and Non-General Fund Budgets. Also attached is a list of all the budget amendments made thus far for FY 2019-20. BACKGROUND: Without adopting a budget, the City Council has no authority to expend dollars or enter into any contracts. If a budget is not adopted, the City Council must adopt a Resolution continuing the previous year’s budget into the new fiscal year and for a period of no longer than 90 days. The City Council Budget Study Sessions were originally scheduled for May 7, 2020 and May 12, 2020. However, due to the emergency situation caused by the novel coronavirus or COVID-19, which limits interactions and meetings based on Centers for Disease Control and Prevention (“CDC”) guidelines and the San Mateo County’s Public Health Order issued on March 16, 2020, staff is unable to meet to discuss the proposed budget for FY 2020-21. ANALYSIS: Continuing resolution authority is authority to continue services and to pay bills and payroll at a level consistent with the prior year’s budget. As such, adoption of the continuing resolution

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authority will allow the City Manager to conduct business at currently approved levels and to purchase supplies, materials, and services consistent with those of FY 2019-20. As such, the continuing resolution authority does not authorize the City Manager to make any of the following changes:

Begin new services or change service levels, except those explicitly authorized by the City Council;

Increase or change employee compensation, except explicitly authorized by City Council; and

Begin new capital projects, except for those explicitly authorized by City Council. Therefore, it is recommended that the City Council approve the attached Resolution authorizing the City Manager “continuing resolution authority” consistent with the adopted and amended FY 2019-20 Annual Operating and Capital Budget for the City of San Carlos until the adoption of the FY 2020-21 budget for a period of no longer than 90 days beginning July 1, 2020. ALTERNATIVES: The alternatives available to the City Council include:

1. Adopt a Resolution authorizing the City Manager “Continuing Resolution Authority” consistent with the adopted and amended FY 2019-20 Annual Operating and Capital Budget for the City of San Carlos until the adoption of the FY 2020-21 budget for a period of no longer than 90 days beginning July 1; or




Rebecca Mendenhall, Administrative Services Director


ATTACHMENT(S):

1. Resolution - Budget 2. Resolution 2019-053 - FY19-20 Budget Adoption 3. List of Budget Amendments FY19-20

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RESOLUTION NO. 2020 -_____

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN CARLOS AUTHORIZING THE CITY MANAGER “CONTINUING RESOLUTION AUTHORITY”

CONSISTENT WITH THE ADOPTED AND AMENDED FISCAL YEAR (“FY”) 2019-20 ANNUAL OPERATING AND CAPITAL BUDGET UNTIL THE ADOPTION OF THE

FY 2020-21 BUDGET FOR A PERIOD OF NO LONGER THAN 90 DAYS STARTING ON JULY 1, 2020.

______________________________________________________________________

WHEREAS, the City Council has had to suspend the budget hearing process for FY 2020-21 to allow the City to address concerns related to the novel coronavirus, COVID-19 emergency; and

WHEREAS, the City Council will need to approve a Resolution to continue the prior year’s adopted and amended budget to ensure our ability to conduct municipal business; and

WHEREAS, under the “Continuing Resolution Authority”, the City Manager may continue services and issue checks to pay for employee salaries and benefits, supplies, materials, contract services, debt obligations, capital projects, and other existing agreements approved by City Council. The “Continuing Resolution Authority” does not authorize new services or change service levels, change employee compensation, or begin new capital projects, except with explicit authorization from City Council.

NOW THEREFORE BE IT RESOLVED, that the City Council of the City of San Carlos hereby authorizes the City Manager “Continuing Resolution Authority” consistent with the adopted and amended FY 2019-20 Annual Operating and Capital Budget until the adoption of the FY 2020-21 Budget for a period no longer than 90 days starting on July 1, 2020.

* * * * *

I, Crystal Mui, hereby certify that the foregoing Resolution was duly and regularly passed and adopted by the City Council of the City of San Carlos at a regular meeting thereof held on the 13th day of April 2020, by the following vote:

AYES, COUNCILMEMBERS: ____________________________________________________

NOES, COUNCILMEMBERS: ____________________________________________________


________________________________ CITY CLERK of the City of San Carlos APPROVED: ___________________________ MAYOR of the City of San Carlos

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List of Budget Amendments for Fiscal Year 2019-2020

Date Department RESOLUTION NO.

Title Budget Amendment Amount

Will continue in FY20-21?

9/9/2019 CIP RESO # 2019-070 Approving Plans and Specifications for San Carlos Ave Pedestrian Safety Improvement Project

600,000 Yes

9/23/2019 CIP RESO # 2019-074 Approve Plans and Specifications for 2019 Park Restroom Project

216,000 Yes

10/28/2019 P&R RESO # 2019-085 Reclassify Position of Facility Attendant to Senior Facility Attendant & Appropriating $29,500 from General Fund Annually for Position

29,500 Yes

11/12/2019 Fire RESO # 2019-089 Update Classification Specification for Fire Prevention Officer, Amending AFSCME Local 829 Salary Schedule & Appropriating $30,300 from General Fund Annually for Position

30,300 Yes

11/12/2019 City Council RESO # 2019-094 Authorize City Manager to Execute Endowment Fund Agreement w/ San Carlos Community Foundation for $2,000,000 and Appropriate $20,000 Grant to Foundation During Startup Phase

2,020,000 No - this is a one-time expense

3/9/2020 City Council RESO # 2020-011 Authorize a financial contribution to the San Mateo County Gun Buyback Program in the amount of $75,000, with $30,000 Donation and $45,000 Matching Grant

75,000 No - this is a one-time expense

3/9/2020 CDD RESO # 2020-012 Approve a new "Advanced Planning" Division for the Community Development Department & Appropriating Funds from the General Fund to Community Development

218,000 Yes

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agenda - monday, april 13, 2020

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