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Agenda Packet 04/28/1998
AGENDA ATASCADERO CITY COUNCIL MEETING TUESDAY,APRIL 28, 1998 City of Atascadero 6500 Palma Avenue, 4`h floor Atascadero, California CLOSED SESSION; 6:30 P.M.: 1) Conference with legal counsel—Anticipated litigation—Colony Roads Significant exposure to litigation pursuant to Govt. Code Sec. 54956.9 (b) REGULAR SESSIOIN, 7:00 P.M.: PLEDGE OF ALLEGIANCE: Council Member Lerno ROLL CALL: Mayor Carden Mayor Pro Tem Johnson Council Member Clay Council Member Lerno Council Member Luna APPROVAL OF AGENDA: Roll Call COUNCIL ANNOUNCEMENTS AND REPORTS: (On their own initiative, Council Members may make a brief announcement or a brief report on their own activities. council Members may ask a question for clarification, make a referral to staff or take action to',,have staff place a matter of business on a future agenda. No formal action by the Council will be taken unless an item is identified on the Agenda.) f PRESENTATIONS} A. Proclamation:) "April 1998—Volunteer Recognition Month" B. Proclamation:; "April 1998—Public Schools Month" COMMUNITY FORUM: (This portion of the meeting is reserved for persons wanting to address the Council on any matter not on this agenda and over which the Council has jurisdiction. Speakers are limited to five minutes. Please state your name and address for the record before making your presentation. The Council may take action to direct the staff to place a matter of business on a future agenda) A. CONSENT CALENDAR: Roll Call (All items on the consent calendar are considered to be routine and non-controversial by City staff and will be approved by one motion if no member of the Council or public wishes to comment or ask questions. If comment or discussion is desired by anyone, the item will be removed from the consent calendar and will be considered in the listed sequence with an opportunity for any member of the public to address the Council concerning the item before action is taken) 1. City Council Minutes—March 24, 1998 (City Clerk's recommendation:Approve) 2. City Treasurer's Report—March 1998 (City Treasurer's recommendation: Review and accept) 3. March 1998 Accounts Payable& Pam—Fiscal Impact: $871,546 07 (Staff recommendation: Review and approve) 4. Parking Ordinance for Vehicles for Sale-Fiscal Impact: Minor increase in revenues from the collection of fines (City Attorney Recommendation: Waive reading of Ordinance No. 346 and introduce for second reading by title only) [Roy Hanley] 5. Weed Abatement Program—Declaring vegetative growth and/or refuse a public nuisance- Fiscal Impact: None (Staff recommendation: Approve Resolution No. 1998-019) [Mike McCain] 6. Purchase of a GMC C2500 Pickup Truck—Through the State Cooperative bid process— Fiscal Impact: $18,657 plus a 1%State service fee (Staff recommendation: Approve Resolution No. 1998-020) [Brady Cherry] B. PUBLIC HEARINGS: (None submitted) C. MANAGEMENT REPORTS: 1. Public Hearing Noticing Requirements—A review of State and local public hearing noticing requirements for planning projects and entitlements—Fiscal Impact: Minor increase in postage costs. (Staff recommendation: Direct, by minute order, an increase in the radius for public hearing notices within the Residential Suburban Zoning District) [Paul Saldana] • 2 2. Cily of Atascadero Media Guidelines—Fiscal Impact: None (Staff recommendation: Receive and fill) [Wade McKinney] 3. Information Bulletin D. CITY ATTORNEY REPORTS (None submitted) E. COMMITTEE REPORTS (The following represent standing committees. Informative status reports will be given, as felt necessary.): 1. S.L.O. Council;of Governments/S.L.O. Regional Transit Authority 2. Finance Committee 3. Economic Round Table 4. Water Committees A. SLO County Flood Control & Water Conservation District Water Resources Advisoty Committee B. Nacimipnto Water Purveyors' Contract Technical Advisory Committee C. North County Water Task Force 5. Integrated Waste Management Authority 6. North County Council • 7. Air Pollution Control District 8. County Mayor's Round Table 9. Economic Vitality Corporation, Board of Directors 10. City/ Schools Committee F. INDIVIDUAL DETERMINATION AND/OR ACTION: 1. City Council 2. City Attorney 3. City Clerk 4. City Treasurer'; G. ADJOURNMENT: THE COUNCIL WILL ADJOURN TO THE NEXT SCHEDULED REGULAR MEETING ON MAY 12, 1998. Please note: Should anyone challenge any proposed development entitlement listed on this Agenda in court, that person may be limited to raising those issues addressed at the public hearing described in this notice, or in written correspondence delivered to the City Council at or prior to this public hearing. 3 City of Atascadero WELCOME TO THE ATASCADERO CITY COUNCIL MEETING GENERAL INFORMATION The City Council meets in regular session on the second and fourth Tuesday of each month at 7:00 p.m., in the Council Chamber of City Hall. Matters are considered by the Council in the order of the printed Agenda. Copies of the staff reports or other documentation relating to each item of business referred to on the Agenda are on file in the office of the City Clerk(Room 208)and in the Information Office(Room 103), available for public inspection during City Hall business hours. In compliance with the Americans with Disabilities Act,if you need special assistance to participate in a City meeting or other services offered by this City,please contact the City Manager's Office, (805) 461-5010,or the City Clerk's Office,(805)461-5074. Notification at least 48 hours prior to the meeting or time when services are needed will assist the City staff in assuring that reasonable arrangements can be made to provide accessibility to the meeting or service. TO SPEAK AT PUBLIC HEARINGS Scheduled public hearings are itemized on the Agenda. The Mayor will identify the subject, announce when the public hearing is open and request anyone interested to address the Council regarding the matter being considered. If you wish to speak for,against or comment in any way: • You must approach the podium and be recognized by the Mayor • • Give your name and address • Make your statement • All comments should be made to the Mayor and Council • All comments limited to 5 minutes(unless changed by the Council) • No one may speak for a second time until everyone wishing to speak has had an opportunity to do so,and no one may speak more than twice on any item. The Mayor will announce when the hearing is closed,and thereafter,no further public comments will be heard by the Council. TO SPEAK ON SUBJECTS NOT LISTED AS PUBLIC HEARINGS Under Agenda item,"COMMUNITY FORUM",the Mayor will call for anyone from the audience having business with the Council to: • Please approach the podium and be recognized • Give your name and address • State the nature of your business This is the time items not on the Agenda may be brought to the Council's attention. A maximum of 30 minutes will be allowed for Community Forum(unless changed by the Council). TO HAVE ITEMS PLACED ON AGENDA • All business matters to appear on the Agenda must be in the Office of the City Manager ten days preceding the Council meeting. Should you have a matter you wish to bring before the Council,please mail or bring a written communication to the City Manager's office in City Hall prior to the deadline. i .Volunteer Recognition Month April, 1998 WHEREAS, One of our community's greatest resources is its volunteers, who each year contribute thousands'of hours to the City of Atascadero, its staff and citizens; and WHEREAS, 'hese volunteers give freely of their time, energy and ability, and ask only for a smile and a thank you for their countless hours of service; and WHEREAS, Volunteer services have become increasingly valued, given the fiscal constraints of the City during recent years; and WHEREAS, ''',our volunteers individually and through service organizations assist in every department within the City; and WHEREAS, numerous programs exist solely due to the timeless efforts of volunteers; and WHEREAS, service groups have had the vision for projects that benefit the community as a whole and have contributed toward completion of that project; and WHEREAS, l The Nation is observing National Volunteer Month throughout April, 1998; NOW, THEREFORE, I, Harold L. Carden, III, Mayor of the City of Atascadero, do hereby proclaim the month of April, 1998 as "Volunteer Recognition Month" and take great pleasure in expressing sincere gratitude and appreciation for the dedication, selfless and compassionate contributions made by volunteers affiliated with the many service groups that willingly,assist the City of Atascadero. HAROLD L. CARDEN,III,Mayor City of Atascadero, California April 28 1998 A po'l 1998 "PUBLIC SCHOOLS MONTH" l "EDUoATION- THE CHANCE OFA LIFETIME" WHEREAS, The California Masons have declared the Month of April 1998 to be Public Schools Month in Aft i�cadero. Masons in California have always been believers in our Public Schools with a Master Mason Brother John Swett, Superintendent of Public Instruction in 1863 being recognized as the FA TM OF CALIFORNIA PUBLIC SCHOOLS and the foremost proponent of the free Public Schools for children in California,and WHEREAS, Tie challenges facing our Public Schools in California are severe and the need to provide children with a superior education essential to achieve and maintain our national goals; and WHEREAS, The crisis facing our Public Schools demand the same effective leadership the Grand Lodge of Calfornia provided in 1920 when Grand Master Charles Albert Adams observed that 18,3 79 schools in the United States were closed for lack of teachers, 41,900 children were taught by teachers below stmi-kirds, that of 600,000 teachers, 200,000 had less than four years of training • beyond the eighth&a&and 300,000 had no special training,and WHEREAS, Public School Districts in many areas of California are experiencing diminishing resources,;financial shortfalls, deteriorating of school infrastructure;and WHEREAS,It is crucial for America that the youth of our State and Nation receive the finest and broadest based education available any place in the world so that our standard of living, technological advamce*nent and national destiny is maintained in order that each child will not be deprived of an education which will provide the opportunity to experience truly "7HE CHANCE OF A LIFETIME"of learning and personal development. Harold L. Carden III Mayor o i NOW, THEREFORE, I, Har ayo f the City of Atascadero, do hereby proclaim the month of y4pril, 1998 to be Public Schools Month in the City of Atascadero, and I hereby recommend all organizations and/or businesses to join in assisting the schools of this community bring about continued public awareness and support of our Public Schools by adopting programs which will improve the public schools and emphasize the dire need for adequate funding to maintain facility infrastructure and modernization as well as the health and safety of students and teachers HAROLD L CARDEN,III,Mayor City of Atascadero, CA Dated.• April 28, 1998 r ITEM NUMBER: A - 1 DATE: 04/28/98 MINUTES ATASCADERO CITY COUNCIL MEETING TUESDAY,MARCH 24, 1998 REGULAR SESSION, 7:00 P.M.: Mayor Carden called the Regular Session to order at 7:02 p.m. and Mayor Pro Tem Johnson led the Pledge of Allegiance. ROLL CALL: Present: Council Members Clay, Johnson, Lerno, Luna and Mayor Carden Absent: None Staff: City Manager Wade McKinney, Police Chief Dennis Hegwood, Community Services Director Brady Cherry, Community Development Director Paul Saldana,Acting Finance Director Rachelle Rickard, Lt.Bill Watton, City Attorney Roy Hanley, and City Planner Steve DeCamp Others Present: City Clerk Marcia Torgerson APPROVAL OF AGENDA: Roll Call MOTION: By Mayor Pro Tem Johnson and seconded by Council Member Luna to approve the agenda. Motion passed 5:0 by a roll-call vote. COUNCIL ANNOUNCEMENTS AND REPORTS: None PRESENTATIONSE A. Proclamational' Proclaiming April 4, 1998 as "Day of the Child" and the month of April 1998 as"Month of the Child. Allyson Myers, a tea0her from Atascadero Head Start, accepted the Proclamation. Y Y B. Presentation to Lt. William Watton Mayor Carden presented Lt. Watton with a plaque representing the City's appreciation for his service to the City as Acting Police Chief C. Presentation to Mr. Steve DeCamp Mayor Carden presented Mr. DeCamp with a plaque representing the City's appreciation for his service to the City as Acting Community Development,Director. COMMUNITY FORUM: Lanny Dugar, 8330 Santa Rosa Road,expressed his concern that the City of Atascadero denied his application for a conditional use permit and now feels he is a danger to the community. He assured the Council that he is not a threat. He explained that the Council answers to God, not to him. Eric Greening, 7365 Valle, explained that Cuesta College is now realizing that they will need transit service from their North County campus. He stated that the SLORTA system is in negotiations with Cuesta College. He suggested that Atascadero get involved in the process. Mary Jo Devitt, 1690 San Luis Drive, San Luis Obispo, explained to the Council the Healthy Communities Project. A. CONSENT CALENDAR: Roll Call 1. City Council Minutes–February 24, 1998– (City Clerk recommendation: Approve) 2. City Council Minutes–March 10, 1998–(City Clerk recommendation: Approve) 3. February 1998 Accounts Payable and Payroll–Fiscal Impact: $754,327.05 (Staff recommendation: Review and approve) --no PUBLIC COMMENT— MOTION: By Council Member Luna and seconded by Mayor Pro Tem Johnson to approve Items #A-1,2, and 3. Motion passed 5:0 by a roll-call vote. CC 03/24/98 Page 2 of 8 B. PUBLIC HEARINGS: 1. General Plan Amendment#97011 /Zone Change #97012– 3705-3905 El Camino Real Fiscal Impact: None (Planning Commission recommendations: 1. Approve Resolution No. 1998-015 approving GPA #97011 and, 2. Adopt Ordinance 345 approving Zone Change #97012, waive the reading in full and introduce for first reading by title only) [Paul SaldanaJ Paul Saldana gave the,staff report. The Council asked questions and briefly discussed the issue. --no PUBLIC COMMENT— MOTION: By Mayor Pro Tem Johnson and seconded by Council Member Clay to approve Resolution No. 1998-015 approving GPA#97011 and adopt Ordinance No. 345 approving Zone Change#97012,waiving the reading in full and introducing for first reading by title only. Motion passed 5:0 by a roll-call vote. C. MANAGEMENT REPORTS: 1. Economic Development Investment Strategy–Fiscal Impact: On a case by case basis will increase revenues if properly designed– (Staff recommendation: Receive and file report) [Paul Saldana] Paul Saldana gave the staff report. Council Member Luna stated that he is opposed to this type of incentive but he also stated that he realizes this is probably going to happen anyway. He suggested that he be able to focus this process in a direction that he could partially support. He stated that he would rather the emphasis be on careers, not jobs. Council Member Luna also said that he is opposed to incentives that create competition to existing businesses. He went on to state that he felt one of the major focuses should be on retention and expansion of existing businesses. He stated that contractual agreements that guarantee performance are absolutely necessary; and the City must be ready to enforce compliance, something the City has done a very poor job of so far. He said that he believes that incentives need to be tied to redevelopment that would benefit everyone, such as upgrading infrastructure, streetscape. Mayor Carden stressed that the Redevelopment Authority be in place first. Mayor Pro Tem Johnson stated that he agrees that we need to move ahead on economic development. He said that he agreed with Council Member Luna concerning protecting the existing businesses. Council Member Lerno stated that he is anxious to proceed with economic development but he agrees with Council Member Luna concerning protecting the existing businesses. He suggested that the final policy be more detailed. CC 03/24/98 Page 3 of 8 Council Member Clay stated that he doesn't want Atascadero to give away too much and not receive anything in return. There was lengthy Council discussion on this issue. There was Council consensus that the Downtown is a top priority. PUBLIC COMMENT Eric Greening, 7365 Valle, stated that he was glad to see that the Council does not have the gung-ho attitude of spend anything to get anything. He said that well-targeted incentives coupled with re-development is the wisest way to go. Mary Pallister, 9196 Maple St., stated that the median was the biggest mistake Atascadero ever did. She also listed other issues that she felt were poor judgement. --end PUBLIC COMMENT— There were no more questions or comments from the Council of this item. 2. Cable Television in Atascadero–Fiscal Impact: None– (Staff recommendation: Authorize the City Manager to initiate discussions with Falcon Cable) [Wade McKinney] Wade McKinney gave the staff report. The Council asked questions of Mr. McKinney. Council discussion ensued and Mr. McKinney asked Barry Egan,of Falcon Cable, to answer questions of • the Council. Barry Egan, General Manager of Falcon Cable, answered questions and explained that Falcon has started some upgrades and will be completed no later than December 31, 1999. PUBLIC COMMENT Forrest Johnson, 5085 Vida, stated that he has an insignificant signal and has returned his cable box. Mary Pallister, 9196 Maple St., asked Mr. Egan why Sonic Cable has a better signal and is cheaper than Falcon. Mr. Egan responded that he is unaware of what Sonic Cable charges for its services. However,he explained that they are both regulated by the FCC. Reed Shugart, 9850 Los Lomas, expressed his concern that Falcon won't do the improvements before acquiring the 10-year extension on their agreement with the City. --end PUBLIC COMMENT— There was consensus of the Council to authorize the City Manager to initiate discussions with Falcon Cable regarding an extension to the currentfranchise agreement. Mayor Carden called a 5 minute recess at 8:45 p.m. CC 03/24/98 Page 4 of 8 Mayor Carden called the meeting to order at 8:55 p.m. 3. Atascadero Dial-A-Ride Management Contract—Fiscal Impact: None— (Staff recommendation: Authorize solicitation of proposals from transit contractors) [Brady Cherry] Brady Cherry gave the staff report. The Council discussed Atascadero's transit service and how to adequately address Atascadero's needs. --no PUBLIC COMMENT-- There was consensus of the Council to authorize solicitation of proposals from transit contractors. 4. General Plan Amendment#97009, Zone Change#97008 and Tentative Parcel Map #97004—7930 Santa Rosa Road(Gearhart)—Fiscal Impact: None (Staff recommendation: Deny Ordinance No. 343, rescind Resolution No. 1998-010, and rescind Resolution No. 1998-007) [Wade McKinney] Wade McKinney gave the staff report. He explained why staff was recommending the Council deny Ordinance No. 343 and rescind Resolution Nos. 1998-007 and 1998-010. Mr. McKinney stated that staff discovered that the General Plan does not allow the inclusion of an easement in the calculation of net lot area. He explained that the effect of denying the Ordinance and rescinding the Resolutions would leave the property zoned Public as it was before the Applicant applied for the zone change. Council Member Lerno stepped down of this item due to a conflict of interest. There was brief discussion of the Council on this item including the inconsistencies of land use documents and the need to coordinate them. i PUBLIC COMMENT Mary Hickey, 7950 Santa Rosa Road, read a prepared statement. (See Attachment A) She asked if someone could promise her that if the Applicant applies for any improvements to this site in the future, that the neighborhood be sent a 10-day written notification. Mr. McKinney responded that there are many uses allowed by right in the Public zone that would not require notification to adjacent properties. He explained that if the Applicant applied for a permit to build a residential home on the site, it would require a Conditional Use Permit, which would trigger a 10-day notification being sent to all property owners within 300 feet. Mayor Carden added that the City cannot begin to notify neighbors every time someone makes improvements to their property if those improvements do not require any special permits. Paul Weems, 7982 Santa Rosa Road, stated that Mrs. Hickey is asking for common courtesy from the City. He reminded all of the Council Members that they have stated that they support the General Plan. CC 03/24/98 Page 5 of 8 --end PUBLIC COMMENT— MOTION: By Council Member Luna and seconded by Council Member Clay to deny Ordinance No.343, rescind Resolution No. 1998-010 and rescind Resolution No. 1998-007. Motion passed 4:0 by a roll-call vote. (Lerno abstained) 5. Information Bulletin D. CITY ATTORNEY REPORTS 1. Parking Ordinance for Vehicles for Sale–Fiscal Impact: Minor increase in revenues from the collection offines (City Attorney Recommendation: Waive reading of Ordinance No. 346 and introduce for first reading by title only) [Roy Hanley] Roy Hanley gave the staff report. The Council asked questions of Mr. Hanley and discussed the proposed Ordinance. Council Member Clay stated that he cannot support this Ordinance. He explained that citizens selling their cars on their own is part of the rural character of Atascadero. Council Member Clay said that he hasn't received any complaints on this issue. Council Member Luna explained that he brought this issue to the Council because there were P g business owners that had come to Traffic Committee meetings complaining of the lack of public parking in front of their businesses as a result of citizens parking vehicles for sale. --no PUBLIC COMMENT— The Council asked for clarification from Mr. Hanley of the wording in the Ordinance. Council Member Lerno stated that he agrees with Council Member Clay and that he feels this Ordinance is too strict. MOTION: By Council Member Luna and seconded by Mayor Pro Tem Johnson to adopt Ordinance No.346,waive reading in full and introduce for first reading by title only. Motion passed 3:2 by a roll-call vote. (Clay& Lerno opposed) E. COMMITTEE REPORTS Integrated Waste Management Authority Council Member Luna stated he wanted to correct something he said at the last meeting. He had said that 47%was our diversion rate. It's actually 45%. But,what is of concern is that the County is at around 20%. CC 03/24/98 Page 6 of 8 North County Council Mayor Carden stated that they will be meeting Thursday, April 9, 1998. County Mayor's Round Table Mayor Carden stated that they will be meeting on April 3, 1998. Economic Vitalily Corporation, Board of Directors Mayor Pro Tem Johnson stated that he is spending some energy to get non-participating cities to contribute funds or face the fact that the EVC will fold., F. INDIVIDUAL DETERMINATION AND/OR ACTION: City Council Mayor Pro Tem Johnson announced that Jack O'Connell spoke at the League of California Cities regional dinner last Friday and stated that Mr. O'Connell said that the governor is not supportive of ERAF. Mayor Pro Tem Johnson said that several people were thanking Mr. O'Connell for assisting them in acquiring funds. He would like staff to check into this process and see if there are any funds accessible to us. Council Member Luna asked if we are still working towards being year 2000 prepared? Mr. McKinney responded that, yes, the Finance Department is reviewing upgraded software and will be ready in the year 2000. • Mayor Carden stated he wanted to pass along to the Traffic Committee that he has received 3 calls concerning a potential stop sign at Avenal and Santa Rosa. Mayor Pro Tem Johnson asked that staff look into the timing of the signal on El Camino Real at Del Rio Road. Mayor Carden asked staff to keep up on the item in the League of California Cities latest bulletin concerning vehicle license legislation hearings. Also, he stated he received a letter concerning a Final Federal No Surprise Rule. He asked that staff look into this. Cites City Clerk Marcia Torgerson asked the Council Members to let her know if they were planning on attending the North County Council meeting on Thursday,April 9, 1998. City Manager Wade McKinney said he wanted to remind the Council of the Joint City Council/Planning Commission Workshop on Tuesday, March 31, 1998. Also, he wanted to share with the Council that Mr. Bill Zimmerman, Chairman of the Planning Commission, is ill and underwent surgery today. He told the Council that he would keep them informed as to his progress. Lastly, Mr. McKinney explained to the Council that he had received a call from Mr. DeCarli of SLOCOG concerning 4 or 5 million dollars available in additional federal funds. However,the congressional office requested these funds be used from San Luis Obispo and south as previous funds have been allotted to Highway 46. CC 03/24/98 Page 7 of 8 ' G. ADJOURNMENT: Mayor Carden adjourned the meeting to the Joint City Council/Planning Commission Workshop on Tuesday, March 31, 1998. RECORDED AND PREPARED BY: Marcia M. Torgerson, City Clerk ATTACHMENTS: Prepared Statement read by Mary Hickey • CC 03/24/98 Page 8 of 8 Attachment A Atascadero City Coun 03/24/98 11 6�v 6 42f L ?/Z) �'S''r/ �1� ._C'�1191v f l�nS �itc� 0 nxnC�.- I do 'is-io(r- 0 74A') �7 L la s 10 Aj l,/ ►� 6 ��� {/!r�--fit 6/4 e- Der /76r. /yrJr 1%e /='1� Z�! /C�2 C )�S y� p r xe- 7 /( Cue ,Ole q��7r .off� Il /�0�171L�� any 71ee Ile- 7;f P V /�t6i r vtlt f4tv-t►1 7k., s nt.sll:+c;7,o.0 - (Z( /�Li / i .-fit+-4 Ale- �a�'-- ��(C l ✓ GU! /C z •�-c� d��r1.�pu,�a,�v�l� ' r 'a `►n liv�iVf !�- /�L�/`Ja• ��CCG `L' G�17/'. (�, 6/l C1✓t tl tl� l�� o-�' in o fW ,vi ��or 716 �Q J!1 [-t 1�J�" �t7 w/C -��N � rr�r rC ►„ ,fir es rn,", f � ._ �v f�s7 i�✓e Y&.etc, /71 �.�� c�r�� �� 114✓es••62.,er. �vely lerroo sc G�'E�i�ely r i�7' ri ��e t4t4e- ortr of4 Yp T/rn F f?ffg x Y/CKC7,-(- • 9S� &- tz.- Asa- `7 n � �1 s OcLC(.rrp � �3 yea- ITEM NUMBER: A — 2 DATE: 04/28/98 .■ ■■ ■ ■I _ n 1918 1979 CAD—Wo City Treasuurer's Agenda Report Rudy Hernandez Treasurers Report - March 1998 RECOMMENDAkTION: City Treasurer and Staff recommend that Council review and accept the March 1998 Treasurer's Report REPORT IN BR�EF: Cash and Investments Checking $ 591,801 Certificates of Deposit 1,027,776 LAIF 7,395,207 Cash with Fiscal Agents 260,604 Cash':;in Banks at March 31, 1998 $ 9,275,388 Deposits in Transit 24,213 Outstanding Checks (259,009) Cash, and Investments at March 31, 1998 $ 9,040,592 FISCAL IMPACT: None RESPONSIBLE DEPARTMENT: Finance ATTACHMENTS: Cash and Investments Activity Summary Cash and Investments by Fund Time Deposits, Certificates of Deposit, Savings and Local Agency Investment Fund g Y Schedule of Certificates of Deposit ' 00001 Page 1 of 5 CITY OF ATASCADERO TREASURER'S REPORT CASH&INVESTMENTS ACTIVITY SUMMARY FOR THE MONTH OF MARCH 1998 CHECKING FISCAL ACCOUNT INVESTMENTS AGENT TOTALS Balance per Banks at March 1, 1998 $ 149,075 $ 8,652,983 $ 337,059 $ 9,139,117 Receipts 986,004 1,048 987,052 Disbursements (773,278) (77,503) (850,781) Transfers In 230,000 230,000 Transfers Out (230,000) (230,000) Balance per Banks at March 31, 1998 $ 591,801 $ 8,422,983 $ 260,604 9,275,388 Deposits in Transit 24,213 Outstanding Checks (259,009) . Adjusted Treasurer's Balance $ 9,040,592 i CITY OF ATASCADERO RU HERNAN it surer Page 2 of 5 100002 CITY OF ATASCADERO TREASURER'S REPORT CASH&INVESTMENTS BY FUND • MARCH 1998 RESERVED UNRESERVED CASH(1) CASH(2) TOTALS POOLED CASH General Fund $ 626,925 $ 2,027,985 Gas Tax Fund 28,715 Development Fee Fund 7,194 Community Development Block Grant (11,815) Police Development Fees Fund 1,045 Fire Development Fees Fund 56,517 Parks&Rec Development Fees Fund 64;943 Drainage Development Fees Fund 223,692 Amapoa-Tecorida Fees Fund 125,439 Public Works Development Fees Fund 566,678 Street Maintenance Districts Fund 52,197 TDA Non-Transit Fund 113,082 Sidewalk Fund 44,933 Capital Projects Fund (139,543) Camino Real Construction Fund 31,365 Dial-A-Ride Fund (34,400) Wastewater Operations Fund 1,951,449 Sewer Facilities Fund 2,689,397 Assessment District#3 8,962 Assessment District#4 71,610 Assessment District#5 631 Camino Real Debt Service Fund 91,248 92 Street Improvement Assessment Fund 73,794 Assessment District#7 8,917 Assessment District#8 655 Assessment District#9 74,266 Assessment District#10 130 89 COP Debt Service Fund 8 Tree Plant Fund 23,958 Tree Association Fund 11 Total Pooled Cash $ 981,115 $ 7,798,873 $ 8,779,988 CASH WITH FISCAL AGENT Wastewater Operations Fund 4,835 Camino Real Debt Service Fund 202,548 92 Street Improvement Assessment Fund 52,588 89 COP Debt Service Fund 633 Total Cash with Fiscal Agent $ 260,604 $ - 260,604 Total of All Cash $ 9,040,592 Page 3 of 5 700003 CITY OF ATASCADERO TREASURER'S REPORT TIME DEPOSITS, CERTIFICATES OF DEPOSIT, SAVINGS AND LOCAL AGENCY INVESTMENT FUND MARCH 1998 INVESTMENT INTEREST AMOUNT EARNINGS Orange County Investment PooVIRAN $ - $ 1,609 (6) Orange County Investment Pool - 51,206 (6) Local Agency Investment Fund(3) 7,395,207 Certificates of Deposit(see attached schedule) 1,027,776 12,360 TOTAL $ 8,422,983 65,175 Mid State Interest Received 1,639 TOTAL INTEREST RECEIVED $ 66,815 (5) Notes: (1) Reserved Fund Cash is specified for City debt service. (2) Unreserved Fund cash can be used for normal operations of the City. (3) On July 1, 1997, the City received $1,200,000 in the form of a Tax Revenue Anticipation Note (TRAN). The City must repay this amount including$ 53,850 of interest (4.50% per annum) on June 25, 1998. The total repayment($1,200,000+$53,850)is $1,253,850. (4) March 1998 interest yields were as follows: Orange County Not available LAW 5.74% Mid-State 2.43% (5) This is the actual amount deposited to City accounts and does not reflect interest amounts accrued but not received. Also not included above are interest amounts earned in Fiscal Agent or County accounts, which are used for bond retirement purposes. Furthermore, with the exception of the Orange County Investment Pool,interest earnings are reported on a calendar year basis. (6) On December 6, 1994, Orange County filed a Chapter_9 bankruptcy with the courts. The City recognized a loss of $1,155,283.04 on the OCIP for the 1994-95 fiscal year. The City is attempting to recover the principal plus interest through a lawsuit filed against the OCIP. The interest received above is post-petition interest for the period from December 1, 1994 through July 20, 1995. Page 4of5 X00004 CITY OF ATASCADERO TREASURER'S REPORT SCHEDULE OF CERTIFICATES OF DEPOSIT MARCH 1998 PURCHASE MATURITY YIELD YTD BANK DATE DATE RATE AMOUNT INTEREST Santa Barbara Bank& 9/6/97 3/6/98 5.24% $ 99,000.00 $ 1,235.99 Trust-Santa Maria Santa Lucia Bank 12/18/97 6/18/98 5.15% $ 36,776.00 $ - Atascadero Great Western Bank 12/27/97 6/21/98 5.20% $ 100,000.00 $ 1,240.70 San Luis Obispo Union Bank 12/23/97 6/22/98 4.82% $ 99,000.00 $ 1,212.74 Atascadero Bank of America 1/30/98 7/30/98 4.60% $ 99,000.00 $ 1,138.50 Atascadero Bank of Santa Maria 1/27/98 7/24/98 5.01% $ 99,000.00 $ 1,259.31 Templeton Los Padres Savings 2/8/98 8/12/98 5.00% $ 99,000.00 $ 1,254.24 Santa Maria First Bank of SLO 2/19/98 8/19/98 5.40% $ 99,000.00 $ 1,423.13 San Luis Obispo Wells Fargo Bank 2/22/98 8/22/98 4.50% $ 99,000.00 $ 1,088.00 San Luis Obispo West America Bank 2/23/98 8/23/98 5.00% $ 99,000.00 $ 1,189.36 San Luis Obispo First Bank& Trust 2/28/98 7/26/98 5.48% $ 99,000.00 $ 1,318.38 Santa Maria TOTAL $1,027,776.00 $12,360.35 Page 5of5 700005 ITEM NUMBER: A - 3 DATE: 04/28/98 r97-9 1918 1979 it City Mang' er's Agenda Report Wade G. McKinney MARCH 1998 ACCOUNTS PAYABLE & PAYROLL RECOMME"ATION Approve certifi6d City accounts payable,payroll and payroll vendor checks for March 1998. DISCUSSION Attached for City Council review and approval are the following: Pgyrolf Period End 02/27/98 Ck. #34213-34353 $ 127,123.61 Period End 03/13/98 Ck. #34381-34512 123,693.87 S eciaQa roll Dated 6/25/98 Ck. #34531-34540 1,906.28 Dated 03/31/98 Ck.#34544-34548 3,991.73 Payroll Vendors Dated 013/06/98 Ck. #34362-34380 45,980.35 Dated 03/20/98 Ck. #34513-34530 45,156.20 Dated 03/25/98 Ck. #34541-34542 150.90 Dated 03/31/98 Ck. #34549-34552 353.51 Dated 43/31/98 Ck. #34690-34696 30,649.64 Accou>uts Payable Dated March 1-31, 1998 Ck. #-61189-61930 446,941.97 Ck. #EFT17-EFT21 45,598.01 TOTAL AMOUNT $ 871,546.07 100006 City Manager's Agenda Report March 1998 Accounts Payable and Payroll Page Two FISCAL IMPACT Total expenditures for all funds is$871,546.07 CERTIFICATION The undersigned certifies that the attached demands have been released for payment and that funds are available for these demands. Dated: April 6, 1998 Rach lle Rickard Acting Finance Director Approved by the City Council at a meeting held April 28, 1998. Marcia M. Torgerson, City Clerk ATTACHMENT: March 1998 Warrant Register in the amount of $492,539.98 • 100007 1 H - W-W W _ O F F L L7`L Y'1`L Y':Ye x x 1L Y`L Y Y Y Y x'e'e X.Y Y iG L . 6U F .I C L iLAtL - - UJ, H OO.a00000UU00UUUUUUU0UUUUUUU >- 6., f C. CC+-+ QJJ FZ . (r, FF UJiL04L?WWW tu'W WW WW WW WW WW WW.WW WU, WW W . UUQU+-+ H LW WFCH 2¢.a 22XXXXXXX_ 22. Ts22225 =2222.. 1 } H H Cs_H¢ Q W A' L Z Z Ls' A CC.O J h U(.J U U U U U U U U U U U U U U U U U L)U U U U _ I J A A A Z Z it q� 0 0 F L W U h O ••. 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S Cl.N C•z N Cl.N C•:N N Cl.,!•M - ' 6'' i. -i C L'7.O N CD 01 L9 ,C'1 M V' 47:O F\C;?o.G m M, x y i. ,1 ,-+.�•.+ d"d f':CI^" N t' ��-Cr'CJ M •\.'` .4 UL P P Cn C�P1P C,0,C� PO'a U? C9�CJ SGC C7*a75ti CD00C4w0m F- - C i M 7�©fJ�Y9 �: CZ Cc: CL € ., i ITEM NUMBER: A - 4 DATE: 04/28/98 1 19918 ® 1979 City Attorney's Agenda Report Roy A. Hanley Ordinance No. 346 Parking Ordinance for Vehicles For Sale RECOMMENDATION: Waive the reading of Ordinance No. 346 and introduce for second reading by title only: An Ordinance of the City(;Council of the City of Atascadero Adding Section 4-2.1306 of the Atascadero Municipal,,Code Pertaining to the Parking of Vehicles for Sale. DISCUSSION: • Background: This item came on for second reading at the council meeting held April 14, 1998. � g g P Government Code section 36934 requires that when ordinances are altered they shall be passed only at a regularly scheduled or adjourned meeting held at least five days after alteration. After considering the matter, staff came to the collective conclusion that this ordinance had been altered within the meaning of Government Code 36934 and therefore brings this item back for a second reading as altered. FISCAL IMPACT: There will be a minof fiscal impact from the collection of fines for violations of this ordinance. ALTERNATIVES: Reasonable alternatives include declining to pass the ordinance,the City is not required to have such an ordinance. ATTACHMENTS: Ordinance No. 346 r ' 0001'7 ORDINANCE NO. 346 AN ORDINANCE OF THE CITY OF ATASCADERO ADDING SECTION 4-2.1306 FORBIDDING THE PARKING OF VEHICLES FOR THE PURPOSE OF DISPLAYING FOR SALE IN CERTAIN LOCATIONS WHEREAS, The City Council finds that an ordinance prohibiting the parking of vehicles for the purpose of displaying such vehicle for sale is in the best interests of the City in preserving the health, safety and commerce of the City; WHEREAS, the City Council finds that when the Police Department is reasonably aware that a vehicle has been parked for purpose of sale and is not simply parked for other legitimate purpose, it should be able to require the vehicle to be moved. NOW, THEREFORE, the City Council of the City of Atascadero does ordain as follows: Section 4-2.1306 of the Atascadero Municipal Code is added to read: 4-2.1306 Parking vehicles for certain purposes prohibited. No person shall park any vehicle including but not limited to boats and motor homes, (a) On any public or private street located within the city limits for the purpose of displaying such vehicle thereon for sale unless the property is duly licensed and zoned by the City to transact that type of business at that location. (b) Subsection (a) of this section shall not prohibit persons from parking vehicles on private residential property belonging to the owner of the vehicle nor on the public street immediately adjacent to said private residential property. (c) Violation of this section shall result in the following: 1) Issuance of a warning by the Police Department to remove the vehicle within 24 hours. 2) If the vehicle is not moved within 24 hours, a citation will be issued. The maximum penalty for a first violation of this ordinance is 75 dollars. The maximum penalty for a second violation within a twelve-month period is 250 dollars. The maximum penalty for a third violation within a twelve-month period is 500 dollars. 3) If the vehicle is found on a city street in violation of section (c) 2) a second time within 30 days, the vehicle may be impounded and towed at the owner's expense. (d) Vehicles towed under this section will not be released to the owner until such time as the costs of towing and impounding the vehicle are paid in fu11. 100018 (e) The parking or placing of any vehicle with a sign or other advertising device thereon or proximate thereto indicating such vehicle is for sale shall constitute prima facie evidence that such vehicle was parked or placed for the purpose of displaying same for sale. The foregoing ordinance was approved and adopted at a meeting of the City Council held on ,1998, by the following vote: AYES: NOES: ABSENT: ATTEST: BY: Marcia M. Torgerson, City Clerk BY: BY: Harold J. Carden, III Wade G. McKinney, City Manager APPROVED AS TO FORM: BY: Roy A. Hanley, City Attorney ')00019 ITEM NUMBER: A - 5 DATE: 04/28/98 I ®ii ii® 1 S ® 1 B n City �* g p Manager's Agenda Report Wade G. McKinney Weed Abatement Program RECOMMENDATION: Recommend adoption of Resolution No. 1998-019, declaring vegetative growth and/or refuse a public nuisance and commencing proceedings for the abatement of said nuisances. DISCUSSION: City Ordinance No. 3' 7, Section 6-13.03, addresses the abatement of vegetative growth and/or refuse which constitute a hazard. Adoption of Resolution No. 1998-019 is the first step in this annual program which requires council action. The attached Exhibits contain parcels which were identified during the initial inspection process to require weed abatement and/or removal of refuse; "Exhibit A" (Weeds), and"Exhibit B" (Refuse). Owners of those parcels will receive written notice (see attached)of the abatement and/or removal requirements. FISCAL IMPACT: Costs involved in administering this program are recovered through the administrative fee charged to parcels abated by the City Contractor. ALTERNATIVES: No alternative recommended. RESPONSIBLE DEPARTMENT: Fire Department ATTACHMENTS: Proposed Resolution No. 1998-019 Weed Abatement Notice Removal of Refuse Notice ` 00020 i RESOLUTION NO. 1998-019 RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ATASCADERO DECLARING VEGETATIVE GROWTH AND/OR REFUSE A PUBLIC NUISANCE AND COMMENCE PROCEDURES FOR THE ABATEMENT OF SAID NUISANCES The City Council of the City of Atascadero, County of San Luis Obispo, 'State of California,DO HEREBY RESOLVE as follows: SECTION 1. That vegetative growth and/or refuse are a public nuisance and are hereby declared to be such for the reasons that vegetative growth may attain such a large growth as to become a fire menace and/or drainage restriction when mature, and said refuse may become a public nuisance;thereby creating a hazard to public health. The City Council of the City of Atascadero finds and declares that vegetative growth and/or refuse on specified parcels of property are seasonal and recurrent nuisances. Such seasonal and recurrent nuisances shall be abated in accordance with the provisions of City and State law. No further hearings need be held and it shall be sufficient to mail a post card notice to the owners of the property as they and their addresses appear upon the current assessment roll. SECTION 2. A description of the parcels of lots of private property upon which, or in front of which, said nuisances exist, according to the official Assessment Map of said City of Atascadero, shall be posted annually in the office of the City Clerk and referred to as Exhibit A (Weeds) and Exhibit B (Refuse). SECTION 3. The City Clerk is hereby ordered and directed to mail written notice of the proposed abatement to all persons owning property described in accordance with Section 6-13.08 of the Atascadero Municipal Code, Ordinance No. 337. SECTION 4. Pursuant to Section 6-13.10 of the Atascadero Municipal Code, the City Council shall hear and consider all objections or protests to the required removal of said vegetative growth and/or refuse. The City Clerk shall post a copy of the public hearing notice in accordance with the Ralph M. Brown Acta SECTION 5. Pursuant to Section 6-13.17 of the Atascadero Municipal Code, if the owner does not abate the hazard, it will be abated by the City and the cost of removal assessed upon the County property tax bill will constitute alien upon such land until paid. On motion by Councilperson and seconded by Councilperson , the foregoing Resolution is hereby adopted in its entirety on the following roll call vote: AYES: NOES: ABSENT: ADOPTED: ')00021 Resolution No. 1998-Q19 Page Two ATTEST: CITY OF ATASCADERO By: MARCIA M. TORGERSON, City Clerk HAROLD L. CARDEN III, Mayor i APPROVED AS TO FORM: ROY A. HANLEY, City Attorney i . -' 00022 Resolution No. 1998-019 Page Three EXHIBIT"A" ON FILE IN THE OFFICE OF THE CITY CLERK -)00®23 Resolution No. 1998-419 Page Four EXHIBIT "B" ON FILE IN THE OFFICE OF THE CITY CLERK 700®;x.1 C1ITY OT ATA SCADERO 18 1918 � � 19 9 FIRE DEPARTMENT ` Arf Assessors Parcel Number Dear Atascadero Property Owner; You are reminded that weed abatement season has arrived. With this year's record rainfall, fire season will be very hazardous. An extra effort has been made to send this notice only to property owners that may continue to have weed ordinance violations which were visually inspected during the first two weeks of April. DISREGARD THIS NOTICE IF YOU HAVE CUT YOUR WEEDS PLEASE SEE REVERSE SIDE FOR IMPORTANT INFORMATION ON REQUIREMENTS FOR COMPLIANCE The following notice below,is required by law to be submitted to you. It enables the fire department to abate dangerous weeds in an effort to make" your neighborhood safer in the event of a fire. Thank you for your continuing assistance in making this a safe City and fire season. NOTICE TO DESTROY NOXIOUS WEEDS Notice is hereby given,on the day of 19 the City Council passed a resolution declaring that noxious weeds constitute a fire hazard which must be abated by the cutting of said noxious weeds. If the property owner does not abate the noxious weeds they will be abated by the City,and the cost of the removal assessed upon the County tax bill,and will constitute a lien upon such land until paid. Reference is hereby made to the resolution for further particulars and Ordinance No.337. A copy of said resolution is on file in the office of the City Clerk. All property owners having any objections to the proposed removal of the fire hazard are hereby notified to attend a meeting of the City Council of the City of Atascadero to be held when their objections will be heard and given due consideration: Dated this day of 19 Fire Chief City of Atascadero `)00025 6005 LEWIS AVENUE' • ATASCADERO,CA 93422 (805)461-5070 • FAX(805)466-2907 The deadline for.weed abatement is June 6, 1998 Inspections were made during the first two weeks of April and at that time your parcel was identified as requiring weeds to be cut. If your property has been abated since our inspection and meets our requirements, disregard this ,notice. Parcels which are not in compliance after June 6, 1998 will be abated by City contractors. Contractor's fees, as well as applicable City and County fees, will be added_to your tax bill. If you have weeds past this date they will be cut by the City unless you have them cut prior to our contractors unscheduled arrival. Please note that a new ordinance was adopted by City Council on January 27, 1998 and may reduce the amount of weeds you must abate. The requirements below apply to all properties regardless of size. 5 On", eNOP a a vtght of four4 inch ;y , r Nr to ""F.ps / �' F oca ed�ri � t 0 fee a�/any'b�uildin r J u tur' �g u l prope � ul c, h� er'ss neae � y ` � 6ca ed W-1 5 feed froveaj it orne coca ed a eas glid each pkv� �loca it areas ;f ect © co�c z //,+t•"w"r ✓ yam ,,x ,r s Please retain this notice for any related communications w Atascadero Fire Department(805)461-5070 0G0�� CITY OF ATA SCADER0 1918' ® 19 9 FIRE DEPARTMENT fi � • Assessors Parcel Number Dear Atascadero Property Owner; An inspection was made on the above stated parcel during the first two weeks of April. Your property was found to be in violation of Ordinance No. 337. NOTICE TO REMOVE REFUSE Notice is hereby given, on the day of , 1998,the City Council passed Resolution No. , declaring that refuse constitutes a health hazard which must be abated by the removal of said refuse. If the property owner does not comply, it will be removed by the City, and the cost of the removal assessed upon the County tax bill, and will constitute a lien upon such land until paid. Reference is hereby made to the resolution for further particulars and Ordinance No. 337. A copy of said resolution is on file in the office of the City Clerk. All property owners having any objections to the proposed removal of the health hazard are hereby notified to attend a meeting of the City Council of the City of Atascadero to be held ,when their objections will be heard and given due consideration. Dated this day of 19 Fire Chief City of Atascadero The deadline for refuse removal is June 6, 1998 Please retain this notice for any related communications Atascadero Fire Department(805)461-5070 ' 1)000r>7 II, 6005 LEWIS AVENUE • ATASCADERO,CA 93422 • (805)461-5070 FAX(805)466-2907 i ITEM NUMBER: A - 6 DATE: 04/28/98 iaia p i9�e i, City Manager's Agenda Report Wade G. McKinney Purlchase of a GMC C2500 Pickup Truck through The State Department of General Services RECOMMENDATION: Staff recommends: Council adopt Resolution No. 1998-020 authorizing the State Department of General Services to purchase a GMC C2500 truck for the City of Atascadero. DISCUSSION: Back rg ound: Each year the State of California Department of General Services solicits bids for a wide variety of equipment, materials and services. Other governmental agencies are provided with the results of the$1e bids and allowed to purchase these goods through the state for a service fee of 1% of the purchase price,to a maximum of$5,000. Considerable staff time is saved by eliminating the need to prepare specifications, advertise bids and evaluate results. Based upon previous purchases, the cost offered by the state is very competitive. FISCAL IMPACT: The total cost of the truck, including state service fee and sales tax is $20,196.20. Funds sufficient for this purchase are available in the Community Services Department—Wastewater 1997/98 Budget. ALTERNATIVES: Alternative#1 Council may choose not to adopt Resolution No. 1998-020 and direct staff to prepare bid documents and advertise for bids. Advantages: Potential for receiving lower bid. Disadvantages: Considerable staff time would be needed to accomplish this task. ')00028 ITEM NUMBER: A - 6 DATE: 04/28/98 r Alternative #2 Council may choose not to adopt Resolution No. 1998-020 and not approve the purchase of a truck at this time. Advantages: Cost savings Disadvantages: Continued use of aging and increasingly unreliable vehicles by Wastewater crew. Currently the newest pickup in service is a 1989 Chevrolet. RESPONSIBLE DEPARTMENT: Community Services Department ATTACHMENTS: Resolution No. 1998-020 , ")00020 RESOLUTION NO. 1998-020 RESOLUTION OF THE COUNCIL OF THE CITY OF ATASCADERO AUTHORIZING THE DEPARTMENT OF GENERAL SERVICES OF THE STATE OF CALIFORNIA TO PURCHASE CERTAIN ITEMS Be it resolved that the City Council of the City of Atascadero does hereby authorize the Procurement Division, Department of General Services of the State of California, to purchase one current GMC C2500 pickup truck for and on behalf of the City of Atascadero pursuant to Section 10324 of the California Public Contract Code, and that Brady Cherry, Director of Community Services, is hereby directed to sign and deliver all necessary requests and other documents in connection therewith for and on behalf of the City of Atascadero. I hereby certify that the foregoing is a true and correct copy of the resolution duly and regularly adopted by the City Council of the City of Atascadero at a meeting thereof held on the 28th day of April 1998, and that the same now appears of record in my office. On motion by Councilmember , and seconded by Councilmember ,the foregoing Resolution is hereby adopted in its entirety on the following roll call vote: AYES: NOES: ABSENT: ADOPTED: ATTEST: CITY OF ATASCADERO BY MARCIA M. TORGERSON HAROLD L. CARDEN, III City Clerk Mayor APPROVED AS TO FORM: ROY A. HANLEY City Attorney 700��� i ITEM NUMBER: C — 1 DATE: 04/28/98 i n is 9... Cite Manager's Agenda Report Wade G. McKinney Public Hearing Noticing Requirements RECOMMENDAT'ION(S): Staff recommends that: The City Council, by Minute Order, direct an increase in the radius for public hearing notices within the Residential Suburban(RS)Zoning District. DISCUSSION: Background: Because LLof the size of the parcels within some of this City's residential zones, strict adherence to the public hearing noticing requirements found in the State Government Code may result in notices being Mailed only to adjacent property owners. The Council has requested a review of this City's public hearing notice practices to ascertain whether or not the public's interests are being adequately served. Analysis: The California Government Code, in Section 65091 establishes requirements for the posting of notices for itoms requiring public hearings before the City Council and Planning Commission. This section of the code states: (a) When a provision of this title requires notice of a public hearing to be given pursuant to this section, notice shall be given in all If the following ways: (I) Notice pf the hearing shall be mailed or delivered at least 10 days prior to the hearing to the owner of the subject Peal property or the owners duly authorized agent,and to the project applicant. (2) Notice of the hearing shall be mailed or delivered at least 10 days prior to the hearing to each local agency expected to provide water,sewage,streets,roads,schools,or other essential facilities or services to the project,,)whose ability to provide those facilities and services maybe significantly affected. (3) Notice bf the hearing shall be mailed or delivered at least 10 days prior to the hearing to all owners of real propeM�y as shown on the latest equalized assessment roll within 300 feet of the real property that is subject to the hearing. In lieu of utilizing the assessment roll,the local agency may utilize records of the county assessor or tax collector which contain more recent information than the assessment roll. If the number of owners to whom notice would be mailed or delivered pursuant to this paragraph or paragraph (1)is greater than 1,000,a local agency,in lieu of mailed or delivered notice,may provide notice by placing a d4play advertisement of at least one-eighth page in at least one newspaper of general circulation within the 1pcal agency in which the proceeding is conducted at least 10 days prior to the hearing. (4) If the nptice is mailed or delivered pursuant to paragraph(3),the notice shall also either be: (4) Published pursuant to Section 6061 in at least one newspaper ofgeneral circulation within the local agency which is conducting the proceeding at least 10 days prior to the hearing (JI3) .Posted at least 10 days prior to the hearing in at least three public places within the boundaries of the local agency,including one public place in the area directly affected by the proceeding. (b) The notice shall include the information specified in Section 65094. `'+_ ')00031L ITEM NUMBER: C — 1 DATE: 04/28/98 (c) In addition to the notice required by this section,a local agency may give notice of the hearing in any other manner it deems necessary or desirable. This City's planning projects have been consistently noticed in conformance the Government Code. Strict adherence to these provisions has insured conformance with all state mandated legal requirements. However,the size of many of the residential parcels in the.Residential Suburban (RS)zoning district results in legal notices only being mailed to adjacent property owners under some circumstances. Where a single adjacent parcel exceeds 300 feet in width or depth, only that adjacent property owner would receive notice of a public hearing. If that project is, for example, a subdivision, the effects of the project may extend beyond the one adjacent parcel. In zoning districts where smaller lots are the norm, public hearing notices will be sent to a greater number of potentially affected property owners. An extension of the State mandated 300-foot public hearing notice radius to 1000 feet in large lot areas would ensure that a larger share of the surrounding property owners would be notified. Current requirements adequately address the need for public hearing notices where projects are located in commercial or smaller lot residential areas. Conclusion: Both the Planning Commission and the City Council are currently meeting all of their legally mandated responsibilities for providing adequate and timely notice on public hearing items. However, the legal requirements for hearing notice distribution may not always provide "adequate" coverage in the large lot residential zones. Extending the hearing notice radius to 1000 feet in the Residential Suburban zoning district:would eliminate this potential deficiency. FISCAL IMPACT: An increase in the number of public hearing notices to be mailed will result in a minor increase in City costs relative to postage and staff time. It is not estimated that the increased costs will be significant. ALTERNATIVES: As alternatives to the recommended action, the Council may chose not to amend the City's noticing requirements. This option maintains the City's conformance with the requirements of State law, but does not address the special circumstances needs of the City's large lot residential areas. A second alternative is to require an expansion in the radius of all public hearing notices regardless of the zoning district within which the project is located. This alternative does not appear to offer a significant improvement in the level of public notice because of the coverage provided by the existing noticing requirements in small lot areas. RESPONSIBLE DEPARTMENT: Community Development Department 100032 ITEM NUMBER: C - 2 DATE: 04/28/98 i91s 19�]g 4 CADE��' City Manager s Agenda Report Wade G. McKinney City of Atascadero Media Guidelines RECOMMENDATION: ends Co ucil receive and file the Cit Staff recommends n Y of Atascadero Media Guidelines. DISCUSSION: The City Council in their Strategic Planning Workshop identified four priorities for special • emphasis. One of those priorities was community relations. The City Council directed staff to prepare a communications plan with the media and bring that plan back to the City Council. Bill White of the Fire Department has been the main author of the Media Guidelines which are attached to this staff report. The Guidelines outline the need to keep the public involved and how to make press and media presentations. Following Council review of the Guidelines, Mr. White will provide training to the Department Heads and key staff members that are involved in contact with the community and media. In that training session, we will review press release information as well as how to conduct a news conference and be interviewed. FISCAL IMPAC'. None. RESPONSIBLE DEPARTMENT: City Manager's Office ATTACHMENTS: Media Guidelines 000033 • A X91 FOUNDED1 � 1878 • City of Ata-scadero Media Guidelines 0 CONTENTS INTRODUCTION 2 PRESS POLICY 2 Administrative Review Required 2 Department Review Only 3 GENERAL PRESS INFORMATION 3 Informing the Public 3 Understanding the Media 3 The Importance of Incident Information 4 Determining Media Interest 4 DO'S AND DON'TS OF WORKING WITH THE MEDIA 5 PLANNING INFORMATION STRATEGY 6 WHAT TO DO WHEN A REPORTER CALLS 7 Don't Panic 7 "Three C's" of Effective Communication 7 If You Are Asked For an Interview 7 0 BEING INTERVIEWED 8 In General8 Three Universal Mistakes 9 Preparing For a Radio Interview 9 Your Rights as a Television interviewee 9 Before the Interview 10 Your Appearance and Demeanor 10 Answering'Media Interview Questions 11 Type of Interview Questions 12 If You Make a Mistake 13 CONDUCTING A NEWS CONFERENCE 13 Primary Considerations 13 What to Say 15 Presentation Ideas 15 PRESS RELEASES 16 Press Release Definitions 16 Common Press Release Efforts 16 Samples 17 i 1 `)(30035 INTRODUCTION This manual is provided to assist all of us to do a better job of telling the City's story. We are doing important things and quality work in the City of Atascadero. It's important that our citizens be informed about what's happening in this City. The document begins by setting out some overall policy guidelines to help recognize and capitalize on opportunities to promote good community relations. In addition, you will find guidelines for handling the types of contacts with the press you might encounter during your employment with the City of Atascadero. The approach of the manual is both: Incident-based; starting with the basic scenario that something has happened and the press calls you to find out about it. Announcement-based; meaningthat you want to cone some y e information Y to the public through the media. This handbook does NOT cover guidelines for major emergencies. PRESS-POLICY The purpose of this policy is to assist departments in recognizing opportunities to promote and maintain good community relations through positive media communications. The public has a right to balanced information about our City's operations and activities. Often we disseminate this information through the media, and the way this is done can help or hinder how we get our message across. While there are a number of instances when the press will seek out information regarding a particular program, event, incident, etc. There are numerous times when a department wants to get the word out on important community information or something great they're working on. Often,just writing a brief press release will do the trick. This is a relatively quick and very effective way in which to communicate with the public in a positive and proactive way. It's important to be certain that Council and staff are informed of major press announcements or media campaigns, and that we remain sensitive to political issues. For this reason, some press releases and all major public relations campaigns should be forwarded to the Department Head and then to the City Manager. The City Manager will assure appropriate review with the City Council. Following is a guideline of the types of items that do and do not require a review prior to implementation. Administrative Review Required All news conferences. 2 7)0003 ei Anything dealing with subject matter that has been or may be acted upon by the City Council. Politically volatile issues (if you're not sure, check). These always fall under the preceding category. Major public relations campaign for a new program or project Items that "hit people where they live," such as major street closing/repairs or moving of city services to different locations. Department Review Only: Routine communications done in the course of daily business, such as meeting/event announcements, legal notices, display ads, etc. Factual updates and reports regarding incidents such as fires, accidents, robberies, temporary street closures, etc. Election notices and general information. If you have any doubts about which category your plans falls under, please be sure to check. Even routine press releases should be reviewed by your Department Head before being sent out. Remember, if you ignore the press, you will miss important opportunities to get your message to the public in the form and context that best communicates its substance; if you take the initiative to plan ahead, you will have better control of the flow of information. With careful thought ahead of time to how you will deal with the media, you'll spend less time on damage control and more time serving the public's need to know, thus fostering the most positive relationships between the City and our citizens. GENERAL PRESS INFORMATION Informing the Public The public has a right to balanced information about your operations. Exceptions would be personnel and medical records. Often you will disseminate this information through the media, which in a cooperative spirit, can help you get your message out. Understanding the Media It is the reporter's job to dig behind the scenes -they are usually chasing small bits of iinformation. Journalism is not responsible for"the larger truth," so you will have to provide the context for your statements to the press. 3 $')00037 In general, the press' freedom to cover what it wants to is broad and inclusive. Even during emergencies, California State Peace Officers may not close off dangerous areas to media representatives (California Penal Code section 409.5 (d)). The only times the press may be excluded from a disaster scene are: when it is believed that a crime has caused the calamity(thus making the area a crime scene). when press access will interfere with emergency operations. This should only be used in very specific instances, not as a blanket excuse to keep the press out of sensitive areas. You must know when you may lawfully keep things from the press and when full cooperation is desired or mandatory(which is almost always). The Importance of Incident Information If information about an incident is not readily available from an official source,the media will find something to report. Too often, that report will be based on incomplete or inaccurate information. It's better to take the initiative and put forth the correct information on any situation before the wrong information is reported. Determining Media Interest Factors affecting media interest include: Timeliness. Proximity. Significance -how does it make a difference? Prominence (new, first). Oddity. Human interest(touching/sentimental/tragic/heroic). Progress (innovations to improve life). Humor. Unfolding drama. Money issues. Cover-ups (lies vs. truth). Potential conflict with the public, with other agencies/departments, or between groups of people. The City's ongoing media relations programs, as well as those of other agencies/departments. Prominent people affected by the incident. Famous landmarks. 4 100038 . The media is also interested in: Accessibility for news crews (air, ground). Number of media organizations in the area. How many media are already at the scene or on the telephone (they all want the"scoop") Past media interest in same or similar events. DO'S AND DON'TS OF WORKING WITH THE MEDIA DO: Take the initiative in all cases, good or bad. Remember that detaining or excluding the media is counterproductive unless they are interfering with an emergency response or endangering someone's life. Assume that each news media person is a professional trying to do his/her best to convey accurate and timely news to the public. Respect reporters' needs and priorities.News people operate under strict deadline pressure -they have to be aggressive to get the job done. Try to meet their deadlines. Be there for the media- return calls. Give equal consideration to all local newspapers, radio, and television stations. Know what is important to local versus regional versus national media. Local media will want to provide specific information to residents (evacuations, etc.), while regional media will be interested in local issues but will focus on things like the involvement of state or regional agencies.National and international media will care about major noteworthy events. Understand that conflict and tragedy are inherently newsworthy. Help the media keep these;in perspective by providing facts,showing the larger picture, and noting positive agency actions. Tell the truth. Evasions, "half-truths" denials and perceived cover-ups keep the story in the news longer, give the reporters more "copy" material (a new angle on the story),',create an atmosphere of distrust, and it can ruin credibility. If you make a mistake, admit it, say you're sorry, and then go to work to correct the information. 5 900039 DON'T: Overreact to negative coverage. Try to fool the press. Fake it. Argue with the press. Attack the media. Tell one news agency what another is doing. Attempt to talk "off the record." Try to say everything at once. Lie. Stonewall. If you can't disclose information, say so and explain why. Be overly talkative; keep the message simple. NEVER ask to clear a story as a requirement of its use. NEVER get in a position of having to kill a story once submitted. NEVER complain if a story does not run as you wanted it. It is appropriate to follow up after a story has run and positively critique how you think it might have been better. PLANNING INFORMATION STRATEGY Adopt a media philosophy that leads to constructive behavior. The first step is to acknowledge the public's legitimate interest in government affairs, their right to know, and your responsibility to keep them informed. Make yourself accessible to the press. The media will cover the story with or without you. It is much better to be able to tell the story your way. If you want to win positive press coverage, don't wait for the phone to ring. Be proactive and offer the press information and ideas for stories about your program and services. Make it interesting,visual, and something the public wants/needs to know. The microphone is always on. Choose your words carefully and assume that any written document(letter, memo, etc.)prepared by you or your staff may appear on the front page of the paper or be the lead story on the 6:00 o'clock news. You never know when someone will be offended by your words and decide to air their differences in the media- that goes for employees, citizen groups, and volunteers. Get your side of the story out quickly and accurately. W001/40 6 Think about the public/media's reaction to any policy, program, activity or statement • before you officially release the information. Decide early in the process how you will respond when questioned by the media about your actions or activities. If you can't think of a truthful, reasonable response, reevaluate your activity. You may need to change your plans. Develop a media calendar. At least once a year, sit down with key staff to discuss events, themes, and special programs or activities that will generate media coverage over the year. Develop a strategy for getting your message out in a timely manner and discuss how you plan to respond to media inquiries about controversial issues. Be sure to review this calendar regularly and monitor your progress. Remember: It takes four positive articles to negate one negative one. It's up to you to generate good, positive press. Be proactive about it and don't expect the press to come begging for stories about the good things your department is doing. You've got to make the effort or it won't happen. Don't expect to get coverage on eve trig. WHAT TO DO WHEN A REPORTER CALLS In general, department heads should take the responsibility for fielding questions from the news media. She/he may delegate those responsibilities to others, but even then it is important for department heads to be aware of media interest and to be prepared to assist. Don't Panic If you need a few minutes to get your thoughts together, ask the reporter what information she/he is seeking, then say you'll call back shortly. The same is true if a reporter/camera crew shows up at your office. They may press you for an immediate answer,but it's important for you to have enough time to collect your thoughts so you can give an accurate, coherent, concise answer. Tell them to come back when you're ready. "Three C's" of Effective Communication 1) Clear: State your purpose clearly, organize your ideas carefully, and leave out everything else. 2) Concise: Only say what you need to. 3) Correct: Make sure your information is accurate. If you aren't sure,tell the reporter you will verify the facts and call him/her back. 7 00041 If You Are Asked For an Interview . Ask the reporter what they want to talk about. Schedule it so you'll have time to prepare. Draft a brief outline, review your materials, and clarify in your mind the main points you want to get across. Provide the reporter with written material whenever possible. That will give him/her something to refer to back at the office. BEING INTERVIEWED In General Interviews are the basic tool of news gathering. They give depth, background, perspective and personality to the news of the day. The reporter sees you as the source of information to tell the story. Reporters ask questions they think interested members of the public would ask as well as questions to draw out information they think the public has the right to know. - Even if you give a lot of interviews, one every week for a year, you may talk to reporters �. who take fifty interviews a week, so the reporter will probably have the experience advantage. Your edge is your knowledge of the subject. The principles of giving good interviews are the same for all media whether it be on the phone, face to face with the reporter, or recorded for radio or television. The better prepared you are for an interview,the better the result. What you do before you meet the media is as important as what you do when you meet them. To prepare for talk shows and interview programs, listen to or watch the show(or tapes of it)before your interview. It helps to watch several different episodes of the show, if possible. Look for: What the show's format and theme are. Who the host is and his/her approach, style,mood and philosophy. How long the interview segment is. How long the entire program is. If the program is pre-recorded, live, or live with audience and/or phone-in questions. Also, know the listeners/viewers and what's most interesting to them. 8 Three Universal Mistakes Inexperienced interviewees often err by: Treating the interview as an ordinary conversation. Interviews are not conversations. They are content-driven exchanges of information in which you make statements that are used in a story for the benefit of an audience that does not come into personal contact with you. The interviewer represents the public; you are using the news media as a channel of communication to reach that public through the interview process. "Overloading the system." If you use jargon and technical terms, too many acronyms, or talk too much, you'll overload the system. Select words with care because you are trying to reach a general audience. Don't make listeners/viewers guess what's important in what you say. Match your pace with the ability of the reporter to absorb the information. Merely'answering questions. Don't wait for the interviewer to get around to the right questions. Take the initiative and tell your story. Bring up the things you think are important. Preparing For a Radio Interview Before the interview, ask: 1s this the first report made to this station, or is it an update? Will the interview be live or taped? Will I give a straight report or respond to questions? How much time will I have for my report? Will I be introducing myself? Will I sign off at the end of the interview? See "Answering Media Interview Questions" Your Rights as a Television Interviewee In interviews of a spontaneous nature you have the right: To know who is interviewing you and whom she/he represents. To have total agreement by both parties of the ground rules, no matter how hastily arranged. To be treated courteously. The questions can be tough, but the reporter's demeanor should not be abusive. Not to be physically threatened or impaired by such things as television lights too close or microphones shoved in your face. • To break off the interview after a reasonable amount of time, but only after important questions have been answered. 9 1100043 In pre-arranged, office or TV studio interviews you have the right: To all of the rights noted above for short-notice interviews. To know the general content, subject or thrust of the interview so you have time to research the appropriate information. To know approximately how long the interview will last. To know if there will be other guests appearing with you on a talk or panel show and what the nature of their role will be. To have a public relations or other agency representative present. To make your own audio or videotape of the interview, or to be able to obtain a complete tape from the TV station. To make sure that no material is recorded on audio or videotape unless you are told you are being recorded. The "pre-interview" discussions,talks between commercials or after-show chit chat cannot be used unless you approve. To physical comfort during the filming or taping of the interview(i.e., appropriate setting, chair, makeup, etc., as well as the cooperation of the director and the floor manager). To be allowed to answer without the constant harassment of interruptions, assuming your answers are brief and to the point. To ignore "editorial comments" by reporters or panelists. To have an accurate on-air introduction that will put the interview in the proper perspective. In the film or tape editing,to have the basic intent and flavor of your answers come through. To have the time to get some of YOUR points across in the interview and not be expected only to answer questions obediently. Before the Interview Know who is interviewing you and which station they represent. Reach agreement on the subject and length of interview. Prepare your agenda for the interview. Make a list of no more than 3 critical points to be made over and over. Polish them until they are sharp, forceful, and commanding. Prepare any visuals you will need. Write out questions you would like to be asked and provide them to the host. In a friendly but firm way, ask about the reporter's background and experience in dealing with the issues at hand. Find out how much she/he understands about the topic, and be helpful and courteous in doing so. Be there early, even if it is a taped program. Bring an audio or video cassette and ask the station engineer to tape the interview for you. . Get your self-enthusiasm level up before you go on the air. 10 W00114} Your Appearance and Demeanor Find a good location with an appropriate background, if you have any choice in the matter. Avoid distractions. Your attire should be appropriate for the setting. When in doubt, dress equal to your host. Watch what you wear: No black, no white, no fine patterns that crawl No clothes, jewelry or hair styles that draw extra attention. Don't wear sunglasses on camera. If your agency requires a uniform, wear it. Look at the interviewer, not the camera. Maintain eye contact and don't stare off into space.Limit head, eye, and arm movement. If you are seated, keep both feet on the floor and sit up straight. Speak slowly and clearly. Speak from the diaphragm. Use good voice inflection; incorporate pitch and rate changes for variety. Avoid speech mannerisms like "er," "ah," and "um." Don't try to be funny, clever, or overly dramatic Don't make offhanded remarks in front of reporters. Answering Media Interview Questions Be relaxed;confident, and honest. Maintain a neutral attitude. Fight the urge to fill "dead air" with unnecessary (and possibly damaging)talk. Stop when you've said what you needed to say. Present your main point first, followed by supporting points. An umbrella statement helps a reporter follow your logic and supporting comments, especially on complicated topics. Be concise - it is easy to bore an audience. Get all your key points across in the first half of the interview. Be concrete use short sentences and simple language. Be colorful - use language that makes an audience sit up and listen. Discuss only those activities and policies within your area of responsibility. Stay on the subject If interrupted in the middle of a thought,proceed with your original answer before changing the subject. Build in a "cut-off' with your answer if you wish to drop the subject. If you don't know the answer, say so. If you promise to provide more information, deliver. Tell the truth. Reporters keep track of who "burns" them and remember it for many years. Use visuals to help clarify your message. Don't use jargon, acronyms or technical terms. Don't be short, even with the dumbest question. 11 /000/115 Answer one question at a time. If presented with a laundry list of questions, identify the one you will answer. It's not your responsibility to keep track of the parts of a multiple-part question. Don't restate the question. Don't begin with common phrases such as "I'm glad you asked that." Don't give a "no comment" response. If you're unsure of the answer or can't discuss it, say so. Don't get into a verbal fencing match if it's proprietary information; just say so and move on. Don't volunteer information unless it supports a positive point you want to make. Don't be defensive - make all of your responses positive. Don't ever assume anything is "off the record," there is no such thing. This applies before, during, and after the interview. Don't let anyone put words in your mouth; only agree if the facts and figures are "the truth. Carefully listen to any request for you to endorse a paraphrase of your remarks. Avoid one-word, "yes/no" answers. Types of Interview Questions With Recommended Ways to Respond The Easy Ones: Acknowledge wled a question. Take the opportunity to communicate a positive point. Don't let the chance pass by without talking about one of your key points. Factual Questions: Affirm and bridge to a positive point if the information is correct, or disagree tactfully and give the real facts. End with a positive point. Hypothetical Questions: No one can see into the future. Don't answer "what if' type questions. Discount the hypothetical statement. Bridge into a key positive point. False Facts or False Assumptions Questions or Comments: Don't repeat the false information. Discount the false facts or assumptions by bridging into a positive point. If the interviewer returns to the false information,use the same . technique again. Leading or Loaded Questions: Don't repeat the information. Set the record straight, but don't dwell on the interviewer's leading or loaded question. Bridge into a key positive point. Questions that Put Words in Your Mouth: Don't let it happen! Never repeat what the interviewer has said if it's not true or you don't agree. Be sure not to repeat key negative words the interviewer used. Give a positive answer by using a key point. Forced Choice Questions: Do not agree if both choices are incorrect. Tell the "real story". Make the information as positive as possible. If You Make a Mistake During a live interview: Correct yourself immediately. During a taped interview: Stop and ask to start over again, or pick up where you'left off. Errors can be edited out. CONDUCTING A NEWS CONFERENCE News conferences should only be held in situations when you need to get major news to all reporters at the same time, in a very visual, dramatic way. All such conferences should be pre-approved by the Department Head, and the City Manager should be advised in advance, if at all possible. Avoid scheduling press conferences if you can just as effectively get your message across in a news release. Reporters say that news conferences tend to leave them all with the same story they would rather have a chance to ask their own questions without an audience. Primary Considerations Timing: Timing is CRITICAL. Consider media deadlines when scheduling the news conference. They all ihave different deadlines, so schedule it at the time most convenient for the largest number of reporters. 13 °')0004 7 Location: A site that makes good"story sense" - if your story is about the ground breaking for new park, have the conference at the new site. Convenience for audience/participants. Adequate parking: Enough room for the number of press expected. Publicity: Make sure the Department Head and City Manager are aware -No Surprises! Call it a "News Conference." Prepare a news release about the news conference with: The purpose of the conference. Names and titles of dignitaries. Presenter(s). Prepare a press packet for reporters who attend the news conference and arrange to get these materials to media representatives not in attendance as soon as possible after the event.A press packet may include: The news release. Fact sheet(or question and answer sheet). Special facts that can be used as an extra story. Speaker's comments or speech. Photographs. Supporting documents. Focus on quality of material, not quantity. Whom to invite: EVERYONE Media Council Members Coordinate with other agencies, cities, and counties. Who will speak: Ideal: The President of the United States or the Governor of California,but not practical. Person with most expertise, authority, and credibility in the subject matter. A single agency representative or a group. 14 X00048 Room arrangement: Adequate space and lighting. Seating vs. camera space. Ground floor location is best. Entrance/exit door for news conference speakers. Technical aspects: Sound system or distribution amplifier. Lighting - avoid back lighting from windows. Acoustics. Logistics: Sign-in sheets for media contacts. Press packets. Visuals. Entrance/exit of speakers. Availability of speakers after conference for interviews. • Strategy: Get ahead of the story and disarm media tactics. Save the punch line. Don't release the content of the news conference to reporters before the event. Tell them why they should come, explain the purpose and identify speakers. They won't come to your news conference if you've already told them the story. What to Say: Be prepared - do your homework and bring complete information. Have at least three key points you want to make. Keep it short and simple (KISS). Use visuals when possible. Speak in short sentences Entertain questions. Be ready for dumb,trick, and tough questions. See section on being interviewed. Presentation Ideas: Have city/county representative speak. Set up a display and/or have brochures available. Open the presentation with a video. 15 O000119 If you have something to announce that can be demonstrated, like a new rescue technique, demonstrate it. Videotape the news conference for future evaluation. PRESS RELEASES Press Release Definitions News Releases are written for "news" events. They are prepared statements of fact that are written or presented orally; they answer the four basic questions of who, what, when, and where. They shall be impartially distributed at the same time to all legitimate representatives of the news media. Releases should be sent to assignment editors, editors of specific departments (business, features, city, county, entertainment), or reporters. Public Service Announcements are for non-news events like fund raisers, health care messages, etc. PSA's should be sent to public service directors or community calendars. Feature Stories are in-depth stories that give the reader a clear picture about a person, place, event, or program. They can be human interest, educational, or historical pieces. News Fax - Story Idea are news or feature story ideas that you want to suggest to an assignment editor for print or broadcast media. You can prepare a brief news fax/story , idea and fax it to the appropriate editor. Frequently, if the story is presented in a way that makes it interesting and newsworthy, it will be investigated by a reporter. Remember to think about why anyone would be interested in the story. Event Fax is a memo sent to an assignment editor that reminds them that you have an important event happening that deserves news coverage. Always include why it's a good visual story (photo/TV news). You should have previously sent a news release about the event-this a follow-up nudge to cover the activity. News Memos are another good way to remind the press that you have something newsworthy happening. Example: You have previously sent announcements to the media about a series of public workshops and this information has been printed or aired a week before the event. Send a news memo asking the radio and TV stations to broadcast the time, date and location of the workshops during their newscasts the day before and the day of the event. This gives you another chance to reach the public with your message. Telephone Calls are a simple way to remind an assignment editor of the event you want covered. It also gives you the opportunity to clear up any questions that he/she may have regarding your press release. Press releases are not only intended for the media. If you and your department feel that the event is worthy of media coverage,then it will certainly be important to the entire city • staff.Not only does it educate employees about what is going on in your department, but it also provides the employees information if a member of the public or media has any questions. When a press release is written, please distribute a copy to each city department. Common Press Release Errors Too wordy. Too long. No focus. No contact name or phone number. Out dated information. Language too technical. Not written with the public's interest in mind -what is it that the public wants or needs to know? Samples: 17 1)00+05 . i News from the: Atascadero City Fire Department 6005 Lewis Avenue Atascadero,CA 93422 (805)461-5070 Forimmediate release..,................................................................Faxed 03/02/98 Contact: Bill white,PIO,Atascadero City Fire Department,461-5070 Photo possibilities:The City of Atascadero's Mayor Hal Carden and Fire Chief Michael P.McCain will present a plaque to citizen for his heroic effort in saving the life of a fire victim. The City of Atascadero will Honor Citizen for Bravery On Feb. 19, 1998, Alan Burroughs lost his apartment and most likely would have lost his life in a fire if it was not for the brave act of a neighbor. Mike Vincent, who lives in the same Atascadero apartment complex as Burroughs,was awoken_ by screaming. Vincent saw the fire, grabbed a fire extinguisher, attempted to extinguish the flames, and rescued Burroughs who was still inside the apartment. Vincent also assisted Donna Oringderff, who was also inside the burning apartment. Oringderff is in serious condition at the Sherman Oaks Burn Center where she is recovering from second and third degree burns. The City of Atascadero wants to show its appreciation to Vincent for his heroic act and will present Vincent with a plaque for bravery. "Mr. Vincent went above and beyond the call of duty for a citizen," said Fire Chief Michael P. McCain. "Mr. Vincent risked his own physical well-being to save another and his selfless act should be recognized." The plaque will be presented to Vincent at the city council meeting on March 10, 1998 at 7:00 P.M. The presentation will take place on the fourth of the Atascadero City Administration Building, 6500 Lewis Avenue, Atascadero. A Public Information Officer will be on-hand to assist the media. Please contact Bill White,.461-5070, or page him at 462-5321 for information or questions. 1 Q CITY OF ATASCADERO ;,'1979 FIRE DEPARTMENT PRELIMINARY PRESS RELEASE 1) TYPE OF INCIDENT: 2) LOCATION: 3) TYPE OF COMPLEX: 4) DATE: 5) REPORTED BY: 6) EQUIPMENT DISPATCHED: 7) NUMBER OF PERSONNEL USED: 8) DESCRIPTION OF WHAT WAS BURNING UPON ARRIVAL: 9) ANY UNUSUAL PROBLEMS DURING FIRE DEPARTMENT OPERATION: 10) MINUTES UNTIL EMERGENCY WAS CONTROLLED: 11) INJURIES TO EMERGENCY PERSONNEL OR CIVILIANS: 12) OWNER OR RESPONSIBLE PARTY: 13) OCCUPANT. 14) ESTIMATED FINANCIAL DAMAGE TO PROPERTY: 15) ESTIMATED FINANCIAL DAMAGE TO CONTENTS: 16) AREA OF FIRE ORIGIN: 17) FIRE CAUSE: RELEASED BY(PRINT NAME,RANK,AND INITIAL): For further information please contact Bill White,Public Information Officer,Atascadero City Fire Department or phone page him at(805)462-5321. 000053 6005 LEWIS AVENUE ATASCADERO,CA 93422 (805)461-5070 FAX(805)466-2907 r ITEM NUMBER: C - 3 ■■■'■ ■'■ j DATE: 04/28/98 CADS/ City Manager's Agenda Report Wade G. McKinley Information Bulletin A. ELECTRICAL DEREGULATION There continues to be a lot of confusion regarding the impact of deregulation. The City Manager's group has Formed a task force to investigate the opportunities available to cities in the county. Attached is the first report from the task force authored by John Moss of San Luis Obispo. B. EMPLOYEtUPDATE Joel Balaris P/Time Lifeguard Resigned 02/28/98 Donna Marshall IP/Time Cashier Resigned 02/28/98 Matt Procida P/Time Lifeguard Resigned 02/28/98 Jessica Sanford P/Time Sr. Lifeguard Resigned 02/28/98 Ty Shepard '!P/Time Sr. Lifeguard Resigned 02/28/98 LeAnne Strouss1,P/Time Lifeguard/Instructor Resigned 02/28/98 I,I X0005 e , Apr-07=-98 09s37A Utilities Cons Office 805-781-7218 P.02 Electric Deregulation: A Regional Strategy L Introduction On September 23, 1996,Governor Pete Wilson signed into law Assembly dill 1 890 which dramatically changed the market system that has been in place for more than eighty years for serving the electricity needs ofcaufornia's homes,businesses, industry and farms. The legislation: • Recognizes that new technology and new federal laws allow us to change today's highly regulated market structure to one that relies on competition to set the price of thc..gencration component of electricity bills. • Creates two new market entities,one to oversee the high voltage transmission system, and one to create an auction market for buying and selling of electricity. • Authorizes retail competition, which allows customers to choose their electricity supplier,beginning with some users March 31, 1998,and encompassing all customers no later than 2002. • Permits new business opportunities to develop in buying, selling or brokering electricity for individual customers or eu,tomer group. • Permits utilities to recover their transition costs from ratepayers. A • Mandates a 10 percent rate reduction for small residential and commercial customers by January 1, 1998, with a goal of an additional 10 percent by 2002. • Provides funds 1'or continuation of utility energy conservation;research,development and demonstration; public assistance;and renewable encrgy-based electricity generation activities. • Allows customers to continue to rely on service from local utility companies as they have in the past, if they choose not to participate in the competitive market. Consumers of electricity,including public facilities,institutions and residential customers,are lacing a bewildering array of new services-and service providers. The new electricity market premises to provide savings to electricity consumers who can manage their demand, understand the intricacies of the electric power markets and make the purchasing decisions. The purpose of the following information is to outline a strategy to research,develop and implement a plan for both the short and long term in regards to how the governmental agencies in the San Lids Obispo County region should proceed in ')®(3055 Apr-07-.498 09:38A Utilities Cons Officer 805-781-7218 P.03 the new electricity',purchasing market. The IbIlowing components have been identified as elements of the plan: 1. formulation of the goals and policies relating to electric deregulation; 2. Legal/legislative evaluation and review of aggregation agreements, power purchase agreements, franchise and utility user fees,city and county ordinances and billing; 3. Technical evaluation of the energy profile,rate schedules,demand management options and extended services(e.g. undergrounding of utilities,clean power generation,etc.)for each jurisdiction;and 4. Public information and education regarding AB 1890 and energy conservation. Goals and Policies The primary decision to be made in regards to electric deregulation is how the each jurisdiction will proceed in.the new electric market in terms of'the various options for aggregation or in acting alone in funding its own service provider. 1lnere appears to be a significant amount of uncertainty in regards to the future of electric deregulation and the actual cost savings available to customers. Because of this,it is recommended that a short and long term planning approach be implemented to define the strategy needed to ensure that each participating jurisdiction will be able to amp the established goals. When al zin the components.of the plan,the following program goals have been identified as guidelines in the planning and evaluation process. The plan will: • Provide real cost savings to the participating jurisdictions • Provide public information assistance and guidance to our.citizcns • Establish a energy demand management(energy conservation)and monitoring program within each participating jurisdiction Additionally,the evaluation criteria and overall,strategy should be: 1. Simple in approach; 2. Provide For a reliable source electricity: 3. Be flexible it terms of the length of commitment;and 4. Below risk to each jurisdiction. After researching the current market options,the following electric deregulation opportunities are available: 1. Bundled Utility Service- under this option,an agency would remain with the current electric provider until a future date when the deregulation impacts arc fully understood. �)000'5( Apr-07•-98 09:38A Utilities Cons Office BOB-781-7218 P.04 2.. Direct Access Individual Agency Facilities Only- the focus of this option would be on either selected accounts or all metered service under an agency's control. The probable course of action would be the issuance of a Request for Proposal to energy service providers for cost saving and service information.This could be either a short term contract such as a year to year agreement or a longer term contract in the range of two to four years. 3. Direct Access"Selective Aggregation"-under this option,an agency would partner with selected businesses,aggregation groups such as ABAG or other governmental agencies in an attempt to secure the best electric rate. Again, this could be a short or longer term contract. 4. Direct Access "Community Aggregation"-this option would include an entire community and would require separate contracts with each participant in the aggregated group. 5. Municipalization- Under this option,cities would condemn the existing electric infrastructure and assume the role as the full service electric utility. In developing the short and long term plans it is important to understand the significant milestones established by AB 1890. The fust and probably the most significant is the recovery by investor owned utilities of stranded cots in the firm of a Competition Transition Charge(CTC). Str nded costs are investments made by investor owned utilities in power plants and power contracts to ensure an adequate supply.of electricity to meet customer demands but are now considered"uneconomic". The recovery of these costs are to end no later than March 31,2002. Until this date, there is limited cost savings to be realized in the transition period to a true electric market competition. The second milestone is the repayment of bonds issued by the investor owned utilities under the authorization of AR 1890 to ofj et the revenues the utilities lose as a result of the mandatory 10%rate reduction. The payments known as Trust Transfer Amount or'17 A, will extend beyond the end of the CTC recovery and the 10"/o rate reduction,and will decrease each year. 1t is anticipated that these bonds will be paid off over a 10 year period beginning in Dccembor 1997. Based on the timeline for repayment and cost recovery of these components of;AB 1890, the following strategies have been developed. The alternatives are listed in the preferred ranking in terms of choice for implementation. Short Term Plan The short term plan will be for the transition period, to the year 2002. Apr-07-98 09:38A Utilities Cons Office 805-781-7218 P.05 Alternativc 1. Direct Access"Selective Aggregation". It is recommended that each jurisdiction aggregate with.a larger program such as the State of California,Department ofCieneral Service's Electric Power Services or AAAG. .At this-stage of electric deregulation,it appears this would be the least risk option while providing some saving on overall electric costs. It is not recommended that local businesses or governmental organizations aggregate at this time. At this point, it appears aggregating with other entities would be more complicated and costly(in terms of staff time)for little or no benefit. This will be discussed in more detail in the following sections. if this alternative is selected,the participating jurisdictions may want to research the aggregation opportunities available as a group and provide a recommendation for a service provider. AIdvantag s: Less administrative time involved since the aggregating organization will provide the staff to oversee and manage contracts with the electric service providers (ESPs); potential increased savings by being part of a larger group of energy users; lower risk to the cities than other alternatives. • Disadvantages: Obligated to the terms and conditions ollered by the aggregating organization For the duration of the contract;may be difficult to enter into a short term agreement;depending on aggregator to secure best pricing. Alternative 2. Direct Access for.Jurisdiction Facilities Only. Though not the preferred option,this alternative would provide potential cost savings through the competitive proposal Process. If this option is chosen,jurisdiction stall' o would prepare and issue a agency specific Request For Proposal. Advantages: Jurisdiction able to negotiate directly with electric service providers electric rate and added services;higher probability entering into a short term agreement;could provide cont savings. Disadvantu-?cue: Requires more staff involvement and time;higher risk than Alternative 1; complicated in terms of evaluation process of ESP contracts. Alternative 3. Bundled Utility Service. Though not the proferred option,this alternative would guarantee the Power Exchange (PX)pricing during the transition period by remaining with the jurisdiction's current service provider. Advantages: Simple in terms of implementation; low risk;reliable source of electricity; short term in length or commitment. "0058 Apr-07-98 09: 3BA Utilities Cons Office 805-781-7218 P_06 DiseuNantapes: No real cast savings; Summary Selective Aggregation or more specifically,aggregation with a larger program will provide a low risk,reliable electric source while Providing some cost savings. Conununity Aggregation and Municipalization were not chosen as alternatives for the short term plan because of the staff time and subsequent cost,higher risk exposure and other direct costs versus the potential cost savings to develop and implement those programs. Community aggregation could be included as part of*the evaluation process of the long term plan in order to better evaluate the potential of this option as mare information becomes available. Long Term Plan It is recommended that during the transition period of electric deregulation that the long term plan be developed taking into account the latest information,the goals and program evaluation criteria. 'Phis will allow for adjustments that occur in the deregulated market during the transition period and for further research and understanding of the impacts of those changes. • In conjunction with the evaluation and development of the long term strategy,each participating jurisdiction will need to perform internal evaluations listed in the Summary Section of this report. In order to ensure the timely preparation of the plan, the following timeline has been established: to be completed IIL Legal/LegWative Component It is important that each jurisdiction evaluate current franchise and utility user fees and monitor legislative actions that would allect these revenue sources. Additionally,it may be necessary to introduce new or change existing ordinances that may be affected by changes in State law. The following are areas which require review by each jurisdiction. • Franchise fees • Utility User fees • Ordinances Additionally,a review process should be established to analyze potential aggregation and power purchase agreements. Once an agreement is entered into,monitoring prcmedures will need to be established to entire that the contract provisions are being adhered to. -)00059 Apr-07--98 09r38A Utilities Cons Office . 805-781-721B P.07 Because of the complicated nature of these agreements,the initial staff time required for monitoring could be significant. IV. Technical Evaluation An energy profile,also known as a load profile, is the amount ofelectricity being used at any given time during a 24 hour period. The cost of electricity,measured as a certain rate per kilowatt hour, varies depending on the amount used and the time of day the use occurs. Using the;City of San Luis Obispo's energy profile as an example,the following is a breakdown of the City's electric use by type of account and rate; schedule. City of San Luis Obispo's Rate Schedules& Energy Profile A4 The A-1 rate is used for residential and small general service commercial customers. Actual electrical rates per kilowatt hour of use vary from summer ($0.14870)to winter($0.10193). This is the basic electric rate that most customers arc familiar with. The City of San Luis Obispo has 79 A-1 rate accounts consuming approximately 6%of the City's overall electrical use. • A-6 The A-6 rate has the same general description and customer base as the A-1 rate with the added component of peaking charges in the summer months. This account is used to reducer energy casts on accounts where the electrical use can be shifted off peak,or on continuously operating pumps or similar equipment.The City of Sart Luis Obispo has 21 A-6 rate accounts again consuming approximately 6% of the City's overall electrical use. A-6 rates vary in the following manner; Summer Winter On Peal: Rate $0.23258 none Partial Peak bate $0.10288 $0.11562 011'Peak Rate $0.05618 $0.07169 • A-10 For accounts with demands larger than 20 kilowatts,the A-10 rate comes in to effect. A-10 rates are metered in two different ways by recording electrical meters. The basic rate is similar to the A-1 rate with the inclusion of demand charges. While the above rates have metered-only electrical use, A-10 adds electrical demand charges to the bill. Demand charge,%are calculated for the large inrush currents typically provided for urge motors. The electrical provider must design the electrical transmission`,system to provide these inrush currents when necessary, while maintaining regular service to the other customers in the transmission grid. This causes, the utility to oversize the system for the larger demands. The City has four A- 10 accounts consuming approximately 5.8%of the overall electrical use. The A-10 rates arc as follows; ')000160 Apr707-98 09: 39A UtilitiQs Cons Office 505-781-7218 P-08 .Summer Winter Fnergy Rale $0.08915 $0.07279 Demand Rate $4.75 $1.20 (per kw of demand) F,19 For accounts with demands larger than 500 kilowatts,the E-19 rate comes in to effect. E-19 rates arc metered similarly to the A-10 rates with recording electrical meters,however F-19 adds time of use to the total bill. This is the rate stricture that many large business and municipal accounts use. The rates encourage use of electrical power off peak by escalating charges dramatically during this period. The City has 13 accounts in this category consuming approximately 77%of the overall electrical use. The E-19 rates are as follows; Summer Winter Energy Use On Peak Rate $0.08773 none Partial Peal:Rate 0.05810 $0.06392 Off Peak Kate $0.05059 $0.05038 Demand Charges On Peak Rate $13.35 none • Partial Peak Rate $3.70 $3.65 • Off Peak Rate $2.55 $2.55 Miscellaneous accounts include trraflic signals, un-metered accounts,and others. The City has 59 accounts in this category consuming approximately 5%of our overall electrical use. The rates vary by account,but arc generally similar to the A-1 rate. Notes: 1. Reference to time of use metering ie. Winter vs. Summer means; Summer=May 1 to October 31 on peak=noon to 6 pm Monday through Friday part peak= 830 am to ntxm and 6 pm to 930 pm Monday through Friday off peak =930 pm to 830 am Monday through friday,all day Saturday, Sunday, and holidays Winter—November 1 to April 30 on peak=none part peak= 830 am to 930 pm Monday through Friday ')000j;j Apr-07-98 09:39A Utilities Cons Office 805-781-7218 P.09 off peak =934 pm to 830 am Monday through Friday,all day Saturday, Sunday, -utd holidays 2. These are ZMcjpl descriptions of the rates currently in use by the City. For actual account reference,use the P.G. and F. tarilUeu riptions available from the utility. Many other factors influence the actual billing received by the City. Estimated Potential Savings Based on the above energy profile, staff has estimated the potential cast wings on an annual basis during the transition period. The following is the breakdown of the estimated savings based on infiormation provided by P(J&E and the State of California, General Services Department. As indicated in the energy use analysis,the estimated savings"is derived Ifrorn using F.nron as the energy service provider. SUMMARY OF ACCOUNTS CITY OF SAN LUIS OBISPO RATE NUMBER OF TOTAL KWH -1-0—TALENERGY PER CENT OF COSTIKWH ESTIMATED 10% SCHEDULE ACCOUNTS COST TOTAL USAGE RATE REDUCTION Al 79 643,795 $87,907 5.97 $0.1365 $8,791 A6 21 649,242 $84.288 6.02 $0.0990 $6.429 A10 4 625.440 $64,178 5.80 $0.1026 I_19 13 8.320.555 $629,514 77.18 $0.0757 MISC. 59 542.040 $61.583 5.03 50.1136 TOTAL 176 10,781,073 $907.470 100 $0.0842 515 220 ENRON RATES AVAILABLE THROUGH STATE GENERAL SERVICES DEPARTMENT 3131197 rate contract contract reductions duration duration off 1996 PGE tariff 4 yr. 5 yr. General accounts base 2% 3% contract value added 3.75% 5.25% contract • street lighting 4 yr. 5 yr. Accounts duration duration ')000£2 Apr-07-98 09:39A Utilities Cons Office 805-781-7218 P. 10 base 0.506/0 1.25% contract value added 2% 2.25% contract Base 4-Year Enron Contract RATE NUMBER OF TOTAL KWH TOTAL ENERGY PERCENT OF C TIKWH ESTIMATED 2% SCHEDULE ACCOUNTS COST TOTAL USAGE RATE REDUCTION Al 79 643.796 $87.907 5.97 $0.1338 $1,758 A6 21 649.242 884.288 6.02 $0.0970 $1,286 A10 4 625.440 $64.178 6.80 S0.1006 $1,284 E19 13 8.320.555 $629.514 1 77.18 $0.0741 512,390 MISC. 59. 542,040 $61,583 5.03 $0.1113 51.232 TOTAL 1 178 10,781073 $907,470 100 $0.0826 . $18,149 Base 5-Year Enron Contract 0 RATE NUMBER OF TOTAL KWH TOTAL ENERGY PERCENT OF COSTIKWH ESTIMATED 3454 SCHEDULE ACCOUNTS COST TOTAL USAGE RATE REDUCTION Al 79 643.796 $87.907 5.97 $0.1324 $2,637 A6 21 649.242 564.288 6.02 $0.0960 $1,929 A10 4 625.440 $64.178 5.80 50.0995 $1,925 E19 13 8.320.555 $629.514 77.18 $0.0734 $18,885 MISC. 59 542.040 1 $61.583 5.03 $0.1102 $1,847 TOTAL ITS 10,781.073 1 $907,470 1 100 $0.0818 $27,224 Value Added 4-Year Enron Contract RATE NUMBER OF TOTAL KWH TOTAL ENERGY PERCENT OF COSTIKWH ESTIMATED SCHEDULE ACCOUNTS COST TOTAL USAGE 3.766 RATE REDUCTION Al 79 643,796 $87,907 5.97 $0.1314 $3.297 A6 21 649,242 $64,288 6.02 $0.0933 $2.411 A10 4 625,440 $64,178 5.80 1 $0.0968 $2.407 E19 13 6,320,555 3629,514 j 77.18 $0.0728 $23.607 MISC. 59 542,040 $61,583 5.03 $0.1094 $2,309 TOTAL 176 10,781.073 $907,470 1 100 1 $0.0810 $34,070 • ')OCC .3 Ap:^-07--98 09:39A Ut 1 ities Cons Off ice 805-781-7218 P- 11 i Value Added 5-Year Enron Contract RATE NUMBER OF TOTAL KWH TOTAL ENERGY PERCENT OF COSTIKWH ESTIMATED SCHEDULE ACCOUNTS COST TOTAL USAGE 5.251/9 RATE REDUCTION Al 79 643,796 $87.907 5.97 $0.1294 $4.615 A6 21 649,242 $64.288 5.02 $0.0938 $3,375 A10 4 625.440 $64.178 5.80 $0.0972 $3,369 E19 13 8,320.555 $629.514 77.18 $0.0717 $33,049 misc. 59 542,040 $61,583 5.03 $0.1076 $3.233 TOTAL 175 10,751,073 $907,470 100 $0.0748 $47642 • mote: 1. Estimates do not include 10% mandated reduction from PGE on A-1 and A-6 accounts. 2. 10% PGE reduction will be adjusted (reduced) for power generation amount if provided by others. 3. Value Added contracts require participation in energy efficient upgrades to facilities as determined by Enron. Energy Proftle Evaluation Summary (td be completed) V. Public Information and Education Regarding ABI890 and Energy Conservation Electric deregulation offers the opportunity to furnish our communities with general information regarding AR 1890 and energy conservation. It is proposed that the information regarding AB 1890 be provided by the participating juriuiietions using information published by the Stine as a guide. The energy conservation information will be provided by existing sources such as PG&E. A committee could be formed to review the available information and make recommendations on,what and how to distribute to the communities.