 October 14th. We're just coming back from closed session. And before we start with the agenda, would our clerk Chloe like to say a few words? Welcome to the Capital City Council meeting. In accordance with California Senate Bill 361, this meeting is not physically open to the public. Council and staff are meeting via Zoom. And there are several ways for the public to watch and participate. Information on how to join the meeting using Zoom or a landline or mobile phone, along with how to submit public comment during the meeting tonight, is available on our website, cityofcapitola.org, and on the published meeting agenda. The public can also live stream the meeting on our website. As always, the meeting is Cablecast Live on Charter Communications Cable TV Channel 8 and is being recorded to be rebroadcast on the following Wednesday at 8 a.m. and on Saturday following the first rebroadcast at 1 p.m. on Charter Channel 71 and Comcast Channel 25. Our technician tonight is Walter. Thank you, Walter. And thank you, Mayor Brooks. Thank you. If you can all now please join me in the Pledge of Allegiance. I pledge allegiance to the flag of the United States of America and to the republic for which it stands, one nation, under God, indivisible, with liberty and justice for all. Thank you very much. So now this brings us to item two, a report out in closed session. Our city attorney, Samantha. Good evening, Mayor and council members. We had closed session on the two items on the agenda. No action was taken. Thanks so much. And on to item three for additional materials. Do we have any additional materials? We did not, Mayor Brooks. And for item four additions and our deletions to the agenda. That was no changes this evening, but I will note that on your consent calendar Thursday, a recommendation to continue a hearing of a second reading of the ordinance to adopt the library lease. So if anyone is here for that, that item is recommended to be continued till October 20th. Thank you. Now on to item five, this is oral communications. This allows times for members of the public to address the city council on any consent items on tonight's agenda or any topic within our jurisdiction of the city that is not on the general government. Members of public may speak up for up to three minutes. Otherwise, or unless specified by myself, individuals may not speak more than once during our oral communications and all speakers must address the entire legislative body and will not be permitted to engage in dialogue. Do we have anyone from the public who would like to say something? Mayor Brooks, I do not see anyone with their hands raised. Okay, and also if you're watching, you can email us as well. Okay, so now we'll move on to item six. This is our staff and city council comment opportunity. We'll begin with staff. Mayor and council, I have a very exciting announcement to make this evening. As you were well aware earlier this year, Chief McManus announced a plan to retire coming up this fall. As council is aware, we conducted a nationwide search for new police chiefs that included a competitive testing process as well as panelists comprised of community members, a professional police chiefs panel, as well as a panel, an internal panel that included representatives from the city council, including council member Peterson and council members Kaiser. Following that process and based on a strong recommendation from the interview panelist, I have named Captain Andrew Dally as our next police chief in Capitola. Andy began his career in Capitola back in 1999, after serving five years in Duke County with the SO's officer. During his 22 years here before Capitola, he served in a number of roles, including officer, detective, field training officer, sergeant, most recently police captain, and on November 14th, we will get to add police chief to that list. So Andy's appointment is a testament not only to his work ethic and commitment, but also to the strong culture and dedication of our entire police force. So with that, please welcome me in congratulating Andy on this position. Congratulations, Andy. We are so thrilled to have you as our new captain, or excuse me, our new chief. How dare I say that? Our new chief, please. Would you like to say a few words? Sure. And thank you city manager Goldstein and mayor Brooks council and the rest of the department has my chief McMass here. I'm truly humbled and honored to take this position. And I'm really looking forward to working with all of the community, the department heads, and then importantly, the men and women of the police department. We have just an amazing group of people here. I'm really looking forward to just reengaging with the community and just the projects that we can work on moving forward. So I'm really excited, truly humbled and very thankful. So thank you so much for this opportunity. I'm really looking forward to it. So thank you. Well, thank you. And with any of our council members like to say few words, I see council member Bertrand and then vice mayor story, council member Peterson, council member Kaiser, the room is blowing up for you. Let's start with council member Bertrand. Well, I learned what a bear hug was the other day. I passed by Andy coming out of the police department. And it was like congratulations. This is a big, huge bear hug. So now I know what a real bear hug is. And truly, I remember when I heard your story. And I heard how you became a police officer in Capitola. And, you know, you told me how it came about. And I think we were doing a ride along. And so I've heard your story since the beginning as you worked your way up. So congratulations, you worked your way up, and you've done a lot of hard work to get to this point. Truly, just an exceptional individual. I like your demeanor. I like how you view the community. And you're going to be a great asset to Capitola. I'd also like to point out one other thing. I'm really grateful for our police department because our police department has provided the options for people within the department to dance. It has provided the options to train people for circumstances that they will be using, needing to need, needing to use in this modern day police environment. So you've taken advantage of those. Most recently, I think you had a management training course and you're going to be put the task on, sure, very soon. Thank you. Thanks, Mayor Story. Yeah, thank you, Mayor Brooks. I just want to say I can't be more pleased that we have appointed someone that has been committed to the city of Capitola for so many decades and someone who really knows the community of Capitola. And I think that that's a big step forward for community policing. And so congratulations with deference to Chief McManus. I want to be one of the first to say congratulations, Chief Daly. Thank you. Council Member Kaiser. Thank you, Mayor. Andy, Captain Chief, you've done it all. So I just have to give my huge gratitude to you. And it's true. We all see what you do in the community and how far you've come with us and how many doors this is actually opening for our department and our city as a whole. And just my hat off to you. I'm so proud of you and I'm so happy that we, Chris and I got to be part of the panel, which was like a huge thing for me personally. And it was like a great experience. And that aside, I'm just really happy that we got to this point. And congratulations. You definitely deserve it. Council Member Peterson. Thank you. Yes, Captain Daly, soon to be Chief Daly. As much as we will hate to see Chief McManus go, I could not imagine a better replacement and someone to continue to lead our police department within our city. You've done so much over the years for our city and now to continue in leading this department is just going to be absolutely fantastic. So congratulations. We are so excited to have you at the helm in the police department. Well, I think my fellow council members have said exactly what I've been thinking. Andy, I'm just so proud of you and you have built yourself a legacy here in the city of Capitola. And this is just such an extraordinary community. And to have you lead not just the police department, but all of us into what I think is going to be an exceptional future for the city and for everyone here as we overcome a lot of tragedy and the pandemic. As we rebuild a resilient community, I'm just happy that it'll be you leading the way and supporting all of us. So congratulations again. I'm so happy for you. And I look forward to working with you more. Chief McManus, we shall celebrate soon. All right. It's always odd because we're here in Zoom and I'm getting excited and I want to clap and I want us to jump up and down, but awkward. We're on little screens here. So we're going to move on. Thanks again, unless there was someone else. Okay. So we're going to now move on to our rest of our council comment time. Do any council members have any comments? Council member Kaiser? Thank you, mayor. I just have two things to touch on. We are doing our plain air art. I guess it's on exhibit. It's more like an activity for local and nonlocal artists to participate in our town and paint our beautiful scenery. So it's happening between November 1st and 6th. So I want people to be aware that there'll be artists out and about and that it's actually kind of a cool process to watch. They each have different visions of our city and of our town and so it's really cool to watch the works be done and then there'll be an exhibit at the end of it so people can purchase art and support hard-working artists, which is really exciting. Another thing on top of that, seeing as how we do all a lot of events throughout Capitola, I just wanted to give a huge shout out to our public works. We've just gone through, we kind of get these weekends row after row of art and wine and Labor Day and beach festival and the fireworks and our public works employees are just a huge backbone of a lot of those big festivals and big activities that we are lucky enough to do here. They step up, they do the job and without them we wouldn't be able to have those special times here and so I just want to make a big shout out to them and Steve Jusberg, who is the head of all of them and all the manpower is so necessary and much, much appreciated from us as a council and as the city we couldn't do without you. So thank you guys very much for all of your hard work and your yes attitude. You guys are yes guys so couldn't do it without you. Thank you so much. Thank you Council Member Kaiser. Steve, don't dare tell us what the score is if you're watching because I'm really sorry. Council Member Bertrand. Thank you Mayor. I had several people come up to me after the fireworks and you know I walk around the city and just compliment us and you know I had to tell them the Money Foundation is the partnership thing and so I'd like to request that we have Mr. Monti come in and tell us what he's done, his history and the number of children's activities and programs that he's helped support in Capitolic. That's my first thing. Second thing is a week from this Friday I will be taking a ride on the rail at the Tig M demonstration. I was lucky to get a spot. It's filled up really quickly. I'll be glad to sort of give people an update. I'll be leaving from Santa Cruz and get off in Capitola or go back to Santa Cruz. I did attend the first night out at J Street Park and it wasn't as big as before because we didn't have a barbecue and a few other things and we almost didn't have it so thanks for the police department for putting that on. There was a climbing structure there and I saw a lot of very enthusiastic kids you know climbing up you know hand holes and stuff like that. It was just truly amazing. So and then another thing related to RTC I've been appointed to a commission or committee. I'm going to find out more about it tomorrow. It's called the CRCC and basically its function is to try to work on policy issues to help public transportation from San Francisco down to Santa Barbara and as you know it's been slowly going down the coast excuse me going down the 101 quarter I think we get to well find out more so I'll give you some updates on that later and as you also know I was at the California League and I'm going to try to prepare a short report of some highlights that I think people might find interesting and that's it. Thank you so much Councilmember Peterson. Thank you. First I wanted to share that I am the city's representative to the Santa Cruz Metro Transit District and we recently had a workshop with the board members which was a great opportunity to learn more about the organization and where it's headed our strengths and weaknesses etc and one of the things I wanted to share is that for those of you who do use the Metro system please have patience we have a shortage of drivers right now and our drivers are working incredibly hard to meet all of our needs to address that shortage so please have patience and if you do use the Metro bus system give a shout out to your driver and thank them for being there and continuing to get us around. The other thing I wanted to share was that last night's AMBAG meeting the Association of Monterey Bay Area Government once again we heard about our regional housing needs assessment and the methodology that's being used to determine the allocation for each area the final allocation for the housing that's needed in our city in particular will not be final until about February but they do have estimates right now and I just wanted to share that in the 2015 to 2023 rena cycle the last rena cycle our entire city had a needs assessment of 143 new homes that needed to be built the estimate for the upcoming rena cycle is 726 and about 214 of those are in the very low income category so we have more houses that need to be built in the very low income category in this rena cycle than we had required for all income categories in our prior rena cycle so I'm going to continue to share this information as we get more information coming in from AMBAG and from HCD at the state because this is really important and I think that it's going to be crucial that we stay updated on this information as we move forward so that it's not shocked for us when our final numbers come out and we need to be able to determine how to ensure that we can create opportunities for that kind of housing and that's all for me tonight thank you thank you councilmember peterson I just had a couple of things to share I just first wanted to thank senator john layered for taking the time to visit our visit with us as staff and with our city manager over at our new library was able to give us some new updates on what's going on and some recently passed bills also on October 18th I'll be having my mayor's town hall with our guests from the central coast community energy 3ce the event will begin at 6 p.m and they'll be presenting a presentation on understanding the value of community choice energy and so to access that link you can go onto our website and then following in November I'll be having one with our county county superintendent there's the box so all that information can be found on our website now moving on to items seven this is consent all items listed on consent will be enacted by one motion in the form listed below and there will be no separate discussion on these items prior to the time the council votes on the action unless a member of the city council would request would like to request an item to be discussed for separate review would anyone like to pull any of the items that they see on tonight's agenda for consent excuse me this is items a through g okay seeing none I'll go ahead and entertain a motion would so move we have a first for approval of consent items a through g do we have a second like a second or say I have a second from vice mayor story can we have a roll call please for trans I approve council member Kaiser hi council member Peterson hi vice mayor story hi mayor brooks okay that item passes will now move on to our general government and public hearing this is item eight eight for a redistricting presentation and tonight all we're going to be doing um our recommended action is just to accept the presentation and who will be presenting is this you elissa or we can excuse me thank you can you hear me okay we can great thank you and it's good to hear about the plan errors um sabenda november I'm going to come check it out so thank you for inviting me tonight my name is elissa Benson I'm the assistant county administrative officer and part of the core team in the county that is running our redistricting project for 2021 so I have a brief presentation really just focusing on our process which is a little bit different given everything feels a little bit different in the last year and a half I'm but I'm happy to take any questions and I'm going to share my screen I have two border colleagues here with me so hopefully they won't be uh involving themselves at all so let's see can you guys see that okay let's know I have to say hit this button let's see can you see that all right great so just very briefly so this is obviously just going to be count covering the county's redistricting process as I'll reference in the very end of the presentation there are several and let me move this along figure out how to do it now I'm letting here we go so let me just see next so just very quickly I know all of you are familiar with this but why does redistricting matter um for and this is more for any of the members of the viewing public so redistricting is redrawing those bound district boundaries for purposes of representation and we do this every 10 years as part of coming after the decennial census the intention here is that these boundaries are drawn equal and substantially equal to allow for fair representation in any kind of elected body and as you you all know very well this is about who is going to be uh who where the elected representation comes from really key in these efforts are population equality so you take that entire population of the uh legislative body you're talking about and you split it into the number of districts and then it's drawing those boundaries and it's really important to have community voice and representation and drawing those those boundaries I think there's um unfortunately a long history where that hasn't been necessarily done in a way that it's been fair to all members of the community so it's it's something that what we really do want to hear what community members think and want in terms of representation and this is how folks have the opportunity to get that elected representation for us for the county of Santa Cruz uh we well I first should say there was some legislation at the state level called uh it's av849 the fair map stack and this was actually in 2018 and 2019 there was a smoke alarm going off in my kitchen by the way um and that actually really uh quite significantly changed the way California approaches redistricting really set up a whole set of new standards and expectations and one of those things that was it really defined the ways in which um community participation could be could be established so for the purposes of the county the board in February chose to do an advisory redistricting commission and there are some limitations on who could be appointed to those one of the big big ones is you can't have anyone who works for a current elective official who or someone who intends to work for the current elected official so what you see here is the commissioners that that the board of supervisors by district um appointed to participate in an art in our advisory uh our advisory commission so I wanted to just spend a brief moment talking a little bit about that line drawing criteria that av849 set forward and this is so really it is this decision process is governed both at the commission level and it's a board level by both federal and state law I won't go into the the details of this but it first and foremost it's around equal population and and complying with the voting rights act and then the state requirements which 88849 has now set up is this list of five ranked criteria that need to be part of the consideration for drawing boundaries and as well as the sort of foundational concept that nobody should adopt district lines that either discriminate or favor of any political party so that's really the structure that I'm inciting both the advisory commission and the board of supervisors process moving forward so very quickly the timelines lines and phases because of how COVID affected the census uh the census collection in 2020 it really affected redistricting and uh frequently um well as it's historically we get our census numbers in April which provides a fairly long time frame for redistricting work to happen because of COVID we did not receive redistricting or we did not receive census data we even got early data in late August and then there's a whole timeline that you know basically comes into play because of then the following elections in 2022 so for us we have started doing our planning quite in in the spring once we had the advisory commission appointed by the board it's in July and August really we launched a website and by the way the AB 849 requires a website and a whole bunch of very specific outreach activities we developed some tools and we started to reach out to community organizations around promoting involvement and education about the redistricting process in September and October we moved more in towards our involvement our public involvement engagement work and then really we're right now in the thick of the line drawing mapping work with the advisory commission and again why this this time frame got so constrained is the data we did not have the data for the county in terms of what is our population change look like and we received that initially on August 20th it was an early set that had not yet um integrated what they call the reapportionment at the state level um residents who are in state prisons basically then get identified and then the numbers for each county is adjusted so like if they were back in their county what would that do for us that period between August 20th and September 20th while the state was doing that reapportionment was very minor in terms of how it changed the census data we had received earlier but still that you had to wait till that official data was available so our commission with staff support we offered four different public workshops a general public workshop workshops on September 1st and then we did sort of regional workshops on the 22nd the 29th and the 30th and these were all we we did both a hybrid approach we wanted to make sure we had optimal opportunities for the public to be involved unfortunately we did not have a whole lot of um public engagement I think our most our most well attended in person and uh quite frankly in terms of um remote attendance was the workshop we did on September 29th in Felton so sort of in the district five area of the county so we were we've been you know not we're not too surprised why we haven't had a whole lot of attendance and that's because the data basically um shows that we weren't we didn't have very significant swings in terms of population changes by district and I do have a slide on that if anyone's interested in that just as the current map stands um we are substantially equal by district and the legal frame we use for that is that the variance from that that number and in our in our case it's about 54 000 people per district with less than five percent and as long as your it's your less than five percent it's considered substantially equal so even as it stands in with our new data there's like from a number standpoint we we need the substantially equal standard so we once those engagement work was completed and I should say we were getting public input online around the the key concept of communities of interest and that's that's really the idea here is how do communities consider themselves and communities of interest um so it was last week on on uh october 6th our advisory group started meeting to sort of take that input that we received either through the web or um in their own community conversations or through the engagement process to start talking about what potential changes would uh they would want to consider recommending to the board so that started last week we had a meeting yesterday and we have another meeting tomorrow and those are all brown-acted meetings they're available on our website we they are taking testimony tomorrow and then we will be moving from that process to the board process so that's really this next part of uh this five that you see here the october through december process one of the features of av849 which it requires four public hearings by the by the board making um making that final decision one of those public hearings can actually be um one of the workshops so we um are counting our our september 30th workshop as our first public hearing and that was an evening hearing in washington though then we will then have three additional meetings on this uh a public hearing on the 26th the evening of the 26th that will be when the uh advisory commission's recommendations will be presented to the board and received by the board any of these meetings uh we will continue to take public input and testimony we will then have a what is technically the second public hearing at the board but the third in the count to four on november night we expect that will be where we um we actually expect to get additional directions from the board on the 26th about any proposals that they wanted to um prepare for them in terms of different maps and what those changes would look like in terms of population um on the 26th and then there will be in that another hearing on the night um again public testimony will be welcomed at that hearing at this point we're then planning for final action on november 16th the ninth and the 16th are regular uh board of supervisor meetings this will be a time certain item on their agenda the 26th is a special meeting in the evening um and so the intention there is that they would actually adopt any any changes to the maps on november 16th one of the features of av849 is those maps that are being considered for adoption have to be published at least seven days prior to final adoption so those things will come out gosh what i should be able to do my math but that on november night or the next day we actually have to um have this published we do i have listed here this deadline um the deadline for for the board to take action is december 15th if we do not then the whole process um reverts to a port process so we just had planned the schedule where um the intention was we got it done sooner than later and then if we did need to if the boards thought they needed additional time we would be able to sit in another meeting before december 15th so this is our process and really we will be accepting public testimony from any interested party um at all of these meetings um and we will see how things go so with that i just want to also point out we are not the only ones who are who are doing redistricting um of course there's state redistricting and then the city uh city of Santa Cruz is doing it uh there is redistricting at cabrillo many different folks are doing redistricting um so that is my uh my overview of the process i'm happy to take any questions and it and we can just go from there i'm gonna use my screen i can find it there we go okay any questions from council vice mayor story thank you mayor brooks and uh thank you miss simpson for that presentation and and getting us better informed about the redistricting process uh i guess um i had three questions and i was wondering uh when the um recommended um maps and plans come out after october 15th whether uh residents who are going to be affected by those recommendations will get special noticing um my second question was whether the um recommendation are subject to lack of concurrence um and i guess my third um question is whether any um of the so far than uh the commission's uh meeting some recommendations and and proposed maps affects capitol in any way okay i'll try and get to all of those um in terms of the first i the first question around special noticing we would we are not planning on any special noticing but we are planning on when we will meet the noticing requirements which would are five days before the 26th when they would come to the board they need to be public but we plan to be you know it's putting forward uh more general press and um just trying to bring the public's attention to any of the changes that our commission might be recommending so while there's no requirement for them um we absolutely want to encourage people to understand any of the changes that are recommended by arc to the board i should also just say there is a there is a reasonable um there's a reasonable scenario that they would they would recommend leaving the district boundaries as they currently are so um i just want to mention that because we do meet that substantial um equality standard that said we do have to also be able to say we and we don't think that we by leaving them status quo that we are somehow disrupting an articulated community of interest that's arrived since 2011 so that you know it's not as simple as like oh it's substantially equal we can leave it alone it's like and we believe that those those criteria are still met by by that proposed um status quo mapping um i i do not believe there is any um interactions with lasso on this but i would actually have to check with my county council to confirm that and when we read over the uh the uh the law it's not making a connection there um so i i'll just say that but i would have to actually double check with county council i will say that there have been um some discussions by the commissioners uh that could affect capitol but that those are not things that have been agreed to at this point and tomorrow is when they will be looking at um at those those specific proposals thank you any other questions from council okay um let's go ahead a minute sir questions um so now we'll open this up for public comments uh for this item if you'd like to make a comment you can send an email now to public comment at ci.capitola.ca.us or to speak please raise your hand now by clicking on reactions then clicking raise hands in your zoom application or by dialing star nine or star six depending on the type of phone or landline you have or moderator will unmute you and you will have up to three minutes to speak. Mayor Brooks we have an attendee wishing to speak on this item um it is Janet yes i just have one quick question where would somebody go look online to see what the current situation is or what you're planning or whatever absolutely you would go to the i'm going to actually have to look up the website because i don't know it by heart but i think it arc 21 i'm gonna have to look at it really quickly and i can probably and am i able to put stuff in the chat or i'm because i could put it there too i think chat might be disabled okay let me just pull it up really quick the website is why is it not telling me if you just go arc arc 21 Santa Cruz it will take you to the redistricting 2021 website and there everything is posted in terms of proposed maps map changes that the commissioners are discussing the schedules are there and we absolutely welcome anyone's participation in this process thank you very much thanks so much okay any other questions from the email or from the audience mayor Brooks i do not see any other attendees wishing to speak on this and i do not have any emails okay well thank you so much of lisa for being here tonight thank you vice mayor story for bringing this to our community's attention for everyone watching or watching this later please do check out the website to get involved and to see what's going on and to be able to offer input should there be any changes discussed for the city's boundary lines thanks again well now move on to item b and there's a part there's two parts so this is b or excuse me eight b consider an agreement with caltrans to include highway one ramp signals in the adaptive adaptive signal project and the recommended action tonight is too bold to approve an agreement between the city and the california department of transportation cal transfer installation operation and maintenance of adaptive traffic management system and authorized the public works director mr. jesper to sign the agreement and to authorize the city manager to issue a contract change order to bear electric solutions the contractor for the 41st avenue traffic signal adaptive coordination project in an amount not to see exceed four hundred thousand dollars to add two caltrans intersections to the project talk about a run-on sentence guys um whoof okay Steve this is the way i hang there and go um this is actually a great item to have um something we've been working on and see if i can share my screen here you should see my screen now i see in a weird format though flight presentation format there you go i'm sorry try that again all right the item for you is a kind of an update on the 41st avenue adaptive traffic signal projects um as you were in August not too long ago the city council awarded the contract to bear electric to install the adaptive signal control system in the city of capital and on the map that's on front of you now the capital signals are here in red and so those are approved and they're are gathering the equipment to start work on that the county also has uh using the same system for the green intersections here on socal drive in the top 41st avenue and at the time we awarded the contract the three actually two intersections but it involves some three signals here in the middle we're owned and operated by caltrans and we did not have an agreement with them to install the system in their signals at that time um kind of just give you that internet agents coordination i went over it says in writing form capital bunching bunch in the county of sanacris and at that time nothing from caltrans and mary brooks did send a letter to the director of district five of caltrans and that seems to shake things loose so we have an updated gear um since that letter has gone out caltrans has agreed to the installation of the equipment at their intersections the agreement that's in the agenda was provided by caltrans and reviewed by our city attorney caltrans has now provided comments on the plans for the work in their system we're revising the plans so that they can approve them an approval an unproven approval of the agreement and the finalized plan um caltrans will issue us an improvement permit and we can get a price from the contractor to install those uh systems in the caltrans intersections this is huge we've been working on this for almost three or four years now field bike um so this is a big deal and the airport grant that we have will cover the cost that we do the work on the caltrans intersection um just to give you an update on the timing so the contractor's ordered materials from the city getting the controllers and the cameras and everything that's involved we've got a four to six week process um upon approval of the change order which we're anticipating for the caltrans of them and they have to reorder a whole new set of equipment so it's going to kind of delay things a little bit four to six weeks but they currently anticipate that we'll start working on the city systems in november and depending on how quickly they get the other equipment will complete in december january of course with the holidays you just never know but so it should begin by uh this winter we're very excited about that so the recommendations i'll go ahead and read them one more time since it's so long and simple so we're going to ask you to approve the agreement between the city and california department of transportation caltrans for the installation operation and maintenance of the adaptive task management system and authorized myself to sign an agreement and to operate the city manager to issue a contract chain order to bear electric solutions uh for the to add the caltrans intersections that are not to see four hundred thousand dollars by four hundred thousand dollars um this is the amount of the grant that we have uh we do anticipate being less than that although we're not quite sure it really depends on the final plans that are approved by caltrans and the reason we're asking for this advanced uh kind of authority for the city manager to approve the change order is just hey we don't have to come back to you um another item another look at this project and it may provide an opportunity since we have fewer meetings in november and december uh to just keep the project moving forward so that's why we're asking for the authority for the city manager and if that's my uh report i'd be happy to answer any questions thank you so much steve any questions from council on this item okay so you no questions we'll take this to the public um it's now i'll open this up for public comments if you'd like to make a comment send an email now to public comment at ci.capistola.ca.us or to speak please raise your hand now by clicking on reactions then clicking raise hand in your zoom application or by dialing star nine or six depending on your landline mobile phone and our moderator larry will unmute you you will have up to three minutes to speak mayor brooks we have an attendee wishing to speak it is uh janet yes thank you um i applaud you at doing this uh adaptive signal project it has been uh a piece that has been needed to help with some of the traffic problems on forty four seven as a resident gross road i would ask that once it was installed you give the eastbound gross road intersection more time in the rotation during the day the i have been at this light as the third car in line and find that the light turns yellow just as i get to go to the intersection this um results often time and people going to a red light there was often more than three vehicles trying to make this turn and then the next time is more than two and a half minutes um and there are always cars waiting so thank you very much for doing this and i appreciate all your good work thank you thank you janet any other comments from the public on this item mayor brooks i do not see any attendees with the their hands raised and i do not have any emails on this item okay so we'll bring this back to council for further comments and discussion and an approval who would like to begin vice mayor story yeah thank you mayor brooks i would like to begin and end by moving with staff recommendation like it i got a first from vice mayor story and a second from council member bretrand any other comments okay may i have a roll call please council member bretrand i approve council member kaiser hi council member peterson hi vice mayor story hi mayor brooks hi thank you so much steve this is um such wonderful news i'm very excited about seeing this happen um now on i on to item c this is a consideration of first readings of an ordinance amending chapter 18.02 affordable inclusionary housing and an ordinance adding chapter 18.05 for affordable housing impact fees katie is this your item this is my item can you hear me okay i can hear you okay good evening mayor brooks and council before you tonight is an update to our inclusionary housing ordinance as well as a new chapter 15 18.05 to include impact fees for affordable housing i just want to give you a quick overview of our affordable housing ordinance as it stands today the process that we've been through over the past year and how we've taken all the information that the city council has provided us direction and put this into new updates so when we look at our inclusionary housing ordinance we look at the area median income for the average income defined within a geographical area and on the slide is the 2020 am i for santa cruz county for household an inclusionary housing ordinance it's a local ordinance that requires housing developers to include a dedicated amount of affordable housing units within a project at the city of capitola we currently require one unit for every seven um so once you build seven you're required to produce 15 percent of the onsite units must be affordable on the slide i show the inclusionary units that have been built in capitol at today that capitol of each bill is with eight heritage lane with two piercing court with one and then most recently terra core with one so within our existing inclusionary housing ordinance or requirements we have a requirement that anytime you build a 50 percent or more addition to your home you're required to pay a fee of $2 and 50 cents per square foot any new single-family home there's a fee of $10 a square foot new developments of two to six units of foresail are required to pay a fee of $10 a square foot and as i had just mentioned any new development with seven or more has to produce 15 percent of the total units have to be inclusionary units for onsite and rental units that are produced are required to pay a six dollar per square foot so we you may recall some of you councilmember keiser was not on the council at the time but back in 2020 we came to the city council with six policy questions and i want to say that was last august of 2020 and we the questions that we asked really had to do with the existing iho and whether or not to keep the public the iho as it was drafted or they're in place or should we start making amendments to our iho so the first question we asked was should we maintain the existing 15 percent we asked about whether or not we should require rentals to continue to provide an impact pay a fee or should we exempt them from the iho knowing that rental units are a very valuable resource in our city we also asked what larger developments of what would should be requiring when someone builds one to six units and also should we consider an in-loop fee rather than on site units would the city council support amendments to the asset limitations within our iho and then should we look at alternatives to just on-site developments in the iho so the next we focused on asset limitations there was a modification to one of the mobile home parks to their development agreement and we talked about asset limitations within that first meeting as well and really carving out new asset limitations for senior housing within capitol so 55 plus and meets the definition of a california senior housing development and within our inclusionary housing for non-senior the current asset limitations or the we allow up to 1.5 times the amount of your income when buying an affordable unit and as people are saving for retirement it's good to include asset limitations so that you're not we're looking at the assets but making sure the assets aren't too high and wish somebody could buy a unit straight up and then next what happened over the last year is we received some grant money to actually help us answer some of the very difficult questions we brought to you so we received money and utilized that money to do a nexus study to look at what would it truly cost what the need is within capitol what it cost to develop units and also look at the feasibility of at what point knowing what how many units we need to develop within the city at what point does putting that demand on the developer become infusible so we hired eps consultants they presented to the city council on september nine and utilizing all the data they brought forward the council was able to give us some really clear direction on what we should be incorporating into our draft update to the iho so you'll recall during the feasibility results we did see that our current ordinance with the 15% inclusionary is shown in the far left of this graph was found to be not feasible because it's such a burden on the developer but in combination with a in in lucy a developer giving giving the developer a choice of going up to 25 dollars per square foot it makes that feasible if they have an alternative so that was that was one of the big takeaways so now i'm going to go through what we heard from the city council and from this this is from the information we gather from you that's what we based our draft ordinance on so first we heard from the city council to maintain the existing 15% inclusionary requirement for developments with seven or more units um in combination as i just uh mentioned allowing the housing developer an option to pay an in lucy rather than produce the required inclusionary site um housing units on site to ensure that the project could be feasible um consistent with the studies next um we were directed um to update the city's affordable housing in lucy's and a dot new housing impact fees as supported by the study so the city council directed us to add affordable housing impact fees and for multifamily rental development uh keeping keeping that at six dollars a square foot adding an affordable housing impact fees for those structural additions um that are greater than 50 percent keeping that at two dollars and 50 cents a square foot and then the increased fee comes into um effect for those developments that are six or less it would be a new impact fee of 25 dollars a square foot and then allowing an in lucy so where they have an option to developing onsite units for when there's seven or more units also of 25 dollars per square foot so these first three fees that we mentioned up top the affordable housing impact fees this is the area in which we're creating the new municipal code chapter 18.05 which is the first reading tonight is for that because legally um the in lucy should be tied to an in lieu option of seven or more units for your inclusionary housing fee and those anything with less than seven units we're making are we're updating our order to be more legally sound and adding an impact fee the next policy item was the discussion on those asset limitations so within our normal asset limitation we have the 1.5 times the annual household income and added a five five hundred thousand dollars in qualified retirement plan with an annual increase tied to CPI also added a new asset limit for designated affordable senior housing developments for 55 plus in age that are not in a mobile home park to three times the annual household income and increase the five hundred thousand dollar exception in qualified retirement accounts to one million and to let that increase annually according to CPI and then third to continue to govern asset limitations the mobile home parks through recorded agreements and administrative follow-up fees as applicable and lastly we also considered alternatives to on-site production and in lieu fees and the two that we thought were that could be utilized within capitola one being off-site development that the developer may provide affordable units off-site on another site in capitola city limits that this is when two or more developers work together and it's just to provide an option to a developer the second is the land dedication and this you see often occur within housing development the land dedication is when the developer can dedicate rather than provide the in lieu fees could dedicate a couple acres of land to the city in which the city and a nonprofit or even the developer could contribute to develop the on-site affordable housing I know that currently I think there's a project in Watsonville that's structured this way and in meeting with some affordable housing experts locally I've heard that this is just a great tool to have in our toolbox so there's other requirements but one of the most important requirements that we've listed within this option is that the overall increase in affordable housing units would have to be 10 percent above what a project could provide on its own within our inclusionary housing ordinance also within the update we've made quite a few administrative amendments it was difficult if you owned an inclusionary unit to know exactly what was expected at court of you at the time of sale and at the time of purchase we've really cleaned up the ordinance to make this more easily understandable we also plan on adopting a policy to really outline that for the public for the owners of our inclusionary units so we've updated the findings to be consistent with that most recent housing element and text and just more specificity on on what the process is this is an ordinance so I won't go through all of these but just really cleaned it up we made it easier to understand so from all of that policy direction from the city council we've drafted two ordinances one is for chapter 18.02 it's an amendment to our affordable inclusionary housing and then adding in chapter 18.05 which they kept holding this book of for affordable housing impact fees and with that our recommendation tonight is to introduce the first two readings of those ordinances and I'm available for any questions you may have thank you thank you Katie council members any questions for Katie vice mayor's story. Thank you again mayor Brooke um Katie yeah thanks for your report and bringing those back to us I had a couple questions um and one is concerning the proposed ordinance language on this is on the package change to fee and some items fee on that page um and it's in the case that the housing developer may um in addition to other options have the option of reducing the entire interior amenity level of affordable housing units um and I guess um I just wanted to um see if we had any potential issues with affordable housing um you know becoming um let's say um scaled down in quality um based on this option um and and particularly you know maybe why we have this um and if it's in relation um to the in-loop fee as an alternative to the in-loop fee um and if they were to build the unit instead but they remove many of the amenities for the affordable portion of it how that compares um um in cost and benefits um you know to the to our housing stock um and um you know my other question is um the um off-site development which I think I'm generally supportive of but um I'm I'm I'm unclear as to when would uh if there's a time limit to when they would have to actually bring that off-site affordable housing online okay those are my questions okay for the for the first one um so I'm showing the screen right now you can see I think you're asking about e and the housing development project developer shall have the option of reducing the interior amenity levels and it previously it said and square footage and I think back in that August meeting we got direction that we could um remove the you know decreased square footage for the affordable housing unit so for the amenity level I think that's referring to um maybe that brand of stove or dishwasher um within your kitchen so that it could be if uh if you're doing a really fancy development within the affordable unit they don't have to be the most high quality you know the best quality brands if that's what the rest of the development is getting so I think um that is what that standard it relates to does that clarify your question like I think it clarifies my question I'm not sure if it addresses my concern and I guess I was going to with our history with this particular ordinance whether we've run into any situations or if there's a possibility here that the affordable housing is going to be significantly downgraded based on this ordinance you know having I mean having a left high end stove that that you know that's probably acceptable um but um you know in terms of you know what did they remove closets um or make the closets smaller or I think in um many ways make the affordable housing unit um be um I guess uh less than what the project is meant to be um if you I mean I hope that expresses my concern and I'm just asking whether in our experience there has been any issues along this line in the past with this particular term so I do know that a developer has in the past opted to decrease the size of the unit in the past and that's why we it kind of looks funny when you go to see that development see this one much smaller unit I know that's the affordable unit um in terms of the interior amenities I know when I went walked through terra core and the developer did not take advantage of this section of code um it was available to them to take advantage of but they utilized the same products throughout within the affordable unit they actually came to us to change which unit was affordable halfway through the project and they weren't concerned of you know they hadn't planned to make any differences and um the like grade of materials they were utilizing so I do understand your concerns but I haven't experienced to date anyone taking advantage of it and the one unit that's been produced and I've done here so um as for your second question that is under the alternative um I'm going to scroll down so here's the alternative compliance option the first one is regarding that off site and you asked about time limits um so the time limit says the construction of the off site affordable housing units may not have commenced prior to the first approval of the market rate housing development project so they can't be um um you couldn't have a project that was already in process and the developer come in and say actually we're going to buy those units that are already in process and make those our affordable units because really what you're trying to achieve is creating more units for the city for inclusionary and then the second part of that is I think is addressed in this next paragraph is the final inspection for occupancy as a market rate unit in the housing development project will be granted only after the final inspections are completed with the off-site affordable units so those off-site units have to be produced prior um to occupancy and then okay that is yes thank you that is that the five percent Councilmember Bertrand I had a similar question is Sam's question the second one but I just was curious what's magic about seven units um seven units is the standard we've had in place since the ordinance came in to being I think um it's where you establish your 15 percent one and seven yeah because I think uh some of the comparable cities had four units I can't remember right now and so my point to the city council I'm not proposing changing it but we may think about this in the future is that you know the size of projects may preclude getting an affordable unit it's probably much easier for someone to build something that's smaller and then just pay the in-loop fees but if we had it as a threshold that was lower than seven we might get more affordable units um so I had a similar question to Sam so maybe a different take on it um you mentioned that another entity could be one of the partners in providing the affordable units is that correct I think not alternative and so if that's the case I just want to confirm that what do you mean by another entity another developer or what and that so within the um the first scenario of the alternative compliance option is for off-site so two developers if you were if they were developing two different sites they could work together to propose to have the affordable housing on a different site yeah that's what I thought you meant so so this means there's going to have to be a contract on one of the developers and you know they could have a stumbling block and execution of their project and you know maybe one site is already flushed out and there's no affordable housing so I was just wondering how that's going to be dealt with yeah I honestly I do not think that this alternative will be utilized that often but we're we're tasked with coming up with some alternatives I do think the the second alternative of being able to dedicate land is a tool that will probably be um but the coordination that would have to occur and the timing for to have two different developers working together not allowing occupancy until all the inclusionary units have been built um it would it would be a tricky one but we would have definitely agreements in place in which the developer would have to follow prior to sale of the market rate unit okay well yeah that's my concern and I think I share it with Sam there is some legal coordination there thank you any other questions from council members okay so I'll open this up to public public comment for this item if you'd like to make a comment send an email now to publiccomment at ci.capitola.ca.us or to speak please raise your hand now by clicking on reactions then clicking raise hand in your zoom application or by dialing star nine or star six depending on which landline or mobile phone you have our moderator will unmute you and you will have up to three minutes to speak Mayor Brooks I do not see any attendees wishing to speak on this item and I do not have any emails on this item then we'll bring this back to council for further comment and discussion council member Peterson I'd like to move approval of the staff recommendation I'll second that and I do have a comment okay we have um before we do council member Peterson I'm going to ask for a quick friendly amendment we need to take these items separately this evening for item C so this would be item C one introduction on first reading and if you could maybe make the first year motion for item one if that's if you so choose it will take them separately okay so we'll make a motion to approve item C one as recommended by staff I agree council member return is that a second yes it is okay so we have a first and second for item C one to introduce for first reading by title only waiting for the reading of the text and ordinance amending chapter 18.02 of the capitol of municipal code affordable inclusionary housing Samantha if you're listening that was for you um council member Bertrand before I call roll call would is this the comment you wanted to make here for this particular section well in general it's a comment if I may I just want to thank staff for coming up with the the grant and giving us guidance based on the nexus study that uh was very helpful was a detailed study but I really appreciated it and um thank you again thank you council member Bertrand so can I have a roll call for item C one council member Bertrand I agree council member Kaiser hi council member Peterson hi vice mayor story hi mayor Brooks hi this item passes unanimously now looking at item C two I can make a motion on item C two to introduce for the first reading by title only waiting for the reading of this text an ordinance adding chapter 18.05 of the capitol municipal code affordable housing impact fee for Samantha second we have a first from council member Kaiser and a second from vice mayor's story any other further comments well I'd like just to really quickly piggyback off of what council member Bertrand uh mentioned was that this has been a lot of work over many many months and Katie and your team you've done an exceptional job of really separating each issue allowing enough time and space for conversation and really helping me understand the complexities of such a really complicated issue and this particular IHO will have a significant impact on our on the city of capital and its future so really thank you for all your time um okay let's do a roll call okay council member Bertrand hi green council member Kaiser hi council member Peterson hi vice mayor story hi mayor Brooks hi thank you okay this item passes we'll now move on to item 8d this is green waste franchise agreement whose item is this Larry yes it is mine sorry I was trying to get my screen ready to share so I'm going to try that right now okay so I hope you see the screen and so this is this is the green waste recovery franchise agreement with the city of Capitola and just make sure everyone can see the screen okay okay just a little bit of history green waste recovery has been the Capitola franchise waste hauler since 2008 updates were made to the agreement in 2010 and 2012 the current franchise agreement expires at the end of 2022 just kind of a background green waste is the hauler they they collect it and they transport it for disposal right now they take the garbage goes regular garbage yard waste and organics go to the Monterey Regional Waste Management District and recycling goes to green waste facility in San Jose in addition green waste is the franchise hauler in for Santa Cruz county as well scott's valley and they have a strong relationship with the Monterey Regional Waste Management District as well because they are the hauler for seven of the member agencies of that of where we dispose and going into that last year this time seems doesn't seem that long ago but it was with the year ago the city agreed to a new disposal agreement with the Monterey Regional the disposal rates will be increasing over the next few years finalizing at 95 percent the member rate at the Monterey Regional Waste Management District at the same time as part of the the rate increase is there as well what we're talking about here state of california has passed a number of you know kind of recycling and waste management type laws the most the largest right now we're dealing with is SB 13A3 which will really increase the cost of collection disposal with some of just a few of these requirements where the the gill of 13A3 is to help remove organics from landfill were required as what is to increase education and outreach to customers but to monitor contamination much more diligently and significantly that in the past and reporting has to be done to cal recycle at the state level this update agreement extends the franchise agreement with green waste through 2030 this is actually the same timeline which we want it to be on as Santa Cruz county and city of scott's valley so if there is some changes we can all kind of work together to to figure out what to do because it is tough being a small you know an island around surrounded by you know a larger agency so we would like to work together if it comes down to that which we at this point we don't see a reason would include it in the 13A3 compliance requirements organics collection for all customers based on the disposal capabilities at Monterey regional at this point residential organics is to begin beginning of the year we got to remember that greenways can take whatever whatever they can through the disposal but if the disposal site doesn't have the capability to process it correctly it doesn't do any good so I think everybody's on board working together so as these capabilities at the Monterey regional change we're going to come back and make sure our agreement reflects those changes the other thing is that we have to review and document customer containers much again much more diligently for contamination and then follow up with those with those folks and report on it as well public education as we talked about the big piece of this as is reporting to Cal Cal Recycle and I can tell you from firsthand our reports to Cal to Cal Recycle have gotten significantly larger in the next last couple years and I'm sure they're going to continue to be that way for both ourselves as well as the holler um the other addition to this is greenways is in the middle of kind of a company reorganization so we added a section to allow for a kind of a short term um but changing control and a long term as well and we will be working with some of the other agencies to do our research on this to make sure that it it's okay as they move forward in the process so the big thing is with all these requirements rates are increasing by approximately 23 percent January 1st of this year this includes the cost of disposal increases the increased requirement requirements it also includes in 2020 because we were trying to get this done earlier it we deferred the increase at January 1st 2020 so it does include some of that and also includes increased organic collections we mentioned hopefully first of the year um we're going to start be able to do it for residential customers as well one of the things they did is because they're the previous agreement with the marina uh the modern region waste management district had a cpi escalator basically the same as our our one with greenways so they could put all of those together and come up with a rate well now our rates are going to be at the disposal site will be increasing a little more and differently over time so um in the rates we've separated or greenways has we've agreed to separate the collection from the the um transfer hauling and collection and transportation so the disposal will be kind of a separate line item on the rates for reference 35 gallon carts which are the most common will be increasing by four dollars and 11 cents a month to 2226 a month this for reference is still the lowest cost per disposal of that size in Santa Cruz County so with that um the recommendations to authorized city manager to enter into an amended and restated franchise agreement with green waste recovery for collection disposal of garbage for cycling organics food waste yard waste and construction demolition degrees um I am here um for any questions and also on the line are Emily Hansen and Tracy Adams of Green Waste Recovery if you have any questions for either of them so at the point I'm here for any questions thank you Larry councilmember Bertrand yeah um how do you define organic waste I'm just trying to worry about myself well I can say that that is that it's a it's a bit of a moving target um and that's going to be part of what um is going to be coming down with education as well as what Monterey Regional can do um I don't know um if we have the details yet um if I could we could have um we don't have our our local general manager on the line but it is it is kind of a variable it's kind of a moving target at this point would you like to hear from uh the folks at Green Waste if they have a maybe a better definition at this point the importance yeah well right right um sure are Emily or Tracy would you view Emily I'm going to allow Emily to talk all right and greetings this may are members of the council uh Jim Morisco is on the line he's not on the zoom link so you might you might see his phone number but he's definitely present um thank you for the opportunity this evening to to present this item the the challenge with this term of organics is that it is a bit of a moving target so we've been threading the needle in partnership with the the city of Capitola working with the state of California and also with of course the Monterey Regional Waste Management District so an an important facet of the new collection program and the reason that um the primary reason that the rates are increasing is that every customer every residential customer that presently has a yard waste container will be able to add food waste to that yard waste container so um in in terms of residential service the the current program is for what we call clean green yard trimming so presently you would be able to put apples from your backyard or a pumpkin into your yard trimming container but the moment that any edible items go into the kitchen or inside your house the regulations treat those differently that becomes kitchen scraps and food waste so the regulations through SB 1383 as Larry mentioned have expanded to um attempt to get as much organics out of landfill as possible so the the best opportunity that we had to make the program cost effective for the customers and allow our services to provide the city with SB 1383 compliance for residential customers is to add that food waste to the green container on the commercial side we will still have um a source separated organics program as well that is presently um what we call a clean food scraps program there will be opportunity for um some customers you know not for example the Esplanade customers but um for customers you know let's say a gales bakery that has some incidental yard trimmings as well they would be able to use their new container for both their food scraps as well as their yard trimmings the challenge in all of this is that the definition of what's allowed in those containers is driven by the processing facility in this case the Monterey Regional Waste Management District so as Larry mentioned we're working in partnership with the Monterey Regional Waste Management District to get a finite list of exactly what is going to be accepted in these organic containers and what is going to be what we call non acceptable in those containers and then as Larry mentioned the burden of outreach and educating the community on what is and isn't allowed in each of the containers um that is the responsibility of bring waste under the franchise agreement thank you i have one other question Larry in the comment so i think the um the governor signed in a new or a new law and i understand that we're going to be limiting what plastics we actually recycle i think car plastics in a couple other categories are not going to be recycled because we don't have a market for it or there's no way to process that um maybe i'm misunderstanding that is this correct i i'm gonna take that larry if you'd like yeah actually because i'm not aware of it right so thank you very much yeah so um similar to the challenge with sb 1383 which is the um short-lived climate pollution reduction act to keep the organics out of landfills the state is um looking to to the extent possible standardized things in the state as you all i'm sure are aware looking flipping over your yogurt container and looking at the chasing arrows time to try to figure out whether or not it's recyclable or whether it's accepted in your program um is incredibly difficult and confusing and complicated for the consumers you could live in the city of santa cruz but you work in the city of capitol and those pro those collection programs are different so the state has been trying to standardize that so that the producers of those materials can take what we call extended producer responsibility and do a better job of labeling things however you guys will remain unimpacted because we process your recyclable materials so we have green waste recovery owns and operates a material recovery facility in san jose we bring the recyclables from the city of capitol to our facility in watsonville we load those on a larger trailer we bring those materials over to our san jose facility for processing and we have um perhaps if not the most expansive list of items that we accept in the blue recyclables containers and the reason that we do that is because of our commitment to sustainability and the fact that we do not own a landfill it is our goal to keep as much material out of the landfill as possible because we have to paste somebody else to bury it in the ground so since 2008 and even earlier when we developed our new and improved state-of-the-art processing facility we have really done a lot of investment in producing very clean commodities cleaner than the industry standard so we continue to enjoy markets for materials that a lot of companies that run these recovery facilities don't have access to so the I know that was a long way to answer the question but I think it's an important one which is the city remains unimpacted by that new legislation because we go above and beyond and we're not the lowest common denominator wow that's great to hear for those of us who've been recycling forever um larry I do have one uh mary I do have one other request or comment is there a chance to tour this facility I kind of like to see what's available there so that I can see it firsthand um maybe the council would like to do that too well I can tell you firsthand it's an amazing facility but uh I can we I can get with uh this handsome to see if that's when when when they allow it we can get in contact with her okay thanks I appreciate that thank you any other questions okay we'll take this to the public for public comment if you'd like to make a comment please send an email now to public comment at ci.capitola.ca.us or to speak please raise your hand now by clicking on reactions then clicking raise hands in your zoom application at the bottom of your screen or you can if you've called in you can dial star nine or six depending on if you have a landline or mobile phone or moderate or want unmute you and you'll have up to three minutes to speak mayor brooks I do not see anyone asking to talk on this item and I do not have any emails on the side okay so we'll return back to council for further discussion any vote council member I'd like to move the recommended okay we have a first um council member peterson we have a first from council member and the second from council member peterson to approve the to authorize the city manager to enter into the amended and restated franchise agreement with green waste recovery ink for collection of disposal garbage recycling organic food waste yard waste and construction and demolition debris may have a roll call please um I council member Kaiser hi council member peterson hi vice mayor story hi mayor brooks hi okay this item passes unanimously council member patran did you have something yeah um larry thank you for getting staff from the facility and the company I appreciated their answers and definitely helped me understand things well said council member patran we'll now move on to item 8e this is a recreation registration system update welcome nickie good evening mayor brooks council member let me take a minute and prepare my screen here this evening is the recreation registration management system well in 2008 recreation contracted with active network also known as active net which is our current registration system where anybody who would attend a recreation program they would go online and register for that class or junior guard program um they could also come into the community center speak with one of our front desk staff and would also access active net and register um through the same active net process so it is even though it's either online or through our front desk staff it is a web-based registration system um and the implementation of this web-based systems has significantly improved the registration service that we have been able to provide um many of you may remember the long lines of junior guard um registrations that apparently wrapped the building so in 2008 when the city originally contracted with active net it purchased an activities module um and paid a one time fee for that module and then the ongoing service has been um paying a transaction and credit card fees which are deducted from any income that active net collects from our residents registering so they pay our fees um by registering for something and then active net deducts a set of fees percentages of that transaction including a credit card um transaction fee then once that's deducted a check is mailed to the city um now in the fiscal year 1819 which was the last year that was uninterrupted by the pandemic um the city paid active net $39,308 in those registration transaction fees um in the two years since then uh each year has been about $25,000 in fees um but we have not been operating as normal due to the pandemic and so staff estimates that with when we return to a post-pandemic operation that continuing with active net would continue to cost about $40,000 in fees now active net over the past few years has become a bit of a poor fit for the recreation division as we have been implementing new growth goals particularly relationship to the strategic plan and new activities that we have been providing such as our after school program um and so staff is seeking a system that would provide um the mobile compatibility which is a common request from residents as our current system does not have great mobile compatibility and better support services such as when front desk staff that are working with our active net system um when problems occur within the system we reach out to those support services and they help us problem solve so we would be looking for better support services for many systems um in the future so in order to begin this process um staff reached out to a lot of local agencies to identify some products that are currently in use and that have a good rating and ultimately decided to review five of those recommended registration systems and after reviewing five um acquired quotes from three of those one of which was active net our current one and what one of the options would be to add additional modules that would expand the services that we are currently able to provide in order to help some of the problem solving um ultimately from those three quotes we selected the top two um that would be the best in the long term and arranged for a demonstration with the whole recreation staff um to so that it would be a good perspective of that system and then we additionally reached out to other cities that are currently using those top two products in order to identify user feedback and go a little bit beyond the sales pitch so um decided that Civic Plus specifically the Civic Rec Resort the products that they have which focuses on park and recreation registration management systems um is the best choice and for our division and um Civic Plus is also the company that has recently purchased MutiCode which is the city's um current website provider that's the way the active net would deduct the transaction fees from any payment that it collected as it currently serves as our merchant account as well as our registration system the um an active net payment to active net is not an expense line in the recreation budget um the Civic Plus quoted us at for a first-year cost of $24,963 50% of this is due at signing the first-year cost is a little more because it will involve training for our staff as well as the overall setup of our registration system and then each year after that is quoted at $14,527 now as I said a minute ago active net not only is the registration management system but it serves as our merchant account or gateway um Civic Plus partners with various gateways and we're working with our finance director um in order to choose an appropriate gateway that gateway or merchant account um does additional payment transactions for any uh for the payment process so if it's a debit card it's a certain percentage usually pretty low like 0.5% if it's an American Express card um that credit card fee can be around 2.5% currently any credit card processing fee for active net we're paying 3% so um whatever merchant account we go with staff anticipates that it is expected to be less than 3% um for those payment transactions and um as we move forward staff will incorporate any budget changes at the mid-year budget review so the recommended action for this evening is to authorize the city manager to enter into an ongoing contract with Civic Plus to provide the city recreation division with a new registration management system and I'm available for questions at this time any questions from council okay seeing now we'll open this to public comments if you'd like to make a comment oh sorry council member Bertrand you had a question yes I do um Nikki it seems from your presentation that we're going to benefit in a couple of ways um decrease upfront costs and also potential increases and efficiencies as you talked about gateways for the finance department I was wondering if you could comment more about that well yeah so what's um what's really exciting about the opportunities that Civic Plus will be able or to provide us is that it is that all every everything that they have to offer offer is in one package whereas active net we would buy module by module so for example we decided that suddenly we wanted to do point of sale opportunities that if we were to do that with our current registration system we would have to purchase a module in order to be able to do that and then all the transactions these would apply on top of that with Civic Plus um point of sale is part of it so at first at some point down the road we decide I think we're going to start doing point of sale it's already part of that process so that's exciting for the recreation side and then yes for my I still have a lot to learn about gateways exactly but for my understanding is that there will be um some efficiencies in the finance department as for having having a gateway relationship okay is there a bundled fee that's sort of like getting insurance for your car and your house or something because we're going to be using two different products I guess for you mean between the gateway and the registration system and it's doing our website I think right you mentioned because it just purchased oh um if you know I do I don't know but that's something that we can definitely look into particularly if we end up using any other immunity code product yeah it seems like that's a possibility this sounds very exciting thanks very much any other questions from council okay so we'll move this to public comments um if you'd like to make a comment send an email now to public comment at ci.tapatola.ca.us or to speak please raise your hand now by clicking on reactions then clicking raise hand in your zoom application or by dialing star nine or star six depending on if you have a landline or mobile phone or moderator will unmute you and you'll have up to three minutes to speak. Mayor Brooks I do not see any attendees with their hands raised for this item and I do not have any emails on it okay we'll bring this back to council for further comment and a vote I would like to begin well I'd like to move the recommend to see this move forward so I'd like to move the recommended action thank you excellent we have a first I will second that and I have a second from council member Kaiser any other comments okay can I please have a roll call to approve the staff recommended action to authorize the city manager to enter into an ongoing contract with civic plus to provide the city recreation division with the new registration management system. Member Vertrand. Hi Green. Hi. Council member Peterson. Hi. Vice mayor story. This item touches unanimously we'll now move on to item nine which are 15 more items to go council are you ready do you have it in you no not tonight okay well item nine is adjournment thank you so much everyone for being here congratulations again to our future chief Andy Daly and thank you staff thank you Samansa thank you to our city manager um this was a big one tonight there was a lot of really great things done for the city of capitol it's this evening so thanks to all the department heads have a great evening we'll see you next time thank you good night