HomeMy WebLinkAboutItem 6e - Downtown SLO Agreement 2025-26 Item 6e
Department: Administration
Cost Center: 1004
For Agenda of: 7/15/2025
Placement: Consent
Estimated Time: N/A
FROM: Greg Hermann, Deputy City Manager
Prepared By: Laura Fiedler, Economic Development and Tourism Manager
SUBJECT: DOWNTOWN SLO AGREEMENT 2025-26
RECOMMENDATION
Authorize the City Manager to finalize and approve a one-year agreement with Downtown
SLO, as well as the referenced separate agreements for the holiday lights program and
tree lighting and power program, to execute the Downtown-related initiatives in the 2025-
27 Financial Plan, with the option to renew the agreements for one additional year by
mutual written consent of the City Manager and Downtown SLO .
POLICY CONTEXT
The City’s Economic Development Strategic Plan (EDSP), adopted in July 2023, identifies
that a thriving downtown contributes to the City’s position as the cultural and economic
hub of the region and increases general awareness of San Luis Obispo as a special place.
Downtown SLO (DSLO) is listed as a supporting partner in many strategies in the EDSP,
including:
1.1. Business Retention and Expansion (BRE). Develop a proactive and
targeted approach to identify and address the needs of existing businesses,
while creating an environment that fosters growth and innovation.
1.2. Entrepreneurial Support. Continue to bolster the entrepreneurial ecosystem
by improving access to resources, education, and networks for
entrepreneurs.
1.3. Business Preparedness, Sustainability, and Resiliency. Implement disaster
preparedness measures that enhance the city’s ability to respond to
economic disruptions and effectively support business recovery.
1.4. Small Business Development. Continue to support the small business
community to sustain growth.
1.5. Business Support Infrastructure. Maintain efforts to develop and grow
business support infrastructure and tools.
2.2. Welcoming Environment. Create an inclusive and friendly environment for
residents, workers, and visitors.
2.3. Downtown Vitality. Continue to support and maintain a vibrant and dynamic
urban core that attracts people and businesses.
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2.4. Cultural Vitality. Strengthen working relationships with and maintain
financial support of the arts community to enrich the cultural offerings
throughout the city.
3.2. Employer and Employee Integration. Develop methodologies, tools, and
programs to welcome and acclimate new employers and employees to the
community.
Within the strategies listed above, the EDSP has action items that specifically call for the
City to continue to support DSLO programs like Clean & Safe, events like Farmers’ Market
and Concerts in the Plaza, and to financially and operationally support the winter holiday
program.
In addition, the new 2025-27 Major City Goal of Cultural Vitality, Economic Resilience,
and Fiscal Sustainability has several tasks specific to the City’s partnership with DSLO
including:
1. Improve the local business environment, support Downtown vitality, and help
businesses thrive
d. Work with partners to create a roadmap for the developme nt of a potential
conference facility in Downtown SLO.
2. Support the cultural arts, including the Cultural Arts District.
4. Promote the City as an appealing community for people to live, work, visit, and
invest
c. Conduct a study session with the City Council to explore innovative and
alternative funding methods to address the needs of business areas
throughout the City.
DISCUSSION
Background
In 1975, the City Council adopted, and subsequently amended on various occasions,
Ordinance 649 (1975 Series) creating the Downtown Parking and Business Improvement
Area (“BIA”) in the downtown area of San Luis Obispo . An assessment is imposed on
every business in the area and is collected with the business license application fee and
annually with the business license renewal fee. The current minimum assessment is $150
per year. Fee revenue from the assessment is budgeted at $246,713 for FY 2025-26.
Revenues are expected to decrease by 5% from the FY 2024 -25 budget based on a
conservative analysis of recently observed results on assessment collections.
Per Municipal Code Chapter 12.36, the allowed uses of the collected revenue are: 1)
acquisition, construction or maintenance of parking facilities for the benefit of the area ,
provided that the facilities shall not impair the city’s ability to produce revenues for the
payment of parking district No. 1 obligations; 2) decoration of any public place in the area;
3) promotion of public events which are to take place on or in public places in the area;
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4) furnishing of approved music in any public place in the area; and 5) general promotion
of retail trade activities in the area.
The City contracts with the Downtown SLO to provide services funded by this
assessment. DSLO is a 501(c)(6) non-profit organization whose mission is to foster an
economically vibrant downtown.
The agreement (Attachment A) is the foundation of the City’s partnership with DSLO to
ensure the success of the Downtown. This agreement specifies various events and
activities to be managed by Downtown SLO to benefit downtown businesses, including
Farmers’ Market, Concerts in the Plaza, and seasonal holiday events. In addition to the
revenue collected from the assessment, the agreement provides that the City would
continue to provide a contribution of $60,000 to support the DSLO Clean and Safe
Program, which provides litter and graffiti removal, sidewalk and gutter sweeping, and
other cleaning beyond the baseline services provided by the City. The City would also
continue a contribution of up to $150,000 for the holiday lighting program, subject to an
additional agreement.
While historically the term of the agreement between the City and DSLO has been for two
years to match the City’s two-year financial plan, the proposed agreement is for one year
with the option to renew for one additional year by mutual written consent of the City
Manager and Downtown SLO. The change in term is to preserve flexibility for the City in
managing its budget following the activation of the Fi scal Health Contingency Plan on
April 18, 2025.
Other minor language changes were made to the agreement to better reflect the working
relationship between DSLO and the City including:
1. Updating the scope of work to allow DSLO to have greater flexibility in s electing
the specific activity/entertainment in Mission Plaza during the holiday program and
greater flexibility in determining dates and the number of concerts in the Concerts
in the Plaza series (Exhibit A, Item 1.c. and 2.c.)
2. Clarifying City services in support of special events, particularly around the topics
of providing no-cost reserved parking spaces for vendors/operations, and
processing all applicable permit fees at 50% of standard City fees (Exhibit A, Item
5.e. and 5.h.).
3. Updating the agreement around the banners and banner arms to reflect an added
banner series (Exhibit C).
4. Updating the agreement to support the Clean and Safe Program to reflect changes
to the program and its funding sources (Exhibit E). This includes reducing the
requested match from DSLO from 100% to 50% of the City’s contribution ($30,000
from DSLO and $60,000 from the City for a total program budget of $90,000). Also,
DSLO agrees to allocate additional funding above the FY 2025 -26 budget to the
Clean and Safe Program as it becomes available through grant funding, individual
support, or net new non-BIA assessment revenue as feasible.
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Previous Council or Advisory Body Action
On June 20, 2023, the Council approved the last two-year agreement with DSLO.
Public Engagement
Through forums and surveys, community members expressed a continued desire for
downtown vitality to remain a focus as part of the 2025-27 Major City Goals. In addition,
community members may provide feedback on this item at or before the Council meeting.
CONCURRENCE
The proposed agreement for Downtown SLO has the concurrence of the Administ ration,
Parks and Recreation, Public Works, Utilities and Finance departments as well as the
City Attorney.
ENVIRONMENTAL REVIEW
The California Environmental Quality Act does not apply to the recommended action in
this report, because the action does not constitute a “Project” under CEQA Guidelines
Sec. 15378.
FISCAL IMPACT
Budgeted: Yes Budget Year: 2025-26, 2026-27
Funding Identified: Yes
Fiscal Analysis:
Funding
Sources
Total Budget
Available
Current
Funding
Request
Remaining
Balance
Annual
Ongoing
Cost
General Fund $420,0001 $210,000 $210,000 $210,000
Other (Special
Fee District):
$498,3602 $0 $498,3603 N/A
Total $918,360 $210,000 $708,360 $210,000
As described above, the City has budgeted to support Downtown SLO for $210,000 for
each year of the 2025-27 plan: $60,000/year for the Clean and Safe Program and up to
$150,000/year for the holiday lights program, subject to an additional agreement. The
1 Amount represents budgeted amount in both years of the 2025-27 Financial Plan, including
$150,000/year for holiday lighting and activations, $60,000/ year for Clean and Safe program.
2 The budget for the downtown assessment is $246,713 for 2025-26 and $251,647 for 2026-27 and is not
part of the General Fund contribution but is shown for reference.
3 This balance is not part of the General Fund but is shown for reference.
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proposed agreement for Council’s review is a one -year agreement with the option to
renew for one additional year by mutual written consent of the City Manager and
Downtown SLO. While historically the City and DSLO have had a two-year agreement,
the proposed shortened term is to allow the City greater flexibility in managing its budget
to address the forecasted budget deficit.
ALTERNATIVES
1. The City Council may choose to not authorize the City Manager to negotiate and
approve the one-year agreement and other related agreements, with the option
to renew the agreement for an additional year. Staff would return to the Council
with any changes to the agreement and to seek approval for a renewal.
2. The City Council may choose to approve partial funding for the agreement. The
proposed agreements are cost-effective tools in advancing the City’s economic
development initiatives. The Council should provide direction on which aspects of the
scope of work should be completed with partial funding.
ATTACHMENTS
A – Downtown SLO Agreement 2025-26
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AGREEMENT
THIS ECONOMIC DEVELOPMENT AGREEMENT is made and entered into in the City of
San Luis Obispo on _____________________________, by and between the DOWNTOWN SLO,
a 501(c)(6) non-profit corporation organized under the laws of the State of California, with a
place of business at 1135 Chorro Street, San Luis Obispo, California 93401 ("DSLO"), and the
CITY OF SAN LUIS OBISPO, a municipal corporation and charter city ("City") (each a “Party,” and
collectively the “Parties”).
W I T N E S S E T H:
WHEREAS, on October 6, 1975, the City Council adopted, and subsequently amended on
various occasions, Ordinance 649 (1975 Series) (collectively, "the Ordinance") creating the
Downtown Parking and Business Improvement Area (“BIA”) in the downtown area of San Luis
Obispo, and levying the authorized assessment on all businesses within that area; and
WHEREAS, the City and DSLO have benefited from a close working relationship for the
benefit of business and tourism in the downtown area of San Luis Obispo since the inception of
the Downtown Parking and Business Improvement Area in 1975 and desire to continue their
relationship for the betterment of tourism and business; and
WHEREAS, DSLO is uniquely qualified to provide the promotional activities services
contemplated under this contract due to its intimate knowledge of downtown, unique
connection to businesses in the downtown, and its long experience producing and providing
promotional services for the benefit of DSLO members; and
WHEREAS, DSLO has historically added substantial value to the events produced under
contract with the City by utilizing the financial resources of its membership and dedication of its
staff that in total far exceed the BIA assessment revenues; and
WHEREAS, DSLO brings experienced and competent management of the subcontractors
that it hires for the contracted events; and
WHEREAS, both parties acknowledge that the Thursday Night Farmers’ Market, Concerts
in the Plaza, and Holiday Activities are unique events that activate the downtown city streets and
public areas and draw visitors; and
WHEREAS, having determined that promotional activities to benefit business and tourism
activities in the downtown area of San Luis Obispo are an appropriate use of BIA assessment
proceeds since such activities are expected to maintain and increase revenues derived by the
City from the downtown area and to preserve and enhance the unique character of the
downtown for the special benefit of downtown area businesses, and further, having determined
that DSLO is able to conduct such promotional activities, the City Council desires to contract
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with DSLO to conduct promotional activities in the downtown area of San Luis Obispo using BIA
assessment proceeds; and
WHEREAS, the City is authorized to enter into a contract to provide services to the
members of the BIA and to administer the assessment collected for that pu rpose; DSLO, a
501(c)(6) organization, wishes to enter into this contract with the City to provide agreed upon
services to the BIA members.
NOW THEREFORE, in consideration of their mutual promises, obligations, and covenants
hereinafter contained, the parties hereto agree as follows:
1. Term/Termination. The term of this Agreement will commence July 1, 2025, and end on June
30, 2026. The contract may be renewed for one additional year (July 1, 2026 – June 30, 2027)
by mutual written consent of the City Manager and DSLO. Either Party may terminate this
Agreement and any rights, duties, and liabilities accruing in this Agreement at any time by
providing written notice of election to terminate to the other party at least thirty (30) days
prior to termination in accordance with Paragraph 20 of this Agreement.
2. Scope of Services. DSLO will conduct promotional activities to benefit business, cultural, and
tourism activities in the downtown area of the City, more specifically set forth in this
Agreement as the Scope of Services, attached hereto as Exhibit A and incorporated as if fully
set forth herein, as limited by State law and the Ordinance, and subject to any modifications
approved in writing by the City Manager.
During the term of the contract, the Scope of Services, Exhibits A and E may be amended by
mutual consent of the parties. The City Manager is hereby authorized to approve periodic
amendments to Exhibits A and E without further consent by the City Council to the extent that
any such amendments do not result in the elimination of required Special Events, as set forth
in Exhibit A.
Additionally, DSLO will provide the services listed in Exhibit E as it relates to the cleanliness
downtown for $60,000.
3. Financial Reporting. DSLO will prepare and file with City, consistent with City policy, quarterly
financial reports within 60 days after the end of the quarter showing qualifying expenditures
made by DSLO and shall, upon request by City, produce supporting invoices, receipts,
vouchers and statements showing how the BIA revenues have been expended consistent with
this Agreement. Such financial reports shall be in a format approved by the Finance Director.
The reports will be filed with the City Finance Director consistent with the City’s financial
reporting policies and practices, and as reasonably requested by the Finance Director.
In addition to interim quarterly reports, DSLO shall provide an annual compilation of DSLO’s
financial operations related to qualifying revenues and expenses. Said compilation shall be
completed every year, at the end of the contract period and shall show the purposes to which
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the BIA funds were applied by providing the name and date of the event and the allocation
of BIA funds relative to the costs of the event. The compilation shall be in a format approved
by the Finance Director. The objective of a compilation is to assist management in presenting
financial information in the form of financial statements without undertaking to obtain or
provide any assurance that there are no material modifications that should be made to the
financial statements. DSLO’s fiscal year shall be July 1 to June 30; and the compilation shall
be completed and submitted to the City’s Finance Director within 180 days of the fiscal year
end. The City reserves the right to request an audit of DSLO financial statements and DSLO
agrees to comply with such a request. The City will be responsible for 50% of the costs of any
such requested Audit.
4. Quarterly Activity Reports. At the time the interim quarterly financial reports are filed, DSLO
will also file with the City Manager a report of the activities of DSLO and its subcontractors
and the respective accomplishments of each during the period specified in the financial
report.
5. BIA Funding Restrictions. The parties acknowledge that BIA funds shall be used exclusively
for activities within Exhibit A and that all BIA funds allocated by the City shall be subject to
the restrictions imposed on BIA monies by the Ordinance and State law.
6. Limited Use of BIA Funds. DSLO will not use funds received pursuant to this Agreement for
any purpose not enumerated in the Ordinance, including but not limited to, any expense
(including administration and overhead) in support of a DSLO Political Action Committee or
any other political entity or activity. The City recognizes that DSLO may engage in such
activities on behalf of its members, independent of its contract with the City and does not
attempt through this Agreement to limit those activities, so long as such activities do not
utilize BIA funds.
7. Accounting for BIA Assessments. BIA funds may be used to finance fund-raising activities
intended to generate additional revenue for use by DSLO. However, the sum of all BIA funds
used for this purpose shall be accounted for, and proceeds from the fundraiser equal to that
sum shall be used for purposes stated in the Ordinance and conforming to the purposes of
the assessment as defined by State law. Further, such use of BIA funds shall be specifically
described in the periodic reports described in paragraph 2 of this Agreement.
8. City Support for DSLO Activities. The City will continue to provide staff support and services
in accordance with DSLO’s Scope of Services attached hereto as Exhibit A. DSLO shall pay to
the City the sum of One Hundred Fifty-Five Dollars and 36/100 ($155.36) per Farmers’ Market
for set up and removal of barricades during the 2025-26 fiscal year. Said sum shall be adjusted
each July 1 by the All-Urban Consumer Price Index, Los Angeles Area April to April twelve
month average as published annually in May by the Bureau of Labor Statistics.
It is also agreed that DSLO will reimburse City for all costs incurred by City in providing services
during the term of this Agreement relating to other DSLO events or promotional services not
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addressed in this contract. These costs will be determined and certified in accordance with
City policies applicable to other nonprofit organizations and City will provide DSLO with
invoices for such services, which will be due and payable by DSLO consistent with standard
City policies and practices.
9. Monthly Remittance of BIA Funds to DSLO. The City will cause to be paid to DSLO the total
amount of BIA funds collected by the City during each month within thirty (30) days of the
end of the month. The City recognizes that DSLO relies on the City to collect the assessment
and to enforce the payment of the assessment via its business license process. To ensure
compliance with the Business Tax and License rules, the City and DSLO collaborate to
encourage compliance. All businesses within the City are subject to the same rules and same
enforcement procedures.
10. Monthly and Quarterly Remittance of Business Reports . The City will provide to DSLO
monthly New Business Lists and Complete Business Lists (active licenses), Transient
Occupancy Tax (TOT) Reports, and quarterly Sales Tax Updates and Sales Tax Reports specific
to the downtown. Nothing in this paragraph shall be construed to entitle DSLO to any
confidential sales tax data as defined by applicable federal, state, or local law.
11. City Council Member and City Staff Rights to Attend DSLO Board Meetings. DSLO shall
continue to notify the City via the City Manager or his/her appointed representative of all
regular meetings of the Board of Directors and shall have the right to attend all such regular
meetings.
12. Independence of DSLO. Neither the City nor any of its officers or employees will have any
control over the conduct of DSLO or any of its employees, except as provided above, it being
distinctly understood that DSLO is and at all times will remain as to the City, an independent
contractor, and the obligations of DSLO to the City is solely as prescribed by this Agreement.
Employees of DSLO are not and shall not be construed to be employees of City for any
purpose.
13. Electricity and Tree Lighting Program. The City and DSLO have agreed to work toward
accomplishing additional goals set forth in Exhibit B relating to electricity for Downtown SLO
Farmers’ Market and tree lighting. These provisions are separate and distinct from the Exhibit
A Scope of Services for which BIA funds are provided.
14. Banner Program. The City and DSLO have agreed to work toward accomplishing additional
goals set forth in Exhibit C relating to streetlight banner arm installation and banner displays.
These provisions are separate and distinct from the Exhibit A Scope of Services for which BIA
funds are provided.
15. Farmers’ Market Encroachment Permit. DSLO shall have an encroachment permit for its
Farmers’ Market activity. The encroachment permit will be valid for one year and may be
extended by City upon DSLO submitting proof of adequate insurance.
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16. Dispute Resolution between DSLO and its Subcontractors. DSLO shall include a dispute
resolution clause in all contracts with subcontractors furnishing services related to contracted
events. The dispute resolution clause shall provide a clear and concise process for resolution
of disputes that arise between DSLO and its subcontractors.
17. Assignment. This Agreement contemplates that DSLO will render special services that it is
uniquely able to provide, and it is recognized by the parties that an inducement to City for
entering into this Agreement was, and is, the ability of DSLO to render these special services.
Neither this Agreement nor any interest in this Agreement may be assigned by DSLO, except
that DSLO may, on written consent of the City Manager or designee obtained in advance,
assign any moneys due, or to become due, to DSLO for purposes consis tent with this
Agreement. DSLO agrees not to subcontract any portion of the performance contemplated
and provided for in this Agreement, except that DSLO may enter into subcontracts for the
sole purpose of carrying out promotional activities within the scope of the Ordinance with
the consent of City. Nothing contained in this Agreement is intended to or will be construed
as preventing DSLO from employing or hiring as many employees as it may deem necessary for
the proper and efficient execution of this Agreement.
18. Insurance. DSLO shall obtain and maintain insurance as set forth in Exhibit D hereto, the
requirements of which are incorporated herein. Each insurance policy shall be endorsed to
state that coverage shall not be suspended, voided or canceled by either party except after
thirty (30) days' prior written notice to City, and shall be primary and not contributing to any
other insurance or self-insurance maintained by City.
DSLO shall deliver to City certificates of insurance and original endorsements f or approval as
to sufficiency and form prior to the start of performance hereunder. The certificate and
endorsements for each insurance policy shall contain the original signature of a person
authorized by that insurer to bind coverage on its behalf. "Claims made" policies of insurance
are not acceptable unless the City Risk Manager determines that "occurrence" policies are
not available in the market for the risk being insured. If a "claims made" policy is accepted, it
must provide for an extended reporting period of not less than one hundred eighty (180)
days. Such insurance as required herein shall not be deemed to limit DSLO's liability relating
to performance under this Agreement. City reserves the right to require complete certified
copies of all said policies at any time. Any modification or waiver of the insurance
requirements herein shall only be made with the approval of the City Risk Manager. The
procuring of insurance shall not be construed as a limitation on liability or as full performance
of the indemnification provisions of this Agreement.
To the extent that DSLO subcontracts certain activities pursuant to paragraph 14 of this
Agreement, DSLO may comply with the requirements of this paragraph 15 by providing
certificates of insurance naming DSLO and the City of San Luis Obispo as separate “additional
insured” under the subcontractor's insurance, providing that the subcontractor's insurance
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meets or exceeds the insurance requirements of this paragraph 15, all subject to the approval
of the City Risk Manager.
19. Hold Harmless and Indemnification.
a. Non-design, non-construction Professional Services: To the fullest extent permitted by
law (including, but not limited to California Civil Code Sections 2782 and 2782.8), DSLO
shall indemnify, defend, and hold harmless the City, and its elected officials, officers,
employees, volunteers, and agents (“City Indemnitees”), from and against any and all
causes of action, claims, liabilities, obligations, judgments, or damages, including
reasonable legal counsels’ fees and costs of litigation (“claims”), arising out of DSLO’s
performance or DSLO’s failure to perform its obligations under this Agreement or out of
the operations conducted by DSLO, including the City’s active or passive negligence,
except for such loss or damage arising from the sole negligence or willful misconduct of
the City. In the event the City Indemnitees are made a party to any action, lawsuit, or
other adversarial proceeding arising from DSLO’s performance of this Agreement, DSLO
shall provide a defense to the City Indemnitees or at the City’s option, reimburse the City
Indemnitees their costs of defense, including reasonable legal fees, incurred in defense
of such claims.
b. To the fullest extent permitted by law (including, but not limited to California Civil Code
Sections 2782 and 2782.8), City shall indemnify, defend, and hold harmless DSLO, and its
officers, employees, volunteers, and agents (“DSLO Indemnitees”), from and against any
and all causes of action, claims, liabilities, obligations, judgments, or damages, including
reasonable legal counsels’ fees and costs of litigation (“claims”), arising out of the City’s
performance or City’s failure to perform the obligations as set forth in Exhibit A, Paragraph
5 titled City Services in Support of Special Events under this Agreement or out of the
operations conducted by DSLO. In the event DSLO Indemnitees are made a party to any
action, lawsuit, or other adversarial proceeding arising from City’s performance of
obligations as set forth in Exhibit A, Paragraph 5 titled City Services in Support of Special
Events under this Agreement, the City shall provide a defense to DSLO Indemnitees,
reimburse DSLO’s Indemnitees their costs of defense, including reasonable legal fees,
incurred in defense of such claims.
c. The review, acceptance or approval of the City’s or DSLO’s work or work product by any
indemnified party shall not affect, relieve or reduce the indemnification or defense
obligations. This Section survives completion of the services or the termination of this
contract. The provisions of this Section are not limited by and do not affect the provisions
of this contract relating to insurance.
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20. Notice. Any notices to be given under this Agreement, or otherwise, may be given by enclosing
the same in a sealed envelope, addressed to the party intended to receive the same, at its
address and by depositing the same in the U. S. Postal Service as regular mail, postage
prepaid. When so given, notice will be effective from the time of mailing of the notice. For
these purposes, unless otherwise provided in writing, the address of the C ity and DSLO and
the proper persons to receive any notices on its behalf are the following:
Whitney McDonald, City Manager LeBren Harris, CEO
City of San Luis Obispo Downtown SLO
990 Palm Street 1135 Chorro Street
San Luis Obispo, CA 93401 San Luis Obispo, CA 93401
lebren@downtownslo.com
IN WITNESS WHEREOF, the parties hereto have executed this Agreement on _______________.
CITY OF SAN LUIS OBISPO SAN LUIS OBISPO DOWNTOWN
ASSOCIATION, a 501(c)(6) Corporation
By: By: _____________________________
Erica A. Stewart LeBren Harris, CEO
City of San Luis Obispo Downtown SLO
ATTESTATION:
By:
Teresa Purrington, City Clerk
APPROVED AS TO FORM:
By:
J. Christine Dietrick, City Attorney
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EXHIBIT A
SCOPE OF SERVICES
Special Events & Activations in Public Space
The events and/or activities set forth and defined below are Special Events the continuation
of which the City considers integral to the fulfillment of DSLO’s obligations under the
Agreement. As such, the City agrees to continue to provide, at the mutually agreed cost to
DSLO, the enumerated municipal services that have traditionally been provided to DSLO in
conjunction with the events/activities as set forth below and DSLO shall continue to provide
the following Special Events and related services to the downtown:
1. Holiday Activities: Holiday Activities include some of the County’s most popular holiday
events including:
a. Annual Holiday Parade, a free event that features nearly 100 entries and winds its
way through the Downtown streets early in the holiday season;
b. Santa’s House in Mission Plaza, a free service opening the day after Thanksgiving and
operating through Christmas Eve. Thousands of children visit the House from all over
the county and beyond;
c. Additional Activity in Mission Plaza, such as a carousel or other entertainment or
experience;
d. Holiday Plaza lighting and downtown activation program, management of the
program, lights and other activities occurring in Downtown for the holidays, not
including the zig-zag street lighting. This will include securing private funding to attain
matching contributions from the City.
2. Concerts in the Plaza: Concerts in the Plaza are held in Mission Plaza showcasing local and
California bands, providing the highest level of quality in all aspects of the production such
as stage and sound, promotional marketing materials, a high level of staffing and security,
dozens of volunteers and quality food and beverage vendors. DSLO will be given priority
in Mission Plaza for the Friday night concert series beginning the first Friday in June and
ending on the fourteenth contiguous Friday hence, subject to the following:
a. In those instances, where the concert conflicts with Mission College Preparatory
School graduation activities that take place in Mission Plaza, the series will begin on
the second Friday in June allowing Mission College Preparatory School priority use of
the plaza for graduation.
b. In years when the series starts on the second Friday in June, DSLO will still have priority
for the full fourteen contiguous Fridays.
c. The City and DSLO may mutually agree to change the start/end dates of the series and
number of concerts in the series as needed.
3. Dining in the Plaza: Continued promotion and monitoring of the Dining in the Plaza
activities as long as the activity is continued and supported by the City. While the City will
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be responsible for the set up and tear down of the tables and chairs, DLSO can assist as
needed in the set up and tear down and by reporting any damage to the table and chairs
to the Parks and Recreation contact.
4. Downtown SLO Farmers’ Market: (DSLOFM): An event that showcases downtown and
downtown businesses to visitors, both locals and tourists, and offers opportunities for
downtown businesses, other eligible non-downtown businesses, produce vendors,
nonprofit organizations and other community groups to sell their products and services,
fundraise, or provide information. DSLOFM is also often generically referred to as
“Farmers’ Market,” “the Market,” or other various combinations of those names.
5. City Services in Support of Special Events: City services in support of the above events have
traditionally included the following, which will continue uninterrupted:
a. Public safety support at levels determined appropriate by the City, including holiday
parade escort.
b. Placement and removal of street barricades and coordination of s treet closures for
holiday activities and DSLOFM.
c. Placement and removal of City-owned portable restrooms for DSLOFM.
d. Parking services support for towing at DSLOFM and Holiday Parade
e. Parking spaces will be allowed to be reserved at no cost for vendors and operations
support for special events per the description below. If additional reserved spots are
needed, DSLO may purchase them at cost.
i. Concerts in the Plaza: 8 parking spaces in the “dog leg” on
Monterey/Broad Street from 11 a.m. – 9 p.m. on concert days.
ii. Holiday Program: 4 parking spaces in the Parking Lot 9 starting on the first
day of installation through tear-down (for the 2025 holiday season, this is
November 5, 2025 – January 9, 2026).
f. Placement and removal of the tables and chairs used for Dining in the Plaza and other
support as determined appropriate by the City.
g. Banner placement and advertising at 50% of standard City fees. (Note: DSLO shall
retain its priority position with regard to the placement of stree t banners that
promote activities that benefit tourism and business in the district, in addition to the
Special Events above, within the scope of the Agreement, but shall be charged fees
consistent with City policy for the placement of such banners).
h. Processing of all applicable fees at 50% of standard City fees.
i. Street clean-up following Special Events.
j. Free rental of Mission Plaza for Holiday Plaza decorations and for Concerts in the
Plaza.
k. Up to $150,000 in funding for the “Light Up Downtown” holiday program. Up to
$75,000 may be used as matching funding subject to private funds being raised by
DSLO. Final details will be subject to an additional agreement between the City and
DSLO.
l. Use of the storage in the Adobe in Mission Plaza.
m. DSLO will ensure the City is recognized at the appropriate level for the full value of
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services and funding provided for all special events where the City is contributing. This
includes but is not limited to pre-event media outreach, during event materials and
announcements and post event report outs and reporting.
6. DSLO Services in Support of Special Events: DSLO services in support of the above events
have traditionally included the following, which will continue to enhance the success of
the events:
a. Booth space at DSLOFM for City departments at no cost subject to space availability.
b. Marketing and coordination of City-related events at DSLOFM at no cost including but
not limited to:
• Arbor Day activities
• Fire Prevention Night
• Law Enforcement Night
• Public Works Night
• City of San Luis Obispo Parks and Recreation activities
• City of San Luis Obispo Utilities activities
• City of San Luis Obispo Tourism activities
• City of San Luis Obispo Transit activities
c. Solid waste collection and public facing recycling options and bike valet for all events
expecting 300 or more attendees in accordance with Policy2.13 of the City’s Bicycle
Transportation Plan.
d. DSLO will cover the costs and management of Livescan screenings as needed for volunteers
and staff in support of special events.
7. Ongoing Services
In addition to the Special Events set forth above, DSLO shall provide, as needed, the
following Ongoing Services to the Downtown. The costs of any City services required o r
requested in support of these Ongoing Services shall be allocated to DSLO consistent with
City policies applicable to other not for profit entities and pursuant to the terms of the
Agreement.
8. Parking/Transportation
a. Distribute employee and customer parking information to targeted groups.
b. Work closely with City staff to analyze and make recommendations to the City
Council on ways to address employee parking issues.
c. Work closely with City staff on the development of downtown construction public
information programs.
d. Work closely with City staff on parking management plan and any parking and
access programs that benefit the community.
9. Downtown Maintenance
a. Provide input to City staff to give input on sidewalk scrubbing schedule.
b. Disseminate cleanliness and safety information to members through outreach and
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presentations.
c. Assist City staff to communicate with businesses to have waste wheelers put away
after collection per City Municipal Code.
d. Continue Downtown Forester program in assisting with tree maintenance.
e. Provide additional services as outlined in Exhibit E related to the cleanliness and safety
in the downtown.
10. Economic Development Issues
a. Work closely with City staff to implement initiatives within the 2025-27 Major City
Goal of “Cultural Vibrancy, Economic Resilience, and Fiscal Sustainability.”
b. Work closely with City staff to implement the City’s Economic Development Strategic
Plan to maintain downtown retail health.
c. Work closely with City staff on issues related to undesirable and/or criminal behaviors
in the downtown, such as aggressive panhandling, graffiti, and drunk- in-public
behaviors.
d. Continue to coordinate with City and SLO Chamber of Commerce to get information
to visitors on downtown retail/shopping opportunities.
e. Continue collaboration efforts with the Chamber of Commerce and other business
and visitor groups to increase effectiveness of local and regional marketing.
f. Get word out to downtown retailers and restaurants when conferences/events are in
town and encourage them to do direct marketing/outreach as provided to DSLO via
the City’s tourism efforts.
g. Investigate additional qualitative and quantitative methods to assess the success of
the efforts of DLO and the City as it relates to the vibrancy and economic health of the
downtown.
11. Organizational Capacity
Keep the City apprised of and included in the process of any update to DSLO’s long term
strategy for the fiscal sustainability, including strategies to:
a. Maintain economic vitality and independence of the organization.
b. Identify options for development of other funding sources to be considered,
pursued, and/or secured to supplement the organization’s activities.
c. Evaluate internal organization, and committee structure, and allocation of resources
to identify changes needed to most effectively implement DSLO’s mission and goals.
This Scope of Services is intended and shall be interpreted to be consistent with Chapter 12.36
of the San Luis Obispo Municipal Code (Downtown Parking and Business Improvement Area). To
the extent any provision of this Scope of Services is deemed inconsistent with Chapter 12.36, in
effect on the date of this writing or as modified hereafter from time to time, such provision shall
be void.
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EXHIBIT B
ELECTRICITY AND TREE LIGHTING
Electrical Wiring in Higuera and Garden Streets for Future Electrical Connections
In 2008 and 2012 the City facilitated the installation of electrical conduit and service connections
in Higuera Street to provide electrical connections for use by DSLOFM vendors. Further capital
will be required to facilitate additional conduit placement. The City and DSLO have agreed to
work toward accomplishing the connections over the term of the Agreement. However, the
parties recognize that the completion of such a project will require additional funding and the
parties agree that the cost allocation relating to the provision of such connections and post -
installation maintenance issues, such as electrical service costs, are subject to further
negotiation.
Tree Lighting Program
In 2012, in return for the City’s issuance of a temporary revocable encroachment permit, DSLO
executed an agreement for encroachment within the public right-of-way for DSLO Tree Lighting
and Power Project. Furthermore, on June 14, 2012, the City and DSLO amended their contract for
services dated July 1, 2011, under which DSLO was allowed to conduct a Tree Lighting and Power
Project consisting of installation of string lights in trees, installation of electrical boxes to provide
the lights with electricity per City standards, and installation a commemorative plaque to
acknowledge tree lighting donors. A further capital project in 2018 facilitated additional
connections on Garden Street.
For the 2025-26 agreement the City will carry forward $25,000 of the remaining 2022-23
downtown improvements funding to be available to provide matching funds for a potential
upgrade to the tree lighting program. The release of the funding is subject to a comprehensive
upgrade plan being provided to the City and the City Manager’s approval of the release of the
funding.
The Tree Lighting and Power Project shall meet the following requirements:
1. The Tree Lighting and Power Project will be allowed on street trees along Higuera Street
between Morro and Garden Streets (the “Project Area”). All areas outside the Project Area
are reserved for the City’s commemorative tree program as established per Resolution No.
10151 (2010 Series) until such time as the commemorative tree program is eliminated or the
Project Area modified.
2. Trees in the Project Area that have commemorative plaques granted prior to June 14, 2012,
in accordance with the City’s planting and commemorative plaque program, are excluded
from the Tree Lighting and Power Project unless written approval of the commemorative
donor to allow inclusion in the Tree Lighting and Power Program has been obtained by DSLO.
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3. DSLO may charge a fee to cover the costs of installing, maintaining, operating (including
electricity) and replacing the lighting and plaques otherwise administering the Tree Lighting
Project.
4. DSLO will be entirely responsible for all costs associated with the Tree Lighting and Power
Project and shall comply with the following conditions:
a. Install, maintain, operate, replace, and remove tree lighting in the Program Area upon
revocation of the encroachment permit issued for the Tree Lighting and Power Project
(unless otherwise agreed in writing by City);
b. Purchase, place, maintain, and remove all plaques associated with its Program upon
revocation of the encroachment permit issued for the Tree Lighting and Power Project
(unless otherwise agreed in writing by City);
c. Remove any damaged or hazardous plaques when needed or upon request by the City; and
d. Provide lighting of the existing commemorative trees in the Program Area.
e. Plaques shall be no larger than 5” x 6” and shall have wording appropriate to a public
location.
f. All tree lighting shall be placed in accordance with guidance of the City Arborist to
minimize impacts to pruning and other maintenance operations.
g. Any expansion of the Program Area requires the prior written approval of City before
implementation by DSLO.
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EXHIBIT C
BANNERS AND BANNER ARMS
Beginning in 2018, the City started the removal of large cobra -head style light poles throughout
Downtown and began the installation pedestrian style light poles. Through the community
placemaking and beautification work of the City’s Promotional Coordinating Committee (PCC)
and in partnership with DSLO, the PCC directed the installation of pedestrian banner arms
throughout Downtown to maintain banner display areas in the Downtown core.
Additionally, the PCC created a portfolio of 5-series banner artwork to be displayed on
pedestrian, cobra and companion banner arms, referred to as the “City Established Banner Series”.
The PCC also created a Banner “style guide” document in collaboration with DSLO’s Cultural Arts
Committee and under the terms of the City’s Flag Policy, for the use of DSLO’s in the
implementation of the Banner Program and work with other agency’s use of the banner displays.
City Established Banners Series
1. For the term of this agreement, the City will supply five complete banner sets of the City
Established Banner Series for display throughout downtown. The City will be responsible for
replacing damaged banners as needed within these series.
2. For the term of this agreement, the capital and coordination required to facilitate the City
Established Banner Series rotation will be managed by the City directly with the designated
banner installation contractor.
a. The schedule of the City Established Banner Series for the term of this agreement is
outlined below. Specific installation dates and changes to the approximate schedule
below will be provided to DSLO in writing.
City Banner Series FY 2025-26 – Display Period
Series 1 – Cultural September 2025 – Late-November 2025
Series 2 – Holiday Late- November 2025 – Mid-February 2026
Series 3 – Reconnection Mid-February – early June 2026
Series 4 – Explore June - September 2026
Series 5 – Independence Only for the month of July
Banner Program
As referenced in the City adopted Flag Policy, Flags (referred to as “Banners” for the purpose of
this agreement) in the Downtown core fall under the sole jurisdiction of DSLO and are subject to
the guidelines described within the Flag Policy.
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For the term of this agreement, DSLO will be responsible for the implementation and
management of a comprehensive Downtown Banner Program in alignment with the City’s Flag
Policy.
The Banner Program shall meet the following requirements:
1. The Banner Program will be allowed on streetlights with existing banner arm infrastructure
including cobra head and pedestrian light posts along Palm, Monterey, Higuera and Marsh
Streets between the blocks of Santa Rosa and Nipomo Streets (the “Project Area”).
a. Any expansion of the Program Area or banner arm infrastructure requires the prior
written approval of City before implementation by DSLO.
2. The Banner Program includes the use of all existing banner arm infrastructure within the
Project Area for various banner sizes as defined as “cobra head”, “companion” and
“pedestrian” size banners.
3. With the exception of the City Established Banner Series, DSLO will be entirely responsible
for the management associated with the Banner Program including administering the “SLO
Downtown Association Flag Contract” provision as outlined in the City’s Flag Policy, and shall
comply with the following conditions:
a. Provide consistent banner displays in the Project Area; and
b. Incorporate the City Established Banner Series seasonally into the banner rotation for a
minimum of 30 consecutive days within the 90 -day specified quarter subject to the
written approval of the City; and
c. Utilize and maintain the Banner Style Guide provided by the City in the administration of
the Banner Program; and
d. Establish and provide a process for qualified organizations to participate.
a. DSLO may charge a fee to contracted organizations t o cover the costs in the
administration of the Banner Program.
4. DSLO is responsible for coordinating with the City on the installation of new banner arm
infrastructure or the maintenance, replacement, or removal of damaged or not needed
banner arm infrastructure in the Project Area.
a. Pedestrian banner arms: DSLO assumed the maintenance responsibility of the pedestrian
banner arm infrastructure in the Project Area after FY 22 -23.
b. Cobra head and companion banner arms: DSLO is responsible for all cost and
management associated with all cobra head and companion banner arm infrastructure
installation, maintenance, replacement, and removal in the Project Area. DSLO will
remove and replace any damaged banner arms and banners when needed or upon
request by the City.
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EXHIBIT D
INSURANCE REQUIREMENTS
Downtown SLO (“Contractor”) shall procure and maintain for the duration of the contract
insurance against claims for injuries to persons or damages to property that may arise from or in
connection with the performance of the work hereunder by the Contractor, its agents,
representatives, employees or subcontractors.
Minimum Scope of Insurance. Coverage shall be at least as broad as:
1. Insurance Services Office Commercial General Liability coverage (occurrence form CG 0001).
2. Insurance Services Office form number CA 0001 (Ed. 1/87) covering Automobile Liability, code
1 (any auto).
3. Workers' Compensation insurance as required by the State of California and Employer's
Liability Insurance.
Minimum Limits of Insurance. Contractor shall maintain limits no less than:
1. General Liability: $1,000,000 per occurrence for bodily injury, personal injury, and property
damage. If Commercial General Liability or other form with a general aggregate limit is used,
either the general aggregate limit shall apply separately to this project/location or the general
aggregate limit shall be twice the required occurrence limit.
2. Automobile Liability: $1,000,000 per accident for bodily injury and property damage.
3. Employer's Liability: $1,000,000 per accident for bodily injury or disease.
Deductibles and Self‐Insured Retentions. Any deductibles or self‐insured retentions must be
declared to and approved by the City. At the option of the City, either: the insurer shall reduce
or eliminate such deductibles or self‐insured retentions as respects the City, its officers, officials,
employees and volunteers; or the Contractor shall procure a bond guaranteeing payment of
losses and related investigations, claim administration and defense expenses.
Other Insurance Provisions. The general liability and automobile liability policies are to contain,
or be endorsed to contain, the following provisions:
1. The City, its officers, officials, employees, agents and volunteers are to be covered as insureds
as respects: liability arising out of activities performed by or on behalf of the Contractor;
products and completed operations of the Contractor; premises owned, occupied or used by
the Contractor; or automobiles owned leased, hired or borrowed by the Contractor. The
coverage shall contain no special limitations on the scope of protection afforded to the City,
its officers, official, employees, agents or volunteers.
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2. For any claims related to this project, the Contractor's insurance coverage shall be primary
insurance as respects the City, its officers, officials, employees, agents and volunteers. Any
insurance or self‐insurance maintained by the City, its officers, officials, employees, agents or
volunteers shall be excess of the Contractor's insurance and shall not contribute with it.
3. The Contractor's insurance shall apply separately to each insured against whom claim is made
or suit is brought, except with respect to the limits of the insurer's liability.
4. Each insurance policy required by this clause shall be endorsed to state that coverage shall
not be suspended, voided, canceled by either party, reduced in coverage or in limits except
after thirty (30) days' prior written notice by certified mail, return receipt requested, has
been given to the City.
Acceptability of Insurers. Insurance is to be placed with insurers with a current A.M. Best's rating
of no less than A:VII.
Verification of Coverage. Contractor shall furnish the City with a certificate of insurance showing
required coverage. Original endorsements effecting general liability and automobile liability
coverage are also required by this clause. The endorsements are to be signed by a person
authorized by that insurer to bind coverage on its behalf. All endorsements are to be received and
approved by the City before work commences.
Subcontractors. Contractor shall include all subcontractors as insured under its policies or shall
furnish separate certificates and endorsements for each subcontractor. All coverages for
subcontractors shall be subject to all of the requirements stated herein.
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EXHIBIT E
CLEAN AND SAFE PROGRAM SERVICES
Providing a clean and safe environment is a top priority to welcome visitors, locals, and
business owners into our downtown and is critical for us to meet our mission of fostering an
economically vibrant downtown. The Downtown SLO Clean & Safe Program includes dedicated
workers focusing on cleanliness along with business owners, the SLO Police Department, and
the City of SLO to provide a positive experience for visitors, workers, and residents. This
program is designed to supplement City services, not replace them. Clean Team members
provide daily cleaning services to ensure the downtown district is kept tidy; this means
sidewalks free of litter, lamp posts clear of stickers and graffiti, sanitized benches, clean trash
cans, and more. Additionally, Clean Team members act as a second set of eyes for SLOPD,
reporting all suspicious or illegal behavior. Often, Clean Team members are the first ones
reporting damaged city property such as trash cans or signs.
Organizational Commitment
In previous years, Downtown SLO has agreed to match City contract funds and dedicate
$60,000 through the regular organizational annual budget approved by the Board of Directors.
However, the match was not achieved due to budget constraints. For the FY25-26 contract
term, DSLO agrees to a 50% match of the City’s contribution of $60,000. In addition to the
$30,000 match, DSLO agrees to allocate additional funding above the FY 2025-26 budget to the
Clean and Safe Program as it becomes available through grant funding, individual support, or
net new non-BIA assessment revenue as feasible.
Services Description
Business owners and the public may reach the Clean Team seven days a week through the
intake form on the DSLO website.
The Clean Team’s primary duties are patrolling the downtown and paying careful attention to
cleaning, maintenance, safety, and outreach. Duties include the following:
Cleaning
Remove litter from sidewalks, tree wells, and planters.
Wipe down trash cans, benches, and Mission Plaza Tables.
Clean up sidewalk messes and spills.
Clean near bike racks and public benches.
Dispose of abandoned/lost items.
Maintenance
Remove stickers from public property.
Remove graffiti and chalk marks.
Interface with City Public Works to report damaged or tarnished items such as signs,
news racks, light poles, and trash cans.
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Safety
Observe and monitor the district and report any dangerous or threatening situations to
proper authorities.
Report violations of laws and local ordinances to proper authorities.
Quarterly Reporting and Metrics
Impacts are measured by the Clean & Safe vendor. Downtown SLO will report summaries of
these metrics at monthly DSLO Board meetings where City staff and council members are
present and in quarterly meetings with City leadership.
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