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9850-9854
RESOLUTION NO. 9854 (2006 Series) A RESOLUTION OF THE COUNCIL OF THE CITY OF SAN LUIS OBISPO DENYING AN APPEAL AND UPHOLDING THE PLANNING COMMISSION ACTION TO DENY THE VESTING TENTATIVE PARCEL MAP FOR A MINOR SUBDIVISION LOCATED AT 1364 SAN MARCOS COURT MS/ER 158 -04 (SLO 04 -0338) WHEREAS, the Planning Commission conducted a public hearing on September 13, 2006, to consider the applicant's request for a tentative parcel map to create two lots from an existing lot with exceptions to the Subdivision Ordinance Section, Section 16.18.060 flag lot requirements, for property located at 1364 San Marcos Court; WHEREAS, the Planning Commission denied the minor subdivision, based on findings; and WHEREAS, an appeal of the Planning Commission's action was received by the City on September 21, 2006; and WHEREAS, notices of said public hearings were made at the time and in the manner required by law; and WHEREAS, the City Council has duly considered all evidence, including the testimony of the appellant, interested parties, and the evaluation and recommendations by staff, presented at said hearing. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of San Luis Obispo as follows: SECTION 1. Denial of Appeal. The request to appeal the Planning Commission's action denying the minor subdivision is hereby denied, based on the following findings: SECTION 1. Findings. 1. The site is not suited for the type and design of the subdivision due to the inability to create safe, logical site access. 2. The exception would allow approval of a minor subdivision that will result in improvements that will be detrimental to the public health, safety and welfare, or be injurious to other properties in the vicinity. 3. Granting the exception is not in accord with the intent and purposes of the Subdivision Regulations since the proposed access driveway does not meet required dimensions and required landscape buffering would not be possible. 0 Resolution No. 9854 (2006 Series) Page 2 4. Approval of a subdivision with the proposed access through a non- conforming flag lot is not consistent with General Plan Land Use and Housing Element policies that are designed to protect existing neighborhoods. In particular, granting access for this new property out to Johnson Avenue is inconsistent with Land Use Element Policy 2.2.5 which states that new residential developments, or redevelopments involving large sites, should be designed to orient low- density housing to local access streets, and major arterials through residential areas shall provide only limited private access or controlled street. intersecti ons. SECTION 2. Denial. The request for approval of Vesting Tentative Parcel Map No. MS 158 -04 (County Map No. SLO 04 -033$) and requested exceptions are hereby denied. On motion of Council Member Mulholland, seconded by Council Member Brown, and on the following roll call vote: AYES: Council Members Brown, Ewan, and Mulholland, Vice Mayor Settle, and Mayor Romero NOES: None ABSENT: None The foregoing resolution was passed and adopted this 14th day of November, 2006. eZ2� �# 40 0010 � Mayor David F. Romero ATTEST: n Audrey H per City Cler APPROVED AS TO FORM: an P. Lowell City Attorney S �� ��� O �� ,� G �v . >_ • o RESOLUTION NO. 9853 (2006 Series) A RESOLUTION OF THE COUNCIL OF THE CITY OF SAN LUIS OBISPO UPHOLDING AN APPEAL AND APPROVING AN ELECTRONIC MESSAGE CENTER FOR A SIGN PROGRAM FOR A NEW BUSINESS PARK AT 4450 BROAD STREET ARC 194 -05 WHEREAS, the Architectural Review Commission conducted a public hearing on September 18, to consider the applicant's request for a sign program for a proposed business park to be constructed at a premises known as 4450 Broad Street; WHEREAS, the Architectural Review Commission approved the sign program and denied the incorporation of the electronic message center sign in the sign program, based on findings; and WHEREAS, an appeal of the Architectural Review Commission's action to delete the electronic message center sign was received by the City on September 26, 2006; and WHEREAS, notices of said public hearings were made at the time and in the manner required by law; and WHEREAS, the City Council has duly considered all evidence, including the testimony of the appellant, interested parties, and the evaluation and recommendations by staff, presented at said hearing. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of San Luis Obispo as follows: SECTION 1. Approval. The request to appeal the Architectural Review Commission's action denying the electronic message center sign in the sign program is hereby approved, based on the following findings and conditions: SECTION 1. Findings. The site or land use pattern may be suited for the type and design of the electronic message center sign since the proposed land uses will rely upon such a sign and the sign will benefit the Business Park by increasing potential commerce and decreasing the size of other signs on the site. Although no other signs of this nature exist within the vicinity, the design of the sign complements the airport theme and complements the proposed architecture of the buildings. 2. As conditioned, the proposed sign, due to the size and location, will not significantly impact the scenic resources. An electronic sign at this location would not detract from the scenic background of the site nor conflict with applicable General Plan policies. C� O Resolution No. 9853 (2006 Series) Page 2 3. As conditioned, granting approval of an electronic message center is in accord with the intent and purposes of the Sign Regulations since the regulations contemplate such signs. 4. The site's 700 foot frontage and the fact that many tenant spaces are not visible from Broad Street warrant the use of signs that exceed the intent of the Sign Regulations. Conditions 1. A separate sign permit. shall be required for each sign (or group of signs). 2. The height of the sign that includes the electronic message center shall be limited to a maximum height of 15 feet. The area of the electronic portion of the sign face shall be limited to 25 square feet. The maximum area of the sign face in total (including the electronic portion and other sign area) shall be limited to 72 square feet,. consistent with the sign regulations. The sign shall comply with setback requirements for the C -S zone, based on the height of the structure and distance from the front property line. 3. The sign shall not consist of scrolling, moving, or flashing images or symbols. The sign message shall not be changed at a frequency more rapidly than every 5 minutes. The sign shall not be utilized for advertising or events but may be used to identify business names. 4. The sign must not be illuminated or remain on after business hours or between the hours of 10:00 p.m. and 6:00 a.m. On motion of Vice Mayor Settle, seconded by Council Member Brown, and on the following roll call vote: AYES: Council Members Brown, Vice Mayor Settle, and Mayor Romero NOES: Council Members Ewan, and Mulholland ABSENT: None C� �J Resolution No. 9853 (2006 Series) Page 3 The foregoing resolution was passed and adopted this 14`h day of November, 2006. Mayor David F. Romero ATTEST: Audrey Hooper City Clerk APPROVED AS TO FORM: Jon an P. Lowell City Attorney ��� �-��� � C' O L � � �� /7,,J,;,�L; �Z- c p��w� -.L � ,. C i �� RESOLUTION NO. 9852 (2006 Series) APPROVING AN HISTORIC PROPERTY PRESERVATION AGREEMENT BETWEEN THE CITY COUNCIL OF THE CITY OF SAN LUIS OBISPO, IN THE COUNTY OF SAN LUIS OBISPO, STATE OF CALIFORNIA, AND DR. WILLIAM WATSON, OWNER OF A DESIGNATED HISTORIC RESOURCE AT 800 PALM STREET, IN SAN LUIS OBISPO. WHEREAS, the City Council of the City of San Luis Obispo is authorized by California Government Code Section 50280 et seq. (Known as "the Mills Act ") to enter into contracts with the owners of qualified historical properties to provide for appropriate use, maintenance, and rehabilitation such that these historic properties retain their historic characteristics; and WHEREAS, the City Council has adopted Resolution No. 9136 (2000 Series), establishing the Mills Act Historic Property Tax Incentive Program as an on- going historic preservation program to promote the preservation, maintenance and rehabilitation of historic resources through financial incentives; and WHEREAS, the owners possess fee title in and to that certain qualified real property, together with associated structures and improvements thereon, located on Assessor's Parcel Number 002 - 415 -008, located at 800 Palm Street, San Luis Obispo, California 93401, also described as the Ah Louis Store, (hereinafter referred to as the "historic property "); and WHEREAS, the City Council of the City of San Luis Obispo has designated this property as an historic resource of the City of San Luis Obispo pursuant to the policies in the City's Historic Preservation Program Guidelines and the building is listed as a state historic landmark; and WHEREAS, the City and owners, for their mutual benefit, now desire to enter into this agreement to limit the use of the property to prevent inappropriate alterations and to ensure that character - defining features are preserved and maintained 'in an exemplary manner, and repairs and/or improvements are completed as necessary to carry out the purposes of California Government Code, Chapter 1, Part 5 of Division I of Title 5, Article 12, Sec. 50280 et seq., and to qualify for an assessment of valuation pursuant to Article 1.9, Sec. 439 et. seg. of the Revenue and Taxation Code. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of San Luis Obispo as follows: SECTION 1. Historic Preservation Agreement approved. The City Council hereby approves the attached historic preservation agreement between the City of San Luis Obispo and the owner, Attachment 1. R 9852 -ror fzwrdwk o-a I rn n o Resolution No. 9852 6 Series) Page 3 SECTION 2. Mayor Authorized to Sign Agreement for City. The City Council hereby authorizes the Mayor to execute said agreement on behalf of the Council of the City of San Luis Obispo. SECTION 3. Environmental Determination. The City Council has determined that this historic preservation agreement is not a project, as defined by Section 15378 of the California Environmental Quality Act and is exempt from environmental review. SECTION 4. Recordation of the Agreement. No later than twenty (20) days after the parties execute and enter into said agreement, the City Clerk shall cause this agreement to be recorded in the Office of the County Recorder of the County of San Luis Obispo. Upon motion of Council Member Ewan, seconded by Vice Mayor Settle, and on the following roll call vote: AYES: Council Members Brown, Ewan, and Mulholland, Vice Mayor Settle, and Mayor Romero NOES: None ABSENT: None The foregoing resolution was adopted this 14`h day of November 2006. Mayor David F. Romero ATTEST: i Audrey H per City Cler APPROVED AS TO FORM: onat n P. Lowell i y Attorney R 9852 i� HISTORIC PROPERTY PRESERVATION AGRF,ENIENT BETWEEN THE CITY OF SAN LUIS OBISPO AND THE OWNERSS OF HISTORIC PROPERTY LOCATED AT 800 PALM STREET, IN THE CITY AND COUNTY OF SAN LUIS OBISPO, STATE OF CALIFORNIA. 1y THIS AGREEMENT is made and entered into this /S day of ' ""044'2006 by and between the City of San Luis Obispo, a municipal corporation (hereinafter referred to as the "City "), and Dr. William Watson.and Donna Lee Watson (hereinafter referred to as "Owners "), and collectively referred to as the "parties." Section 1. Description of Preservation Measures. The Owners, their heirs or assigns hereby agree to undertake and complete, at their expense; the preservation, maintenance and improvements measures described in "Exhibit A ", attached hereto. Section 2. Effective Date and Term of Agreement. This agreement shall be effective and commence upon recordation, and shall remain in effect for an initial term of ten (10) years thereafter. Each year upon the anniversary of the ag m reement's effective date, such initial ter will automatically be extended as provided in California Government Code Section 50280 through 50290 and in Section 3, below. Section 3. Agreement Renewal and Non - renewal. A. Each year on the anniversary of the effective date of this agreement (hereinafter referred to as "annual renewal date "), a year shall automatically be added to the initial term of this agreement unless written notice of nonrenewal is served as provided herein. B. If the Owners or the City desires in any year not to renew the agreement, the Owners or the City shall serve written notice of nonrenewal of the agreement on the other party. Unless such notice is served by the Owners to the City at least ninety (90) days prior to the annual renewal date, or served by the City to the Owners at least sixty (60) days prior to the annual renewal date, one (1) year shall automatically be added to the term. of the agreement as provided herein. C. The Owners may make a written protest of the notice. The City may, at any time prior to the annual renewal date, withdraw its notice to the Owners of nonrenewal. D. If either the City or the Owners serves notice to the other party of nonrenewal in any year, the agreement shall remain in effect for the balance of the term then remaining. Section 4. Standards and Conditions. During the term of this agreement, the historic property shall be subject to the following conditions: A. Owners agree to preserve, maintain, and, where necessary, restore or rehabilitate the 0 0 Historic Property Agreement. 800 Palm Street Page 2 property and its character - defining features, including: the building's general architectural form, style, materials, design, scale, proportions, organization of windows, doors, and other openings; interior architectural elements that are integral to the building's historic character or significance; exterior materials, coatings, textures, details, mass, roof line, porch and other aspects of the appearance of the building's exterior, as described in Exhibit B, to the satisfaction of the Community Development Director or his designee. B. If the building's interior closely relates to the property's eligibility as a qualified historic property, the Owners agree to allow pre - arranged tours on a limited basis, to the approval of the Community Development Director or his designee. C. All building changes shall comply with applicable City specific plans, City regulations and guidelines, and conform to the rules and regulations of the Office of Historic Preservation of the California Department of Parks and Recreation, namely the U.S. Secretary of the Interior's Standards for Rehabilitation and Standards and Guidelines for Historic Preservation Projects. Interior remodeling shall retain original, character - defining architectural features such as finish details, doors and windows, skylights, original built -in furnishings, pillars and arches, special flooring, lighting or architectural ornamentation to the greatest extent possible. D. The Community Development Director shall be notified by the Owners of changes to character - defining exterior features prior to their execution, such as major landscaping projects and tree removals, exterior door or window replacement, repainting, remodeling, or other exterior alterations requiring a building permit. The Owners agree to secure all necessary City approvals and/or permits prior to changing the building's use or commencing construction work. E. Owners agree that property tax savings resulting from this agreement shall be used for property maintenance and improvements as described in Exhibit A. F. The following are prohibited: demolition or partial demolition of the historic building or accessory buildings; exterior alterations or additions not in keeping with the standards listed above; dilapidated, deteriorating or unrepaired structures such as fences, roofs, doors, walls, windows, outdoor storage of junk, trash, debris, appliances, or furniture visible from a public way; or any device, decoration, structure or vegetation which is unsightly due to lack of maintenance or because such feature adversely affects, or is visually incompatible with, the property's recognized historic character, significance and design, as determined by the Community Development Director. G. Owners shall allow reasonable. periodic examination, by prior appointment, of the interior and exterior of the historic property by representatives of the County Asses- Historic Property Agreement, 800 Palm Street Page 3 sor, the State Department of Parks and Recreation, the State Board of Equalization, and the City, as may be necessary to determine the Owners' compliance with the terms and provisions of this agreement. Section 5. Furnishing of Information. The Owners hereby agree to furnish any and all information requested by the City which may be necessary or advisable to determine compliance with the terms and provisions of this agreement. Section 6. Cancellation. A. The City, following a duly noticed public hearing by the City Council as set forth in Government Code Section 50285, may cancel this agreement if it determines that the Owners has breached any of the conditions of this agreement. or has allowed the property to deteriorate to the point that it no longer meets the standards for a qualified historic property; or if the City determines that the Owners have failed to preserve, maintain or rehabilitate the property in the manner specified in Section 4 of this agreement. If a contract is canceled because of failure of the Owners to preserve, maintain, and rehabilitate the historic property as specified above, the Owners shall pay a cancellation fee to the State Controller as set forth in Government Code Section 50286, which .states that the fee shall be 12 1/2% of the full value of the property at the time of cancellation without regard to any restriction imposed with this agreement. B. If the historic property is acquired by eminent domain and the City Council determines that the acquisition frustrates the purpose of the agreement, the agreement shall be canceled and no fee imposed, as specified in Government Code Section 50288. Section 7. Enforcement of Agreement. A. In lieu of and/or in addition to any provisions to cancel the agreement as referenced herein, the City may specifically enforce, or enjoin the breach of, the terms of the agreement. In the event of a default, under the provisions to cancel the agreement by the Owners, the City shall give written notice of violation to the Owners by registered or certified mail addressed to the address stated in this agreement. If such a violation is not corrected to the reasonable satisfaction of the Community Development Director or designee within thirty (30) days thereafter; or if not corrected within such a reasonable time as may be required to cure the breach or default of said breach; or if the default cannot be cured within thirty (30) days (provided that acts to cure the breach or default may be commenced within thirty (30) days and shall thereafter be diligently pursued to completion by the Owners); then the City may, without further notice, declare a default under the terms of this agreement and may bring any action necessary to specifically enforce the obligations of the Owners growing out of the terms of this agreement, apply to Historic Property Agreement, 800 Palm Street Pa`e 4 any court, state or federal, for injunctive relief against any violation by the Ownerss, or apply for such relief as may be appropriate. B. The City does not waive any claim of default by the Owners if the City does not enforce or cancel this agreement. All other remedies at law or in equity which are not otherwise provided for in this agreement or in the City's regulations governing historic properties are available to the City to pursue in the event that there is a breach or default under this agreement. No waiver by the City of any breach or default under this agreement shall be deemed to be a waiver of any other subsequent breach thereof or default herein under. C. By mutual agreement, City and Owners may enter into mediation or binding arbitration to resolve disputes or grievances growing out of this contract. Section 8. Binding Effect of Agreement. The Owners hereby subject the historic property located at 800 Palm Street, San Luis Obispo, California, to the covenants, reservations, and restrictions as set forth in this agreement. The City and Owners hereby declare their specific intent that the covenants, reservations, and restrictions as set forth herein shall be deemed covenants running with the land and shall pass to and be binding upon the Owners' successors and assigns in title or interest to the historic property. Every contract, deed, or other instrument hereinafter executed, covering or conveying the historic property or any portion thereof, shall conclusively be held to have been executed, delivered, and accepted subject to the covenants, reservations, and restrictions expressed in this agreement regardless of whether such covenants, restrictions, and reservations are set forth in such contract, deed, or other instrument. Section 9. Notice. Any notice required by the terms of this agreement shall be sent to the address of the respective parties as specified below or at other addresses that may be later specified by the parties hereto. To City: Community Development Director City of San Luis Obispo 919 Palm Street San Luis Obispo, CA 93401 To Owners: Dr. William Watson 1035 Peach Street, Suite 301 San Luis Obispo, CA 93401 Section 10. General Provisions. A. None of the terms, provisions, or conditions of this agreement shall be deemed to create a partnership between the parties hereto and any of their heirs, successors or assigns, nor Historic Property Agreement, 800 Palm Street Page shall such terms. provisions, or conditions cause them to be considered joint ventures or- members of any joint enterprise. B. The Owners agree to hold the City and its elected and appointed officials, officers, agents, and employees harmless from liability for damage, or from claims for damage for personal injuries, including death, and claims for property damage which may arise from the direct or indirect use or activities of the Owners, or from those of their contractor, subcontractor, agent, employee or other person acting on the Owners' behalf which relates to the use, operation, maintenance, or improvement of the historic property. The Owners hereby agree to and shall defend the City and its elected and appointed officials, officers, agents, and employees with respect to any and all claims or actions for damages caused by, or alleged to have been cause by, reason of the Owners' activities in connection with the historic property, excepting however any such claims or actions which are the result of the sole negligence or willful misconduct of City, its officers, agents or employees. C. This hold harmless provision applies to all damages and claims for damages suffered, or alleged to have been suffered, and costs of defense incurred, by reason of the operations referred to in this agreement regardless of whether or not the City prepared, supplied, or approved the plans, specifications or other documents for the historic property. D. All of the agreements, rights, covenants, reservations, and restrictions contained in this agreement shall be binding upon and shall inure to the benefit of the parties herein, their heirs, successors, legal representatives, assigns, and all persons acquiring any part or portion of the historic property, whether by operation of law or in any manner whatsoever. E. In the event legal proceedings are brought by any party or parties to enforce or restrain a violation of any of the covenants, reservations, or restrictions contained herein, or to determine the rights and duties of any party hereunder, the prevailing party in such proceeding may recover all reasonable attorney's fees to be fixed by the court, in addition to court costs and other relief ordered by the court. F. In the event that any of the provisions of this agreement are held to be unenforceable or invalid by any court of competent jurisdiction, or by subsequent preemptive legislation, the validity and enforceability of the remaining provisions, or portions thereof, shall not be effected thereby. G. This agreement shall be construed and governed in accordance with the laws of the State of California. Historic Property Agreement, 800 Palm Street Page 6 Section 11. Amendments. This agreement may be amended, in whole or in part, only by a written recorded instrument executed by the parties hereto. Section 12. Recordation and Fees. No later than twenty (20) days after the parties execute and enter into this agreement, the City shall cause this agreement to be recorded in the office of the County Recorder of the County of San Luis Obispo. Participation in the program shall be at no cost to the Owners; however the City may charge reasonable and necessary fees to recover direct costs of executing, recording, and administering the historical property contracts. IN WITNESS WHEREOF, the city and Owners have executed this agreement on the day and year written above. CITY OF SAN LUIS OBISPO David F. Romero, Mayor Date OWNERS William J. atson —� Date Donna Lee Watson STATE OF CALIFORNIA ) )ss COUNTY OF SAN LUIS OBISPO ) Date On & r ho 704� before me Audrey Hooper, City Clerk, personally appeared Dave Romero, Mayor of the CITY OF SAN LUIS OBISPO, personally known to me (er preyed -Femme nn the basis of tisfactory e >> P ca) to be the person(4 whose name06 is /a;e subscribed to the within instrument and acknowledged to me that he /&heith y executed the same in hisAwr4ie4. authorized capacity(, V, and that by his/herAhsir &ig%tuFe(-9) on the instrument the person(e, or the entity upon behalf of which the person(Vacted, executed the instrument. WITNESS my-hand and official seal. Signature -- y Cler State of California } County of San Luis Obispo } On December 13, 2006, before me, Diane R. Stuart, Notary Public, personally appeared William J. Watson and Donna L. Watson, ( ) personally known to me or ( X ) proved to me on the basis of satisfactory evidence to be the persons whose names are subscribed to the within instrument and acknowledged to me that they executed the same in their capacities, and that by their signatures on the instrument the persons or the entity upon behalf of which the persons acted, executed the instrument. Witness my hand and official seal. Notary Public Capacity claimed by signer(s): DIANE R WART COMM. #1581455 �+ � NOTARY PUBLIC - CJLL e � - SAN LUIS OBISPO COyU�Nry '� n by C.Ofllfll. E]Ipl►25 �'�N �9 ( X ) individual(s) () corporation () partnership () attorney-in-fact () political agency Historic Property Agreement — 800 Palm Street C EXHIBIT A MAINTENANCE AND IMPROVEMENT MEASURES FOR PROPERTY LOCATED AT 800 PALM STREET, SAN LUIS OBISPO, CALIFORNIA. 1. Owners agrce to preserve, maintain, and repair the historic building, including its character - defining architectural features in good condition, to the satisfaction of the Community Development Director or designee, pursuant to a Mills Act Preservation Contract with the City of San Luis Obispo for property located at 800 Palm Street. Character - defining features shall include, but are not limited to: roof, eaves, dormers, trim, porches, walls and siding, architectural detailing, doors and windows, window screens and shutters, balustrades and railings, foundations, and surface treatments. 2. Owners agree to make the following improvements and/or repairs during the term of this contract, but in no case later than November 14, 2016, or ten (10) years from the contract date, which ever comes first. All changes or repairs shall be consistent with the City's Historic Preservation Program Guidelines and the Secretary of the Interior's Standards for the Treatment of Historic Properties: A. Tenting and termite abatement. B. Restoring the metal components of the building's exterior, including the iron window shutters and door, and iron balcony railings, to the approval of the Community Development Director. C. Patching cracks and damaged cement plaster and repainting the storefront, including architectural details, to the approval of the Community Development Director. D. Removing non -period and non - functioning plumbing from the exterior, unless such features are determined by the City to be part of the building's historic character. Brick wall shall be repaired to match existing original brick surfaces, to the approval of the Community Development Director. E. Patching and/or replacing extraneous holes in the exterior brick walls with mortar or original brick, to the approval of the Community Development Director. F. Removing the non - original, non - contributing carport attached to the rear of the building. G. Restoring and/or rehabilitating the second floor to retain the design, layout and architectural character of the original residence, including adding attic insulation, to the approval of the Community Development Director. H. Connecting the existing fire sprinkler system to the City water main. I. Restoring the original "Ah Louis" sign. J J. Restoring windows, including trim, operating parts and sills to a functional and attractive, consistent with their original design and materials, to the approval of the Community Development Director. OWNERS .Z"2Z2 Willia J. Watson Donna.Lee Watson Date %--2/�. ? / C, Date 800 PALM 002 - 415 -008 CITY OF SAN LUIS OBISPO GEODATA SERVICES 955 MORRO STREET SAN.LUIS OBISPO, CA 93401 805 781-7167 12/13/200 13:33 �icate or California — The Resources Agency DEPARTMENT OF PARKS AND ` "EATION HISTORIC RESOURCES INVENTORY IDENTIFICATION 1. Common name: Ah Louis Store . Ser. No. 0147 -03C HABS_ HAER_ NR 3 SHL hoc_ UTM: A10/71255� '.,6590 B re. 0 +v:-- 2. Historic name: Ah Louis Store 3. Street or rural address: 800 Palm Street City San Luis Obispo Zip 93401 County San Luis Obispo 4. Parcel number: 02- 415 -08 5. Present Owner: Louis, 0. Y. , et al., c/o H. Louis Address: 800 Palm Street City San Luis Obispo Zip 93401 Ownership is: Public Private R 6. Present Use: Commercial Original use: Commercial & Residential DESCRIPTION 7a. Architectural style: Italianate 7b. Briefly describe the present physical description of the site or structure and describe any major alterations from its original condition: This two story brick commercial building is rectangular in plan.. It has a projecting iron balcony that faces the street, four deeply set windows, and iron shutters on the two first floor windows. It has deeply recessed entrance stairs, located in the center of the structure. Four finials trim the top of the roof. The integrity of the structure is intact, with only minor alterations to the facade. 8. Construction date: 1884 Estimated Factual 9. Architect Unknown 10. Builder Ah Louis 11. Approx. property size (in feet) Frontage 0�0, Depth 19W or approx. acreage 12. Date(s) of enclosed photograph(s) October 1982 13. Condition: Excellent _G�_:' X Fair_ Deteriorated No I'. in existence _ I 14. Alterations: Modernized window storefront I` ' ` &A—A .Ui RA Z 1 10 15. Surroundings: (Check more than one if necessary) Open land _Scattered buildings_ Densely built-up ' Residential X Industrial _Commercial X Other: Parking lot 16. Threats to site: None known X Private development_ Zoning_ Vandalism Public Works project Other: 17. Is the structure: On its original site? Yes Moved? Unknown? 18. Related features: SIGNIFICANCE 19. Briefly state historical and /or architectural importance (include dates, events, and persons associated with the site.) k The Ah.Louis store was built and owned by Ah Louis, the central figure and pioneer entrepeneur throughout the history of San Luis Obispo's Chinatown. A q labor contractor, farmer, rancher and brick manufacturer, Ah Louis contracted from China many of the workers who helped build the Pacific Coast. Railroad. He was born in China in 1838 and.came to California in 1856. Ah Louis eventually became the unofficial mayor, postmaster, employer, banker, storekeeper and advisor j for the residents of Chinatown until his death in 1936. Replacing an earlier i wood frame building erected on the same site in,1874, the present store was built in 1884 with bricks from his own factory.. Supposedly steel shutters and t ..zinc for the roof were imported from England and used for protection. It is said-that Louis personally checked every phase of construction. The Ah Louis General Merchandise Store was patronized by some several hundred Chinese employees who had migrated to this area, not only to purchase supplies and goods but to use as a bank. In 1931, as modern storefront facades became fashionable on commercial buildings, two plate glass windows were installed in front of the building for $250.00. Today, the Ah Louis Store, now a State Historical Landmark Number 802, offers imports and gift items to local residents and tourists alike. Locational sketch map (draw and label site and surrounding streets, roads, and prominent landmarks): I 20. Main theme of the historic resource: (If more than one is NORTH checked,.number in order of importance.) Architecture Z Arts & Leisure Economic /Industrial 3 Exploration/Settlement Government Military Religion Social /Education 21. Sources (List books, documents, surveys, personal interviews "3 and their dates). "U.S. History written Around Ah Louis Family ", by Doris Olsen in Chinatown News, March 3, 1977, Vancouver, B.C. Canada 22 Date form prepared 23 June 1983 By Historic Res. Survey Staff Organization City of San Luis Obispo Address: P.O.Box 321 City San Luis Obispo Zip 93401 Phone: 805 541 -1000 m History and Description: Ah Louis is not an exclamation, but a longs to an illustrious Chinese who, participated actively and importantly western migration. -Arq4QrTXjy"jr-V W% name. It be- a century ago in America's Ah Louis contracted the Chinese cootie ,l'abs ati'cii=- through a decade of bitter winters and summers, dug the tunnels and Laid the tracks for the historic thrust of the railroads heading east to meet rail crews building west from Chicago. After the great enterprise was achieved and the nation-had its first transcontinental route,'Ah Louis settled down in San Luis Obispo and began an import business in his own store which he built with his own two hands from bricks he made himself, with brick from his own brick yard. He also made the bricks for the Pacific Round House and the Sin - sheimer Building. To go back to the beginning, Ah Louis at the age of 21 was known as Wong On. He left a village:in China to search for gold•on the west -coast of America. In 1860 he arrived in California. He got the name Ah Louis from John Harford, In San Luis Obispo he started out as a cook at the French Hotel. Ah Louis showed a real liking to the community of San Luis Obispo and also showed an interest in American customs. At'Christmas time he advertised holiday goods. He also showed recognition of the Fourth of July by decorating his store. It was in 1885, that Ah Louis drew up a contract with Mr. Alfred Walker to build a new brick store on the corner of Palm and Chorro Streets. Ah Louis re- ceived the editorial remark: "The building is an ornament to that part of the city, as it would be to any'part and shows the proprietor to be an enter- prising, competent businessman." The Ah"Louis Store, State Historical Landmark No 802, Is the first Chinese store in the county. It funce- tioned as a bank, counting house% 9 ost office and a general merchandise store where erbs were sold. The Ah Louis Store, City Hall, and a few other build- ings were the only structures in town not made of wood at that time. Now a•California State Historical Landmark, the store continues to provide imports and other gift items to the tourists and residents of San Luis Obispo and is still run by the Louis family. Howard Louis now is the operator of the store. All eight children of Ah AH LOUIS STORE 800 Palm Street. San Lvia Ohiann m � Iri u- a�'4�.8�m�^ o� e c y'• m e. _ w t y �: u 1 ny qr., '+ �'1,.C,,�,•`t,.t�"�,"�J,��'T,� 0.cr -`rk � • L 3 •FA 444 - � 9 +t..• i �,y �c ryA+aCreYY. sl�tx4ld -rlt: z i. t r r44kp p`r r 'i3d 0 �ti"�UY I i.. rTt w w ✓ 114 C.1 , 4 r 6• mfa L K �f �.�5 r T'' F •x e a ap p Q ppg g c:1 q 5 � ��• -mod' �oi� .0 e o "mot � il* Y -i � F •x e a ap p Q ppg g c:1 q s Y r 2R I 6> { r ✓ sy. r`��TP -r YI k"�11, ',ry,�f•tl6 � 1. _' +� 'fir tpr � �� ,lf ✓�'It��1�F � �rff � � i ' Yrt v;�l� %i tlr�/lh `f� -"�� trr' -• j �����'; r�1� r r � �j � I(I1 •�•d °t, + f �fl�rt �r�,r ,+ � tt � `tl�fA;r ' °"" Y 1J 6 fo• .��,��ri7pYtrf rr�rbrtil FL-L'r!-Y,1�� , Jlp, f 3 t t r t r �t f I r I � 1 4f Je It tf Jr. 1.7 110Y .41 lei to, j or 7z ler j� Loll IT . . . . . . . . . . . . `ef j 41- - s r 5� Y• art', a fir.. r; g'-. m., ?' •' fir•' - ' r ..v per},' d .-s_�. -.,•,� Y is p f no"n, P,4cMsf.' 3 += ` - t J � I - s r 5� Y• art', a fir.. r; g'-. m., ?' •' fir•' - ' r ..v per},' d .-s_�. -.,•,� Y is p f no"n, P,4cMsf.' ® 0 RESOLUTION NO. 9851 (2006 SERIES) A RESOLUTION OF THE COUNCIL OF THE CITY OF SAN LUIS OBISPO ACCEPTING THE PUBLIC IMPROVEMENTS FOR TRACT NO. 2420 WHEREAS, the City Council made certain findings concerning Tract 2420, as prescribed in Resolution No. 9490 (2003 Series); and WHEREAS, the City Council approved the final map for Tract 2420 per Resolution No. 9763 (2006 Series); and WHEREAS, the subdivider has satisfactorily completed the public improvements and common area improvements are substantially complete as required for Tract 2420, in accordance with City standards, specifications and the subdivision agreement, and has requested acceptance of the public improvements for maintenance and operation by the City. NOW THEREFORE, BE IT RESOLVED, the City Council hereby accepts the public improvements for Tract No. 2420. Additionally, the City Council certifies that the common area improvements are substantially complete. The current Faithful Performance surety is hereby reduced to $102,520, being ten percent of the total cost of the public improvements, to be held for one year from this date, in accordance with the subdivision agreement. The Labor & Materials surety may be released 60 days from the date of this approval, in accordance with of Section 66499.7(h) of the California Government Code. On motion of Council Member Ewan seconded by Vice Mayor Settle, and on the following roll call vote: AYES: Council Members Brown, Ewan, and Vice Mayor Settle NOES: Council Member Mulholland RECUSED: Mayor Romero ABSENT: None Resolution No. 9851 (20u6 Series) Page 2 The foregoing Resolution was adopted this 14th day of November 2006. Mayor David F. Romero ATTEST: Audrey I o per City C1e11 Approved as to Form: Jo a Lowell City Attorney 'D4L) (-7c /Z r- L>b - RESOLUTION NO. 9850 (2006 Series) A RESOLUTION OF THE COUNCIL OF THE CITY OF SAN LUIS OBISPO UPDATING TRAVEL AND MEETING GUIDELINES WHEREAS, the City of San Luis Obispo reimburses its officials and employees for travel and business expenses incurred by them in the course of their duties in accordance with adopted travel and meeting guidelines; and WHEREAS, the Council last updated the City's travel and meeting guidelines in November 2000; and WHEREAS, it is timely to update these guidelines to reflect current conditions, improved procedures and State law. NOW, THEREFORE, BE IT RESOLVED by the Council of the City of San Luis Obispo that Resolution No. 9126 is hereby rescinded and the attached Travel and Meeting Guidelines are hereby adopted. Upon motion of Council Member Ewan seconded by Vice Mayor Settle, and on the following roll call vote: AYES: Council Members Brown, Ewan, and Mulholland, Vice Mayor Settle, and Mayor Romero NOES: None ABSENT: None The foregoing resolution was adopted on November 14, 2006. Mayor David F. Romero ATTEST: Audrey Ho er, Ci Clerk APPROVED AS TO FORM: Jon ha . Lowell, City Attorney Section 301 OVERVIEW These guidelines establish the basic policies and procedures for travel on City business or attendance at meetings by all employees and officials. Everyone who travels or attends meetings for City business purposes (or supervises someone who does) is responsible for knowing and following these guidelines. These guidelines are organized into the following eight sections: 1. General Standards 2. Allowable Expenses 3. Planning an Official Trip 4. Travel Authorizations 5. Making the Trip 6. Incurring Non - Travel Expenses 7. Accounting for Expenses 8. Completing Travel Authorizations and Expense Reports The key document in the administrative process is the Travel Authorization/Expense Report (TA). Besides ensuring that travel by City employees and officials is conducted in accordance with these guidelines, the TA summarizes the total cost of attending conferences, meetings, and seminars and provides documentation for cash advances, vendor payments and credit card purchases. General instructions for, completing and processing this form are also included in these guidelines. Adoption and Implementation. The Council is responsible for adopting the City's travel and meeting guidelines and for approving any significant policy revisions to them. The CAO is responsible for developing administrative procedures as needed to implement the guidelines. In this role, the CAO is authorized to make minor administrative changes in the guidelines as long as they are intended to carryout the purpose of these guidelines and will not have any significant policy impacts. O GENERAL STANDARDS These guidelines do not require you to take a bus, stay in a cheap motel or eat only in fast food restaurants. A bus or a train may cost less than a plane, but the added time away from work may make these slower options more expensive to the City overall. The meal allowances established in these guidelines allow you to eat in moderately priced restaurants. In all areas, not just economy, you are responsible for exercising good judgment in requesting, arranging and making a trip. It should be thoroughly planned, well in advance. You should not mix personal business with official business if it will cost the City anything in dollars or lost time, or if it will harm the City's interests in anyway. 301 -1 Travel and Meeting Guidelines These guidelines are not intended to address every issue, exception or contingency that may arise in the course of City travel or attendance at meetings. Accordingly, the basic standard that should always prevail is to exercise good judgment in the use and stewardship of the City's resources. © ALLOWABLE EXPENSES Expenses incurred in connection with the following activities generally constitute authorized expenses, as long as the other guidelines of this policy are met, including good judgment in the use and stewardship of the City's resources. Communicating with representatives of regional, state and national government on City adopted policy positions. 2. Serving on professional organization or governmental committees, boards or task forces. 3. Attending educational seminars, conferences or organized educational activities designed to improve skill levels or provide information on topics important to City policy and operations. 4. Preparing research for City projects or implementing adopted City plans, policies, goals or programs. 5. Attending meetings involving activities or decisions important to City interests, consistent with adopted plans, policies, goals or programs. 6. Attending events where the City is a formal sponsor or participant, or in performance of official duties for the City. 7. Communicating with individuals or representatives of community groups on policy positions adopted by or under consideration by the City. 8. Recognizing volunteer or employee service to the City. 9. Engaging in other business related activities with a direct connection to the implementation of adopted City plans, policies, goals or programs. © PLANNING AN OFFICIAL TRIP How will you travel? When planning the transportation portion of your trip, you should consider all aspects of cost to the City —daily expenses, overtime, lost work time —as well as actual transportation costs. In general, common carrier (such as bus, train or plane) is the preferred mode of transportation. You should use an intercity bus, train or airplane unless there is a valid reason for using private transportation. For example, use of a City vehicle — especially if two or more employees or officials are traveling together —may be less expensive for travel within the State. However, as noted above, the increased time for automobile transportation —and the potential for lost work 301 -2 �u Travel and Meeting Guidelines time, overtime, or increased lodging costs — should be considered in determining the best mode of transportation. Transportation at Your Destination. If you need local transportation at your destination, use of public transit such as buses, streetcars and subways is appropriate: the City will reimburse you for these expenses. The City will also reimburse you for taxis when public transit or other common carriers are not reasonably available. If a car rental is required, you may use a City credit card or request reimbursement when you return (see Section 275 of the Financial Management Manual regarding guidelines and procedures for using City credit cards). Air Travel. All air travel on City business should be coach class. It is the City's policy to use discounted government or sponsoring group rates for transportation whenever these are offered and available. Traveling by Automobile. If you will be driving, you should use a City vehicle if one is available. You may use a City credit card to purchase gasoline or request reimbursement when you return. If a City vehicle is not available, or there is another reason why you should drive your personal car, you may do so with the approval of your department head. You will be reimbursed at the currently approved per mile rate (see Section 350 of the Financial Management Manual). The following intercity mileages provided by the Automobile Club of Southern California may be used: City One Wnv'1lt�leage. ° Cih._ _One Way Mtleage Anaheim 227 Sacramento 286 Bakersfield 137 San Diego 324 Fresno 138 San Francisco 231 Los Angeles 201 San Jose 188 Monterey 148 Santa Barbara 108 Oakland 228 Santa Maria 30 Additionally, you may also use third party sources such as "Yahoo Maps" in determining mileage reimbursements. To drive a privately owned vehicle on City business you must: 1. Possess a valid California driver's license. 2. Carry liability insurance limits required by the City's Risk Management Manual. 3. Realize that any damage to the car, needed service or repair occurring on the trip will be your responsibility, as these costs are included in the City's per mile cost reimbursement. 301 -3 c:� o Travel and Meeting Guidelines Mileage in -Lieu of Common Carrier Costs.. In the event that a common carrier would otherwise be the preferred mode of transportation, but you will use a personal car instead (subject to the approval guidelines set forth above), you will not be reimbursed more than the common carrier cost. When will you go? By what route? You should schedule your trip so that you leave at the latest reasonable hour and still arrive at your destination on time. You should also return promptly when your business is finished, thereby minimizing the time away from work and ensuring full reimbursement of all related expenses. You should generally take the most direct and commonly traveled routes. Other routes may be authorized when official business requires their use. If you take an indirect route or stop along the.way for personal "reasons, the City will not reimburse you for related expenses. What about compensation for travel time? When travel time exceeds your normal workweek, the City's rules for overtime apply. In determining overtime compensation, normal commute time should be deducted from the total travel time. Additionally, normal unpaid meal periods are not considered work time when you are traveling. Overtime eligibility applies equally to drivers and passengers, and should be granted whether the travel occurs during normal workdays, weekends or evenings. Wliere will you stay? The City will pay for a single room (including taxes and parking) for as many nights as necessary. The accommodations you use should be economical but practical. For example, it is preferable to stay at the hotel where a conference is held, even if that hotel may be slightly more expensive than others in the area.. Location is also important: a hotel close to where you will be conducting business may be slightly more expensive than outlying hotels, but it may be easier to achieve the City's travel goals by staying at the closer location. In general, you When conference or training sponsors should stay at the most reasonably priced have made arrangements for lodging, you should stay at one of these facilities and accommodations available consistent with the the cost should not exceed the maximum purpose and goals of your travel. group rate published by them. If you have a. question about using a particular hotel, obtain concurrence or direction from your department head before making a reservation. Should you make reservations? In the event that rooms are not available at one these facilities, you should stay at a comparable facility at a comparable cost, not to exceed the maximum group rate published by the sponsor. Whenever possible, you should make reservations. 'They are often required for large conferences. You can use a City credit card number to confirm reservations. Be sure to cancel any reservations you will not use. If the City is charged for an unused reservation, you will pay that charge unless circumstances requiring cancellation were reasonably beyond your control. 301-4 • 0 Teave_I and Meeting Guidelines, When making lodging reservations, be sure to ask about exemptions from the local transient occupancy tax (TOT): some cities exempt travelers on City business, others don't. If there is an exemption, you can save up to 15% on lodging costs depending on the local TOT rate. Almost all lodging operators will require an official, written claim for exemption. A sample for this purpose is provided in Exhibit A. Additionally, you should also ask about any discounted government or group rates; and use them if they are offered and available. O TRAVEL AUTHORIZATIONS TA's are required whenever the total estimated cost will exceed $200 or overnight accommodations will be required. Otherwise, credit cards or the City's standard voucher system may be used to request vendor payments or expense reimbursements. Department head approval of TA's is required, and out -of -state travel requires the further approval of the CAO. The first page of the completed TA and accompanying voucher requests should be submitted to your department head as far in advance as possible. The reverse side of the TA will be used when you return to account for your actual travel expenses. Department heads approving TA's are responsible for determining that the cost is reasonable and justified by the trip's purpose. They should be certain that: 1. The purpose cannot be accomplished by mail or telephone. 2. The seminar, meeting or conference is necessary to accomplish key City goals and objectives and is unavailable locally if overnight accommodations are required. 3. The minimum number of City staff members are going. 4. The itinerary ensures accomplishment of the purpose at the lowest reasonable cost. 5. The traveler understands and follows these guidelines. 6. There is enough money in the appropriate travel budget to cover the costs. Ultimately, the responsibility for following these guidelines and exercising good judgment in the use and stewardship of the City's resources rest with each City employee and official incurring travel, meeting or meal costs on City business. Requests for Cash in Advance and Payments to Vendors The City will pay all legitimate expenses of your trip or meeting. These include transportation, lodging; registration fees, meals and any other related expenses such as parking, baggage handling and telephone costs if they are for official business and fit within these guidelines. There are three ways to pay for travel expenses: direct vendor payments, cash advances /reimbursements and credit cards. Direct vendor payments are made by the City to an organization to pay for specific costs related to a trip — usually registration fees, lodging and airfare. Cash advances are lump sum payments made to you before you leave to cover expenses 301 -5 C Travel and Meeting Guidelines as they arise on the trip; and reimbursements (or refunds to the City) are processed after your travel is completed. Credit cards are issued pursuant to the City credit card policy (Section 275 of the Financial Management Manual). If you request a cash advance, your department head must review the amount to be sure it is reasonable. When you return, you must account for all expenses you incurred, and return the unused portion of the advance. You will be reimbursed the difference if the actual, authorized expenses you incurted exceed the amount advanced. To obtain either direct vendor payments or a cash advance, you must complete the appropriate sections of the TA and attach payment vouchers for all payments (including cash advances). You should also attach a copy of the approved CAO transmittal report (if required). You should retain a copy of the completed TA (both sides) because you will need it when you return to reconcile and account for your actual expenses. TA Forms. The TA Form is available as an Excel file on the City's Intranet. ® MAKING THE TRIP There are two key "golden rules" to remember about making an official trip: 1. Keep it official. 2. Keep records for all expenses. Keeping It Official If you take time away from official business for personal matters, or if you delay your return after completing your business, you will not be reimbursed for expenses incurred during that time. When combining business and personal travel in this manner, department head approval is required. If this extended period occurs during your regular scheduled work hours, the time will be counted as vacation, comp time (if available) or leave without pay. If you become sick and must delay your return, you will be reimbursed for your additional living expenses (except those directly related to your illness, such as physician or hospital costs) until you are able to return home. You should notify your supervisor as soon as possible if you become ill. The time will be counted as 'sick leave if it occurs during your normally scheduled work hours, and the City's normal sick leave rules will apply. And lastly, all expenses must be incurred in accordance with the guidelines set forth in this policy. Keeping Records for All Expenses As discussed below under Accounting for Expenses, you must maintain a detailed record of all expenses incurred during your travel: meals, transportation, lodging, baggage handling, parking 301 -6 r� Travel and Meeting Guidelines fees, registration fees, telephone (including reasonable calls to communicate home) and any other reasonable and necessary expenses. Receipts must be submitted for all expenses. In the event that receipts are not available, you must provide a written explanation of the circumstances as to why this is the case and reason you incurred this expense. Meal Guidelines The following amounts (including beverages, taxes and gratuities) are allowed for meals: Breakfast $10.00 Lunch 15.00 Dinner 35.00 As noted above, receipts are required for all meal costs. Because of reimbursement limitations by other agencies (such as P.O.S.T) or other budget constraints, department heads may authorize lower meal allowances. Any reimbursements exceeding these allowances require approval by the department head. In the event that there are conflicts between these guidelines and Memorandums of Agreement (MOA) with employee associations, the MOA will apply. If meals are provided without charge at a meeting or while in transit (meals served on a plane, for example), meal costs will not be reimbursed. O INCURRING NON - TRAVEL EXPENSES Special Events. The City will reimburse expenses incurred for such meetings and hospitality as may, from time to time, be determined by the Council to be appropriate. Costs for such special occasions will be determined by specific Council action authorizing such events. Local Meeting and Training Costs. The City will also reimburse expenses you incur in attending meetings or conferences held locally which do not include travel expenditures, subject to the following guidelines: 1. Meals not incurred as part of out -of -area or overnight travel are limited to activities outside of normal duties, such as business- related meetings held before or after regular working hours (including working lunches where this is the only time available) or extended overtime due to special projects or emergencies. 2. Meal reimbursements are not allowed as part of routine daily work assignments or training within City limits, unless part of the registration cost or the meal is served on site as part of the program to keep all participants together and not have them disperse for meals. 301 -7 Travel and Meeting Guidelines 3. Meals incurred during training held outside the City limits are only allowable when the training (including travel time) spans the normal meal period. For example, if training is held outside of the City limits from 9:00 until 10:30 AM at a location that is an hour away from the City, meal costs for lunch would not be reimbursable. However, meal costs for lunch under similar circumstances where the training is held from 9:00 AM to 3:00 PM would be reimbursable. 4. Reimbursement for meal costs in these circumstances are subject to the City's meal cost guidelines for overnight travel. Other Expenses. The City will reimburse you for costs incurred while at a meeting or other function when such costs are directly linked to the program or subject matter of the meeting. Examples of costs that may be borne by the City include printed materials, tapes or other training material that may be available for sale at the meeting. Alcoholic Beverages City funds should not be used to purchase alcohol or reimburse employees for alcohol related costs. The Council or CAO may approve exceptions to this policy on a case -by -case basis for special receptions or other unique circumstances. This discretion applies primarily to non - travel related expenditures such as special receptions, and not to routine travel or meetings by City employees. Spouses and Guests Spouses and guests are welcome to accompany you on City travel and at conferences, seminars and meetings. However, any additional costs associated with the participation of your spouse or other guests are your responsibility. Exceptions to this policy include the annual League of California Cities dinner and any other occasions as specifically approved by the Council. Guests As Passengers in City Vehicles. Due to liability concerns, non -City employees should not ride as passengers in City vehicles when it is not directly related to City business. However, department heads may approve exceptions on a case -by -case basis, subject to review by the Risk Manager. O ACCOUNTING FOR EXPENSES When you return from your trip or official function, a final accounting of all expenses must be approved by your department head and submitted to Finance within ten working days. An expense report is required in all cases — whether the advance and actual expenses are equal, you are eligible for additional reimbursement or you owe money to the City. 301-8 Travel and Meeting Guidelines The final accounting is made by completing the Travel Expense Report section on the reverse side of the TA. After completing the expense report, you should attach required receipts, sign the report attesting to its accuracy and submit it to your department head for review and approval. If you owe the City for the unused balance of a cash advance, you should pay the amount due to the cashier at your location and attach the cash register receipt to your expense report. A completed Travel Expense Report is required for the employee's vendor file, even when a trip does not have an employee advance or reimbursement because all payments were made via direct voucher or credit card. Department heads approving expense reports are responsible for ensuring that: I . All expenses are reasonable, necessary and consistent with these guidelines. 2. Any required receipts are attached. 3. The final disposition is correct (balance due employee; balance due City). 4. Any amounts due to the City are reimbursed. 5. Final accounting of all expenses is submitted to Finance. Upon approval by your department head, the expense report should be processed as follows depending upon the circumstances: If the City Owes You The expense report should be forwarded to Finance along with a voucher request for payment to you; the reimbursement will be processed on the next check register. If You Owe the City The expense report should be forwarded to Finance with the cash register receipt attached evidencing payment of the amount due. Processing Related Vouchers All travel related costs require payments to vendors via vouchers, whether it is direct payments to vendors (such as to the conference provider for registration or hotel for lodging), credit payments or reimbursements to employees. To ensure appropriate documentation for all such payments, copies of the TA or Travel Expense Report must accompany all vouchers as follows: 1. Vouchers Processed Before Travel Occurs. The TA must be attached to all related vouchers. 2. Vouchers Processed After Travel Occurs. The Travel Expense Report must be attached to all related vouchers. Note: When CAO approval is required, documentation of this must also be attached to all related vouchers. 301 -9 Travel and Meeting Guidelines 0 COMPLETING TRAVEL AUTHORIZATIONS AND EXPENSE REPORTS The following charts and tables provide an overview of the City's travel procedures, instructions for completing the TA and Expense Report forms, and completed samples. Approved by the Council on November 14, 2006 (Resolution No. 9850) 301 -10 0 C Travel and Meetinq Guidelines OVERVIEW OF TRAVEL PROCEDURES Traveler . Consult with Department Head on the need for travel. • Plan itinerary, transportation & lodging. • Complete Travel Authorization (TA); attach vouchers for employee cash advance (if needed) and each direct vendor payment requested. Department Head • Review TA for conformance with City travel STEP 1 guidelines and department priorities. Travel Authorization • Verify that adequate funding exists in the appropriate travel budget to cover all costs. • Approve TA, provide a copy to the employee and submit to Finance for payment processing. Finance • Make cash advance and vendor payments. • File TA in employee's vendor file. Traveler • Complete and submit expense report section of the TA accounting for all expenses to the Department Head within 10 working days after completion of travel. • .Attach any required receipts. • Sign report attesting to its accuracy. • Pay cashier at your location and attach cash register receipt if a balance is due to the City. STEP 2 Department Head • Review expense report for conformance with City Expense Reporting travel guidelines. • Verify accuracy of balances and disposition. • Approve expense report, make a copy for departmental records and submit to Finance; attach voucher request if funds are due to the employee. Finance • File expense report in employee's vendor file and process any payment due to the employee if requested. 301 -11 Travel and Meeting Guidelines COMPLETING THE TRAVEL AUTHORIZATION OVER The Travel Authorization (TA) form should be prepared whenever the total estimated cost of travel is more than $200 or overnight lodging is required. The TA is a two -sided form: the front side provides for approval of the travel, summarizes the cost and provides documentation for any cash advance to the employee and direct payments to vendors; the reverse side is for reporting actual expenses within 10 days after travel is completed and reconciling. Completing the form itself is largely self- explanatory, and a completed sample is provided for your information. The following highlights key areas of the TA form: Appropriate vouchers, purchase orders or credit card requests should be attached to the TA when it is submitted to Finance for processing. 4. Itinerary. Summarizes when and where the employee will be traveling. 5. Approvals. Provides a signature box for the employee and approval by the Department Head. Out -of -state travel requires the further approval of the CAO. TRAVEL EXPENSE REPORT:. SIDE 2 For reporting actual expenses upon completion of travel and reconciling this amount to any cash advance received, the reverse side of the TA is organized into four major sections: TRAVEL AUTHORIZATION: SIDE 1 1. Actual Expense Detail. Itemizes actual expenses by type for each day of your trip The front side of the TA is organized into five (spaces are provided for dates and expense major sections: categories not pre - listed). 1. General Information. Identifies who is 2. Mileage Detail: Personal Vehicle. going, where the meeting or conference will Summarizes miles and cost if you were be held, how long the employee will be authorized to use a personal vehicle for the gone, how much it will cost, and the account trip. number that should be charged. 2. Purpose. Describes the reason for the trip. 3. Cost and Payment Summary. Outlines the estimated cost of the trip by expense type (registration, transportation, lodging, meals; spaces are provided to add categories not pre - listed), vendors to whom payment will be made .(including cash advances to the employee), method of payment (voucher, purchase order, credit card), and amount. A summary is then provided of the payments to be made to the employee, vendors, or by credit card. 301 -12 3. Travel Expense Summary. Totals expenses for the trip and reconciles them with any cash advance received, resulting in either a balance due to the employee or due to the City. 4. Approvals. Provides a signature box for the employee and approval by the Department Head (and CAO if required). C Travel and Meetinq Guidelines city of san Luis osispo N TRAVEL AUTHORIZATION 14 This form should be completed in legible handwriting or in Excel using the Ci i''s standard template Employee Department lPosition James Logan Finance Finance Manager Destination No. of Days I Account No. Amount Fresno 3 1 100.25140.7459 $475.00 PURPOSE Attend seminarsponsored by the GFOA on new financial reporting model GASB 34). COST SUMMARY Description Vendor Payment Method Amount Registration GFOA Voucher 195.00 Air Fare 1015 - 5 PM San Luis Obisp 1085 - 8 PM Lodging Holiday Inn Credit card 185.00 Meals Employee Voucher 75.00 Mileage - Personal Vehicle Gasoline - City Vehicle Service Station Credit card 20.00 Rental Car TOTAL 475.00 ITINERARY Departure Daternme Arrival Daternme San Luis Obispo 10/3 - 9:00 AM Fresno 10/3 - Noon Fresno 1015 - 5 PM San Luis Obisp 1085 - 8 PM SaratEfspeth 9/17/2003 1 jawmlimO 9/18/2003 n9 •>;y Employee I Date Isupervisor Date Jam fc4m 1 9/15/2003 .2ufia7fernandez 9/16/2003 Department Head I Date CAO Of Required) Date SaratEfspeth 9/17/2003 1 jawmlimO 9/18/2003 Use the reverse side of this form for reporting actual expenses within 10 working days after your return. 301 -13 Travel and Me C J Guidelines city of san Luis osispo TRAVEL EXPENSE REPORT This form should be completed in legible handwriting or in Excel using the City's standard template TRAVEL EXPENSE DETAIL sail? (e Description Date TOTAL 10/3 10/4 10 15 T 75.00 138 Registration 195.00 138 195.00 Air Fare Standard mileage tables provided in the Ci v's irm -e/ Total Miles - Personal Vehicle guidelines in" be used in lieu of odometer readings Reimbursement Q $0.360 per mite 276 $99.36 Lodging 96.25 96.25 192.50 Breakfast 10.00 10.00 20.00 Lunch " 15.00 15.00 Dinner 25.00 22.59 47.59 Gasoline Rental Car Parking 10.00 10.00 20.00 Telephone 1.50 2.25 0.75 4.50 Downtown Shuttle 1.00 1.00 2.00 • Included in registration Receipts most be attached for all lodging expenses and any individual expenses in excess of 825. MILEAGE DETAIL - PERSONAL VEHICLE TOTAL 1 $496.59 De arture/Destination Odometer Readin s Trip Miles Starting Mileage Ending Mileage San Luis Obispo to Fresno (Per Standard Mileage) Cash Advances to Employee 75.00 138 Fresno to San Luis Obispo 138 Standard mileage tables provided in the Ci v's irm -e/ Total Miles - Personal Vehicle guidelines in" be used in lieu of odometer readings Reimbursement Q $0.360 per mite 276 $99.36 By signing this expense report, Ilse employee certifies that the amounts listed were incurred in conformance with the City's travel guidelines and that no part is claimed for reimbursement of a personal nature. TRAVEL EXPENSE SUMMARY Total Travel Expenses $595.95 Voucher /Credit Card Purchases 387.50 Cash Expenses Paid By Employee 208.45 Cash Advances to Employee 75.00 Amount Due Employee (City) $133.45 Emplo eee I Date IDepartment Head Date jam fqjim 10/14/2003 SaradEhpeth 10/15/2003 301 -14 Travel and Meeting Guidelines iillallll'���j IIIIIiIII; Clty Of A;I, San WIS OBISPO 990 Palm Street ■ San Luis Obispo, CA 93401 CLAIM FOR EXEMPTION FROM TRANSIENT OCCUPANCY TAX The undersigned claims exemption from paying city transient tax charged for the period from through . The undersigned claims this exemption for who is on official business as an employee of the City of San Luis Obispo. NOTE: Operators of hotels should not accept this application unless the person presenting it shows satisfactory identification. A separate application is required for each occupancy period. I declare under penalty of perjury of the laws of the State of California that the foregoing is true and correct: [Signature of Authorizing Official] Sara Elspeth, Date Director of Department ®The City of San Luis Obispo is committed to including disabled persons in all of our services, programs and activities. Telecommunications Device for the Deaf (805) 781 -7410. 301 -15 7A/ 7- Z � /"` lltllt=l (1/1- Z- I 'I'D