SANTA MARIA PUBLIC AIRPORT DISTRICT BOARD OF DIRECTORS
Thursday Administration Building December 12, 2019 Airport Boardroom 7:00 P.M.
REGULAR MEETING A G E N D A
This agenda is prepared and posted pursuant to the requirements of the California Government Code Section 54954.2. By listing a topic on this agenda, the Santa Maria Public Airport District has expressed its intent to discuss and act on each item. The Santa Maria Public Airport District welcomes orderly participation at its meetings from all members of the public. This includes assistance under the Americans with Disabilities Act to provide an equally effective opportunity for individuals with a disability to participate in and benefit from District activities. To request assistance with disability accommodation, please call (805) 922-1726. Notification at least 48 hours prior to the meeting would enable the Santa Maria Public Airport District to make reasonable arrangements to ensure accessibility to this meeting.
CALL TO ORDER
PLEDGE OF ALLEGIANCE
ROLL CALL: Rafferty, Adams, Engel, Brown, Baskett
1. ORGANIZATIONAL MEETING OF THE BOARD OF DIRECTORS-ELECTION OF OFICERS PURSUANT TO ARTICLE 1, SECTION 5 OF THE OFFICIAL ADMINISTRATIVE CODE OF THE DISTRICT.
2. APPOINTMENT OF MEMBERS TO COMMITTEES AND ASSIGNMENT TO LIAISON POSITIONS.
3. MINUTES OF THE REGULAR MEETING HELD NOVEMBER 14, 2019.
4. COMMITTEE REPORT(S):
a) AVIATION SUPPORT & PLANNING (Standing or Ad Hoc) b) ADMINISTRATION & FINANCIAL (Standing or Ad Hoc) c) MARKETING & PROMOTIONS (Standing or Ad Hoc) d) CITY & COUNTY LIAISON e) STATE & FEDERAL LIAISON f) VANDENBERG LIAISON g) BUSINESS PARK COMMITTEE (Ad Hoc)
5. GENERAL MANAGER’S REPORT 6. MANAGER OF FINANCE & ADMINISTRATION REPORT
a) Demand Register c) Financial Statements b) Budget to Actual
7. DISTRICT COUNSEL’S REPORT. (Joshua George and Natalie Frye Laacke)
8. PUBLIC SESSION: Statements from the floor will be heard during public session. Request to Speak forms are provided for those wishing to address the board. After completing the form, please give it to the Clerk. Requests requiring board action will be referred to staff and brought on the next appropriate agenda. Members of the public are cordially invited to speak on agenda items as they occur. Staff reports covering agenda items are available for review in the offices of the General Manager on the Tuesday prior to each meeting. The Board will establish time limit for receipt of testimony. The board reserves the right to establish further time limits for receipt of testimony.
9. The Consent Calendar is approved by ROLL CALL VOTE on one Motion. These items are read only on request of Board members.
The following items are presented for Board approval without discussion as a single agenda item in order to expedite the meeting. SHOULD ANYONE WISH TO DISCUSS OR DISAPPROVE ANY ITEM, it must be dropped from the blanket Motion of approval and be considered as a separate item.
It is the recommendation of staff that the Board receives, and file and/or approve the following leases and agreements or other routine items and authorize the President and Secretary to execute them:
a) AUTHORIZATION FOR THE GENERAL MANAGER TO PROCEED WITH LED LIGHTING RETRO-FIT PROJECTS.
b) AUTHORIZATION FOR THE PRESIDENT AND THE GENERAL MANAGER TO EXECUTE CHANGE ORDER NO. 3 FOR THE TAXILANE REHABILITATION PROJECT BETWEEN THE DISTRICT AND J.F. WILL COMPANY, INC.
10. DISCUSSION AND DIRECTION TO STAFF REGARDING LONG-TERM AVIATION & NON-AVIATION LAND LEASE POLICY.
11. ADOPTION OF RESOLUTION 882. A RESOLUTION OF THE BOARD OF DIRECTORS OF THE SANTA MARIA PUBLIC AIRPORT DISTRICT APPROVING THE POLICY FOR RETENTION OF DOCUMENTS AND DESTRUCTION OF SPECIFIED DOCUMENTS.
12. DISCUSSION AND DIRECTION TO STAFF REGARDING THE OFFICIAL LOGO.
13. DISCUSSION AND DIRECTION TO STAFF REGARDING SWITCHING BANKS FOR DISTRICT CREDIT CARD SERVICES.
14. DISCUSSION AND DIRECTION TO STAFF REGARDING ACCESS BADGE FEES. 15. CLOSED SESSION. The Board will hold a Closed Session to discuss the following item(s):
a) Conference with Real Property Negotiators (Chris Hastert, Kerry Fenton and District Counsel) Re: 3249 Terminal Drive, Suite 104 (Gov. Code Section 54956.8)
b) Conference with Real Property Negotiators (Chris Hastert, Tom Ross and District Counsel) Re: APN 111-231-17 (Gov. Code Section 54956.8).
c) Conference with Legal Counsel-Pending litigation pursuant to Government Code Section 54956.9(d)(4): 1 Case SMPAD v. Sylvia Saucedo.
16. DIRECTORS’ COMMENTS.
17. ADJOURNMENT. Agenda Item 2 12/12/19 2020 SMPAD BOARD OF DIRECTORS COMMITTEE AND LIAISON APPOINTMENTS
AVIATION SUPPORT & PLANNING (Standing or Ad Hoc)
Directors Brown & Rafferty
ADMINISTRATION & FINANCIAL (Standing or Ad Hoc)
Directors Rafferty & Adams
MARKETING & PROMOTIONS (Standing or Ad Hoc)
Directors Adams & Brown
BUSINESS PARK (Standing or Ad Hoc)
Directors Engel & Adams
CITY & COUNTY LIAISON
Directors Engel & Rafferty
STATE & FEDERAL LIAISON
Directors Brown & Rafferty
VANDENBERG LIAISON
Directors Rafferty & Baskett Agenda Item 3 12/12/19
1 MINUTES OF THE REGULAR BOARD 2 MEETING OF THE BOARD OF DIRECTORS 3 OF THE SANTA MARIA PUBLIC AIRPORT 4 DISTRICT HELD NOVEMBER 14, 2019 5 6 The Board of Directors of the Santa Maria Public Airport District held a Regular 7 Meeting at the regular place at 7:00 p.m. Present were Directors Rafferty, Adams, 8 Engel, Brown and Baskett. General Manager Hastert, Manager of Finance & 9 Administration Reade and District Counsel George. 10 11 1. MINUTES OF THE REGULAR MEETING HELD October 24, 2019. Director 12 Baskett made a Motion to approve the minutes of the regular meeting held October 13 24, 2019. Director Adams Seconded and it was carried by a 5-0 vote. 14 15 2. COMMITTEE REPORT(S): 16 17 a) AVIATION SUPPORT & PLANNING (Standing or Ad Hoc) – The committee 18 met and reviewed the Hangar Use Policy and decided no changes to policy 19 were necessary. They also discussed the use of Drones and will be drafting a 20 policy that will also be provided on the website. 21 22 b) ADMINISTRATION & FINANCIAL (Standing or Ad Hoc) – No meeting 23 scheduled. 24 25 c) MARKETING & PROMOTIONS (Standing or Ad Hoc) – No meeting 26 scheduled. 27 28 d) CITY & COUNTY LIAISON – No meeting scheduled. 29 30 e) STATE & FEDERAL LIAISON – No meeting scheduled. 31 32 f) VANDENBERG LIAISON – No meeting scheduled. 33 34 g) BUSINESS PARK COMMITTEE (Ad Hoc) – The committee met, and the item 35 was added to closed session for discussion with the full board. 36 37 3. GENERAL MANAGER’S REPORT. Mr. Hastert notified the Board he gave a tour 38 of the airport to the CEO Roundtable group. He was principal for a day at a local 39 school and attended a future business leaders’ luncheon. He met with City staff 40 to discuss ag wells and joint operations on future projects. He also spoke about 41 our upcoming tenant gathering on December 17th. 42 43 4. MANAGER OF FINANCE & ADMINISTRATION REPORT. 44 45 The Manager of Finance & Administration presented the Demand Register to the 46 Board for review and approval. 47 48 a) Demand Register. The Demand Register, covering warrants 067236 through 49 067281 in the amount of $515,964.00 was recommended for approval as 50 presented. Director Baskett made a Motion to accept the Demand Register 51 as presented. Director Engel Seconded and it was carried by a 5-0 vote.
-1- 1 b) Quarterly Investment Report. Received and filed. 2 3 5. DISTRICT COUNSEL’S REPORT. District Counsel George asked the Board to 4 consider adding one item to closed session. Director Adams made a Motion to 5 approve. Director Baskett Seconded and it was carried by a 5-0 vote. 6 7 District Counsel met with staff to discuss updating our retention policy. The item 8 will be brought to the Board at a later time. 9 10 6. PUBLIC SESSION: Statements from the floor will be heard during public session. 11 Request to Speak forms are provided for those wishing to address the board. After 12 completing the form, please give it to the Clerk. Requests requiring board action 13 will be referred to staff and brought on the next appropriate agenda. Members of 14 the public are cordially invited to speak on agenda items as they occur. Staff 15 reports covering agenda items are available for review in the offices of the General 16 Manager on the Tuesday prior to each meeting. The Board has established a five- 17 minute time limit for receipt of testimony. The board reserves the right to establish 18 further time limits for receipt of testimony. 19 20 Dave Baskett requested to speak. Please see attached remarks. 21 22 7. The Consent Calendar is approved by ROLL CALL VOTE on one Motion. These 23 items are read only on request of Board members. 24 25 The following items are presented for Board approval without discussion as a 26 single agenda item in order to expedite the meeting. SHOULD ANYONE WISH 27 TO DISCUSS OR DISAPPROVE ANY ITEM, it must be dropped from the blanket 28 Motion of approval and be considered as a separate item. 29 30 It is the recommendation of staff that the Board receives, and file and/or approve 31 the following leases and agreements or other routine items and authorize the 32 President and Secretary to execute them: 33 34 a) Authorization for the President and General Manager to execute Change Order 35 No. 1 & 2 for the Taxilane Pavement Rehabilitation project between the District 36 and The J.F. Will Company. 37 38 b) Authorization for the President and General Manager to execute Change Order 39 No. 1 for the Airfield Pavement Marking project between the District and Cal 40 Stripe, Inc. 41 42 Director Adams made a Motion to approve Consent Calendar Items 7(a) through 43 7(b) as presented. Director Baskett Seconded and it was carried by a 5-0 vote. 44 Directors Rafferty, Adams, Engel, Brown and Baskett voted “Yes”. 45 46 8. Authorization for Director Baskett to attend the Counter UAS Winter Summit to be 47 held March 31, 2020 through April 2, 2020 in Washington, DC. Director Baskett 48 made a Motion to approve. There was no Second, the motion was denied. 49 50 9. Chamber of Commerce update presented by Glenn Morris and Suzanne Singh. 51
-2- 1 10. Adoption of Resolution 881. A Resolution of the Board of Directors of the Santa 2 Maria Public Airport District expressing appreciation to Esmeralda Mendoza for 3 service as the head of the volunteers for the Central Coast AirFest. Director Brown 4 made a Motion to approve. Director Adams Seconded and it was carried by a 5-0 5 vote. Directors Rafferty, Adams, Engel, Brown and Baskett voted “Yes”. 6 7 RECESS: At 7:34 p.m. 8 9 Return to OPEN SESSION: At 7:40 p.m. The Board and staff reconvened to Open 10 Session. 11 12 11. CLOSED SESSION. At 7:40 p.m. the Board went into Closed Session to discuss 13 the following item(s): 14 15 a) Conference with Real Property Negotiators (Chris Hastert, Kerry Fenton and 16 District Counsel) Re: 3249 Terminal Drive, Suite 104 (Gov. Code Section 17 54956.8) 18 19 b) Conference with Legal Counsel-Pending litigation pursuant to Government 20 Code Section 54956.9(d)(4): 1 case SMPAD v. David Baskett. 21 22 c) Conference with Real Property Negotiators (Chris Hastert, Tom Ross and 23 District Counsel) Re: APN 111-231-9 (Gov. Code Section 54956.8) 24 25 At 8:18 p.m., the Board and staff reconvened to Open Public Session. 26 27 There were no reportable actions. 28 29 12. DIRECTORS’ COMMENTS: Director Adams had no comment and Director 30 Brown left prior to comments. 31 32 Director Engel asked about Ground Lease Appraisals. He also asked to discuss 33 the long-term aviation land lease policy at the next meeting. 34 Director Baskett inquired about the item that District Counsel Frye Laacke had 35 been working on regarding gifts of public funds. He asked if there had been an 36 update. District Counsel George stated there had not been. He stated that 37 drones are a threat and he would support someone else attending the upcoming 38 conference if the Board felt uncomfortable sending him. Director Baskett pointed 39 out that due to the holiday’s and other events that we have only had one meeting 40 per month, and he is in support of making that change permanent. He also stated 41 that he would like to look into solar for energy efficiency. 42 43 Director Rafferty wished everyone a Happy Thanksgiving. 44 45 13. ADJOURNMENT. President Rafferty asked for a Motion to adjourn to a Regular 46 Meeting to be held on December 12, 2019 at 7:00 p.m. at the regular meeting 47 place. Director Adams made that Motion, Director Engel Seconded and the Motion 48 was carried by a 5-0 vote. 49 50 51
-3- 1 ORDER OF ADJOURNMENT 2 This Regular Meeting of the Board of Directors of the Santa Maria 3 Public Airport District is hereby adjourned at 8:26 p.m. on 4 November 14, 2019. 5 6 7 8 ______9 Hugh Rafferty, President 10 11 12 13 ______14 Carl Engel, Secretary 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 43 44 45 46 47 48 49 50
-4- 1 14 November 2019 2 SMAPD Board meeting 7 PM
3
4 Mr. Carl Engel
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6 It is public record, that you stated that you had 7 embarrassing, very embarrassing information on 8 me.
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10 It is in the public record, that I have asked you to 11 bring that embarrassing, very embarrassing 12 information and show it in public.
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14 It is in the public record, that you have not done 15 so.
16
17 Let us close this issue:
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19 For the public record, will you state that you do 20 not have and never had had such information?
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22 ………………………………………………………. 23 ································································ 24 ·························???????
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26 David E. Baskett- Director
-5- Agenda Item 6a 2019-2020 12/12/19
DEMAND REGISTER SANTA MARIA PUBLIC AIRPORT DISTRICT
Full consideration has been received by the Santa Maria Public Airport District for each demand, numbers 067283 to 067440, and electronic payments on Pacific Premier Bank and in the total amount of $977,688.39.
______CHRIS HASTERT DATE GENERAL MANAGER
The undersigned certifies that the attached register of audited demands of the Santa Maria Public Airport District for each demand, numbers 067283 to 067440, and electronic payments on Pacific Premier Bank in the total amount of $977,689.39 has been approved as being in conformity with the budget approved by the Santa Maria Public Airport District and funds are available for their payment.
VERONEKA READE DATE MANAGER OF FINANACE AND ADMINISTRATION
THE BOARD OF DIRECTORS OF THE SANTA MARIA PUBLIC AIRPORT DISTRICT APPROVED PAYMENT OF THE ATTACHED WARRANTS AT THE MEETING OF DECEMBER 12, 2019.
______CARL ENGEL JR. SECRETARY Santa Maria Public Airport District
Demand Register
Check Check Document Vendor Name Description Number Date Amount
067283 11/14/2019 Chuck Adams 300.00 Directors Fees 067284 11/14/2019 Aflac 374.70 Voluntary Ins. - Employee * 067285 11/14/2019 AGM Santa Maria, LP 500.00 Airport Advertising * 067286 11/14/2019 AHC Foundation 1,872.63 Airfest Advertising * 067287 11/14/2019 AT&T 345.73 Phone Service * 067288 11/14/2019 Assoc. of California Airports 75.00 Membership Renewal * 067289 11/14/2019 Aviation Week & Space 309.00 Subscription * 067290 11/14/2019 Bedford Enterprises, Inc. 304.63 Trash Removal * 067291 11/14/2019 Blueglobes, Inc. 1,150.90 Lighting & Nav Aid Maint. * 067292 11/14/2019 Bomar 9,700.52 Security Service * 067293 11/14/2019 Boyer's Diesel 360.00 Heavy Equipment Maint. * 067294 11/14/2019 Brayton's Sweep 500.00 Street Sweeping * 067295 11/14/2019 Cal Stripe Inc 221,364.73 Striping Project * 067296 11/14/2019 CED 534.17 Lighting Maintenance * 067297 11/14/2019 Coast Networx 420.00 Computer Support * 067298 11/14/2019 Clark Pest Control 660.00 Pest Control * 067299 11/14/2019 Dimes Media 500.00 Airfest Advertising * 067300 11/14/2019 COOPER CROUSE-HINDS,LLC 41,859.47 Airfield lighting Vault * 067301 11/14/2019 Carl Engel, Jr. 200.00 Directors Fees * 067302 11/14/2019 Fastenal Company 425.46 Shop Supplies * 067303 11/14/2019 Fedak & Brown LLP 3,000.00 Annual Audit * 067304 11/14/2019 Frontier Communications 1,430.12 Telephone Service * 067305 11/14/2019 G Brothers 188.50 Airfest Vendor * 067306 11/14/2019 Hayward Lumber Company 14.13 MHP - Maintenance * 067307 11/14/2019 J.D. Humann 5,360.50 Landscape Maintenance * 067308 11/14/2019 KTAS-TV 500.00 Airfest Advertising * 067309 11/14/2019 Lowe's 129.16 Terminal Maintenance * 067310 11/14/2019 MarTeeny Designs 275.00 Web Page Maint. * 067311 11/14/2019 McMasters and Carr 576.67 Terminal Maintenance * 067312 11/14/2019 Mission Uniform Service 501.61 Uniform Service * 067313 11/14/2019 SM Museum of Flight 3,500.00 Advertising * 067314 11/14/2019 Pacific Telemanagement 227.92 Pay Phone Service * 067315 11/14/2019 PG&E 616.82 Terminal/Admin./Main Hangar * 067316 11/14/2019 Hugh Rafferty 300.00 Directors Fees * 067317 11/14/2019 ReadyRefresh by Nestle 177.52 Water Delivery * 067318 11/14/2019 Safety-Kleen 232.50 Solvent * 067319 11/14/2019 Service Star 11,692.95 Janitorial Service * 067320 11/14/2019 S Lombardi & Assoc., Inc. 1,430.00 Airport Advertising * 067321 11/14/2019 Radisson Hotel-Santa Maria 63,448.00 Airfest Lodging * 067322 11/14/2019 Smith's Alarms 630.00 Fire Alarm Service * 067323 11/14/2019 Taco's Mexico 1,170.00 Airfest Volunteer Lunch * 067324 11/14/2019 Toshiba Financial Services 501.43 Copier Lease * 067325 11/14/2019 Treasure Electronics 5,800.00 Airfest Safety and Security * 067326 11/14/2019 VTC Enterprises 70.00 Trash - Paper Recycling * 067327 11/14/2019 Health Sanitation Services 553.79 Airfest Safety and Security * 067328 11/14/2019 Rio Broadcasting 500.00 Airfest Advertising * 11/27/2019 067329 -06342 Void * 067343 11/27/2019 Adamski Moroski 5,691.64 Legal Service * 067344 11/27/2019 Advantage Answering Plus 597.73 Answering Service * 067345 11/27/2019 AT&T 42.34 Phone Service * 067346 11/27/2019 Big Red Marketing 13,275.78 Airfest Gala VIP Tent * 067347 11/27/2019 Blueglobes, Inc. 1,030.59 Lighting & Nav Aid Maint. * 067348 11/27/2019 Bomar 961.00 Security Service * 067349 11/27/2019 Boyer's Diesel 135.00 Heavy Equipment Maint. * 067350 11/27/2019 CalPortland Construction 21,281.29 Terminal Apron Reconstruction * 067351 11/27/2019 CED 548.04 Lighting Maintenance * 067352 11/27/2019 City of Guadalupe 1,353.51 Security Service * 067353 11/27/2019 City of Santa Maria 402.76 Water Invoice * 067354 11/27/2019 City of Santa Maria-Util Div 6,118.65 Water Invoices * 067355 11/27/2019 Clark Pest Control 916.00 Pest Control - Terminal & Adm. * 067356 11/27/2019 Comcast 1,114.99 Cable/Internet /Digital Voice * 067357 11/27/2019 De Lage Landen 102.18 Lease/Maint. - Copier * 067358 11/27/2019 Federal Express 27.12 Freight & Common Carrier * 067359 11/27/2019 Kerry Fenton 1,139.52 Travel Expense * 067360 11/27/2019 Ferguson Enterprises, Inc. 216.41 Buildg. Maint. * 067361 11/27/2019 Frontier Communications 716.87 Telephone Service * 067362 11/27/2019 Dennis Haily 218.06 Tenant Refund * 067363 11/27/2019 Yekaterina Haussler 245.00 Employee Pd Med Exp Reimbursement * 067364 11/27/2019 Home Motors 121.13 OPS Truck * 067365 11/27/2019 IN COLOR 3,020.00 Aviation Marketing * 067366 11/27/2019 Industrial Truck Body 4,124.60 Tool Box for Truck * 067367 11/27/2019 J B Dewar, Inc 823.93 Fuel Expense - Gas/Diesel * 067368 11/27/2019 Limotta Internet Technologies 1,610.00 Computer Support Services * 067369 11/27/2019 Local Copies, Etc. 100.82 Printing & Stationary * 067370 11/27/2019 LSC Communications 30.34 Publications * 067371 11/27/2019 McMasters and Carr 165.20 Building Maint. - Terminal * 067372 11/27/2019 J.F. Will Company, Inc. 35,318.94 Taxilane Project * 067373 11/27/2019 Mead & Hunt, Inc. 10,464.39 Air Service Consulting * 067374 11/27/2019 Mission Uniform Service 316.65 Uniform Service * 067375 11/27/2019 Napa Auto Parts 56.52 Auto parts * 067376 11/27/2019 Neopost USA, Inc. 200.00 Postage * 067377 11/27/2019 Pat's Automotive 467.25 Auto Maintainance * 067378 11/27/2019 Principal Financial Group 2,754.16 Dental, Life, Disability, Visi * 067379 11/27/2019 Quinn Company 652.40 Equipment Rental * 067380 11/27/2019 Hugh Rafferty - Reimburse 69.60 Expense Reimbursement * 067381 11/27/2019 Reza Resekh 250.00 Tenant Refund * 067382 11/27/2019 Safety-Kleen 173.71 Solvent * 067383 11/27/2019 Sage Institute Inc. 4,875.10 Consulting Service * 067384 11/27/2019 San Luis Powerhouse 2,495.89 Generator Maintenance * 067385 11/27/2019 Santa Maria Breakfast Rotary 1,400.00 Banner Sponsorship * 067386 11/27/2019 Smith's Alarms 605.63 Fire Alarm Service * 067387 11/27/2019 Speciality Glass 125.36 Terminal Maintenance * 067388 11/27/2019 State Water Resources 358.65 Water Rights Permit * 067389 11/27/2019 Tartaglia Engineering 96,033.00 AIP/Taxilane/Striping * 067390 11/27/2019 Ultrex Business Solutions 4.08 Office Supplies * 067391 11/27/2019 WageWorks 100.00 Cafeteria Plan - Admin. Fee * 067392 11/27/2019 Zoom Imaging Solutions, Inc. 8.72 Copier * 067393 11/27/2019 PATHPOINT 2,000.40 Airport Maintenance Service * 067394 11/27/2019 Ponek Appraisal 4,000.00 Planning and Marketing 067395 12/5/2019 Tartaglia Engineering 11,760.50 AIP 36 Phase II Apron 067396 12/5/2019 CalPortland Construction 133,656.41 AIP 36 Phase II Apron 067397 12/11/2019 AAF 2,500.00 Airfest Performer 067398 12/11/2019 Chuck Adams 300.00 Directors Fees 067399 12/11/2019 Architect's Consulting Service 1,211.50 Architect Services Roof 067400 12/11/2019 AT&T 111.86 Phone Service 067401 12/11/2019 Bagby Plumbing 781.84 Terminal Maintenance 067402 12/11/2019 Blueglobes, Inc. 1,121.63 Lighting & Nav Aid Maint. 067403 12/11/2019 Bomar 5,913.81 Security Service 067404 12/11/2019 Brayton's Sweep 950.00 Street Sweeping 067405 12/11/2019 Steve Brown 200.00 Directors Fees 067406 12/11/2019 Coast Networx 210.00 Computer Support 067407 12/11/2019 CHEMSEARCHFE 509.71 Maintenance Shop 067408 12/11/2019 City of Guadalupe 16,242.89 Security Service 067409 12/11/2019 City of Santa Maria 1,371.00 Water Invoice 067410 12/11/2019 Clark Pest Control 330.00 Pest Control 067411 12/11/2019 Coastline Equipment Company 721.92 Heavy Equipment Maint. 067412 12/11/2019 Calif. Special Districts Assoc 120.00 SBCCSDA Dinner 067413 12/11/2019 Fedak & Brown LLP 3,168.00 Annual Audit 067414 12/11/2019 Fence Factory 1,650.00 Fencing & Gates 067415 12/11/2019 Frontier Communications 1,365.74 Telephone Service 067416 12/11/2019 The Gas Company 605.22 Utilities 067417 12/11/2019 Carl Engel, Jr. 200.00 Directors Fees 067418 12/11/2019 Hayward Lumber Company 1,079.61 MHP - Maintenance 067419 12/11/2019 Ray Heath 3,575.20 Consulting Service 067420 12/11/2019 J B Dewar, Inc 571.21 Fuel Expense 067421 12/11/2019 Limotta 805.00 Computer Support Services 067422 12/11/2019 Lowe's 103.36 Terminal Maintenance 067423 12/11/2019 MarTeeny Designs 275.00 Web Page Maint. 067424 12/11/2019 McMasters and Carr 139.99 Terminal Maintenance 067425 12/11/2019 Mission Uniform Service 132.89 Uniform Service 067426 12/11/2019 Carla Osborn 232.57 Reimbursement 067427 12/11/2019 PATHPOINT 1,424.01 Airport Maintenance Service 067428 12/11/2019 PG&E 23.36 Terminal/Admin./Main Hangar 067429 12/11/2019 Quinn Company 275.39 Equipment Rental 067430 12/11/2019 Hugh Rafferty 300.00 Directors Fees 067431 12/11/2019 ReadyRefresh by Nestle 177.40 Water Delivery 067432 12/11/2019 Service Star 11,328.02 Janitorial Service 067433 12/11/2019 Sherwin-Williams 181.62 Painting Supplies 067434 12/11/2019 S Lombardi & Assoc., Inc. 26,326.14 Airfest Advertising 067435 12/11/2019 Toshiba Financial Services 547.54 Copier Lease 067436 12/11/2019 Verizon Wireless 921.67 Cell Phones 067437 12/11/2019 VTC Enterprises 70.00 Trash - Paper Recycling 067438 12/11/2019 Zee Medical Service Company 194.83 First Aid 067439 12/11/2019 Lowe's 103.36 Terminal Maintenance 067440 12/11/2019 McMasters and Carr 139.99 Terminal Maintenance 847,374.70
11/14/2019 Paychex 26,458.83 Payroll 11/15/2019 Paychex 708.45 Payroll 11/15/2019 Paychex 5,377.59 Payroll Taxes 11/15/2019 Mass Mutual 4,069.42 Employee Paid Retirement 11/15/2019 CalPERS 125.67 Retirment Payment 11/18/2019 Paychex 355.04 Payroll 11/8/2019 CalPERS 5,651.37 Retirement Payment 11/27/2019 Paychex 25,092.51 Payroll 11/29/2019 Paychex 5,152.04 Payroll Taxes 11/29/2019 Card ServiceCenter 7,530.01 Business Travel & Enter. 11/29/2019 Card ServiceCenter 2,400.33 Business Travel & Enter. 11/29/2019 Card ServiceCenter 867.09 Business Travel & Enter. 12/4/2019 Card ServiceCenter 12,588.65 Business Travel & Enter. 12/4/2019 Mass Mutual 4,069.42 Employee Paid Retirement 12/6/2019 Pacific Gas & Electric Company 7,922.42 Terminal/Admin./Main Hangar 12/6/2019 Pacific Gas & Electric Company 6,657.43 Terminal/Admin./Main Hangar 12/11/2019 CalPERS 15,161.75 Health Insurance 12/11/2019 CalPERS 125.67 Pepra Unfunded Liability
Total Electronic Payments 130,313.69
Total Dispersed 977,688.39
Less AIP Payments (205,126.00)
Net Dispersed Funds 772,562.39
* Checks approved by one Director Agenda Item 6b 12/12/19 Santa Maria Public Airport District
Budget Report
YTD Revenues October 31, 2019
Budgeted Actual Revenue Over/(Under Revenue Account Year to Date Budget) Year to Date Number Account Description
61100-052 Landing Fees - Ameriflight 2,802 3,081 (279) 61100-053 Landing Fees - U.S. Forest Service 664 8,333 (7,669) 61100-054 Landing Fees - Federal Express - WestAir 2,542 2,302 239 61100-055 Landing Fees - Allegiant Air 9,414 7,719 1,695 61110-052 Tiedowns - Ameriflight 666 444 222 61110-054 Tiedowns - Federal Express - WestAir in 1,312 1,312 0 61130-093 Comm Veh Access - Federal Express 3,784 3,784 0 61130-094 Comm Veh Access - UPS 1,428 1,428 0 61140-152 Fuel Flowage Fees - Self Serve 627 600 27 61140-154 Fuel Flowage Fees - CC Jet Center, LLC 17,898 20,379 (2,481) 62210-005 T-Hangar 3005 Airpark 14,700 14,700 0 62210-009 T-Hangar 3009 Airpark 8,769 9,480 (711) 62210-011 T-Hangar 3011 Airpark 9,120 8,208 912 62210-019 T-Hangar 3019 Airpark 9,120 9,120 0 62210-023 T-Hangar 3023 Airpark 9,480 9,480 0 62210-027 T-Hangar 3027 Airpark 9,360 9,360 0 62210-031 T-Hangar 3031 Airpark 8,484 9,360 (876) 62210-039 T-Hangar 3039 Airpark 13,620 13,620 0 62210-103 T-Hangar 3103 Airpark 14,518 15,168 (650) 62210-107 T-Hangar 3107 Airpark 11,088 11,088 0 62210-109 T-Hangar 3109 Airpark 8,600 8,600 0 62210-111 T-Hangar 3111 Airpark 7,920 7,920 0 62220-035 Corporate T-Hangar 3035 Airpark 13,540 13,540 0 62230-005 T-Hangar Storage 3005 Airpark 2,000 2,000 0 62230-009 T-Hangar Storage 3009 Airpark 672 672 0 62230-011 T-Hangar Storage 3011 Airpark 616 704 (88) 62230-019 T-Hangar Storage 3019 Airpark 352 352 0 62230-023 T-Hangar Storage 3023 Airpark 336 336 0 62230-027 T-Hangar Storage 3027 Airpark 656 704 (48) 62230-031 T-Hangar Storage 3031 Airpark 656 656 0 62230-035 T-Hangar Storage 3035 Airpark 676 676 0 62230-039 T-Hangar Storage 3039 Airpark 2,000 2,000 0 62230-107 T-Hangar Storage 3107 Airpark 588 588 0 62230-109 T-Hangar Storage 3109 Airpark 288 288 0 62230-111 T-Hangar Storage 3111 Airpark 656 656 0 62240-001 Corporate Hangars 3001 Airpark 14,706 15,176 (470) 62240-029 Corporate Hangars 3029 Airpark 16,720 16,720 0 62240-105 Corporate Hangars 3105 Airpark 20,180 20,180 0 62240-118 Corporate Hangar 3043 Airpark 19,376 19,376 0 63310-100 Owner Build Hangar - Land (Sm) 2,420 2,420 0 63310-101 Owner Build Hangars - Land (Lg) 4,176 4,176 0 64410-177 Main Hangar - Artcraft Paints 16,294 16,295 (1) 64410-178 Main Hangar - Tricor Calif 760 760 0 64410-180 Main Hangar - Mike Lewis 1,196 1,195 1 64410-183 Main Hangar - S B Cellular 9,189 9,326 (137) 64410-184 Pleinaire Design Group 4,568 4,568 (0) 64410-185 Main Hangar - Art-Craft 15,969 15,972 (3) 64420-115 Corporate Hangar FBO 3115 Airpark 7,816 7,797 19 64420-117 Corporate Hangar FBO 3117 Liberator 12,156 12,156 0 64420-119 Corporate Hangar FBO 3119 Liberator 2,868 2,867 1 64420-121 Corporate Hangar FBO 3121 Liberator 2,744 2,744 (0) 64420-125 Corporate Hangar FBO 3125 Liberator 17,949 17,944 5 64420-409 Corporate Hangar FBO 3409 Corsair 22,392 22,392 0 64420-410 U.S. Forest - Land Use Revenue 1,679 13,333 (11,655) 64420-438 Corporate Hangar FBO - CALSTAR 4,100 4,100 0 64420-439 Corporate Hangar FBO CC Jet Center 17,036 17,036 0 64420-440 Corporate Hangar FBO 3950 Mitchell 6,816 6,815 1 64420-442 Corporate Hangar FBO 3944 Mitchell 6,084 6,084 0 64420-443 Corporate Hangar FBO 3940 Mitchell 13,092 13,092 (0) 64420-444 Corporate Hangar FBO Arctic Air 14,864 14,864 0 64420-445 CC Jet Center Self Serve 836 700 136 64420-447 Rotocraft Leasing - Parking Lot 4,560 4,560 0 64420-448 MOF 3015/3025 Airpark Drive 627 836 (209) 64420-449 CC Jet Center-Los Padres Disp 1,308 1,306 2 64420-450 CCJC (GA Terminal) 2,208 3,832 (1,624) 64459-203 Utility Reimbursement - Main Hangar 12,838 10,322 2,517 65000-100 Vehicle Access Fee - Uber 3,915 3,915 65000-200 Vehicle Access Fee - LYFT 688 688 65510-251 Terminal - TSA Lease 31,233 31,233 0 65510-252 Terminal - Restaurant 13,615 12,610 1,005 65510-255 Terminal - Allegiant Air, Inc. 736 736 0 65510-256 Terminal -Central Coast Shuttle 8,552 8,554 (2) 65510-257 PFC Revenue 29,705 35,662 (5,956) 65510-262 ARINC 620 616 4 65520-265 Terminal Concessions - Avis 35,610 35,292 318 65520-266 Terminal Concessions - Budget 2,788 10,031 (7,243) 65520-267 Terminal Concessions - Hertz 22,942 23,991 (1,049) 65520-274 Terminal Vending Machines 555 520 35 65530-217 Administrative Board Room 200 373 (173) 65530-307 Avis Service Center 3,872 3,874 (2) 65559-249 Utility Reimbursements - Terminal 805 1,256 (451) 65559-336 TSA - LEO Reimbursement 4,200 3,653 547 66120-080 Vehicle Training Area/Special Events 2,750 2,750 66120-083 Santa Maria Karting 2,400 2,200 200 66610-361 Farm Land - Castellanos 44,692 45,234 (542) 66610-362 Grazing Land - R. Michel 727 716 11 66610-363 Grazing Land - Mc Gray & Jokela 480 480 66610-364 Master Lease - Mahoney Brothers - CJJ 10,978 13,538 (2,560) 66610-365 Farm Land - Gresser 178,032 179,630 (1,598) 66610-366 Grazing Land - Verlade 1,074 1,074 0 66620-201 Airport Business Park 46,400 46,400 0 66620-320 Pioneer Park 644 644 0 66620-455 Commercial Land - Hotel 66,390 58,310 8,080 66620-500 Verizon Land Lease 8,000 8,000 66630-381 Village Mobile Home Park 160,328 150,429 9,899 67910-900 Misc. Income Operations 150 150 67910-910 Misc. Income - Plans & Specs 6 6 67910-921 Misc. Income - Late Charges 699 699 67910-924 Misc. Income - Admin 64 64 67910-951 Misc. Income - Airport Access Card 1,970 4,826 (2,856) 68000-001 Sponsorships 3,000 3,000 68100-001 Air Show Revenues 89,500 165,500 (76,000) 68100-002 Airfest Ticket Sales 130,617 130,617 68100-003 Airfest Vendor Revenue 4,449 4,449 69010-951 Interest Income 56,120 65,197 (9,077) 69110-936 AIP 36 Reimbursement 709,531 1,149,817 (440,286) 69310-965 Tax Revenues 61,353 571,300 (509,947) 69510-980 Ordinary Dividends - Principal 114 114
Total Revenue 2,206,984 3,110,821 ( 903,838 ) Santa Maria Public Airport District
Budget Report
YTD Expense October 31, 2019
Actual Budgeted Account Expenses Expenses Over/(Under Account Description Number Year to Year to Budget) Date Date
71110-100 Electricity - Landing Area 15,303 6,430 8,873 71110-455 Electricity - Hotel Ramp 435 397 39 71120-150 ARFF Services 188,445 251,260 (62,815) 71220-100 Signs 462 533 (71) 71310-100 Lighting & Nav Aid Maintenance 5,696 3,708 1,988 71323-100 Runway Generator Maintenance 175 1,320 (1,145) 71330-100 Pavement - Runways & Taxiways 111 2,733 (2,622) 71331-100 Pavement - Ramps & Tiedowns 65 3,617 (3,551) 71345-100 Weed/Wildlife Abatement 18,903 15,623 3,280 71350-100 Fencing & Gates 1,433 (1,433) 72100-200 Electricity - Hangars 39 39 72110-200 Electricity - Hangars 7,425 7,063 363 72130-200 Water/Sewer - Hangar 442 1,270 (827) 72150-200 Emergency Phones - Hangars 689 547 143 72260-200 Landscaping Hangar Area 1,695 2,305 (610) 72290-200 Miscellaneous Hangar Supplies 467 (467) 72300-200 Building Maintenance - Hangar Area 614 6,300 (5,686) 72310-200 Lighting Maintenance - Hangars 105 2,333 (2,228) 72311-200 Janitorial Sv Hangar Area 4,620 4,689 (69) 72328-200 Fire Extinguisher Service - Hangar 500 (500) 72331-200 Pavement - Ramp - Hangars 3,750 (3,750) 72350-200 Fencing & Gates 881 1,017 (136) 72445-200 Fire Alarm Service - Hangars 1,351 1,087 264 72480-200 Waste Oil Removal - Hangars 290 583 (294) 73700-721 Owner Build - Water/Sewer 115 292 (177) 73700-722 Owner Build - Electricity 51 72 (21) 73700-723 Owner Build - Restroom Janitorial 840 853 (13) 73700-724 Owner Build - Maintenance 333 (333) 74110-203 Electricity - Main Hangar 12,297 11,208 1,089 74110-204 Utilities - 3940 Mitchell Rd. 55 93 (38) 74120-203 Gas- Main Hangar 230 446 (216) 74130-125 Water/Refuse - Paint Hangar 813 1,617 (804) 74130-203 Water/Refuse - Main Hangar 872 2,113 (1,241) 74150-125 Emergency Phone Lines - Paint Hangar 556 709 (153) 74150-203 Emergency Phone Lines - Main Hangar 236 198 38 74260-400 Landscaping - FBO 1,843 372 1,472 74300-400 Building Maintenance - FBO Hangar Area 2,502 4,417 (1,914) 74311-203 Janitorial Sv Main Hangar & FBOs 840 853 (13) 74311-218 Customs - Water/Refuse/Sewer 372 1,043 (670) 74315-400 Fire Sprinkler Maintenance 833 (833) 74331-400 Pavement - Ramps & Tiedowns 114 667 (553) 74340-400 Drainage Maintenance 500 (500) 74350-400 Fencing & Gates 8,080 7,600 480 74445-125 Fire Alarm Service - Paint Hangar 600 140 460 74445-203 Fire Alarm Service - Main Hangar 600 140 460 75110-249 Electricity - Terminal 35,477 34,352 1,126 75120-249 Gas - Terminal 606 1,043 (437) 75130-249 Water/Refuse/Sewer - Terminal 4,235 6,835 (2,599) 75150-249 Emergency Phone Lines - Terminal 2,847 2,205 642 75150-250 Pay Phone Service - Terminal 684 912 (228) 75150-300 Audio & Video Monthly Charges 974 1,142 (169) 75220-250 Signs 643 667 (24) 75255-250 Janitorial Sv Terminal Area 31,904 30,759 1,145 75260-250 Landscaping - Terminal 7,438 10,115 (2,678) 75300-249 Building Maint. - Terminal 4,275 11,900 (7,625) 75300-339 Building Maintenance - Fire Station 544 1,910 (1,366) 75310-240 Lighting Maintenance - Terminal Area Streets 333 (333) 75310-249 Lighting Maintenance - Terminal 691 1,333 (642) 75310-339 Lighting Maintenance - Fire Station 33 (33) 75323-249 Emergency Generator Maintenance - Terminal 667 (667) 75323-339 Emergency Generator Maintenance - Fire Station 500 (500) 75333-250 Pavement - Roads - Terminal Area 5,673 3,333 2,339 75350-250 Fencing & Gates - Terminal 428 667 (239) 75465-249 Automatic Door Maintenance Service - Terminal 250 2,000 (1,750) 75475-249 Interior Plant Service - Terminal 825 1,100 (275) 75700-740 Sig Items - Terminal Accessories 4,453 (4,453) 75700-761 Sig Item - Crash Rescue Tool Roll for C-6 3,917 (3,917) 76110-300 Electric - Street Lights 578 672 (94) 76110-310 Electric - Retention Dam Pumps 543 1,281 (738) 76140-300 Recycled Water 750 (750) 76220-250 Signs 333 (333) 76260-300 Landscaping - Revenue Generating Land 2,439 3,317 (878) 76290-300 South Well Repairs 167 (167) 76310-300 Street Light Maintenance 167 (167) 76340-300 Drainage Maintenance 2,000 (2,000) 76345-300 North Well Repairs 500 (500) 76350-300 Fencing & Gates 833 (833) 76360-300 Stormwater Retention Facilities 4,540 1,133 3,407 76700-750 MHP - Salaries/ Employee Related Expenses 31,830 30,945 884 76700-752 MHP - Maintenance 11,160 10,263 897 76700-753 MHP - MHP Liability Insurance 283 1,925 (1,642) 76700-754 MHP - Utilities 54,335 53,193 1,142 76700-755 MHP - Property Management 9,400 9,400 0 76700-757 MHP - General and Admin. Expense 7,970 5,302 2,669 87010-451 General Manager 54,877 53,344 1,533 87010-452 Manager of Operations and Maintenance 32,446 33,153 (707) 87010-453 Manager of Finance and Administration 28,979 31,574 (2,595) 87010-454 Operations Officer 18,859 18,936 (77) 87010-455 Administrative Assistant 19,243 20,291 (1,048) 87010-456 Maintenance Foreman 25,498 25,157 341 87010-457 Maintenance Workers III 2,180 39,141 (36,962) 87010-458 Maintenance Worker I 29,495 25,034 4,461 87010-459 Maintenance Worker II 17,476 17,476 87010-460 Accounting Clerk 27,345 31,046 (3,701) 87010-462 Receptionist 10,133 14,200 (4,067) 87020-473 Longevity Pay 9,640 9,948 (308) 87030-481 Medicare Tax 4,836 4,415 421 87030-482 Medical Insurance 85,645 85,577 69 87030-483 Dental Insurance 3,945 3,880 64 87030-484 Auto Allowance 4,546 4,600 (54) 87030-485 Life Insurance 1,352 1,424 (72) 87030-486 Disability Insurance 2,190 2,453 (263) 87030-487 PERS Retirement 147,480 78,001 69,479 87030-488 Worker's Compensation ( 1,023 ) 7,057 (8,079) 87030-489 Employee Vision Coverage 530 509 21 87110-150 Electricity - Shop 890 1,196 (306) 87110-217 Electricity - Administration Building 4,686 4,025 661 87120-150 Gas - Shop 80 85 (5) 87120-217 Gas - Administration Building 90 66 23 87130-150 Water/Refuse - Shop 596 1,489 (892) 87130-217 Water/Sewer - Administrative Building 239 611 (373) 87130-500 Water - Landscaping 6,095 11,019 (4,924) 87140-500 Trash - Paper Recycling 320 490 (170) 87160-501 Cellular Phone 4,366 4,917 (550) 87160-502 Security Phone Lines 378 355 23 87160-504 Administration Office - Monthly Service 2,016 1,961 55 87160-505 Administration Office - Toll Calls 657 640 17 87160-507 Administration Office - Fax Line 507 484 24 87160-509 Tower & Fire Station 1,008 1,045 (37) 87160-510 Shop Phone 835 794 41 87160-511 Answering Service 1,186 1,111 74 87210-500 Security Supplies 1,133 (1,133) 87230-500 Janitorial Supplies 3,307 3,087 221 87240-500 Small Tools 2,767 3,014 (247) 87260-150 Shop Supplies 374 1,517 (1,142) 87270-531 Fuel Expense - Gas/Oil 3,944 3,330 614 87270-532 Fuel Expense - Diesel Fuel/Oil 6,320 4,497 1,823 87275-500 Solvent 174 641 (467) 87280-546 First Aid 477 187 290 87280-547 Safety Equipment 2,777 1,217 1,560 87280-548 Training Supplies 200 (200) 87286-500 Uniform Service 2,637 2,581 56 87290-500 Sundries 1,189 1,487 (298) 87300-150 Building Maintenance - Shop 1,688 1,217 471 87300-217 Building Maintenance - Administrative Building 1,710 2,640 (930) 87321-150 Equipment Maintenance - Shop 9 250 (241) 87322-500 Radio Maintenance 1,018 (1,018) 87324-521 Copier 2,519 2,696 (177) 87324-523 Maintenance - Postage Machine 726 481 244 87328-500 Fire Extinguisher Service 1,017 (1,017) 87360-536 Automotive Maintenance - Mechanical 1,012 2,667 (1,655) 87360-537 Automotive Maintenance - Tires 1,547 1,333 213 87370-541 Heavy Equipment Maintenance - Mechanical 1,855 5,500 (3,645) 87370-542 Heavy Equipment Maintenance - Tires 957 3,333 (2,376) 87370-543 ARFF Vehicle Maintenance 1,853 7,000 (5,147) 87380-554 Fuel System - Fire Alarm Service 105 333 (228) 87400-500 Directors Fees 4,200 7,000 (2,800) 87412-500 Payroll Processing Fees 1,823 1,869 (46) 87414-500 Annual Audit 10,781 9,763 1,018 87420-500 Legal Counsel Services 17,853 25,466 (7,612) 87422-500 Legal Services Contingencies 89 89 87440-500 Security Service 90,472 131,064 (40,591) 87443-500 Security Sys Maint & Repairs 3,811 2,333 1,478 87450-500 Janitorial Service - Admin 3,780 3,837 (57) 87470-500 Landscaping Services 1,102 1,498 (397) 87472-500 Landscaping Contingencies 406 1,667 (1,261) 87475-500 Internet/Web Page Maintenance 7,268 6,272 996 87510-562 Bank Charges - Service Charges 4,369 4,437 (68) 87520-566 Freight & Common Carrier 249 247 2 87520-567 Postage 200 533 (333) 87520-568 Printing & Stationery 344 (344) 87520-570 Misc. Office Supplies 2,702 5,024 (2,322) 87520-572 Books & Publications 556 601 (45) 87530-581 Computer Supplies 6,432 6,097 336 87530-583 Computer Support Services 65,795 33,757 32,038 87540-600 Dues and Memberships 1,833 1,640 194 87540-601 Dues -AAAE 3,700 1,667 2,033 87540-603 Dues - SWAAAE 190 190 0 87540-605 Dues - Chamber of Commerce 8,050 2,667 5,383 87540-606 Dues - National Notary Association 50 (50) 87540-607 Dues - CA Special Districts Association 7,302 2,257 5,045 87540-608 Dues - AAAE ARDF CA Airport Storm 1,650 (1,650) 87540-610 Costco Membership 180 55 125 87540-618 Santa Maria Times 50 (50) 87540-628 Pro-rata Share of LAFCO Budget 2,869 956 1,913 87600-596 Advertising - Legal 1,000 (1,000) 87600-597 Advertising - General 250 250 87600-599 Advertising - Airport Advertising 18,833 (18,833) 87610-100 Depreciation - Landing Area 310,747 444,097 (133,350) 87610-200 Depreciation - Hangar Area 36,064 48,315 (12,251) 87610-250 Depreciation - Terminal Area 91,577 118,840 (27,263) 87610-300 Depreciation - Revenue Generating Land 61,288 78,865 (17,577) 87610-400 Depreciation - Main Hangar & FBO 13,401 17,868 (4,467) 87610-500 Depreciation - Administration 46,055 59,819 (13,764) 87620-692 Emergency Exercises 167 (167) 87630-591 Insurance - Airport Liability 4,964 (4,964) 87630-592 Insurance - Auto, Fire, Property 686 31,056 (30,370) 87630-595 Insurance - General Liability 12,603 (12,603) 87650-641 Taxes - Sales 80 80 87650-643 Permits 169 1,634 (1,465) 87650-646 Storm Water Permits 4,950 642 4,308 87660-500 Education 1,919 5,333 (3,414) 87670-500 Business Travel & Entertainment 2,142 24,094 (21,952) 87670-501 AAAE Annual Conference 13,570 13,570 87679-500 Employee Recognition 449 1,267 (817) 87700-791 Sig Items - Training Live Burn 8,000 (8,000) 88680-681 SM Chamber Economic Development 36,300 12,100 24,200 88680-685 Museum of Flight 40,836 113,197 (72,361) 88680-691 Planning & Marketing 5,234 11,667 (6,433) 88680-692 Consulting Services - Marketing Aviation Related 23,155 26,162 (3,006) 88680-693 Consulting Services - Contingencies 26,257 45,925 (19,668) 88680-702 Rent Credit - Operations 3,333 (3,333) 88700-702 Aifest Expenses - Gala/VIP Tent 53,592 53,592 88700-703 Aifest Expenses - Performers 133,957 133,957 88700-704 Aifest Expenses - Gala/VIP Tent 6,484 6,484 88700-705 Airfest Expenses- Miscellaneous 3,195 3,195 88700-706 Airfest Expenses- Advertising 71,070 71,070 88700-709 Airfest Expenses- Safety & Security 26,627 26,627 Total 2,342,972 2,510,993 (168,021) Santa Maria Public Airport District Agenda Item Statement of Net Position 6c For the Year to Date October 31, 2019 12/12/19
Current assets: Cash and cash equivalents 4,136,108 Restricted - cash and cash equivalents 1,023,200 Certificate-of-deposit 123,429 Accounts receivable - customers and tenants, net 2,252,926 Prepaid expenses and deposits 309,993
Total current assets 7,845,656
Non-current assets: Note receivable 26,454 Interest Receivable (3,715) Capital assets, not being depreciated 7,055,313 Depreciable capital assets 26,992,702 Deferred other post-employment benefits outflows 392,595 Deferred pension outflows (2,324,518)
Total non-current assets 32,138,830
Total assets 39,984,486 Current liabilities: Accounts payable and accrued expenses 427,991 Accrued wages and related payables 2,511 Unearned Revenue (customer prepaid) 265,233 Hangar and other deposits 116,298 Long-term liabilities - due in one year: Compensated absences 23,562 Land improvements payable 3,501
Total current liabilities 839,097
Long-term liabilities - due in more than one year Compensated absences 70,687 Land improvements payable 3,729 Total other post-employment benefits liability 251,493 Net pension liability 1,729,838 Deferred pension inflows 97,872 Total long term liabilities 2,153,619
Total liabilities 2,992,716 Net position: Retained Earnings 37,127,758 Change in Net Position (135,988) Total net position 36,991,770
Total liabilities and net position 39,984,486 SANTA MARIA PUBLIC AIRPORT DISTRICT PROFIT AND LOSS STATEMENT YEAR TO DATE OCTOBER 31, 2019
Average Month Ending Percentage Year to Date 10/31/19 Change
Revenues from Operations:
Landing area Landing fees and tiedowns $5,666 $5,612 99% $22,611 Fuel flowage fees $3,872 $6,909 178% $18,526 Subtotal $9,539 $12,521 131% $41,137
Hangar area T- Hangar $31,303 $30,870 99% $124,780 Corporate T-Hangars $21,248 $20,778 98% $84,522 T-Hangar Storage Units $2,396 $2,308 96% $9,496 Owner Build Hangars $1,649 $1,649 100% $6,596 Subtotal $56,596 $55,605 98% $225,394
Main hangar and F.B.O. area Main Hangar $15,289 $14,949 98% $60,814 Commercial Hangars $27,003 $26,225 97% $107,235 Land Leases $7,975 $7,975 100% $31,900 Subtotal $50,267 $49,149 98% $199,949
Terminal area Car Rental and Ground Transportation $16,151 $18,045 112% $66,497 Terminal Space Lease $15,189 $14,068 93% $59,634 TSA LEO Reimbursement $1,400 0% $4,200 Subtotal $32,739 $32,113 98% $130,330
Revenue generating land Land Lease Recreational $3,144 $4,361 139% $13,794 Agricultural Leases $58,792 $59,608 101% $235,983 Airport Business Park $11,600 $11,600 100% $46,400 Airport Hotel $17,002 $15,383 90% $66,390 Airport Mobile Home Park $34,667 $56,327 162% $160,328 Subtotal $125,206 $147,279 118% $522,896
Administrative Badging Income $538 $355 66% $1,970 Miscellaneous Income $325 $58 18% $1,033 Subtotal $863 $413 48% $3,003
Air Show Revenue $39,750 $148,066 372% $227,566 Subtotal $26,500 $148,066 559% $227,566
Total revenues from operations $301,709 $445,146 148% $1,350,275 SANTA MARIA PUBLIC AIRPORT DISTRICT PROFIT AND LOSS STATEMENT YEAR TO DATE OCTOBER 31, 2019
Average Month Ending Percentage Year to Date 10/31/19 Change
Operating Expenses:
Landing area $11,632 $6,255 54% $41,151 Hangar area $5,087 $3,896 77% $19,158 Main hangar and F.B.O. $7,987 $6,050 76% $30,011 Terminal area $24,748 $23,249 94% $97,493 Revenue generating land $28,870 $36,469 126% $123,080 Payroll and Benefits $129,717 $136,520 105% $525,671 Utilities $7,024 $2,876 41% $23,949 Supplies $5,849 $6,419 110% $23,966 Maintenance and Repairs $4,605 $166 4% $13,981 Contractual Services $53,555 $51,559 96% $212,223 ARFF Services $188,445 0% $188,445 Security Services $27,885 $6,817 24% $90,472 Office Supplies/Postage/Printing $2,951 $1,286 44% $10,139 Dues and Subscriptions $7,451 $9,222 124% $24,124 Advertising $250 0% $250 Depreciation $559,132 0% $559,132 Insurance $686 $686 Business Travel and Entertainment $4,165 $3,216 77% $15,713 Air Show Expense $37,786 $222,402 589% $335,760 Other Miscellaneous Expense $2,110 $1,239 59% $7,568
Total Expenses $608,215 $518,328 85% $2,342,972
Operating income (loss) ($306,505) ($73,181) 24% ($992,697)
Non-Operating Revenues (Expenses):
PFC Revenue $9,902 0% $29,705 Interest income $16,362 $7,033 43% $56,120 Tax revenues $61,353 $61,353 AIP grant $709,531 0% $709,531 Miscellaneous income Total non-operating rev (exp) $262,774 $68,386 26% $856,709
Net Income ($43,731) ($4,795) 11% ($135,988) Agenda Item December 12, 2019 9a 12/12/19
Board of Directors Santa Maria Public Airport District 3217 Terminal Drive Santa Maria, CA 93455
Subject: LED Lighting Replacement Project
Recommendation
It is recommended that the Board authorize the General Manager to execute a contract with PG&E for the replacement lighting for the terminal and administration building, including two on bill financing agreements.
Discussion
Staff has identified an opportunity to work with PG&E on a replacement program in conjunction with the Energy Watch Partnership program administered through Santa Maria Valley Chamber of commerce.
This project will replace all old-style lighting fixtures with the new standardized LED lights and fixtures as seen in most newly constructed buildings. The projects would be funded through 0% interest on bill financing through the energy savings realized by the more efficient lighting.
Total project cost is $173,116.33, paid through on bill financing at $1,965.03 per month and with an estimated payback of 7.09 years for the terminal and 8.97 years for the administrative building with an anticipated reduction in energy usage fees of $1,965.03. It is also anticipated that lighting maintenance fees will be reduced significantly in the future due to the longer lasting LED fixtures shortening the actual payback period.
Please see the attached project description from PG&E subcontractors for the detailed project information.
Sincerely,
CHRIS HASTERT, CM General Manager Project Energy Savings/Mo Project Cost Payback/Yrs Bulb/Labor Savings/Mo Comp Payback/Yrs Teminal $ 1,699.83 $ 144,557.40 7.09 $ 127.95 6.59 Admin $ 265.20 $ 28,558.93 8.97 $ 5.52 8.79 $ 1,965.03 $ 173,116.33 7.34 $ 133.47 6.87 ENERGY AUDIT Santa Maria Public Airport District EcoGreen Sales Rep: Dan Mitchell 0 Admin. Building Customer Contact: Richard Tokoph 0 3217 Terminal Dr Title of Contact: Manager of Operations & Maintenance 0 Approx. Building Size 6,168 SF Santa Maria, CA, 93455 Customer Phone: 805-922-1726 0 Energy Rate $ 0.24 /kWh
Acct: 585079431; SAID: 585079413 Customer Email: [email protected] 0 Interest Rate 0% 0 In Reference to Quote # 800141 EXISTING Location Suggested Replacements Savings Watts/ # of Existing Operating # of Watts/bulbs KWh Existing Bulb Building/Zone Room/Area Replacement Bulb Watts/Fix Usage Saved Annual Savings Fix Fixtures Hours-Day / Yr. Fixtures Saved Saved 2x2 led panel 0 w 24 9 5 / 2346 admin board room 0 0 w 24 - w 0.0% - $0.00 7' can led 0 w 7 9 5 / 2346 admin board room 0 0 w 7 - w 0.0% - $0.00 fld led 0 w 1 12 7 / 4380 admin 0 0 0 w 1 - w 0.0% - $0.00 wp led 0 w 2 12 7 / 4380 admin 0 0 0 w 2 - w 0.0% - $0.00 2' lin w2 t12 56 w 3 9 5 / 2346 admin hallway 2' T8 LED Tube Single Ended Bypass(Type B), 4000K 18 w 3 114 w 67.9% 267.49 $65.14 2' lin w2 t12 56 w 2 9 5 / 2346 admin rr hall 2' T8 LED Tube Single Ended Bypass(Type B), 4000K 18 w 2 76 w 67.9% 178.33 $43.43 2' lin w2 t12 56 w 1 5 5 / 1304 admin m rr 2' T8 LED Tube Single Ended Bypass(Type B), 4000K 18 w 1 38 w 67.9% 49.54 $12.06 2' lin w2 t12 56 w 1 5 5 / 1304 admin w rr 2' T8 LED Tube Single Ended Bypass(Type B), 4000K 18 w 1 38 w 67.9% 49.54 $12.06 4' lin t12 43 w 1 5 5 / 1304 admin w rr 4' T8 LED Tube Double Ended Bypass(Type B), 4000K, UNV 12.5 w 1 31 w 70.9% 39.76 $9.68 4' lin w2 t8 59 w 1 5 5 / 1304 admin m rr LED 4' Linear Fixture, 4000K, UNV, SMT 15.45 w 1 44 w 73.8% 56.77 $13.83 2x4 w3 t8 89 w 9 9 5 / 2346 admin board member chambers LED Troffer 2x4 Retrofit Kit, 4000K, UNV, REC 22.8 w 9 596 w 74.4% 1,398.00 $340.46 2x4 w3 t8 89 w 9 9 5 / 2346 admin general manager LED Troffer 2x4 Retrofit Kit, 4000K, UNV, REC 22.8 w 9 596 w 74.4% 1,398.00 $340.46 2x4 w3 t8 89 w 24 9 5 / 2346 admin accounting LED Troffer 2x4 Retrofit Kit, 4000K, UNV, REC 22.8 w 24 1,589 w 74.4% 3,728.01 $907.88 2x4 w3 t8 89 w 13 9 5 / 2346 Admin Front Reception LED Troffer 2x4 Retrofit Kit, 4000K, UNV, REC 22.8 w 13 861 w 74.4% 2,019.34 $491.77 8' lin w4 4' t8 112 w 1 5 5 / 1304 admin m rr LED 4' Linear Fixture, 4000K, UNV, SMT 15.45 w 1 97 w 72.4% 105.72 $25.75 8' lin w4 4' t8 112 w 1 5 5 / 1304 admin w rr LED 4' Linear Fixture, 4000K, UNV, SMT 15.45 w 1 97 w 72.4% 105.72 $25.75 2x2 w2 t8 utube 60 w 16 12 7 / 4380 admin 0 LED Troffer 2x2, 3500K, UNV, REC 16.8 w 16 691 w 72.0% 3,027.46 $737.28 ceiling fix w2 a19 200 w 1 3 5 / 782 admin hallway closet LED A19, 4100K, 120v 30 w 1 170 w 85.0% 132.96 $32.38 wall fix w2 led 0 w 1 5 5 / 1304 admin m rr 0 0 w 1 - w 0.0% - $0.00 4' lin w2 led 0 w 1 5 5 / 1304 admin m rr 0 0 w 1 - w 0.0% - $0.00 4' lin w2 led 0 w 1 5 5 / 1304 admin w rr 0 0 w 1 - w 0.0% - $0.00 2x4 w3 led 0 w 6 9 5 / 2346 admin accounting 0 0 w 6 - w 0.0% - $0.00 2x4 w3 led 0 w 5 9 5 / 2346 Admin Front Reception 0 0 w 5 - w 0.0% - $0.00 ceilimg fix led 0 w 1 3 5 / 782 admin hallway closet 0 0 w 1 - w 0.0% - $0.00 ceiling fix led 0 w 1 3 5 / 782 admin accounting closet 0 0 w 1 - w 0.0% - $0.00 ceiling fix led 0 w 1 3 5 / 782 admin reception closet 0 0 w 1 - w 0.0% - $0.00 0 0 w 0 0 0 / 0 0 0 ICP Project Development/Engineering Certification 0 w 0 - w 0.0% - $0.00 0 0 w 0 0 0 / 0 0 0 0 0 w 0 - w 0.0% - $0.00 0 0 w 0 0 0 / 0 0 0 0 0 w 0 - w 0.0% - $0.00 0 0 w 0 0 0 / 0 0 0 0 0 w 0 - w 0.0% - $0.00 Totals 139 Ave: 2525 w 139 5,253 w 73.5% 13,067.56 $3,182.35
5,253 Estimated Watts Saved Total Project Cost $28,558.93 Approximate Energy Savings Per Month $265.20 13,068 Estimated Annual kWh Saved Total After Rebate/Incentive Project Cost $28,558.93 Estimated Energy Savings Per Year $3,182.35 1.6 Estimated Avg Annual Res Powered by Savings ****Estimated Program Payback Period Yrs. 8.97 **Estimated Total Savings Over 5 Years $17,939.18 10 Estimated Annual CO2 Savings (MT) ** Estimated Total Savings After 10 Years $41,945.85 - Estimated Btu Savings Per Month Estimated Energy Rebate $0.00 73.5% Estimated Average Electrical Savings Estimated IRS Tax Deduction 179D Available $3,701.07 11.1% Estimated ***Estimated Federal Tax Savings $1,295.37 8.97 Estimated Payback Period Yrs. - No Rebates, Tax Deductions or Bulb Replacement Savings Estimated Bulb Replacement Savings Per Year $66.25 8.39 Estimated Payback Period Yrs. Fully Comprehensive^ ^^ Estimated Bulb Replacement Savings Per Avg. Est. Life of LED $10,726.75 Estimated Loan Payment $265.20
*** Based on IRS 179D Deduction @ 35% federal tax rate NOTE: Attached calculations do not include depreciation deduction for project cost. ****Program Payback Period Yrs. = (Total Project Cost - Available Program Rebates or Incentives) / Estimated $ Saved per Year *Payment is based on a 8.97 year loan at 0% interest OAC, actual my vary. ^Payback Period Yrs. = (Total Project Cost - Available Rebate or Incentive - Tax Savings) / (Estimated Savings Per Year + Bulb Replacement Savings Per Yr.) ** Reflects energy savings per year increasing at industry standard 6% per year + Bulb Replacement ^^Based on industry standard LED lifespan of 50,000 hrs. Quote Quote # 800141 27671 La Paz Rd, Suite 100 DATE 10/25/2019 Laguna Niguel, CA. 92677 [email protected] (949) 364 - 6800 Santa Maria Public Airport District Admin. Building 3217 Terminal Dr Santa Maria, CA, 93455 Acct: 585079431; SAID: 585079413 Quotes are valid for 30 days from the above date.
Light EPN INT/ EXT DESCRIPTION QTY* Unit Price Amount
EGLA-TCA1915-4100-120v-X-E26-X-X-X I LED A19, 4100K, 120v 15 w 2 $22.50 $45.00 EGLN-AT15.45-4ft-4000-UNV-SMT-X-X-X-X I LED 4' Linear Fixture, 4000K, UNV, SMT 15.45 w 5 $80.00 $400.00
LNS-4FT-16- EGLN-AT15.45-4ft-4000-UNV-SMT-X-X-X-X LED 4' Linear Fixture, 4000K, UNV, SMT 15.45 w 5 $80.00 $400.00 40
EG24-AT22.8-4000-UNV-X-REC-X-X-X-X I LED Troffer 2x4 Retrofit Kit, 4000K, UNV, REC 22.8 w 55 $155.00 $8,525.00 ICP 0 ICP Project Development/Engineering Certification 0 w 1 $1,888.02 $1,888.02 EGLA-AR9-2ft-4000-X-T8-B-X-X-X I 2' T8 LED Tube Single Ended Bypass(Type B), 4000K 9 w 14 $18.50 $259.00 EGLA-AR12.5-4000-UNV-X-T8-BD-X-X I 4' T8 LED Tube Double Ended Bypass(Type B), 4000K, UNV 12.5 w 1 $15.50 $15.50 EG22-PH16.8-3500-UNV-X-REC-D-X-X-X E LED Troffer 2x2, 3500K, UNV, REC 16.8 w 16 $145.00 $2,320.00 0 0 0 0 w 0 $0.00 $0.00 0 0 0 0 w 0 $0.00 $0.00 0 0 0 0 w 0 $0.00 $0.00 0 0 0 0 w 0 $0.00 $0.00 0 0 0 0 w 0 $0.00 $0.00 0 0 0 0 w 0 $0.00 $0.00 0 0 0 0 w 0 $0.00 $0.00 0 0 0 0 w 0 $0.00 $0.00 0 0 0 0 w 0 $0.00 $0.00 0 0 0 0 w 0 $0.00 $0.00 0 0 0 0 w 0 $0.00 $0.00 0 0 0 0 w 0 $0.00 $0.00 0 0 0 0 w 0 $0.00 $0.00 0 0 0 0 w 0 $0.00 $0.00 0 0 0 0 w 0 $0.00 $0.00 0 0 0 0 w 0 $0.00 $0.00 0 0 0 0 w 0 $0.00 $0.00 0 0 0 0 w 0 $0.00 $0.00 0 0 0 0 w 0 $0.00 $0.00 0 0 0 0 w 0 $0.00 $0.00 0 0 0 0 w 0 $0.00 $0.00 0 0 0 0 w 0 $0.00 $0.00 0 0 0 0 w 0 $0.00 $0.00 SUBTOTAL $11,964.50 LABOR $10,465.00 SALES TAX $1,046.89 PERMITS AND/OR INSURANCE COST $418.76 (Brackets, Wiring, Sockets, Travel, Tiewire, Screws, Lifts, Lamp Recycling / Disposal, Shipping, Package, ETC.) MISC. CHARGES $2,775.76 ICP Developer/Engineering Cost $1,888.02 TOTAL PROJECT COST $28,558.93 * All quantities to be verified by owner Estimated k/w Power Saved Rebate Total: $0.00 IRS Tax Cert, Inspection, Report: $0.00 Estimated IRS Federal Tax Deduction per 179D: $3,701.07 Estimated Annual Energy Savings: $3,182.35 ENERGY AUDIT Santa Maria Public Airport District EcoGreen Sales Rep: Dan Mitchell 0 Terminals Customer Contact: Richard Tokoph 0 3249 Terminal Drive Title of Contact: Manager of Operations & Maintenance 0 Approx. Building Size 89,220 SF Santa Maria, CA, 93455 Customer Phone: 805-922-1726 0 Energy Rate $ 0.17 /kWh Acct: 9083614304; SAID: 9083614638 Customer Email: [email protected] 0 Interest Rate 0% 0 In Reference to Quote # 800142 EXISTING Location Suggested Replacements Savings Watts/ # of Existing Operating # of Watts/bulbs KWh Existing Bulb Building/Zone Room/Area Replacement Bulb Watts/Fix Usage Saved Annual Savings Fix Fixtures Hours-Day / Yr. Fixtures Saved Saved track fix 17 w 12 15 7 / 5475 terminal car rental 0 17 w 12 - w 0.0% - $0.00 9 1/8" can qtt 33 w 20 15 7 / 5475 terminal car rental LED 6" Eco Downlight w/ Housing, 2700K, 120v, REC 10 w 20 460 w 69.7% 2,518.50 $431.66 9 1/8" can qtt 33 w 2 15 7 / 5475 terminal car rental m rr LED 6" Eco Downlight w/ Housing, 2700K, 120v, REC 10 w 2 46 w 69.7% 251.85 $43.17 9 1/8" can qtt 33 w 5 15 7 / 5475 terminal car rental m rr LED 6" Eco Downlight w/ Housing, 2700K, 120v, REC 10 w 5 115 w 69.7% 629.63 $107.91 9 1/8" can qtt 33 w 2 15 7 / 5475 terminal car rental w rr LED 6" Eco Downlight w/ Housing, 2700K, 120v, REC 10 w 2 46 w 69.7% 251.85 $43.17 9 1/8" can qtt 33 w 6 15 7 / 5475 terminal car rental w rr LED 6" Eco Downlight w/ Housing, 2700K, 120v, REC 10 w 6 138 w 69.7% 755.55 $129.50 9 1/8" can qtt 33 w 12 15 7 / 5475 terminal front lobby LED 6" Eco Downlight w/ Housing, 2700K, 120v, REC 10 w 12 276 w 69.7% 1,511.10 $259.00 ceiling fix cfl 34 w 3 8 7 / 2920 terminal secured m rr 0 34 w 3 - w 0.0% - $0.00 ceiling fix cfl 34 w 3 15 7 / 5475 terminal secured w rr 0 34 w 3 - w 0.0% - $0.00 wp qtt 46 w 8 12 7 / 4380 terminal front entrance LED Wallpack, 4000K, UNV, PH 12 w 8 272 w 73.9% 1,191.36 $204.19 2' lin t8 20 w 3 15 7 / 5475 terminal secured lobby 2' T8 LED Tube Single Ended Bypass(Type B), 4000K 9 w 3 33 w 55.0% 180.68 $30.97 3' lin t8 26 w 32 15 7 / 5475 terminal secured lobby 3' T8 LED Tube, 4000K 10.5 w 32 496 w 59.6% 2,715.60 $465.44 4' lin t8 31 w 15 15 7 / 5475 terminal tsa check 4' T8 LED Tube Double Ended Bypass(Type B), 4000K, UNV 12.5 w 15 278 w 59.7% 1,519.31 $260.40 4' lin t5 62 w 11 15 7 / 5475 terminal tsa check 4' T5 LED HO Tube(Ballast Factored in Wattage), 4100K 25 w 11 407 w 59.7% 2,228.33 $381.92 2x4 w2 t8 59 w 5 15 7 / 5475 terminal tsa baggage screening LED Troffer 2x4 Retrofit Kit, 4000K, UNV, REC 22.8 w 5 181 w 61.4% 990.98 $169.85 4' lin w2 t8 59 w 1 12 7 / 4380 terminal central coast shuttle LED 4' Linear Fixture, 4000K, UNV, SMT 15.45 w 1 44 w 73.8% 190.75 $32.69 4' lin w2 t8 59 w 2 15 7 / 5475 terminal baggage claim LED 4' Linear Vapor Tight Fixture, 5000K, UNV, SMT 17.98 w 2 82 w 69.5% 449.17 $76.99 4' lin w2 t8 59 w 8 15 7 / 5475 terminal car rental m rr 4' T8 LED Tube Double Ended Bypass(Type B), 4000K, UNV 25 w 8 272 w 57.6% 1,489.20 $255.24 4' lin w2 t8 59 w 7 15 7 / 5475 terminal car rental w rr 4' T8 LED Tube Double Ended Bypass(Type B), 4000K, UNV 25 w 7 238 w 57.6% 1,303.05 $223.34 4' lin w2 t8 59 w 3 8 7 / 2920 terminal secure area storage LED 4' Linear Fixture, 4000K, UNV, SMT 15.45 w 3 131 w 73.8% 381.50 $65.39 4' lin w2 t8 59 w 5 7 5 / 1825 terminal security offices LED 4' Linear Fixture, 4000K, UNV, SMT 15.45 w 5 218 w 73.8% 397.39 $68.11 4' lin w2 t8 59 w 2 2 7 / 730 terminal server room LED 4' Linear Fixture, 4000K, UNV, SMT 15.45 w 2 87 w 73.8% 63.58 $10.90 8' lin w2 4' t8 59 w 4 15 7 / 5475 terminal secured lobby 4' T8 LED Tube Double Ended Bypass(Type B), 4000K, UNV 25 w 4 136 w 57.6% 744.60 $127.62 1x4 w3 t8 89 w 10 12 7 / 4380 terminal central coast shuttle 4' T8 LED Tube Double Ended Bypass(Type B), 4000K, UNV 37.5 w 10 515 w 57.9% 2,255.70 $386.62 4' lin w3 t8 89 w 6 12 7 / 4380 terminal central coast shuttle 4' T8 LED Tube Double Ended Bypass(Type B), 4000K, UNV 37.5 w 6 309 w 57.9% 1,353.42 $231.97 8' lin w2 t8 109 w 3 3 7 / 1095 terminal central coast shuttle 8' T8 LED Tube Type B, 4100K 72 w 3 111 w 33.9% 121.55 $20.83 8' lin w2 t8 109 w 33 15 7 / 5475 terminal tsa baggage screening 8' T8 LED Tube Type B, 4100K 72 w 33 1,221 w 33.9% 6,684.98 $1,145.77 2x2 w2 t8 utube 59 w 9 15 7 / 5475 terminal secured lobby LED Troffer 2x2, 3500K, UNV, REC 16.8 w 9 380 w 71.5% 2,079.41 $356.40 2x2 w2 t8 utube 59 w 28 12 7 / 4380 terminal tarmac LED Troffer 2x2, 3500K, UNV, REC 16.8 w 28 1,182 w 71.5% 5,175.41 $887.04 2x2 w2 utube t8 59 w 72 15 7 / 5475 terminal allegiant ticketing LED Troffer 2x2, 3500K, UNV, REC 16.8 w 72 3,038 w 71.5% 16,635.24 $2,851.20 2x2 w2 utube t8 59 w 8 12 7 / 4380 terminal central coast shuttle LED Troffer 2x2, 3500K, UNV, REC 16.8 w 8 338 w 71.5% 1,478.69 $253.44 2x2 w2 utube t8 59 w 12 15 7 / 5475 terminal baggage claim LED Troffer 2x2, 3500K, UNV, REC 16.8 w 12 506 w 71.5% 2,772.54 $475.20 2x2 w2 utube t8 59 w 33 15 7 / 5475 terminal car rental LED Troffer 2x2, 3500K, UNV, REC 16.8 w 33 1,393 w 71.5% 7,624.49 $1,306.80 2x2 w2 utube t8 59 w 53 15 7 / 5475 terminal front lobby LED Troffer 2x2, 3500K, UNV, REC 16.8 w 53 2,237 w 71.5% 12,245.39 $2,098.80 2x2 w2 utube t8 59 w 34 12 7 / 4380 terminal front entrance LED Troffer 2x2, 3500K, UNV, REC 16.8 w 34 1,435 w 71.5% 6,284.42 $1,077.12 al pt 138 w 6 12 7 / 4380 terminal tarmac LED Post Top Retrofit Lamp, 5000K, UNV, E39 36 w 6 612 w 73.9% 2,680.56 $459.44 al sb 1000 w 8 12 7 / 4380 terminal tarmac LED Area Light, 5000K, UNV, PH 409 w 8 4,728 w 59.1% 20,708.64 $3,549.36 2x4 led 0 w 9 15 7 / 5475 terminal allegiant ticketing 0 0 w 9 - w 0.0% - $0.00 can led 0 w 3 12 7 / 4380 terminal 0 0 0 w 3 - w 0.0% - $0.00 ENERGY AUDIT Santa Maria Public Airport District EcoGreen Sales Rep: Dan Mitchell 0 Terminals Customer Contact: Richard Tokoph 0 3249 Terminal Drive Title of Contact: Manager of Operations & Maintenance 0 Approx. Building Size 89,220 SF Santa Maria, CA, 93455 Customer Phone: 805-922-1726 0 Energy Rate $ 0.17 /kWh Acct: 9083614304; SAID: 9083614638 Customer Email: [email protected] 0 Interest Rate 0% 0 In Reference to Quote # 800142 EXISTING Location Suggested Replacements Savings Watts/ # of Existing Operating # of Watts/bulbs KWh Existing Bulb Building/Zone Room/Area Replacement Bulb Watts/Fix Usage Saved Annual Savings Fix Fixtures Hours-Day / Yr. Fixtures Saved Saved chandelier led 0 w 10 15 7 / 5475 terminal secured lobby 0 0 w 10 - w 0.0% - $0.00 fld led 0 w 4 12 7 / 4380 terminal 0 0 0 w 4 - w 0.0% - $0.00 wp led 0 w 3 12 7 / 4380 terminal 0 0 0 w 3 - w 0.0% - $0.00 wp led 0 w 4 12 7 / 4380 terminal 0 0 0 w 4 - w 0.0% - $0.00 hb w4 led 0 w 6 15 7 / 5475 terminal baggage claim 0 0 w 6 - w 0.0% - $0.00 al led 0 w 7 12 7 / 4380 terminal 0 0 0 w 7 - w 0.0% - $0.00 al led 0 w 8 12 7 / 4380 terminal 0 0 0 w 8 - w 0.0% - $0.00 al led 0 w 3 12 7 / 4380 terminal 0 0 0 w 3 - w 0.0% - $0.00 4' lin w2 led 0 w 16 12 7 / 4380 terminal central coast shuttle 0 0 w 16 - w 0.0% - $0.00 4' lin w2 led 0 w 6 8 7 / 2920 terminal secured m rr 0 0 w 6 - w 0.0% - $0.00 4' lin w2 led 0 w 6 8 7 / 2920 terminal secured w rr 0 0 w 6 - w 0.0% - $0.00 0 0 w 0 0 0 / 0 0 0 0 0 w 0 - w 0.0% - $0.00 0 0 w 0 0 0 / 0 0 0 0 0 w 0 - w 0.0% - $0.00 0 0 w 0 0 0 / 0 0 0 0 0 w 0 - w 0.0% - $0.00 0 0 w 0 0 0 / 0 0 0 0 0 w 0 - w 0.0% - $0.00 Totals 607 Ave: 4928 w 607 24,503 w 63.1% 119,011.49 $20,398.00
24,503 Estimated Watts Saved Total Project Cost $144,557.40 Approximate Energy Savings Per Month $1,699.83 119,011 Estimated Annual kWh Saved Total After Rebate/Incentive Project Cost $144,557.40 Estimated Energy Savings Per Year $20,398.00 14.4 Estimated Avg Annual Res Powered by Savings ****Estimated Program Payback Period Yrs. 7.09 **Estimated Total Savings Over 5 Years $114,985.44 89 Estimated Annual CO2 Savings (MT) ** Estimated Total Savings After 10 Years $268,861.89 - Estimated Btu Savings Per Month Estimated Energy Rebate $0.00 63.1% Estimated Average Electrical Savings Estimated IRS Tax Deduction 179D Available $53,532.00 14.1% Estimated ***Estimated Federal Tax Savings $18,736.20 7.09 Estimated Payback Period Yrs. - No Rebates, Tax Deductions or Bulb Replacement Savings Estimated Bulb Replacement Savings Per Year $1,535.40 5.74 Estimated Payback Period Yrs. Fully Comprehensive^ ^^ Estimated Bulb Replacement Savings Per Avg. Est. Life of LED $46,673.31 Estimated Loan Payment $1,699.83
*** Based on IRS 179D Deduction @ 35% federal tax rate NOTE: Attached calculations do not include depreciation deduction for project cost. ****Program Payback Period Yrs. = (Total Project Cost - Available Program Rebates or Incentives) / Estimated $ Saved per Year *Payment is based on a 7.09 year loan at 0% interest OAC, actual my vary. ^Payback Period Yrs. = (Total Project Cost - Available Rebate or Incentive - Tax Savings) / (Estimated Savings Per Year + Bulb Replacement Savings Per Yr.) ** Reflects energy savings per year increasing at industry standard 6% per year + Bulb Replacement ^^Based on industry standard LED lifespan of 50,000 hrs. Quote Quote # 800142 27671 La Paz Rd, Suite 100 DATE 10/28/2019 Laguna Niguel, CA. 92677 [email protected] (949) 364 - 6800 Santa Maria Public Airport District Terminals 3249 Terminal Drive Santa Maria, CA, 93455 Acct: 9083614304; SAID: 9083614638 Quotes are valid for 30 days from the above date. INT/ Light EPN DESCRIPTION QTY* Unit Price Amount EXT
EGLN-AT15.45-4ft-4000-UNV-SMT-X-X-X-X I LED 4' Linear Fixture, 4000K, UNV, SMT 15.45 w 11 $118.00 $1,298.00 ICP 0 ICP Project Development/Engineering Certification 0 w 1 $7,500.00 $7,500.00 EGAL-NS409-5000-UNV-X-X-X-PH-X-X E LED Area Light, 5000K, UNV, PH 409 w 8 $1,689.00 $13,512.00 EGAL-NL120-5000-UNV-X-X-PH-X-X E LED Area Light, 5000K, UNV, PH 120 w 2 $415.00 $830.00 EGWP-AT59-5000-UNV-X-X-X-X E LED Wallpack, 5000K, UNV 59 w 1 $225.00 $225.00 EG24-AT22.8-4000-UNV-X-REC-X-X-X-X I LED Troffer 2x4 Retrofit Kit, 4000K, UNV, REC 22.8 w 5 $189.00 $945.00 EGCL-HL10-6"-2700-120v-X-REC-REC-PLT-9 1/8":9 1/8"-HG-X-X I LED 6" Eco Downlight w/ Housing, 2700K, 120v, REC 10 w 47 $75.00 $3,525.00 EGWP-HL12-5000-UNV-X-X-PH-X E LED Wallpack, 4000K, UNV, PH 12 w 8 $139.00 $1,112.00 EGLA-AR9-2ft-4000-X-T8-B-X-X-X I 2' T8 LED Tube Single Ended Bypass(Type B), 4000K 9 w 3 $18.50 $55.50 EGLA-GC10.5-3ft-4000-X-T8-X-X-X-X I 3' T8 LED Tube, 4000K 10.5 w 32 $25.50 $816.00 EGLA-AR12.5-4000-UNV-X-T8-BD-X-X I 4' T8 LED Tube Double Ended Bypass(Type B), 4000K, UNV 12.5 w 101 $15.50 $1,565.50 EGLA-AR25-4ft-4100-X-T5-X-X-X-X I 4' T5 LED HO Tube(Ballast Factored in Wattage), 4100K 25 w 11 $19.50 $214.50 EGLN-IL17.98-5000-UNV-SMT-X-VT-X-X E LED 4' Linear Vapor Tight Fixture, 5000K, UNV, SMT 17.98 w 2 $225.00 $450.00 EGLA-AR36-8ft-4100-X-T8-X-X-X-X I 8' T8 LED Tube Type B, 4100K 36 w 72 $32.50 $2,340.00 EG22-PH16.8-3500-UNV-X-REC-D-X-X-X I LED Troffer 2x2, 3500K, UNV, REC 16.8 w 187 $155.00 $28,985.00 EG22-PH16.8-3500-UNV-X-REC-D-X-X-X E LED Troffer 2x2, 3500K, UNV, REC 16.8 w 62 $155.00 $9,610.00 EGRL-HL36-5000-UNV-X-E39-PT-X-X-X E LED Post Top Retrofit Lamp, 5000K, UNV, E39 36 w 6 $85.00 $510.00 EGRL-HL51.2-5194-UNV-X-E39-PT-X-X-X E LED Post Top Retrofit Lamp, 5194K, UNV, E39 51.2 w 10 $97.00 $970.00 0 0 0 0 w 0 $0.00 $0.00 0 0 0 0 w 0 $0.00 $0.00 0 0 0 0 w 0 $0.00 $0.00 0 0 0 0 w 0 $0.00 $0.00 0 0 0 0 w 0 $0.00 $0.00 0 0 0 0 w 0 $0.00 $0.00 0 0 0 0 w 0 $0.00 $0.00 0 0 0 0 w 0 $0.00 $0.00 0 0 0 0 w 0 $0.00 $0.00 0 0 0 0 w 0 $0.00 $0.00 0 0 0 0 w 0 $0.00 $0.00 0 0 0 0 w 0 $0.00 $0.00 0 0 0 0 w 0 $0.00 $0.00 SUBTOTAL $66,963.50 LABOR $45,150.00 SALES TAX $5,859.31 PERMITS AND/OR INSURANCE COST $2,343.72 (Brackets, Wiring, Sockets, Travel, Tiewire, Screws, Lifts, Lamp Recycling / Disposal, Shipping, Package, ETC.) MISC. CHARGES $16,740.88 ICP Developer/Engineering Cost $7,500.00 TOTAL PROJECT COST $144,557.40 * All quantities to be verified by owner Estimated k/w Power Saved Rebate Total: $0.00 IRS Tax Cert, Inspection, Report: $0.00 Estimated IRS Federal Tax Deduction per 179D: $53,532.00 Estimated Annual Energy Savings: $20,398.00 Agenda Item 9b 12/12/19 Santa Maria Public Airport District TaxilanePavement Rehabilitation SANTA MARIA PUBLIC AIRPORT 3217 Terminal Drive, Santa Maria, CA, 93455 The J.F. Will Company, Inc. 2640 Industrial Parkway, Suite 100, Santa Maria, CA 93455 CHANGE ORDER No. 03 (Balancing) CONTRACT COST SUMMARY Referto the Description of Work for Details
ITEM AMOUNT Original Contract Amount: $298,940.50 Net Change By Previous Change Orders: $23,110.53 Contract Sum Prior to This Change Order: $322,051.03 Amount of Change (Increase), This Change Order: $8,797.98 Net Contract Sum Including This Change Order: $330,849.0 I
CONTRACT TIME SUMMARY
ITEM WORKING DAYS Original Contract Time 45 Net Contract Time Change By Previous Change Orders 0 Contract Time Prior to This Change Order 45 Amount of Contract Time Change, This Change Order 0 Net Contract Time Including This Change Order 45
ITEM DATE Day One 8/12/2019 Initial Contract Completion Date 10/15/2019 Contract Time Adjustments 0 Revised Contract Completion Date 10/15/2019 (Reflecting this and all previous Change Orders)
Page 1 of 3 Santa Maria Public Airport District TaxilanePavement Reliabilitation SANTA MARJA PUBLIC AIRPORT 3217 Terminal Drive, Santa Maria, CA, 93455 The J.F. Will Company, Inc. 2640 Industrial Parkway, Suite 100, Santa Maria, CA 93455 CHANGE ORDER No. 03 (Balancing) DESCRIPTION OF WORK
The Contract shall be amended in accord with the followingchanges in scope of required work and payment therefor as follows:
No. Description/ Justification Cost Time (Working Days) 3.01 Bid Item 14, Pavement Marking: Two-coat, Black. Increase in r quantity fom 700 SF to 2,029 SF, fora total increase of 1,329 SF $8,797.98 0 @ $6.62 per square foot "" $8,797.98
Total $8,797.98 0
FO Field Order RFP Request For Proposal
Page 2 of 3 Santa Maria Public Airport District Taxilane Pavement Rehabilitation SANTA MARIA PUBLICAIRPORT 3217 Terminal Drive, Santa Maria, CA, 93455 The J.F. Will Company, Inc. 2640 Industrial Parkway, Suite 100, Santa Maria, CA 93455 CHANGE ORDER No. 03 (Balancing)
APPROVALS (Not valid unless signed by all listed below) I have reviewed all supplemental documentation supporting the additional work requested and provided, and certify that all work will be or has been completed in accordance with the contract documents and direction provided, and hereby recommend a change to the construction contract in overall compensation and contract time as outlined herein:
Date: '
Contractor Acceptance:
Date: � t
Owner Approval (Santa Maria Public Airport District):
Chris Hastert, General Manager Date:
Hugh Rafferty,President, Board of Directors Date:
Page 3 of 3 Agenda Item 10 12/12/19
SANTA MARIA PUBLIC AIRPORT DISTRICT
LONG-TERM AVIATION LAND LEASE POLICY
This policy applies to long term leases, defined as a lease of twenty (20) years or more, including options to extend. Leases of a shorter term may be subject to select provisions of this policy. The Santa Maria Public Airport District may lease land owned by the District, subject to the following conditions:
I. GENERAL
a. Land which has been determined by the District as being not needed for public purposes may be leased.
b. Prior to completing a lease transaction, the District shall obtain from the Federal Aviation Administration a release from surplus property deed restrictions and grant assurances when appropriate, along with its approval of the terms and conditions of the lease, when required by the FAA or otherwise appropriate.
c. No lease, nor any of the terms and conditions thereof, shall be final or binding upon the District until approved by the Board of Directors at a properly noticed public meeting.
II. LEASE TERM AND RATES
a. The annual rent for all long term leases shall be equal to an eight percent (8%) return on the Fair Market Value of the land as determined below. The rent shall increase every five years by the change in the all Urban Consumer Price Index (base year 1982-84=100) for Los Angeles-Anaheim-Riverside, California, of the United States Department of Labor, Bureau of Labor Statistics. , not to exceed a five percent (5%) CPI increase annually. Every tenth (10th) year in lieu of a CPI increase, the annual rent shall be set by appraisal.
b. Fair Market Value shall be determined by appraisal. District shall select the appraiser, and shall pay the costs and expense of the appraisal; provided, if District has obtained an appraisal of comparable Airport property within the last six (6) months, District may use that appraisal instead. If the potential tenant disagrees with the appraisal, the tenant may, at the tenant’s cost and expense, obtain another appraisal. District may rely on either or both appraisals, or any amount in between, or decide not to lease the property. In the event of protracted negotiations or an appraisal over six months old, either party may, at its option and sole expense, have the appraisal updated by the appraiser.
Each appraiser shall certify that he/she has personally inspected the property and all properties used as comparison; that he/she has no past, present or contemplated future interest in the property or any part thereof; that the compensation to be received by him/her from any source for making the appraisal is solely in accordance with this policy; that he/she has determined the Fair Market Value of the property based on its highest and best use under applicable or comparable industrial or commercial zoning in the City of Santa Maria; that neither his/her employment to make the appraisal nor his/her compensation for the appraisal is contingent upon reporting a predetermined value or a value within a predetermined range of values; that he/she has had at least seven years’ full time professional experience as a commercial and industrial real estate appraiser; that he/she is a member of the American Institute of Real Estate Appraisers or a successor thereto (if none is in existence, a disinterested real estate appraiser having otherwise appropriate qualifications to appraise commercial and industrial real estate) and that his/her appraisal was prepared in conformity with the standards of professional practice of the institute, society, successor, or otherwise. c. An “Option to Extend” a lease agreement may be negotiated in conjunction with the initial establishment of such lease agreement, but in no event shall the amount of the fixed term and the options combined exceed 40 years, with a possible 10 year option to lease the then District owned facility. d. Gross leasing of land consisting of five (5) or more acres may have a rental which is phased in over a five (5) year period. e. The District may discount rent determined in accordance with subparagraph 2.a for any or all of the following factors:
i. Aviation related business within the Airport Operating Area – up to thirty percent (30%). The rate after discount shall be compared and if necessary adjusted as set forth in the following sentence. The districts rate shall not be more than 10% higher than the highest rate in the range of the most current comparable rates at the airports below, or 10% less than the lowest of the range of the most current comparable rates of the airports below:
Camarillo Airport (CMA) Monterey Peninsula Airport (MRY) Oxnard Airport (OXR) Salinas Airport (SNS) San Luis Obispo Airport (SBP) Santa Barbara Airport (SBA) (example: Assume listed airports rates range from $0.36-$0.85 per square foot per year. If the rate after discount were to equal $0.50 per square foot per year the rate shall not be adjusted as it falls within the range. If the rate after discount were to equal $0.20 per square foot per year the rate shall be adjusted to $0.324 per square foot per year, which is ten percent (10%) below the range. If the rate after discount were to equal $1.00 per square foot per year the rate shall be adjusted to $0.935 per square foot per year, which is ten percent (10%) above the range.
ii. Lease of more than ten (10) gross acres – discount up to five percent (5%);
iii. Value of off-site, on-airport public improvements – discount negotiated, amount not to exceed the total cost of improvements;
iv. Other benefit to the District from the proposed lease – negotiated;
v. Difficulty in development due to pre-existing conditions on-site – negotiated;
f. District may, at its option, after every five (5) years of the lease, eliminate, reduce or increase discounts given for factor 2.e.i to equal then current District policy.
g. District shall receive from the tenant a lease transfer fee in the amount of one (1) month’s rent at the time of transfer of the leased premises.
III. REAL ESTATE BROKER PARTICIPATION
a. The District will allow a licensed real estate broker to participate in the leasing of District land and shall pay a commission to such broker, subject to the following conditions:
1. To be eligible to receive a commission, a real estate broker must certify that he/she has represented the District’s interest in the leasing transaction.
2. To be eligible to receive a commission, a real estate broker must also certify that he/she is not the tenant, an employee of the tenant, and does not own an interest in or have any control over or in the tenant’s business.
b. The District has the sole right to accept or reject any offers to lease and no commissions will be paid on a transaction which the District has rejected. c. No rental rates will be lowered solely due to the absence of broker involvement.
d. The commission shall be no more than the first year rent on the subject lease, subject to receipt of rental payments by District.
e. Commission payments deemed by the District to be incurred and payable shall be paid only after scheduled lease payments have been received by the District, and in accordance with a formula which provides that twelve and one- half percent (12 ½%) of the total commission due is payable at the end of each three months period during the first twenty-four months of the lease term.
f. The District will pay commissions for transactions involving present tenants only if the tenant acquires an additional site(s), provided the real estate broker meets the requirements outlined in Paragraph (a). No commission will be paid for a present tenant relocating on District property.
g. The District shall not pay commission on any break-out (divided) leases or subleases. Also, the District shall not pay commissions on any “First Right of Refusal” or “Option to Lease” transactions.
h. Leasing commissions shall be established at lease onset and no adjustments shall be made in the established commission due to changes in the lease rental rates.
i. In the event more than one broker is involved in any one lease transaction, the District will only pay a single commission, which will be determined from the certification of the tenant establishing the procuring broker.
IV. PERMITTED USES
a. Land leased by the District may only be used for purposes which are fully compatible with the Airport and the aviation activity conducted thereon.
b. The use of land leased by the District shall be limited to those uses allowed by the applicable zoning as set forth in the City of Santa Maria’s General Plan.
c. The use of land leased by the District shall be subject to any covenants, restrictions, or conditions which may be set forth within a lease for such land or of record.
d. In the event there is a conflict or difference among the provisions of (a), (b), or (c) above, the provision deemed by the District to be most limiting or restrictive shall apply. V. DEVELOPMENT STANDARDS
a. Land leased from the District shall be improved by construction of a suitable building or buildings thereon with a total ground floor area at least equal to twenty percent (20%) of the lot size, but not greater than fifty percent (50%) of the lot size.
b. A minimum initial capital investment of $10,000 per acre, per year of lease, shall be required.
c. Construction of the building or buildings, which at least equals the minimum amount of ground floor area just noted, must commence within one (1) year following the effective date of said lease and must generally be completed within two (2) years thereafter.
d. In addition to compliance with all applicable City of Santa Maria codes and requirements, the Airport District shall have the right to review and approve all plans for improvements upon land leased by the District, such approval not to be unreasonably withheld. However, in order to maintain a high quality of development upon land in the vicinity of the Airport, the Airport District desires architectural design and landscaping that is both complimentary to and consistent with existing development. Agenda Item 11 12/12/19 RESOLUTION NO. 882
A RESOLUTION OF THE BOARD OF DIRECTORS OF SANTA MARIA PUBLIC AIRPORT DISTRICT, COUNTY OF SAN LUIS OBISPO, STATE OF CALIFORNIA, ADOPTING A RECORDS RETENTION SCHEDULE AND AUTHORIZING DESTRUCTION OF CERTAIN DISTRICT RECORDS
WHEREAS, The Santa Maria Public Airport District (“District”) Board of Directors (“Board of Directors") wishes to improve it records management practices through the adoption of a records retention schedule; and
WHEREAS, the Board of Directors recognizes that the maintenance of numerous records is expensive, slows document retrieval, and is not necessary after a certain period of time for the effective and efficient operations of the District; and
WHEREAS, Section 60200 of the Government Code of the State of California provides that the legislative body of a special district may authorize at any time the destruction or disposition of any duplicate record, paper, or document, the original or a permanent photographic record of which is in the files of any officer or department of the district; and
WHEREAS, Section 60201 of the Government Code of the State of California provides that district records which have served their purpose, which are not expressly required by law to be filed and persevered, and which will not adversely affect any interest of the district or public may be destroyed; and
WHEREAS, the District has a procedure to maintain a list of the types of records destroyed or disposed of that reasonably identifies the information contained in the records in each category.
NOW, THEREFORE, THE BOARD OF DIRECTORS OF THE SANTA MARIA PUBLIC AIRPORT DISTRICT DOES RESOLVE AS FOLLOWS:
1. The Board of Directors finds that the destruction or disposition of the records that have exceeded the retention periods as set forth in the Records Retention Schedule (attached hereto as Exhibit A) will not adversely affect any interest of the District or the public.
2. The records of the District, as set forth in the Records Retention Schedule attached hereto and incorporated herein by this reference, are hereby authorized to be destroyed as provided by Section 60201 et seq. of the Government Code of the State of California and in accordance with the provision of said schedule in accordance with District policies and procedures, without further action by the Board of Directors.
1 3. With the consent of the District Legal Counsel and the District General Manager, updates are hereby authorized to be made to the Records Retention Schedule without further action by the Board.
4. The term "record" as used herein shall include all documents and writings as defined by Section 60201 of the Government Code of the State of California.
5. Pursuant to Section 60203 of Government Code, the District may destroy any paper, book, instrument, or other document, that is not expressly required to be preserved, as long as the conditions below are met.
a. The record, paper, or document is photographed, microphotographed, reproduced by electronically recorded video images on magnetic surfaces, recorded in the electronic data processing system, recorded on optical disk, reproduced on film or any other medium that is a trusted system and that does not permit additions, deletions, or changes to the original document in compliance with Section 12168.7 for recording of permanent records or nonpermanent records.
b. The device used to reproduce the record, paper, or document on film, optical disk, or any other medium is one that accurately reproduces the original thereof in all details and that does not permit additions, deletions, or changes to the original document images.
c. The photographs, microphotographs, or other reproductions on film, optical disk, or any other medium are placed in conveniently accessible files and provision is made for preserving, examining, and using the files.
d. For the purposes of this section, every reproduction shall be deemed to be an original record and a transcript, exemplification, or certified copy of any reproduction shall be deemed to be a transcript, exemplification, or certified copy, as the case may be, of the original.
If the above conditions are met, the public official having custody of the records may convert the hard copy to a permissible electronic format and destroy the hard copy.
The electronic copy (or the hard copy if no electronic copy is made) shall be retained for the duration of “Retention Period” contained in the schedule attached hereto as Exhibit A. Once authority has been received to destroy records, all forms of that record must be destroyed (or deleted): paper, microfilm/fiche, electronic format.
With the exception of a few documents (i.e. records affecting the title to real property or liens thereon; minutes, ordinances, or resolutions of the District; other documents required by statute, which are specifically noted in the Record Retention Schedule) the District does not have to retain hard copy/ originals of the majority records. Electronic
2 imaging as required in Paragraph 5(a)-(d) above and retention of the electronic copy for the duration of the retention period complies with the law and this policy.
6. This resolution shall become effective immediately upon its passage and adoption; however, District staff shall wait for a period of thirty (30) days following adoption of the resolution before disposing of any District records subject hereto.
PASSED AND ADOPTED by the Board of Directors of the Santa Maria Public Airport District on December 12, 2019 by the following roll call vote:
AYES: NOES: ABSTAIN: ABSENT: ATTEST:
______Chuck Adams, President Hugh Rafferty, Secretary
APPROVED AS TO FORM:
______District Counsel
3 Records Retention Schedule Santa Maria Public Airport District Destruction of any record must be authorized by the legislative body (Gov. Code §§60200-60204)
Retain Retention Legal Department Type of Record Description or Example of Record Original Period Paper Authority Document Board Administration Affidavits of Publication / Records documenting compliance with laws requiring Calendar GC 60201 Posting public notice of governmental activities. May include: Year End+4 CCP 343 public or legal notices, certificates, affidavits or Years publication, and similar documents.
Board Administration Agenda / Agenda Packets Paper copies of agenda packets may be maintained for Permanent GC 60201 1 year as complete packets for convenience of reference.
Board Administration Agreements / Contracts – A written agreement between a grantee and a third Permanent CCP 337 Grants, Intra-Agency party to acquire routine goods and services. A grant is GC 60201 Agreements, Property a Financial assistance mechanism providing money, Agreements, Leases etc. property, or both to an eligible entity to carry out an approved project or activity
Board Administration Articles of Incorporation A written instrument that creates and defines the rights Permanent YES GC and privileges of a corporation. May include, but is not Permanently 60201(d)(1) limited to original charter, petitions for incorporation, constitution, by-laws, amendments
Board Administration Biennial Review of the Correspondence pertaining to review; the final revised Calendar GC60201 Conflict of Interest Code Conflict of Interest Code is adopted by Resolution as Year End+2 an attachment and is part of the Agenda Packet Years
Legal Authority Abbreviations CCP Code of Civil Procedure (California) GC Government Code (California) LC Labor Code (California) VC Vehicle Code (California) CCR California Code of Regulations H&S Health & Safety Code PC Penal Code (California) CFR Code of Federal Regulations IRC Internal Revenue Code R&TC Revenue & Taxation Code (California) EC Elections Code (California) IRS Internal Revenue Service USC United States Code 1 Retain Retention Legal Department Type of Record Description or Example of Record Original Period Paper Authority Document Board Administration Closed Session Material Calendar GC 60201 Year End+10 Years Board Administration Comments & Letters, memoranda, other types of correspondence Calendar GC 60201 Correspondence – authored by, or received by, the Board members Year End+2 BOARD MEMBERS Years
Board Administration Comments & Letters, memoranda, other types of correspondence Calendar GC 60201 Correspondence – authored by, or received by, the General Manager Year End+2 GENERAL MANAGER Years
Board Administration Economic Interest Copies of original statements of elected officials Calendar Yes GC 81009(f), Statements – Form 700 forwarded to Fair Political Practices Commission Year End+4 2 years (g) (copies) (elected officials) Years
Board Administration Economic Interest Originals of statements of designated employees Calendar Yes GC 81009(e), Statements – Form 700 Year End+7 2 years (g) (originals) (non-elected) Years
Board Administration Election – Administrative Not ballot cards or absentee voter lists/applications Calendar GC 60201 Documents Year End+2 Years Board Administration Election – Ballots & Property related fees (Assessment Ballot proceeding) 2 years GC Protest Letters – Prop. 218 53753(e)(2) (assessment Districts) CA Constitution Art. XIII
Legal Authority Abbreviations CCP Code of Civil Procedure (California) GC Government Code (California) LC Labor Code (California) VC Vehicle Code (California) CCR California Code of Regulations H&S Health & Safety Code PC Penal Code (California) CFR Code of Federal Regulations IRC Internal Revenue Code R&TC Revenue & Taxation Code (California) EC Elections Code (California) IRS Internal Revenue Service USC United States Code 2 Retain Retention Legal Department Type of Record Description or Example of Record Original Period Paper Authority Document Board Administration Election – Campaign FPPC Forms 460, 470, etc. Permanent Yes GC Statements 2 years 81009(b)(g)
Board Administration Election – Certificates of Certificates of election; original reports and statements Permanent Yes GC 60201, Election 2 years GC 81009(a)(d)
Board Administration Election Petitions – Not a public record – documents resulting in an 8 Months * EC 17200, Initiative/Recall/Ref. election 17400 Charter Amendments * Retention is from election results GC 6253.5;
Board Administration Election Petitions – No Not a public record. Not resulting in an election. 8 Months * EC 17200, election * Retention is from final examination 17400 GC 6253.5 Board Administration Ethics Training Records that indicate both the dates of training and the 5 Years GC entity that provided the training after 53235.2(b) receiving training Board Administration FPPC Form 801 / 802 Gift to Agency Report / Tickets Provided to Agency 7 Years Yes 2 CCR Report 2 years 18944.1 GC 81009(e)
Board Administration General Manager Projects Various Projects – the department retains the originals Calendar GC 60201 (e.g. Engineering). Example of records-major Year CCP 337.15 improvements (e.g. treatment plant improvements), End+10 long-range planning, etc. Copies of various documents Years from the line departments and correspondence directing the line departments of how to approach / resolve various issues
Legal Authority Abbreviations CCP Code of Civil Procedure (California) GC Government Code (California) LC Labor Code (California) VC Vehicle Code (California) CCR California Code of Regulations H&S Health & Safety Code PC Penal Code (California) CFR Code of Federal Regulations IRC Internal Revenue Code R&TC Revenue & Taxation Code (California) EC Elections Code (California) IRS Internal Revenue Service USC United States Code 3 Retain Retention Legal Department Type of Record Description or Example of Record Original Period Paper Authority Document Board Administration Historical Records Records with Significant Historical Value Permanent GC 60201
Board Administration Minutes Minutes of District Board meetings; documents the Permanent GC proceedings of public bodies. YES 60201(d)(3) Permanently Board Administration Oaths of Office Elected and public officials – Board Members Current+6 GC 60201; Years 29 USC 1113 Board Administration Policies, District Board Original policies adopted by the District Board Until GC 60201 Superseded +2 Years Board Administration Public Records Request Requests from the public to inspect or copy public 2 Years GC documents 60201(d)(5)
Documents that are the subject of any pending request may not be destroyed until request has been granted or until 2 years have elapsed since written notice that request was denied.
Board Administration Records Management Documentation of final disposition of records Permanent GC 60201 Disposition Certification
Board Administration Records Retention After Adoption / Approval Permanent GC 60201 Schedules
Legal Authority Abbreviations CCP Code of Civil Procedure (California) GC Government Code (California) LC Labor Code (California) VC Vehicle Code (California) CCR California Code of Regulations H&S Health & Safety Code PC Penal Code (California) CFR Code of Federal Regulations IRC Internal Revenue Code R&TC Revenue & Taxation Code (California) EC Elections Code (California) IRS Internal Revenue Service USC United States Code 4 Retain Retention Legal Department Type of Record Description or Example of Record Original Period Paper Authority Document Board Administration Recordings – audio Audio Tapes, CD or DVD recordings of Board 30 Days, GC meetings made for preparation of Board meeting Provided 54953.5(b), minutes Minutes GC 60201 have been 64 Ops.Cal. Adopted Atty. Gen. 317 Board Administration Recordings, video – Video Tapes, CDs or DVDs of public meetings made 2 Years GC 53160 meetings of legislative by or at the direction of the District (e.g., Board GC 53161 bodies meetings)
Board Administration Request to Speak A person wishes to comment on an item that is on the Calendar GC 60201 Board agenda completes the request to speak form Year End+2
Board Administration Resolutions Resolutions of the District approved/ adopted by the Permanent GC 60201 Board YES Permanently Board Administration Ordinances Ordinances of the District approved/ adopted by the Permanent YES Board Permanently
Board Administration State Reimbursement of Claim Forms and Supporting Documentation 3 Years GC 60201 Brown Act Cost (SB 90)
Board Administration Statement of Facts – Form #SEC/STATE NP/SF 405 Calendar GC 60201 Roster of Public Agencies Year End+2 Filing (State of California) Years
Customer Service Direct Pay Forms Request for reimbursements, etc. After GC 60201 Audit+4 Years
Legal Authority Abbreviations CCP Code of Civil Procedure (California) GC Government Code (California) LC Labor Code (California) VC Vehicle Code (California) CCR California Code of Regulations H&S Health & Safety Code PC Penal Code (California) CFR Code of Federal Regulations IRC Internal Revenue Code R&TC Revenue & Taxation Code (California) EC Elections Code (California) IRS Internal Revenue Service USC United States Code 5 Retain Retention Legal Department Type of Record Description or Example of Record Original Period Paper Authority Document Customer Service Service Orders Requests from customers for services to be performed. After GC 60201 Audit+5 Years
Legal Authority Abbreviations CCP Code of Civil Procedure (California) GC Government Code (California) LC Labor Code (California) VC Vehicle Code (California) CCR California Code of Regulations H&S Health & Safety Code PC Penal Code (California) CFR Code of Federal Regulations IRC Internal Revenue Code R&TC Revenue & Taxation Code (California) EC Elections Code (California) IRS Internal Revenue Service USC United States Code 6 Retain Retention Legal Department Type of Record Description or Example of Record Original Period Paper Authority Document Development Annexations / Notices, Resolutions, Certificates of Completion Permanent GC Reorganizations 60201(d)(1)
Development Environmental Quality Final Reports Permanent GC 60201 Soil Reports Development Property, Abandonment Buildings, condemnation Permanent GC 60201(d)(8) Development Property Acquisition/ District owned. Supporting documents regarding sale, Permanent GC Disposition purchase, exchange, of property by District 60201(d)(8)
Engineering Annexations / Boundary Permanent GC Changes 60201(d)(1)
Engineering Appraisals For real property owned by District – Not a public record After GC 60201; (i.e. exempt from disclosure) until real estate transaction Audit+5 GC6254(h) is complete Years
Engineering Bids, Unaccepted Unaccepted bid packages only 2 Years GC 60201(d)(11) Engineering Bids, Notices & Accepted After GC 60201 Affidavits, Accepted Audit+4 CCP 337 Years Engineering Board Staff Reports, This information is back-up information in addition to Permanent GC 60201 Backup & original source the Staff / Board reports kept by Board Administration files for Board Meetings
Legal Authority Abbreviations CCP Code of Civil Procedure (California) GC Government Code (California) LC Labor Code (California) VC Vehicle Code (California) CCR California Code of Regulations H&S Health & Safety Code PC Penal Code (California) CFR Code of Federal Regulations IRC Internal Revenue Code R&TC Revenue & Taxation Code (California) EC Elections Code (California) IRS Internal Revenue Service USC United States Code 7 Retain Retention Legal Department Type of Record Description or Example of Record Original Period Paper Authority Document Engineering Bonds, Surety Documentation created and/or received in connection Close/Com CCP 337.15 with the performance of work/services for the District pletion +10 GC 60201 Years Engineering California Environmental Exemptions, Environmental Impact Report, Mitigation 10 years GC 60201 Quality Act (CEQA) / monitoring, negative declaration, notices of completion 14 CCR National Environmental and determination, comments, statements of overriding 15095(c); Policy Act (NEPA) consideration
Engineering Capital Improvement Drafts – Finance maintains finals Permanently Until GC 60201 Program Budget – Superseded DRAFTS
Engineering Capital Improvements, For Disaster Recovery Purposes: Permanent GC 60201 Construction / Job Files – PERMANENT FILE Agreements/Contracts, Bid Package (Winning), Board Letters (copy), Change Orders, Consultant Proposals (Successful), Environmental, Final As-Built Drawings (Record Drawings), Inspection Pictures, Inspection Reports, Material Testing. Permits (Design, Environmental), Preliminary Design Report, Rights of Way I Easements, Soils, Geotechnical Reports, Specifications, Submittals, Surveys, CAD files, Engineer's Calculation Files
Legal Authority Abbreviations CCP Code of Civil Procedure (California) GC Government Code (California) LC Labor Code (California) VC Vehicle Code (California) CCR California Code of Regulations H&S Health & Safety Code PC Penal Code (California) CFR Code of Federal Regulations IRC Internal Revenue Code R&TC Revenue & Taxation Code (California) EC Elections Code (California) IRS Internal Revenue Service USC United States Code 8 Retain Retention Legal Department Type of Record Description or Example of Record Original Period Paper Authority Document Engineering Capital Improvements, Project Administration: Close/Com CCP 337.15, Construction / Job Files – pletion+ 10 GC 60201 ADMINISTRATIVE Bid Summary, Bonds, Certified Payroll, Grant Documents, Years FILE / INSPECTION Errors & Omissions, Insurance Certificates, Notifications. FILE Progress Payments, Punch Lists, Videos Post-Construction & Pre-Construction. Correspondence (Transitory / Preliminary Drafts), Engineer's Estimates, Memoranda, NPDES, Permits (Construction & Street Opening)
Engineering CCTV Inspections / Sewer Video Documentation of Inspection with Field Notes 10 Years GC 60201
Engineering Deeds, Real Property File with recorded documents. Permanent GC YES 60201(d)(8) Permanently Engineering Easements, Maps of File with recorded documents. Permanent GC Easements YES 60201(d)(8) Permanently Engineering Encroachment Permits For continuing encroachments over District easements, Permanent GC 60201 etc.
Engineering Encroachment Permits – CalTrans, Health Department, County, etc. (for Street Permanent GC 60201 Annual Blanket Openings, Road Use, Construction purposes, etc.)
Engineering Facility Expansion Files related to facility expansion Permanent GC 60201 Agreements
Legal Authority Abbreviations CCP Code of Civil Procedure (California) GC Government Code (California) LC Labor Code (California) VC Vehicle Code (California) CCR California Code of Regulations H&S Health & Safety Code PC Penal Code (California) CFR Code of Federal Regulations IRC Internal Revenue Code R&TC Revenue & Taxation Code (California) EC Elections Code (California) IRS Internal Revenue Service USC United States Code 9 Retain Retention Legal Department Type of Record Description or Example of Record Original Period Paper Authority Document Engineering Grants / Community Grants documents and all supporting documents: Close/Com GC 60201 Development Block Grant applications, reports, contracts, project files, proposals, pletion+5 24 CFR (CDBG); Urban statements, sub-recipient dockets, environmental review, Years (but 570.502 Development; other grant documents, inventory, consolidated plan, etc. refer to Federal and State grants grant for and Loans any close- out procedures) Engineering FEMA Claims Storm Damage, etc. 10 Years * GC 60201 * Or three years after date of final Financial Status Report FEMA whichever is later. Guidelines
Engineering LAFCO Correspondence Municipal service review and other documentation / Calendar GC 60201 correspondence Year End+2 Years Engineering Master Plans & Reports Facilities master plans Permanent GC 60201
Engineering Offers of Dedication / Offers of dedication from Developers Permanent GC 60201 Conveyance Agreements Engineering Studies & Reports Various Engineering Studies & Reports, including Permanent GC 60201 Feasibility Studies
Legal Authority Abbreviations CCP Code of Civil Procedure (California) GC Government Code (California) LC Labor Code (California) VC Vehicle Code (California) CCR California Code of Regulations H&S Health & Safety Code PC Penal Code (California) CFR Code of Federal Regulations IRC Internal Revenue Code R&TC Revenue & Taxation Code (California) EC Elections Code (California) IRS Internal Revenue Service USC United States Code 10 Retain Retention Legal Department Type of Record Description or Example of Record Original Period Paper Authority Document Finance Accounts Payable Invoices, reports, investments, purchase orders. After GC May contain independent contractor’s Audit+7 60201(d)(1 compensation, expense reimbursement, or District Years 2) CCP 337 credit card records
Finance Accounts Receivable Checks received, reports, investments, receipt books After GC 60201, Audit+4 CCP 337 Years Finance Annual Financial Report Independent auditor analysis Permanent GC 60201
Finance Assessments Supplemental Assessments Permanent GC 60201
Finance Audit Reports Financial services; internal and/or external reports; Permanent GC 60201 independent auditor analysis
Finance Audit Hearing or Review Documentation created and or received in After GC 60201 connection with an audit hearing or review Audit+2 Years Finance Bank Account Bank statements, receipts, certificates of deposit, After GC 60201, Reconciliations Backup, etc. Audit+5 26 CFR Years 1.6001-1 Finance Billing Adjustments After GC 60201 Audit+4 Years Finance Billing records / Payment Utility bill stubs – submitted with payment (none) GC 60201 Stubs
Legal Authority Abbreviations CCP Code of Civil Procedure (California) GC Government Code (California) LC Labor Code (California) VC Vehicle Code (California) CCR California Code of Regulations H&S Health & Safety Code PC Penal Code (California) CFR Code of Federal Regulations IRC Internal Revenue Code R&TC Revenue & Taxation Code (California) EC Elections Code (California) IRS Internal Revenue Service USC United States Code 11 Retain Retention Legal Department Type of Record Description or Example of Record Original Period Paper Authority Document Finance Bonds / COPs (Debt) Certificates / Notices / Transcripts / Registers / Close/Compl CCP 336a. Statements / Reconciliations, Paid or cancelled etion+ 10 (1) & (2), bonds / Monthly Statements Years CCP 337.5 Finance Budget, Annual Permanent GC 60201
Finance California State Tax Forms filed annually; quarterly and year-end reports After R&TC Records Audit+6 19530 Years R&TC 19704 Finance Checks Includes originals of payroll, canceled and voided After GC checks, yellow copies of checks Audit+7 60201(d) Years (12)
Finance Special District Financial Finance 10 years GC 60201 Transaction Reports
Finance Deferred Compensation Finance – pension/retirement funds 7 Years GC Reports / 457 Reports 60201(d) (12) Finance Deposits, Receipts / Cash Receipts for deposited checks, coins, currency After GC 60201, Receipts / Cash Journals Audit+4 CCP 337 Years Finance Federal Tax Records May include Forms 1096, 1099 After 26 CFR Audit+4 1.6001-1e Years IRS Reg 31.6001- 1(e)(2)
Legal Authority Abbreviations CCP Code of Civil Procedure (California) GC Government Code (California) LC Labor Code (California) VC Vehicle Code (California) CCR California Code of Regulations H&S Health & Safety Code PC Penal Code (California) CFR Code of Federal Regulations IRC Internal Revenue Code R&TC Revenue & Taxation Code (California) EC Elections Code (California) IRS Internal Revenue Service USC United States Code 12 Retain Retention Legal Department Type of Record Description or Example of Record Original Period Paper Authority Document Finance Financial Reports The database is the original (none) GC 60201 Generated from Financial System: Trial Balances, Delinquency Reports, etc.)
Finance Fixed Assets Reflects purchase date, cost, account number Current+2 GC 60201 Inventory Years
Finance Fixed Assets Auction; disposal – After GC 60201; Surplus Property Listing of property; sealed bid sales of equipment Audit+4 CCP 337 Years Finance Fixed Assets Title transfers when vehicle is sold Until sold VC 9900 et seq. Finance Fund Transfers Internal; bank transfers & wires After GC 60201, Audit+4 CCP 337 Years Finance General Ledgers All annual financial summaries – all agencies Permanent GC 60201, CCP 337 Finance Gifts/Bequests Receipts or other documentation After GC 60201 Audit+4 Years
Finance Investment Reports, Summary of transactions, inventory and earnings After GC 60201, Transactions report Audit+4 CCP 337 Years Finance Journal Entries / Journal After GC Vouchers Audit+7 60201(d) Years (12)
Legal Authority Abbreviations CCP Code of Civil Procedure (California) GC Government Code (California) LC Labor Code (California) VC Vehicle Code (California) CCR California Code of Regulations H&S Health & Safety Code PC Penal Code (California) CFR Code of Federal Regulations IRC Internal Revenue Code R&TC Revenue & Taxation Code (California) EC Elections Code (California) IRS Internal Revenue Service USC United States Code 13 Retain Retention Legal Department Type of Record Description or Example of Record Original Period Paper Authority Document Finance Payroll Employee Folders After GC Audit+7 60201(d) Years (12) Finance Payroll, registers After 29 CFR Audit+7 516.5(a) Years LC 1174(d); GC 60201 (d)(12) Finance Payroll, timecards/sheets After 29 CFR Audit+7 516.6; Years LC 1174; GC 60201 (d)(12) Finance Payroll, W-2s After IRS Reg Audit+7 1.6001- Years 1(e)(2), R&T 19530; 29 CFR 516.5 – 516.6, 29 USC 436, GC 60201 (d)(12) Finance Payroll – Vacation Reports (Preliminary drafts) (none) GC 60201 Accruals
Finance Purchasing Requests for Qualifications; Requests for Proposals After CCP 337 RFQ’s, RFP’s regarding goods and services Audit+5 GC 60201 Years
Legal Authority Abbreviations CCP Code of Civil Procedure (California) GC Government Code (California) LC Labor Code (California) VC Vehicle Code (California) CCR California Code of Regulations H&S Health & Safety Code PC Penal Code (California) CFR Code of Federal Regulations IRC Internal Revenue Code R&TC Revenue & Taxation Code (California) EC Elections Code (California) IRS Internal Revenue Service USC United States Code 14 Retain Retention Legal Department Type of Record Description or Example of Record Original Period Paper Authority Document Finance Purchasing, Requisitions, Original Documents After GC 60201 Purchase Orders Audit+4 CCP 337 Years Finance State Controller Reports Annual reports After GC 60201 Audit+4 Years Finance Stop Payments Finance – bank statements After GC 60201 Audit+5 Years Finance Warrant Register/Check Record of checks issued; approved by legislative After GC 60201 Registers / Receipt body (copy is normally retained as part of agenda Audit+7 (d)(12) Registers packet information) Years
Legal Authority Abbreviations CCP Code of Civil Procedure (California) GC Government Code (California) LC Labor Code (California) VC Vehicle Code (California) CCR California Code of Regulations H&S Health & Safety Code PC Penal Code (California) CFR Code of Federal Regulations IRC Internal Revenue Code R&TC Revenue & Taxation Code (California) EC Elections Code (California) IRS Internal Revenue Service USC United States Code 15 Retain Retention Legal Department Type of Record Description or Example of Record Original Period Paper Authority Document General Associates (SWAEEE, Material received from Associations, including (none) n/a Administration etc.) notices of meetings, agendas, publications, etc.
General California Regulatory Calendar Year GC 60201 Administration Agencies End+10 Years (or pursuant to the specific permit requirement) General Cities / Other Agencies Correspondence to or from California Cities or the Calendar Year GC 60201 Administration County of San Luis Obispo End+10 Years
General Citizen Feedback General correspondence. 2 Years GC 60201 Administration General Complaints/Requests – Various files, not related to specific lawsuits 2 Years GC 60201 Administration involving the District and not otherwise specifically covered by the retention schedule
General Contracts & Insurance Original contracts and agreements and back-up Permanent CCP 337, GC Administration Certificates materials not maintained by Board Administration 60201
General Correspondence General correspondence, including letters and e- 2 Years GC 60201 Administration mail; Various files, not otherwise specifically covered by the retention schedule
General Insurance Certificates Permanent Administration (Use of Facilities) GC 60201
Legal Authority Abbreviations CCP Code of Civil Procedure (California) GC Government Code (California) LC Labor Code (California) VC Vehicle Code (California) CCR California Code of Regulations H&S Health & Safety Code PC Penal Code (California) CFR Code of Federal Regulations IRC Internal Revenue Code R&TC Revenue & Taxation Code (California) EC Elections Code (California) IRS Internal Revenue Service USC United States Code 16 Retain Retention Legal Department Type of Record Description or Example of Record Original Period Paper Authority Document General Legal Opinions Confidential – not for public disclosure (attorney- Until GC 60201 Administration client privilege) Superseded+2 Years
General Litigation / Lawsuits Case files Close/Comple GC 60201 Administration tion+10 Years General Petitions Submitted to legislative bodies (Not recall, Current+2 GC 60201 Administration referendum, or initiatives) Years
General Policies, Administrative All policies and procedures, directives rendered by Until GC 60201 Administration the District not assigned a resolution number Superseded+2 Years General Procedure Manuals Administrative Until GC 60201 Administration Superseded+2 Years General Strategic Plans Permanent GC 60201 Administration
Legal Authority Abbreviations CCP Code of Civil Procedure (California) GC Government Code (California) LC Labor Code (California) VC Vehicle Code (California) CCR California Code of Regulations H&S Health & Safety Code PC Penal Code (California) CFR Code of Federal Regulations IRC Internal Revenue Code R&TC Revenue & Taxation Code (California) EC Elections Code (California) IRS Internal Revenue Service USC United States Code 17 Retention Retain Original Department Type of Record Description or Example of Record Legal Authority Period Paper Document Human Resources Accident/Illness Reports / Not a public record; Length of 8 CCR SDI (State Disability Empl.+30 3204(d)(1)(A); Insurance) For Employee Medical Records & Employee Years 8 CCR 10102 Exposure Records regarding exposure to 8 CCR 15400.2, toxic substances or harmful physical agents – GC 12946, includes Material Safety Data Sheets GC 60201 (MSDS) CCP 337 et seq.
Does NOT include: health insurance claims; first aid records of one-time treatments for minor injuries; records of employees who worked less than one (1) year if records are given to employee upon termination
Human Resources Benefit Policies Termination 29 CFR +2 Years 1627.3(b)(2); GC 12946, GC 60201
Human Resources Cal-OSHA Logs (200, Calendar 8 CCR 300, 300A, 301, etc.), Year End+5 14300.33(a); Citations, Violations Years 29 CFR 1904.33, 29 CFR 1904.44; GC 60201; LC 6429c Human Resources DMV Driver Information Personnel – Not a public record Close/Comp GC 60201, Reports / DMV Pull letion+7 GC 12946 Notices Years 8 USC 1324(a)
Legal Authority Abbreviations CCP Code of Civil Procedure (California) GC Government Code (California) LC Labor Code (California) VC Vehicle Code (California) CCR California Code of Regulations H&S Health & Safety Code PC Penal Code (California) CFR Code of Federal Regulations IRC Internal Revenue Code R&TC Revenue & Taxation Code (California) EC Elections Code (California) IRS Internal Revenue Service USC United States Code 18 Retention Retain Original Department Type of Record Description or Example of Record Legal Authority Period Paper Document Human Resources Drug Tests Records of driver alcohol test results, records 5 Years 29 CFR of driver verified positive controlled 1627.3(b)(v), substance test results, documentation of 49 CFR 382.401; refusal to take tests; driver evaluation and GC 12946, 60201, referrals; calibration documentation; records related to the administration of the testing programs; copy of calendar year summary.
Human Resources Employee Bonds / Public Personnel fidelity bonds Length of GC 60201, Official Bonds Empl.+4 PC 801.5,803(c) Years Human Resources Employee Files – Official Personnel – Application, release Length of GC 12946 Personnel File authorizations, certifications, reassignments, Empl.+10 29 CFR 1602.31 outside employment, disciplinary actions, Years & 1627.3(b), GC terminations, evaluations 60201; 29 USC 1113 Not a public record (Not Medical Files)
Legal Authority Abbreviations CCP Code of Civil Procedure (California) GC Government Code (California) LC Labor Code (California) VC Vehicle Code (California) CCR California Code of Regulations H&S Health & Safety Code PC Penal Code (California) CFR Code of Federal Regulations IRC Internal Revenue Code R&TC Revenue & Taxation Code (California) EC Elections Code (California) IRS Internal Revenue Service USC United States Code 19 Retention Retain Original Department Type of Record Description or Example of Record Legal Authority Period Paper Document Human Resources Employee Files – Medical Medical records are part of personnel file – Length of 29 CFR File not a public record. Includes Respiratory Fit Empl.+30 1910.1020; Tests Years 8 CCR 3204 (d)(1)(A)(B); Includes medical records made or maintained GC 60201 by a physician, nurse, or other health care personnel, or technician pertaining to employees exposed to toxic substances or harmful physical agents. It does not include first-aid records of one-time treatment made on-site by a non-physician or observation of minor scratches, cuts, burns, splinters, which do not involve medical treatment, loss of consciousness, restriction of work or motion, or transfer to another job
Human Resources Employee Handbook Until GC 60201 Superseded +2 Human Resources Employment Applications Applications submitted for existing or Close/Comp GC 60201 / Recruitment Files – Not anticipated job openings, including any letion+3 GC 12946, Hired records pertaining to failure or refusal to hire Years 29 CFR 1602, applicant 1627.3, 2 CCR 7287.0(c)(2), 8 CCR 11040(7(c)) Human Resources I-9 Forms Federal Immigration and Nationality Act; Length of Immigration Immigration Reform/Control Act 1986 Empl.+3 Reform/Control Years Act 1986 Pub. L 99-603, Section 101(b)(3)(B)
Legal Authority Abbreviations CCP Code of Civil Procedure (California) GC Government Code (California) LC Labor Code (California) VC Vehicle Code (California) CCR California Code of Regulations H&S Health & Safety Code PC Penal Code (California) CFR Code of Federal Regulations IRC Internal Revenue Code R&TC Revenue & Taxation Code (California) EC Elections Code (California) IRS Internal Revenue Service USC United States Code 20 Retention Retain Original Department Type of Record Description or Example of Record Legal Authority Period Paper Document Human Resources Employment – Surveys Includes surveys of classification, wage rates Length of GC 60201, and Studies Empl.+2 GC 12946, Years 29 CFR 516.6(2), 29 CFR 1602.14 Human Resources Employment – Training Sexual Harassment, etc. Length of GC 60201 Records (Not Ethics or Empl.+7 GC 12946 Safety Training) Years
Human Resources Insurance: Liability / May include liability, property, general Permanent GC 60201 Property liability, auto liability, professional liability, excess liability
Human Resources Insurance, Risk Federal OSHA Forms; Loss Analysis Report; Calendar 29 CFR 1904.44 Management Reports Safety Reports: Actuarial Studies Year End+5 8 CCR 14300.33 Years 29 CFR1904.33, Human Resources PERS & Deferred Retirement & Deferred Compensation Plans Close/Comp 29 USC 1027 Compensation (457) letion+6 Plans-Employee Benefits Years
Human Resources Safety Manual Human Resources maintains the originals of Until GC 60201 the Safety Manuals; Maintenance & Superseded Operations maintains the Safety Meetings, +5 Years agendas, Safety training material, sign-in sheets-copies Human Resources Unemployment Claim After GC 60201(d)(12) Files Audit+7 Years Human Resources Vehicle Titles (“Pink Until Sold Yes, until sold GC 60201, VC Slips”) 9900 et. seq.
Legal Authority Abbreviations CCP Code of Civil Procedure (California) GC Government Code (California) LC Labor Code (California) VC Vehicle Code (California) CCR California Code of Regulations H&S Health & Safety Code PC Penal Code (California) CFR Code of Federal Regulations IRC Internal Revenue Code R&TC Revenue & Taxation Code (California) EC Elections Code (California) IRS Internal Revenue Service USC United States Code 21 Retention Retain Original Department Type of Record Description or Example of Record Legal Authority Period Paper Document Human Resources Workers Compensation Work-injury claims (including denied After 8 CCR 10102 Files claims); claim files, reports, etc. Settlement+ 8 CCR 15400.2, 8 30 yrs CCR 3204(d)(1), GC 12946, CCP 337
Legal Authority Abbreviations CCP Code of Civil Procedure (California) GC Government Code (California) LC Labor Code (California) VC Vehicle Code (California) CCR California Code of Regulations H&S Health & Safety Code PC Penal Code (California) CFR Code of Federal Regulations IRC Internal Revenue Code R&TC Revenue & Taxation Code (California) EC Elections Code (California) IRS Internal Revenue Service USC United States Code 22 Retention Retain Original Legal Department Type of Record Description or Example of Record Period Paper Document Authority IT/ Brochures/ Retain selected documents only for 2 Years GC 60201 Communications Publications historic value
IT/ Information Services, Management policies and supporting Until GC 60201 Communications Internet/World Wide Web documentation regarding Information Superseded+2 Technology Years
IT/ Information Systems, Hardware/software inventory logs; (none) GC 60201 Communications Inventory systems manuals
IT/ Information Systems, Configuration maps and plans (none) GC 60201 Communications Network Information Systems (LAN/WAN)
IT/ Information Systems, (none) GC 60201 Communications Program Files and Directories
IT/ Information Systems, System generation. Used for Disaster (none) GC 60201 Communications Backup Tapes Recovery Purposes Only
IT/ Photographs and News Retain selected photographs, newspaper Permanent GC 60201 Communications Clippings or magazine clippings, commentaries and other items pertaining to the activities, actions of the District for historic value
IT/ Press Releases Related to District actions/activities Calendar Year GC 60201 Communications End+2 Years
Legal Authority Abbreviations CCP Code of Civil Procedure (California) GC Government Code (California) LC Labor Code (California) VC Vehicle Code (California) CCR California Code of Regulations H&S Health & Safety Code PC Penal Code (California) CFR Code of Federal Regulations IRC Internal Revenue Code R&TC Revenue & Taxation Code (California) EC Elections Code (California) IRS Internal Revenue Service USC United States Code 23 Retention Retain Original Legal Department Type of Record Description or Example of Record Period Paper Document Authority IT/ Recordings, videotaped Does not record “Regular and Ongoing 2 Years GC 53161 Communications (Public Areas – Parking Operations” of the District Lots, etc.)
IT/ Service Request Form Form used to request technical support. 1 Year GC 60201 Communications
Legal Authority Abbreviations CCP Code of Civil Procedure (California) GC Government Code (California) LC Labor Code (California) VC Vehicle Code (California) CCR California Code of Regulations H&S Health & Safety Code PC Penal Code (California) CFR Code of Federal Regulations IRC Internal Revenue Code R&TC Revenue & Taxation Code (California) EC Elections Code (California) IRS Internal Revenue Service USC United States Code 24 Retention Retain Original Legal Department Type of Record Description or Example of Record Period Paper Document Authority Maintenance Job Worksheets / Daily Calendar Year GC 60201 Work Sheets End+4 Years
Maintenance Log Books Calendar Year GC 60201 End+4 Years Maintenance Maintenance Manuals Equipment service/maintenance Until Superseded GC 60201
Maintenance or O&M Manuals / Manuals / Until Superseded GC 60201 Operations Policies & Procedures
Maintenance On Call Log Sheets Calendar Year GC 60201 End+3 Years Operations OR Pre-Trip Inspections / Calendar Year GC 60201 Maintenance DOT Program / CHP End+2 Years Inspections / Vehicle Safety Checks / Daily Vehicle Inspections / Daily Equipment Checks
Maintenance Road Permits Close/Completion GC 60201 +5 Years Maintenance or Safety Meetings, agendas, Safety Committee, Safety Training. Calendar Year GC 60201; Operations Safety training material, Human Resources is responsible for End+2 Years 8 CCR 3203 sign-in sheets-copies maintaining the Safety Manual (originals maintained by the Safety Officer)
Legal Authority Abbreviations CCP Code of Civil Procedure (California) GC Government Code (California) LC Labor Code (California) VC Vehicle Code (California) CCR California Code of Regulations H&S Health & Safety Code PC Penal Code (California) CFR Code of Federal Regulations IRC Internal Revenue Code R&TC Revenue & Taxation Code (California) EC Elections Code (California) IRS Internal Revenue Service USC United States Code 25 Retention Retain Original Legal Department Type of Record Description or Example of Record Period Paper Document Authority Maintenance Underground Service Both Received and Called In Calendar Year GC 4216.2(f) & Alert-USA Tickets End+3 Years 4216.3(d)
Maintenance Record of Used Oil Calendar Year 22 CCR Disposal End+3 Years 66266.130(c)(5), H&S 25250.18(b), 25250.19(a)(3) Maintenance Vehicle & Equipment After GC 60201 History Files Disposition+1 Year Operations Asbestos Abatement Documents, abatement projects, public Permanent GC 60201 buildings (Roof Tiles, etc.)
Operations Consumption Reports Historical Data in Excel (none) GC 60201
Operations Correspondence – DPH / General correspondence, including letters Calendar Year GC 60201 DHS, etc. and e-mail; Various files, not otherwise End+5 Years specifically covered by the retention schedule
Operations Flow charts, Circular / Calendar Year GC 60201 Circular Charts End+5 Years
Operations Hazardous Materials – [Permanent retention of environmentally Permanent GC 60201 Permits, Hazardous sensitive materials is recommended] Materials Storage, Disposal, Manifests
Legal Authority Abbreviations CCP Code of Civil Procedure (California) GC Government Code (California) LC Labor Code (California) VC Vehicle Code (California) CCR California Code of Regulations H&S Health & Safety Code PC Penal Code (California) CFR Code of Federal Regulations IRC Internal Revenue Code R&TC Revenue & Taxation Code (California) EC Elections Code (California) IRS Internal Revenue Service USC United States Code 26 Retention Retain Original Legal Department Type of Record Description or Example of Record Period Paper Document Authority Operations Hazardous Waste Permanent GC 60201 Generator Permit & Disposal Records (EPA)
Operations Permits: Operating, etc. Permanent GC 60201
Legal Authority Abbreviations CCP Code of Civil Procedure (California) GC Government Code (California) LC Labor Code (California) VC Vehicle Code (California) CCR California Code of Regulations H&S Health & Safety Code PC Penal Code (California) CFR Code of Federal Regulations IRC Internal Revenue Code R&TC Revenue & Taxation Code (California) EC Elections Code (California) IRS Internal Revenue Service USC United States Code 27 Retention Retain Original Legal Department Type of Record Description or Example of Record Period Paper Document Authority Risk Management Accidents / Damage to Close/Completi GC 60201 District Property on+ 10 Years CCP 337.15
Risk Management Claims Against the Paid/Denied Close/Completi GC 60201; District on+5 Years CCP 337
Risk Management Potential Claims Calendar Year GC 60201 End+3 Years
Legal Authority Abbreviations CCP Code of Civil Procedure (California) GC Government Code (California) LC Labor Code (California) VC Vehicle Code (California) CCR California Code of Regulations H&S Health & Safety Code PC Penal Code (California) CFR Code of Federal Regulations IRC Internal Revenue Code R&TC Revenue & Taxation Code (California) EC Elections Code (California) IRS Internal Revenue Service USC United States Code 28 Agenda Item 12 12/12/19
CSDA Commercial Card Services:
Contact: Vanessa Ryan, Vice-President Sandy Rasmussen Commercial Relationship Manager Treasury Management Consultant 916-724-1214 916-774-3934 [email protected] [email protected] Card Solutions for CSDA Members
Umpqua Bank is excited to offer our commercial card program to CSDA and it’s member districts*
• Use the card for purchasing, travel, vendor payments, and/or fleet • Earn at least 1% cash back rebate on all spend and benefit CSDA through the use of the card • Enjoy all the benefits and solutions related to the card program
*Subject to approval. Certain terms and conditions apply Card Configuration Options
➢ Cards can be configured to meet any and all needs – Travel & Expense Cards (merchant categories can be customized) – Purchasing Cards (including Virtual Cards if needed) – Fleet Cards (restricted to only fuel purchases) – Declining Balance or Project Cards – Billing sublevels can be created to group cards
➢ Choose from month end billing or 4 additional monthly billing cycles. Weekly or Bi-weekly billing is also available ➢ Visa Fraud protection, traveler benefits, and purchase protection all at no extra cost
1 Program Administration Functions
Program Administrators can make changes in real-time:
➢ Assign access to as many admins as needed (full access, reporting only, payments) ➢ Manage individual cardholder limits (temporary or permanent) ➢ Dispute transactions (if needed) ➢ Establish card blocks or close cards ➢ View and download statements and transaction details ➢ View authorizations and pending transactions ➢ View, sort, customize, and download transaction reports and detail ➢ Spend Controls limit card holder activity through: – Merchant Category Code (MCC) restrictions at the company or card level • Allow or deny spend at specific business types – Per transaction controls by $ and/or by MCC – Daily, weekly, or cycle caps on #, $, or types of transactions 2 Optional Expense Management
Optional Expense Management and Reporting System that provides:
➢ Cardholder expense reporting – View and categorize all transactions – Cash reimbursement option – Mobile receipt imaging available ➢ Expense report approval workflows ➢ Administration access to all card accounts ➢ Initiate cardholder communications ➢ Customized to your company’s accounting structure and coding requirements – General Ledger names and codes – Up to 8 custom financial segments ➢ Data analysis and extract reports ➢ Upload transaction detail to your accounting software or ERP solution ➢ Receipt imaging capabilities
6 Optional Visa Payables Automation
The Umpqua Bank Visa Payables automation provides a secure portal automates payables to suppliers and vendors through a card based payments solution ➢ Integration or file upload capability from AP or ERP solution – Suppliers receive electronic and downloadable invoice details with each payment ➢ Payment through single use or assigned (lodged) cards to each vendor – Authorization controls required exact dollar matching for all transactions ➢ Reconciliation reports created and delivered based on client schedule or pulled ad-hoc ➢ Workflows provide additional security and controls
15 Key Differentiators
➢ Each District relationship is independent, unique, and direct between the district and Umpqua Bank
➢ Rebate is competitive to state competitors while benefiting CSDA through a revenue sharing partnership
➢ Show your CSDA pride with a custom CSDA plastic and your district’s name and cardholder name embossed on the plastic Implementation Process
1. Contact Vanessa Ryan at 916-724-1214 or email [email protected] or contact our card team directly at 866-472-0368 or [email protected] to discuss your card needs 2. Umpqua Bank will work with district to determine card product solutions, approve appropriate limit, and execute documentation 3. From completed application to cards in hand is usually less than 3 weeks 4. Additional services like expense management or payables will have individual implementation timelines 5. Umpqua Bank will provide training to district administrators and users and provide ongoing support and service for all solutions Frequently Asked Questions
Q: How does my district enroll / where can I find forms or more information A: Contact Umpqua Bank directly – Vanessa Ryan at 916-724-1214 or our card group at [email protected] or 866-472-0368. Umpqua Bank will discuss and understand your district’s needs, establish a solution and then provide you with the appropriate forms to be executed by the district.
Q: Is there a minimum size or maximum size of program? A: No. We welcome the largest districts and the smallest. Generally to get benefit the district should have at least $200,000 in annual spend on the card
Q: What are the fees associated with this program? A: Generally there are no set up, per card, or program fees. Late fees and finance charges could apply if the card is not paid timely and there may be transaction fees for international, cash advance, and over limit activity. All fees are disclosed on the application and Agreement.
Q: What is the interest rate to carry a balance on the card? A: Balances must be paid in full each month. If not paid there is a 21.99% penalty rate Frequently Asked Questions
Q: How frequently is rebate paid? Do I earn it on all transactions? Can I get miles or points instead? A: Rebate is paid annually in January for the prior calendar year. Rebate is earned on all transactions and can be paid via check or a direct deposit to an Umpqua Bank Account. There is no option currently for points or miles.
Q: How does CSDA benefit from a district’s use of the card A: Umpqua Bank pays CSDA 10 basis points (0.10%) of all spend as a partnership Contacts
Thank you for the opportunity to present our Umpqua Bank Commercial Card program.
We look forward to working with you to customize the services that will meet your needs and exceed your expectations.
Thanks again for your time today! COMMERCIAL CARD COMPANY APPLICATION
Company Information Company name as it will appear on the cards (limit 25 characters): Company legal name (if different from above): Company Tax ID: Total Company Credit Limit: Company physical address: City: State: ZIP: Mailing address (check if same as above ): City: State: ZIP: Company Phone: Business Type: Years in Business: Company Fax: Services Offered: Gross Annual Revenue: Current Accounts Payable/ERP System: Current Expense Management System: T&E (Travel & Entertaiment) Payables TOTAL Monthly Spend + Expected Monthly Card Program Spending: =
Program Administrators & Online Profiles Program Administrators (Admins) shall be granted access to all company data by default. Please complete the Commercial Card Online Access Request Form to establish unique permissions and to request additional Admins. Program Administrator #1 Name: Title: E-mail Address: Phone: Admin approved to conduct maintenance on behalf of Company. Verification Code (4 digit)1: Online Management Profile Type:
Program Administrator #2 Name: Title: E-mail Address: Phone: Admin approved to conduct maintenance on behalf of Company. Verification Code (4 digit)1: Online Management Profile Type:
Billing & Statement Preferences Statement Cycle Preference: Billing Preference: Paper Statements: Auto-Payment Preference: Note: For Central Billing Only. Individual Auto-Payment set up available to Program Administrators through the Commercial Card Online Management website, or by Individual Cardholders through their Commercial Cardholder Login on umpquabank.com. Any returned/rejected payments will result in termination of the auto- payment option and may result in a past due account balance. Effective a specific calendar day each month:
Umpqua Bank Bank Routing #: Payment Acct #: Bank Name: Bank Routing #: Payment Acct #:
1 Verification Code: A 4 digit code used by our Customer Service and Fraud teams to verify they are speaking with the company’s Program Administrator
Rev 10.18 Page 1 of 3 COMMERCIAL CARD COMPANY APPLICATION page 2
Company Information (from page 1) Company name as it will appear on the card (limit 25 characters): Company legal name (if different from above):
VISA Services Acknowledgment Umpqua Bank “Umpqua” or “Bank” will enroll Customer in the VISA IntelliLink and/or Visa Payables Automation Services (“VISA Services”) for the purposes of card program management, card utilization, and remittance of vendor payments. Customer acknowledges and agrees to the fees outlined below for the VISA Services for which they elect to enroll in: VPA: Visa Payables Automation Visa Payables Automation (VPA) is a platform of business-to-business (B2B) payment services that automates payment and reconciliation for invoice-based spending between buyers and suppliers.
Set up Fee: $ Monthly Fee: $ % of total sales
Expense Management System (Optional) In today’s complex business environment, effective spend management requires flexible, intuitive, on-demand access to information. The Umpqua Commercial Card Expense Management system is a complete reporting and full-featured expense management tool, designed for companies of all sizes and integrated into one single platform. Understanding your company’s spending patterns, increasing control over spending, identifying opportunities for savings and ensuring corporate compliance are essential to successful business management. Transform your company’s expense requisition process and enhance control over your Commercial Card program.
Expense w/Receipt Imaging Premium w/Receipt Imaging Basic Reporting package features PLUS... Expense w/Receipt Imaging package features PLUS... • Upload and track receipt images • Apply company expense policy rules • Cost allocation workflow • Input mileage calculation • Expense management workflow • Utilize spend wizards for card transactions • Create cash expenses • Perform more complex cost allocation • Generate financial extracts • Create multi-tiered approval workflow • E-mail notification supports • Out-of-pocket employee reimbursement
Costs associated with the above elected Visa Services will be applied against any rebates due to Customer from any current or future rebate agreement with the Bank. If no rebate agreement exists Customer shall pay amount due monthly when presented by Umpqua or come to mutually agreeable payment terms. Customer may terminate the VISA Services upon thirty (30) days prior written notice to the Bank.
Commercial Card Online Management Reporting Tools Card Management System • View individual card details and balances • View and download individual card statements • View and download individual card transaction history or company billing account (depending upon setup) • Make payments to central billing account or individual card accounts • View and change (increase / reduce) individual card credit limits • Perform maintenance on cardholder accounts • Close or status existing cards to prevent use • View or Manage MCC restrictions and spend velocity controls for the company and cardholder2
3rd Party Account Program Integration
Umpqua Bank offers integration and data feeds to many third-party expense and accounting solutions like Concur®, Expensify®, and many more. Contact the Umpqua Bank Credit Card Department at 866-472-0368 to discuss available options.
2 MCC and Spend controls require advanced training. Umpqua Bank will work with company to determine appropriate access.
Rev 10.18 Page 2 of 3 COMMERCIAL CARD COMPANY APPLICATION page 3
Company Information (from page 1) Company name as it will appear on the card (limit 25 characters): Company legal name (if different from above):
Commercial Card Program Authorization Umpqua will provide the requested service to the above-named Company (“Customer”) in accordance with the following: The terms of this Commercial Card Company Application (“Application”) include and incorporate by reference the Commercial Card Account Agreement, published on Umpqua’s website at https://www.umpquabank.com/disclosures/ and are also available upon Customer’s request. By signing below, Customer acknowledges that Customer has read and agrees to be bound by the Application, including any attachments, user documentation, and the Commercial Card Account Agreement, including Umpqua’s Commercial Card pricing information, incorporated therein, as amended from time to time by Umpqua upon notice to Customer as provided therein. The undersigned represents and warrants that he or she has been authorized by Customer to execute and deliver this Application on Customer’s behalf and thereby bind Customer to this Application and the Commercial Card Account Agreement. Acceptance of this Application by Umpqua is subject to Umpqua’s evaluation and approval hereof, and the execution and delivery hereof if it is approved by Umpqua.
PRINT AUTHORIZED SIGNER NAME TITLE
SIGNATURE OF AUTHORIZED SIGNER DATE
MUST BE AUTHORIZED TO SIGN ON BEHALF OF THE COMPANY
Equal Credit Opportunity Act (Regulation B) APPLICATION NOTICE: If for any reason, we are unable to provide you with the desired financing you are seeking, we will notify you promptly of the reason(s) related to this outcome. If you would like us to follow with a written notification of these reasons within 30 days, please contact us at: Umpqua Bank, 1 SW Columbia, Suite 1400, Portland, OR 97258 with a request within 60 days of the notification. The Federal Equal Credit Opportunity Act prohibits creditors from Discriminating against credit applicants on the basis of race, color, religion, national origin, sex, marital status, age (provided the applicant has the capacity to enter into a binding contract); because all or part of the applicant's income derives from any public assistance program; or because the applicant has in good faith exercised any right under the Consumer Credit Protection Act. The Federal agency that administers compliance with this law concerning this creditor is Bureau of Consumer Financial Protection, 1700 G Street NW., Washington DC 20006.
Important Information About Procedures for Opening a New Account To help the government fight the funding of terrorism and money laundering activities, Federal law requires all financial institutions to obtain, verify, and record information that identifies each person who opens an account. What this means for you: When you open an account, we will ask for your name, address, date of birth, and other information that will allow us to identify you. We may also ask to see your driver's license or other identifying documents.
Internal Use Only
Commercial Associate: Associate #: CBC #:
Treasury Management Associate: Associate #: Date Received (REQUIRED):
Rev 10.18 Page 3 of 3 COMMERCIAL CARD ACCOUNT AGREEMENT
This Commercial Card Account Agreement (“Account Agreement” or “Agreement”) sets forth the terms of the Umpqua Bank Commercial Card Account (“Account”) for and entered into effective as of , 20 (the “Effective Date”). Your Commercial Card Account has been opened in the name of Company pursuant to the credit application submitted by Company to Umpqua Bank. All extensions of credit in connection with your Commercial Card Account are being made by Umpqua Bank (“Umpqua”). 1. Definitions. In this Account Agreement the following definitions shall apply: “Account” means each individual credit card account established in connection with a Commercial Card and for which Company is fully liable under the Commercial Card Account in accordance with this Account Agreement.
“Annual Percentage Rate” or “APR” means an annualized rate of Finance Charge, as determined by us.
“Authorized Officer” means the individual(s) who signed Company credit application and this Account Agreement on behalf of Company.
"Cash Advance” means a Transaction to obtain a cash loan from Umpqua or other financial institution that accepts the Commercial Card (whether through an ATM, a teller at a branch, or otherwise) and/or a loan from Umpqua through your use of any checks or drafts Umpqua may provide for drawing funds from Umpqua to be posted as Cash Advances on your Commercial Card Account (any surcharges charged by any owner or operator of any ATM, or by Umpqua, or by any other bank with respect to the Cash Advance will be deemed a part of the Cash Advance).
“Commercial Card” means each Visa® credit card that is issued to a Commercial Cardholder under your Commercial Card Account and this Account Agreement.
“Commercial Cardholder” means a Company employee who is designated by Company to receive a Commercial Card and who is approved to use such Commercial Card to effect Transactions during the term of this Account Agreement.
“Commercial Cardholder Agreement” means the Commercial Credit Cardholder Agreement that applies to each Account and whose terms bind a Commercial Cardholder.
“Company” means the corporation, limited liability company, partnership, proprietorship, or other entity that opened the Commercial Card Account with Umpqua pursuant to which Commercial Cards will be issued.
“Finance Charge” means any charge to an Account by Umpqua that is calculated and assessed in accordance with this Account Agreement or a Commercial Cardholder Agreement.
“Initial Term” means the period commencing on the Effective Date and continuing for a period of two year(s).
“Note” means any promissory note or other agreement, including this Account Agreement, for the extension of credit entered into between Lender and Borrower. “Purchase” means a Transaction made to purchase or lease goods or services, or pay amounts you or any Commercial Cardholder owes (excluding Cash Advances).
"Periodic Statement" is a written record of the account activity (purchases, payments, fees, etc.) supplied to you by Umpqua on a monthly basis or at set intervals such as weekly or bi-weekly. Also called a "Billing Statement."
“Renewal Term” means each one-year renewal period following the Initial Term.
“Transaction” means any Account activity that has a debit value.
The words “we”, “us”, and “our” refer to Umpqua Bank (“Umpqua”). The words “Borrower”, “you”, and “your” refer to Company.
2. Acceptance of this Account Agreement. Your Authorized Officer’s signing of the credit application, Commercial Card or use of Commercial Card or Commercial Card Account confirms your acceptance to be bound by this Account Agreement, as well as any other agreements, disclosures, rules, or notices relating to the Commercial Cards and/or the Commercial Card Account as may be posted on Umpqua’s website or otherwise made available to you and as amended from time to time. You represent and warrant that (a) you have all necessary corporate or applicable organizational authority and have taken all action necessary to enter into this Account Agreement and to perform your obligations hereunder, (b) this Account Agreement has been duly executed and delivered by you and is a legal, valid, and binding obligation, enforceable against you in accordance with the terms hereof, and (c) the Authorized Officer signing is duly authorized to execute and deliver this Account Agreement on your behalf.
3. Ownership of Commercial Cards. Each Commercial Card remains the property of Umpqua. Umpqua can revoke your and/or any Commercial Cardholder’s right to use the Commercial Card Account at any time. Umpqua can do this with or without cause and without giving you or the applicable Commercial Cardholder notice. You and/or your Commercial Cardholders must immediately surrender Commercial Cards to Umpqua upon request.
4. Program Administration. Company shall designate in writing to us a Program Administrator to actively manage the Commercial Card Account on your behalf. If not specifically designated by Company, the Program Administrator shall be the first Authorized Officer listed in the signature block of Company’s credit application. You agree and acknowledge that such Program Administrator is duly authorized by you to act on your behalf with respect to the Commercial Card Account, and that we may rely on all directions and information we receive from Program Administrator regarding the Commercial Card Account, including issuance of Commercial Cards to your employees. The Program Administrator’s responsibilities shall include: (a) Conducting Commercial Account maintenance;
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(b) Collecting Commercial Card request forms, ensuring proper authorization, and facilitating new Commercial Card orders; (c) Communicating Company policy to all Commercial Cardholders that restricts the use of the Commercial Card to business purposes only; (d) Accessing and monitoring Commercial Card Account spending reports; (e) Regularly auditing Company’s expense management program to ensure compliance with Company policies; (f) Maintaining internal Company Commercial Card Account forms, policies, procedures, approved and prohibited usage guidelines, web site details and training materials; (g) Maintaining hierarchical approval of all Purchases; (h) Being familiar with all aspects of the Commercial Card Account and each Commercial Card; (i) Handling all Company and Commercial Cardholder inquiries and billing disputes, credit line increase requests, and other requests and notices under this Account Agreement; (j) Upon request, providing us with such information and documentation as we may deem necessary to protect our interests; and (k) Promptly advising us of any termination of any Commercial Cardholder employment relationships with Company and, upon such termination, collect, cut in half and return to us the associated Commercial Card(s) (l) Immediately notifying us by phone and in writing of any reported or suspected unauthorized use of or access to any Commercial Card or the Commercial Card Account.
5. Scope of Commercial Card Program. This Account Agreement shall apply to Cash Advances and Purchases by Company, its subsidiaries, divisions, or affiliates as approved by Umpqua, and Commercial Cardholders. Umpqua is a card-issuing member of Visa®, USA, Inc. and Visa® International and may issue credit cards and establish credit card accounts to designated employees of Company as set forth in this Account Agreement. Company will designate employees who are to receive Commercial Cards and become Commercial Cardholders, and unless Umpqua notifies Company to the contrary, Umpqua will issue Commercial Cards to such employees. Unless Umpqua notifies Company to the contrary, or a Commercial Card has been terminated as provided herein, all Commercial Cards will expire upon termination of this Account Agreement. Umpqua may elect in its sole discretion not to issue a Commercial Card to an employee that Company wishes to receive such Commercial Card. Any or all charging privileges may also be withdrawn with or without cause at any time with or without notice.
6. Use of Commercial Card Account. You and your Commercial Cardholders may use your Commercial Card Account for Purchases and Cash Advances, wherever the Commercial Card is honored. You agree not to use, and agree that your Commercial Cardholders will not use, your Commercial Card Account for any transaction that is primarily for personal, family or household purposes. You agree to accept credits to the Commercial Card Account instead of cash refunds when the original Purchase was charged to the Commercial Card Account. You agree not to use, and agree that your Commercial Cardholders will not use, the Commercial Card Account for any illegal transactions. You acknowledge that Umpqua provides the Commercial Cards as an accommodation party only and, except as otherwise expressly provided by law or herein, Umpqua is not responsible for the manner in which the Commercial Cards are used.
7. Refusal to Honor Commercial Card. Umpqua will not be responsible for a merchant’s or financial institution’s refusal to honor the Commercial Card. Umpqua also reserves the right to deny authorization of any Purchase or Cash Advance. Except as otherwise required by applicable law or regulation, we will not be responsible for merchandise or services purchased or leased through use of any Commercial Card or the Commercial Card Account.
8. Obligations on the Commercial Card Account. You authorize us to pay and charge the Commercial Card Account for all Purchases and Cash Advances made or obtained by any Commercial Cardholder or anyone you authorize to use a Commercial Card or the Commercial Card Account. You promise to pay us for all of these Transactions, plus any related Finance Charges assessed on the Commercial Card Account and any other charges and fees that you may owe us under the terms of this Account Agreement or that your Commercial Cardholders may owe us under the terms of the applicable Commercial Cardholder Agreement. Company will be obligated to pay Transactions posted to the Commercial Card Account whether resulting from (a) actual use of a Commercial Card, (b) mail order or telephone, computer or other electronic Purchases made without presenting the Commercial Card, or (c) any other circumstance where you authorize a Transaction, or authorize someone else to effect a Transaction, to the Commercial Card Account.
9. Statements. We will send each Commercial Cardholder a statement at the end of each billing cycle in which the Commercial Cardholder’s Account reflects a debit or credit balance (i.e., the total amount of Transactions, Finance Charges and other charges (including, without limitation, any fees) and amounts due under the Commercial Cardholder Agreement, net of any payments and credits, as shown on a Commercial Cardholder’s Periodic Billing Statement (such amount for each Commercial Cardholder’s Account, the “New Balance”) or if a Finance Charge has been imposed. An electronic statement may be made available in substitution of a paper statement upon request. Among other things, the Periodic Statement will: itemize Transactions, credits and adjustments; show any Finance Charge; and, set forth the New Balance, the credit limit, available credit, and the date on which the New Balance is due and payable in full (“Payment Due Date”).
10. Payments. Individual Billing. If you select individual billing, we will bill each Commercial Cardholder for such Commercial Cardholder’s New Balance (as the term “New Balance” is defined in the Commercial Cardholder Agreement), which amount is due in full, on or before the Payment Due Date. Notwithstanding individual billing, you are responsible for full payment of the New Balance on each Commercial Cardholder’s Account on or prior to the Payment Due Date, independent of any agreement or program for reimbursement that may exist between you and your employee and independent of any attempts of Umpqua to bill or collect the New Balance from such Commercial Cardholder. All payments must be made in U.S. dollars. Any payment made by check or other item must be drawn on a financial institution located in the United States. The account payment must be sent to Umpqua at the address shown on your Periodic Statement.
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Central Billing. If you select central billing, we will bill you for all New Balances regarding all Commercial Cards under Company’s Commercial Card Account, and we will send Commercial Cardholders billing statements showing their New Balances as memorandum items only. You will pay Umpqua directly the total amount of all Commercial Cardholders’ New Balances, as shown on your Periodic Statement.
General Terms for Both Billing Methods. You agree not to deduct or withhold, without our prior written approval, any amount shown as due on a Billing Statement. Acceptance of late payments, partial payments or any payment marked as being payment in full or as being a settlement of a dispute will not effect any of our rights to payment in full. You agree that payment terms set forth herein supersede any agreement with regard to payment terms established between you or any Commercial Cardholder and the seller of goods or services or any payment terms that might be imputed to you or any Commercial Cardholder and the seller under applicable law for goods or services purchased using Commercial Cards. Subject to any mandatory provisions of applicable law, all payments made on the Commercial Card Account will be applied to your balances in the Commercial Card Account in the manner we determine. In general, we apply payments to lower APR balances before higher APR balances, which means, among other things, your finance charges will increase if you make transactions that are subject to higher APRs. If payment does not conform to the requirements stated above, crediting of the Commercial Card Account may be delayed. If this happens, additional charges may be imposed.
11. Cash Advances. If you consent, a Commercial Cardholder may be able to use the Commercial Card to obtain Cash Advances.
12. Finance Charges. Finance Charges begin on the date of the Transaction, or the first day of the Commercial Cardholder’s billing cycle in which the Transaction is posted, whichever is later. However, Finance Charges will be imposed on Purchases only if the entire New Balance, as shown on the Commercial Cardholder’s Billing Statement, is not paid in full on or before the Payment Due Date. The Annual Percentage Rates for Cash Advances and Purchases are described below. In each case, the periodic rate is calculated by dividing the APR by the total number of days in the calendar year (i.e., 365 or 366).
We figure a portion of the Finance Charge on Cash Advances by applying the periodic rate to the “average daily balance” of Cash Advances (including current transactions). To get the “average daily balance” we take the beginning balance of your Cash Advances each day (which such beginning balance includes any past due Finance Charges on Cash Advances), add any new Cash Advances, and subtract any applicable payments or credits. This gives us the daily balance. Then we add up all the daily balances for the billing cycle and divide the total by the number of days in the billing cycle. This gives us the “average daily balance.”
The Annual Percentage Rate for Cash Advances is currently 23.99% Depending on qualifications, other rates for Cash Advances may apply or be available and notice thereof will be provided to you or the cardholder. The minimum Finance Charge on your combined Cash Advance and Purchase balance is $1.00.
We figure a portion of the Finance Charge on Purchases by applying the periodic rate to the “average daily balance” of your Purchases (excluding current transactions). To get the “average daily balance” we take the beginning balance of your Purchases each day (which such beginning balance includes any Finance Charges on Purchases), and subtract any applicable payments or credits. We do not add in any new Purchases. This gives us the daily balance. Then we add up all the daily balances for the billing cycle and divide the total by the number of days in the billing cycle. This gives us the “average daily balance.”
The Annual Percentage Rate for Purchases is 21.99%. Depending on qualifications, rates other than the standard APR for Purchases may apply or be available and notice thereof will be provided to you or the Commercial Cardholder. The minimum Finance Charge on your combined Purchase and Cash Advance balance is $1.00.
If we have “special” Finance Charge offers in effect from time to time, we will separately identify them on your Periodic Statement and separately disclose on your Periodic Statement the balances to which the special offers apply. These separate balances and the related periodic Finance Charges will be calculated in the same manner as Purchases described above. Any such special Finance Charge arrangements may be forfeited if you or Company breach, or are in default under, this Account Agreement or any other agreement governing use of the Commercial Card Account, in which case the above described APRs may apply.
13. Foreign Currency Transactions. Transactions in foreign currencies will be converted to U.S. Dollars at the exchange rate determined by Visa® USA, Inc. or its affiliates (“Visa®”), using Visa® currency conversion procedures. Currently, the currency conversion rate is generally either wholesale market rate or a government-mandated rate in effect for the date of conversion, determined by Visa® in its sole discretion. The currency conversion rate used on the conversion date may differ from the rate in effect on the date you used your Card. A conversion international transaction charge will be charged to the Card. In addition, an International Transaction Fee will be charged if such transaction was in U.S. Dollars but charged by a merchant who is outside of the U.S. in the amount set forth in the Pricing Information located on the final page of this agreement.
14. Other Charges. In addition to any Finance Charge, the following other charges will be applicable to each Account: (a) Late Fee. If we do not receive payment by the Payment Due Date shown on the Commercial Cardholder’s Billing Statement, we may charge a late payment fee in the amount set forth in the Pricing Information located on the final page of this agreement. For the avoidance of doubt, this late payment fee applies each time a Commercial Cardholder’s New Balance is not paid by the Payment Due Date. (b) Return Check Fee. If a bank does not honor the check or ACH withdrawal used to pay amounts owing under a Commercial Cardholder Agreement or we must return a check because it is not signed or is otherwise irregular, we may charge a return check fee in the amount set forth in the Pricing Information located on the final page of this agreement. For the avoidance of doubt, this return check fee applies to each Account for which a bank does not honor the check or ACH withdrawal used or for which we must return a check. (c) Payment by Phone Fee. We may charge a fee if you or a Commercial Cardholder make a payment through a phone call to us in the
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amount set forth in the Pricing Information located on the final page of this agreement.
We may change the Pricing Information from time to time (through disclosures posted on Umpqua’s website or otherwise made available to you).
When a Commercial Cardholder uses an ATM not owned by us, there may be a fee charged by the ATM operator, Umpqua or by any network used to complete a transaction, and/or a fee may be charged for a balance inquiry (even if any other transaction is not completed).
Unless otherwise arranged between us, any late, return check, or payment by phone will be added to the Commercial Cardholder’s Purchase balance and be treated as a Purchase.
15. Default. You will be in default if:
(1) you fail to comply with this Account Agreement or a Commercial Cardholder fails to comply with the Commercial Cardholder Agreement,
(2) you fail to meet any of your other obligations to us, howsoever arising (i.e., whether related or unrelated to this Account Agreement or your Commercial Card Account), including, but not limited to any other obligations you have to Umpqua, as Borrower or Guarantor, under any note, account agreement, guaranty, business loan agreement, commercial security agreement, deed of trust or other similar loan documents,
(3) a petition for bankruptcy, insolvency, receivership, or similar protection is filed by or against Company or any Commercial Cardholder,
(4) in any period, we do not receive the amount due by the Payment Due Date regarding any Commercial Card,
(5) any Commercial Cardholder exceeds his or her credit line or Company’s overall credit line is exceeded,
(6) Company is dissolved, consolidated or merged, or a change in control of the ownership of Company or any of its affiliates occurs,
(7) any Guarantor of this Account Agreement becomes insolvent, dies or becomes incompetent, or revokes or disputes the validity of, or liability under any guaranty of indebtedness that includes this Account Agreement,
(8) any Guarantor of this Account Agreement fails to comply with any term, obligation, covenant or condition contained in its guaranty,
(9) or we believe in good faith that the payment or performance of your or any Commercial Cardholder’s obligations to us is impaired for any reason.
If you or any Commercial Cardholder is in default, Umpqua may, at its option, restrict some or all further Commercial Card Account activity. Umpqua may also, at its option, demand immediate payment of the full balance and take any available legal action. If you are in default and fail to pay any amount that you owe, then you will be liable for Umpqua’s collection costs and, if the claim is referred to an attorney for collection, then you will be liable for any reasonable attorney fees which are incurred, plus the costs and expenses of legal action. Nothing herein shall limit our right to terminate any or all of your Commercial Card Account privileges as otherwise provided in this Account Agreement. We will not be obligated to honor any attempted use of any Commercial Card if a default has occurred regarding such Commercial Card or regarding Company’s Commercial Card Account or if we have decided to suspend or terminate the Commercial Card or the Commercial Card Account privileges.
16. Liability. Company shall be liable for all Purchases, fees, Cash Advances and other charges incurred or arising by virtue of the use of Commercial Card Account whether or not authorized. The Program Administrator shall notify Umpqua by telephone (with written confirmation) of the termination of employment of any Commercial Cardholder or any lost or stolen Commercial Card. Based upon Standard Industry Classifications (“SIC”) or Visa®Merchant Category Codes (“MCC”) and as agreed to by Company, Umpqua shall consider requests to establish charge authorization procedures in order to cause certain transactions to be refused or denied. Umpqua may monitor transaction activity in order to assist Company in detecting transactions which are outside of usage procedures established by Company or Authorized Officer; provided, Company will bear any incremental costs borne by Umpqua to monitor transaction activity and assist Company in detecting such transactions, including allocated cost of personnel needed to administer such functions, and provided that Umpqua shall have no liability regarding any alleged failure on its part to detect any detecting transactions which are outside of usage procedures established by Company or otherwise unauthorized or improper.
17. Billing Disputes. Disputes regarding charges or billings hereunder shall be communicated in writing to Umpqua at the address indicated in paragraph ‘Notice and Communication. Be advised that oral communications with us regarding disputed charges or billings may not preserve your rights. Communications should include the Commercial Cardholder name and Account number, the dollar amount of any dispute or suspected error, the reference number and a description of the dispute or error. Any communication regarding a dispute or suspected error must be received by Umpqua within sixty (60) days of the date of the statement on which the disputed or incorrect charge first appeared or you will be deemed to have accepted them and waived any objection to them. Disputed billings are categorized as, but not necessarily limited to, failure to receive goods or services charged, fraud, forgery, altered charges, unauthorized charges, disputes as to the quantity or quality of goods or services purchased with a Commercial Card, and billing errors on your Periodic Statement. Umpqua will investigate disputes and billing errors, and may, in its sole discretion, attempt to facilitate their resolution or correction, but it will not be responsible for resolving or correcting them.
18. Notice and Communication. We will send statements and any other notices to Company at the address shown in our files. Our notice may
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refer you to a link on our website, in which case you hereby agree to access such link and read the content on the webpage to which it directs you, or else contact us to receive a hardcopy of such notification and then read it. Company agrees to inform us promptly in writing of any change in address. We may, in our discretion, accept address corrections from the United States Postal Service. All notices, requests and other communication from Company to Umpqua must be directed to: Umpqua Bank, Credit Card Department, PO Box 1952 Spokane, WA 99210-1952, or by calling us at 1-866-777-9013. If you have a dispute with us, please be advised that contacting us verbally may not preserve your rights.
19. Internet Access and Account Information. Umpqua may permit you to access certain information regarding your Commercial Card Account via the Internet and may provide certain advance reporting regarding your Commercial Card Account. Such Internet access and advance reporting may be subject to additional terms and conditions that will be displayed upon initial login, and you hereby agree to be bound thereby. Umpqua may, in its sole and absolute discretion, at any time and without prior notice, discontinue providing you with Internet access and/or such advance reporting or elect to assess certain fees (or increase such fees) in connection with providing such access or such advance reporting. UMPQUA SPECIFICALLY DISCLAIMS ALL REPRESENTATIONS AND WARRANTIES OF ANY KIND, EXPRESS OR IMPLIED, ARISING OUT OF OR RELATED TO ANY INTERNET ACCESS OR ADVANCE REPORTING PROVIDED TO YOU (REGARDLESS OF WHETHER ANY FEE IS ASSESSED), INCLUDING, WITHOUT LIMITATION, ANY WARRANTY OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, OR NONINFRINGEMENT. ANY INTERNET ACCESS AND/OR ADVANCE REPORTING IS PROVIDED “AS IS,” “WHERE IS” AND WITHOUT RECOURSE TO UMPQUA. If Umpqua elects to provide you with access to certain information regarding your Commercial Card Account via the Internet or provides any advance reporting regarding your Commercial Card Account, you will be responsible for any configuration, system programming, or other compatibility issues associated with obtaining such access or receiving or utilizing such reports, and Company agrees to accept full liability for any changes made to the Commercial Card Account using these internet services.
20. Proprietary Information. Umpqua considers the Commercial Card program to be a unique service involving Umpqua’s proprietary information. Company agrees that Commercial Card program reports, manuals, documentation (including, without limitation, this Account Agreement) and related materials will not be used or disclosed other than as necessary to participate in the Commercial Card program, and to take reasonable steps to safeguard the confidentiality of such proprietary information.
21. Renewal; Termination. (a) Following the expiration of the Initial Term, this Account Agreement will automatically renew for successive Renewal Terms unless either Party provides notice of non-renewal at least ninety (90) days prior to the end of the then-current term or unless earlier terminated pursuant to Section 21. (b) At any time without cause, either party may terminate this Account Agreement with 90 days prior written notice; provided, however, that if Company terminates this Account Agreement pursuant to this Section 21(b), Company shall pay an amount equal to (i) $5,000 if terminated during the first six months of the Initial Term or $2,500 if terminated during the sixth through eighteenth month of the Initial Term, plus (ii) a pro rata (based on the number of months remaining in the Initial Term at termination divided by the total number of months in the Initial Term) portion of any signing bonus, incentive or rebate provided to Company upon commencement of this Account Agreement. (c) Umpqua may immediately terminate this Account Agreement if Company fails to pay any amount due hereunder, is in default or otherwise breaches any of its obligations hereunder. (d) All Commercial Cards and related Accounts shall be deemed canceled effective upon termination of this Account Agreement.
Upon termination of this Account Agreement, Company shall instruct all Commercial Cardholders to return all Commercial Cards, cut in half, to Company, and Company shall thereafter be responsible for returning all Commercial Cards to Umpqua. Company and the Commercial Cardholders shall remain liable for all purchases, fees and other charges incurred or arising by virtue of the use of a Commercial Card prior to the termination date.
Umpqua shall have the right to suspend all services and its obligations under this Account Agreement in the event that the amount due from Company, as the result of Purchases, fees, Cash Advances and other such charges, exceeds the credit limit established by Umpqua.
Upon the termination of this Account Agreement, all amounts outstanding on the Commercial Card Account shall be immediately due and payable, without further demand or notice.
The provisions of this Account Agreement shall survive termination of this Account Agreement as their context may naturally dictate.
Notwithstanding the foregoing or any other provision in this Account Agreement, we may limit, suspend, or terminate your privileges under this Account Agreement or the privileges of any Commercial Cardholder under a Commercial Cardholder Agreement (and list the Commercial Card and the Commercial Card Account in warning directories) at any time without notice or liability.
22. Credit Worthiness. Umpqua reserves the right to: (a) Determine the creditworthiness of Company periodically by obtaining financial statements from Company; (b) Request a guaranty of payment, pledge of collateral, or other similar security from Company or its subsidiaries or affiliates based on the review of Company financial statements; (c) Approve or decline the issuance, renewal, or replacement of a Commercial Card to any person at our sole discretion; (d) Cancel, suspend or limit spending on any Commercial Card at any time for any reason or no reason, subject to the notice requirements set forth in the Termination section of this Account Agreement.
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23. Warranties. Company warrants that: (a) This Account Agreement constitutes a valid, binding and enforceable agreement of Company; (b) The execution of this Account Agreement and the performance of its obligations under this Account Agreement are within Company's powers; have been duly authorized by all necessary action; and do not constitute a breach of any agreement of Company with any party; (c) The execution of this Account Agreement and the performance of its obligations under this Account Agreement will not cause a breach by it of any duty arising in law or equity or otherwise; and (d) Company is solvent and possesses the financial capacity to perform all of its obligations under this Account Agreement.
Failure of any of the above representations and warranties to be true and correct in all respects during the term of this Account Agreement shall constitute a breach of this Account Agreement, and Umpqua will have the right, upon notice to Company, to immediately terminate this Account Agreement and all amounts outstanding hereunder shall be immediately due and payable, without further demand or notice.
24. Collateral. This Account Agreement shall be secured by any and all personal property that you have granted to Umpqua under any security agreement securing other Notes from you to Umpqua, except for titled vehicle. However, in no event shall the obligations of the Company under this Account Agreement be secured by real property of any cross-collateralization provision to the contrary in any commercial loan documents between Company and Umpqua.
25. Financial Information. Umpqua may elect to defer to Financial Information contained within an active Commercial Borrowing Agreement between the Company and Umpqua. If Company does not have an existing Commercial Borrowing Agreement with Umpqua, then Company shall deliver to Umpqua as soon as available, and in any event not later than One hundred and twenty (120) days after the end of each fiscal year of Company, Company's audited financial statements prepared by independent certified public accountants selected by Company. If audited financials are not available, bank at its sole discretion, may accept reviewed or prepared financial statements. Company further agree to provide to Umpqua from time-to-time, such other information regarding the financial condition of Company as Umpqua may reasonable request. You hereby authorize Umpqua to request credit reports in connection with the issuance and use of the Commercial Cards. Information concerning your credit history with Umpqua may be furnished to consumer reporting agencies or others who may properly receive that information.
26. Unauthorized Transactions. We assume no responsibility to discover or audit any possible breach of security or unauthorized disclosure or use of any Commercial Cards or PINs. You will promptly notify us of any actual or suspected breach of security or unauthorized activity involving the Commercial Cards or the Commercial Card Account (whether or not involving your employees). Company must establish, maintain, and follow commercially reasonable security procedures regarding the Commercial Cards and Commercial Card Account.
27. Trademarks. Company and Umpqua each recognize that they have no right, title or interest, proprietary or otherwise, in or to the name or any logo, copyright, service mark or trademark owned or licensed by the other party. Company and Umpqua each agree that, without prior written consent of the other party, they will not use the name or any name, logo, copyright, service mark or trademark owned or licensed by the other party.
28. Amendment. We can amend this Account Agreement at any time upon notice. Subject to the requirements of applicable law, any amendments to this Account Agreement will become effective at the time stated in our notice and unless we specify otherwise, the amended terms of this Account Agreement will apply to all outstanding unpaid indebtedness in the Commercial Card Account relating to your Commercial Card usage as well as new transactions. Use of any Commercial Card by a Commercial Cardholder after the effective date of the change constitutes acceptance of the change. You shall have no right to amend this Account Agreement.
29. Interpretation. The section headings shall in no way be held to explain, modify, or aid in the interpretation of the provisions hereof. Wherever possible, each provision will be interpreted in a manner as to be valid, legal, and enforceable under applicable law. If any provision is declared invalid, illegal, or unenforceable in any jurisdiction, it shall be modified to render it valid, legal, and enforceable in the manner that best advances the spirit of this Account Agreement and/or such provision shall be deemed deleted, as the subject court or arbitrator(s) shall determine, and the remaining provisions will continue in full force and effect in the subject jurisdiction. The rule of construing ambiguities against the drafter shall not apply.
30. Non-Waiver. We can accept late payments, partial payments, checks and money orders marked “Paid in Full” or similar language purporting to have the same effect without losing or in any way impairing any of our rights. We can also delay enforcing our rights for any length of time and for any number of times without losing or in any way impairing those or any other of our rights. The fact that we may at any time honor a Purchase or Cash Advance in excess of a credit line does not obligate us to do so again, nor does it waive any of our rights or remedies regarding any breach of this Account Agreement. Without limiting the foregoing, the delay or failure of Umpqua to exercise any right, power or option, or to insist upon strict compliance with any term of this Account Agreement, shall not constitute a waiver of that or any other right, power, option, or term of this Account Agreement, nor a waiver of that or any other breach thereof, nor a waiver of our right at any time thereafter to require strict compliance with that or any other term hereof. No waiver shall be effective against Umpqua unless it is expressly stated in a writing signed by Umpqua.
31. Survivability of Payment Obligations, Rights and Remedies. The obligation of Company to make payments as herein set forth, shall continue until fully performed. Rights, obligations or liabilities which arise prior to the suspension or termination of this Account Agreement shall survive the suspension or termination of this Account Agreement, including any rights Company or Umpqua may have with respect to each other arising out of either party's performance of services or obligations prior to the expiration or termination of this Account Agreement.
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32. DISCLAIMER. UMPQUA MAKES NO WARRANTIES, EXPRESS OR IMPLIED, IN CONNECTION WITH THE SERVICES PROVIDED TO COMPANY OR ANY COMMERCIAL CARDHOLDER WITH RESPECT TO THIS ACCOUNT AGREEMENT OR ANY COMMERCIAL CARDHOLDER AGREEMENT, INCLUDING, WITHOUT LIMITATION, ANY WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, OR NONINFRINGEMENT. All UMPQUA SERVICES ARE PROVIDED “AS IS,” “WHERE IS” AND WITHOUT RECOURSE TO UMPQUA.
33. LIMITATION OF LIABILITY. TO THE EXTENT SUCH LIMITATION OF LIABILITY IS PERMITTED BY LAW, (I) UMPQUA WILL NOT BE LIABLE FOR ANY INDIRECT, SPECIAL, CONSEQUENTIAL, INCIDENTAL, PUNITIVE, OR EXEMPLARY DAMAGES OR LOSSES, WHETHER OR NOT FORESEEABLE, (II) UMPQUA WILL NOT BE LIABLE FOR ANY LOSS OR DAMAGE ARISING DIRECTLY OR INDIRECTLY FROM OR IN CONNECTION WITH ANY INACCURACY, ACT OR FAILURE TO ACT ON THE PART OF ANY PERSON NOT WITHIN OUR REASONABLE CONTROL, OR ANY ERROR, FAILURE, OR DELAY IN EXECUTION OF ANY TRANSACTION RESULTING FROM CIRCUMSTANCES BEYOND OUR REASONABLE CONTROL, INCLUDING, BUT NOT LIMITED TO, ANY INOPERABILITY OF COMMUNICATIONS FACILITIES OR OTHER TECHNOLOGICAL FAILURE, AND (III) UMPQUA WILL NOT LIABLE FOR ANYTHING EXCEPT FOR ITS OWN GROSS NEGLIGENCE OR WILLFUL MISCONDUCT. PROVIDED WE HAVE COMPLIED WITH OUR OBLIGATIONS UNDER THIS ACCOUNT AGREEMENT, AND SUBJECT TO APPLICABLE LAW, COMPANY AGREES TO INDEMNIFY, DEFEND, AND HOLD UMPQUA HARMLESS AGAINST ANY THIRD PARTY CLAIM ARISING FROM, OR IN CONNECTION WITH, DIRECTLY OR INDIRECTLY, ANY USE OF ANY COMMERCIAL CARD, THE COMMERCIAL CARD ACCOUNT, THIS ACCOUNT AGREEMENT, OR ANY RELATED SERVICE WE PROVIDE.
34. Governing Law. This Agreement and your Card will be controlled by and construed and enforced under the laws of the State of Oregon without regard to Oregon’s conflict of laws principles (i.e., as applicable to agreements made and performed in Oregon) and, as applicable, Federal law.
35. Venue. If there is a dispute or issue relating to your account or to this Agreement, you and we agree that the location of the court proceeding will occur in the state where you opened the account and that the county will be chosen by us in our sole discretion.
36. Assigns & Successors. You may not assign, in whole or in part, any Commercial Card, the Commercial Card Account, or this Account Agreement to any other person or entity. We may at any time(s) assign, in whole or in part, the Commercial Card Account, any sums due on the Commercial Card Account, this Account Agreement. The person(s) or entity(ies) to whom we make any such assignment shall succeed to our rights and/or obligations under this Account Agreement to the extent assigned. Except as otherwise provided in this Account Agreement, it shall be binding upon the parties’ successors.
37. Remedies. Except where a remedy is expressly stated to be exclusive, the remedies herein provided are cumulative and not exclusive of any remedies provided herein or otherwise, at law or in equity. To the extent permitted by applicable law, Umpqua reserves a right of setoff in all Company accounts with Umpqua (whether checking, savings or other account), including all existing accounts and all such accounts that may be opened in the future. Company authorizes Umpqua, to the extent permitted by applicable law, to charge or setoff all sums owing on the Commercial Card Account against any and all such accounts, and, at Umpqua’s option, to administratively freeze all such accounts to allow Umpqua to protect Umpqua’s charge and setoff rights provided in this paragraph or otherwise.
38. Entire Agreement. This Account Agreement, along with the related credit application documents, and other related agreement(s) is the entire agreement between the parties hereto regarding the subject matter and supersedes any oral agreements, oral representations, or oral warranties relating thereto.
39. Confidentiality. We will disclose information to third parties about your account or the transactions you make in order to process transactions or otherwise perform our obligations under this Agreement, to verify the existence and condition of your account for a third party (such as a credit bureau or merchant), or to comply with government agency or court orders, or if you give us your written permission.
UNDER OREGON LAW, MOST AGREEMENTS, PROMISES AND COMMITMENTS MADE BY US (LENDER) CONCERNING LOANS AND OTHER CREDIT EXTENSIONS WHICH ARE NOT FOR PERSONAL, FAMILY OR HOUSEHOLD PURPOSES OR SECURED SOLELY BY THE BORROWER'S RESIDENCE MUST BE IN WRITING, EXPRESS CONSIDERATION AND BE SIGNED BY US TO BE ENFORCEABLE.
Rev. 11.18 7 COMMERCIAL CARD ACCOUNT AGREEMENT
PRICING INFORMATION Purchase Annual Percent Rate A fixed APR, currently 21.99% (APR) Cash Advance APR A fixed APR, currently 23.99% Balance Calculation Method Average Daily Balance (Including new purchases) Interest Minimum Interest Charge per $1.00 unless Average Daily Balance for combined Purchases and Cash Rates and Billing Cycle Advances is zero Interest We will not charge you interest on purchases if you pay your entire Charges Payment Due Date balance by the due date as outlined below. We will begin charging interest on balance transfers, cash advances, and overdraft advances on the transaction date. Monthly Cycles: Your due date as shown on your Periodic Statement will be a minimum of 25 days after the close of each billing cycle. Weekly or Bi-weekly Cycles: Your due date as shown on your Periodic Statement will be 5 days after the close of each billing cycle. Automatic payment required. Daily Settlement requires automatic payment of your daily balances with no grace period.
Balance Transfer Not available Cash Advance Either $15 or 5% of the amount of each transaction, whichever is greater 2.00% of transactions made outside the U.S., in either foreign currency or International Transaction U.S. dollars, using an Umpqua Bank card Late Payment $15 if the balance is less than $100; $35 if the balance is $100 or more Fees Payment by Phone $10 Return Payment $35 Return Check $35 $500 one-time setup fee; fee waived with a minimum of $2MM in annual Custom Card Design Fee card program spend
The information listed above is correct as of September 26, 2017 and is subject to change at any time without prior notice. To receive the most recent information, please write to Umpqua Bank, PO Box 1952 Spokane, WA 99210-1952 or access Umpqua’s website at www.umpquabank.com/disclosures/.
COMPANY UMPQUA BANK
AUTHORIZED SIGNER AUTHORIZED SIGNER
SIGNATURE SIGNATURE ASSOCIATE SIGNATURE
PRINT NAME PRINT NAME ASSOCIATE NAME
TITLE TITLE ASSOCIATE TITLE
DATE DATE DATE
This agreement requires a minimum of one (1) signature by an authorized signer of the company. Any and all signers must be authorized to sign on behalf of the company.
Rev. 11.18 8 Agenda Item 13 12/12/19 SANT----�-----A MARIA AIRPORT ----SM><:-----
MARCH 3, 2020
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------SANTA MARIA PUBLIC AIRPORT DISTRICT ------3217 TERMINAL DRIVE I SANTA MARIA CA, 93455 I PH 805.922.1726 I FX 805.922.0677 I SantaMariaAirport.com SMX
CHIS HASTERT 805.922.1726 GENERAL MANAGER [email protected] SantaMariaAirport.com 3217 Terminal Drive Santa Maria, CA 93455