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Home My WebLink About2008-10-01 PacketCITY OF UKIAH CITY COUNCIL AGENDA Regular Meeting CIVIC CENTER COUNCIL CHAMBERS 300 Seminary Avenue Ukiah, CA 95482 October 1, 2008 6:00 p.m. ROLL CALL 2. PLEDGE OF ALLEGIANCE 3. a. Receive Investment Report for the C b. Proclamation Honoring the Arbor on Effective Resources and Teamwork of Ukiah lin to Support Young Adults with Innovative and 4. PETITIONS AND COMMUNICATIONS 5. APPROVAL OF MINUTES a. Regular Minutes of 9/3/08 b.. Regular Minutes of 9/17/08 c. Joint Council/UVSD Minutes of 9/17/08 6. RIGHT TO APPEAL DECISION Persons who are dissatisfied with a decision of the City Council may have the right to a review of that decision by a court. The City has adopted Section 1094.6 of the California Code of Civil Procedure, which generally limits to ninety days (90) the time within which the decision of the City Boards and Agencies may be judicially challenged. 7. CONSENT CALENDAR The following items listed are considered routine and will be enacted by a single motion and roll call vote by the City Council. Items may be removed from the Consent Calendar upon request of a Councilmember or a citizen in which event the item will be considered at the completion of all other items on the agenda. The motion by the City Council on the Consent Calendar will approve and make findings in accordance with Administrative Staff and/or Planning Commission recommendations. a. Rejection of Claim for Damages Received from Sherryl Nives and Referral to Joint Powers Authority, Redwood Empire Municipal Insurance Fund b. Approval of Notice of Completion for the Lighting Retrofit at City Hall and Ukiah Valley Conference Center, Specification No. 08-07 c. Award of Bid for Purchase of Two Police Patrol Vehicles in the Amount of $60,016.75 to Ukiah Ford d. Report to the City Council Regarding the Purchase of Services for the Printing of the 2008 Fall Recreation Guide in the Amount of $5,215.26. e. Award Bid to Borges Transfer for the Purchase of 395 Cubic Yards of Infield Sand in the Amount of $16,518.90 to be Utilized for the Replacement of Surface Materials Lost During the 2005/2006 New Year's Flood as Approved by FEMA f. Approval of Policy Resolution Authorizing the Display of the American Flag in the Public Right-Of-Way along State Street AUDIENCE COMMENTS ON NON-AGENDA ITEMS The City Council welcomes input from the audience. If there is a matter of business on the agenda that you are interested in, you may address the Council when this matter is considered. If you wish to speak on a matter that is not on this agenda, you may do so at this time. In order for everyone to be heard, please limit your comments to three (3) minutes per person and not more than ten (10) minutes per subject. The Brown Act regulations do not allow action to be taken on audience comments in which the subject is not listed on the agenda. 9. PUBLIC HEARINGS (6:15 PM) 10. UNFINISHED BUSINESS a. Report on Round Valley Indian Tribe's Proposal to Resolve Eel River Diversion Issues and Proposed Support Letter b. Adoption of Ordinance Amending Division 9, Chapter 2 (Zoning) to Implement the General Plan Housing Element c. Introduction of Ordinance of the City Council of the City of Ukiah Amending Article 17 of the Ukiah City Code, Pertaining to Grease Interceptors 11. NEW BUSINESS a. Authorize Rental Agreement with Pac-Van, Inc. in the Amount of $12,945 for a Portable Temporary Office to be Located at the Corporation Yard and Used by the Water/Sewer Supervisor and the Public Works Supervisor for a Time Period of Twenty-Four Months b. Award of Contract for Grace Hudson Museum Gallery & Roof Repair Work from the Damages Sustained During the 2005/2006 New Year's Flood as Approved by FEMA and Award of Contract for Non-FEMA Repair to the Facility and Approval of Corresponding Budget Amendment Utilizing Special Project Reserves. c. Discussion and Direction to Staff Establishing Protocol for Joint Meetings Between the Ukiah Valley Sanitation District Board and the City Council d. Review and Consideration of a Community Video Showcase Program and Authorization for the City Manager to Negotiate and Execute the Corresponding Agreement with CGI Communications, Inc. 12. COUNCIL REPORTS 13. CITY MANAGER/CITY CLERK REPORTS a. Update of Council Manual and Direction on Councilmembers' Participation in Various Meetings 14. CLOSED SESSION -Closed Session may be held at any time during the meeting a. Conference with Real Prooertv Negotiators (§ 54956.8); Property: APN 002-255-02, and 03; APN 002-153-03; and APN 002-281-15, 18, 21, 24, 28, 29; and APN 002-192-14; and APN 001-050-11; APN 001-081-05; and APN 001-060-28, 32, 34, 36, and 37; and APN 002-232-09, 10, and 11; and AP 002-232-12 (portion). Negotiator: Jane Chambers, City Manager Negotiating Parties: City of Ukiah & Ukiah Unified School District b. Conference with Labor Negotiator (§54957.6) Agency Representative: Jane Chambers, City Manager Employee Organization: Fire Unit 15. ADJOURNMENT Please be advised that the City needs to be notified 72 hours in advance of a meeting if any specific accommodations or interpreter services are needed in order for you to attend. The City complies with ADA requirements and will attempt to reasonably accommodate individuals with disabilities upon request. Materials related to an item on this Agenda submitted to the City Council after distribution of the agenda packet are available for public inspection at the front counter at the Ukiah Civic Center, 300 Seminary Avenue, Ukiah, CA 95482, during normal business hours, Monday through Friday, 7:30 am to 5:00 pm. I hereby certify under penalty of perjury under the laws of the State of California that the foregoing agenda was posted on the bulletin board at the main entrance of the City of Ukiah City Hall, located at 300 Seminary Avenue, Ukiah, California, not less than 72 hours prior to the meeting set forth on this agenda. Dated this 26th day of September, 2008. Linda C. Brown, City Clerk !:'itJ of zrkJafi ITEM NO.: 3a MEETING DATE: AGENDA SUMMARY REPORT OCTOBER 1, 2008 SUBJECT: RECEIVE INVESTMENT REPORT FOR THE CITY OF UKIAH Background: Nancy Jones represents Public Financial Management. PFM has managed the investment portfolio for the City of Ukiah since 1996. PFM provides monthly investment reports to the City of Ukiah. Discussion: Prior to the Council meeting, the Investment Oversight Committee will meet to hear a report from PFM and consider changes to the investment policy. Nancy Jones will be presenting her annual investment portfolio report to the City Council. The presentation will consist of Power Point slides reviewing past and present performance of the current portfolio. Fiscal Impact: Budgeted FY 08/09 ~ New Appropriation ~ Not Applicable ~ Budget Amendment Required Amount Budgeted Source of Funds (title and #) Account Number Addit. Appropriation Reauested Recommended Action(s): RECEIVE THE ANNUAL INVESTMENT REPORT FROM NANCY JONES OF PUBLIC FINANCIAL MANAGEMENT(PFM). Alternative Council Option(s): N/A Citizens advised: Requested by: Prepared by: ALLEN CARTER, CITY TREASURER Coordinated with: City Manager, Finance Director, Investment Oversight Committee Approved: ~ .~ ~~ vrv..~i~~-C~~-~ J e Chambers, City Manager ~ 3 ~ o~o~~ o O ~JNVU+ ~ ~ '~ ^. d N ao £~'nv~ o a .~ li ~ ~ ~ fn 01 Ol V O L _ ~ C~ C y y .~ ~ ^ ii ~Am`~ ~ ~ ` LL O C c O o ~ C W ~ V N O ~ •• Q O LL u' U ^~ LV V Za ~ ~ a ~ ~ ,~ m d ~ °' Y N L ~ ~ a N .~C L C~ G .~ V. i~+ .~ L V ~~/ A/ ._ L ~"" L •- O O ~}d ' `O W u 0 X Y d U7 N 'C C O a ~ a ~ ~ d w ~ Y 10 O ~ W C r ~ialllli~ ~OIIIIP' .-. N a> T N ~ .:. cn c O •- U m M ~ (~ ~. ER w ~.. U U ~ T ~ ~ ~ ~ O Q C ~~ ~ C (0 7 00 A+ W C •N ~ U I~ (0 L .C v3 O +J L ~ J L U • C T ~ ~ to >' O ~ W ~t ~ (q AA++ W O - U C ._ ~ . . N ' T . C ~ C ~ ~ ~ •-~ O O ~ f0 O N Q y ~ . . O .r ~ "O 7 O O O .~ -~ C ~ Y N O ~ N ~ N N .~.. N ~ c _ W O ~ U :~ p~ ~. ,N 'O L y N N C O w O C U O ~ +~ .. N ... ~. 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'.~ a ~ F ~ - N _ 3 ~ o ° ° x x ~ ~ z y a Q 'D a O z ¢ O w m m ~r° o"o iVz7 rl Vi Z d P« x ~ m O ~ c0 N « w m N ~ - - O y N N N N o M M M M M z M ,-. F rn rn rn c rn O D [.. w 'E 7 F o n e e < .~ n ~ ~- ~ n ~ O~ Q S ffi`~~Q ~~Y O+~ff ~~yy E¢ ¢ a < ~ d ~ a N Flo ^~~ ~~ ~~ W cY G a eo O emobe~~R.~mN~~~$ -w~ N.qq-4~ryry gg ~ 8 ~~m~Y,'rdqSdS3~~M~w~ oX~~mnN n~~n~~~~ ~~,~A»ww»~»~ U 2 ~ a a m O~ N V NO UKOQ~g ¢ UWU~ O taj WU' KNbOFU mUOW VI2LL Vib W Z U 41 W Q 2 Q f~ adU'J wH~UFm OaN Z~OmLL OmFr U ~¢~ O (7 m E H y ¢FmmLLLLLLZwOwriw '9 m UU ULL (~t~ fr9 73 r ^~o~~~~~~~~~~o id Y ~. a v r m 31 PiZOC~I.~M,~'hI(DN OETHE t~ CITY OF LiKIAH N ppb HONORING THti ARBOR ON MAIN ~y'r TO SUPT'ORT YOUNG ADULTS WITH INNOVATI~73 AND EFFECTIVE; RESOCRCES q AND T1sAMW'ORK WHEREAS, die residents oRhe City of Cl:iah arc deeply invested in the well-bein}. of out youth; and WHEREAS, the transition from ~ home environmeu[ co a more indepcndcn[ and adult stage of life is particularly challenging; and WHEREAS, the Cit}' of Gkiah is expeeiencing shifting social and economic patterns over the last rweney years to the extent that fewer young people are able to grow roself-sufficient adulthood; and WHEREAS, our community realizes that we cannot exclusively rely on either government ox private industry to create oue new leaders, but rather we must geow our own; WHEREAS, a coalitiun of partner agencies and schools that serve youth, led by Redwood Children's Services, coalesced ro grow the Aebox; attd WHEREAS, the ARBOR provides young adults with space and resources to help them nchieve their personal goals, and become healthy, prosperous community membees leading meaningful lives; and WHEREAS, the ARBOR encompasses a Youth Board consisting of a diverse team of young people invested ht bettering Ultiah. NOW, THEREFORE, BE IT RESOLVED, that the CITY OF UICIAH hereby proclaims that nc~ ARAOR on Main is a welcome and worthy addition to our community, deserving of the thanks and support of all residents in our Valle}' community; WHEREUPON, the ItIAYOR declared said Proclamation adopted and SO ORDERED. llated- October 1, 2008 ATTEST: llOiZGLAS F. CILSNE TAWNY BAILEY MAYOR, COORDINATOR, CI'T'Y OF UKIAH THE. ARBOR ON MAiN CITY OF UKIAH CITY COUNCIL MINUTES Regular Meeting CIVIC CENTER COUNCIL CHAMBERS 300 Seminary Avenue Ukiah, CA 95482 September 3, 2008 6:00 P.M. Sa ROLL CALL Ukiah City Council met at a Regular Meeting on September 3, 2008, the notice for which being legally noticed on, August 29, 2008. Mayor Crane called the meeting to order at 6:02 pm. Roll was taken with the following Councilmembers present: Thomas, McCowen, Rodin, Baldwin, and Mayor Crane. Councilmembers absent: None. Staff present: City Manager Chambers, City Attorney Rapport, Director of Planning and Community Development Stump, Associate Planner Faso, Interim Electric Utility Director Grandi, Director of Finance Elton, Utility Customer Service Team Leader McLellan, Director of Public Safety Dewey, Police Captain Wojcieszak, Director of Public Works/City Engineer Eriksen, and Deputy City Clerk Currie. 2. 3. PLEDGE OF ALLEGIANCE a. Presentation of Certific: Hamblet and Joe Fowler for Service to Community to Tom Councilmember McCowen read the Commendation. Joe Fowler and Tom Hamblet accepted the Certificates of Appreciation. 4. b. Proclamation for "Recognition of Watershed Awareness and Appreciation Day" September 27, 2008 Councilmember Baldwin read the Proclamation. Dan Barth received the Proclamation. 6:10:04 PM PETITIONS AND COMMUNICATIONS 5. APPROVAL OF MINUTES 6:14:19 PM a. Regular Minutes of August 20, 2008 b. Adjourned Regular Minutes of August 20, 2008 M/S Rodin/McCowen to approve the Regular Minutes of August 20, 2008, and Adjourned Regular Minutes of August 20, 2008, as submitted. Motion carried by an all AYES voice vote of the members present. 8. RIGHT TO APPEAL DECISION 6:14:56 PIV1 CONSENT CALENDAR 6:15: 18 PM M/S Baldwin/Thomas to approve the Consent Calendar items 7a through 7e: a. Adoption of Resolution Approving Andrade Parcel Map No. 07-32, and Accepting Easements and Rights-of-Way for Public Use CC 9/3/08 Page 1 of 4 b. Report to Council Clarifying Amount of Purchase of CCTV Camera Truck for Sewer Maintenance to CUES, Inc. to Include Sales Tax for a Total of $178,315.11 c. Adoption of Resolution Setting the Limitation on City Expenditures for Fiscal Year 2008-2009 d. Rejection of Claim for Damages Received from Verna Cox and Referral to Joint Powers Authority, Redwood Empire Municipal Insurance Fund e. Report Expenditure for Network Wiring Modifications at the Corporation Yard from Telecom Services, Inc. for $10,308.72 Motion carried by the following roll call vote: AYES: Councilmembers Thomas, McCowen, Rodin, Baldwin, and Mayor Crane. NOES: None. ABSENT: None. ABSTAIN: None. 8. AUDIENCE COMMENTS ON NON-AGENDA ITEMS 6:16.48 I'M None. 9. PUBLIC HEARINGS /8:15 PMl 6:16.56 P1~1 a. Adoption of Resolution Approving Alice Evans Major Subdivision Map No. 07- 35, Subdivision Exceptions and Variance Application 08-09 Director of Planning and Community Development Stump and Associate Planner Faso presented the item. Recommended Action: 1) Conduct a public hearing; 2) approve a Mitigated Negative Declaration for the project; and 3) adopt the Resolution approving the Major Subdivision, Subdivision Exceptions and Variance application. Public Hearing opened 6:20 pm. 6:20:28 PM Public Speaking in support of the Item: Steven Johnson, representing the Alice Evans Trust. Public Hearing closed 6:28 pm. 6:28:00 PM M/S RodiNBaldwin to approve the Recommended Action. Motion carried by the following roll call vote: AYES: Councilmembers Thomas, McCowen, Rodin, Baldwin, and Mayor Crane. NOES: None. ABSENT: None. ABSTAIN: None. 10. UNFINISHED BUSINESS a. Receive Status Report Concerning Code Compliance Activities 6:38:38 PM Director of Planning and Community Development Stump presented the item. Recommended Action: Receive Report. By Consensus, City Council received the report. Authorize the City Manager to Approve the Letter for Additional Engineering Services Associated with the Relocation of Gobbi Substation and Distribution Engineering Services 6:44:10 PM Interim Electric Utility Director Grandi presented the item. Recommended Action: Authorize the City Manager to approve the additional engineering services letter as an addendum to the existing Phase II Services Agreement for Gobbi Substation relocation and distribution engineering services. Mayor Crane stated, for the record, he did not agree with the Agenda Summary Report, page 2, paragraph 2, "The additional services request also includes a reduction (credit) in services and fee based on the City's decision to not pursue a dedicated express feeder circuit from the substation to the Hydro Plant." Mayor Crane CC 9/3/08 Page 2 of 4 stated City Council wanted to find out if the cost is worth the benefit to have a dedicated express feeder circuit before moving forward with it and did not make a decision not to pursue it. M/S Rodin/McCowen to approve the Recommended Action. Motion carried by the following roll call vote: AYES: Councilmembers Thomas, McCowen, Rodin, Baldwin, and Mayor Crane. NOES: None. ABSENT: None. ABSTAIN: None. c. Approval of Automatic Update for Eligibility in the Ukiah C.A.R.E.S. Program to 200% of the Current Federal Poverty Income Guideline 6:51:52 PM Director of Finance Elton and Utility Customer Service Team Leader McLellan presented the item. Recommended Action: Approve automatic update for eligibility in the Ukiah C.A.R.E.S. program to 200% of the current Federal Poverty Income Guideline. M/S Rodin/Baldwin to approve the Recommended Action, noting increases in the eligibility threshold will be automatic but any decrease would come to the City Council for discussion. Motion carried by the following roll call vote: AYES: Councilmembers Thomas, McCowen, Rodin, Baldwin, and Mayor Crane. NOES: None. ABSENT: None. ABSTAIN: None. By Consensus, City Council requests staff investigate the impacts of increasing the Program benefits and report the findings at a future meeting. 11. NEW BUSINESS a. Police Department Strategic Planning Process Update: Presentation of Police Annual Report and Community Survey 7:21: t8 PM Director of Public Safety Dewey presented the item. Recommended Action: receive report. Councilmember Thomas stated, for the record, the report is not the entire picture of what the Department is doing, as there is a large amount of community outreach happening that is not shown in the report. By Consensus, City Council received the report. Authorize Mayor to Execute Agreement for Map and Description Checking by County of Mendocino for the City of Ukiah, DOT Agreement No. 080054 7:52:57 PM Director of Public Works/City Engineer Eriksen presented the item. Recommended Action: Authorize Mayor to execute Agreement for Map and Description Checking by County of Mendocino for the City of Ukiah, DOT Agreement No. 080054. M/S McCowen/Baldwin to approve the Recommended Action. Motion carried by the following roll call vote: AYES: Councilmembers Thomas, McCowen, Rodin, Baldwin, and Mayor Crane. NOES: None. ABSENT: None. ABSTAIN: None. c. City Council Consideration of Sponsoring a $25,000 Grant Proposal to Common Sense California on Behalf of MendoFutures for the Purpose of Supporting MendoFutures' Planned Community Engagement Efforts Involving Water Issues7:56:33 PM CC 9/3/08 Page 3 of 4 Councilmember Rodin presented the item. Recommended Action: City Council to approve fiscal sponsorship only of a $25,000 grant proposal to Common Sense California on behalf of MendoFutures. Steve Zwieback, MendoFutures, wrote a letter to City Council since he was unable to attend the meeting. Tim Thornhill, MendoFutures, read the letter on his behalf. Public Comment Opened 8:08 pm Public Speaking to the item: Carrie Brown and Steve Smith with MendoFutures. Public Comment Closed 8:14 pm M/S McCowen/Thomas to approve the Recommended Action and authorize the City Manager to negotiate and sign any agreements that may be necessary to carry out the Recommended Action. Motion carried by the following roll call vote: AYES: Councilmembers Thomas, McCowen, Rodin, Baldwin, and Mayor Crane. NOES: None. ABSENT: None. ABSTAIN: None. 12. COUNCIL REPORTS Councilmember Baldwin stated the Council Chamber's staff table has historically been used by City staff and supports continuing this practice. 13. CITY MANAGER/CITY CLERK REPORTS 8:19:25 PM City Manager Chambers inquired as to what the City Council's direction is regarding the staff table and stated out of protocol the public should use the public podium. City Manager Chambers reported that Mel Grandi has been appointed as the Electric Utility Director. There has been a substantial request regarding redevelopment finances; raw data out of the City's accounting system is being supplied. Public Finance Management is assisting the City in creating a report that will come before the City Council on the Ukiah Redevelopment Agency's activities starting from the creation of the Agency to present. Adjourn to Closed Session and Convene as Ukiah Redevelopment Agency 8:23 pm 14. CLOSED SESSION -Closed Session may be held at any time during the meeting a. Conference with Real Prooertv Negotiators (§ 54956.8); Property: APN 002-232-09, 10, 11, 12 (portion); and APN 001-020-09; 002-255-02, 03;001-050-11; 001-081-05 Negotiator: Jane Chambers, City Manager Negotiating Parties: City of Ukiah & Ukiah Unified School District b. Conference with Labor Negotiator (§54957.6) Agency Representative: Jane Chambers, City Manager Employee Organization: Fire Unit Reconvened in Open Session at 9:40 pm with no reportable action. 15. ADJOURNMENT There being no further business, the meeting adjourned at 9:40 pm. JoAnne M. Currie, Deputy City Clerk CC 9/3/08 Page 4 of 4 CITY OF UKIAH CITY COUNCIL MINUTES Regular Meeting CIVIC CENTER COUNCIL CHAMBERS 300 Seminary Avenue Ukiah, CA 95482 September 17, 2008 6:00 p.m. 5b ROLL CALL Ukiah City Council met at a Regular Meeting on £ which being legally noticed on, September 12, 2008. order at 6:24 pm. Roll was taken at the 9/17/08 Joii with the following Councilmembers present Thom Mayor Crane. Councilmembers absent Nom.. Chambers, City Attorney Rapport, Director o~arr Stump, City EngineerlPublic Works Directorl~t`iksen, Community & General Services SangiacQnd De 2. PLEDGE OF ALLEGIANCE 3. PROCLAMATIONS/INTRODU( a. Proclamation for Kris 2008 Mayor Crane read the 5, 2008, at;# _; ,,, Kri 4. PE7 Non 5. APF Non 6. f1 y 7. COI M/S s sptemb~r"' 17; 2008, the notice for Ma crane called the meeting to ,N;, ~;H. nitation District Meeting McC~ Rodin, Baldwin, and staff pr ~ t: City Manager ping and Comity Development Airport Managei` bwen, Director of nay City Clerk Curtf~. on October 5, will be presented October approve the Consent Calendar items 7a through 7g: a R ~ j of Disirsements for the Month of August 2008 b. Repf tAcquisition of Professional Services from LACO Associates in the Amourt~`$6,000 for Preparation of Boundary and Topographic Survey for the Oak MarSor Trail Project c. Report of the Acquisition of Professional Services from Winzler & Kelly in the Amount of $7,820 for Preparation of a Re-Vegetation Plan for the 2002 STIP Gobbi Street/Oak Manor Drive/Babcock Lane Intersection Realignment Project d. Award of Bid to Triple M Carpet and Chem-Dry of Mendocino for Carpet Cleaning Service at Various City Locations and Dates e. Report of the Acquisition of Professional Services from Green Valley Consulting Engineers in the Amount of $9,550 for Preparation of Bid Documents for the Gobbi Street Rehabilitation Project f. Authorization for the City Manager to Negotiate and Execute a Short Term Lease Agreement with Elliott's Christmas Trees for a Portion of Property Located at 724 CC 9/17/08 Page 1 of 6 South Orchard and Approval of Corresponding Budget Amendment in the Amount of $3,600 for Revenue Collected on the Lease g. Report to Council of the Expenditure of $8,549.96 to Vocalbooth.com for the Purchase of an 8' X 10' Vocal Booth for the Electric Division of the Public Utilities Department Motion carried by the following roll call vote: AYES: Councilmembers Thomas, McCowen, Rodin, Baldwin, and Mayor Crane. NOES: None. ABSENT: None. ABSTAIN: None. City Attorney Rapport brought forth an Urgency Item to the City Council for consideration to be added to the agenda. 6:30 pm M/S Baldwin/Thomas to add the closed session item Corence with Legal Counsel - ,~., Anticipated Litigation, Initiation of litigation pursuant tta`s~rvision (c) of Gov't Code §54956.9 (2 cases). Motion carried by the Ilowin ''~~I call vote: AYES: Councilmembers Thomas, McCowen, Rodin, Ba~d~~n, and Magi Mane. NOES: None. ABSENT: None. ABSTAIN: None. The Urgency Item will be heard as Closed Sessiotl` , 14b ~;. ,,; a=~a. 8. AUDIENCE COMMENTS ON NON-AGENDA I ~ 33 dm 9. Marvin Trotter requested City Council assume a fership role in completing the Alex Rorabaugh Center and produce fetter of supportw~~ompleting the recreation center and the City's intention of havin~~~~~t s Communi'rrvices Department manage '~ the center. He will present the lette(~~to ono County ~~~e School District. :, Suzan Knopf, resident of Ukiah submit' ah'~ to City Council entitled Save Breaking Green Gco~t;~ ~~ hich is abou~~~State's p(dte forest selling carbon offsets to preserve trees, seffuan"~`"es in the atmosphere. She requested the City Council find a way to rewardeowne~r~or saving the"KFbig trees and not cutting them down. a. suction"r'~rfii~f"' %~:, "nding Division 9, Chapter 2 (Zoning) to '~'~.~ ~~~~'~tthe~~~ ral Plan ousing Element 6:36 pm Director of~nrnng $"i`ommunity Development Stump presented the item. RecommenAction;~`t) Conduct a public hearing and 2) Introduce by title only mow, >,~~ie ordinances,ending Division 9, Chapter 2 of the City Code. opened 6:56 pm. to the Item: MaryAnn Landis, closed 7:26 pm. Planning Commission Member. M/S Rodin/Thomas to introduce the Ordinance by Title Only, with the following modifications to the Ordinance: 9099 A and B, change ten feet to 5 feet for setbacks and add a 10x10 clear zone on corner lots; 9150C R-2, change the wording from "For each family unit intended to occupy a building or group of buildings on such building site' to "the building site area required for each dwelling unit shall be" 9150C R-3, change the wording from "For each family unit intended to occupy a building or group of buildings on such building site" to "the building site area required for each dwelling unit intended to occupy a building or group of buildings on such building site shall be"; CC 9/17/08 Page 2 of 6 9150 K 1. R-1 District change the twenty feet front yard setback to 15 feet; 9198 A.8, add wording to ensure affordable housing as long as possible; and 9278 Off-Street Parking- the 5' minimum setback from adjacent lots would pertain to new construction. Motion carried by the following roll call vote: AYES: Councilmembers Thomas, McCowen, and Rodin. NOES: Councilmember Baldwin and Mayor Crane. ABSENT: None. ABSTAIN: None. Deputy City Clerk Currie read the ordinance title. M/S Rodin/McCowen to introduce the Ordinance , 2 (zoning) of the City Code. Motion carried by the Councilmembers Thomas, McCowen, and R~ Baldwin and Mayor Crane. ABSENT: None. AB,P 10. UNFINISHED BUSINESS a. Report to Council Regarding Status Project 7:39 pm City Manager Chambers and City`E presented the item. Recommended any questions or concerns. jng Division 9, Chapter nnr`tg roll call vote: AYES: NOES: Councilmember of Orcf Avenue Bridge Director Eiksen t and advise staff of Public Comment opene Public Speaking to the Its '~ ~ e Hill repY~~iting Rural Community's Housing Development Corpo~Uon;~ ~ ~omas, J~(ck Dotts; Dottie Deerwester; and Linda Sanders, Ukiah resi~nt.~ '' ~ ~~,;:;; Public Cor}tclosed 7 59'~' b. Intro on of O~nance of thity Council of the City of Ukiah Amending ,,., Arti~"le~ ,the Utah City Code,'taining to Grease Interceptors 7:59 pm br Eriksen presented the item. Recommended ordinance by title only and introduce ordinance. ., M/S McCt~~/Bal %to approve the Recommended Action changing all ~% wording m t ~rdmary~from Public Utilities to Public Works. Motion carried by ~~ ; ~e followmg call vote: AYES: Councilmembers Thomas, McCowen, Rodin, 1dwin, and Iyor Crane. NOES: None. ABSENT: None. ABSTAIN: None. Ord~tYce~+as not read by title only. f 11. NEW BUSINE$~ a. Notification of Development of "Budget At A Glance" Flyer and Action for Determining Method of Distribution 8:05 pm City Manager Chambers presented the item. Recommended Action: Approve Option 1, No Cost which is the City printing a limited quantity in-house with distribution within City Hall and other City facilities. In addition, the brief will be placed on the City's website, for distribution of "Budget at a Glance' brief where City staff will print a limited quantity in-house with distribution within City Hall and other City facilities. CC 9/17/08 Page 3 of 6 MIS Baldwin/Rodin Approve the Recommended Action with the amendment of emailing the brief to community groups that could forward it to their members and others. Motion carried by the following roll call vote: AYES: Councilmembers Thomas, McCowen, Rodin, Baldwin, and Mayor Crane. NOES: None. ABSENT: None. ABSTAIN: None. b. Request for Extension of Airport Hangar Lease for Donovan C. Albright Due to Added Cost in the Retrofit of Leased Hangar from the City of Ukiah Mayor Crane Recused himself due to a potential conflict of interest at 8:18 pm. Airport Manager Owen presented the item. Recommended Action: Staff ~~~=. recommends that Mr. Albright be granted extension o$i~iis L`urrent 10 year lease to 20 year with the monthly rent adjusted for annu~~l adjustments and all other terms and conditions of the lease remaining ~rt~ect. Public Comment opened 8:24 pm. s~ ~. , -. ~~- Public Speaking to the Item: Don P~7t•ight and Dottie C~erwester, Airport .<'; Commission Chair. ~~~ Public Comment closed 8:26 prrw ~%j, '""~~ M/S McCowen/Rodin Approve the exf' `` of Nfr. Albright's current 10 year lease to 15 years with the monthly rent adj'~t6 for annual CPI adjustments and all other terms and condit~xs of the lease re ng in effect. Motion carried by the following roll call vote% ,; Councilmem~Thomas, McCowen, Rodin, and Baldwin. NOES: None ~` ~ ~ ~,~lone. ABST` ` ,~fiVlayor Crane. ~~~~ c. Consideration of a Possible ~~naSn`i~l~y~ es of Open Space Along Gibson Cr a Western ~~ from M~~e Hull and Ric Piffero; Author ron ~~e City Mana r to Negotiate and Execute the „~~; r Corroding L. Agreemen ~`~and Approval of a Corresponding Budget Am~nd~ to Paor Closing C~ and Authorized Reimbursable Seller Expenses ~ p ~._ r,. C~ii~~~ Com` ~y/General "Services Sangiacomo presented the item. RecomKt'e~r~ded Ac Consider the possible donation of 37 acres of open space along Gibsti reek ir`~~'~Nestern Hills; authorize the City Manager to negotiate and execute3 landeement; and approve a corresponding budget amendment uE2ing 699 Open Space Acquisition funds to pay for closing costs ~d authorized i`~imbursable seller expenses. Dias 8:33 pm irned to Dias at 8:36 pm Public Comment opened 8:34 pm. Public Speaking to the Item: Terry Poplawski and Dottie Coplen Public Comment closed 8:35 pm. M/S Rodin/Baldwin Approve the Recommended Action. Motion carried by the following roll call vote: AYES: Councilmembers Thomas, McCowen, Rodin, Baldwin, and Mayor Crane. NOES: None. ABSENT: None. ABSTAIN: None. CC 9/17/08 Page 4 of 6 12. COUNCIL REPORTS Councilmember Thomas reported that the County of Mendocino has reduced the Library budget and materials acquisition will not be funded. The Book Mobile also needs to be replaced. 13. Councilmember Rodin reported on the Housing Foreclosure Prevention Coalition. This group is trying to obtain funding to train more staff to serve the people needing assistance. Councilmember Baldwin reported on the Inland Water Power Commission (IWPC) meeting. IWPC will provide the water needs analysis of each of the member agencies which will be used by the Army Corp of Engineers as part ;heir economic study to Councilmembers Thomas and Baldwin as the City's represL~'ifati~es. The districts sent out letters of support for the proposed Eel/Russian uer Trans-Basin Diversion Settlement; the effort is moving forward. He also reports t~nguage is currently being worked oh for allowing those who drop out to come beck m st sharing agreement for the Coyote Dam feasibility study. Councilmember Baldwin asked for clarificon on the procedurb:::Oouncil has for selecting which members of the Council< ~vited td meetings with ~~; community ys groups, stakeholders, etc. ~~~~~ None. Recessed to Closed Session 8:35 pm Councilmember McCpwen left 8:35 pm 14. CLOSED a. G Ac Ei b,"" ~~~ (2 Session "" `"be held a~`~ny time during the meeting Ne otiato (§54957.6'; ~: Jane Chabers, City Manager r Fire Unit '" el 4.,., C~~,nticipated Litigation, irsuant to subdivision (c) of Gov't Code §54956.9 Reconv~~ in Open Sin at U:35 pm with no reportable action on 14a and the following i~brtable actrort~r~ 14b: Case 1 n by Btwin, seconded by Rodin, authorizing City Attorney to file protest ~~, to Water Ri~~ ;'` lion Nos. 12919C and 129206 by Mendocino County Russian River Flood C and Water Conservation Improvement District. M/S Baldwin/Rodin Approve the Recommended Action. Motion carried by the following roll call vote: AYES: Councilmembers Thomas, Rodin, Baldwin, and Mayor Crane. NOES: None. ABSENT: Councilmember McCowen. ABSTAIN: None. Case 2. Motion by Baldwin, seconded by Thomas, authorizing City Attorney to investigate /Millview County Water District, Hill and Gomes v. State Water Resources Control Board and Does 1-1000/, Mendocino County Case Nos. 08 51448 and 08 51450, and to file appropriate pleadings in either or both cases, if necessary to protect the City's interests. CC 9/17/08 Page 5 of 6 M/S Baldwin/Thomas Approve the Recommended Action. Motion carried by the following roll call vote: AYES: Councilmembers Thomas, Rodin, Baldwin, and Mayor Crane. NOES: None. ABSENT: Councilmember McCowen. ABSTAIN: None. 15. ADJOURNMENT There being no further business, the meeting adjourned at 10:35 pm. JoAnne M. Currie, Deputy City Clerk cc 9n voa Page 6 of 6 Joint Ad Hoc Committee Ukiah City Council SPECIAL MEETING MINUTES Joint Meeting Between the City Council and Ukiah Valley Sanitation District CIVIC CENTER COUNCIL CHAMBERS 300 Seminary Avenue Ukiah, CA 95482 September 17, 2008 4:30 o.m. 2. ROLL CALL The Ukiah City Council and the Ukiah Valley Sani on September 17, 2008, the notice for which be 2008. Mayor Crane called the meeting to order following Councilmembers present: Thomas Crane. Sanitation District Board present c Staff present: City of Ukiah Director of P~b~W Attorney Rapport, City Manager ChamfSers~; District Manager Kennedy, and Board of Super a. Ronco CITY OF UKIAH of U lion `ex met at a special meeting ggally~ ;: ed on, September 12, t ~~36 pm was taken with the ,„ OW$n, Rodin=,~ldwin, and Mayor rs Wattenburger, t{bar, and Crane. ks/City Engineer Ertl,. UVSD City of l:fftiah Deputy City~Clerk Currie, Valley Sanitation District tUrther Actions by City Coef~7a~~o re and writt~Ti. and Kennedy e report of the Ad Hoc direction to staff. ed the item. Clifford Paulin and Jim Final report. A Motion vit~,also made;a~td carried by the unanimous voice vote of the UVSD Board of Dir~ors press f`st regarding accepting the final report and directing staff to schedule tF%fnattew~dn the first agenda with the new District Board of erectors, with~tie recommendation that the Ad-Hoc Committee's renmendats be implemented. CounC~~' ~~ ber McCowen made a motion to accept the report as presented, direct st€~ff to consult with the District Manager to begin identifying policy issues that wilt need to be discussed and the results of those discussions be brought back to the City Council for their consideration. Motion Failed due to lack of a second. Councilmember Baldwin made a motion to accept the report. Motion withdrawn. M/S Rodin/Baldwin to accept the final report and appoint two Councilmembers to an Ad-Hoc Committee, Councilmember Rodin and Mayor Crane subcommittee members to work with staff to discuss policy issues and implications of the report and bring back for discussion. 5c Public Comment: None Motion carried by the following roll call vote: AYES: Councilmembers Thomas, McCowen, Rodin, Baldwin, and Mayor Crane. NOES: None. ABSENT: None. ABSTAIN: None. Discussion and Possible Direction to Staff Regarding Joint Participation in a Public Awareness Program for a Pending Pick-up Program of Unwanted or Expired Pharmaceuticals Being Considered by the Mendocino Solid Waste Management Authority (MSWMA) UVSD District Manager Kennedy presented the item. The District Board is recommending the District and the City participate joirltiflsome manner in a public awareness program related to a pending picktttp program of unwanted or expired pharmaceuticals being developed by MS , ~ ;,'aboard. Public Comment: John Graff and Jim A Motion was also made and carried b Board of Directors present to iointl~ r zF'7 announcing the MSWMA Pick up~'r ~ Pharmaceuticals after the program is fire level of participation, which may include actions/courses: direct staff to prepare/F program; authorize the ex commercial ad in the local ~ ' amendment; authorize the e class mail a notice of the prog'f consolidatedlt~lity bills and dir staff to play ice of the I a reque to the Ccty for the unanimous voice vote of the UVSD ate in a public aware`~ss program of Urtijtanted or Expired. : re of $1,000 f~f3 and direct ifftplemented; dl'cide on the e of the following insert announcing the fund 612 for placement of a f`~oprepare a budget ~3f~Fund 612 ponies for mailing via first ~> -~~ , ~, tepayers not receiving to pre[` a budget amendment; direct on th~City's website; direct staff to make =_nt of the notice of the program on the S Rodm/ ~f1r ',"` cipate in a public awareness program ,~ Ong thd~ ~'„ MA Pic -('Program of Unwanted or Expired s, , Pharrl~ii~icals ~ the program is finalized; participation my include some or all of the ~t~ing ret~~ndations from the Ukiah Valley Sanitation District's staff report ~~h are: ect staff to prepare/process bill insert announcing the program, authorze the`expenditure of $1,000 from Fund 612 for placement of a mercial add the local newspaper and direct staff to prepare a budget ~ht~e}dment; ati~horize the expenditure of Fund 612 monies for mailing via first clas#Ead a„~'fiice of the program to District ratepayers not receiving consofCt utility bills and direct staff to prepare a budget amendment; direct staff to ece the notice of the program on the City's website; direct staff to make a request to the County for the placement of the notice of the program on the City's website. Staff is to work out the details. Public Comment: None Motion carried by the following roll call vote: AYES: Councilmembers Thomas, McCowen, Rodin, Baldwin, and Mayor Crane. NOES: None. ABSENT: None. ABSTAIN: None. b. Discussion and Possible Action Concerning the Modification of the Master Meter Policy Pertaining to Multi-family Residential Units and Mobile Home Parks of More than Four Units or Spaces and the return to Individual Sewer Billing Continued to the next Joint meeting. c. Discussion and Possible Direction to Staff Regarding a Recommendation to Perform a Re-analysis of the Sewer Connection Fee Continued to the next Joint meeting. e. Discussion and Possible Approval of Sharing Provided to the Joint Sewer Ad-Hoc Committ~ Executive Officer Continued to the next Joint meeting. 3. AUDIENCE COMMENTS ON NON-AGED None. '"" 4. ADJOURNMENT There being no further business;'le meeting M. Currie, Deputy City Clerk of Services Being County Deputy Chief 6:02 pm. ITEM NO.: 7a MEETING DATE: October 1, 2008 AGENDA SUMMARY REPORT SUBJECT: REJECTION OF CLAIM FOR DAMAGES RECEIVED FROM SHERRYL NIVES AND REFERRAL TO JOINT POWERS AUTHORITY, REDWOOD EMPIRE MUNICIPAL INSURANCE FUND Background: A claim from Sherryl Nives was received by the City of Ukiah on September 2, 2008 alleging damages to her vehicle right rear tire when her rear tire connected with the corner of the sidewalk at the corner of Brush and State Streets. Discussion: Pursuant to City policy, it is recommended the City Council reject this claim as stated and refer it to the Redwood Empire Municipal Insurance Fund (REMIF). Fiscal Impact: Budgeted FY 08/09 ~ New Appropriation a Not Applicable ~ Budget Amendment Required Amount Budgeted Source of Funds (title and #1 Account Number Addit. Appropriation Requested Continued on Page 2 Recommended Action(s): Reject claim for damages received from Sherryl Nives and refer it to the Joint Powers Authority, Redwood Empire Municipal Insurance Fund. Alternative Council Option(s): Alternative action not advised by the City's Risk Manager. Citizens advised: Yes Requested by: Claimant Prepared by: Sue Goodrick, Risk Manager/Budget Officer Coordinated with: Jane Chambers, City Manager Attachments: 1 -Claim of Sherryl Nives, pages 1 - 3 Approved: v Jan Chambers, City Manager cc R~.,I,tI.~ ~;¢© File With: City Cierk City of Ukiah 300 Seminary Avenue Ukiah, CA 95482 RESERVE FOR FILING STAMP CLAIM FOR MONEY OR DAMAGES AGAINST THE CITY OF UKIAH S E P - 2 2008 A claim must be presented, as prescribed by the Government Code of the State of acting on his/her behalf and shall show the following: If additional space is needed to provide your information, please attach sheets, identifying the paragraph(s) being answered. 1 2. IJ~mn of (:I~imnnf• Post Office address to which the person presenting the claim desires notices to be sent: Name of Addressee: ~ ~ yyL~_ Post Office Address: 3. The date, place and other circumstances of the occurrence or transaction which gave rise to the claim asserted. Date of Occurrence: (~ / _ ~ Time of Occurcence: y ~m Location: ~nrrJ:r O-1_ I~r(Js(~ ~ ,5~ ~ Q 5`f~~e f S ~ ~ CarnCr- Circumstances giving rise tot is claim: 5 ~ ~ ~ ~ ~ Ti,.P G / rd • '~ mere sc~.pprr'~ M~ ~ r~ 4. General descript(on of the indetftedness, o the time of the presentation of the claim. ~OS S ~- c/ 5 -~ ~~ ~. /twic[~d T injury, damage or loss c SO 5. The name or names of the public employee or emp I L Z7 ,~Q~~//f'~~/1 ~R u ~ ~ Q Vrl,L.f~' 1CJ29 (71 Page 1 of 3 the injury, damage, or ~ C~ ~ sYi 5 Ci2_. d r- ~ ~.,.~,4 ,~t~l wss as it may be known at S~,c ~ ~J /d7 L/ ~I _ --~ (?~f~. 7~L CE k~~rt rk ~ ~oir~ w' ~ S~! >s if known. / L ~ 7 ~~ iSL C c~~ j ] ~ "f ' ~fL c ~ _ _ -- G J / ~ Revised 12/2006 Name and Post Office address of the Claimant: 6. If amount claimed totals less than 510,000: The amount claimed if it totals less than ten thousand dollars ($10,000) as of the date of presentation of the claim, including the estimated amount of any prospective injury, damage, or loss, insofar ss it?may be known at the time of the presentation of the claim, together with the basis of computation of the amount claimed. „, ';~ Amount Claimed and basis:for computation: ' § w..-...... ~.. If amount claimed exceeds 510,000: If the amount claimedexceeds ten thousand dollars ($10,000), no dollar amount shall be included in the claim. However, it shall indicate whether the claim would be a limited civil case. A limited civil case is one where the recovery sought, exclusive of attorney fees, interest and court costs does not exceed $25,000: An unlimited civil case is one in which the recovery sought is more than $25,000. (See CCP § 86. ) Limited Civil Case ~ Unlimited Civil Case 8. 9. 10. You are required to provide the information requested above, plus your signature on pago 3 of this form, in order to comply with Government Code §910. In addition, in order to conduct a timely investigation and possible resolution of your claim, the city requests that you answer the follovrMg questions. Claimant(s) Date(s) of Birth: Name, address and telephone number of any witnesses to the occurrence or transaction which gave rise to the claim asserted: If the claim involves medical treatment for a claimed injury, please provide the name, address and telephone number of any doctors or hospitals providing treatment: if the claim relates to an automobile accident: Claimant(s) Auto Ins. Co.: Telephone: Address: j Insurance Policy No.: r' ', Insurance BrokedAgent: j Telephone: Address: ~ I Claimants Veh. Lic. No.: ~' Vehicle MakelYear: Claimant's Drivers Lic. No.: / Expiration: if applicable, please attacHany repair bills, estimates or similar documents supporting your claim. Page 2 of 3 Revised 12!2006 If applicable, please attach any medical bills or reports or similar documents supporting your claim. READ C For all accident claims, place on following diagram name of streets, including North, East, South, and West; indicate place of accident by "X" and by showing house numbers or distances to street corners. If /Agency Vehicle was involved, designate by letter "A" location of /Agency Vehicle when you first saw it, and by "B" location of yourself or your vehicle when you first saw ~~ ~`. I SIDEWALK CURB ~. ~r~~,~P.~61~1`] Iy~~/l T/ ]J` -({G t/ U// ''" fir` ~~ ~" ~ `" ~' ~~/ CURBZ PARKWAY 7 SIDEWALK Warning: Presentation of a false claim with the intent to defraud is a felony (Penal Code §72). Pursuant to CCP §1038, the /Agency may seek to recover all costs of defense in the event an action is filed which is later determined not to have been brought in good faith and with reasonable cause. Signature: 4REFULLY !Agency Vehicle; location of /Agency vehicle at lime of accident by "A-1"and location of yourself or your vehicle at the time of the accident by "B-1"and the point of impact by "X." NOTE: If diagrams below do not fit the situation, attach hereto a proper diagram signed by claimant Date: ~j ~a ~ l `PP~~~ ..~ / I ~C) ~ i/l.l1 ~; // Page 3 of 3 Revised 12/2006 ITEM NO.: 7b MEETING DATE AGENDA SUMMARY REPORT October 1, 2008 SUBJECT: APPROVAL OF NOTICE OF COMPLETION FOR THE LIGHTING RETROFIT AT CITY HALL AND UKIAH VALLEY CONFERENCE CENTER, SPECIFICATION NO. 08-07 The City Council awarded the contract on July 2, 2008 to Ukiah Electric of Ukiah, California (Contractor) in the amount of $46,825.54. The work of the contract was completed by the contractor in conformance with the approved plans and specifications on September 12, 2008. The final contract cost, based on actual quantities of lights retrofitted and approved change orders, is $51,412.17. Final payment of the retention will be made to the Contractor after 35 days from the date the Notice of Completion is filed with the County Recorder. Fiscal Impact: Budgeted FY 08/09 ~ New Appropriation ~ Not Applicable ~ Budget Amendment Required Amount Budgeted Source of Funds (title and #) Account Number Addit. Appropriation Requested $51,412.17 Energy Conservation Program 806.3765.250.005 N/A Continued on Recommended Action(s): 1. Accept the work as complete; 2. Direct the City Clerk to file the Notice of Completion with the County Recorder for the Lighting Retrofit at City Hall and Ukiah Valley Conference Center, Specification No. 08-07. Alternative Council Option(s): None. Citizens advised: N/A Requested by: N/A Prepared by: Mary Horger, Purchasing Supervisor Coordinated with: Katie Merz, Community Services Supervisor, and Jane Chambers, City Manager Attachments: 1. Notice of Completion Approved: /1/E~ Ja a Chambers, City Manager Attachment1 Please return to: CITY OF UKIAH 300 Seminary Avenue Ukiah, California 95482-5400 (707)463-6200 NOTICE IS HEREBY GIVEN 1. That the real property described is owned by the following whose address is: City of Ukiah, a Municipal Corporation 300 Seminary Avenue Ukiah California 95482-5400 2. That the nature of the title to the Liahtinc Retrofit at City Hall and Ukiah Vallev Conference Center, Specification No. 08-07 of all said owners is that of fee simple. 3. That on the 12th day of September 2008, the Contract work for this project was actually completed. 4. That the name and address of the Contractor is Ukiah Electric 2000 Industry Road. Ukiah, California 95482. 5. That the real property herein referred to is situated in the County of Mendocino, State of California, and is described as follows: City-owned propertv identified as Citv Hall located at 300 Seminary Avenue Ukiah California and Ukiah Vallev Conference Center located at 200 South School Street. Ukiah, California. City Council Approval CITY OF UKIAH, a Municipal Corporation By: Date State of California County of Mendocino On Date personally appeared . Name(s) of Signer(s) who proved to me on the basis of satisfactory evidence to be the person(s) whose name(s) is/are subscribed to the within instrument, and acknowledged to me that he/she/they executed the same in his/her/their authorized capacity(ies), and that by his/her/their signature(s) on the instrument the person(s), or the entity upon behalf of which the person(s) acted, executed this instrument. I certify under Penalty of Perjury under the laws of the state of California that the foregoing paragraph is true and correct. WITNESS my hand and official seal. before me, NOTICE OF COMPLETION Linda Brown, City Clerk Date and Title of Officer (e.g. "Jane Doe, Notary Public") Place Notary Seal Above Amanda T. Davis ITEM NO.: MEETING DATE: 7'itq of~4lki.rlr AGENDA SUMMARY REPORT 7c October 1, 2008 SUBJECT: AWARD OF BID FOR PURCHASE OF TWO POLICE PATROL VEHICLES IN THE AMOUNT OF $60,016.75 TO UKIAH FORD. Background: Included in the fiscal year 2008/2009 budget is the purchase of two patrol vehicles and associated light bars, radios and other equipment for the vehicles at an estimated cost of $80,000 dollars. Discussion: In August of this year, staff submitted bids to Ford vehicle vendors, including all local Ford dealers for the purchase of two new patrol cars according to State of California Specifications for Police Vehicles with preferred additional optional items desired by the Ukiah Police Department. Bids were opened September 15`h, 2008, with four responses. The Ukiah Ford dealership's bid, met the specifications provided for in the RFP, at $27,850.00 per vehicle, or a total cost of $60,016.75, including sales tax, for two vehicles. Staff checked this bid price against the State of California contract price for police vehicles and found that our quoted low bid was under the state contract price per vehicle. Staff recommends that Ukiah Ford be awarded the bid for the police vehicles in the amount of $60,016.75, from accounts 105.2001.800.000 and 698.2001.800.00. Fiscal Impact: Budgeted FY 08/09 ~ New Appropriation ~ Not Applicable ~ Budget Amendment Required Amount Budoeted Source of Funds (title and #) Account Number Add. Aooroariation Requested $40,000.00 Public Safety Police Dept. 105.2001.800.000 N/A Machinery & Equipment 800 $40,000.00 Equipment Replacement 698.2001.800.000 N/A Police Department 800 Cor Recommended Action(s): Staff Recommends that Ukiah Ford be awarded the bid for 2 police vehicles in the amount of $60,016.75 Alternative Council Option(s): Provide Staff with alternative direction Citizens advised: N/A Requested by: N/A Prepared by: Darren Wojcieszak -Police Captain Coordinated with: Chris Dewey - Director of Public Safety Attachments: 1 -Justification Worksheet, 2009 Police Vehicle Listing Chart Approved: ~ J e hambers, City Manager Page 2 of 8 BH) TABULATION September 15, 2008 Bid Opening Two (2) New 2009 4-Door, Full-Size Ford Crown Victoria P71/730A Police Interceptors COMPANY TOTAL PRICE 1. Ukiah Ford $60,016.75 1170 S State Street Ukiah, CA 95482 2. Harper Ford Country $60,639.80 4800 Hwy 101, North Eureka, CA 95501 3. Hoblit Motors $60,599.66 5 To 6 Main Colusa, CA 95932 4. Northlake Ford Mercury $62,554.74 2575 S Main Street Lakeport, CA 95453 ATTACHMENT ~ Page 3 of 8 C%Ly of L(kia~ly Fleet Vehicle Justification Proposed Vehicle: Police Patrol Car Department: Police Area of use: Patrol Prepared by: Darren Wojcieszak VEHICLE PURPOSE Need for vehicle within Department fleet The Ukiah Police Department maintains a fleet of 7 marked Police vehicles. These vehicles are equipped with safety equipment, radios, lights and sirens, provide transportation for police services and are authorized for emergency response and pursuit activities. The department currently deploys as many as 5 uniformed officers a shift and 7 vehicles are currently within the fleet, to allow for scheduled maintenance activities, unanticipated mechanical failures and other emergencies which may require additional personnel. 2 REPLACEMENT JUSTIFICATION 2.1 Current Vehicle Description, Mileage, Funding Source and Market Value Vehicle #4114 is a 2005 Ford Crown Victoria Pursuit Interceptor that has 75,000 miles. This vehicle has been in service with the department's fleet as a marked patrol car since they were purchased in 2005 using general fund account 105.2001.800.000. The blue book trade-in value on this vehicle is estimated to be $4,030 dollars. Vehicle #4291 is a 1995 Ford Crown Victoria sedan that is not rated as a pursuit model and has 80,000 miles. The vehicle has been in service with the department's fleet as an administrative vehicle since it was purchased in 1995 using asset forfeiture funds. The blue book trade-in value on the vehicle is estimated to be $1,620 dollars. 2.2 Maintenance Costs Overall Condition, Maintenance Costs, Out of Service Time, Parts Availability, and Associated Safety Issues Overall Mechanical Condition: The 2005 vehicle has 75,000 miles of high demand police activities. The vehicle is requiring more maintenance and replacement parts from its in service time and at this time has been assigned to the Community Services Officer because it's mechanical systems are in poor condition and it is not reliable as a emergency response vehicle. The 1995 vehicle has 80,000 miles of moderate driving conditions, but due to it being 13 years old it has developed problems. During the last scheduled maintenance period, the department's mechanic discovered that the air assisted shock absorbing suspension needed a complete overhaul or replacement. The replacement of this system was found to be estimated at twice the value of the blue book value of the vehicle. Maintenance Costs: Vehicle maintenance records combined for both vehicles indicate the department has spent $2,021.30 dollars in parts and labor, maintaining the vehicles from Jan. 2008 until September 2008. Out of Service Time: Each vehicle usually spends one to two days out of service each time one goes in for service or repair. The department's mechanic initiates a timely diagnostic inspection on these vehicles after maintenance or repair to ensure that these vehicles are safe to put back into service due to the high mileage and age of the vehicles. Parts Availability: Most parts are still available for both model years. Associated Safety Issues: Page 4 of 8 If sold at auction, potential buyers should be made aware of the age and mileage. 2.3 Shared Resources Page 5 of 8 Define any resources currently available within the City of Ukiah fleet which could be utilized for this purpose. Police Pursuit Interceptors are specific purpose vehicles, with legislated specifications for emergency driving applications. A review of the City fleet was conducted and no other vehicle exists for this purpose. 3 PROPOSED VEHICLE SPECIFICATIONS Proposed Vehicle Specifications Police pursuit rated vehicles are tested and certified in California at the Riverside Sheriffs Office proving grounds, and at the Michigan State Police proving grounds. Certified emergency response vehicles include a number of additional safety measures to protect occupants in emergency response situations. The Ford Crown Victoria Police Interceptor leads the market in these safety design features. It is the only vehicle available that has been tested to withstand a 75mph rear crash, uses a Kevlar lined fuel tank, an automatic fire suppression system, bullet proof doors, and hardened windows to protect its occupants. 3.1 2009 Ford Crown Victoria Police Interceptor Specifications STANDARD EQUIPMENT AXEL-3.55 ENGINE - 4.6L Overhead Cam, SEFI V8 Gasoline with revised air induction system for increased horsepower TRANSMISSION -Electronically Controlled Automatic w/OD Lockout w/Final Drive Ratio of 3.27:1 TRANSMISSION OIL COOLER-Oil to air 4-DOOR PAINT -WHITE Monotone Factory Paint/Clearcoat, Anti-Chip Primer, Body Color "B" Pillars URETHANE PROTECTION -Lower Bodyside SCUFF PLATES -Color-Keyed,Front & Rear Doors CLOTH FRONT BUCKETS -BLUE or GRAY w/power lumbar driver seat and manual recline VINYL REAR SEAT- Excludes Center Armrest H.DUTY RUBBER FLOOR COVERING AIR CONDITIONING- manual w/positive shutoff registers AIR INDUCTION SYSTEM ANTENNA,RADIO-Hidden in rear window defroster RADIO DELETE-Deletes AM/FM stereo radio. Speakers and wiring remain. RADIO SPEAKERS-Door-mounted, located above armrests (two additional speakers mounted in package tray) LIGHTS-Low Profile Dual Aero Headlamps w/halogen bulbs. LIGHT BAR CONNECTOR-40-Amp battery circuit at base of right hand B-pillar underneath trim MIRRORS -Black Fold-Away Dual Remote Control Pwr/Molding-Black Rocker Panel/Black Windshield & BacklightBright Surround on Side Windows/Color-Keyed Bodyside(except special paint colors which have narrow black moldings) HUB CAPS-Steel WHEEL RIMS -Heavy Duty (16x7) TIRES - P225/60VRx16 All Season Goodyear BSW CONVENTIONAL FULL-SIZE SPARE TIRE & WHEEL DISC BRAKES -Power 4-wheel Anti-Lock Braking System (ABS) DRIVE SHAFT-Aluminum UPPER BALL JOINTS-Low Friction, non- greaseable VOLTAGE REGULATOR-Electronic; integral to generator REAR STABLIZER BAR BUMPERS-Concealed w/One piece full wrap cover-body color DECKLID-Low Liflover Design GRILLE-Black/Center Ford Oval Design GLASS-Solar Tinted, full with ceramic shade band behind rearview mirror AIR BAG-Dua12"d Generation front supplemental restraint system-driver and passenger front air bags PERSONAL SAFETY SYSTEM W/DUAL STAGE AIR BAGS, 2ND GENERATION-Driver and right front passenger (includes safety belt pretensioners, dual stage airbags, seat position and weight sensors) CIGARETTE LIGHTER - In Instrument Panel center stack INSTRUMENT PANEL - w/Side Window Demisters INSTRUMENT CLUSTER -Analog Gauges GAUGE CLUSTER -Four (Volt, Oil Pressure, Water Temperature & Fuel) SPEEDOMETER-140 mph Certified Calibration CUPHOLDERS -Dual Ashtray Mounted DEFROSTER GRILLE - w/Integral Vertical Ribs DEFROSTER-Rear Window HEAT DUCTS-Rear Floor Mounted HEAVY DUTY FRAME, STEERING GEAR/RACK AND PINON, BODY MOUNTS AND SUSPENSION HOOD ASSISTANTS-Gas cylinder FUSE PANEL -Easy Access, Labeled Page 6 of 8 GLOVE BOX-Illuminated, large bin, lockable with dampened glove box door. Zippered owner's pouch with embossed carline logo HEADLINER-Removable w/high intensity dome lamp (incl. 5" round map light mounted behind rearview mirror) HEAD RESTRAINTS-2-way LAMPS-Dome, luggage and engine compartment BATTERY SAVER-Turns Off Lights after 30 mins. LUGGAGE COMPARTMENT TRIM-Luxury Full Carpet JACK-Scissors DECKLID RELEASE-On instrument panel, Battery Operated MAP POCKETS -Integral Front Door MIRROR - Day/Night Inside Rearview STEERING WHEEL-Color Keyed w/Center Horn blow TILT STEERING WHEEL-Mounted stalk controls for washer/wipers, hi/low headlamp beam, turn signal, and flash-to-pass TRIP ODOMETER TRUNK-Deep well SUNVISORS-Cloth covered with retention clips SAFETY BELTS-3-point active for front and rear outboard occupants (safety belt pretensioners on front seat shoulder belts) POWER STEERING POWER STEERING OIL COOLER Page 7 of 8 POWER DOOR LOCKS RELEASE HANDLES-Easy Access Inside Door CHILD SAFETY LATCHES-Rear Doors WINDOWS-Pwr w/Express-Down Driver's Window WINDSHIELD WASHERS-Dual jet WINDSHIELD WIPERS-Interval PARKING BRAKE RELEASE-Manual BRAKE SHIFT INTERLOCK HORN-dual note BODY-ON-FRAME CONSTRUCTION BATTERY-Maintenance Free 78-AH, 750 CCA BATTERY SAVER-Turns off lights after 30 minutes IGNITION SYSTEM-Electronic Distributorless; coil on plug COOLANT RECOVERY SYSTEM ENGINE OIL COOLER FAIL SAFE COOLING FAN-Multi-speed electrodrive EXHAUST SYSTEM-Stainless Steel, dual FRONT STABILIZER BAR FRONT SUSPENSION-Short/Long Arm FUEL FILLER CAP-Tethered FUEL TANK-19 Gallons GENERATOR, HIGH OUTPUT-200-Amp maximum output, 132-Amps at idle (80 deg F) HEADLAMPS-ON REMINDER CHIME PARKING BRAKE-Single stroke PASSENGER CAPACITY-Five PLASTIC HEAD IGNITION KEY-Primary only REAR POWER ACCESS POINT-Power junction block providing power to trunk-mounted equipment located on right hand side of trunk. Power provided to terminal via two 10-gauge wires, each fused at 50- amps. An associated ground stud is located within the same junction box REAR SUSPENSION-Watt's linkage SHOCK ABSORBERS-Nitrogen pressurized; monotube DRIVER FOOTREST-Under Carpet SINGLE KEY LOCKING SYSTEM-Vehicle KEYED w/FORD KEY CODE: 1294X WARRANTY-3 year/100,000 Mile Powertrain Warranty-$0 Deductible Advise on any "Pay on Time Discounts" 3.2 MUST INCLUDE THE FOLLOWING OPTIONS: 65A) BASE POLICE PREP PACKAGE (68P) COMPLETE POLICE PREP PACKAGE (53M) RADIO SUPPRESSION PACKAGE (14T) TRUNK PAKTm (61H) DECKLID RELEASE ON DOOR & I/P, IGNITION POWERED (S1Y) LAMP, DUAL SPOT ASSEMBLY (S1B) WIRING, SPOT LAMP PREP, DRIVER SIDE Subject: Meeting Date: Page 8 of 8 4 ALTERNATIVE FUEL AND CARB REGULATIONS 4.1 Alternative Fuels Availability Proposed Vehicle Alternative Fuels Availability Staff continues to research the feasibility of deploying alternative fuel marked patrol vehicles. While many alternative fuel vehicles are now available, their deployment as an emergency response vehicle is not yet practical. Ford has recently developed this vehicle for use with E85 Bio-Fuel, which if offered in our area, may serve as an alternative in the future. 4.2 CARB STANDARDS CARB STANDARDS CARB regulations do not apply to this purchase a m t o y " rs a N y a a a a a s a aaa a U c yym °~ °~m aaaaaaa °~odo°~ as ~a10 aaaa C C C C C C C C C C C OI O O) O) ~ ~~ N N N N N N N p~ p~ O CA O) N d ` m nnnff' N `l d d H .N ~41 ~N y y y f0 W CO f0 f0 l0 t0 ~N ~Vl ~N ~N ~N N t0 A A G N lC t0 t0 ~ ¢¢¢ ¢ ¢¢ u~v~cLi~cLnu~u~u~ ¢~~aa ~~ vriu~E°-- u~u>v~u~ a d N ~N ~n ~n ~n ~n r in r r r r r r r N u~ ~n ~n ~n r n r r r r r T W D w C C C C C C N y mm mmmm '-..E ~ C7 C7 o U`~U'~U~U~ o ~..a :m d ~i ««c ,~J. cac cacaccc ««««c ' ~I:~:m. aaa,`J, C C J N J J J J J J J C C C C J d m:'tll ~ J>> .~ m d d LL t LL LL U U LL LL LL LL LL o 0 0 o LL t m:m LL LL LL 't y E E- o ~~----- E E E E- a o ooJ°~ o A o o m ti m m J J m m m m m y y y y m d LL ~:~.c m m m LL ~ aad d dd yydddmd naaam m~'~`..'.'~° ~~~ d n.ac y cc NWCCCCC O,aaaC Cy CC rJ CcCy a' in in c7 ¢ c7 c7 ~~c~c~c7c7c~ <JncJnrnin~ o¢ (~c°}?'~ ~~~¢ ~ y U_ y ~ U_ '00 N C ~ U y l0 -ya m E m d~ w' b ~:~ y EL _ d `°EUd Zv m~ a.~'U Z ~U '- E U ~ Z, in o a'o v'..cr in m 0 OU V' Nw ~`y ~ N'~ ~~ y y y y y y :~.. b... ~. o. ~'ZdE~ Et o00000o a°iaoiaoia°iaVi t~ Q Q.Q. °OE m m a' vinoaaJ U°in aaaaaaa ooaoo =¢ ~~`a aac~¢ 0 o c 000 0 00 0000000 00000 00 000. 0000 } o00 0 00 0000000 00000 00 ooop LL~ C 0 0 0 O 0 0 0 0 0 0 0 0 0 0 0 0 0 0 O O O O O p (Or O O ~[>~ 00 N0000 O~OtO N O)O NO N NOr N r ~ NNOO~~O O)O~ON~ NCO OO r ~ Y o a a r m o u m ~ o v ~nr rrNN(O CON orn<o ~n o ao rn moo ~ ~ac oorn o 00 0000000 ooornrn rnrn oo o. ooorn ym oorn o 00 0000000 ooornrn rnrn oo'o ooorn NN ~- N NN NNNNNNN NNN~ ~ ~ ~ NN N' N NN ~ L V ~ L A Y y y J > > U « "~ 0 .... .............. .J .... a J J J J J J J J J N N ~:: ~. j J J J y ~ ~~ L'L°~L~L'L'~ of L~L'a ~L'L° J a~ J J J J J J J J J d J a '.. J J J d ~~ ca as aaaaaaa ~~ aaa aaa o `o o - O1 rn ~ ~ ~ ~ ~ ~ ~ ~ 2 2 2 2 2 o zo ~ o ~ ~ ~ zo wwUa~ UU UUUUUUU f-~~~~ wU UV.. ~.m000U y a~v~v ~v aa~oaavv vv~vv vv ~'~-.o:Evpv~o m o 0 0 0 o E o o `0 0 0 0 `0 0 0 0 0 0 0 0 0 0 0-o r m o 0 0 0 0 LL LL LL 2 LL N L L l l I L l L l L w L L l L l L w L L I L l l l L l l l L LL LL U ~ LL LL LL LL m F ~ m m ~ .- G ^~ OtO ~O N(O N aNN~0 ~0 ~ O OO OOw ~ONR d 000 ~ aim r V V tOMO MNCO Mtp ~ ~O CA r.U V t) N a0~ ~ ~ C M M~ M~ '? V ~T V V V V' NV V R V a CN' V {./ N V~ Q. Q: O~ a' a a a Z ~ ~ Ly .. m L` y > '" d'^' m > c m u m m N > ~ v a V a~ 'c~NMVinEmromrn°~~~~«u~coraornuo~ o,co'- •E E U ~- ~- ~- ~- •- N N L N t6 N C e- N Q U d O N d ~`.d. ~ a r'rer~ ,~~ •ri~r«~; ITEM NO.: ~d MEETING DATE: AGENDA SUMMARY REPORT October 1, 2008 SUBJECT: REPORT TO THE CITY COUNCIL REGARDING THE PURCHASE OF SERVICES FOR THE PRINTING OF THE 2008 FALL RECREATION GUIDE IN THE AMOUNT OF $5,215.26. Pursuant to the requirements of Section 1522 of the Municipal Code, staff is filing with the City Council this report regarding the payment for the print production of the 2008 City of Ukiah Fall Recreation Guide in the amount of $5,215.26 to Wesco Graphics. This expenditure is offset by the revenue from ad sales and recreation classes. The purchase was budgeted and charged to the 100.6120.690.001 account (Cost of Brochures). The Fall Recreation Guide was a 40 page production including 8 pages of color on the interior and a full color 4 page cover. Bids for these services are acquired approximately once per year. However, price variations between guides can be attributed to a number of items such as weight of the paper, number of pages, ink color and graphic set-up. Wesco Graphics is consistently the low bidder in all categories. The options listed below represent various print options utilized during the bidding process and vary accordingly to the scope of services specified in the Request for Proposals (RFP). More information regarding each option and the RFP is available upon request. Bid Results Option 1 Option 2 Option 1 Option 2 Fricke-Parks Press $5,570 44pgs $5,943 44pgs $5,920 56pgs $6,293 56pgs Powerhouse Multimedia $7,675 40-50pgs $7,675 40-50pgs $7,975 40-50pgs $7,975 40-50pgs WESCO Graphics $5,257 48pgs $5,627 48pgs $5,589 56pgs $5,980 56pgs Fiscal Impact: Budgeted FY 08/09 ~ New Appropriation ~ Not Applicable ~ Budget Amendment Required Amount Budaeted Source of Funds (title and #1 Account Number Addtl. Aoorooriation Requested $5,215.26 Recreation, Class Guide 100.6120.690.001 N/A Recommended Action(s): 1. Receive report regarding the purchase of services from Wesco Graphics for the print production of the 2008 City of Ukiah Fall Recreation Guide in the amount of $5 215 26 Alternative Council Option(s): N/A Citizens advised: N/A Requested by: N/A Prepared by: Katie Merz, Community Services Supervisor Coordinated with: Sage Sangiacomo, Director of Community Services Director/General Services, and Mary Horger, Purchasing Supervisor N/A Approved: ~ h/Lr'v ~~ ~-cL-rv. -~~_ _ -- - Jan>d hambers, City Manager ITEM NO.: MEETING DATE: AGENDA SUMMARY REPORT 7e October 1, 2008 SUBJECT: AWARD BID TO BORGES TRANSFER FOR THE PURCHASE OF 395 CUBIC YARDS OF INFIELD SAND IN THE AMOUNT OF $16,518.90 TO BE UTILIZED FOR THE REPLACEMENT OF SURFACE MATERIALS LOST DURING THE 2005/2006 NEW YEAR'S FLOOD AS APPROVED BY FEMA. Background: During the New Year's Flood, both the Ukiah Sports Complex and Riverside Park sustained considerable damage when floodwater from the Russian River spilled over its banks into the facilities. After inspecting the facility, FEMA has accepted the City's claim for damages to the identified spaces. Each FEMA Project identifies the damages to surface areas and authorizes the purchase and replacement of these materials. A Request for Bid was recently issued for the purchase of/, inch crushed rock, 60/40 infield sand, and clean fill dirt. Request for bids were sent to all companies on the City's qualified bidders list. Four companies responded to the request for bids by the July 28th deadline with I-Roc submitting the lowest bid for'/, inch crushed rock and Healdsburg Landscape submitting the lowest bid for 60/40 infield sand and fill dirt. The bid table is included here. Bid Table I-Roc DenBeste Bor es Healdsbur 830.5 cubic yards $26,398.48 $31,320.23 No bid $28,656.19 '/. inch Crushed Rock 527 cubic yards $23,395.11 $24,985.07 $22,033.71 $20,371.75 60/40 Infield Sand 46 cubic yards $1,672.82 $1,239.13 No bid $943.91 Clean Fill Dirt Recommended Action(s): 1. Award bid to Borges Transfer for the purchase of 395 cubic yards of 60/40 Infield Sand in the amount of $16,518.90 for the balance of 60/40 infield sand not supplied by originally awarded supplier. :rnative Council Option(s): 1. Reject the low bid and award to alternate or remand to staff with further direction. 2. Reject all bids and remand to staff with further direction. Citizens advised: N/A -- Requested by: N/A Prepared by: Katie Merz, Community Services Supervisor Coordinated with: Sage Sangiacomo, Community Services Director, Mary Horger, Purchasing Supervisor Attachments: N/A Approved: ~ ~ ~~~~~~ J Chambers, City Manager Subject: Award of Bid to Borges Transfer for Infield Sand Meeting Date: October 1, 2008 Page 2 of 2 Discussion: During the Ukiah City Council meeting on August 20, 2008 the bid was awarded to I-Roc and Healdsburg Landscaping respectively. Unfortunately, Healdsburg Landscaping was unable to fulfill the complete order for 60/40 Infield Sand. A quantity of 132 cubic yards was delivered and accepted. The remaining 395 cubic yards can be provided by Borges Transfer who can supply the specified 60/40 sand mixture that Healdsburg Landscaping was unable to deliver. Borges Transfer is the 2"' lowest bid for this product. The purchase will be used for multiple FEMA projects at the Ukiah Sports Complex and Riverside Park. Each FEMA project has been allocated funds. The purchase will be made from account 100.6001.690.000 and coded for FEMA reimbursement. Fiscal Impact: Budgeted FY 08/09 ~ New Appropriation ~ Not Applicable ~ Budget Amendment Required Amount Budaeted Source of Funds (title and #) Account Number Addtl. Aoorooriation Requested $16,518.90 Park Maintenance, Supplies 100.6001.690.000 N/A ITEM NO.: 7f MEETING DATE: October 1, 2008 ['i t+/ ~,~~4/l~~i~rli AGENDA SUMMARY REPORT SUBJECT: APPROVAL OF POLICY RESOLUTION AUTHORIZING THE DISPLAY OF THE AMERICAN FLAG IN THE PUBLIC RIGHT-OF-WAY ALONG STATE STREET Background: Previously at the request of Operation Flags (a community based volunteer group), the Council approved the display of the American Flag in the public right-of-way along State Street on specific nationally significant dates including Martin Luther King Jr. Day, Presidents Day, Memorial Day, Flag Day, July 4`", Labor Day, and Veterans Day. Furthermore, Council approved the display of the Flags on September 11, 2002 following the previous year's terrorist attack. While the official Council action was for only aone-day exception, the City has continued to allow the display on September 11 each subsequent year. None of the previous approval has been done by policy resolution. Discussion: As a matter of protocol, Staff has drafted the attached policy resolution for Council's consideration that would allow for the display of the American Flag in the public right-of-way along State Street. The specific type of display and location would have to be approved by the Director of Public Works so that the displays do not interfere with the legal or normal use of the right-of-way. In addition, individual(s) or group(s) would need authorization by the City Manager to put the displays up on the Council approved dates. Furthermore, the resolution does provide the City Manager with the discretion to approve other dates on a case by case basis that are determined to be of national and/or local significant in which the display of the Flag would be appropriate. While there would be limited approval of additional dates, there have been times that an administrative decision to display the Flags was appropriate. Specifically, the City previously approved the use of the right-of-way during the procession of a local fallen soldier. The draft policy resolution requires that any administrative approval be reported at the next Council meeting. Fiscal Impact: Budgeted FY 08/09 ~ New Appropriation ~ Not Applicable ~ Budget Amendment Required Recommended Action(s): Approve the policy resolution authorizing the display of the American Flag in the public right-of-way along State Street. Alternative Council Ootionls): Edit the resolution or provide additional direction to staff. Citizens advised: NIA Requested by: Jane Chambers, City Manager Prepared by: Sage Sangiacomo, Director of Community/General Services Coordinated with: Tim Eriksen, Director of Public Works Attachments 1 Draft Policy Resolution Approved: ~' ~~~''/ _- ~''~~.--s,%z.~~ Jane Chambers, City Manager 4! Subject: Policy Resolution for Use of Public Right-of-Way to Display the Flag Meeting Date: October 1, 2008 Page 2 of 3 Attachment # 1 DRAFT POLICY RESOLUTION NO. XX RESOLUTION OF THE CITY COUNCIL OF THE CITY OF UKIAH PERMITTING THE DISPLAY OF THE AMERICAN FLAG IN THE PUBLIC RIGHT-OF-WAY ALONG STATE STREET WHEREAS, the City of iJkiah has determined that the display of the American Flag is an important part of community pride and identity; WHEREAS, the City of Ukiah supports the display of the American Flag in the public right-of--way along State Street on several nationally and locally significant dates; WHEREAS, Operation Flags and other local volunteer groups have organized to coordinate a program to display the American Flag on City approved dates and locations in the public right-of--way along State Street; and WHEREAS, it is appropriate to have a policy for the use of the public right-of--way for the display of the American Flag. NOW, THEREFORE, IT IS HEREBY RESOLVED, by the City Council of the City of Ukiah as follows: 1) The City approves the display of the American Flag at designated locations in the public right-of--way along State Street within the city limits of Ukiah. The locations along State Street and the specific type of displays shall be approved by the Director of Public Works and will be limited to those areas and display types which will not interfere with the legal or normal use of the public right-of--way. 2) Organizations or individuals wishing to display the American Flag in the public right-of-way along State Street must obtain approval of the City Manager. 3) The City approves the following dates to display the American Flag in the public right-of--way along State Street: A. Martin Luther King Jr. Day B. Presidents Day C. Memorial Day D. Flag Day E. July 4`h F. Labor Day G. September 11 H. Veterans Day 4) Other dates with significant national and/or local interest may be approved at the discretion of the City Manager. Any approved date(s) will be reported to the Council under the City Manager's report at the next Ukiah City Council Meeting. 5) The organization(s) or individual(s) authorized by the City to display the American Flag in the public right-of-way must follow "Flag Code" as detailed in the United States Code. Subject: Policy Resolution for Use of Public Right-of-Way to Display the Flag Meeting Date: October 1, 2008 Page 3 of 3 PASSED AND ADOPTED this XXth day of October, 2008 by the following roll call vote: AYES: NOES: ABSENT: ABSTAIN: ATTEST: Douglas F. Crane, Mayor Linda C. Brown, City Clerk ITEM NO.: MEETING DATE: G'i[~ oJ~7lkiafi AGENDA SUMMARY REPORT 10a October 1, 2008 SUBJECT: REPORT ON ROUND VALLEY INDIAN TRIBE'S PROPOSAL TO RESOLVE EEL RIVER DIVERSION ISSUES AND PROPOSED SUPPORT LETTER Background: At its August 20, 2008, meeting, the City Council received a report on settlement of the disputes concerning the diversion of water from the Eel River into the Russian River proposed by the Round Valley Indian Tribes ("RVIT"). Sean White from the Mendocino County Flood Control and Water Conservation Improvement District presented the proposed settlement to the City Council and spoke in its favor. He indicated that the proposal had been developed by Joe Ely of Stetson Engineers, who is the RVIT's hydrologist. The City Council members supported the proposal and voted to write a letter of support. At the request of the City Attorney, the City Council authorized staff to consult with the City's water rights consultants before bringing a proposed letter of support back for the City Council's consideration. The City Attorney consulted with Bob Wagner about the proposal. Bob assigned John Faux, an engineer in his office, to review the proposal and gather additional information about it. John is familiar with the Reasonable and Prudent Alternative ("RPA") adopted by the NOAH Fisheries under the Endangered Species Act and incorporated into PG & E's Federal Power Act license for the Potter Valley Project issued by the Federal Energy Regulatory Commission ("FERC"). Mr. Faux investigated the proposal by consulting with Joe Ely, Roland Sanford at the Mendocino County Water Agency, and Chris Delany at the Sonoma County Water Agency (SCWA) who took over SCWA's review of the proposal from Chris Murray, who is on medical leave from his position at the SCWA. Based on John's investigation, Bob advises that the proposed change to condition E.5 of the FERC license would make more water available to the Russian River basin, but there are a number of questions about the proposal which will require further investigation. To better understand the proposal, Bob is recommending Continued on Page 2 Recommended Action(s): Approve attached draft letter and authorize Mayor to sign on behalf of tl City. Direct City Manager to write a letter to the Sonoma County Water Agency asking for a meeting and information to aid in the further evaluation of the RVIT proposal. Authorize City's consultant to attend the Eel-Russian River Commission meeting at the end of the month. Alternative Council Option(s): Revise the draft letter. Decline to authorize further investigation of proposal. Provide staff direction. Citizens advised: N/A Requested by: City Council Prepared by: David J. Rapport, City Attorney Coordinated with: Jane Chamber, City Manager, Tim Eriksen, Director Public Works, Ann Burck, Water and Sewer Supervisor Attachments 1) Draft letter re: RVIT settlement ~ / Approved: "~ .~ U vv~-~----- Ja Chambers, City Manager Subject: RVIT Proposal Meeting Date: October 1, 2008 Page 2 of 4 that the City Manager write a letter to Randy Poole at the SCWA, asking him to make some staff time available to meet with Bob and Roland Sanford to better understand the nature of the reductions under the current FERC license conditions and the effects of the proposed modifications. Pending that investigation, the City Attorney recommends a support letter along the lines of the attached Attachment 1. Discussion: John Faux discussed the RVIT proposal with Joe Ely of Stetson Engineers. Mr. Ely has worked for Round Valley Indian Tribes for years; he was the Tribes' expert in the FERC relicensing proceedings. He explained that he proposes a corrected RPA (Reasonable and Prudent Alternative) for the Potter Valley Project that works for all interests, because the relicensing process will resume in about 4 years prior to a new license due in 14 years. He said that he's worked with Chris Delany and Randy Poole of SCWA on developing this Modified RPA. He said he asked Mr. Delany how much of the import water they 'used' and Delany replied 5%. Ely multiplied the 5% by the historical 160,000 AF import to arrive at 8,000 AF to 'send back' to the Russian basin. Ely compared this to his modeling of the Modified RPA which predicts 9,500 AF more import than under the current RPA condition. Ely said he doesn't have a report about his modeling, that presentation of this takes two hours and that he is planning to make this presentation to the Eel -Russian River Commission in the last week in September. He said that items #1 and #4 of the Proposed Settlement, concerning frost protection diversions by the Potter Valley Irrigation District, have been handled in another agreement. Ely said the operational model was originated by PG&E but was flawed. The Department of Interior ("DOI") hired the Oak Ridge National Laboratory to adapt it and that adaptation was used for the RPA and the license, but it was still flawed. He said Stetson has corrected the RPA model. He tried to explain how the 33% difference in imports (i.e., the reduction resulting from the current RPA conditions vs. the reductions predicted by FERC in the EIS for the RPA) is an oranges and apples comparison. The historical run differed from the RPA run in important ways: the tunnel was modeled historically as 330 cfs though the actual rate is closer to 300 cfs. Also Lake Pillsbury was modeled with 10,000 AF more capacity than actual. John didn't understand all of the details explained by Mr. Ely, but understood his basic point that the originally predicted 15% reduction may not be the accurate target for achieving the original intent of the RPA. Mr. Ely said that Lake Pillsbury spills rapidly when the capacity nears 70,000 AF in the spring. That is, with a capacity of 75,000 AF and a rapid spring runoff, they choose to release water when the content is near 70,000 AF. That was the basis for changing the ES condition to allow more tunnel exports when the lake level in Lake Pillsbury is above 70,000 AF rather than the currently specified 75,000 AF. Mr. Ely said that he suspects PG&E is not maximizing tunnel flows. He wants to write criteria that would require PG&E to utilize the full capacity of the tunnel. He spoke to the importance that the Russian River basin be able to store the increased imports resulting from his proposed modifications to Condition E.5. John indicated to Mr. Ely that in his opinion the 'Other Provisions' on the second page of the RVIT proposal were problematic at best. Mr. Ely was not aware, for example, that the Division of Dam Safety requires lower content in Lake Pillsbury from Nov 1 to April 1. He pointed out to Mr. Ely that this might mean that even if the proposed new target levels were adopted, the lowered level might still prevent any export above mandated minimums during the month of March. John sent Mr. Ely information on this. John also talked to Chris Delany at the SCWA. After Chris Murray left on medical leave, Mr. Delany took over analysis of the Eel River Fortran computer model of the Eel and Russian Rivers developed by SCWA. Subject: RVIT Proposal Meeting Date: October 1, 2008 Page 3 of 4 Mr. Delany said he corrected the model and provided it to Stetson Engineers (Maureen Martin, San Rafael office). Delany believes the model is now a correct representation. He said he or SCWA hasn't had time to evaluate Joe Ely's proposed modified RPA. When asked what was the basis for the proposed revision in the E.5 condition, reducing the target lake level for Lake Pillsbury from 75,000 to 70,000 AF, Delany said that Mr. Ely said it was based on an interview with PG&E. Delany has a suspicion that the 70,000 was arrived at by iterative modeling that achieved a desired water balance between the two basins. Fiscal Impact: Budgeted FY 08/09 ~ New Appropriation ~ Not Applicable ~ Budget Amendment Required Amount Budgeted Source of Funds (title and #) Account Number Addit. Appropriation Requested Subject: RVIT Proposal Meeting Date: October 1, 2008 Page 4 of 4 ATTACHMENT1 [City of Ukiah Letterhead] [Date] [Name] [Address] Re: Round Valley Indian Tribes' Eel/Russian River Trans-basin Diversion Settlement Dear At its regular meeting of August 2Q 2008, the City Council considered the proposed Eel/Russian River Trans- basin Diversion Settlement developed by the Round Valley Indian Tribes. The City Council was very pleased that the RVIT proposed a settlement that would increase diversions from the Eel River into the Russian River in amounts that are much closer to the original intent of the Prudent and Reasonable Alternative developed by NOAH Fisheries and the Department of Interior. The City Council strongly supports along-term settlement among the major stakeholders in both the Eel River and the Russian River drainages that will maintain sufficient flows in the Eel River to adequately restore and protect king and coho salmon and steelhead trout, while at the same time meeting the long-term need for water to serve people who live in both drainages. The City Council supports both the proposed amendments to the RPA and the Other Provisions of the Tribe s proposed settlement subject to the City Council's further review of the technical details of the proposed RPA amendments and the feasibility of the proposed modifications to Lake Mendocino facilities and operations. Based on the information currently available to the City Council, the RVIT proposal appears very promising and deserving of careful consideration and support. Please keep us informed of your progress in obtaining support from other stakeholders and let us know how we can help. The City Council reviewed this letter at its regular meeting on October 1, 2008, and authorized me to send it on behalf of the City of Ukiah. Very truly yours, Douglas F. Crane, Mayor City of Ukiah ITEM NO.: i nh MEETING DATE: October 1, 2008 Ciey of 4ll~'aFi AGENDA SUMMARY REPORT SUBJECT: ADOPTION OF ORDINANCE AMENDING DIVISION 9, CHAPTER 2 (20NING) TO IMPLEMENT THE GENERAL PLAN HOUSING ELEMENT Background: On September 17, 2008, the City Council conducted a public hearing and considered revisions to the Ukiah Zoning Code recommended by the Planning Commission. The purpose of the revisions was to implement certain provisions of the General Plan Housing Element and to facilitate infill residential development in various districts, and provide reasonable housing accommodations for the disabled. At the conclusion of the public hearing and subsequent discussion, the Council made a number of modifications to the language and voted 3-2 to introduce the ordinance. The purpose of this agenda item is to present the ordinance to the Council in final form for formal adoption. Council Language Modifications: The following language changes were made by the Council and have been incorporated into the Ordinance: Section 9085(A) and (B): Added "On corner lots, a ten foot (10') vision triangle may be required" Section 9099 (A) and (B): Changed "ten feet (10')" to "five feet (5')" and added "On corner lots a ten foot (10') vision triangle may be required" Section 9150 (C) (2) and (3): Added "The building site area required fore each dwelling unit..." Section 9150 (K): Changed "twenty feet (20')" to "fifteen feet (15')." Section 9198 (A)(8): Modified the last sentence to read "An agreement acceptable to the City ensuring the long term affordability of the housing units shall be required and shall be recorded in the office of the County Recorder. The term "long term" shall mean the typical timeframe required for affordable housing units associated with HOME grants and other affordable housing funding sources." Section 9278: Added "...for new construction" to the second to last sentence. Action(s): 1) Adopt the ordinance amending Division 9, Chapter Alternative Council Option(s): Do not adopt the ordinance and provide direction to Staff. Citizens advised: Publicly noticed according to the requirements of the City Code Requested by: Planning Commission Prepared by: Charley Stump, Director of Planning and Community Development Coordinated with: Jane Chambers, City Manager and David Rapport, City Attorney Attachments: 1) Ordinance for adoption Approved: ~ `~ =2,~~.~[,~ hambers, City Manager Subject: Zoning Ordinance Amendment- Housing Element Meeting Date: October 1, 2008 (Adoption) Page 2 of 8 Fiscal Impact: Budgeted FY 08/09 ~ New Appropriation ~ Not Applicable ~ Budget Amendment Required Amount Budgeted Source of Funds (title and #1 Account Number Addit. Appropriation Requested Subject: Zoning Ordinance Amendment- Housing Element Meeting Date: October 1, 2008 (Adoption) Page 3 of 8 ATTACHMENT NO. 1 ORDINANCE NO. AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF UKIAH AMENDING CHAPTER 2 (ZONING) OF DIVISION 9 OF THE UKIAH CITY CODE The City Council of the City of Ukiah hereby ordains as follows: SECTION ONE Pursuant to Section 9265 of the Ukiah City Code, Division 9, Chapter 2 (Zoning) is amended to repeal the maximum forty percent lot coverage requirement and address setbacks, allow relaxed standards for condominium development, allow parking reductions for affordable housing, special needs housing and residential mixed use projects in the C-1 and C-2 zoning districts, add Reasonable Accommodation provisions for disabled persons, and in all zones allow one parking space located within the setbacks on a driveway, as indicated on the attached Exhibit "A." SECTION TWO The amendment to Chapter 2 of Division 9 of the Ukiah City Code includes amending Subsection B of Section 9084 to allow density averaging in the C-1 district, amending Subsections A and B of Sections 9085 and 9099 to reduce the front setback to five feet in the C-1 and C-2 districts, repeal Subsection C of Sections 9087 and 9101 eliminating the lot coverage requirement in the C-1 and C-1 districts, amending Subsection C and adding Subsection K to Section 9150 increasing density allowances and adjusting setbacks for condominium units, adding Section 9186 providing a procedure for persons with disabilities to request a reasonable accommodation, adding Subparagraphs A7, A8 and A9 to Subsection A of Section 9198 to allow consideration of reduced parking requirements for specific housing types, amending Subsection F of Section 9197 to make wording of design standards for parking areas consistent, repeal Section 9212 which duplicates another section, and amending Subsection B of Section 9278 allowing one uncovered parking space on the driveway within the setback. SECTION THREE This amendment to Chapter 2 of Division 9 of the Ukiah City Code is necessary to implement the General Plan Housing Element and promote residential infill development and efficient land use. SECTION FOUR Staff concluded and the Planning Commission agreed that the proposal was exempt from the requirements of the California Environmental Quality Act pursuant to Section 15061 (b)(3), because it can be seen with certainty that no physical change to the environment will occur. SECTION FIVE This Ordinance shall be published as required by law in a newspaper of general circulation published in the City of Ukiah. Subject: Zoning Ordinance Amendment- Housing Element Meeting Date: October 1, 2008 (Adoption) Page 4 of 8 SECTION SIX This Ordinance shall become effective thirty (30) days after adoption. Introduced by title only on September 17. 2008 by the following roll call vote: AYES: Councilmembers Thomas, McCowen, Rodin NOES: Councilmember Baldwin and Mayor Crane ABSENT: None ABSTAIN: None Passed and adopted on October 1.2008 by the following roll call vote: AYES: NOES: ABSENT: ABSTAIN: Douglas F. Crane, Mayor ATTEST: Linda Brown, City Clerk Subject: Zoning Ordinance Amendment- Housing Element Meeting Date: October 1, 2008 (Adoption) Page 5 of 8 EXHIBIT A 9084: BUILDING SITE AREA REQUIRED: B. For each family unit intended to occupy any building or group of buildings a minimum of one thousand five hundred (1,500) square feet of site area. The total number of residential units allowed in mixed use projects may be based on an average of one unit per one thousand five hundred (1,500) square feet over the entire project site including the portion devoted to commercial uses. 9085: REQUIRED YARD SETBACKS IN C-1 ZONE: A. Front Yards For Single-Story Buildings: The front setback line shall be a minimum of five feet (5') measured from the street right of way line fronting such lot. On corner lots, a ten foot (10') vision triangle may be required for traffic safety. B. Front Yards For Multiple-Story Buildings: The front setback line shall be a minimum of five feet (5') measured from the street right of way line fronting such lot (generally being the edge of sidewalk). On corner lots, a ten foot (10') vision triangle may be required for traffic safety. 9087: ADDITIONAL REQUIREMENTS IN C-1 ZONE: Subsection C of Section 9087 of the Ukiah City Code is hereby repealed: 0 9099: YARDS REQUIRED IN C-2 ZONE: A. Front Yards For Single-Story Buildings: On both interior and corner lots the front setback line shall be a minimum of five feet (5') measured from the street right of way line fronting such lot. On comer lots, a ten foot (10') vision triangle may be required for traffic safety. B. Front Yards For Multiple-Story Buildings: The front setback line shall be a minimum of five feet (5') measured from the street right of way Tine fronting each side of the lot. On corner lots, a ten foot (10') vision triangle may be required for traffic safety. 9101: ADDITIONAL REQUIREMENTS IN C-2 ZONE: Subsection C of Section 9101 of the Ukiah City Code is hereby repealed: 0 Subject: Zoning Ordinance Amendment- Housing Element Meeting Date: October 1, 2008 (Adoption) Page 6 of 8 9150: CONDOMINIUM DEVELOPMENT STANDARDS: C. Density: The maximum allowable density in any residential or mixed residential/commercial use condominium development to be constructed or converted shall be that of the district within which the development is located, except as follows. For the purposes of this section, building site area minimum means the average (mean) building site area for all residential units. 1. R-1, Single-Family Residential District: The building site area required for each dwelling unit shall be a minimum of four thousand five hundred (4,500) square feet or a minimum of three thousand (3,000) square feet when second units are prohibited. The minimum width of any lot shall be forty feet (40'). 2. R-2, Multiple-Family Residential District: The building site area required for each dwelling unit intended to occupy any building or group of buildings on such building site, a minimum of three thousand (3,000) square feet, or a minimum of one thousand five hundred (1,500) square feet of site area when second units are prohibited. The minimum width of any lot shall be forty feet (40') or as determined through a site development permit process. 3. R-3, General Multiple Residential District, C-N Neighborhood Commercial District, C-1, Community Commercial District, and C-2 Heavy Commercial District: The building site area required for each dwelling unit intended to occupy a building or group of buildings on such building site, shall be at least one thousand five hundred (1,500) square feet. The minimum width of any lot shall be forty feet (40') or as determined through a site development permit process. K. Yard Setbacks: 1. R-1 District. The front yard setback shall be a minimum of fifteen feet (15'), except the front yard setback for lots internal to or fronting streets within the development shall be a minimum of ten feet (10'). Side and rear setbacks abutting property that is not part of the development shall be a minimum of five feet (5'). Side and rear setbacks internal to the development may be reduced to zero feet (0'). 2. Other Districts. Side and rear setbacks abutting property that is not part of the development, but is zoned or used for residential purposes shall be a minimum of five feet (5'), except second or higher stories shall be set back a minimum of ten feet (10'). Side and rear setbacks internal to the development may be reduced to zero feet (0'). 9186: REASONABLE HOUSING ACCOMMODATION FOR DISABILITY. Section 9186 of the Ukiah City Code is hereby added to read as follows: A. A request for Reasonable Accommodation may be made by any person with a disability as defined under the Federal Fair Housing Act and California Fair Employment and Housing Act, or his/her representative or any entity, when the application of a regulation under this Chapter acts as a barrier to fair housing opportunities. In general, a person with a disability is a person who has a physical or mental impairment that limits or substantially limits one or more major life activities, anyone who is regarded as having such impairment, or anyone who has a record of such impairment. A Request for Reasonable Accommodation may include modifications or exceptions to the regulations, standards, policies and practices for the siting, placement, construction, development or use of housing or housing-related buildings, structures and facilities that would eliminate regulatory barriers and provide persons with a disability equal opportunity to housing of their choice. Subject: Zoning Ordinance Amendment -Housing Element Meeting Date: October 1, 2008 (Adoption) Page 7 of 8 B. Application Submittal: A request for Reasonable Accommodation shall be submitted on an application form provided by the Director of the Department of Planning and Community Development including documentation of the disability and any other information required to make the determinations required by this section. C. Applications for Reasonable Accommodation shall be reviewed by the Director of the Department of Planning and Community Development or designee, or may be referred to the authority taking action on a concurrent application. D. The Director of the Department of Planning and Community Development or designee shall make a written determination within thirty (30) days and either grant, grant with modifications, or deny the request for Reasonable Accommodation in accordance with the findings below. The written determination for applications submitted for review with concurrent applications may be processed in the manner and time frame for the concurrent application. The written decision to grant or deny an application for Reasonable Accommodation shall be consistent with the Federal Fair Housing Act and California Fair Employment and Housing Act ('the Acts') and shall be based on the following factors: 1. Whether the housing that is the subject of the request will be used by an individual with a disability as defined under the Acts. 2. Whether the request for is necessary to make specific housing available to an individual with a disability as defined under the Acts. 3. Whether the request would impose an undue financial or administrative burden on the City of Ukiah, or require a fundamental alteration in the nature of a City program or law. 4. Whether the request would pose impacts to surrounding uses. 5. Whether the request is based on the attributes of the property and structures. 6. Whether alternative reasonable accommodations that may provide an equivalent level of benefit could be undertaken. In granting an application for Reasonable Accommodation, the Director may impose any conditions of approval relating to the findings above as deemed practical and necessary including but not limited to restoration of the property to its former condition and recording in the office of the County Recorder notice thereof. E. The decision of the Director may be appealed in the same manner as any appeal from the determination of the zoning administrator regarding minor discretionary planning permits in article 20 of this chapter. 9797: DESIGN STANDARDS FOR PARKING AREAS: F. Wall to Wall for Double Aisle Where posts, columns, or other architectural appenditures, other than wheel stops, are located within parking areas, such posts, columns, or other appenditures shall not be permitted to be calculated within the required minimum parking dimensions set forth above. Further, such posts, columns, or other appenditures shall not interfere with vehicular movement and parking or the opening of vehicular doors. Subject: Zoning Ordinance Amendment -Housing Element Meeting Date: October 1, 2008 (Adoption) Page 8 of 8 9198: OFF-STREET PARKING - NUMBER OF PARKING SPACES REQUIRED: A.7. Special Needs Housing. In any district, the Planning Director may approve a reduction in parking requirements not exceeding thirty percent (30%) for housing projects with at least four (4) living units reserved for seniors, disabled persons, emergency shelters, transitional housing, single room occupancies, or other special needs housing with reduced parking demand based on factors such as age of occupants, disabilities, household size, or other factors that support a finding of reduced parking demand. An agreement acceptable to the City restricting the use consistent with the reduction in parking may be required to be recorded in the office of the County Recorder. For the purposes of this Subparagraph, 'senior' means a person 62 years of age or older, or 55 years of age in a senior citizen housing development as defined in Section 51.3 of the California Civil Code. A.8. Affordable Housing Projects: In any district, the Planning Director may approve a reduction in parking requirements not exceeding twenty percent (20%) for housing projects with at least four (4) units affordable to persons of low, very low or extremely low income as defined by the California Health and Safety Code based on factors that support a finding of reduced parking demand. An agreement acceptable to the City ensuring the long term affordability of the housing units shall be required and shall be recorded in the office of the County Recorder. The term "long term" shall mean the typical timeframe required for affordable housing projects associated with HOME grants and other affordable housing funding sources. A.9. Residential Mixed Use Projects: In any district, the sum of the separate parking requirements for each use in a mixed residential/commercial project may be reduced by not more than thirty five percent (35%) where day and night time uses offset parking demand based on documentation that supports a fnding of reduced parking demand. An agreement acceptable to the City restricting the use consistent with the reduction in parking may be required to be recorded in the office of the County Recorder. 9212: FUNCTION: Section 9212 of the Ukiah City Code is hereby repealed. 9278: DEFINITIONS: The definition of Off-Street Parking under Subsection B of Section 9278 is hereby amended to read as follows: OFF-STREET PARKING: Required on-site parking beyond all setback lines of a lot. One (1) uncovered parking space may be located within a setback on a driveway or driveway aisle, provided that access by vehicles outside the control of the subject property owner will not be affected (such as shared driveways), emergency services vehicle access will not be obstructed, no portion of the parking space shall encroach into the public right-of-way, and a minimum setback of five feet (5') from adjacent lots zoned or used for residential purposes shall be maintained for new construction. Relief from this requirement may be pursued through the use permit process pursuant to article 20 of this chapter. r•~<<~ ~,~ ~zi~;,,n ITEM NO.: 10c MEETING DATE: AGENDA SUMMARY REPORT October 1, 2008 SUBJECT: ADOPTION OF ORDINANCE OF THE CITY COUNCIL OF THE CITY OF UKIAH AMENDING ARTICLE 17 OF THE UKIAH CITY CODE, PERTAINING TO GREASE INTERCEPTORS Summary: On September 17, 2008 the City Council introduced the ordinance of the City of Ukiah amending article 17 of the Ukiah City Code, pertaining to grease interceptors. At the September 17, 2008 meeting, at the request of staff, the City Council approved minor changes to the proposed ordinance before it was introduced. The changes that were incorporated were references to the Public "Utilities" Director or Department. In all those cases the word "Utilities" was changed to say "Works". These changes have been incorporated into the ordinance (Attachment 3). Under Government Code §36934, unless waived, an ordinance must be read at the City Council meeting either before it is introduced or before it is adopted. The reading was not waived and the ordinance was not read prior to its introduction. Accordingly, the staff recommends that the City Council adopt a motion to have the City Clerk read the ordinance by title only before adopting a motion to adopt the ordinance. For further details, reference is made to the Agenda Summary Report for the introduction of the ordinance submitted for the September 17 City Council meeting. (See Attachment 1.) Fiscal Impact: Budgeted FY 08/09 ~ New Appropriation ~ Not Applicable ~ Budget Amendment Required Amount Budgeted Source of Funds (title and #) Account Number Addit. Appropriation Requested Recommended Action(s): 1. Adopt a motion to read the ordinance by title only. 2. Have the City Clerk read the ordinance by title only. 3. Adopt the ordinance. on page 2. Alternative Council Option(s): Reject motion and provide alternate direction to staff. Citizens advised: N/A Requested by: Prepared by: Tim Eriksen, Director of Public Works, David Rapport, City Attorney and Lauren McPhaul, Water/Sewer Admin. Clerk Coordinated with: Jane Chambers, City Manager, Tim Eriksen, Director Public Works, Dave Rapport, City Attorney Attachments: 1) Agenda Summary Report dated January 17, 2007 2) Ordinance -Attachment to January 17, 2007 ASR 31 Proposed Revised Ordinance ~ , Approved: ~~ ~"r", .~=`z, ~~.%" ~; Jane Chambers, City Manage Attachment 1 ITEM NO: 10b MEETING DATE: 01/17/07 AGENDA SUMMARY REPORT SUBJECT: INTRODUCTION OF ORDINANCE OF THE CITY COUNCIL OF THE CITY OF UKIAH AMENDING ARTICLE 17 OF THE UKIAH CITY CODE, PERTAINING TO GREASE INTERCEPTORS On September 15, 2004, to comply with additional sewer collection system requirements anticipated in Ukiah's 2006 National Pollutant Discharge Elimination System (NPDES) permit, the City Council adopted a grease interceptor ordinance prohibiting the discharge of fats, oils and grease (FOG) into the sewer system and treatment plant. The Ukiah Valley Sanitation District adopted a similar ordinance on December 14, 2006 to comply with new State requirements for sewer systems, with which the City of Ukiah (City) must also comply. The California State Water Resources Control Board (SWRCB) issued Order No. 2006- 0003-DWO, Statewide General Waste Discharge Requirements (WDR) for Sanitary Sewer Systems, effective May 2, 2006. All federal and state agencies, municipalities, counties, districts, and other public entities that own or operate sanitary sewer systems greater than one mile in length that collect and/or convey untreated or partially treated wastewater to a publicly owned treatment facility in the State of California are required to comply with the terms of this Order. Continued on page 2 RECOMMENDED ACTION: Adopt motion to introduce ordinance by title only, have the City Clerk read the ordinance title and adopt a motion to introduce the ordinance. ALTERNATIVE COUNCIL OPTIONS: Provide further direction. Citizens Advised: N/A Requested by: Vice-Mayor Doug Crane Prepared by: Ann Burck, Water Utilities Project Engineer Coordinated with: Candace Horsley, City Manager and David Rapport, City Attorney Attachments: 1) Proposed Revised Ordinance 2) Current Ordinance Approved: Candace Horsley, City Manager One of the requirements of WDR 2006-0003-DWQ, is implementation of a Fats, Oil, and Grease (FOG) Control Program to reduce the amount of FOG discharged to the sanitary sewer system. Public entities with a population between 2,500 and 10,000 are required to implement a FOG Control Program by May 2, 2009. The FOG Control Program is required to include the following provisions: 1. The legal authority to prohibit discharges to the system and identify measures to prevent SSOs and blockages caused by FOG 2. Requirements to install grease removal devices (such as traps or interceptors), design standards for the removal devices, maintenance requirements, BMP requirements, record keeping and reporting requirements 3. Authority to inspect grease producing facilities, and enforcement authorities Vice-Mayor Crane, the City's representative on the Ukiah Valley Sanitation District (District) Board, requested the City's ordinance be revised to be consistent with the District's ordinance to facilitate administration of both by City staff. Attachment 1 is a copy of the revised ordinance. The differences between the existing (Attachment 2) and proposed ordinance are: 1) grease interceptor/trap specifications have been removed and replaced with references to the California Uniform Plumbing Code which contains the same information and is periodically revised, 2) enforcement measures, and 3) the addition of an appeal process. The staff recommends that the City Council pass a motion to introduce the amendments to the City Code by title only and a motion to introduce the ordinance, after the City Clerk reads the ordinance title. Attachment 2 ORDINANCE NO. AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF UKIAH AMENDING ARTICLE 17 IN CHAPTER 2, DIVISION 4 OF THE UKIAH CITY CODE, ENTITLED: GREASE INTERCEPTORS, INSTALLATION AND DISPOSAL OF WASTE The City Council of the City of Ukiah hereby ordains as follows: SECTION ONE. Article 17 of Chapter 2, Division 4 of the Ukiah City Code is hereby amended to read as follows: ARTICLE 17. GREASE INTERCEPTORS, INSTALLATION AND DISPOSAL OF WASTE §3798A: PURPOSE, POLICY, AND ADMINISTRATION: (a) The purpose of this Article is the regulation of the generation and disposal of grease interceptor waste for the protection of the City of Ukiah (City) Sewage Treatment Plant (POTW) and the environment. (b) The objective of this Article is to reduce the operational and maintenance costs of maintaining the POTW and ensure compliance of State Water Resources Control Board (SWRCB) permits, including the City's National Pollutant Discharge Elimination System (NPDES) permit by preventing the accumulation of Grease within the collection system. (c) This Article shall apply to the City of Ukiah and to persons outside the City and the Ukiah Valley Sanitation District (District) who, by contract or agreement with the City or the District, are users of the City's POTW. This Article rather than the District's Grease Interceptor Ordinance No. _ shall apply to properties located both in the City and the District. §37988: SPECIALIZED DEFINITIONS: (a) Unless a provision explicitly states otherwise, terms and phrases as defined in Section 3701of this Code shall apply to the extent that they are not in conflict with the provisions of this Article. (b) "Director" shall mean the Director of the Public Works Department or another person designated by the City Manager. (c) "Fats" shall mean substances that are primarily fatty acid esters of the alcohol glycerol, also called acylglycerols, neutral fatsor glycerides. They are the major components of depot, or storage, fats in plant and animal cells, especially in the adipose (or fat) cells of vertebrates. This term may include any synthesized substance of a like nature. (d) "Food service facility" shall mean those establishments primarily engaged in activities of preparing, serving, or otherwise making available for consumption by the public such as restaurant, commercial kitchen, caterer, hotel, school, hospital, prison, correctional facility, and care institution. These establishments use one or more of the following preparation activities: cooking by frying (all methods), baking (all methods), grilling, sauteing, rotisserie cooking, broiling (all methods), boiling, blanching, roasting, toasting, or poaching. Also included are infrared heating, searing, barbecuing, and any other food preparation activity that produces a hot, non-drinkable food product in or on a receptacle that requires washing. (e) "Grease" shall mean fats, waxes, free fatty acids, calcium and magnesium soaps, mineral oils and certain other non-fatty material from animal or vegetable sources, or from hydrocarbons of petroleum origins, commonly found in wastewater from food preparation and food service. Grease may originate from, but not be limited to, discharges from scullery sinks, pot and pan sinks, dishwashing machines, soup kettles and floor drains located in areas where grease-containing materials may exist. (f) "Grease interceptor" or "interceptor" shall mean a structure or device designed for the purpose of removing and preventing fats, oils, and grease from entering the sanitary sewer collection system. These devices are often belowground units in outside areas and are built as two or three chamber baffled tanks. (g) "Grease Trap" shall mean a device for separating and retaining waterborne greases and grease complexes prior to the wastewater exiting the trap and entering the sanitary sewer collection and treatment system. Such traps are typically compact under- the-sink units that are near food preparation areas. (h) "Inspector" shall mean the City of Ukiah Environmental Compliance Inspector, under the instruction and supervision of the City of Ukiah Director of Public Works, who is assigned to investigate compliance and detect violations of this Ordinance and shall also mean City of Ukiah Building Inspector, who under the supervision of the Building Official of the City of Ukiah, is assigned to inspect construction projects within the City of Ukiah limits to ensure compliance with City of Ukiah building ordinances and other relevant building ordinances. (i) "Minimum Design Capability' shall mean the design features of a Grease Interceptor and its ability or volume required to effectively intercept and retain greases from grease-laden wastewaters discharged to the public sanitary sewer. (j) "POTW" or "Publicly Owned Treatment Works" means a treatment works which is owned by a municipality as defined by section 502(4) of the Clean Water Act. This definition includes any devices and systems used in the storage, treatment, recycling and reclamation of municipal sewage or industrial wastes of a liquid nature. It also includes all sewers, pipes and other conveyances that transfer wastewater to a POTW. The term also means the municipality as defined in section 502(4) of the Act, which has jurisdiction over the indirect discharges to and the discharges from such a treatment works. For purposes of this ordinance, the terms "sanitary sewer system" and "POTW" may be used interchangeably. (k) "User" shall mean any person who contributes, causes or permits the contribution or discharge of wastewater into sewers within the City of Ukiah's boundaries, including persons who contribute such wastewater from mobile sources, such as those who discharge hauled wastewater. §3798C: APPLICABILITY AND PROHIBITIONS: (a) This ordinance shall apply to all non-domestic users of the Publicly Owned Treatment Works (POTW), as defined in Section 3798B Q) of this Article. (b) Grease Traps or Grease Interceptors shall not be required for residential users. (c) Facilities generating Fats, oils, or Greases as a result of food manufacturing, processing, preparation, or food service shall install, use, and maintain appropriate Grease Interceptors or Grease Traps as defined in Section 3798B(f) and (g), respectively, of this Article. These facilities include but are not limited to restaurants, food manufacturers, food processors, hospitals, hotels and motels, prisons, nursing homes, and any other facility preparing, serving, or othervvise making any foodstuff available for consumption. (d) No User may intentionally or unintentionally allow the direct or indirect discharge of any petroleum oil, non-biodegradable cutting oil, mineral oil, or any Fats, oils, or Greases of animal or vegetable origin into the POTW system in such amounts as to cause interference with the collection and treatment system, or as to cause pollutants to pass through the treatment works into the environment. §3798D: COMPLIANCE DATE: (a) On or after the effective date of the ordinance enacting these amendments to this Article, an existing facility shall be required to install an approved, adequately sized, and properly operated and maintained Grease Interceptor when any of the following conditions exist: 1. It is found to be contributing Grease in quantities sufficient to cause sanitary sewer line stoppages or necessitate increased maintenance on the sanitary sewer collection system in order to keep main line stoppages from occurring. 2. It is remodeling the food preparation or kitchen waste plumbing facilities in such a manner to be subject to a permit issued by the Department of Planning and Building. (b) Existing facilities required by this or other applicable ordinance to maintain a Grease Interceptor presently equipped with an undersized or improper Grease Interceptor shall, within thirty-six (36) months of the effective date of this ordinance install an adequately sized Grease Interceptor in accordance with the specifications of this Article. (c) Existing facilities required by this or other applicable ordinances to maintain a Grease Interceptor that are not currently equipped with a Grease Interceptor shall, within eighteen (18) months of the effective date of the amendments to this Article, install an appropriate and adequately sized Grease Interceptor in accordance with the specifications of this Article. (d) New facilities required by this or other applicable ordinances to maintain a Grease Interceptor shall install such a unit prior to commencement of discharge to the POTW. (e) Any requests for extensions to installation dates must be made in writing to the Director, at least thirty (30) days in advance of the compliance date. The written request shall include the reasons for the grease generator's failure or inability to comply with the compliance date set forth, the additional time needed to complete the remaining work, and the steps to be taken to avoid future delays. The Director shall determine the date for compliance. Requests based solely on monetary considerations will not be approved. Section 3798E: DISCHARGE CRITERIA: (a) Where Fats and Grease are a byproduct of food preparation and/or cleanup, reasonable efforts shall be made to separate waste Fats and Grease into a separate container for proper disposal. Fats and Grease shall not be discharged to any drains or Grease Interceptors, except as contained in byproducts of food preparation and/or clean up. Such waste shall be placed in a container designed to hold such waste and either utilized by industry or disposed of at suitable locations. This also applies to residential users. (b) None of the following agents shall be placed directly into a Grease Interceptor, or into any drain that leads to the interceptor: 1. Emulsifiers, de-emulsifiers, surface active agents, enzymes, degreasers, or any type of product that will liquefy Grease Interceptor wastes, 2. Any substance that may cause excessive foaming in the POTW, or 3. Any substance capable of passing the solid or semi-solid contents of the Grease Interceptor to the POTW. (c) The influent to Grease Interceptors or Grease Traps shall not exceed 140 degrees Fahrenheit (140° F). (d) Toilets, urinals, and other similar fixtures shall not discharge through a Grease Interceptor. (e) No food waste disposal unit or dishwasher shall be connected to or discharge into any Grease Interceptor or Grease Trap. §3798F: GREASE INTERCEPTOR PERMIT: (a) Any Food Service Facility discharging Grease, oil or other objectionable material is required to obtain a permit from the City known as a "Grease Interceptor Permit". (b) All existing facilities must obtain a permit within three (3) years from the date this ordinance goes into effect. (c) All facilities will be subject to annual inspections. These inspections will be initiated within one year after the adoption of this ordinance. Inspection fees will be assessed as described in subsection 27-Ei(f) of this ordinance. (d) "Grease Interceptor Permit" applications shall be completed and filed with the Inspector. Plans shall be provided with the application indicating the location and design details for the proposed Grease Interceptor. (e) Permits shall be issued for a specified time not to exceed five (5) years. If a permittee is not notified by the Director thirty (30) days prior to the expiration of the permit, the permit shall be extended one additional year. The terms and conditions of the permit may be subject to modification by the Director during the life of the permit. The permittee shall be informed of any proposed changes in the permit at least thirty (30) days prior to the effective date of change. Any new conditions in the permit shall include a reasonable time schedule for compliance. After five (5) years from the original permit issue date, the permit shall be renewed by submitting a new permit application, however; no new application fee shall be assessed. (f) Permittees are required to pay aone-time application fee of $100.00 and an annual inspection fee $100.00. Annual inspection fees may be reduced or waived upon demonstration by the permittee that Fats, Oils, and Grease collected in Grease Interceptors, or alternate approved systems, have been recycled for conversion to biodiesel or other products as approved by the Director. Documentation is subject to verification by the Director. (g) Permits shall be issued only for specific uses for specific operations. As a result of any sale, lease, or transfer of the premises for which the permit was issued, a new permit shall be required. Any new or changed conditions of operation shall also require that a new permit be issued. (h) The permit may be revoked by the Director if the permittee is found to be in violation of this chapter and who: 1. Fails to install grease pretreatment devices as required by the permit; 2. Fails to fulfill reporting requirements or pretreatment maintenance as required by the permit; 3. Refuses reasonable access to the permittee's premise for the purpose of inspection or monitoring; 4. Violates conditions of the permit. (i) All permittees shall engage in Best Management Practices, as outlined in documentation provided to the permittee by the Director with the Grease Interceptor Permit application. §3798G: GREASE INTERCEPTOR PERMIT REQUIREMENTS: (a) Any new Food Service Facility discharging Grease, oil or other objectionable material is subject to Grease Interceptor requirements. All such facilities must obtain prior approval from the Director for Grease Interceptor sizing prior to or when submitting plans for a building permit. (b) Existing facilities with planned modification in plumbing improvements, with a building permit valuation of $20,000 or more will be required to include plans to comply with the Grease Interceptor requirements. All existing facilities, determined by the Director, to have a reasonable potential to adversely impact the sewer collection system will be notified of their obligation to install a Grease Interceptor within the specified period set forth in the notification letter (c) Maintenance records on interceptor cleaning and pumping must be maintained for three (3) years and must be available for inspection on the premises. (d) Grease Interceptors required under this ordinance shall be installed outdoors unless the Director authorizes the installation of an indoor Grease InterceptorlTrap or other alternative pretreatment technology and determines that the installation of a Grease Interceptor would not be feasible. §3798H: REQUIRED REPORTING: All permitted interceptor waste generators shall, at the time of permit renewal, submit to the Director: (a) Copies of all manifests made by liquid waste transporters servicing their Grease Interceptor during past year; (b) A copy of the Interceptor Maintenance Log; (c) A copy of the Interceptor Service Contract; and (d) Any other information required by the Grease Interceptor Permit, including analysis of the discharge to the POTW of such pollutants as the Director may require. §37981: GREASE INTERCEPTOR REQUIREMENTS: (a) Grease Interceptor sizing and installation shall conform to the current edition of the California Plumbing Code. (b) Grease Interceptors shall be constructed in accordance with design approved by the Director and shall have a minimum of two compartments with fittings designed for Grease retention. (c) Grease Interceptors shall be installed at a location where it shall be easily accessible for inspection, cleaning, and removal of intercepted Grease. The Grease Interceptor may not be installed in any part of the building where food is handled. Location of the Grease Interceptor must meet the approval of the Director. (d) All such Grease Interceptors shall be serviced and emptied of accumulated waste content as required in order to maintain Minimum Design Capability or effective volume. These devices should be inspected at least monthly. Users who are required to maintain a Grease Interceptor shall: Provide for a minimum hydraulic retention time in accordance with the California Plumbing Code. ii. Remove any accumulated Grease cap and sludge pocket as required. iii. Grease Interceptors shall be kept free of inorganic solid materials such as grit, rocks, gravel, sand, eating utensils, cigarettes, shells, towels, rags, etc., which could settle into this pocket and thereby reduce the effective volume of the device. (e) Access manholes, with a minimum diameter of twenty-four (24) inches, shall be provided over each Grease Interceptor chamber and sanitary tee. The access manholes shall extend at least to finished grade and be designed and maintained to prevent water inflow or infiltration. The manholes shall also have readily removable covers to facilitate inspection, grease removal, and wastewater sampling activities. (f) Grease Interceptors required under this Ordinance shall be installed in all food service facilities unless the Director authorizes the installation of an indoor Grease Trap or other alternative pretreatment technology and determines that the installation of a Grease Interceptor would not be feasible. The food service facility bears the burden of demonstrating the installation of a Grease Interceptor is not feasible. If a facility believes the installation of a Grease Interceptor is infeasible, because of documented space constraints, the request for an alternative grease removal device shall contain the following information: Location of sewer main and easements in relation to available exterior space; ii General information about existing plumbing at the site. §3798J: GREASE TRAP REQUIREMENTS: (a) Upon approval by the Director, a Grease Trap complying with the provisions of this section must be installed in the waste line leading from sinks, drains, and other fixtures or equipment in Food Service Facilities where Grease may be introduced into the drainage or sewage system in quantities that can effect line stoppage or hinder sewage treatment or private sewage disposal. (b) Grease Traps sizing and installation shall conform to the California Plumbing Code. (c) Grease Traps shall be maintained in efficient operating conditions by periodic removal of the accumulated Grease. No such collected Grease shall be introduced into any drainage piping, or public or private sewer. (d) No food waste disposal unit or dishwasher shall be connected to or discharge into any Grease Trap. (e) Wastewater in excess of 140 degrees Fahrenheit shall not be discharged into a Grease Trap. §3798K: VIOLATION. (a) It is unlawful for any User to discharge into the POTW in any manner that is in violation of this Article, or of any condition set forth in this Article. Additionally, a person commits an offense if the person causes or permits the plugging or blocking of, or otherwise interferes with or permits interference with a Grease Interceptor or the POTW, including alteration or removal of any flow constricting devices so as to cause flow to rise above the design capacity of the interceptor. (b) No person, and/or facility shall discharge Grease to the POTW, except as expressly authorized by this Article. If such discharge occurs, the person or facility shall be considered in violation of this Article and subject to the remedies described herein. This includes non-permitted facilities. (c) In addition to prohibiting certain conduct by natural persons, it is the intent of this Article to hold a corporation, association, LLC, LLP, or other entity or organization legally responsible for prohibited conduct pertormed by an agent acting on behalf of such an entity and within the scope of his office or employment. (d) The City may recover the fees and costs imposed by this Section in a civil action and may pursue any other remedy available at law or inequity to address a violation of this Article or to enforce compliance with it. §3798L: ENFORCEMENT: (a) Except as provided herein, for a period of one year following adoption of this ordinance, although installation of Grease Traps will be required to be installed, no enforcement actions will be taken under this ordinance for failure to achieve limits on Grease discharges from the facility. If, during this one year period an obstruction of a sewer main(s) occurs that causes a sewer overflow to the extent that an impact on the environment is realized and that said overflow or failure of the sanitary sewer collection system to convey sewage can be attributed in part or in whole to an accumulation of Grease in the sewer main(s), the City will take appropriate enforcement actions, as stipulated in this Chapter, against the generator or contributor of such Grease. (b) Minor Violation -Any person violating any of the provisions of this Article shall be to a subject to a written warning for the first violation, a $500 civil penalty for the second violation, a $1,000 civil penalty for the third violation, a $2,000 civil penalty for the fourth violation, and an additional $500 civil penalty for each subsequent violation (e.g., $3,000 for a fifth violation, $3,500 for a sixth violation) within atwo- year period. A fifth or subsequent violation within a two year period may result in termination of service. (c) Maior Violation - If the City through the Director or his designee determines that a User is responsible for a blockage of a collection system line: For the first offense, a field citation with date for compliance shall be issued to the responsible person on site. The focus of the citation shall be education. The cost of removal of the blockage shall not be assessed for the first occurrence. However, the facility shall be notified of the cost that they may incur for additional violations in the future. For the second offense within a twelve (12) month period, a Notice of Violation shall be issued with a penalty of no less than $1,000.00 in addition to the cost of the removal both the first blockage which gave rise to the first offense and the second blockage which gave rise to the second offense to be assessed. The discharger shall be informed that a future blockage resulting from a violation will result in termination of sewer service. iii For the third offense within atwo-year period, a Notice of Violation shall be issued with a penalty of no less than $2,500.00 per violation plus the cost of the removal of the blockage and termination of sewer service. §37980. APPEAL PROCESS: (a) The City Council of the City of Ukiah shall hear and decide appeals when it is alleged there is an error in any requirement, decision or determination made by the Inspector or Director in the enforcement or administration of this ordinance. (b) Appeals shall be made in writing to the Director not more than thirty (30) from the date the appealing party received notice of the disputed decision which shall be heard by the City Council at a regular meeting held not less than thirty (30) days from the date the appeal is filed with the Director. The appealing party shall receive notice of the date and time of the hearing not less than twenty (20) days before the matter is heard by the City Council. The City Council shall receive evidence and argument from the appellant and the Director and may uphold, reverse or modify the decision or determination appealed from. The decision of the City Council shall be final for the City. §3798P: AUTHORIZATION: The Director is authorized to promulgate such rules and regulations as shall be reasonable and necessary to carry out the provisions of this Article according to its terms and intent. §3798Q: SEVERABILITY: If any part or parts of this Article shall be held to be invalid, such invalidity shall not affect the remaining parts of this Article. The City Council declares that it would have passed the remaining parts of this Article, if it had known that such part or parts thereof would be declared invalid. SECTION THREE This Ordinance shall become effective thirty (30) days after adoption. Introduced by title only on , 2007, by the following roll call vote: AYES: NOES: ABSENT: ABSTAIN: Adopted on , 2007 by the following roll call vote: AYES: NOES: ABSENT: ABSTAIN: Mari Rodin, Mayor ATTEST: Gail Petersen, City Clerk ATTACHMENT3 ORDINANCE NO. AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF UKIAH AMENDING ARTICLE 17 IN CHAPTER 2, DIVISION 4 OF THE UKIAH CITY CODE, ENTITLED: GREASE INTERCEPTORS, INSTALLATION AND DISPOSAL OF WASTE The City Council of the City of Ukiah hereby ordains as follows: SECTION ONE. Article 17 of Chapter 2, Division 4 of the Ukiah City Code is hereby amended to read as follows: ARTICLE 17. GREASE INTERCEPTORS, INSTALLATION AND DISPOSAL OF WASTE §3798A: PURPOSE, POLICY, AND ADMINISTRATION: (a) The purpose of this Article is the regulation of the generation and disposal of grease interceptor waste for the protection of the City of Ukiah (City) Sewage Treatment Plant (POTW) and the environment. (b) The objective of this Article is to reduce the operational and maintenance costs of maintaining the POTW and ensure compliance of State Water Resources Control Board (SWRCB) permits, including the City's National Pollutant Discharge Elimination System (NPDES) permit by preventing the accumulation of Grease within the collection system. (c) This Article shall apply to the City of Ukiah and to persons outside the City and the Ukiah Valley Sanitation District (District) who, by contract or agreement with the City or the District, are users of the City's POTW. This Article rather than the District's Grease Interceptor Ordinance No. shall apply to properties located both in the City and the District. §37986: SPECIALIZED DEFINITIONS: (a) Unless a provision explicitly states otherwise, terms and phrases as defined in Section 3701 of this Code shall apply to the extent that they are not in conflict with the provisions of this Article. (b) "Director" shall mean the Director of the Public Works Department or another person designated by the City Manager. (c) "Fats" shall mean substances that are primarily fatty acid esters of the alcohol glycerol, also called acylglycerols, neutral fats or glycerides. They are the major components of depot, or storage, fats in plant and animal cells, especially in the adipose (or fat) cells of vertebrates. This term may include any synthesized substance of a like nature. (d) "Food service facility" shall mean those establishments primarily engaged in activities of preparing, serving, or otherwise making foodstuffs available for consumption by the public. Examples of such facilities include a restaurant, commercial kitchen, caterer, hotel, school, hospital, prison, correctional facility, and care institution. These establishments use one or more of the following food preparation activities: cooking by frying (all methods), baking (all methods), grilling, sauteing, rotisserie cooking, broiling (all methods), boiling, blanching, roasting, toasting, or poaching. Also included are infrared heating, searing, barbecuing, and any other food preparation activity that produces a hot, non-drinkable food product in or on a receptacle that requires washing. (e) "Grease" shall mean fats, waxes, free fatty acids, calcium and magnesium soaps, mineral oils and certain other non-fatty material from animal or vegetable sources, or from hydrocarbons of petroleum origins, commonly found in wastewater from food preparation and food service. Grease may originate from, but not be limited to, discharges from scullery sinks, pot and pan sinks, dishwashing machines, soup kettles and floor drains located in areas where grease-containing materials may exist. (f) "Grease interceptor" or "interceptor" shall mean a structure or device designed for the purpose of removing and preventing fats, oils, and grease from entering the sanitary sewer collection system. These devices are often belowground units in outside areas and are built as two or three chamber baffled tanks. (g) "Grease Trap' shall mean a device for separating and retaining waterborne greases and grease complexes prior to the wastewater exiting the trap and entering the sanitary sewer collection and treatment system. Such traps are typically compact under- the-sink units that are near food preparation areas. (h) "Inspector" shall mean the City of Ukiah Environmental Compliance Inspector, under the instruction and supervision of the City of Ukiah Director of Public Works, who is assigned to investigate compliance and detect violations of this Ordinance and shall also mean City of Ukiah Building Inspector, who under the supervision of the Building Official of the City of Ukiah, is assigned to inspect construction projects within the City of Ukiah limits to ensure compliance with City of Ukiah building ordinances and other relevant building ordinances. (i) "Minimum Design Capability" shall mean the design features of a Grease Interceptor and its ability or volume required to effectively intercept and retain greases from grease-laden wastewaters discharged to the public sanitary sewer. (j) "POTW" or "Publicly Owned Treatment Works" means a treatment works which is owned by a municipality as defined by section 502(4) of the Clean Water Act. This definition includes any devices and systems used in the storage, treatment, recycling and reclamation of municipal sewage or industrial wastes of a liquid nature. It also includes all sewers, pipes and other conveyances that transfer wastewater to a POTW. The term also means the municipality as defined in section 502(4) of the Act, which has jurisdiction over the indirect discharges to and the discharges from such a treatment works. For purposes of this ordinance, the terms "sanitary sewer system" and "POTW" may be used interchangeably. (k) "User" shall mean any person who contributes, causes or permits the contribution or discharge of wastewater into sewers within the City of Ukiah's boundaries, including persons who contribute such wastewater from mobile sources, such as those who discharge hauled wastewater. §3798C: APPLICABILITY AND PROHIBITIONS: (a) This ordinance shall apply to all non-domestic users of the Publicly Owned Treatment Works (POTW), as defined in Section 37986 (j) of this Article. (b) Grease Traps or Grease Interceptors shall not be required for residential users. (c) Facilities generating Fats, oils, or Greases as a result of food manufacturing, processing, preparation, or food service shall install, use, and maintain appropriate Grease Interceptors or Grease Traps as defined in Section 3798B(f) and (g), respectively, of this Article. These facilities include but are not limited to restaurants, food manufacturers, food processors, hospitals, hotels and motels, prisons, nursing homes, and any other facility preparing, serving, or otherwise making any foodstuff available for consumption. (d) No User may intentionally or unintentionally allow the direct or indirect discharge of any petroleum oil, non-biodegradable cutting oil, mineral oil, or any Fats, oils, or Greases of animal or vegetable origin into the POTW system in such amounts as to cause interference with the collection and treatment system, or as to cause pollutants to pass through the treatment works into the environment. §3798D: COMPLIANCE DATE: (a) On or after the effective date of the ordinance enacting these amendments to this Article, an existing facility shall be required to install an approved, adequately sized, and properly operated and maintained Grease Interceptor when any of the following conditions exist: 1. It is found to be contributing Grease in quantities sufficient to cause sanitary sewer line stoppages or necessitate increased maintenance on the sanitary sewer collection system in order to keep main line stoppages from occurring. 2. It is remodeling the food preparation or kitchen waste plumbing facilities in such a manner to be subject to a permit issued by the Department of Planning and Building. (b) Existing facilities required by this or other applicable ordinance to maintain a Grease Interceptor presently equipped with an undersized or improper Grease Interceptor shall, within thirty-six (36) months of the effective date of this ordinance install an adequately sized Grease Interceptor in accordance with the specifications of this Article. (c) Existing facilities required by this or other applicable ordinances to maintain a Grease Interceptor that are not currently equipped with a Grease Interceptor shall, within eighteen (18) months of the effective date of the amendments to this Article, install an appropriate and adequately sized Grease Interceptor in accordance with the specifications of this Article. (d) New facilities required by this or other applicable ordinances to maintain a Grease Interceptor shall install such a unit prior to commencement of discharge to the POTW. (e) Any requests for extensions to installation dates must be made in writing to the Director, at least thirty (30) days in advance of the compliance date. The written request shall include the reasons for the grease generator's failure or inability to comply with the compliance date set forth, the additional time needed to complete the remaining work, and the steps to be taken to avoid future delays. The Director shall determine the date for compliance. Requests based solely on monetary considerations will not be approved. Section 3798E: DISCHARGE CRITERIA: (a) Where Fats and Grease are a byproduct of food preparation and/or cleanup, reasonable efforts shall be made to separate waste Fats and Grease into a separate container for proper disposal. Fats and Grease shall not be discharged to any drains or Grease Interceptors, except as contained in byproducts of food preparation and/or clean up. Such waste shall be placed in a container designed to hold such waste and either utilized by industry or disposed of at suitable locations. This also applies to residential users. (b) None of the following agents shall be placed directly into a Grease Interceptor, or into any drain that leads to the interceptor: 1. Emulsifiers, de-emulsifiers, surface active agents, enzymes, degreasers, or any type of product that will liquefy Grease Interceptor wastes, 2. Any substance that may cause excessive foaming in the POTW, or 3. Any substance capable of passing the solid or semi-solid contents of the Grease Interceptor to the POTW. (c) The influent to Grease Interceptors or Grease Traps shall not exceed 140 degrees Fahrenheit (140° F). (d) Toilets, urinals, and other similar fixtures shall not discharge through a Grease Interceptor. (e) No food waste disposal unit or dishwasher shall be connected to or discharge into any Grease Interceptor or Grease Trap. §3798F: GREASE INTERCEPTOR PERMIT: (a) Any Food Service Facility discharging Grease, oil or other objectionable material is required to obtain a permit from the City known as a "Grease Interceptor Permit". (b) All existing facilities must obtain a permit within three (3) years from the date this ordinance goes into effect. (c) All facilities will be subject to annual inspections. These inspections will be initiated within one year after the adoption of this ordinance. Inspection fees will be assessed as described in subsection 27-6(f) of this ordinance. (d) "Grease Interceptor Permit" applications shall be completed and filed with the Inspector. Plans shall be provided with the application indicating the location and design details for the proposed Grease Interceptor. (e) Permits shall be issued for a specified time not to exceed five (5) years. If a permittee is not notified by the Director thirty (30) days prior to the expiration of the permit, the permit shall be extended one additional year. The terms and conditions of the permit may be subject to modification by the Director during the life of the permit. The permittee shall be informed of any proposed changes in the permit at least thirty (30) days prior to the effective date of change. Any new conditions in the permit shall include a reasonable time schedule for compliance. After five (5) years from the original permit issue date, the permit shall be renewed by submitting a new permit application, however; no new application fee shall be assessed. (f) Permittees are required to pay cone-time application fee of $100.00 and an annual inspection fee $100.00. Annual inspection fees may be reduced or waived upon demonstration by the permittee that Fats, Oils, and Grease collected in Grease Interceptors, or alternate approved systems, have been recycled for conversion to biodiesel or other products as approved by the Director. Documentation is subject to verification by the Director. (g) Permits shall be issued only for specific uses for specific operations. As a result of any sale, lease, or transfer of the premises for which the permit was issued, a new permit shall be required. Any new or changed conditions of operation shall also require that a new permit be issued. (h) The permit may be revoked by the Director if the permittee is found to be in violation of this chapter and who: 1. Fails to install grease pretreatment devices as required by the permit; 2. Fails to fulfill reporting requirements or pretreatment maintenance as required by the permit; 3. Refuses reasonable access to the permittee's premise for the purpose of inspection or monitoring; 4. Violates conditions of the permit. (i) All permittees shall engage in Best Management Practices, as outlined in documentation provided to the permittee by the Director with the Grease Interceptor Permit application. §3798G: GREASE INTERCEPTOR PERMIT REQUIREMENTS: (a) Any new Food Service Facility discharging Grease, oil or other objectionable material is subject to Grease Interceptor requirements. All such facilities must obtain prior approval from the Director for Grease Interceptor sizing prior to or when submitting plans for a building permit. (b) Existing facilities with planned modification in plumbing improvements, with a building permit valuation of $20,000 or more will be required to include plans to comply with the Grease Interceptor requirements. All existing facilities, determined by the Director, to have a reasonable potential to adversely impact the sewer collection system will be notified of their obligation to install a Grease Interceptor within the specified period set forth in the notification letter (c) Maintenance records on interceptor cleaning and pumping must be maintained for three (3) years and must be available for inspection on the premises. (d) Grease Interceptors required under this ordinance shall be installed outdoors unless the Director authorizes the installation of an indoor Grease Interceptor/Trap or other alternative pretreatment technology and determines that the installation of a Grease Interceptor would not be feasible. §3798H: REQUIRED REPORTING: All permitted interceptor waste generators shall, at the time of permit renewal, submit to the Director: (a) Copies of all manifests made by liquid waste transporters servicing their Grease Interceptor during past year; (b) A copy of the Interceptor Maintenance Log; (c) A copy of the Interceptor Service Contract; and (d) Any other information required by the Grease Interceptor Permit, including analysis of the discharge to the POTW of such pollutants as the Director may require. §37981: GREASE INTERCEPTOR REQUIREMENTS: (a) Grease Interceptor sizing and installation shall conform to the current edition of the California Plumbing Code. (b) Grease Interceptors shall be constructed in accordance with design approved by the Director and shall have a minimum of two compartments with fittings designed for Grease retention. (c) Grease Interceptors shall be installed at a location where it shall be easily accessible for inspection, cleaning, and removal of intercepted Grease. The Grease Interceptor may not be installed in any part of the building where food is handled. Location of the Grease Interceptor must meet the approval of the Director. (d) All such Grease Interceptors shall be serviced and emptied of accumulated waste content as required in order to maintain Minimum Design Capability or effective volume. These devices should be inspected at least monthly. Users who are required to maintain a Grease Interceptor shall: Provide for a minimum hydraulic retention time in accordance with the California Plumbing Code. ii. Remove any accumulated Grease cap and sludge pocket as required. iii. Grease Interceptors shall be kept free of inorganic solid materials such as grit, rocks, gravel, sand, eating utensils, cigarettes, shells, towels, rags, etc., which could settle into this pocket and thereby reduce the effective volume of the device. (e) Access manholes, with a minimum diameter of twenty-four (24) inches, shall be provided over each Grease Interceptor chamber and sanitary tee. The access manholes shall extend at least to finished grade and be designed and maintained to prevent water inflow or infiltration. The manholes shall also have readily removable covers to facilitate inspection, grease removal, and wastewater sampling activities. (f) Grease Interceptors required under this Ordinance shall be installed in all food service facilities unless the Director authorizes the installation of an indoor Grease Trap or other alternative pretreatment technology and determines that the installation of a Grease Interceptor would not be feasible. The food service facility bears the burden of demonstrating the installation of a Grease Interceptor is not feasible. If a facility believes the installation of a Grease Interceptor is infeasible, because of documented space constraints, the request for an alternative grease removal device shall contain the following information: Location of sewer main and easements in relation to available exterior space; ii General information about existing plumbing at the site. §3798J: GREASE TRAP REQUIREMENTS: (a) Upon approval by the Director, a Grease Trap complying with the provisions of this section must be installed in the waste line leading from sinks, drains, and other fixtures or equipment in Food Service Facilities where Grease may be introduced into the drainage or sewage system in quantities that can effect line stoppage or hinder sewage treatment or private sewage disposal. (b) Grease Traps sizing and installation shall conform to the California Plumbing Code. (c) Grease Traps shall be maintained in efficient operating conditions by periodic removal of the accumulated Grease. No such collected Grease shall be introduced into any drainage piping, or public or private sewer. (d) No food waste disposal unit or dishwasher shall be connected to or discharge into any Grease Trap. (e) Wastewater in excess of 140 degrees Fahrenheit shall not be discharged into a Grease Trap. §3798K: VIOLATION. (a) It is unlawful for any User to discharge into the POTW in any manner that is in violation of this Article, or of any condition set forth in this Article. Additionally, a person commits an offense if the person causes or permits the plugging or blocking of, or otherwise interferes with or permits interference with a Grease Interceptor or the POTW, including alteration or removal of any flow constricting devices so as to cause flow to rise above the design capacity of the interceptor. (b) No person, and/or facility shall discharge Grease to the POTW, except as expressly authorized by this Article. If such discharge occurs, the person or facility shall be considered in violation of this Article and subject to the remedies described herein. This includes non-permitted facilities. (c) In addition to prohibiting certain conduct by natural persons, it is the intent of this Article to hold a corporation, association, LLC, LLP, or other entity or organization legally responsible for prohibited conduct pertormed by an agent acting on behalf of such an entity and within the scope of his office or employment. (d) The City may recover the fees and costs imposed by this Section in a civil action and may pursue any other remedy available at law or inequity to address a violation of this Article or to enforce compliance with it. §3798L: ENFORCEMENT: (a) Except as provided herein, for a period of one year following adoption of this ordinance, although installation of Grease Traps will be required to be installed, no enforcement actions will be taken under this ordinance for failure to achieve limits on Grease discharges from the facility. If, during this one year period an obstruction of a sewer main(s) occurs that causes a sewer overflow to the extent that an impact on the environment is realized and that said overflow or failure of the sanitary sewer collection system to convey sewage can be attributed in part or in whole to an accumulation of Grease in the sewer main(s), the City will take appropriate enforcement actions, as stipulated in this Chapter, against the generator or contributor of such Grease. (b) Minor Violation -Any person violating any of the provisions of this Article shall be to a subject to a written warning for the first violation, a $500 civil penalty for the second violation, a $1,000 civil penalty for the third violation, a $2,000 civil penalty for the fourth violation, and an additional $500 civil penalty for each subsequent violation (e.g., $3,000 for a fifth violation, $3,500 for a sixth violation) within atwo- year period. A fifth or subsequent violation within a two year period may result in termination of service. (c) Maior Violation - If the City through the Director or his designee determines that a User is responsible for a blockage of a collection system line: For the first offense, a field citation with date for compliance shall be issued to the responsible person on site. The focus of the citation shall be education. The cost of removal of the blockage shall not be assessed for the first occurrence. However, the facility shall be notified of the cost that they may incur for additional violations in the future. For the second offense within a twelve (12) month period, a Notice of Violation shall be issued with a penalty of no less than $1,000.00 in addition to the cost of the removal both the first blockage which gave rise to the first offense and the second blockage which gave rise to the second offense to be assessed. The discharger shall be informed that a future blockage resulting from a violation will result in termination of sewer service. iii For the third offense within atwo-year period, a Notice of Violation shall be issued with a penalty of no less than $2,500.00 per violation plus the cost of the removal of the blockage and termination of sewer service. §37980. APPEAL PROCESS: (a) The City Council of the City of Ukiah shall hear and decide appeals when it is alleged there is an error in any requirement, decision or determination made by the Inspector or Director in the enforcement or administration of this ordinance. (b) Appeals shall be made in writing to the Director not more than thirty (30) from the date the appealing party received notice of the disputed decision which shall be heard by the City Council at a regular meeting held not less than thirty (30) days from the date the appeal is filed with the Director. The appealing party shall receive notice of the date and time of the hearing not less than twenty (20) days before the matter is heard by the City Council. The City Council shall receive evidence and argument from the appellant and the Director and may uphold, reverse or modify the decision or determination appealed from. The decision of the City Council shall be final for the City. §379$P: AUTHORIZATION: The Director is authorized to promulgate such rules and regulations as shall be reasonable and necessary to carry out the provisions of this Article according to its terms and intent. §3798Q: SEVERABILITY: If any part or parts of this Article shall be held to be invalid, such invalidity shall not affect the remaining parts of this Article. The City Council declares that it would have passed the remaining parts of this Article, if it had known that such part or parts thereof would be declared invalid. SECTION THREE This Ordinance shall become effective thirty (30) days after adoption. Introduced by title only on , 2008, by the following roll call vote: AYES: NOES: ABSENT: ABSTAIN: Adopted on , 2008 by the following roll call vote: AYES: NOES: ABSENT: ABSTAIN: Douglas F. Crane, Mayor ATTEST: Linda Brown, City Clerk ~ •,~,~ „~ .ri~;.rr, ITEM NO.: lla MEETING DATE: AGENDA SUMMARY REPORT October 1, 2008 SUBJECT: AUTHORIZE RENTAL AGREEMENT WITH PAC-VAN, INC. IN THE AMOUNT OF $12,945 FORA PORTABLE TEMPORARY OFFICE TO BE LOCATED AT THE CORPORATION YARD AND USED BY THE WATER/SEWER SUPERVISOR AND THE PUBLIC WORKS SUPERVISOR FOR A TIME PERIOD OF TWENTY-FOUR MONTHS Background: The Corporation Yard is currently under review as a part of the overall facilities and space planning effort for all City facilities. This effort has been planned and the Community Services Department is actively working on this issue. However, the areas at the Corporation Yard that are currently used for the Supervisors of both the Water/Sewer and Streets divisions do not provide adequate privacy between the crews and Supervisors to allow for management level conversations and discussion of confidential management issues. These Supervisors deal with a variety of personnel issues that must be discussed in private and the current facility does not allow for that process. It is for this reason that staff recommends the rental of this office space. This recommendation is a temporary solution while the facility planning effort is completed and the permanent solution is defined. Discussion: The Purchasing Department has solicited quotes for the rental terms of twenty-four months on behalf of the Public Works Department. Three quotes were received and are tabulated as displayed in Attachment 1. As described above, staff believes that the twenty-four month time period is the most cost effective option based on the price of a twenty-four month agreement ($539.38 per month) as opposed to a twelve month agreement ($866.79 per month). This is a temporary structure that will be placed in the Corporation Yard and removed at the end of the twenty-four month period. The office will have separate entrances for both Supervisors. There will also be a meeting room with a separate entrance (Attachment 2). This will be used for meetings at the Corporation Yard. These are the features that we are seeking in the facility study for the Supervisors. Fiscal Impact: If approved, the funds for this rental will be taken from three different accounts. Half of the funds will come or $6,472.50 from account 100.3110.250 as half of the unit will be used by the Streets Supervisor. The other half will be split equally between water fund account number 820.3901.250.000 ($3,236.25) and sewer fund account number 612.3505.250.000 ($3,236.25). This is a result of the Continued on Page 2 Recommended Action(s): Authorize the Purchasing Department to finalize the rental contract with Pac-Van, Inc. for the rental of a portable office building for a term of 24 months in the amount of $12,945.00 for the Corporation Yard. Alternative Council Option(s): N/A Citizens advised: N/A Requested by: Tim Eriksen, Director of Public Works and City Engineer Prepared by: Tim Eriksen, Director of Public Works and City Engineer Coordinated with: Mary Horger, Purchasing Agent Attachments: 1. Quote Tabulation 2. Office Lavout Approved ~,~n.t 1J~i~'~~~--~-`.___ Jaffe Chambers, City Manager '.,' /' Subject: Rental Agreement For A Portable Temporary Office To Be Located At The Corporation Yard Meeting Date: October 1, 2008 Page 2 of 2 Water/Sewer Supervisor using half of this office space. The 250 accounts (contractual services) for each the above mentioned accounts have a balance that will allow for this unbudgeted rental. Although not specifically identified in the budget, staff is comfortable with the fact that the items shown in the budget for the contractual services accounts will not be impacted by the use of a portion of those funds for this purpose. Staff intends to specifically identify this expense in next year's water, sewer and streets budgets. Budgeted FY 08/09 ~ New Appropriation ~ Not Applicable Amount Budgeted Source of Funds (title and #) $64,418 Water Fund 820 -contractual services $211,000 Sewer Fund 612 -contractual services Budget Amendment Required Account Number 820.3901.250.000 612.3505.250.000 $50,000 General Fund 100 -Streets -contractual services 100.3110.250.000 ATTACHMENT 0 0 0 0000 0 000 0 0 0 0$ 0 0 0 ~ 0 o o o r. cp o o ~ ,;. n ~ G ~ N D1 ch t0 n A st O O G O O r r V mpmp O tD O C O N r CV r ~ fV O) {~ aD N M N O~ r V' tO C N O t0 ~ O ~ ftl en O) O r I~ N f0 m «3 yr » vs ea v3 ~ r» f9 N ~ f7 d- O ni » fn u~ v w E ~ ~ en «~ fa ~ » ~ v ~ LL ~ o U N 7 L_ N Q ~~ ~ O ~ O ~- ~ % ~ ~ E ~~ N r r N J N 0 O 0 0000 000 0 0 0 0 0 0 0 0 O O O O b GT CD ~ O O 0 O 0) r ,O ~ n.~ ~ O 1~ POOO 0 ui OOr ~~{{~~ try O O N (*1 OD ~ N O f0 P) O f0 (O ~ N V r~ O) f0 ~ rrr~ ~u7O0D r ~~r ~fV ~ ~ R1 I~ M N tD V'. N ~ b ~ W O 00 ~ H Q d4 1R N3 M m e9 tFl ~ N ~ ~ ~ O U a ~ ~ m o ~ c L d ~ m € m v o ~m o r r ~ N L' ~~J r N Z ul 0 00000000 O O O O n p O O f~'1 C ~ ry t0 T QO~tfiOOppO N~ONNO tT V0 O ('1 pp ? ~ r ~O O~ ~'/ N G7 ~ h N ~ V 01 O) O1 V) j CC O J m N f9 O)O) rr.Nrt~7 E9 fA Vf fR f9 tR N d! t0 vj 100 cj OC (A 03 Qj V~ M N Fff ~ df fA W f9 ~ a ~O U c ~ ~ ~ 2 9 N p L 0 > m d U W L~l ~ ~ O W O ~ r .Y X E O. CNL~ ~ ~ NZ N Z ~ ~ ^E W p •r Y N C .N.. ~ o C O E p p_ ~ O E o ~` E ~ U r .LJ N N +~- r ~ N O C W N N G N d N ~ O F p h ^ O~€ ~ 6pL n J app. 0 E ~ p li y E d N C G ..~ .:. Y N ~ d Y Y N U Lq ~ O O +nS p Vl O ~ ~ N ~ p 0 in N a N a N N (0 ^am~~~wv~ , . cn~ p ~ g N F U u Sa a :..~ F o ;,r! u ~~ w i~ '' () ! ~ yt ~~; ~ j~ ,~;} .' p7t8il2668 0756 ATTACHMENT ~_--- ~~ ~~ ~ '~ ~ E ~~~ .~i ~~ ~~ ~. ~~ ~~ ,~ ~ ~ a m$ ~''~ a~ ~ ~ ~s ~. ~~ ~~ ~~ ~~ r ~~ Memorandum To: Members of the Ukiah City Council From: Sage Sangiacomo, Sherrie Smith-Ferri, and Maya Simerson, Community Services Department CC: Linda Brown, City Clerk Date: October 1, 2008 Re: ITEM 11 b -Award of Contract for Grace Hudson Museum Gallery & Roof Repair Work from the Damages Sustained During the 2005/2006 New Year's Flood as Approved by FEMA and Award of Contract for Non-FEMA Repair to the Facility and Approval of Corresponding Budget Amendment Utilizing Special Project Reserves. Attached for your review is the Bid Tabulation sheet for the above referenced project. The bid opening occurred at 2:00 PM Thursday, September 23, 2008 and there were two bidders. As mentioned in the agenda summery report this bid was advertized and distributed to all qualified bidders in the region. There were seven contractors that attended the mandatory site meeting. The two submitted bids were reviewed by the City's Purchasing Supervisor and the architect. Both bids were approved as acceptable bids. The low bidder was Cupples and Sons in the total project amount of $65,006.29. The FEMA reimbursed portion of the project is $54,707.05 and the total for the non- budgeted items is $10,299.24. The purchase will be made from account number 100.6150.250.000 and coded for FEMA reimbursement. The remaining unbudgeted costs are associated with the repair of the gable end flashing repair, dry rot repair, and the replacement of the two interior doors in the Hart gallery. These are all necessary repairs and it will be more cost effective to have them executed at the same time as the FEMA repair work. Staff recommends awarding the contract to Cupples and Sons for the FEMA and Non-FEMA repair work to the Grace Hudson Facility and approval of a budget amendment utilizing undesignated funds from the sale of the North State Street Fire Station currently held in the Special Project Reserve Fund (699.260.040) in the amount of $10,299.24 to complete the unbudgeted portion of this project. Staff requests the funds be transferred from the Special Project Reserve Fund to account number 699.6150.301.000 -Special Projects Reserve, Museum Project - Building and Maintenance Repair. Attachment #1: Bid Results 1R-epairs to the Grace Hudson Museum 1 Owner: City of Ukiah s & Sons action, Inc to Lane CA 95482 dy Dorn Conatn Laughlin Way wood Valley, CA Unit of Item p Item Description QTY Measure Unit Price Item Total Unit Price Item Tafal HART GALLERY STORM DAMAGE 1 REPAIRS 1 LS $42,946.00 $42,946.00 $45,029.00 $45,029.00 Bid S42,946.00 $45.029.00 Rlddinn Srhedula -Add Alternate 1 Aid Unit o/ Item # Item Description OTY Measure Unit Price Item Total Unit Prlee Item Total PERSON 8 STONE GALLERIES & 1 ACCESS HALLWAY 1 LS $6,724.05 $6,724.05 $6,200.00 $6,200.00 Bid 56,724.05 S6,200.00 8iddin Schedule -Add Alternate 2 Bid Unlt of Item # Item Description OTY Measure Unit PAce Rem Total Unit Price Item Total GABLE END FLASHING 8 DRYROT 1 REPAIR 1 LS $9,568.00 $9,568.00 $6,874.00 $6,874.00 Bid S9,568.00 56,674.00 Bidding Schedule -Add Alternate 3 Bid Unit of Item p Item Descrlptian QTY Measure Unit Price Item Total Unfi Price _ Item Total GUTTER SYSTEM duly. -Add Alterna Item a Item Description QTY Measure Unit Price Item Total Unit Price Item Total 1 HART GALLERY STORAGE DOORS 1 LS 5731.24 $731.24 $2,811.00 $2,811.00 Bld 5731.24 52,811.00 Total Bid Amount $65,006.29 $67,586.00 Listed Subs: Brad Moss Drywall Dunn Right Painting Daniels Steel Pacific Drywall Dunn Right Painting Redwood Heating & Ukiah Heating & Cooling C'rly ../~ 4/l~iuG ITEM NO.: 11 b MEETING DATE: AGENDA SUMMARY REPORT October 1, 2008 SUBJECT: AWARD OF CONTRACT FOR GRACE HUDSON MUSEUM GALLERY & ROOF REPAIR WORK FROM THE DAMAGES SUSTAINED DURING THE 2005/2006 NEW YEAR'S FLOOD AS APPROVED BY FEMA AND AWARD OF CONTRACT FOR NON- FEMA REPAIR TO THE FACILITY AND APPROVAL OF CORRESPONDING BUDGET AMENDMENT UTILIZING SPECIAL PROJECT RESERVES. Background and Discussion: During the New Year's Flood of 2005/2006 the Grace Hudson Museum sustained considerable damage. Storm water entered the Hart Gallery through the failed skylight and damaged the interior walls of the Hart Gallery. Staff is seeking Council approval for award of the contract for the Grace Hudson Museum repair work based on the outcome of the bid opening on Thursday, September 25. The need for City Council approval so soon after the bid opening date is necessitated by the fact that this project must be awarded, and work must commence before November 1, 2008, to meet FEMA deadline requirements. A bid tabulation sheet will be provided to the public and the Council at the meeting. After inspecting the facility, FEMA has accepted the City's claim for damages to the identified spaces. The scope of work for the FEMA Project identifies the damaged area and authorizes the purchase and replacement of these materials. This scope of work was utilized when the City issued a Request for Bid. Additionally there are a few components of this project that are not FEMA funded. Both structural items (roof dry rot repair & gable end flashing repair) will be easy to access during the FEMA repair work and therefore it will be most cost effective to have the necessary repairs performed in conjunction with the FEMA project. The third item pertains to the two aged and failing interior doors in the Hart Gallery, replacement of these doors is imminent and to replace them in conjunction with the interior work being performed on the Gallery best optimizes our resources and the contract process. Recommended Action(s): 1. Award contract for the FEMA authorized repairs to the Grace Hudson Museum and award of contract for non-FEMA repair to facility and approve a corresponding budget amendment from the special projects reserve account 699.260.040. Alternative Council Option(s): 1. Reject the low bid and award to alternate or remand to staff with further direction. 2. Reject all bids and remand to staff with further direction. Citizens advised: N/A Requested by: N/A Prepared by: Sage Sangiacomo, Director of Community and General Services Coordinated with: Mary Horger, Purchasing Supervisor & Sherrie Smith-Ferri, Museum Director Attachments: 1. Technical Specifications from the Request for Bid 2. Addendum from the Request for Bid 3. FEMA Scope of Work ~ ~r/ Approved:" l~,lY' +.--~~-CLij,y~,~ ~-e.t~;~- Jdrte Chambers, City Manager Subject: Grace Hudson Museum Repairs Meeting Date: 10/3/2008 Page 2 of 2 Before releasing the Request for Bid, staff submitted the scope of work and building plans to an architect for review and approval. After undergoing an architectural review, a Request for Bid was issued for the materials and labor required to make the necessary repairs. Request for bids were distributed to all companies on the City's qualified bidders list. All submitted bids will be reviewed and approved by the architect before qualifying as an acceptable bid. As with any standard construction project, there may be cost overruns by reason of unforeseen work or because actual quantities installed exceed estimated quantities. Policy Resolution No. 13, authorizes the responsible Department Head, with approval of the City Manager, to issue change orders not to exceed 10 percent of the original contract sum or $5,000 whichever is greater provided that no change, when added to the original contract sum, exceeds the amount budgeted for the project. This bid, if awarded will be used to complete the scope of work cited on FEMA project number 115. The purchase will be made from account number 100.6150.250.000 and coded for FEMA reimbursement. The remaining unbudgeted costs are associated with the repair of the gable end flashing repair, dry rot repair, and the replacement of the two interior doors in the Hart gallery. These are all necessary repairs and it will be more cost effective to have them executed at the same time as the FEMA repair work. It is for this reason that staff recommends authorizing the work and recommends approval of a budget amendment utilizing undesignated funds from the sale of the North State Street Fire Station currently held in the Special Project Reserve Fund (699.260.040) to complete the unbudgeted portion of this project. The amount of the FEMA reimbursable project along with the proposed budget amendment for the additional work will be specifically identified and presented to Council along with the bid tabulation at the Council meeting. Fiscal Impact: Budgeted FY 08/09 ~ New Appropriation ~ Not Applicable ~ Budget Amendment Required 699 Reserves Source of Funds (title and #) Account Number Addtl. Aoarooriation Requested $483,249 699.260.040 Fire House Sale 100.6150.250.000 TBD ATTACHMENT / TECHNICAL SPECIFICATIONS SECTION 12. GENERAL INFORMATION 12-01. Location and Scope of Work. All of the work to be performed will be at the Grace Hudson Museum, located at 431 S. Main Street, Ukiah, California. All work is anticipated to be performed during regular work hours. The "Scope of Work" is generally described as all labor, materials, equipment, tools, and incidentals necessaryto repair a leaking skylight and related inferior water damage, failing roof Flashing and related dryrot, patching and painting in effected areas, and miscellaneous minor repairs, all of which are describe more clearly in construction details and technical specifications in Section 13 /Appendix "A" & "B". 12-02. Examination of Site. A MANDATORY PRE-BID CONFERENCE will be held Thursday, September 18~h, 2008, 4:00 p.m. of the Grace Hudson Museum, 431 South Main Street, Ukiah, California, 95482 The Contractor should familiarize himself with the local conditions of the project sites, and shall be responsible for having acquired full knowledge of the job and all problems affecting it. Failure to do so will in no way relieve him of the responsibility for performing any of the work or operations required as a part of this contract. Further information regarding the work and/or specific questions regarding the "Scope of Work" can be obtained by contacting the "Project Engineer" Thomas Hise AIA @ (707) 744-1921. 12-03. Arrangement of Technical Specifications & Details. The Technical Specifications and Details are listed in Appendix "A" & "B", and below, for the various phases of work as follows: Specification Section No. Title 01153 Change Order Procedures 01300 Submittals 01370 Schedule of Values 01710 Cleaning 06100 Rough Carpentry 06200 Finish Carpentry 0741D Metal Roofing 07620 Flashing & Sheet Metal 07920 Sealants & Caulking 08210 Wood Doors 09260 Gypsum Board 09900 Painting Other Drawings (n/a) Site Vicinity Map Details & Drawings 01 Key Plan Describing Location of W ork 02 Skylight Cap 12-04. Business Licenses. The Contractor and any subcontractors shall each secure and maintain a valid City of Ukiah Business License prior fo the start of any portion of the work. 12-05. Permits. The Contractor shall provide, and Owner pay, for all permits required to complete this work. 12-06. Temporary Facilities. All temporary facilities, including toilet accommodations for workmen, are the responsibility of the Contractor. The removal of said facilities shall be the responsibility of the Contractor. The Contractor shall be responsible for any and all damages to existing facilities which are a result of the work. 12-07. Safeguards. The Contractor shall conduct operations so as to cause the least possible obstruction and inconvenience to the public. The Contractor shall, at his or her expense, in conformity with all local codes and REPAIRS TO THE GRACE HUDSON MUSEUM 27 Spec. No. OB-13 ordinances and as maybe required, such temporary walls, fences, guardrails, barricades, lights, danger signs, enclosures, etc., and shall maintain such safeguards until all work is completed. 12-08. Warranties. Unless otherwise indicated, the Contractor shall warrant all materials provided and work performed under this contract for a period of one year from the date of final acceptance. He shall replace promptly and at his own expense any materials and/or workmanship which fail during this warranty period. 12-09. Utilities. Water and electrical services will be provided by the owner. It is the Contractor's sole responsibility to coordinate such services as necessary with the Owner. 12-10. Preconstruction Conference. A preconstruclion conference will be held before anywork will be allowed to commence. This meeting will cover inspection, schedule forwork, and among other items, the responsibilities and procedures of each of the interested parties to assure that the project will be completed in accordance with the contract documents. 12-11. Safety Requirements. The Contractor shall comply with all pertinent provisions of the Department of Labor "Safety and Health Regulations for Construction (29 FCS Part 1518, 36 CFR 7340)", with additions or modifications thereto, in effect during construction of this project. SECTION 13 -DETAILED SCOPE OF WORK 13-01. Appendix "A". Base Bid 1. The "Base Bid" consist of storm related repairs (FEMA) in the large exhibit room known as the "Hart Gallery", designated as Exhibit "B" on the Key Plan Drawing. The Base Bid shall include all associated Contractor profit and overhead, and shall stand alone as the entire scope of work, should the Owners elect not to proceed with the "Add Alternates". The Base Bid shall include the following specific work and any work anticipated as being required to provide a complete and finished project: 1.1 Skylight 1.1A Removal & Replacement: The Contractor is instructed to remove the existing ridge skylight located over the "Hart Gallery", and replace it with a custom fabricated inverted sheet metal pan made from naturally weathering (rust) steel (Corlen) to match the existing "Bermuda" style roofing. (see Detail 02) 1.1B Water Testing: Prior to fabricating and installing the new metal pan to replace the skylight, the Contractor is instructed to temporarily protect the opening from moisture intrusion, and water test [he existing skylight curb flashing and adjacent roofing, for weather-tightness. (48) hours prior to performing this lest, the Contractor shall notify the Owner and Project Engineer, to arrange for (heir observation of the water test. Upon confirming the weather-tightness of the existing curb flashing, the Contractor shall make the skylight opening weather proof until the installation of the metal pan is complete. Upon completion of this installation, the Contractor shall again notify the Owner and Project Engineer, and repeat the water test, including the new metal pan installation. 1.2 Interior Finishes 1.2A Assessing Extent of Water Damage: The Contractor is instructed to provide a (4") diameter inspection hole al each area where water damage to the drywall system is apparent. (48) hours prior to providing these observation holes, the Contractor shall notify the Owner and Project Engineer, to arrange for their timely inspection and determination of the possible presence of mold and dryrot. In the event mold andlor dryrot are found, the extent of remedial work will be determined and a Additive Change Order will be requested of the Contractor. 1.28 Water Damage Repairs: Upon completion of a damage assessment and repairs as needed, the Contractor is instructed to repair and restore the drywall system to a "Level 4" finish to match the existing, and prepare and paint the entire room using the same colors (lo be provided by the Owners). REPAIRS TO THE GRACE HUDSON MUSEUM 2 8 Spec. No. 08-13 1.3 Care and Protection of the Area of Work 1.3A The Contractor is responsible for any and all damage to the existing building and adjacent finishes, including other areas which will remain in operation for the duration of this work. The Contractor is required to submit a written plan outlining his "Care & Protection" strategy, and the plan must be approved, and in-place prior to commencement of any work. 1.38 The extent of effort needed must include the following critical items: (1) Protect the safety of Museum Staff and Patrons, including maintaining an environment free of dust, noise, and construction debris and operations. (2) The Contractor shall isolate the area of work from ongoing building operations and systems, including disconnecting fire protection, security, and environmental control systems serving the effected area. Dust control is a major concern, and access opening, ductwork, and attic areas are obvious areas requiring protection. (3) Access far workmen and materials shall be from the east patio, and the parking lot to the south. All walking and building surfaces, and vegetation should be protected from damage and kept clean at all times. (4) The Museum houses a treasure of extremely valuable and irreplaceable items, and security concerns are paramount. There shall be no access from the area of work to ongoing Museum activities. Provisions shall be made to have a ' responsible supervising person present at all times when workmen are present. The Contractor shall be responsible for maintaining the security of the area of work, including the east Patio access. (5) Lighting Systems: The Contractor is responsible for cataloging, removing, safely storing on site, and reinstalling the existing track lighting system in the Hart Gallery. (6) Stain grade wood finishes, casework, carpets, and all finish items that are not part of this work, shall be protected at all times. (7) Protection from the weather and natural elements must be maintained at all times, and never left exposed or open unless the responsible supervising person is present. Measurement and Payment. The contract lump sum price shall be compensation in full for all labor, materials, equipment, tools, including any and all incidentals to. 13-02. Appendix "B". Add Alternates Add Alternates shall include all associated Contractor profit and overhead, and shall stand alone as a distinct and separate scope of work to be accepted or rejected by the Owner, depending on cost and available funds. However, the acceptance of an "Add Alternate" assumes that it will be coordinated v~ith work in the "Base Bid". 2.1 Add Alternate 1 Person & Stone Galleries & Access Hallway Water Damage Repairs: These Galleries are designated as Exhibit "C" 8 "D" on the Key Plan. The Contractor is instructed to repair and restore the drywall system to a "Level 4" finish to match the existing, and prepare and paint the entire room for repainting using the same colors (to be provided by the Owners). Measurement and Pavment. The contract lump sum price shall be compensation in full for all labor, materials, equipment, tools, including any and all incidentals to. 2.2 Add Alternate 2. Gable End Flashing & Dryrot Repair: Due to a Flashing failure, rain water was able to come in contact with the roof sheathing, and eventually formed dryrot. The Contractor is directed to remove metal roofing panels as needed, and replace REPAIRS TO THE GRACE HUDSON MUSEUM 29 Spec. No. OB-13 damaged material to match, re-install Flashing, caulking, and restore finishes to match. Measurement and Payment. The contract lump sum price shall be compensation in full for all labor, materials, equipment, tools, including any and all incidentals to. 2.3 Add Alternate 3. Copper Rain Gutter 8 Rain Leader Replacement. Remove and replace approximately (74'-0") of copper gutter system with a painted (color to be approved by the Ciry) galvanized steel gutter system on the South side of the Museum. The Contractor is directed to use the material being replaced to fabricate and install beam-end Flashing caps, on the east side of the Administrative wing of the Museum. Measurement and Pavment. The contract lump sum price shall be compensation in full for all labor, materials, equipment, tools, including any and all incidentals lo. 2.4 Add Alternate 4. Replace existing storage doors with two (2) (1-3/8") solid core, smooth surface, paint grade, storage doors in the Hart Gallery, including new "Blind" hinges and concealed hardware. Measurement and Pavment. The contract lump sum price shall be compensation in full for all labor, materials, equipment, tools, including any and all incidentals to. SECTION 14. EXCLUSIONS FROM GENERAL CONDITIONS 14-01. Provisions to be Excluded from General Conditions. The following designated provisions of the General Conditions are hereby determined to be inapplicable to the proposed work and, therefore, are hereby excluded from the terms of the Notice to Bidders, Proposal, Agreement and other contract documents as though entirely omitted from said General Conditions: No exclusions. SECTION 15. AMENDMENTS TO GENERAL CONDITIONS 15-01. Sections of General Conditions to be Amended. The following designated sections of the Special Provisions are hereby amended to read as follows: No amendments. REPAIRS TO THE GRACE HUDSON MUSEUM 3 0 Spec. No. OB-13 CITY OF UKIAH MENDOCINO COUNTY, CALIFORNIA PROPOSAL FOR REPAIRS TO THE GRACE HUDSON MUSEUM Specification No. 08-13 The undersigned, as bidder, declares that he or she has examined thoroughly all of the contract documents herein contained, that this proposal is made without collusion with any other person, firm or corporation and that all laws and ordinances relating to the interest of public officers in this contract have been complied with in every respect. AND he or she proposes and agrees, if this proposal is accepted, 1) that he or she will contract with the City of Ukiah, Mendocino County, California, in the form of the copy of the agreement herein contained a) to provide all necessary machinery, tools, apparatus and other means of construction; b) to furnish all materials; c) to provide all superintendence, overhead expenses and all labor and expenses of whatever nature necessary to complete the job in conformity with the specifications and drawings and other contract provisions herein or reasonably implied hereby or as necessary to complete the work in the manner and within the time named herein and according to the requirements and to the reasonable satisfaction of the City Engineer; d) to pay all charges of freight transportation and hauling; 2) that he or she indemnifies the City against any loss or damage arising from any act of the undersigned as Contractor; and 3) that he or she will accept as full payment therefore the following sums: BIDDING SCHEDULE -BASE BID In case of discreoancv between words and figures. the words shall prevail ITEM NO. QUANTITY DESCRIPTION AND UNIT PRICE BID EXTENDED AMOUNT FOR ITEM (in words and in figures) (In figures) Hart Gallery Slonn Damage Repairs, for the lump sum price of: S 1 1 LS 5 Total BASE Bid Amount In Words: Total BASE Bid Amount in Figures: S REPAIRS TO THE GRACE HUDSON MUSEUM 31 Spec. No. 08-13 BIDDING SCHEDULE -ADD ALTERNATE 1 BID In case of discreoancv between words and figures. the words shall orevail ITEM NO, pUANTITY DESCRIPTION AND UNIT PRICE BID EXTENDED AMOUNT FOR ITEM (in words and in figures) (in figures) Person & Slone Galleries 8 Access Hallway, for the lump sum price of: 1 1 LS $ 5 Total ADD ALTERNATE 2 Bid Amount in Words: Total ADD ALTERNATE 2 Bid Amount in Figures: S BIDDING SCHEDULE -ADD ALTERNATE 2 BID In case of discre anc between words and fi ures, the words shall prevail ITEM NO. QUANTITY DESCRIPTION AND UNIT PRICE BID EXTENDED AMOUNT FOR ITEM (in words and in figures) (in figures) Gable End Flashing & Dryrot Repair, for the lump sum price of: 1 1 LS S S Total ADD ALTERNATE 3 Bid Amount in Words: Total ADD ALTERNATE 3 Bid Amount In Figures: S BIDDING SCHEDULE -ADD ALTERNATE 3 BID In case of discreoancv between words and figures. the wnrdc shau nrevall ITEM NO. QUANTITY DESCRIPTION AND UNIT PRICE BID - - ---- EXTENDED AMOUNT FOR ITEM (in words and In figures) (in figures) Rain Gutter System Replacement, for the lump sum price of: 1 1 LS S 5 Total ADD ALTERNATE 4 Bid Amount in Words: Total ADD ALTERNATE 4 Bid Amount in Figures: S REPAIRS TO THE GRACE HUDSON MUSEUM 3 2 Spec. No. 08-13 BIDDING SCHEDULE -ADD ALTERNATE 4 BID In case of discrepancy between words and figures. the words shall prevail. ITEM NO. QUANTITY DESCRIPTION AND UNIT PRICE BID EXTENDED AMOUNT FOR ITEM (in words and in figures) (In figures) Hart Gallery Storage Doors, for the lump sum price of: 1 1 LS S S Total ADD ALTERNATE 5 Bid Amount in Words: Total ADD ALTERNATE 5 Bid Amount in Figures: S W e, fhe undersigned, acknowledge that the Cily Council has reserved the right to reject any or all bids or to select the base bid plus any additive bid Item or combination of additive bid items and to determine which proposal is, in its opinion, the lowest responsible bid of a responsible bidder and that which it deems in the best interest of the City to accept. W e, the undersigned, further agree, if this proposal shall be accepted, to sign the agreement and to furnish the required bonds with satisfactory surety, or sureties, within fifteen (15) calendar days after written notice that the contract is ready for signature; and, if the undersigned shall fail to contract, as aforesaid, it shall be understood that he or she has abandoned the contract and that, therefore, this proposal shall be null and void and the proposal guaranty accompanying this proposal, or the amount of said guaranty, shall be forfeited to and become the property of the City. Othervvise, the proposal guaranty accompanying this proposal shall be returned to the undersigned. Witness our hands this day of , 20_ Licensed in accordance with an act providing for the registration of California Contractors License No. expiration dale THE CONTRACTOR'S LICENSE NUMBER AND EXPIRATION DATE STATED HEREIN ARE MADE UNDER PENALTY OF PERJURY. Signature of bidder or bidders, with business address, phone number and fax number: Notice: In the case of a corporation, give below the addresses of the principal office thereof and names and addresses of the President, Secretary, Treasurer. REPAIRS TO THE GRACE HUDSON MUSEUM 33 Spec. No. 08-13 ATTACHMENT oC C~ BP 411 3TRfl8T ~, 954 REPAII2S TO THE GRACE HUDSON MUSEUM SPEC. N0.08-13 Addeudum No. 1 September 23, 2008 The following is Addendum No. 1 to REPAIRS TO THE GRACE HUDSON MUSEUM, SPEC. N0.08-13. This Addendum consists of these 2 pages, 8 pages of "Parts & Installation" instructions for lighting system, and 2 pages of "As Built" skyliglt[ detail. IF YOU SUBMIT A BID, ACKNOWLEDGMENT OF THIS ADDENDUM MUST BE SHOWN ON THIS ADDENDUM. IN ADDITION, THIS SIGNED ACKNOWLEDGMENT MUST BE SUBMITTED WITH THE BID. Item 1 Base Bid: a. Track lighting and suspension hazdware to be completely removed prior to repairs and painting. Lighting parts maybe stored on-site, the exact place to be coordinated with the Museum staff. b. Skylight opening: The existing opening shall be framed with (2 x 6) rafters @ (16" oc) with (3/4") cdx plywood roof sheathing, covered with (15#) roofing Felt, then covered with the proposed opening metal cover. The opening metal cover shall be a powder coated finish. c. Disconnecting and removal of security and fire protection systems, as described in paragraph (].3B-2), shall be by Owner. d. Manufacturer's "Parts & Installation" instructions have been attached to this addendum (8 pages) e. "As Built" skylight detail have been attached to this addendum (2 pages). f Drywall Repaus: Upon further inspection, beyond the obvious lup joint repairs, an additional Fifty-five plus (55+) joint repair locations have been observed. It is hereby suggested, that the con[mctorinspectthe proposed work using a high output light, prior to submitting a bid for this work. g. Please include repairs of all wall art attaclunent holes, and a drywall skhn coat over the entire Gallery, including ceiling and walls. h. Jobsite Storage: The contractor will be allowed to place a (S' x 20') storage container in [he parking lot, in the nearest pazking spaces east of the rear yard access gate. Page 1 oft Spec. No. 08-13 -Addendum 1 dated 9/23/08 REPAIIiS TO THE GRACE HUDSON MUSEUM SPEC. NO.OS-13 Addendum No. 1 September 23, 2008 The following is Addendum No. 1 to REPAIRS TO THE GRACE HUDSON MUSEUM, SPEC. NO. 08-13. This Addendum consists of these 2 pages, 8 pages of "Parts & Installation" instructions for lighting system, and 2 pages of "As Built" skylight detail. IF YOU SUBMIT A BID, ACKNOWLEDGMENT OF THIS ADDENDUM MUST BE SHOWN ON THIS ADDENDUM. IN ADDITION, THIS SIGNED ACKNOWLEDGMENT MUST BE SUBMITTED WITH THE BID. Item 1 Base Bid: a. Track lighting and suspension hardware to be completely removed prior to repairs and painting. Lighting parts maybe stored on-site, the exact place to be coordinated with the Museum staff. b. Skylight opening: The existing opening shall be fratned with (2 x 6) rafters @ (16" oc) with (3/4") cdx plywood roof sheatlilng, covered with (15#) roofing felt, then covered with the proposed opening metal cover. The opening metal cover shall be a powder coated finish. c. Discoanecting and removal of security and fire protection systems, as described in paragraph (1.3B-2), shad be by Owner. d. Manufacturer's "Parts & Installation" instructions have been attached to this addendum (8 pages) e. "As Built" skylight detail have been attached to this addendum (2 pages). f. Drywall Repairs: Upon further inspection, beyond the obvious lup joint repairs, an additional fifty-five plus (55+) join[ repair locations have been observed. It is hereby suggested, that the contractor inspect the proposed work using a high output light, prior to submitting a bid for this work. g. Please include repairs of all wall art attachment holes, and a drywall skim coat over the entire Gallery, including ceiling and walls. h. Jobsite Storage: The contractor will be allowed to place a (8' x 20') storage container in the parking lot, in the nearest parking spaces east of the rear yard access gate. Page 1 oft Spec. No. 08-13 -Addendum 1 dated 9/23/08 Item 2 Add Alternate 2: Dryrot repairs included in this item, are limited to the East gable end roof overhang only. For bidding purposes, the extent of dryrot repairs shall be limited to damage visible from the ground. Gable end flashing repairs include the cap flashing on the both the West and East gable end overhangs. The East gable end flashing shall be removed and repair consistent with repairs described for the West gable end cap flashing. Item 3 Add Alternate 3: Gutter and rain-leader replacement material to be "galvalume". Paint color is intended to simulate the existing weathered copper (dirty penny). Item 4 Work Completion Time (page 42): Article 1 Work to be Done & Contract Days Allowed, should read ninety (90) calendar days. Item 5 Submittals & Shop Drawings Schedule: (the followhtg items require shop drawings and/or Submittals) a. Base Bid: 1. Skylight opening metal cover design and fabrication details (shop drawings). 2. Paint color samples applied to actual surface (submittal). 3. Written plan outlining contractors "Care & Protection Plan" strategy. 4. Skylight opeiilng metal cover powder coat color sample. Color to simulate rust (submittal). b. Add Alternate 1: 1. Paint color samples applied to actual surface (submittal). c. Add Alternate 3: 1. Beam end flashing caps (shop drawing). 2. Paint color sample applied to actual surface (submittal). d. Add Alternate 4: 1. Locking and hinge hardware (submittal). All other terms and conditions remain in full force and effect. l~ Wl Mary V or er Purchasii upervisor ACKNOWL)rDGMT;NT I hereby acknowledge that I have received this Addendum No. 1 and have reviewed and considered it before submitting my bid. Signed: Company Name: Date: Page 2 of 2 Spec. No. 08-13 -Addendum 1 dated 9/23/08 ' ,, STAR' ~ Ar01 A Sl _ B SI ~7~ ~+ , ~F~ I ~~ ~ Sl L~ , ~ 0/4 4X6 RAFTER !j ~/ 1 ` I f~- 4 X 6 OUTLOOKERS ®4'-0" O.d. TO MA7CH (E) CANT. RiOGc J015T CAVITY FULL OF INSULAl10N NO AIR SPACE) !! 5h'EAR PLWJD. ih'ROUG ~i,{".A:_^w:..N: 4CWR ~.a~`Iwn:.P$iLtII12tT'f,.-. :r fr;; 5>i.. iSCR'1N ~: .T 6X8H R. xe ~. ~ XSHDR (` /12a . a F.0.5. ..... ..... _ _ _ _ _ _ .'~.. 1'~' ... T4.,...~ _ _ _ 0 - 6 X P05T F L HT. W 6 TO M W/ (6 . I li ~ Et I E .x~a't ] ya C p2i L I . II I ' • HU416 TYP ®4 PLAL~ES ]vrzu v~ nrz'x u•rx r- ~ -- I- ~ ::tea ~ - - - - ' I I ~' I ' r I ' m I ~ ~ 1 ' r ~ ~ I I A be 0 x ya.xu• ~ ` ~ . ~ a~x~rt p1 t - o v ~ J _ IUT14 TYP qi 4 PLACES I ~ I I . ~~ 6 X 6 KING P05T I I : 51/4" X 14" PL-HDR. I I '.y _:.. ... ..< . t! ^p" ;': 1 . z 6 POST „~`' I I I ~, t-~--• ~ ,,: v ,._,~~ ' CF-6-5052 ~ c. _u v eM C ~ ryF ~ 0 r _ I I'~ ,.,,:...., ,:... ,. ~' ~ "` 51/4"X14"PL HOR ~ ~r ~~~ ~~~ir~~N ~ ,a~ ~ ~i}~ d •G ~r-~wiN r !1 ~j~''LFr`~'/q=~~`~ •~.~oG etu~ ?d.G ~~sL ~~ ~2~W ~ 52-n~~~ P. pC piral~iN ~~~ ~~ ,/~, ~~_ AIM"- S~. i EYw~ ~~~~-tom rD '`_...~ ~... / -.. ~ T / ~~ ~",_ arc. - . O ~, ~~ `~ ,} (~ .- _. :. ~`~~ ,. LSI Surface Track Specifications GENERAL Lighting Track shall allow fixtures to be located anywhere along the track length. Fixtures shall be easily focused, switched, dimmed, accessorized and removed as desired. Track rystem shall have a five year warrinty from date of shipment. MECHANICAL Lighting Track shall be constructed of .070 (2mm) extruded aluminum with overall height of 1.42 (36mm) and overall width of 1.812 (46mm). Track shall have same overall dimensions and physical appearance for both one and two circuit models. Track shall be available in nominal 4 foot (1.2m), 8 foot (2.4m), and 12 fool (3.7m) lengths, in Cleaz Anodized, Black, White, or Graphite high temperature baked paint finish. Track shall be field cuttable to any length with a single cut. Track system shall be available with End Feed, End Cap, $traigbt Mini-Joiner, Straight Joiner/Feeder, Flexible Joiner and L, T, and XJoiner/Feeders as snndard components. Track shall have the ability to be directly surface mounted. Track shall have pre- punched mounting slog for direct mounting [o any surface. Track shall have the ability to: be mounted 1/2 inch (13mm) from a surface by extruded aluminum mounting clips, be suspended from a surface by a field cuttable stainless steel cable system, and be suspended from a surface by a field cuttable steel stem system. Track shall have the ability to recess into separate extruded alutautum housings by means of locking hardware supplied wi[h housings. ELECTRICAL Lighting Track and components shall be UL and CUL listed, and comply with the National Electric Code standards for Lighting Track. One and two circuit Lighting Track shall be rated at 120/250 volt, 50/60 Hz. 2400 watts maximum each circuit. Each 20 amp/120 volt circuit shag be comprised of flat copper busbars and have a separate neutral busbu for each cacuit busbar. The neutral busbaz shall be oversized to be comparable to #10 gauge 30 amp wire to reduce the possibility of overheating due to non-lineaz loads and harmonic. Track shall have integral wiring channels For six (6) additional #12 THHN wires to creau three (3) additional 20 amp/120 volt dreuits for a total track power capacity of 100 amps. A separate grounding busbaz shag be integral in all track lengths. All busbars shall be insulated to prevent contact with aluminum extrusion. Track shall have electric feed capability through all Joiner/Feeders (except Flexible Joiner and Straight Mini-Joiner) using either 1/2 or 3/4 U.S. trade size knock-outs (.875 diameter, 22mm or 1.125 diameter, 29mm). joiner/Feeders can be electrically field modified by removing the LexanT"' cover and rerouting intemal pre-wired jumpers. All Joiner/Feeders shall be available in Black, While, Silver, and Graphite GE fiber reinforced Lexan*"'. One and two circuit Lighting Track with separate neutral busbars shall have rite ability to have each circuit separately dimmed as required when using standazd voltage and low voltage fixtures with either magnetic or elecaonic transformers. Track shall have the ability to be dimmed or switched in selecud sections in addition co dimming or switching an entire track configuration or track run. FIXTURE FITTING INTERFACE Track shall accept GE fiber reinforced LexanTM fixture fittings which positively lack into track and cannot be energized by the integral switch until safety interlock handle is in the closed position. Safety interlock shall also prevent fixture fitting removal from track unless the switch is in [he "off° position. Upon insertion of fixture fitting into track, grounding connection from fixture fitting to track shag be automatically completed before any electrical contact is made with busbars. When removing fixture fitting Erom track, the grounding connection shall automatically be disconnected last. The fixture fitting shall recess into the track, creating a minimal profile below the crack Fix[ure fittings for low voltage fixtures shall be furnished with fuse of the correct ampere rating for integral transformer protection, and shall not be fused as a branch circuit. „3116' caouNa 19/16' cxr~ 13/16' ~rurnu l One Ckt Tradt 113/16' GafNND 1!/16' ar+ crrx NAl1ML1 NfU1MlE 13/16' Two Ckt Track .. ........... ~~... Typical LSI Surface Track Configurations ............................................................................................................. ENO fEED STNILMT IDINFRIif®E0. Bridge Track Appliptlon FND FEED l:eiling AppllEatlon/Harixontal Mount ICK mwEUrnE ~_ SfMILNi MINIJOWfP INOLE TPKS 3 .................................. Ceiling to Wall AppllcatlonNertical Mount E mlcEln ~ne Circuit Configuration LSI Mounting Systems Specifications GENERAL Mounting Systems shall allow LSI Track Systems to be fas[ened to or from various surfaces in a wide range of safe and approved me[hods. Mounting Syscems shall have a five year warranty from date of shipment MECHANICAL Mounting stems shall be made from .50 (13mm1 diameter steel. All mounting canopies shall be made from either 20 gauge steel (lmm) or .080 (2mm) aluminum. All Mounting Syscems shall be available in either Clear P.nodized, Galvanized, or Slack, White, Silver, or Graphite high [emperature baked pain finish. Mounting stems shall be capable of being cut [o length in the field. All hang- straightstems shall have a 30° swivel From plumb in all directions. All stem and cable rystems shall be available in either 18 inch (457mm), 48 inch (1.2m) or 96 inch (2.4m) standard lengths. Cables shall be constructed of .062 (1.6mm) Brainless steel cable and be capable of being cut to length in the field. Stem and cable mounting systems shall have a safety collar to ensure proper tightening of locking hardware for all field tumble systems. Mounting systems shall be capable of being mounted to T-bar ceiling structures either parallel or perpendicular to the T-bar by means of galvanized mounting clips. ELECTRICAL Mounting Systems shall be UL and CUL listed, and comply with the National Elecvic Code srandards for Lighting Track. Mounting Systems shall have provisions for feeding Track System through feed stems or flexible robing with a maximum of 5 k12 THHN wires and with Stainless Steel Cable Feed ICit a maximum of 9 H12 THHN wires. FIXTURE FITTING INTERFACE Mounting Systems used in conjunction with Track shall accept GE fiber reinforced LexanT~^ fixture fittings which posirively lock into track and cannot be energized by integral switch until safety interlock handle is in closed position. Safety interlock shall also prevent fixture fitting removal from track unless the switch is in the "off" position. Upon insertion of fixture fitting into tnclt, grounding connection from funure fitting to track shall be automatically completed before any electrical contact is made with busbars. When removing fixture fitting from vack, the grounding connection shall automatically be disconnected only after the elec[tical contac[ witii busbars aze disconnected. The fixture fitting shall recess into vack creating a minimal intrusion in[o space. Fixture fittings for low voltage fixtures shall be famished with fuse of the correct ampere rating for incegral vansformer pro[ection, and shall not be fused as a branch circuit. Surfatt Hanger Clip Stainless Steel Cable Support s•oui --1 ia• oiw 18 Canopy Stem Support '~ l ,y ~~ 1 "typical LSI Mounting Systems Configurations 19 ............................................................................................................................................................ CJ w+ow m wN FND FFFD WNFN USING SLMFACE NNVDE0. CUPS Surface Hanger Clip Application CANOPY FFFD SFFM NIi MCEWAY COYER Stem Appllation STAINlFS$S1EEL wLSSUrwRY imr STRNDMTRACIE RUN ONLY STNNL6$ STEEL VaLERID 5ffiinless Steel Cable Applintlon STNMLESS STEEL GELF RED Stainless Steel Cable Support Klt Stainless Steel Cable Support Kit/ Stmight Tmek Run Only Stainless Steel Cable Feed KIt A 4 ................................................................. T-Bar Hanger Clips T-Bar End Feed with Canopy Klt T-Bar Stmight lolner/Feeder with Canopy Kit s o.*ee. LSI Mounting Systems Components Use single field tumble able complete wi[h mounting devices for ceiling cock configurations only. For normal usage, ISI recommends rno cables pet 4 Eoot (1.2m) length, two cables per B foot (2.4m) length and three cables per 12 fao[ (3.7m) length. Twin field tumble abler complete with mounting device for ceiling s[raigh[ run trek installation. Used [o keep track from twisting after fizmres are mounted. Canopy ki[ for mounting [o standard flush outlet box, supplied complete with flexible conduit for feeding in[o rack End Feed or any Joiner/Feeder. Field tumble. (Max. 9 #12 THHN vi¢et in flexible conduit) ......................................................................................... T-Baz Hangu Clips for mounting track parallel to, or at right angles to T-Bar ceiling. For normal usage, ISI recommends [wo hanger clips per 4 foot (1.2m) leagch, two hanger dips per B fao[ (2.4m) length and [hree hanger ceps per 12 foot (3.7m) length. Two pairs per package. T-Bar Eod Feed wi[h Canopy Ki[ includes a slo¢ed ocwganal outlet box (or mounting and for energizing T-Bar End Feed with concealed wires. . vr-5- , l.'5 ]'Sc 5 3/16" T-Bar Straight joiner/Feeder wi[h Canopy Kit includes a sloc[ed octagonal outlet hex for moundng and for energizing T-Bar Straight Joiner/Feeder wi[h concwled wires. rz Flnish Nominal lengtlt 18" 46" %" Clr Anod One 6 Two Ckt 73709 73111 73124 Black One & Two Ckt 73209 73271 73224 White One 6 Two Gkt 73309 73311 73324 Graphite One & Two Ckt 73409 73411 73424 .............................................................................. Flnish Nominal length 18' 48" 96" Or Anod One & Two Ckt 73176 73117 73725 Black One & Two Ckt 73276 73277732]5 White One 6 Two Ckt 73376 7331773325 Graphite One & Two Ckt 73416 73417 73425 Flnish Nominal length 78" 48" 9fi" Clr Anod One 6 Two Ckt 73108 73710 73726 Black One 8 Two Ckt 73208 73270 73226 White One 6 Two Ckt 73308 73370 73326 Graphite One h Two Ckt 73406 7347073426 Finish Galvanized 30652 3G14i: Or Anod One Ckt 31740 Two Ckt 32140 Black One Ckt 37240 Two Ckt 32240 White One Ckt 31340 Two Ckt 32340 Graphite One Ckt 31M0 Two Ckt 32440_ Flnish Clr Anod One Ckt 31747 Two Ckt 32141 Black One Ckt 37241 Two Ckt 32241 While One Ckt 31347 Two Ckt 32347 Graphite One Ckt 37441 Two Ckt 32441 T-Bar L Joiner/Feeder with Canopy Kit +vr sn 3 v1" ISI Mounting Systems Components T-Bar L Joiner/Feeder with Canopy Ki[ includes a slowed ocugonal outlet box for mounting and (or energizing T-Bar L Joiner/Feeder with concealed wires. T-Bar T Jolnar/Feeder with Canopy Kit T-Bar T Joiner/Feeder with Canopy Kir includes a slo[ced octagonal outlet box for mounting and {or energizing T-Bu "'t~ S° T Joiner/Feeder with concealed wins. 5 3116' T•Bar %lolner/Feeder with Canopy Kit T-Bar XJoiner/Feeder with Canopy Kit includes a slotted ocaagonal outle[ box for mounting and {ar energizing T-Bar ' r/'~ s` X Joiner/Feeder with concealed wires. i l/16' T-Bar Canopy Feed Stem Kit r ~Qd ~~ Finish 23, Clr Anod ~ One Ckt 37142 Two Ckt 32142 Black One Ckt 31242 Two Ckt 32242 White One Ckt _ 31342 Two Ckt 32342 Graphite One Ckt 31442 _ Two Ckt 32442 .................................................................. Finish LeftJOlner Riaht Joiner Or Anod One Ckt 31743 37144 Two Ckt 32745 32145 Black One Ckt 37243 _ 37244 Two Ckt 32245 32245 Whfte One Ckt 37343 31344 Two Ckt 32345 32345 Graphite One Ckt 37443 31444 Two Ck[ 32445 32445 ................................................................................................ For stem mounting, [he 18 inrh (457mm) and 48 inch (11m) Canopy Feed Stem Kiv arc used [o bring feeds (max. 5 a12 THHN wires in stem) down to an End Feed or any Joiner/Feeder from the recessed outlc[ box. Note that the stem does not mount o„nmm, directly into the End Feed, but ran be mounted up to 32" (S1Z.Bmm) away from end of vack. The three 13.50 inch (343mm) length mceway cover can be field cut [o give a wide variety of mounting IDCations for the stem and simultaneously creates an enclosed raceway for [he incoming wires. v yr Field cuttablc. T-Bar Canopy Support Stem Kit The IB inch (457mm) and 48 inch (1.2m) T-Bar Canopy Support Stem Kiw are used t_T~l~'If ILJ w mechanically support the track from the T-Bar. Field cuttable. t h a 5' Dumper N Finish Clr Anod One Ckt 31146 Two Ckt 32146 81ack One Ckt 31246 Two Ckt 32246 White One Ckt 31316 Two Ckt 32346 Graphite One Ckt 31446 Two Ckt 32446 Hnish Nominal length 18' 48" 9fi" Clr Anod One 6 Two Ckt 73772 73114 73722 _ Black One & Two Ckt 73272 73274 73222 White One & Two Ckt 73372 73314 73322 _ Graphtte One 6 Two Ckt 734tt 73474 73422 Finish Nominal length 78' 48' 96" Clr Anod One 6 Two Ckt 73113 73115 73123 Black One 6 Two Ckt 73213 73215 73223 White One 6 Two Ckt 73313 73315 73323 Graphite One b Two Ckt 73413 73415 73423 ~'' LSI Mounting Systems Installation ~'Veli t.ena ourLn eaa ~TM cwFa rurF i.e wxcNEOCaxounosaors r.o V IOINEWFEFnER ,~ rxaenom cross suF uxoPrmvm LOCONO COLWI SnFL SnM 5umcouM rNiuros NEao scow stEM Mouxrwc uIP SnM CLAMP WRN TRTCI1Ew5 1xafA[Im CAOET BM UNOrY COVE0. Lacwxc couAR snu srsM Q ~~ !"~ sum cauAa Ft~11 moors NESO SCRFw StFM MOInnINO NP LV CiOAME COV[0.5 ~nnctwAVCwEu 5nM UM1P vmN sv saws 2s T-Bar Joiner/Feeders with Canopy NIt Moon[ supplied T-Bu outlet box on top of T-Bar ceiling. Insull T-Bar joiner/Feeder and T-Bar cover place with strews provided. Bring conductors through the pre-punched sloe to energize End Feed or Joiner/Feeder. Field Cuttable Support and Feed Stem Mounting For normal usage, ISI recommends two stems per 4 foot (t.2m) length, two stems per B foot (2.4m) length and three stems per 12 foot (3.7m) length. Determine the length of [he stem required and cue with a sharp hacksaw or a chop saw with anon-ferrous blade. Support Stem Mount thrwded crossbar to surface with hudwue (hy others) npable of withstanding a 50 Ib. pull. Secure canopy cover in place using se[ screw lon[ed in locking collar (ar two p8-32 screws for Hang Svaight Stem). Install stem mounting clip by first pushing safery eollu, [hen stem mounting clip up on[o [hc stem. Fazten the stem clamp omo she stem by tightening the two set screws firmly. Thrad safery collu on[o the s[em clamp making sure i[ seau all [he way. Safery collar will not sea[ properly if set screws ue not tightened. Install mck onro stem mounting clip by [ightening the Phillips head screw aher vack is seated. Feed Stem Fced Stem is assembled the same way az [he support s[em with [hrcc excepdons. ]. Mount threaded crossbar [0 4 inch octagonal ou[Ict box (by others). 2. Feed conducors through stem prior ro mounting onro ou[Ict box or vack. 3. Raceway covers and closure covers mus[ be installed in order to run wires to the nearest End Feed or Joiner/Feeder. LST Mounting Systems Installation ® GBIE MOUM W LE MOVM wSERT STMNtE52 nm GBLE sutlvcoLLME mlulvs NfaD SCREW GBIE MOUN11N4 CLIP ~ _ wuuunv WltN Znscuws CM1DSSIAR [A11oPt Guorr MouNSINC scRnvs nfwBLfcanourt CONDVIr CONNfCEOrt -_ ALUMINUM LOCK NUr 26 Fleld Callable Stainless Steel Cable Support Mountlng Do not cut able prior to usembling. Maun[ Cable Mount with #10 screw or from top widt 1/4-20 hardware (by others) apable of withs[anding a 50 Ib. pull. Thrnd dtt able and able mount insert in[o the bottom of tht cable mount. Ins[all nblc mounting clip by Cast pushing safety collaz, they cable mounting clip up on[o the cable. Fasten [he n61e clamp onto the rzble by dghttning the two se[ screws firmly. Thread safety collar onto the cable clamp making sure it seau all the way. Safety collaz will not seat properly if set screws aze noc tightened. Install crack onto cable mounting clip by [igbtening the Phillips head screw aher track is seaud. j:xva cable can lay in top sec[ion of the track. Field Callable Stainless Steel Cable feed Mountlng Dttcrmine the length of the flexible candui[ rtqu'ved and cut with a sharp hacksaw or a chop saa with a non- ferrous blade. Atuch conduit connettot to cut end of flexible conduit. Mount ccossba to a 4 inch octagonal outlet box (by others). Feed conductors through flexible conduit. Attach 5 inch diameter canopy to threaded crossbar. Amch fltxible conduit to an End Fced or Joiner/Feederconduit plate with aluminum locking nut. .~ ~;; y~`,\1 ATTACHMENT '-~~' FEDERAL EMERGENCY MANAGEMENT AGENCY O.M.B. No. 3067-0151 PROJEGT WORKSHEET Expires April 30, 2001 PAPERWORK BURDEN DISCLOSURE NOTICE Public rzporting burden for this form is estimated to aecrage 30 [ninutes. The burden estimate include; the time for reviewing instructions, starching existing data sources, gathering and nuzintaining tbz needed dais, and completing and subrniuing the fom>_a You are not required to respond ro this collecdon of information unlccs a vslid OMB connol number is displayed in the upper right comer of the forms. Send comments rcguding the accuracy of the burden estimate and any suggestions for reducing the burden ro: In(otmation Collections IrLumgemea[, Fcdval Emergency Manactment Agency, S00 C Street, SPr, lVtichington, DC 20472, Paperu~ark Reduction Project (3067.OI51). NOTE: Do not Bond our com leted Conn to thin address. DECLARATION NO: PROJECT NO. FIPS NO. DATE CATEGORY FEMA 1628 DR 115 045-81134-00 05l16I06 E DAMAGE FACILITY LOP # 115 (Gallery), & # 116 Raln gukers) WORK COMPLETE AS OF: GRACE HUDSON MUSEUM BUILDING /SUN HOUSE 04/24/06 0% APPLICANT COUNTY CITY OF UKIAH MENDOCINO LOCATION LATITUDE LONGITUDE 431 S. MAIN STREET, UKIAH 95482 39.14740 -123.20509 DAMAGE DESCRIPTION AND DIMENSIONS The "Y" shape Museum building is (162 k x 140 ft) 22,680 SF, single story wood frame construc9on. Prolonged strong wind driven rain penetrated fhe gallery area (48 ft x 32 ft) 1536 SF, and hallway (20 ft x 7 ft) 140 SF, through the (5 tt z 10 ft) skylight As a result, water leaks into the interior Gallery area and hallway (LOP # 115), saturated 3,996 SF sheet rock, 3,996 SF of Insulation, and damaging 3,996 SF of painted surtaces. As a result of heavy rains, strong wind, and filled gutters (LOP # 116), 84 LF of copper gutters blew loose, bonding them, and caused water damage to (1lnch x 10inch) 16 IF overhang Soffit wood board. (See Continuation Sheet for additional dimensions and details) SCOPE OF WORK Remove and replace 3,99fi SF sheet rock, 3,998 SF insulation, 64 LF copper rain gutters, 16 LF overhang soffit wood board, and paint 3,996 SF surface. The applicant has requested to remove the skylight and ro-rooi that area, to avoid any future leak. (See Continuation Sheet for additional dimensions and mitigation proposal details) Does the Scope of Work change the pre-disaster condition at site? © Yes [~X No Special Consideration issues included? ® Yes Q IJO Hazard Mitigation proposal included? ®Yes 0 No Is there insurance coverage on faclllty? ® Yes [] No PROJECT COST ITEM CODE NARRATIVE QUANTITYIUNIT UNIT PRICE COST Work to be completed / 0 1 9999 Demolition Work 1 / LS $ 11,194.68 $ 11.194.G8 9999 Estimated Repairs 1 ! LS $ 25,171.36 $ 25 171.36 / 0 / 0 / 0 / LS / LS / 0 / 0 / LS / 0 ~.:: ;. r '. •..... .:..... ~.. .. ; :.: r .. •....; ~ , ter.. 5:k: ~. r ti ';.:,~ c TOTAL COST $ 36.366.04 PREPARED BY: Nawaf Jandall, FEMA REMARKS: C ~ . APPLICANT: ~ ~, ~ ./~ _._... _ rtrvtA t°onn s0 jvn, sty f r•,~.~ „~ ~7i~r.,r ITEM NO.: tt~ MEETING DATE: AGENDA SUMMARY REPORT October 1, 2008 SUBJECT: DISCUSSION AND DIRECTION TO STAFF ESTABLISHING PROTOCOL FOR JOINT MEETINGS BETWEEN THE UKIAH VALLEY SANITATION DISTRICT BOARD AND THE CITY COUNCIL Background: On September 17, 2008 the Board of Directors representing the Ukiah Valley Sanitation District (Sanitation District) and the City Council of the City of Ukiah had a joint meeting. Three items from this meeting remain to be acted upon and were held over for a new joint meeting to be scheduled. In response to direction from the Sanitation District Board, the District Manager coordinated the September 17 joint meeting by producing and sending to City staff, district staff reports related to these action items. However, the City Council did not get the opportunity, independently of the Sanitation District Board, to give direction to City staff about review or recommendations for these items. Prior to the hiring of a District Manager, who represents the first staff member for the District, joint meetings between the two bodies were infrequent and largely limited to a single purpose. Therefore, no protocol has been established to support the City Council's deliberation regarding action items included on joint meeting agendas. City staff requests that the City Council establish such a protocol for these joint meetings that will clarify the City Council's expectation for the agenda preparation and staff reporting process necessary to support the City Council's deliberations on action items considered at future joint meetings. Discussion: At the September 17, 2008 joint meeting, the Sanitation District Board included a number of items on the agenda. These issues were very diverse. The Sanitation District staff had been given direction from the Board to agendize these items. Sanitation District staff then prepared staff reports for each item on Continued on Page 2 Recommended Action(s): Direct Staff to: 1. Coordinate a joint meeting with the Ukiah Valley Sanitation District for purpose of hearing 3 items. 2. Identify items the Council would like to discuss and agendize. 3. Prepare agenda reports and recommendation for the agendized items. 4. Include an item for discussion of protocol regarding future joint meetings, locations and arrangements and inform District Manager of this additional item. Alternative Council Option(s) Citizens advised: Requested by: Jane Chambers, City Manager Prepared by: Tim Eriksen, Director of Public Works/City Engineer Coordinated with: Jane Chambers, City Manager Attachments: 1. Agenda joint meeting September 17, 2008 2. Sanitation District Report 2b 3. Sanitation District Report 2c 4. Sanitation District Resort 2e Approved: L~~-C _ Chambers, City Manager Subject: PROTOCOL FOR JOINT MEETINGS BETWEEN THE UKIAH VALLEY SANITATION DISTRICT BOARD AND THE CITY COUNCIL Meeting Date: October 1, 2008 Page 2 of 2 the agenda. Because City staff had not yet discussed these issues with the City Council, and therefore, did not feel it was appropriate to assume Council direction on these items, City staff did not know how to proceed with preparation of the joint meeting agenda and materials for that meeting. The City Council had not had the opportunity to agree that they were interested in considering action on any of these items. City staff recommends that the following procedure be adopted as protocol for future joint meetings. When a request for a joint meeting and each item to be on the agenda is received from the Sanitation District staff, City staff will prepare an agenda summary report for the next regularly scheduled Council meeting. Staff will ask direction on: a) participating in a joint meeting, b) items to be included on the agenda, and c) development of staff recommendations for those items. Specifically with respect to the September 17, 2008 meeting there were three items that were not discussed. These items were items were 2b, 2c and 2e on the agenda (Attachment 1). Also attached are the three staff reports from the District Manager (Attachment 2, 3 and 4). If the Council concurs, city staff will prepare staff reports with recommendations for the City Council's review on each of these items, and will work with the Sanitation District staff to schedule the joint meeting at which these items will be discussed. In addition, protocol for conducting the joint meetings should be established by the parties. With the election of a five member board, neither the City Council Chambers nor the Board of Supervisors Chambers are suited forjoint meeting locations, as the entire elected board officials cannot be seated. Future joint meetings could be held at the Conference Center, in a configuration that sets up each Board with its supporting staff in close proximity. An agreement should be reached on how the meetings will be managed. These meetings would be best served if they are run in the same manner for each meeting. It would also make sense that the room set up is the same for each meeting. It may be awkward for City staff and District staff to be next to one another if they are presenting different points of view on a specific topic. Fiscal Impact: Budgeted FY 08/09 ~ New Appropriation ~ Not Applicable ~ Budget Amendment Required Amount Budaeted Source of Funds (title and #) Account Number Addit. Aoorooriation Requested N/A N/A N/A N/A ATTACHMENT CITY OF UKIAH SPECIAL MEETING AGENDA Joint Meeting Between the City Council and Ukiah Valley Sanitation District CIVIC CENTER COUNCIL CHAMBERS 300 Seminary Avenue Ukiah, CA 95482 September 17, 2008 ROLL CALL 2. b. Discussion and Possible Action Concerning the Modification of the Master Meter Policy Pertaining to Multi-family Residential Units and Mobile Home Parks of More than Four Units or Spaces and the return to Individual Sewer Billing c. Discussion and Possible Direction to Staff Regarding a Recommendation to Perform a Re- analysis of the Sewer Connection Fee d. Discussion and Possible Direction to Staff Regarding Joint Participation in a Public Awareness Program for a Pending Pick-up Program of Unwanted or Expired Pharmaceuticals Being Considered by the Mendocino Solid Waste Management Authority (MSWMA) e. Discussion and Possible Approval of Sharing the Cost of Services Being Provided to the Joint Sewer Ad-Hoc Committee by the County Deputy Chief Executive Officer 3. AUDIENCE COMMENTS ON NON-AGENDA ITEMS The City Council welcomes input from the audience. If there is a matter of business on the agenda that you are interested in, you may address the Council when this matter is considered. If you wish to speak on a matter that is not on this agenda, you may do so at this time. In order for everyone to be heard, please limit your comments to three (3) minutes per person and not more than ten (10) minutes per subject. The Brown Act regulations do not allow action to be taken on audience comments in which the subject is not listed on the agenda. 4. ADJOURNMENT Please be advised that the City needs to be notified 72 hours in advance of a meeting if any specific accommodations or interpreter services are needed in order for you to attend. The City complies with ADA requirements and will attempt to reasonably accommodate individuals with disabilities upon request. Materials related to an item on this Agenda submitted to the City Council after distribution of the agenda packet are available for public inspection at the front counter at the Ukiah Civic Center, 300 Seminary Avenue, Ukiah, CA 95482, during normal business hours, Monday through Friday, 7:30 am to 5:00 pm. I hereby certify under penalty of perjury under the laws of the State of California that the foregoing agenda was posted on the bulletin board at the main entrance of the City of Ukiah City Hall, located at 300 Seminary Avenue, Ukiah, California, not less than 24 hours prior to the meeting set forth on this agenda. Dated this 12th day of September, 2008. Linda Brown, City Clerk ATTACHMENT Item No. Z b UKIAH VALLEY SANITATION DISTRICT AGENDA SUMMARY REPORT FOR THE JOINT MEETING BETWEEN THE UKIAH VALLEY SANITATION DISTRICT AND THE UKIAH CITY COUNCIL SEPTEMBER 17, 2008 DISCUSSION AND POSSIBLE ACTION CONCERNING THE MODIFICATION OF THE MASTER METER POLICY PERTAINING TO MULTIFAMILY RESIDENTIAL UNITS AND MOBILE HOME PARKS OF MORE THAN 4 UNITS OR SPACES AND THE RETURN TO INDIVIDUAL SEWER BILLING. SUMMARY As requested by Mayor/Director Crane and as directed by the District Board, this matter is being submitted for joint discussion, consideration and possible action by the District Board of Directors and the Ukiah City Council. As a result of public comment and interest, the District Board has been considering the merits of revising the master meter policy as that policy pertains to multifamily residential complexes and mobile home parks of more than four units or spaces to allow for individual tenant sewer billings. Currently, under the master meter policy, the owners of apartment complexes and mobile home parks or the individual who has applied for and is responsible for the water bill for the particular property is issued and is responsible for the sewer bill. The property owner or property manager subsequently invoices the tenants for sewer service either separately or as part of the rent. DISCUSSION On August 27, 2008, the District Manager submitted a recommendation to the District Board that the master meter policy as it pertains to the referenced customer classification not be modified to allow the issuance of sewer bills to the tenants. The basis of the recommendation is presented in the attached Agenda Summary Report to the District Board and dated August 27, 2008. As requested by Supervisor/Director Delbar and as directed by the District Board, the District Manager was directed to return to the Board with (1) current and historical data pertaining to delinquent sewer billings and (2) a model agreement between the District and a Property Owner making the property owner responsible for paying their tenants delinquent sewer bills should the District allow the property owner an option of receiving either a composite or individual tenant sewer billing. Delinquent Sewer Billing The Aged Accounts Receivables for UVSD as of 1/31/08 indicate that: 1. $92,342.37 delinquent over 90 days 2. $17,879.04 delinquent between 61 and 90 days The Aged Accounts Receivables for UVSD as of 2/29/08 indicate that: 1. $96,524.76 delinquent over 90 days 2. $18,410.39 delinquent between 61 and 90 days The Consumer Accounts Receivable-Bad Debts for UVSD dated 3/5/08 indicate $180,964.88 in bad debt The Debtor Status Report Prepared for the City of Ukiah by Credit Bureau of Ukiah, Inc. dated 5/19/08 (appears to be District customers based on listed addresses) indicate that $143,204.70 of bad debt has been referred to them for collection and that $97,766.63 remains to be collected. Oldest date of account in arrears is 1998. Based on the service address provided in the listing, it appears that the majority of the delinquent payments are tenants of apartments. Regarding the model agreement in support of an elective sewer billing program, County Counsel is in the process of crafting a draft document. FISCAL IMPACT ]f the current master meter policy as it pertains to sewer billings for multifamily residential units and mobile home parks of more than 4 units or spaces is modified to require individual billings to the tenants of the referenced complexes, it is anticipated that delinquent accounts will increase and revenue needed by the District to support the maintenance, operation, and debt service of the Sewer Collection and Treatment System will be reduced. RECOMMENDED ACTIONS Jointly discuss and consider the issues and provide direction to staff. The District Manager continues to recommend that the current master meter policy not be revised to permit individual sewer billings. ALTERNATIVE ACTIONS Please refer to other options as provided in the attached ASR to the District Board dated August 27, 2008 Agenda Summary Report to the UVSD Board dated August 27, 2008. Rick Kennedy, PE, UVSD District Manager 2 ATTACHMENT Item No. z ~, UKIAH VALLEY SANITATION DISTRICT AGENDA SUMMARY REPORT FOR THE JOINT MEETING BETWEEN THE UKIAH VALLEY SANITATION DISTRICT AND THE UKIAH CITY COUNCIL SEPTEMBER 17, 2008 DISCUSSION AND POSSIBLE DIRECTION TO STAFF REGARDING A RECOMMENDATION TO PERFORM A RE-ANALYSIS OF THE SEWER CONNECTION FEE SUMMARY On August 27, 2008, the District Manager submitted a recommendation to the District Board that a review and re-analysis of the sewer connection fee be performed. Based on discussions with the City Finance Director and follow-up calculations, the District Manager had concerns that the current fee amount for the sewer connection fee may not generate sufficient revenue to payoff the remaining debt service related to the expansion component of the Wastewater Treatment Plant (WWTP). The District Manager further recommended to the Board that they submit a request to the City that a Financial Consultant be hired to perform a review and re-analysis of the sewer connection fee. As requested by Mayor/Director Crane and as directed by the District Board, this matter is being submitted for joint discussion, consideration and possible action by the District Board of Directors and the Ukiah City Council. DISCUSSION The annual debt payments of principal and interest for the expansion component of the Wastewater Treatment Plant Upgrade and Expansion Project are $638,000 and $344,000 for the District and City, respectively. These payments are to be made until 2036 requiring 27 annual payments totaling $17,226,000 for the District and $9,288,000 for the City. As of the August 20, 2008 ESSU Accounting Report, there remains 978 and 620 ESSUs to be allocated within the District and City, respectively. Of the ESSUs that have been allocated within the District, there are approximately 372 ESSUs that have been allocated via Will Serve Letters or Conditional Will Serve Letters and not paid for. These allocated and unpaid ESSUs are assigned to RCHDC Lakewood Homes Subdivision (62), Ukiah Land Mixed Use Project (210), and Ukiah Land Multifamily Project (100). Combining the allocated and unpaid ESSUs with the remaining unallocated ESSUs for the District, there are 1350 ESSUs for which payment will be received in the future. Attached to this Agenda Summary Report as Attachment 1, is the "Report on Sewer Connection Fee' prepared by Bartle Wells Associates (BWA) and dated December 26, 2005 (the Report). As indicated on page 4 of the Report, there are two parts to the Sewer Connection fee. The first part of the fee is the "Buy-in Portion" and it has been determined to be $1,426 per ESSU based on an estimated System Evaluation of $15,207,000. The second part is the "Marginal Portion" which represents the cost to add the capacity to the WWTP. The "Marginal Portion" of the connection fee was calculated to be $9,485 per ESSU based on the estimated costs of the Project which are shown on page 3 of the Report. With 1350 ESSUs remaining to be allocated and remaining to be paid within the District, $12,804,750 will be generated from the "Marginal Portion" of the fee. As stated above, the District will make 27 annual payments totaling $17,226,000 and subtracting the anticipated remaining revenue potential of $12,804,750, interest income of $4,421,250 from the Fund Balance within the District's Capital Fund, Fund 650, is needed. The "Buy-in Portion" of the connection fee will generate anticipated revenue of $1,925,100 for the remaining 1350 ESSUs to be allocated and/or paid for within the District. As indicated in the 8 Exhibits attached to this Agenda Summary Report as Attachment 2, timing of ESSU allocation and payment is critical. As can been seen from comparing Exhibits 1 and 2, a difference of 6 years in the remaining period within which the ESSUs maybe allocated can mean a 2036 Ending Fund Balance of $3,429,990 for a period of 17 years versus a Fund Balance of $43,199 for a period of 23 years. Under the assumed parameters of Exhihit 1, an additional $1,504,890 is realized in the Fund Balance over the amount needed for the "Buy-in Portion" ($1,925,100). Under the parameters for exhibit 2, a deficit of $1,881,901 in the "Buy-in Portion" is created. Attached to this Agenda Summary Report as Attachment 3 are ESSU Accounting Reports dated August 20, 2008 and August 20, 2007 and the ESSU Statistics Report for March 2008 and March 2007. In comparing the two ESSU Statistics Report, it can be seen that 7 ESSUs were allocated/paid during the one year period for the District. In comparing the August ESSU Accounting Reports, it is noted that 114 ESSUs were allocated but of this total, 100 ESSUs were recently allocated to the Ukiah Land Multifamily Project. Payment for these 100 ESSUs may not be forthcoming until 2009. The District must "sell" 58.5 ESSUS per year to make the annual debt service payment for the expansion. But as shown from the results of the Exhibits, a positive fund balance is needed to create investment income which is needed to retire the debt. With the downturn in the housing industry, we can expect to sell limited ESSUs. The District Manager is recommending that the services of a Financial Consultant be obtained to create various financial scenarios that represent the financial market and to develop worst case financial situations that could occur and to provide recommendations that, if implemented, could correct potential shortfalls. FISCAL IMPACT The downturn in the housing construction has reduced the need for new sewer connections creating a reduction in the Fund Balance of the District's Capital Improvement Fund, Fund 650. To offset the annual debt service payment of $638,000, 58.5 ESSUs must be allocated and payment received per year. As indicated in the approved 08/04 budget, the connection fee receipt for 07/08 is projected to be $162,867 (equal to 15 ESSUs). It is anticipated that the downturn in housing starts will continue during the new fiscal year. It is imperative that the assumptions utilized in the Connection Fee Study be reviewed and new analyses be performed and, if necessary, revisions be made to the amount of the connection fee. RECOMMENDED. AC'~ON_S Direct staff to acquire the services of a Financial Consultant as soon as possible for the purpose of reviewing the assumptions made in the BWA Connection Fee Report, to perform analyses for various financial conditions and ESSU allocation and payment timing, and to make recommendations for remedial measures. ALTERNATIVE ACTIONS Provide other direction to staff ATTACHMENTS 1. Report on Sewer Connection Fees prepared by Bartle Wells Associates and dated December 26, 2005. 2. Exhibits 1 through 8 with differing ESSU allocation timing 3. ESSU Accounting Reports for August 2008 and 2007 and ESSU Statistics Report for March 2008 and 2007 Rick Kennedy, PE, UVSD District Manager ATTACHMENT~_ Item No. Z C~' UKIAH VALLEY SANITATION DISTRICT AGENDA SUMMARY REPORT FOR THE JOINT MEETING BETWEEN THE UKIAH VALLEY SANITATION DISTRICT AND THE UKIAH CITY COUNCIL SEPTEMBER 17, 2008 DISCUSSION AND POSSIBLE APPROVAL OF SHARING THE COST OF SERVICES BEING PROVIDED TO THE JOINT SEWER AD HOC COMMITTEE BY THE COUNTY DEPUTY CHIEF EXECUTIVE OFFICER AND POSSIBLE APPROVAL OF BUDGET AMENDMENT TO FUND 612 SUMMARY Submitted for joint consideration and approval by the Board of Directors and the City Council, is a request from the District Board that the expenses incurred for services provided to the Joint Sewer Ad Hoc Committee by the Deputy CEO (Paul Cayler) be jointly shared by the District and City and expensed to the Joint Sewer Fund 612. As reported by the Deputy CEO, 15.5 hours were expended assisting the Joint Sewer Ad Hoc Committee with the taking and publishing of minutes and the publishing and' posting of agendas at a cost of $919.15. It is requested that a budget amendment in the amount of $919.15 be made to account 612.3505.250 of Fund 612, that the authorized expenditure limit for the account be increased accordingly from funds within the unobligated Fund Balance of Fund 612 and that the District be reimbursed $919.15. DISCUSSION By joint action of the District Board of Directors and the Ukiah City Council on February 6, 2008, the formation of the Joint Ad Hoc Committee (the Joint Committee) was authorized for the purpose of examining and making recommendations regarding sewer system governance. Paul Cayler, Deputy CEO, provided minute taking, minute publishing and the posting of agenda's for the Joint Committee's meetings as requested. From March 3, 2008 to June 23, 2008, Mr. Cayler expended 15.5 hours in providing the requested services to the Joint Committee as shown on the attached time log and at a cost of $919.15. On August 27, 2008, the CEO's claim for various services provided to the District including the effort provided to the Joint Committee was submitted to the District Board for payment approval. The District Board approved the total payment of $5,915.18 but the District Board noted that it was not appropriate to charge the District's Fund 3870 for the expenses related to the services provided to the Joint Committee since the Joint Committee was exercising its duty pursuant to joint directives from the District Board and the City Council. Although the District Board approved the payment and authorized the expense of the entire claim to Fund 3870 so as not to delay payment to the County, the District Board directed the District Manager to seek reimbursement for the expenses related to the services provided to the Joint Committee. FISCAL IMPACT Expenses related to services being provided to the Joint Committee were not budgeted within' the Joint Sewer Fund 612. It is recommended that the referenced Joint Committee expense be charged to account 612.3505.250.000, Contractual Services. The authorized funding limit for this account is not sufficient to cover the expense of $419.15 and it is recommended that the funding limit for account 612.3505.250.000 be increased by re- assigning an equal amount of funds from the unobligated fund balance of Fund 612; the Projected Fund Balance Ending for Fund 612 would be reduced by $919.15. RECOMMENDED ACTIONS 1. Approve the budget amendment request to account 612.3505.250.000 in the amount of $919.15, said funds to be taken from the unobligated fund balance of Fund 612. 2. Direct the Finance Director to issue a check in the amount $919.15 to the Ukiah Valley Sanitation District. The District Manager is directed to deposit the funds in the District's Fund 3870. ALTERNATIV^ACTIONS Provide other direction to staff ATTACHMENTS 1. Claim from the County Executive Office and Time Log 2. Agenda Summary Report to the District Board for the meeting of August 27, 2008 Rick Kennedy, PE, UVSD District Manager 2 ITEM NO.: i i ~ MEETING DATE: October 1, 2008 C'itJ nJ '7lfC)nfi AGENDA SUMMARY REPORT SUBJECT: REVIEW AND CONSIDERATION OF A COMMUNITY VIDEO SHOWCASE PROGRAM AND AUTHORIZATION FOR THE CITY MANAGER TO NEGOTIATE AND EXECUTE THE CORRESPONDING AGREEMENT WITH CGI COMMUNICATIONS, INC. Background: In an effort to market the City of Ukiah and attract potential developers, individuals, and\or companies considering re-locating to the City or the Greater Ukiah area, the City has the opportunity to participate in a project called Community Video Showcase Program. This program would allow visitors to the City's website, view up to seven (7) professionally produced one (1) minute infomercials to learn and see what the City of Ukiah has to offer its residents, visitors, and businesses. Discussion: The producers of this program, CGI Communications, Inc., has partnered with the U.S. Council of Mayors to develop and launch streaming videos by way of an added link that will allow an interested party to view community specific infomercials from the participating City's website. Under an agreement with CGI Communications, Inc., the topics of the first four messages must be: 1) A Welcome by the Mayor or City Manager, 2) Education, 3) Quality of Life and 4) Real Estate/Relocation. The City decides which other topics they would like to highlight in the videos such as The Municipal Airport, Redevelopment and The City's Electrical Utility. A list of the videos would be prominently displayed on the www.cityofukiah.com website homepage. The City will assume no cost or liability for the project. All aspects of the video production are done by professionals and the final draft of the Community Video Program content, is subject to approval by the City. Fiscal Impact: Budgeted FY New X Not Budget Amendment 08/09 Appropriation Applicable Required Recommended Action(s): Consider proposal from CGI and if appropriate authorize the City Manager to negotiate and execute the corresponding agreement for the Community Video Program. Alternative Council Option(s): N/A Citizens advised: N/A Requested by: Jane Chambers, City Manager Prepared by: Cathleen Moller, Economic Development Manager Coordinated with: Sage Sangiacomo, Director of Community and General Services and Jane Chambers, City Manager Attachments: 1) Community Video Tour Book Agreement 2) Summary of Community Video Showcase Program 3) Draft of Letter from City of Ukiah to Businesses in Ukiah ;~ Approved: yam. ~'~ti rv.- ~ e Chambers, City Manager Subject: Community Video Showcase Program Meeting Date: October 1, 2008 Page 2 of 2 The City is required to assist with the content and script and is also required to give eLocalLink the right to use the City of Ukiah's name in connection with the preparation, production, and marketing of the program. The copyrights of the master Community Video Program will be owned by eLocalLink. There is a three (3) year agreement to be signed between the City and CGI Communication. Within 10 days of the signing of the agreement, the City will display a "Coming Soon" graphic prominently on its website homepage. The City will agree to display the "Video Tour Book" link, to be no less than 150 x 400 pixels, in the same manner. The City is required to provide a letter of introduction of the Program on City letterhead to be used by CGI Communication to contact members of the Business Community, offering them an opportunity to learn more about the Program and potentially, advertize on the site. Participating companies will have their company logo displayed on the perimeter of the video panel, where the videos are viewed. By clicking on a logo, a link will take visitors to an infomercial on that company. All program videos will be stored on the CGI's dedicated server and viewers will be able to access the program from the City's website homepage. This program uses patent-pending One Click Technology. The coding of the videos into multiple streaming digital formats, allows them to play on all computer systems, web-browsers, and Internet connection speeds. Recognized layer formats include Windows Media and Quick Time. The I.T. Department has confirmed that the Video Tour Book link and this program will be compatible with the City's system. Examples of a few cities with a Video Tour Book Program can be found at: htto://www.cityofeasley.com/ and htto://www.citvofbradenton.com/ Staff requests that Council consider the proposal from CGI and provide direction. ATTACHMENT ~ Community Video Tour Book Agreement Name: Cathleen Moller CGI Communications, Inc. Title: Economic Development Director 130 East Main Street, 8th Floor Address: 300 Seminary Avenue Rochester, NY 14604 Cify, State, Zip: Ukiah, CA 95482 (800) 398-3029 phone Phone: 707-467-5706 (866) 429-8611 fax Email: cmollev@cityofukiah.com website: www.citvofukiah.com This agreement is between CG/ Communications, Inc. and the City of Ukiah and shall remain in e/fect from [he date it is signed by both parties until the third anniversary of the data that the completed and approved Community Video Program is made available for viewing via a link on the w1NW.cityofukiah.com website homepage for viewer access. The term olthis agreement shall automatically renew unless either party gives 60 days written notice of temrination or modification prior to expiration. CGI Communications, Inc. and its eLOCalLink division shall provide a Community Video Program as follows: • Website Welcome video from your Mayor or other civic leader and an Education, Quality of Life, and Real Estate/Relocation video (approx. 1 minute in duration) • Up to 3 additional videos to showcase various aspects of your community and/or organization (providing a total of seven 1 minute community highlight videos) • Scdpt writing and video content consultafion • A videographer will come to your location to film videos • All aspects of video production and editing, from raw footage to final video including professional voiceovers and background music • Final draft of Community Video Program content subject to your approval • Patent-pending OneClick'" Technology and encoding of all videos into multiple streaming digital formats to play on all computer systems, browsers, and Internet connection speeds; recognized player formats include WindowsMedia® and QuickTimeO • Store and sVeam all videos on CGI's dedicated server • Business sponsors allowed on the perimeter of video panels • Duration of sponsor participation will be one year and eLocalLink is solely responsible for annual sponsorship fulfillment including all related aspects of marketing, production, printing, and distribution • Viewer access of the Community Video Program from your website shall be facilitated by eLOCalLink providing HTML source code for graphic link to be prominently displayed on the www.citvofukiah.com website homepage as follows: "Coming Soon" graphic link designed to coordinate with existing website color theme to be provided within 10 business days of execution of this agreement; "Video Tour Book" graphic link to be provided to replace the "Coming Soon" link upon completion and approval of videos • eLocalLink will own copyrights of the master Community Video Program • The City of Ukiah will assume no cost or liability for this project Progrem Add-On i! signed and received by 9/23/08 • Encoding, hosting, and streaming of additional 5 minutes of video per month. Finished video content will be provided to CGI by the City of Ukiah The City o! Ukiah shall provide the following: • A letter of introduction for the program on your organization's letterhead • Assist with the content and script for the Community Vdeo Program • Agrees to give eLocalLink the right to use organization's name in connection with the preparation, production, and marketing of the program set forth herein only • Agrees to display the "Coming Soon" graphic link prominently on the www.cityofukiah.com website homepage within 10 business days of receipt of HTML source code • Agrees to display the "Video Tour Book" link to be no less than 150 by 400 pixels prominently on the www.cityofu kiah.com website homepage for the term of this agreement • Provides eLocalLink exclusive streaming video rights for the program described herein only We, the undersigned, understand the above information and have full authority to sign this agreement. The CiN of Ukiah signature: CGI Communications, Inc. ~i,~-c ~ ~~..~ Signature: Name (printed): Name (printed/: Nicole Rongo Title: Marketing Manager ATTACHMENT ,~ Summary of Community Video Showcase Program CGI Communications, Inc. has entered into a partnership with the US Conference of Mayors to launch the technology that CGI has developed for Streaming Video applications on the internet. As a result of this partnership, the City of Ukiah has been presented with the opportunity to receive a fully produced, NO COST Community Video Showcase program to be placed on your City's website. CGI also has a video content alliance with search engine mega-giant Google®. The videos that CGI will produce for the City of Ukiah will also be submitted to Google's~ video search database. Our Streaming Video Tour Book is an invaluable tool for the City of Ukiah to enhance its website by adding a video welcome message, and to showcase your community in a powerful, new and innovative way. We will come to your location with our film crew to videotape the necessary footage to fully produce the Welcome video PLUS 6 additional community highlight videos on topics such as relocation, business and industry, education, etc. The program will be customized to showcase the best of what Ukiah has to offer to residents, visitors, and your business community. Also with the click of a button you will be able to send your whole video intertace to anyone in the world with an email address. The video's will not come in as an attachment or a download, they will automatically buffer and play for the end user. Whether it be a recruiter, site locator, future resident, or visitor you will now have a powerful and cutting edge way to answer all questions about your community! To view example's of our Video Tour Book, please click here: http://www. citvofeaslev. co m/ http://www. cityofbradento n. co m/ Please note by use of our cookie embedded technology we can determine if the visitor is unique or repeat thus protecting the frequent visitor from being inundated with you your message but at the same time bringing awareness to the videos and providing you with a personal handshake to new residents and businesses alike! In addition to the videos we will produce for and about your community, we will also provide your local business community with the opportunity to utilize our technology by having their own video produced far them if they so choose thus providing them with a cutting edge way to showcase and promote themselves! It is solely CGI's responsibility to offer your local businesses an opportunity for participation. The City bears no liability whatsoever. The addition of this Video Tour Book will truly make your City's website the focal point on the internet for information about Ukiah. Whether you are actively promoting tourism, recruiting businesses for economic development, or simply looking for ways to provide the public with additional information about your community, this is a progressive opportunity to assist you with achieving your marketing objectives. With no financial investment from City funds, we've eliminated the need for lengthy budget meetings and approval processes, therefore allowing us to begin production immediately! Thank you for taking the time to review our proposed program for the City of Ukiah. We look forward to working with you! ~~.>~ ~~ Nicole Rongo Marketing Manager 800.398.3029 x 203 nicoler@cgicomm unications.com ATTACHMENT C3 September 2008 Dear Ukiah Business Owner: The City of Ukiah is excited to announce the launch of a new program that we feel will have a significant impact on the promotion of our wonderful community. We have entered into a three year agreement with CGI Communications to produce a series of streaming online videos highlighting all our community has to offer its residents, visitors, and businesses. CGI is a leader in online marketing solutions, working with thousands of communities and businesses nationwide. With an easily viewable interface on the official city website (www.cityofukiah.com), their video showcase will engage viewers in learning more about area attractions, economic development opportunities, quality of life, and so much more. The City of Ukiah is dedicated to highlighting the advantages of living and working in our community, and we feel that this program can do just that! In addition, CGI will be contacting members of our local business community to offer participation in the program, as well as an opportunity to learn more about CGI's innovative new digital media products for businesses. We encourage you to consider supporting the program, and learning more about all that CGI has to offer. Sincerely, Signatory Title ITEM NO.: ~ 3a MEETING DATE: AGENDA SUMMARY REPORT October 1, 2008 SUBJECT: UPDATE OF COUNCIL MANUAL AND DIRECTION ON COUNCILMEMBERS PARTICIPATION IN VARIOUS MEETINGS Background: A City of Ukiah City Council Manual was provided to Council in February 2007 to assist Council with City Procedures and Council Protocols. Discussion: Occasionally City Councilmembers may desire to attend a meeting that staff is arranging with outside stakeholders and/or agencies. What is the protocol that the City Council would like to follow for allowing such attendance? We have had two recent instances of this taking place, and the question has been raised. Staff would like to suggest an amendment to the existing City Council decorum guidelines, perhaps under item vii of City Council Meeting Procedures/Decorum, page 14, with regard to pre-arranged meetings. Fiscal Impact: Budgeted FY 08/09 ~ New Appropriation ~ Not Applicable ~ Budget Amendment Required Amount Budgeted Source of Funds (title and #) Account Number Addit. Appropriation Reouested Recommended Action(s): Direction to staff for a possible amendment to the existing City Council Meeting Procedures/Decorum guidelines to accommodate setting a policy regarding Councilmember attendance at meetings of Stakeholders and/or Agencies where there is not preapproved City Council representatives. Alternative Council Option(s): Make no amendment. Citizens advised: n/a Requested by: Prepared by: Jane Chambers Coordinated with: Attachments Meeting Decorum Section of City Council Manual 'J lJ. ~ Approved: ~ ~r,~~~: L..-c";,rr~,~~.~___ _.~ Jan :'Chambers, City Manager '% CITY COUNCIL DECORUM SECTION 1. OVERVIEW OF ROLES AND RESPONSIBILITIES Mayor • Chairs City Council meetings • Maintains order, decorum, and the fair and equitable treatment of all speakers • Keeps discussion and questions focused on specific agenda item under consideration • Selects substitute for City representation when Mayor cannot attend • Determines appropriateness of proclamations, Special Orders of the Day, etc. • Leads the Council as an effective, cohesive working team • Recognized as spokesperson for the City • Acts as the official head of the City for ceremonial purposes • Signs documents on behalf of the City II. Vice Mayor • Performs the duties of the Mayor if the Mayor is absent or disabled • Chairs Council meetings at the request of the Mayor • Represents the City at ceremonial functions at the request of the Mayor III. All Councilmembers • All members of the City Council, including those serving as Mayor and Vice Mayor, have equal votes. No Councilmember has more power than any other Councilmember, and all should be treated with equal respect. SECTION 2. COUNCIL CONDUCT WITH CITY STAFF Governance of a city relies on the cooperative efforts of elected officials, who set policy, and City staff, who implement and administer Council's policies. Therefore, every effort should be made to be cooperative and show mutual respect for the contributions made by each individual for the good of the community. Treat all staff as professionals Clear, honest communication that respects the abilities, experience, and dignity of each individual is expected. Poor behavior toward staff is not acceptable. II. Limit contact to specific City staff Questions of City staff and/or requests for information should be directed to the City Manager. If a request will require substantial time commitment of staff, the City Manager will first request Council's approval. 13 Requests for follow-up or directions to staff should be made only through the City Manager. When in doubt about what staff contact is appropriate, Councilmembers should ask the City Manager for direction. Materials supplied to a Councilmember in response to a request may be sent to all members of the Council so that all have equal access to information. III. Do not disrupt City staff from their jobs Councilmembers should not disrupt City staff while they are in meetings, on the phone, or involved in performing their job functions. An appointment can be made, if the staff cannot meet immediately. IV. Never publicly criticize an individual employee Council should refrain from publicly criticizing the performance of a City employee. Additionally, Councilmembers should avoid criticizing or challenging the employee directly. Comments about staff performance are to be made to the employee's Director or to the City Manager. V. Do not get involved in administrative functions Councilmembers must not attempt to influence City staff regarding awarding contracts, selecting consultants, processing development applications, or granting City licenses and permits. VI. Check with City staff regarding correspondence before taking action Before sending correspondence, Councilmembers should check with the City Manager to see if an official City response has already been sent or assure an individual response does not contradict a City response. VII. Do not attend unofFcial meetings with staff unless requested by staff or pre- arranged Councilmember presence at such meetings may imply support, show partiality, intimidate staff, and hamper staffs ability to do their job objectively. VIII. Limit requests for staff support Routine secretarial support will be provided to all Councilmembers. The City Clerk will copy the City Manager on Council mail that requires action, and the City Manager's response will be copied to the Council. Requests for additional staff support, even in high priority or emergency situations, should be made to the City Manager, who is responsible for allocating City resources in order to maintain a professional, well-run City government. SECTION 3. COUNCIL CONDUCT WITH OTHER PUBLIC AGENCIES Be clear about representing the City or personal interests 14 If a Councilmember appears before another governmental agency or organization to give a statement on an issue, the Councilmember must clearly state: 1) if his or her statement reflects personal opinion or is the official stance of the City; and 2) whether this is the majority or minority opinion of the Council. If the Councilmember is representing the City, the Councilmember must support and advocate the official City position on an issue, not a personal viewpoint. If the Councilmember is representing another organization whose position is different from the City, the Councilmember should withdraw from voting on the issue if it significantly impacts or is detrimental to the City's interest. Council-members should be clear about which organization they represent and inform the Mayor and Council of their involvement. II. Correspondence should be equally clear regarding representation City letterhead may be used when the Councilmember is representing the City and the City's official position. A copy of official correspondence should be given to the City Clerk to be filed in the Council Office as part of the permanent public record. It is best that the City letterhead not be used for correspondence of Councilmembers representing a personal request by a public member, a personal point of view, or a dissenting point of view from an ofFcial Council position. However, should Councilmembers use City letterhead to express a personal opinion, the official City position must be stated clearly so the reader understands the difference between the official City position and the minor viewpoint of the Councilmember. SECTION 4. COUNCIL CONDUCT WITH THE PUBLIC I. In unofficial settings: Make no promises on behalf of the Council Councilmembers will frequently be asked to explain a Council action or to express the City's intentions as they meet and talk with constituents in the community. It is appropriate to give a brief overview of City policy and to refer to City staff for further information. It is inappropriate to overtly or implicitly promise City action, or to promise City staff will take specific action (fix a pothole, provide labor for a project, plant new flowers in the median, etc.). II. In public meetings: See Rules of Order, Section S.II.D, of °City Council Meeting Procedures" s/administration/city clerk/council/procedures dewrum7 12 05 Revised July 2005 is