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Home My WebLink About2009-01-07 PacketCITY OF UKIAH mel CITY COUNCIL AGENDA Regular Meeting CIVIC CENTER COUNCIL CHAMBERS 300 Seminary Avenue Ukiah, CA 95482 January 7, 2009 6:00 p.m. 5:15 Photo Session New Council 5:30 Reception for Councilmember McCowen and New City Councilmember if appointed ROLL CALL 2. PLEDGE OF ALLEGIANCE 3. PROCLAMATIONS/INTRODUCTIONS/PRESENTATIONS 4. PETITIONS AND COMMUNICATIONS 5. APPROVAL OF MINUTES a. Regular Minutes of 12/3/08 b. Special Minutes of 12/10/08 c. Regular Minutes of 12/17/08 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 Claims for Damages Received from Skyler B. Dausman and James R. Ward and Referral to Joint Powers Authority, Redwood Empire Municipal Insurance Fund b. Authorize the City Manager to Approve a Professional Services Contract with Haun and Associates for Public Safety in the Amount Not to Exceed $13,000. c. Authorization to Award Purchase of Digester Cleaning Services to Wastewater Solids Management, Co., at a Price of $19,690.00 d. Report to the City Council Regarding the Repairs to a Section of the Gutters on the Ukiah Civic Center in the Amount of $7,588.00 that was Damaged as a Result of the 2005/2006 New Year's Flood as Approved by FEMA. e. Award Purchase of Power Poles to Stella-Jones Corporation in the Amount of $55,945.96 f. Notification of Purchase of Mobility Netmotion Software, in the Amount of $8,907.36, to GTSI Corp., and Authorize Budget Amendment for Same. g. Report to the City Council Regarding the Purchase of Window and Trim Replacement at the Observatory Park Buildings by Round Tree Glass in the Amount of $8,477.52 and Corresponding Budget Amendment from the Special Project Reserve Fund 699.260.007 Allocated for Observatory Park Buildings. h. Approve the Second Amended and Restated NCPA MSS Aggregator Agreement Between California Independent System Operator Corporation and NCPA and NCPA Metered Subsystem Aggregator Agreement Members and Authorize the City Manager to Execute the Second Amended and Restated NCPA MSS Aggregator Agreement. Report to Council of the Expenditure of $5,490.95 to Airgas NCN for the Purchase of Miller Rescue System for the Electric Division of the Public Utilities Department. 8. 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 far 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. Status Report on Proposition 50 California River Parkways Program Competitive Grant For Riverside Park And Receive Verbal Update On Proposition 12 And 40 Funding. b. Update to the City Council Regarding the FEMA Projects Resulting from the Winter Storm of 2005/2006. c. Adopt Plans and Specifications 08-10 for the Construction of the Orchard Avenue Bridge and Call for Bids for Same d. Approval of Public Works Job Reclassifications as a Result of Departmental Needs and Reorganization to Incorporate the Functions of Water and Sewer Divisions 11. NEW BUSINESS a. Discussion and Possible Action Regarding Council Board, Committee, and Commission Appointments 12. COUNCIL REPORTS 13. CITY MANAGER/CITY CLERK REPORTS 14. CLOSED SESSION -Closed Session may be held at any time during the meeting a. Conference with Labor Negotiator (§54957.6) Agency Representative: Jane Chambers, City Manager Employee Organization: Electric Unit b. Conference with Real Property Negotiators (6 54956.8); Property: APN 001-020-09 and 11 Negotiator: Jane Chambers, City Manager Negotiating Parties: City of Ukiah/County of Mendocino Under Negotiation: Price and terms 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 2nd day of January, 2009. Linda C. Brown, City Clerk CITY OF UKIAH 5a CITY COUNCIL MINUTES Regular Meeting CIVIC CENTER COUNCIL CHAMBERS 300 Seminary Avenue Ukiah, CA 95482 December 3, 2008 6:00 p.m. 1 2. 3. 4. 5. 6. 7. ROLL CALL Ukiah City Council met at a Regular Meeting on December 3, 2008, the notice for which being legally noticed on November 26, 2008. Mayor Crane called the meeting to order at 6:04 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, Electric Utility Director Grandi, Director of Public Works/City Engineer'Eriksen, Director of Planning and Community Development Stump, Director of Community and General Services Sangiacomo, Airport Manager Owen, and Deputy City Clerk Currie. PLEDGE OF ALLEGIANCE a. Regular Minutes of 11/5/08 b. Special Minutes of 11:/13/08 c. Special Minutes of 11/19/08 d. Regular Minutes of 11/19/0£ M/S Thomas/McCowen to, approve the Regular Minutes of 11/5/08 and 11/19/08 and Special Minutes of 11/13/0$ and 11/19/08 as submitted. Motion carried by an all AYES voice vote of the members present RIGHT TO APPEAL DECISION CONSENTICALENDAR 6:05:19 PM Rick Kennedy, a member of the public, requested Item 7c be withdrawn from the Consent Calendar. M/S Baldwin/McCowen to approve the Consent Calendar items 7b: a. Item pulled b. Reject Bids for Digester Cleaning Services C. flin+;a~nn+~nn +n +hn r+„ rn~ n.: i n++hn C..,nrnnnn„ onninnn..,nn+ n+ Cn,.,n~ nano ~~ r1.. !'.n.~L nn.J Ainr4h CM+n C+rnn+ h.. \A%mF !`nn~+r .nFnn fnr n nin++n C..nnn.l acv (Will become 11e) CC 1213/08 Page 1 of 6 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 None. 10. UNFINISHED BUSINESS a. Adopt Resolution Authorizing the City Manager to Execute Amendment No. 1 to Second Phase Agreement for Funding the Planning and Development Activities of the Lodi Energy Center (Agreement) and Authorize a Budget Amendment Transferring $470,588 from the Electric Fund Balance 6:08:24 PM Electric Utility Director Grandi presented the item. Recommended action: Adopt resolution authorizing the City Manager to execute Amendment No. 1 to Second Phase Agreement for Funding the Planning and Development Activities of the Lodi Energy Center (Agreement) and authorize a Budget amendment transferring $470,588 from the Electric Fund Balance. M/S McCowen/Rodin 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. 11 NEW BUSINESS a. Appointment of Mayor Action Regarding the F MayorCrane presented the item. the positions:.of Mavor and Vice N by the None. 9. 2009. fission and Possible a New Councilmember action: Nominate and establish appoint Vice-Mayor Baldwin as Mayor as fig roll call vote: AYES: Councilmembers Baldwin, and Mayor Crane. NOES: None. ABSENT: ;Cowen to nominate and appoint Councilmember Thomas as ~tion carried by the following roll call vote: AYES: Thomas, McCowen, Rodin, Baldwin, and Mayor Crane. NOES: None. ABSTAIN: None. a. Introduction of Ordinance Amending the Ukiah City Code (Planned Development Zoning Text) and Introduction of Ordinance Rezoning 533 South Main Street from C-1 to C-1/P-D and Approving the Robert Clark Planned Development Project 6:15:29 PM Director of Planning and Community Development Stump presented the item. Recommended action: 1) Approve the Mitigated Negative Declaration; 2) Introduce the ordinance amending Division 9, Chapter 2, Section 9167(6) of the City Code; and 3) Introduce the ordinance rezoning the subject property from C-1 to C-1/P-D and approving the Clark planned development project. cc izisios Page 2 of 6 Public Hearing Opened 6:29 pm Public Speaking to the item: 6:29:30 PM Paul Kobetz spoke on public safety with regards to lot size and 6:31:05 PM Robert Clark, owner of property, described the construction of the project and his project's purpose which is affordable housing. Public Hearing Closed 6:36 pm M/S Rodin/Baldwin to approve the Mitigated Negative Declaration. Motion carried by the following roll call vote: AYES: Councilmembers Thomas, McCowen, Rodin, Baldwin, and Mayor Crane. NOES: None. ABSENT: None. ABSTAIN: None. M/S Rodin/Baldwin to read by title only the Ortlinances: amending Division 9, Chapter 2, Section 9167(6) of the City Code and rezoning the subject property from C-1 to C-1/P-D and approving the Clark. planned development project. Motion carried by the following roll call vote: AYES: Councilmembers Thomas, McCowen, Rodin, Baldwin, and Mayor Crane. NOES: None. RBSENT: None. ABSTAIN: None. Deputy City Clerk Currie read the ord f0. M/S McCowen/Thomas to introduce the Ordinances. Motion carried by the following roll call vote: AYES: Councilmembers Thomas, McCowen, Rodin, Baldwin, and Mayor Crane. NOES: None. ABSENT: None. ABSTAIN: None. UNFINISHED BUSINESS b. Public Works Reorganization to Incorporate the Functions of Water and Sewer Divisions and Approval of Job Reclassifications 6:41:40 PM City Manager Chambers and Director of Public Works/City Engineer Eriksen presented the .item. Recommended action: Recognize the Public Works reorganization and approve the recommended job description changes. Public Comment Opened 7:06 pm Public .Speaking to the item: Rick Kennedy, District Manager Ukiah Sanitation District and registered civil engineer and John Graff, citizen. Public Comment Closed 7:20 pm M/S Batdwin/McCowen to continue this item to the first meeting in January 2009. Motion carried by the following roll call vote: AYES: Councilmembers Thomas, McCowen; Rodin, Baldwin, and Mayor Crane. NOES: None. ABSENT: None. ABSTAIN: None. c. Discuss and Consider Potential Funding for the Alex Rorabaugh Center and Potential Management of the Facility by the Community Services Department 7:25:42 PM Director of Community/General Services Sangiacomo presented the item. Recommended action: Consider potential funding for the completion of the Alex Rorabaugh Center and potential management of the facility by the Community Services Department. cc izi3ios Page 3 of 6 Potential Options for Council's Consideration: 1. Approve the use of up to $497,175 (and associated budget amendment) of Redevelopment Funds for the completion of the ARC contingent upon the demonstration of commitments for the total amount of funding needed to complete the facility. Direct staff to draft the corresponding resolution(s) for City and Ukiah Redevelopment Agency approval. 2. Authorize the City Manager to negotiate a final draft of the management operating agreement for Council's consideration. Public Comment Opened 7:59 pm Public Speaking in support of the item: Michael PRGC; Dotty Koplin, Lenard LaCasse, is Juw citizen; Jake Juan works in the Juvenile Court Valley Medical Center employee; Janis Kiss( Valley Medical Center employees; and Richard` the Ukiah Valley Cultural and Recreation Cente Public Speaking in opposition of Public Comment Closed 8:37 ~ father and member of Judge, speaking as a ;h; Terry Burns, Ukiah s on behalf of Ukiah ,::Executive Director of Seltzer and Jdhn' Graff. citizen. M/S Thomas/Baldwin to approve the recommended action clarifying it is to make the commitment of funds contingent upon the participation of other agencies and also for the City to manage the facility... Motion carried by the following roll call vote: AYES: Couhcilmembers Thomas, McCowen, Rodin, and Baldwin. NOES: Mayor Crane. ABSENT: None. ABSTAIN: None. 11. NEW BUSINESS Councilmember Rodin and Mayor Crane left the Dias at 8:58 pm, Vice-Mayor Baldwin assumed the gavel d. Discussion of Potential Tree Ordinance and Other Pending Ordinance City Manager Chambers;presented the item. Recommended action: Bring back for further discussion at the December 17 Regular meeting. City Attorney left the Dias at 9:10 pm Mayor Crane returned to the Dias at 9:10 pm Public!Comment Opened 9:07 pm 9:07:59 PM Public o the item: 9:08:18 PM Rebecca Cress; 9:15:40 PM Dennis Slota; 9:18:07 PM Susan Knopf; 9:23:24 PM Eric Crane; 9:25:21 PM Paul Kobetz; 9:28:47 PM John Philips; 9:32:52 PM Linda Sanders, Friends of Gibson Creek; 9:36:47 PM Dotty Koplin; 9:38:12 PM Chuck Williams, President of the local chapter of the Native Plant Society; and 9:41:38 PM Boon Karve Public Comment Closed 9:43 pm By Consensus, City Council continued this item to December 17, 2008, staff to provide information described in the staff report and for the public and Council to weigh in with what ordinances if any the City should procedure with. CC 12/3/08 Page 4 of 6 a. Appointment of Mayor and Vice Mayor; and Discussion and Possible Action Regarding the Process of Appointment of a New Councilmember 6:12:40 PM City Manager Chambers presented the item. Recommended action: Determine a process and/or nominate a replacement Councilmember to fill the vacant seat. Public Comment Opened 9:49 pm Public Speaking to the item: John Graff; Eric Crane; Dotty Koplin; and Mike Whetzel. Public Comment Closed 10:00 pm By Consensus, City Council will meet W make a decision the appointment criteria. b. Request for Consent from Solid Corporation to Accept Solid Wa PM ystems, Inc. Outside the Director of Public Works/City Engineer'. Recommended action: Authorize the request; City's consent to accept solid waste from outs Director of Public Works to: 1.} Write a letter 2.) Monitor the program and inform the City tonnage of materials received from out of diversions rate prior to this program antl tt inception of the program. Public the fol and h None. c. ~t Opened 10:15 F to the item: Bruce rt:Closed10:18 pi 10, 2008, to Bay sen presented the item. Solid Waste Systems for the Service Area and Direct the mittng this authorization and iol'on a periodic basis with service area, the baseline version rate trend since the Solid Waste Systems. to approve the recommended action. Motion carried by te: AYES: Councilmembers Thomas, McCowen, Baldwin, ES' None. ABSENT: Councilmember Rodin. ABSTAIN: Bid for Roof Replacement on Old Lumber Mill Office (Airport ry) in the Amount of $9,499.50 to HLR Roofing Airport `Manager Owen presented the item. Recommended action: Award bid to HLR Roofing in an amount of $9,499.50 for the roof replacement on the Old Lumber Mill Office located on the corner of Hastings Avenue and Commerce Drive, north of the City's Corporation Yard. M/S McCowen/Baldwin to approve the recommended action. Motion carried by the following roll call vote: AYES: Councilmernbers Thomas, McCowen, Baldwin, and Mayor Crane. NOES: None. ABSENT: Councilmember Rodin. ABSTAIN: None. CC 7213/08 Page 5 of 6 e. Notification to the City Council of the Emergency Replacement of Sewer Main at Orr Creek and North State Street by Wipf Construction for a Not to Exceed Amount of $22,000 (was item 7c) Director of Public Works/City Engineer Eriksen presented the item. Recommended action: Report to Council of the Emergency Replacement of Sewer Main at Orr Cree and North State Street by Wipf Construction for a Not to Exceed Amount of $22,000. Public Comment Opened 10:33 pm Public Speaking to the item: Rick Kennedy. Public Comment Closed 10:58 pm By Consensus, City Council accepted report. 12. COUNCIL REPORTS 10:59:29 PM Councilmember McCowen reported on the Capital "Improvement Project (CIP) meeting staff had. The CIP list is going through' the organization process, Pavement Management Program and vehicle replacement will be included as a separate''section of it. 13. Councilmember Baldwin brought forth an idea of :using photos of the employees by department to assist with recognition and identification. The Members present were in agreement. City Manager Chambers mentioned the Think Local Shop Local effort and reported on the $800,000 housing grant the City received. 14. CLOSED SESSION -Closed Session may.. be held at any time during the meeting a. Conference with Labor Negotiator (§54957.6) Agency Representative: Jane Chambers, City Manager Employee Organization: Electric Unit Continued 15. ADJOURNMENT There being no further business, the meeting adjourned at 11:06 pm. JoAnne M. Currie, Deputy City Clerk CC 12/3/08 Page 6 of 6 CITY OF UKIAH 5b CITY COUNCIL MINUTES Special Meeting CIVIC CENTER COUNCIL CHAMBERS 300 Seminary Avenue Ukiah, CA 95482 December 10, 2008 4:30 PM 1. ROLL CALL Ukiah City Council met at a Special Meeting on December 10, 2008, :the notice for which being legally noticed on December 8, 2008. Mayor Crane called the meeting to order at 4:37 pm. Roll was taken with the following Councilmembers present: Thomas, McGowen; Rodin, Baldwin, and Mayor Crane. Councilmembers absent: None. Staff present: City Manager Chambers, City Attorney Rapport (arriving at 4:55 pm), City Clerk Brown, and Deputy City Clerk Currie. 2. UNFINISHED BUSINESS 4:39:03 PM a. Consideration of Council for Open Seat Public comment opened 4:44 pm Public speaking to the item in support of the next highest vote getter and to create a policy on this issue: Eric Crane; Jim Wattenburger, citizen and Second District Supervisor; Mike Johnson; Ross Liberty; and John Graff, citizen... Public comment closed 5:03 pm By consensus City Council decided to receive applications to fill the open seat on City Council which will be due at Noon, January 2, 2009, directed staff to inform the public, and make to following changes to the application: • Add a' statement regarding the time'bommitment required of this position; availability tatement describing the process -the applicant will be allowed five (5) to address the City Council and the Council may ask questions to obtain • Invite the attachment of a resume • Remove the reference to scheduling interviews 3. Lee Howard brought to the attention of the Council a letter the City received from California Uniform Cost Accounting Commission and the need for a Public Hearing regarding a violation. Councilmember McGowen responded that City Council has received a memo from the City Manager stating the City does not believe the letter was received requiring a 30 day response or they would have' responded, however, in order to respond to the current letter it is tentatively scheduled for December 17. 2008. Councilmember McGowen reported that the new Sanitation District Board meets tomorrow. Councilmember Rodin acknowledged the passing of Dane Wilkins and reported on her first board meeting for the League of California Cities. Councilmember McGowen reported on his attendance to the Friends of the Palace meetings which involve city staff, the community and owner of the Palace Hotel. Progress has been made and the owner has made some repairs and expects to have construction plans within the next few months. Councilmember Thomas reported that he has been attending the Think Local Shop focal effort meetings. 4. ADJOURNMENT There being no further business, the meeting adjourned at 6:01 pm. JoAi CITY OF UKIAH CITY COUNCIL AGENDA Regular Meeting CIVIC CENTER COUNCIL CHAMBERS 2. 3. 300 Seminary Avenue Ukiah, CA 95482 December 17, 2008 6:00 p.m. ROLL CALL Ukiah City Council met at a Regular Meeting on which being legally noticed on December 12, 2008. order at 6:06 pm. Roll was taken with the following McGowan, Rodin (arriving at 6:15 pm), Baldwin, a absent: None. City Treasurer Present: Carte Chambers, City Attorney Rapport, Director of Plar Stump, Director of Public Works/City Engineer. Ei General Services Sangiacomo, Project and Or< Development Manager Moller, and Deputy City CIerF PLEDGE OF ALLEGIANCE b. Oaths of Office to City Clerk Brown < City Treasufer Cart a 4. PETI' None 5. _ APPF None 6. RIGH 7. CON; and presented'each 5c :camber' 17,, 2008, the notice for layor Crane called the meeting to uncilmembers `present: Thomas, Mayor Crane. Gouncilmembers Staff present: City Manager ng and Community Development >en. Director of Community and Councilmember Crane and ficate of Election. ng Mayor/incoming Mayor 6:10:53 PM presented the gavel to Incoming Mayor Baldwin. Mayor ilmember Crane for leading the 2008 City Council and to approve the Consent Calendar items 7a-7i: a. Report of Disbursements for the Month of November 2008 b. Approval of Airport Building 11 New Lease with T&M Aviation c. Rejection of Claim for Damages Received From Vicki Cade and Referral to Joint Powers Authority, Redwood Empire Municipal Insurance Fund d. Adoption of Ordinance Amending Ukiah City Code (Planned Development Zoning Text) and Adoption of Ordinance Rezoning 533 South Main Street from C-1 to C-01/P-D and Approving the Robert Clark Planned Development Project e. Dispatch Communications Center Update cc ~zn~ios Page (of 6 f. Accept State of California 911 Grant Funding in the Amount of $45,000 for the Purpose of Providing Cellular 911 Location Tracking for Dispatch Services; Authorize the Sole Source Contract for Purchase of 911 Dispatch GIS Mapping Software from Visionair, Inc. in the Amount Not to Exceed $50,332.50 plus Applicable Sales Taxes and Shipping; Authorize Budget Amendments for Same g. Report the Purchase of Four Automated External Defibrillators from Physio- Control Inc. in the Amount of $8,591.37 h. Notification to City Council of the Incorporation of the Constructability Review Items in the Orchard Avenue Bridge Engineering Drawings,and Specifications by Winzler & Kelly for a Not to Exceed Amount of $9,950 i. Notification to City Council of Amendment No. 1 to the. Water Main Improvements Project Design Services Contract with Green Valley Consulting Engineers for a Not to Exceed Amount of $6,975 Motion carried by the following roll call vote: A' McCowen, and Mayor Baldwin. NOES: Nor ABSTAIN: None. Councilmember Rodin arrived at the Dias 6: 8. 9. PUBLIC HEARINGS (8:15 PM) a. Public Hearing and City I Accounting Commission City Thomas, Crane, member Rodin. Construction Cost action: Receive the Public Comment Opened 6:20 pm Public Speaking to the item: Lee Howard; Sally Reilly, with Construction Industry Force Account 'Council ; (C1FAC);'' and Keith Woods, from Santa Rosa representing Builders Exchange. Public Comment Closed 6:35 pm A Public Hearing wi(I 6e scheduled when the City receives the "Findings" from the Construction Industry Force Account Council's meeting in February 2009 if a violation has occurred. - City Council did not proceed with the Public Hearing and 10. a. Discussion and Possible Prioritization of New Ordinances 6:38:22 PM City Manager Chambers and Director of Planning and Community Development Stump presented the item. Recommended action: Direct staff to include the requests to develop these ordinances as part of the 2009/2010 budget preparation and service level discussions, at which time Council can prioritize completion and appropriation of resources for all and/or selected ordinances. CC 12/17/08 Page 2 of 6 6:45:02 PM Councilmember McCowen noted two ordinances are not mentioned on the staff report and should be added to the list, 1) Rent Stabilization and 2) Utility Billing-specifying the manner in which mobile home or apartment complex owners can pass on utility billing charges to the tenants. Public Comment Opened 6:53 pm Public Speaking in Support of the Tree Preservation Ordinance: Linda Sanders, Friends of Gibson Creek; 7:19:01 PM Jamie Connerton, resident of Ukiah; 7:25:59 PM Jan Redfield; 7:30:27 PM Susan Knopf; 7:40:40 PM Chuck Williams; 7:46:08 PM Steve Scalmanini; 7:SS:40 PM Alfch Kravo; and 8:00:48 PM AI Krauss. 6:58:00 PM Erica Seeling; 7:06:29 PM Je Buddha's school; 7:09:18 PM Ladhika Misr Ukiah; 7:17:07 PM Unica Yepez, 6`h grade School; 7:18:24 PM Madison Hodgson, 6a' Elementary School; 7:23:30 PM Amy. Chpi 7:37:05 PM Heng Yin, Principal of Ih; Schools; 7:41:33 PM Jan Allelretti; and Kaf ong, Senior:. at Ten Thousand 14 PM Kim Duping, student in rt of Instilling=Goodness Girl's student at Instilfina;Goodness 7:27:56 PM Virtue 7:12:49 PM Edward Hanes DMV, Ukiah Governor, California Veterinary Medical As: owner of Harold's, Square Mobile Home Park Grove Mobile Home Park. and and District VII 7:01:58 PM Bill Nicolet, i PM Judy Hatch, Shady 7:30:27 PM Susan Knopf Public.. Soeakina.,:to the item: 7:46:33 PM Lisa Mammina; 7:48:49 PM Judy Priid'en 7:S2:2S PM Eric Crane; 7:54:45 PM Annie Esposito; and 7:58:40 PM John Graff Citizen. Public Comment Closetl 8:03pm MIS McCowen/Thomas to direct City Attorney Rapport to investigate possible rent stabilization ordinances that are self enforcing, that would not involve City atlministration on the°process, and to draft a Utility Billing Ordinance, that would specify thaf utility billing charges that the City charges to Mobile Home Parks and Apartment houses with more than four units, that specifies those charges would be passed through to the residents at the same rate the City passes them through to the owners and to agendize for February 2009. Motion carried by the following roll call vote: AYES: Councilmembers Thomas, Crane, McCowen, Rodin, and Mayor Baldwin. NOES: None. ABSENT: None. ABSTAIN: None. 8:23:32 PM M/S Rodin/McCowen to direct staff to prepare an ordinance that reflects the language changes from owner to guardian in the City's animal-related codes. Motion carried by the following roll call vote: AYES: Councilmembers Thomas, cc ~zi»io8 Page 3 of 6 McCowen, Rodin, and Mayor Baldwin. NOES: Councilmember Crane. ABSENT: None. ABSTAIN: None. b. c. City Council wishes to move forward with tree preservation. Councilmembers Thomas and Rodin expressed their interest in working with the interested community members in gathering existing information, policies, procedures, and regulations the City has and examples of what other agencies are doing. This item is to be agendized for March 2009. 8:38:39 PM M/S McCowenfThomas to approve the recommended action for the remaining items, on pages 1, 3, and 4 of the staff report not including those already addressed. Motion carried by the following roll call vote: AYES: Councilmembers Thomas, Crane, McCowen, Rodin, and Mayor Baldwin. NOES: None. ABSENT: None. ABSTAIN: None. Consider Staff Recommendation to Property at Gobbi Street and Orcha Director of Public Works/City Engr Recommended action: Approved staff re approved for a test bore at the WTP tc acquired property at the; outhwest corner Public Comment Opened 9:Q5 pn Public Speaking to the item: ChudE Public Comment Closed 9:06 pm c weu on w 8:43:26 PM tksen presented the item. elation to use funds"previously test well on the recently City i Street and Orchard Avenue. By Consensus„ City Council directed staff to' test the Ranney this winter, investigate tlrilling a test bore at fhe Water Treatment Plant and a test well at the Gobbi .Street arrtl Orchard Avenue property, gather all the data on options available: and be ready to drill fall of 2009. Receive and Consider Status Report on Development of Skate Park at Low By Recessed 9:'[6 pr Reconvened 9:21; 11. NEW BUS rator Mills and Community/General Services Director item. Recommended action: receive report received report. a. Discussion and Possible Action Regarding Council Board, Committee, and Commission Appointments 9:22:03 PM City Manager Chambers presented the item. Recommended action: Discussion and appointment of City Councilmembers to various Boards, Committees, and Commissions. cc i2nvos Page 4 of 6 Public Comment Opened 9:29 pm Public Speaking to the item: Eric Crane Public Comment Closed 9:30pm Continued b. Discussion and Possible Appointment of Planning Commission Members Mayor Baldwin presented the item. Recommended action: Councilmembers Crane and Rodin individually may nominate a Planning Commissioner and Council will vote on each nomination. Councilmember Crane nominated Michael Whetzel. ;The selection was confirmed by the following roll call vote: AYES: Councilmembers Thomas, Crane, McCowen, Rodin, and Mayor Baldwin. NOES: None...ABSENT: None. ABSTAIN: None. Councilmember Rodin nominated Judy:: Pruden. The selection was confirmed by the following roll call vote: `AYES: Councilmembers Thomas, `Crane, McCowen, Rodin, and Mayor Baldwin. NOES: None. ABSENT: None. ABSTAIN: None. c. Review and Consideration of a Letter in Support of the Community Development Commission's Request to HUD to Reprogram Twenty Four (24) Public Housing Units Within the City of Ukiah. 9:34:45 PM Economic Development Manager Moller presented the item. Recommended action: Review and consider Community Development Commission's (CDC) request for a Cefter of support to HUD. Pubifc:Comment Opened 9:36 pm Public Speaking to fhe item: Todd Crabtree, Executive Director of CDC. Public Cotttment Closed 9:40 pm M1S McCowentl'homas to approve the letter of support. Motion carried by the following roll call vote: AYES: Councilmembers Thomas, Crane, McCowen, Rodin, and Mayor Baldwin: NOES: None. ABSENT: None. ABSTAIN: None. 12. tit)UNI:IL KCI'UK'FD'. - Courtcilmember McCowen expressed his hope that a Councilmember would attend the Friends of the Palace meeting to help keep that process moving and attend the Sun House Guild meetings. 9:41:55 PM Councilmember Rodin reported a letter received by the City of Fort Bragg suggesting an all city meeting in February 13, 2009, and expressed her support and inquired as to who would attend and if there were agenda items the City would like to add. Also, the League of California Cities has a staff member that is working on economic development and will keep the Council informed. 9:42:27 PM Councilmember Baldwin reported on the Inland Water and Power Commission. Many agencies are disconcerted regarding the output from the Army Corp of Engineers' feasibility study and suggested agendizing the City's continued involvement in February. 9:44:29 PM CC 12/l7/08 Page 5 of 6 13. CITY MANAGER/CITY CLERK REPORTS9:46:4~ PM City Manager Chambers reported on the 300 and 400 emergency response class held the last two weeks that she and many staff members attended. She supported holding a reception on January 7, 2009, prior to the regular City Council Meeting honoring the new Councilmember and outgoing Councilmember McCowen. 14. CLOSED SESSION -Closed Session may be held at any time during the meeting a. Conference with Labor Negotiator (§54957.6) Agency Representative: Jane Chambers, City Manager Employee Organization: Electric Unit No reportable action. Adjourn as City Council and convene as Ukiah Redevelopment Agency at 9:49 pm. 15. ADJOURNMENT There being no further business, the meeting,adjourned at 9:49 pm. JoAnne M. Currie, Deputy City Clerk CC l2/17l08 Page 6 of 6 January 7, 2009 SUBJECT: REJECTION OF CLAIMS FOR DAMAGES RECEIVED FROM SKYLER B. DAUSMAN AND JAMES R. WARD AND REFERRAL TO JOINT POWERS AUTHORITY, REDWOOD EMPIRE MUNICIPAL INSURANCE FUND Background: A claim from Skyler B. Dausman was received by the City of Ukiah on December 9, 2008 alleging personal injury related to an explosion which occurred at the Household Hazardous Waste Collection Center at 298-A Plant Road, Ukiah, California on June 10, 2008. In addition, a claim from James R. Ward was received by the City on December 9, 2008 alleging damages to his satellite dish caused by tree trimming activities being performed on behalf of the City by Asplundh Tree Service on or around November 6, 2008 at 250 Cherry Street, Ukiah, California. Discussion: Pursuant to City policy, it is recommended the City Council reject these claims as stated and refer them to the Redwood Empire Municipal Insurance Fund (REMIF). Fiscal Impact: Budgeted FY 08/09 ~ New Appropriation ~ Not Applicable ~ Budget Amendment Required Recommended Actions}: Reject claims for damages received from Skyler B. Qausman and James R. Ward and refer them to the Joint Powers Authority, Redwood Empire Municipal Insurance Fund. Alternative Council Options}: Alternative action not advised by the City's Risk Manager. Citizens advised: Yes Requested by: Claimants Prepared by: Sue Goodrick, Risk Manager/Budget Officer Coordinated with: Jane Chambers, City Manager Attachments: 1 -Claim of Skyler Dausman, pages 1 - 3 2 -Claim of James R. Ward, pages 1 - 3 Approved: l.J<-G~~~t~~ J e Chambers, City Manager r F(le With: City Clerk City of Ukiah 300 Seminary Avenue Ukiah, CA 95482 A claim must be presented, as prescribed by the Government Code of the State acting on his/her behalf and shall show the following: RESERVE FOR FILING STAMP CLAIM NO. ~~~~o~c ~ DEC 0 9 2008 D pity of Ukiah brnia, by the claimant or a person if additional space is needed to provide your information, please attach sheets, identifying the paragraph(s) being answered. Name and Post Office address of the Claimant: Name of Claimant: Skyler B . Dausman ' Post Office Address: 5600 Eastsi e Ca pella Roa ~G ~' '1~1 t`- t=~ ~ cLAio~ o v oaf DAPtAAGES AGAINST THE C{TY ®F UlGtAH CA 2. Post Office address to which the person presenting the claim desires notices to be sent: Name of Addressee: S ler B. Dausman Post Office Address: 5600 'Eastside Calpella Road GA 95482 3. 4. 5. The date, place and other circumstances of the occurrence or transac0on which gave rise to the claim~asserted. Date of Occurrence: June 10 , 2008 Tirne of Occurrence: Approx . 2:00 pm Location: Waste disposal/Recycling site, 298-A Plant Road, Ukiah, CA Circumstances giving rise to this claim: Explosion & fire from propane tank caused bey negl~ent and ultrahazardou; activities and practices conducted at the site in t e storage, an ing, proce in 'on >$anageaient and/es a{yT°rch; p of rhA prnparty _ General description of the indebtedness, obligation, injury, damage or loss incurred so far as it may be known at the time of the presentation of the claim. Severe burn iniuries The name or names of the pubiic.empioyee or employees causing the injury, damage, or loss, if known. undetermined at present Page 1 of 3 Revised 1212006 6. If amount claimed totals less than $10,000: The amount claimed if it totals less than ten thousand~doliars ($10,000) as. of the.date of presentation of the claim, Including the estimated amount of any prospecfive injury, ::darpage, or, loss, insofar as it may be known at the time of the presentation of the claim, together with the basis of °computatibn df tfieairiount claimed. Amount Claimed ~a~~ ~ basis for If amount claimed exceeds $10,000: If the amount claimed exceeds 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 uniimtted civil case is one in which the recovery sought is more than $25,000. (See CCP § 86.) Limited Civil Case Unlimited Civil Case You are required to provide the information requested above, plus your signature on page 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 following questions. 7. Claimant(s) Date(s) of Birth: February 24, 1983 8. Name, address and telephone number of any witnesses to the occurrence or transaction which gave rise to the claim asserted: Wayne Oellette, Wayne Gibson, and other emergency personnel who responded. 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: Ukiah Fire Department Ambulance; CALSTAR, St. Francis Memorial Hospital, Kaiser Permanente - Santa Rosa, is a ey a is-TGen er; see if applicable, please attach any medical bills or reports or similar documents supporting your claim. 10. if the claim relates to an automobile accident: Claimant{s) Auto Ins. Co.: Telephone: Address: Insurance Policv No.: Insurance Broker/Agent: Telephone: Address: Claimant's Veh. Lic. No.: Vehicle Make/Year. Claimant's Drivers Lic. No.: Expiration: If applicable, please attach any repair bills, estimates or similar documents supporting your claim. Page 2 of 3 Revised 12/2006 READ C For all, accident claims, place on following diagram name of sirePts, 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 CURB 4REFULLY /Agency Vehicle; location of /Agency vehicle at time 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 d(agrams below do not fit the situation, attach hereto a proper diagram signed by claimant. SIDEWALK CURB PARKWAY blaming: 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: Date: December 8, 2008 Page 3 of 3 Revised 12/2006 File With: City Clerk City of Ukiah 300 Seminary Avenue Ukiah, CA 95482 Name of Claimant: \ ~~~-S ~(~., ~ I, Post Office Address: ~ '~t0 ('~1ir~121R ~i G' RESERVE FOR FILING STAMP DEC 09 200~~8pp I i~~ Of ~i~ah A claim must be presented, as prescribed by the Government Code of the State of California, by the claimant or a person 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. Name and Post Office address of the Claimant: 2. Post Office address to which the person presenting the claim desires notices to be sent: Name of Addressee: 3. 4. 5. Post Office Address: The date, place and other circumstances of the occurrence or transaction which gave rise to the claim asserted. Date of Occurrence: CLAIM FOR MONEY OR DAMAGES AGAINST THE CITY OF UKIAH Time of Occurrence: Location: ~ ~,dq ~ st.in2.PZti S`F , )I /~ / d I~ rl~ ~P ~' ~~"`~ Circumstances aivina rise to this claim: -r-,n ,mss (l'T/r17.iJ ~ / ~ Lvl n,td.Ll Gl `t'y 7~'[L~LS-' The name or names of the public employee or employees causing the injury, damage, or loss, if known. l,~~f ~L~l~lr ~ 1 a,P ~c~'-( 0019-C~ `[ ~U~C~I Page 1 of 3 Revised 12/2006 ~G"ente al de~cnptw"'n of the ind~bfed e~~ob~ah~ , ~u~~dafnage or loss~hC~red S~o~r`as~4nay`~e Idno~rf ~atS~ the time of the nresentatinn of the claim.' If amount claimed totals less than $10,bOD: The amount claimed if it totals less than-ten thousand dollars ..,.. ($1D,000).-as of the date of presentation of the claim, including the estimated amount of any prospective injury, -damage; or doss, insofar as it may be known at the time of the presentation of the claim, together with the basis of computation of-the amount claimed. 8. If amount claimed exceeds $10,000: If the amount claimed exceeds ten thousand dollars ($10,000), no dollar amount shall be included in the cl~a~im. However, it shall indicate whether the claim would be a limited civil case. A limited civil case is one wh eXh recovery sought, exclusive of attorney fees, interest and court costs does not exceed $25,000. An unlimite ~c it cas i one in which the recovery sought is more than $25,000. (See CCP § 86.) Limited Civil Cas " / ~ Unlimited Civil Case You are required to provide the information requested above, plus your signature on page 3 of this form, in order to comply with Government Code §910. In addition, in order to conduct a timely investigation and possible resolutioh of your claim, the city requests that you answer the following questions. Claimant(s) Date(s) of Birth: O ~~~ ~~~ Name, address and telephone number of any witnesses to the occurrence or transaction which gave rise to the claim asserted: !4~'t~ !~ X02 - 61ti ~~~,-~f~t3~- ~nL / ~F37/L7'". ~ I~ S ~`~ li .~ , ,,._..._ .. _ . ~- ~ , A d' , ,~ 9. 10. r i-~c f;rvT J L.,^~- u~/rrsacrov /~elic.lir"svY iDi/~ ~ G-~6 ~f- ~g-~~~`. f the claim involves medical treatment for a claimed injury, please provide the name, ad ess and telephone number of any doctors or hospitals providing treatment: ~~~ v V _. If applicable, please attach any medical bills or reports or similar documents supporting your claim. If the claim relates to an automobile acc' ent: Claimant(s) Auto Ins. Co.: Telephone: Address: ,` Insurance Policy No.: i Insurance Broker/Agent: Telephone: Address: Claimant's Veh. Lic. No.: Vehicle Make/Year: Claimant's Drivers Lic. No.: Expiration: If applicable, please attach any repair bills, estimates or similar documents supporting your claim. Page 2 of 3 Revised 12/2006 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 AREFULLY /Agency Vehicle; location of /Agency vehicle at time of accident by "A-1" and location Df 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. CURB" ~~ SIDEWALK PARKWAY ~~°` C~ ~~rto ~ UI~S Warning: Presentation of a false claim with the intent to defraud is a felony (Penal Code §72). Pursuant to CGP §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. Date: ~~ / a Page 3 of 3 Revised 12/2006 V Background: On May 215`, 2008 the Ukiah City Council authorized the City Manager to execute a professional services contract with Haun and Associates to assist the Police Department in preparing a 5 year strategic plan. Since that time, staff has made a number of presentations to the City Council to report significant milestones the department has achieved as work is completed in the strategic planning process. These milestones include developing the department's annual report, surveying police employees, and surveying the Ukiah community on ways to improve police services. In August of 2008, the Director of Public Safety position was created, and Chief Dewey assumed responsibility for managing Police, Fire and Dispatch. Working with the City Manager, staff expanded the strategic planning efforts to include the Fire Department. Because of expanded work, an amended Scope of Work must be authorized by the City Council. Discussion: Staff desires to design and create a strategic planning process and long-term strategic plan, which incorporates views from staff, management, other City departments and City leaders, elected officials and community customers, resulting in a broad-based commitment to the future direction and priorities of the public safety department. This strategic plan is focused on ways the department can improve existing public safety services with our limited resources, and improve the delivery of these public safety services within our community. Through this plan, staff desires to strengthen public safety ties with the community, and enhance communication and teamwork among the entire public safety team. Fiscal Impact: Budgeted FY 08/09 ~ New Appropriation ~ Not Applicable ~ Budget Amendment Required Amount Budgeted Source of Funds (title and #) Account Number Addit. Approoriation Requested $ Asset Forfeiture 200.2001.250.000 Recommended Action(s): Authorize the City Manager to sign an amended Professional Services Contract with Haun and Associates for Public Safety Strategic Planning services in an amount not to exceed $13,000 from fund 200.2001.250.000. Alternative Council Option(s): Provide staff with alternate direction Citizens advised: Requested by: Prepared by: Chris Dewey, Director of Public Safety Coordinated with: Jane Chambers, City Manager Attachments• 1 -Amended Scope of Work• Strategic Plan Roadmap Approved: `'r ~ Ja Chambers, Executive Director Subject: Extend Strategic Planning Services Meeting Date: January 7`h, 2009 Page 2 of 2 Over the summer and fall of 2008, staff has been working closely with Haun and Associates in the development of this plan. Staff has reported back to the City Council as it has achieved a number of key milestones. These milestones have included; Development of an annual report, highlighting the activity of the Police Department and services the department provides; Conducting an internal employee survey to capture ways to increase efficiency and the delivery of police services, and Surveying the Ukiah community to obtain feedback and suggestions on improving police services by asking the community what are the most important issues which impact their safety and the quality of life of those who work and live within our community. With the inclusion of the Fire Department and Police Department into a Public Safety budget strategy, staff felt that it was vital to include the Fire Department in creating this long-term strategic plan on how the City's public safety services are provided. This strategic, service delivery plan, staff felt was needed to expand upon the Fire Department's current Fire Protection Master Plan, to include both Police and Fire in a strategic plan centered on the services public safety provides, how efficiencies can be obtained, communication and partnerships with the community can be increased, and allow both departments to prioritize services in a fiscally responsible manner. To assist in obtaining this goal, staff has prepared a "roadmap" of how future strategic planning will take place, what areas will be studied, and how the Community and City Council will be included in the development of the plan. Staffs ultimate desire is to create a strong list of specific Goals, Measures of Success, and Action Steps which will take place to improve public safety services in the future, and prioritize those services in a fiscally responsible manner. (This roadmap is attached for reference.) To assist us in the process, staff has retained the services of Haun and Associates. Haun and Associates has 16 years experience working with organizations in strategic planning, and has the experience the department desires working with key community partners in our community including, Nuestra Casa, and the city's strategic planning partner Steve Zuieback To expand our planning process, Haun and Associates has prepared an Amended Scope of Work to complete the strategic planning process, which would increase the cost of the project by $13,000 dollars. Funding for these expanded services will come from the department's Asset Forfeiture account, fund 200.2001.250.000. - Recommendations: Staff recommends that the City Council authorize the City Manager to sign an amended Professional Services Contract with Haun and Associates for Public Safety Strategic Planning services in an amount not to exceed $13,000 from fund 200.2001.250.000. ATTACHMENT I ~allll ~ ASSOC1at~S Organization Development Consulting 300 Laws Ave. • Ukiah, CA 95482 PJF: 707.468.5139 December 2, 2008 Chief Chris Dewey Ukiah Police and Fire Department 300 Seminary Ave. Ukiah, CA 95482 Dear Chris, Thank you for the opportunity to submit a Scope of Work amendment to reflect the addition of the Fire Department's strategic planning process. What follows is a summary description of this modification. ArnendedScope of Work The amended scope of work presented here includes the planning, preparation and facilitation of Strategic Planning sessions with you and the Fire Department Executive Team, in addition to the work with the Police Department Executive Team, as well as community and stafF forums designed to gather information specific to the SWOT Analysis (Strengths, Weaknesses, Opportunities, Threats). The process and outcome goals related to this effort include the following: e Enhancing the partnership with the community (individuals, businesses, community groups, agencies and other'partners) e Increasing the visibility of the Ukiah Police and Fire Departments Involving staff and getting input from staff as to organizational strengths and weaknesses e Involving the community and gathering input from the community as to concerns, needs and expectations of the Ukiah Police and Fire Departments o Creating aFive-year Strategic Plan for each the Ukiah Police and Fire Departments In terms of the original Scope of Work dated April 29, 2008, the amendment consists of adding a separate strategic planning process specific to the Fire Department. The Fire Department's strategic planning process will run concurrent and parallel to the Police Department's planning process. Further description of the Amended Scope of Work is provided in table format below and includes Key Steps/Approach, Timeline and the approximate number of additional hours (based on the original scope of work). FD ET Meeting: Define Annual Report and Other Data Collection Needs December 8 PD Analysis of CS & SWOT Development January 15 PD ET Meeting: CS SWOT Matrix January 8 FD SWOT Analysis Development (ES, CS & AR) January 25 FD ET Meeting: Review SWOT Analysis February 8 PD Planning w/Chief Dewey for PD KLF February 1 FD Planning w/Chief Dewey for FD KLF February 1 PD KEY LEADER FORUM: Data Analysis & Forces of Change Assessment April 15 FD KEY LEADER FORUM: Data Analysis & Forces of Change Assessment April 15 PD Planning w/Chief Dewey for CCW May 1 FD Planning w/Chief Dewey for CCW May 1 PD CITY COUNCIL WORKSHOP: Data Analysis & Forces of Change May 10 Assessment FD CITY COUNCIL WORKSHOP: Data Analysis & Forces of Change May 10 Assessment Re: Ukiah Police Dept. Strategic Planning Process -Amended Scope of Work (Including The Fire Dept.) December 2, 2008 ~ Page 2 FD SP Session #1 June 20 Present SWOT Analysis Data Analysis/Concerns & Issues Potentially, Forces of Change Assessment Preliminary Ranking within Safety, Professionalism & Community Service Theme Areas Define Measures (of Success) Preliminary Action Planning Potentially, Define/Amend Vision & Mission PD SP Session #2 Finish Action Planning/Define Implementation Plan July 20 Review Draft Plan Finish Action Plannirg Define Implementation Plan FD SP Session #2 Finish Action Planning/Define Implementation Plan July 20 Review Draft Plan Finish Action Planning Define Implementation Plan PD / ET Meeting and/or Meeting with the Chief: Debrief August 0 FD Total Additional Nours Z00 Total Additional Cost C~ $65 per hour $13, 000 Should preparing for and conducting the process take less time than anticipated, you would be billed for actual, not estimated, hours at an hourly rate of $65. Summary reports of each meeting and/or a final document can be provided at an.additional charge. Reviewing draft documents developed by your staff will be provided at no additional charge. Meeting facilities, food and accommodations for participants, and meeting materials are the responsibility of the Ukiah Police Department. However, as part of our work, I will provide an easel, easel paper, pens, tape, art craft paper, spray adhesive, agenda packets, name tags, etc. for all working sessions with you and your Executive Team. Chris, again, thank you for the opportunity to submit this amendment. Should you have questions, please do not hesitate to contact me at 468.5139 or shaun@pacific.net. Sincerely, M. Susan Haun, M.A. ~6 W „, M~ W W W W V "=? J /®/~ {T{~ y gi ., t `'S f x.= _~3 S ~w 3 ~~~'~ Fa s< U W ^ , ~ i Q z ~ a< ~ t ~E o „£ ~, w ~ ~ Y '- zs 0 z o ~ J ~ r' a ~ n ~ $ N ~ ~ S G ¢ ~3 t N ~ ~ 9 ~ ~ 0 m y Y v E i ~ E N ~ , Y w tr N O d o , C7 g Q c o 3 , ~ C- m W U gym' i . W6N =og' - QQ "LL~,~ 3 oZ FVW ~ ¢ ~° o N~ ~ ~x .., ~ ~ W w~c ~ D ~ c az c Z N ~ ~ ~ V N y gU= ~ y r _ ~ Y d o ' a d N p, N U N N vJ ~ O F=- m L,. E W <~ ~, ~ ~1~01- QZQJYN-t/J .s. ~° m ~ ~ t~ p J E ,=i N 0 m ~ ~' E Z A~~3 ~ ~ ~.s n ~ 0 2 p m ^ , _ 5 ~ 'F° d acc3ss ,p§U ~ - ~ ~ a ~~E9 ~5g6 yw ~~~~ ~ £ c'c~ ¢EE v.zw~LL3~4~C5 ¢~ ~e~ah ~ Q d d~ z ~' v a~ z C== `s ~ m U2 s"">_ m sd"~aaa„e rvk a„' _ °=_ "+o = a F °a w` ~ a ~°c'v 'a 8~~ R~ { ~ ~ '' mp~ b ,A~ v~ &7~ i O w ~~ ~a E v .; p~z ~~ ~ e $gfiW ~ ~' ~t €a ~w a&~ 7c January 7, 2009 SUBJECT: AUTHORIZATION TO AWARD PURCHASE OF DIGESTER CLEANING SERVICES TO WASTEWATER SOLIDS MANAGEMENT, CO., AT A PRICE OF $19,690.00 Background: The City of Ukiah's Wastewater Treatment Plant requested the Purchasing Department issue bids for cleaning Digester #2. Request for Bids were released on December 4, 2008 to all known digester cleaning companies. Bids were due at 1:30 p.m. on December 15, 2008. Four bids were received. The lowest responsible bidder is Wastewater Solids Management, Co. at a price $19,690.00. Refer to the attached Bid Summary Table for a complete list of bid amounts. Discussion: Submitted for City Council's consideration and action is staffs recommendation that the purchase of digester cleaning services be awarded to Wastewater Solids Management, Co., in the amount of $19,690.00. Digester #2 is being cleaned to allow construction of modifications to the digester which are part of the Wastewater Treatment Plant Improvement Project. Fiscal Impact: Budgeted FY 08/09 ~ New Appropriation ~ Not Applicable ~ Budget Amendment Required Amount Budgeted Source of Funds (title and #j Account Number Addtl. Appropriation Reauested $25,000.00 WWTP, Contractual Services 612.3580.250.000 N/A Recommended Action(s): Award purchase of digester cleaning services to Wastewater Solids Management, Co., in the amount of $19,690.00. Alternative Council Option(s): Reject all bids and provide direction to Staff. Citizens advised: N/A Requested by: Ann Burck, Interim Water and Sewer Operations Superintendent Prepared by: William Pounders, Interim Wastewater Treatment Plant Supervisor Coordinated with: Jane Chambers, City Manager; Tim Eriksen, Public Works Director Attachments: 1 -Bid Results Table I ~ Approved: :'-' J Chambers, City Manager Attachment t 411 d Ukiah, BID RESULTS DIGESTER CLEANING, DIGESTER #2 BID'S DUE: 1:30 P.M., December 15th, 2008 COMPANY North American Digester Cleaning Services 1212 NW Hiller Lane Portland, OR 97229 Wastewater Solids Management Co. PO Box 826 Yerington, NV 89447 American Process Group, Inc. 602 NE 3`d Avenue, Suite F Camas, WA 98607 Ace Pipe Cleaning, Inc. 4000 E. Truman Road Kansas City, MO 64127 BID $49,250.00 $19,690.00 $50,884.00 $82,000.00 A /~~~~ V /'~~ CW G - 6d~ W ' :,,.. U ~. J ; T~ y `, Y r ~:: r "~I '3 3 ~ e Q =32~ ~w ~g~ `~ ~O V6 r ~ U_ N `o a N y N O U IW~ U W O Q m a m ~_ L N C N J C ~ O ~ N ~ 4 d m ~ O it- cn >i OF- ¢Z¢J>~n-ln U W o 0 ! z ; PS Q „~ W S E 5 e ;~ o ~a ~ o.~y „ n m `~' _ °c Z ~ ~3 ~~ ~ E ~+ U 3 O~ ~ DL` d 1t ~ i E 5 ry U `u / ~ s ~ d fia G LL $fia Y ~ c~ 0 3 ' 9 y ~ N ' w LL ~ ~ T °a~l - RLL ~.~ 3 oQ ~ Mr'f Ct N O ~ ~ ~ ~ Q ' 6~ J V Q Z S i6 owe LL v ~ ~ a o d ~ I- U ~ O f O ~ E a i B W ~ ` ~ ~ ~ ~ ~ ~ - 4 a E ~ ~ N O , .~ ~ t- E ~ ~3 ~ = m ° n ~ g ~ ~ o w r E c 6 ~ N ~~ '~ ~~ g~ v ~ .4 d C' m ~a ~ gyg Cp 4 ~d ~AS~w~ ~ f C o c Ea a'Z ~5G~o u~~u`~ r$~?'°~' dq v ~ . _ ~ ~ _ . dg' °- - ~ E g a w p u n a Fn~aocUHd a Q Q N(Z ~~ °~ _© W a~ S w °e{ O ~ 6 w '~ ~~ o a~ fr ~ 5 t ~ ' ~ ~ ~ e s ~ ~ ~ r ~< ~~ ~~~ Background & Discussion: Pursuant to the requirements of Section 1522 of the Municipal Code, staff is filing with the City Council this report regarding the payment of $7,588.00 for the repair work done to a section of gutter on the Civic Center. This section of gutter located on the Civic Center roof above the Police Department carport was damaged beyond repair during the New Year's Flood of 2005/2006. This project was listed in the scope of work for the FEMA Project number 133 and authorized the City to repair the gutter. The scope of work from the project worksheet was utilized when the City sought quotes. Due to time restraints for completing this project before the FEMA project deadline of November 2008 the Purchasing Supervisor for the City of Ukiah contacted all contractors on the Qualified Bidders List and only received response from one contractor, RE Corporation. The purchase was made from account number 100.1915.250.000 (General Government Buildings, Contract Labor) and coded for FEMA reimbursement. Fiscal Impact: Budgeted FY 08109 ^X New Appropriation ~ Not Applicable ~ Budget Amendment Required Amount Budgeted Source of Funds (title and #~ Account Number Addtl. Appropriation Requested $7,588.00 Gen Gov Bldgs 100.1915.250.000 none Contract Labor (FEMA133) Recommended Action(s): Receive report regarding the purchase of contractual services from RE Corporation for the repairs of the Civic Center gutters in the amount of $7,588.00. Alternative Council Option(s): N/A Citizens advised: N/A Requested by: N/A Prepared by: Maya Simerson, Community Services Department Coordinated with: Mary Horger, Purchasing Supervisor; Sage Sangiacomo, Community Services Director Attachments: None __ Approved: \.~~ J~ hambers, City Manager 7e January 7, 2008 SUBJECT: AWARD PURCHASE OF POWER POLES TO STELLA-JONES CORPORATION IN THE AMOUNT OF $55,945.96 The City's Electric Department back-up stock of power poles needs to be replenished. A Request for Bid was released on November 18, 2008 for the purchase of thirty-nine (39) Western Red Cedar Class 3 Power Poles, and four (4) Western Red Cedar Class 1 Power Poles. The bids were sent to six (6) companies. Bids were opened on December 11, 2008, with three bidders responding and a "no bid" from a fourth. A copy of the bid tabulation is attached for Council's review. After carefully reviewing the options available, it is Staff's recommendation that the purchase of the power poles be awarded to Stella-Jones Corporation in the amount of $55,945.96, which includes tax & shipping. These purchases were budgeted for the 08/09 fiscal year within account number 800.3728.690.000, and sufficient funds are available. Fiscal Impact: X Budgeted FY New Not Applicable Budget Amendment 08/09 ~ Appropriation Required Amount Budgeted Source of Funds (title and #) Account Number Add'I Appropriation Req. $90,000.00 Elec Utility, Supplies & Equip 800.3728.690.000 N/A Recommended Action(s): Award the purchase of thirty-nine (39} Western Red Cedar Class 3 Power Poles, and four (4) Western Red Cedar Class 1 Power Poles, to Stella-Jones Corporation in the amount of $55,945.96. Alternative Council Option(s): Reject all bids and provide direction to Staff. Citizens advised: N/A Requested by: Mary Horger, Purchasing Supervisor Colin Murphey, Electric Supervisor, and Mel Grandi, Public Utilities Director Prepared by: Mary Parker, Purchasing Assistant Coordinated with: Jane Chambers, City Manager Attachments: 1 -Bid Tabulation Approved: ' , ~~ `--c--~/^ Ja Chambers, City Manager ATfAGHMENT I S S S S i E ua` ~ " S S S S S S m u S E u~ 0 c S 8 S S S o - ° ~ s a LL I f ,^ 6 ^VI ~ n W ~ O a _ - s ~ o ~k - m ~ ~ ~ N ~ S S O ~ ~ a L N O " a '`` N N ~ c. °° ° S $ o N V x ~ _ (a a a n $ n° ~ ° - F 19 ` o U U o v U m t a U ~ ~j U n ~ 3 3 `u U U U U U o U U ~ -j O rv ~ ° ° N _ ° ~ r u i O m C'i(t/ n/~'Z I•kiali ITEM NO.: 7f MEETING DATE: January 7, 2008 AGENDA SUMMARY REPORT SUBJECT: NOTIFICATION OF PURCHASE OF MOBILITY NETMOTION SOFTWARE, IN THE AMOUNT OF $8,907.36, TO GTSI CORP., AND AUTHORIZE BUDGET AMENDMENT FOR SAME. Background: To reduce dispatch workload, staff recently deployed Mobile Computer Terminals in emergency response vehicles. Mobile Computers rely on a wireless cell phone computer network to operate. During the implementation of this complex network, it was discovered that because of the Ukiah Valley's cell phone coverage and service gaps, difficulties existed in maintaining a constant secure and encrypted network connection. To maintain connection of the mobile devices, while ensuring that all computer traffic between mobile devices and the City's computer network remained encrypted and secure to outside intrusions, a third party software application was needed. Discussion: The City's mobile computers use a secure encrypted wireless network provided by cellular carriers to communicate with the City network. As these vehicles moved throughout our City, staff found that the secure encrypted communication network was being disrupted because of cellular limitations within the greater Ukiah Valley area. Fiscal Impact: Budgeted FY 08/09 ~ New Appropriation ~ Not Applicable ~ Budget Amendment Required Amount Budgeted Source of Funds (title and #) Account Number Addit. Aooropriation Reouested $0 Supplemental Law Enforcmt 205.2001.800.000 $8,907.36 Grant Fund Balance Continued on Recommended Action(s): No action required. Notification of purchase of NetMOtion wireless software in the amount of $8,907.36, from account 205.2001.800.000 (Supplemental Law Enforcement Grand Fund); authorize budget amendment for same. Alternative Council Citizens advised: Requested by: Chris Dewey, Director of Public Safety Prepared by: Chris Dewey, Director of Public Safety Coordinated with: IT Department; Jane Chambers, City Manager Attachments: N/A __ Approved: d ~ t.t J e Chambers, City Manager Subject: Purchase of NetMotion Software Meeting Date: January 7~h, 2009 Page 2 of 2 Staff was unable to anticipate these secure encrypted communication disruptions until our communications network was deployed and tested. Upon deployment and testing, it was quickly determined that these communications were being disrupted, and would not remain secure. To protect both our external networks and internal computer networks, staff worked with a number of communications and systems experts to place safeguards in our Public Safety communications network. To secure and protect vital computer network, while ensuring mobile users remained connected, staff deployed a product from NetMotion software. This software product was thoroughly tested during an initial free trial period from the vendor, and confirmed the software does provide secure, continuous remote access to the City's network resources and applications from mobile devices over the cellular network. Although these added costs were not originally anticipated when designing and preparing the specifications for this project, staff did reserve some funding from the State of California Supplemental Law Enforcement Grant for unanticipated costs. To safeguard City computer resources, and allow the Mobile Computer project to move forward with secure communications networks, staff purchased the required Netmotion software from GTSI Corp., in the amount of $8,907.36 using these funds. In compliance with Section 1522 of the Ukiah City Code, this report is being submitted to the City Council for the purpose of reporting an acquisition costing $5,000 or more, but Tess than $10,000. c-rlr, ~,j •zi~,«f, ITEM NO.: MEETING DATE AGENDA SUMMARY REPORT January 7, 2009 SUBJECT: REPORT TO THE CITY COUNCIL REGARDING THE PURCHASE OF WINDOW AND TRIM REPLACEMENT AT THE OBSERVATORY PARK BUILDINGS BY ROUND TREE GLASS IN THE AMOUNT OF $8,477.52 AND CORRESPONDING BUDGET AMENDMENT FROM THE SPECIAL PROJECT RESERVE FUND 699.260.007 ALLOCATED FOR OBSERVATORY PARK BUILDINGS. Pursuant to the requirements of Section 1522 of the Municipal Code, staff is filing with the City Council this report regarding the purchase of window and trim replacement at the Observatory Park Buildings by Round Tree Glass in the amount of $8,477.52. This project closely follows the replacement of the failing roof, carpentry repairs and new exterior paint. The Community Services Department, in collaboration with the Purchasing Supervisor, released a Request for Bid for the replacement of the windows at the Observatory Park house and office. The Request for Bid was sent to all qualified bidders on September 29, 2008. There were five qualified bidders who responded by the October 10 deadline. The lowest bid was submitted by Round Tree Glass in the amount of $7,350. Round Tree Glass Bryan's Glass JT&T Enterprise Machado Brothers, Inc. Ukiah Construction $7,350 $7;850 $9,774 $12,700 $25,550 The bid was awarded in October 2008 and the windows were ordered. The windows were installed in early December 2008. Upon removal of the old windows achange-order was needed to allow for new trim and casing on the windows. Round Tree Glass purchased the materials and installed the trim during the window replacement. The cost of the time and materials for the trim was $1,127.52. Recommended Action(s): Receive report regarding the purchase of window and trim reptacement at the Observatory Park Buildings by Round Tree Glass in the amount of $8,447.52 and approve a corresponding budget amendment from the Special Project Reserve Fund 699.260.007 allocated for Observatory Park Buildings. Alternative Council Option(s): 1. Remand to staff with further direction. Citizens advised: n/a Requested by: n/a Prepared by: Katie Merz, Community Services Department Coordinated with: Mary Horger, Purchasing Supervisor Attachments: n/a Approved: v' (f31,~ ~ ~ J Chambers, City Manager Funds for repair of the Observatory Buildings were previously allocated in the Special Project Reserve Fund 699.260.007. During the Ukiah City Council meeting on October 15, 2008, the Council approved budget amendment from Fund 699.260.007 to 699.1915.800.009 in the amount of $17,600 of which $9,600 was awarded to Mikes Paint for exterior paint and $8,000 was set aside for window replacement and carpentry. The entire payment to Round Tree Glass for the completion of the windows was $8,477.52. A budget amendment in the amount of $5,000 is needed to cover the window trim and additional carpentry work. Fiscal Impact: Budgeted FY 08/09 ~ New Appropriation Not Applicable ~ Budget Amendment Required Amount Source of Funds (title and #) Account Number Addtl Appropriation Requested $8,447.52 699.260.007 699.1915.800.009 $5,000 Special Project Reserve, Special Project, CS Dept. Observatory Buildings Observatory Buildings 7h January 7, 2009 SUBJECT: APPROVE THE SECOND AMENDED AND RESTATED NCPA MSS AGGREGATOR AGREEMENT BETWEEN CALIFORNIA INDEPENDENT SYSTEM OPERATOR CORPORATION AND NCPA AND NCPA METERED SUBSYSTEM AGGREGATOR AGREEMENT MEMBERS AND AUTHORIZE THE CITY MANAGER TO EXECUTE THE SECOND AMENDED AND RESTATED NCPA MSS AGGREGATOR AGREEMENT. Background: The City of Ukiah ("City") currently operates within the California Independent System Operator Corporation ("CAISO") Balancing Authority Area as a Metered Subsystem ("MSS") entity. Northern California Power Agency ("NCPA"), acting as Scheduling Coordinator on behalf of the City, operates and schedules the NCPA Pool Member' resources and loads within an aggregated portfolio pursuant to the terms of the CAISO Tariff and the NCPA Metered Subsystem Aggregator Agreement ("MSSA Agreement"). The City is a member of the NCPA Pool. The existing MSSA Agreement became effective on September 1, 2002, and was developed to work in conjunction with the current CAISO market structure. The CAISO is in the process of testing and implementing a new market structure within California, which is known as the Market Redesign and Technology Upgrade ("MRTU"), under which the City will transact in the future. Pursuant to CAISO Board of Governors adopted resolution, MRTU is currently set to be implemented on March 1, 2009. NCPA Pool Members are: Alameda Power & Telecom, City of Biggs, City of Gridley, City of Healdsburg, City of Lodi, City of Lompoc, City of Palo Alto, Port of Oakland, Plumas-Sierra REC and City of Ukiah Continued on Recommended Action(s): City staff recommends that the City Council approves the Second Amended and Restated MSSA Agreement and authorize the City Manager to execute the agreement on behalf of the City, which will allow NCPA, acting on behalf of the City, to continue operating the NCPA Pool Member system loads and generation resources within an integrated portfolio under MRTU, and will allow NCPA to continue to perform Load-Following to meet the service obligations of the City. Alternative Council Citizens advised: Requested by: Prepared by: Mel Grandi, Electric Utility Director Coordinated with: Jane Chambers, City Manager Attachments• 1 - Exhibit A -Description of Agreement Changes Approved: .J J Chambers, City Manager Subject: Approve Second Amended and Restated NCPA MSS Aggregator Agreement Meeting Date: January 7, 2009 Page 2 of 2 Issue In Tight of the pending implementation of MRTU, NCPA, acting on behalf of the City, and the CAISO have actively worked over the course of the past year to update the MSSA Agreement to reflect the new market structure. As a result of this effort, a number of modifications have been made to the existing MSSA Agreement to bring it current with the provisions found within the CAISO MRTU Tariff. The Second Amended and Restated MSSA Agreement contains a number of protections and provisions that will allow NCPA to continue operating the NCPA Pool Member system loads and generation resources within an integrated portfolio under MRTU, and will allow NCPA to continue to perform Load-Following to meet the service obligations of the City. The negotiation process between NCPA and the CAISO has been completed, and the CAISO has elected to unilaterally file the Second Amended and Restated MSSA Agreement with the Federal Energy Regulatory Commission ("FERC") requesting acceptance. Once accepted by FERC, the Second Amended and Restated MSSA Agreement will become effective and will replace the existing MSSA Agreement. Summary of Key Modifications to the Aareement Numerous modifications to the existing MSSA Agreement are reflected in the Second Amended and Restated MSSA Agreement. A summary of the significant modifications can be found below: • Updated Terminology and References to Align with the MRTU Tariff ® Updated Party References; NCPA, CAISO &NCPA Pool Members • Clarification of Responsibilities Associated with NERC/WECC Reliability Requirements • Revised Termination Provisions -12 Month Advanced Notice Requirement • Updated Scheduling Provisions and Timelines o Integrated Forward Market ("IFM") o Real-Time Market ("RTM") o Residual Unit Commitment ("RUC") o Congestion Revenue Rights ("CRR") • Revised and Updated CAISO Settlement Provisions and Exemptions • Updated Metering Provisions -Default and Custom LAP Metering • Clarification of MSSA Load Following Deviation Energy Formula A detailed description of the changes reflected in each section of the agreement can be found in Exhibit A to this Agenda Summary Report. Approval Request and Timing The Second Amended and Restated MSSA Agreement has been unilaterally filed at FERC by the CAISO. If approved and adopted per FERC order, the filed Second Amended and Restated MSSA Agreement will become effective and will replace the existing MSSA Agreement. Both NCPA and NCPA Pool Members, including the City, are Parties to the agreement; therefore City staff is seeking authority from the City Council to execute the Second Amended and Restated MSSA Agreement prior to the implementation date for MRTU, which is currently set for March 1, 2009. Fiscal Impact: ^ Budgeted FY ^ New ~ Not Applicable ^ Budget Amendment 08/09 Appropriation Required ATTACHMENT l January 7, 2009 Agenda Summary Report -Exhibit A Purpose of this Document This Exhibit A includes a section by section summary of the notable modifications that have been incorporated within the Second Amended and Restated Metered Subsystem Aggregator Agreement ("MSSA Agreement") to reflect the implementation of the California Independent System Operator Corporation ("CAISO") Market Redesign and Teclutology Upgrade ("MRTU"). The following is a summary of the notable modifications incorporated within the MSSA Agreement: Formattine & Tariff References General formatting and CAISO Tariff references throughout the MSSA Agreement has been updated, including the addition of a table of contents, to improve the readability and accuracy of the agreement Party References Party references have been clarified throughout the agreement to include the CAISO, NCPA and the MSSAA Members Article I -Definitions and htterpretation Section 1.2 (Special Definitions for this Agreement) -new definitions have been added to the agreement, existing definitions have been deleted from the agreement, and existing definitions have been modified withhi the agreement Article II -Term and Termination Section 2.1 (Effective Date) -the effective date of the agreement has been modified to be coincident with the later of MRTU implementation or FERC acceptance of the agreement; provisions dealing with possible CAISO Tariff reversion have been added Section 2.2.4 (MSS Withdrawal) -the deadline for submission of notice of termination has been increased to twelve (12) months ® Section 2.2.5 (MSS Entry) -new provisions have been added to the agreement to address the addition of new MSS entities to the agreement Second Amended and Restated MSSA Agreement -Exhibit A Page 2 of 7 Article III -General Ternis and Conditions Section 3.2.2 (NCPA Responsibility) -clarifying language has been added to the agreement to confirm that references to WECC and NERC Reliability Standards throughout the agreement do not make any alteration or enlargement of the requirements or standards applicable to NCPA or the individual MSSAA Members beyond their individual registrations with NERC Article IV -Interconnection ^ Sections 4.3 & 4.4 (Operation, Maintenance, and Load Serving Responsibilities / Expansion, Retirement, and Modification of Facilities) -clarification of roles and responsibilities between NCPA and members regarding operation, maintenance, expansion, and retirement of controlled facilities Article V -Operations Section 5.2 (Safety and Reliability) -clarified the CAISO responsibility to operate and maintain the CAISO Controlled Grid and the operation of the CAISO Balancing Authority Area in accordance with applicable Reliability Standards pursuant to WECC and NERC requirements as applicable, regulatory requirements, operating guidelines, and Good Utili#y Practice so as to avoid any material unplanned-for adverse impact on NCPA's System Article VI - Inforniation Sharing ^ No specific notable changes Article VII - Emergency Operations Section 7. L2 (CAISO Dispatch Iirstructions) -clarified applicability of Exceptional Dispatch and NCPA's obligation to respond to CAISO Dispatch Inshvctions Section 7.4 (Load Shedding) -clarified role and responsibility regarding automatic and manual load shedding during CAISO system energy deficiencies and system emergencies Article VIII -Local and Regional Reliability No specific notable changes Article IX-Access & Scheduling ^ Section 9.2.1 (Energy, Ancillary Services and RUC Capacity) -clarified NCPA's right of access to CAISO Markets, including Energy, Ancillary Services, and RUC Capacity Second Amended and Restated MSSA Agreement -Exhibit A Page 3 of 7 ^ Section 9.2.2 (Participation in the Integrated Forward Market) - clarified NCPA's right of access and participation in the CAISO Integrated Forward Market • Section 9.2.3 (Scheduling Timelines) -clarified applicable scheduling timelines and limits associated with participation in the Integrated Forward Market, the Hour Ahead Scheduling Process, and Real-Time Market • Section 9.3 (Congestion Revenue Rights) -clarified NCPA's ability to act on behalf of the NCPA Pool Members regarding the acquisition, administration, and settlement of Congestion Revenue Rights instruments Article X -Generating Units and Market-Participating Loads Section 10.3 (CAISO Authority to Dispatch NCPA Resources) -specified that CAISO's authority to issue Dispatch Instructions, including Exceptional Dispatch Instntctions, for any portion of the capacity of any Generating Unit of NCPA or the MSS Members, other than in accordance with a Bid submitted to the CAISO by NCPA's Scheduling Coordinator, is set forth in and subject to Section 7.1 of the agreernent Article XI -Metering • No specific notable changes Article XII -Charges • Section 12.2 (Congestion Management) -clarified that costs associated with relieving Congestion within any MSS Member's Service Area which is not directly attributed to MSS Member operations will not be solely allocated to NCPA, but will rather be allocated to the market in accordance with the CAISO Tariff ^ Section 12.5 (Neutrality Costs) - clarified NCPA's obligation to pay neutrality adjustment costs and Existing Contract cash neutrality charges based on net metered MSS Demand and exports from the CAISO Balancing Authority Area • Section 12.7 (Allocation of Net IFM Bid Cost Uplift) -clarified the recovery and allocation of Minimum Load, Start-Up, and Energy Costs as defined under MRTU; costs allocated in a two tiered process and is adjusted per MSS settlement election and Load- Following election ^ Section 12.8 (Allocation of Net RTM Bid Cost Uplift) -clarified the recovery and allocation of Minimum Load, Start-Up, and Energy Costs as defined under MRTU; costs allocated in a single tiered process and is adjusted per MSS settlement election and Load- Following election ^ Section 12.9 (Grid Management Charges Based on Uninstructed Imbalance Energy) - if the CAISO is charging Gird Management Charges for Uninstructed Imbalance Energy, and should NCPA elect on behalf of the MSS Members to perform Load-Following, Second Amended and Restated MSSA Agreement -Exhibit A Page 4 of 7 GMC charges assessed for Uninstnicted Imbalance Energy should be based on the net quantity of Energy either delivered to or received from the CAISO Real-Time Market, excluding the quantity of Energy provided as Instructed Imbalance Energy, other than MSS Load-Following Energy, and the quantity of Energy used to perforni Load- Following Section 12.10 (Grid Management Charges Based on Instructed hnbalance Energy) - clarifiedthat NCPA will not be assessed Grid Management Charges for Instructed Imbalance Energy associated with MSS Load Following Energy Section 12.11 (MSS Deviation Band) -provides an explanation of the MSS Deviation Band formula Section 12.12 (Load following Deviation Band Compliance) -provide an explanation of Load-Following Deviation Band Compliance Section 12.13 (Deviation Band Penalties Calculation) -provide an explanation of the pricing used within the Deviation Band Penalty Calculation; based on LMP pricing rather than ex-post pricing Section 12.16 (MSS Net Negative Uninstructed Deviation) -clarifies the relationship of MSS Load Following Energy to the calculation of MSS Net Negative Uninstnicted Deviation ^ Section 12.17 (Residual Unit Commitment) -clarifies NCPA's exemption from cost associated with RUC procurement and Bid Cost Recovery from RUC; pursuant to Load- Following election Section 12.18 (Emissions Costs) -describes options for election of eligibility to receive emission costs recovery, or to be exempted from the allocation of emission costs recovery Article XIII -Penalties and Sanctions No specific notable changes Article XIV -Dispute Resolution No specific notable changes Article XV -Representations and Warranties No specific notable changes Article XVI - Liabili and Indemnification No specific notable changes Second Amended and Restated MSSA Agreement -Exhibit A Page 5 of 7 Article XVII -Uncontrollable Forces No specific notable changes Article XVIII -Miscellaneous No specific notable changes Schedule 1 -NCPA's Svstem Facilities Updated Coincident and Non-Coincident Peak Load (MW) Schedule 2 -Interconnected Operation Standards No specific notable changes Schedule 3 - Riehts of Access to Facilities No specific notable changes Schedule 4 -Maintenance Coordination No specific notable changes Schedule 5 -Critical Protective S std • No specific notable changes Schedule 6 -Operational Contact Updated operational contact infornlation Schedule 7 -Emergencies No specific notable changes Schedule 8 - Underfreguency Load Shedding No specific notable changes Schedule 9 -Other Automatic Load Shedding No specific notable changes Schedule 10 -Manual Load Shedding No specific notable changes Second Amended and Restated MSSA Agreement -Exhibit A Page 6 of 7 Schedule 11 -Emergency Action Plan • Updated NCPA Emergency Action Plan to bring curent with existing business practice ^ Attachment A - clarified MSSAA Member's responsibility, either individually or in aggregate, for complying with the WECC Coordinated Off-Nominal Frequency Load Shedding and Restoration Plan • Attachment B -Updated Load Shedding Scenarios /Potential Power System Stress Scenarios ^ Attachment C -Updated procedures for Relocation of Dispatch Operations in the event of an emergency Schedule 12 -Load Restoration • No specific notable change Schedule 13 -Existing Contracts. Encumbrances and Transmission Ownership Rights • Updated applicable entitlement MW quantities and scheduling timelines Schedule 14 -Generating Units and Market-Participating Loads ^ Updated Schedule 14 to include specific generation unit information and constraints Schedule 15 -Metering OUli atg io11s • Updated NCPA SQMD (Gross MSS Demand) calculation to reflect MLAP and Custom LAP scheduling points • Provided description of Custom LAP Meter Submission and Settlement process for SVP, Plumas and SOTP Custom LAP ^ Updated technical meter information (Schedule 15.1) Schedule 16 -Transmission Reliability Criteria ^ No specific notable change Schedule 17 -Contacts for Notice ^ Updated applicable contact information Second Amended and Restated MSSA Agreement -Exhibit A Page 7 of 7 Schedule 18 -MSS Members • Defined MSSAA Members and SVP Schedule 19 -MSSA Load Following Deviation Energy Formula • Incorporated detailed schedule into the agreement for durability; describes the process, information, and calculations used to derive Deviation Energy (DOPD), which is used to measure Load-Following compliance and any associated penalties 7i January 7, 2009 SUBJECT: REPORT TO COUNCIL OF THE EXPENDITURE OF $5,490.95 TO AIRGAS NCN FOR THE PURCHASE OF MILLER RESCUE SYSTEM FOR THE ELECTRIC DIVISION OF THE PUBLIC UTILITIES DEPARTMENT. Discussion: Pursuant to the requirements of Section 1522 of the Municipal Code, this report is being submitted to the City Council to advise of the purchase of miscellaneous components of a Miller Rescue System for the Electric Department. This system meets requirements of OSHA to provide rescue when employees are working in underground vaults. The Rescue System was purchased from Airgas NCN for the amount of $5,490.95, which includes tax and freight, with funds from account 800.3729.690.000 (Fiscal Year 2008-09 budget), which were budgeted and available for this purpose. City staff requested bids from a total of 3 companies. A bid tabulation of these bidders is below for Council's review. Vendor Total Price inc. Tax & Freight Airgas NCN $5,490.95 Empire Safety Supply $5,549.13 Farwest Line Specialty $5,832.54 Airgas NCN was awarded the Purchase Order at a price of $5,490.95. 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 $40,000.00 Elect Distrib - Undgrd Maint 800.3729.690.000 N/A Supplies & Equipment Recommended Action(s): No action` heeded -report to Council only Alternative Council Option(s): None Needed Citizens advised: N/A Requested by: Mary Horger, Purchasing Supervisor and Mel Grandi, Public Utilities Director Prepared by: Mary Parker, Purchasing Assistant Coordinated with: Jane Chambers, City Manager Attachments: N/A Approved: ~'Gt,C Ja Chambers, City Manager NAIA ~ National Animal Interest Alliance e tie t'~ ~c~. k.c~GL Page 1 of 2 (l~l wEBSITE SEARCH » Contact NAIA POLICY STATEMENT: GUARDIANSHIP » Mission Statement Do we own our pets, working animals, and livestock? Or are they on loan from the government? Can we make decisions about the housing, care, and training of our dogs, cats, » Position Statemen and other pets, or are we subject to second-guessing 6y public officials and activist humane agents who would redefine cruelty and neglect? » Board Members » Our Logo In all but a few US jurisdictions, animals are considered personal property and owners are given the right as well as the responsibility to provide for their well-being. In a handful of cities and one state (Rhode Island) where guardianship laws have been passed, animal ownership has become a fuzzy issue that may lead to situations where government can revoke guardianship for violation of an ever-increasing list of forbidden or restricted practices. The guardianship campaign is run by animal rights activists who believe that animals should not be owned or used by human beings. Publicly, these radicals equate animal ownership with human slavery and claim that a change from "owner" to "guardian" in laws and legal documents will result in better treatment for animals. Privately, they oppose pet breeding, animal sports, animal-based research, animals in entertainment and raising animals far food and fiber, and they plan to use guardian laws to tighten restrictions on animal use and ban activities they don't like. NAIA stands with owners NAIA supports laws that protect animals from abuse, neglect and cruelty (animal welfare) but opposes the political campaign to give legal rights to animals (animal rights). NAIA believes that the concept of private property is inviolate and opposes any campaign to undermine this fundamental American right. We further believe that comparisons with human slavery are hateful and insulting. As a result, we oppose the guardianship campaign because it ... • interferes with private contracts between buyers and sellers; • may result in loss of well-loved animals; o will do nothing to improve animal care; o could interfere with biomedical research involving animals, which is already strictly regulated by the federal government; http://www.naiaonline.org/about/policy~uardianship.htm 1 /7/2009 NAIA ~ National Animal Interest Alliance could interfere with farmer's decisions about animal husbandry practices such as dehorning cattle or docking sheep tails; o has the potential to clog courts with specious cases; o will do nothing to get stray animals off the streets; and m bases all animal care decisions on the preferences of a minority group of activists, not on experience of animal owners, trainers, and scientists who are part of the majority. As proponents of animal welfare, NAIA abhors cruel and negligent treatment of animals and believes that those responsible for abusive acts should be prosecuted. We encourage communities to steer clear of quick fixes that are part of a political agenda and instead adopt laws that clearly define animal cruelty and neglect and hold animal owners accountable for violations. Be sure to see these additional NAIA policy statements Int[odu5tion / P_et_0_wnership / Po9s / Pets and the Community /Guardianship Animals in Entertainment /Animal husbandry /Agriculture /Research /!lyildlfe Page 2 of 2 Capyrighl ©2088 National Animal Interest Alliance Home I Search Subscrih[ http://www.naiaonline.org/about/policy~uardianship.htm 1 /7/2009 NAIA ~ National Animal Interest Alliance s Page 1 of 3 NfEBSITE SEAflCH Issues ANIMAL RIGHTS, APdift~AL WELFARE: WHICH IS IT? » Position Statemen Throughout the first half of the 20th Century, animal owners improved standards of care for their livestock, lab animals, and pets, tossing out harsh, ineffective, and inefficient methods and »NAIA Campaigns embracing a kinder, gentler stewardship of animals. Some people talked about the "rights" of animals to food, water, shelter, and care, but the emphasis was on improving the lives of animals utilized by people, not on eliminating human use altogether. PROGRAMS » NAIA Shelter Proje However, by the late 1960s, the term animal rights had taken on new meaning. Giving rights to animals had become a social and political cause, a moral imperative, which demanded that » Advocacy society adopt a new ethic for human/animal relationships. This new philosophy opposed all use of animals, no matter how humane, no matter how responsible, no matter how much benefit »NAIA Rescue was last to humanity and other animals from such avoidance. Today, despite the public's rejection of animal rights as determined by evaluating their own use of animals, animal rights philosophy is a dominant factor in popular culture. This disconnect is caused in part because many people, even people who label themselves as animal rights supporters, don't understand the true beliefs and goals of the animal rights movement. To bring this topic into clearer focus, NAIA offers this quick tour of the differences between animal rights and animal welfare, two distinct philosophies. Animal welfare celebrates the bond between animals and humans; animal rights seeks to sever that bond. "It is time we demand an end to the misguided and abusive concept of animal ownership. The first step on this long, but just, road would be ending the concept of pet ownership." -Elliot Katz, President, In Defense of Animals, "In Defense of Animals," Spring 1997 Animal welfare grows and improves as we learn more and more about animals, their behavior, and their management. Animal rights remains stagnant with its dogma of "no more animal use ever." http://www.naiaouline.org/issues/animal_welfare.hlm 1 /7/2009 NAIA ~ National Animal Interest Alliance "Let us allow the dog to disappear from our brick and concrete jungles-from our firesides, from the leathernooses and chains by which we enslave it."-John Bryant, Fettered Kingdoms: An Examination of A Changing Ethic (Washington, DC: People for the Ethical Treatment of Animals (PeTA), 1982), p. 15. Animal welfare is inclusive; its belief in stewardship of species and individual animals embraces a human connection to the Earth through interaction with animals. Animal rights is divisive; by separating the destiny of man from the destiny of animals, the movement shows it cares nothing for the Earth. "...the animal rights movement is not concerned about species extinction. An elephant is no more or less important than a cow, just as a dolphin is no more important than a tuna...ln fact, many animal rights advocates would argue that it is better for the chimpanzee to become extinct than to be exploited continually in laboratories, zoos andcimuses."(Barbara Biel, The Animals' Agenda, Vol 15 #3.) Animal welfare makes room for a broad spectrum of animal relationships that include raising and using animals for food, fiber, labor, and medical and behavioral research; managing animal populations by hunting; keeping animals in zoos and other educational venues; and enjoying animal sports and animals in movies, circuses, and on stage. Animal rights opposes all traditional relationships with animals, from eating meat and wearing leather and wool to biomedical research, pet ownership, dog and cat breeding, circuses, zoos, hunting, trapping, ranching, fishing, and learning about animals by hands-on experience. "If the death of one rat cured all diseases, it wouldn't make any difference to me."-Chris DeRose, director, Last Chance for Animals, as quoted in Elizabeth Venant and David Treadwell, "Biting Back," Los Angeles Times, April 12, 199D, p. E12. "My dream is thatpeople will come to view eating an animal as cannibalism."- Henry Spiro, director, Animal Rights International, as quoted in Barnaby J. Feder, "Pressuring Purdue," New York Times Magazine, November 26, 1989, p. 192. "Founded in 1980, PETA operates under the simple principle that animals are not ours to eat, wear, experiment on, oruse for entertainment."- PeTA's website, August 2000 Animal welfare requires humane treatment of animals on farms and ranches, in circuses and rodeos, and in homes, kennels, catteries, laboratories, and wherever else animals are kept. Animal welfare endorses a quick death when death is inevitable and a scientific approach to commercial use and management of wild populations. Animal rights works for the day when we will have no interactions with animals but will view them from afar. Page 2 of 3 http://www.naiaonline.org/issues/animal_welfare.htm 1 /7/2009 NAIA ~ National Animal Interest Alliance Page 3 of 3 "I don't approve of the use of animals for any purpose that involves touching them -caging them"- Dr. Neal Barnard, Physician's Committee for Responsible Medicine "We don't want cleanercages, we want empty cages."-Tom Regan, animal rights leader In short, animal welfare works to enrich and celebrate human/animal interactions in an atmosphere of concern for animal well-being; animal rights yearns for the day when human life will be impoverished because we can no longer enjoy the company of non-human animals. NAIA.present_s a sample animal welfare resolution to adapt_for use inyouur state, Sites that Promote animal welfare: o AKC Canine Health Foundation promoting better health for all dogs. e The American Association of Laborato Animal Science a professional association dedicated to lab animal welfare. • The American Kennel Club • Americans for MQdical Progress / Metlieal Rese~ch vs. Anima~jghts • The American Veterin_ary:Medical Association - - • Circus Animal_s_Care and Traininglnformation about circus issues o Links the the Federal Animal Welfare Act and FAWA regulations are at http://www.aphis_usda.gov/ac/publications .html m Foundation for Bio_.medical Res_e_arch o lostandfound the largest lost and found animal directory on the web o MAABRE Mid Continent Association for Agriculture, Biomedical Research and Education m Maddies Fund The pet rescue foundation m Oklahoma Animal Owners Federation o Pennsylvania Federation of Dog Clubs An organization promoting responsible pet ownership through education and legislation. o Responsible Pet Ownerg_Alliance o Save Our Strays Copyright ©2008 National Animal Interest Alliance Home Search Subscri6[ http://www.naiaonline.org/issues/animal_welfare.htm 1 /7/2009 Background: The Proposition 50 California River Parkways Program managed by the California Resources Agency is a competitive grant program for river parkways projects. Eligible projects must provide public access or be a component of a larger parkway plan that provides public access. Under the direction of Council, staff submitted an application for funding in October of 2007. In April of 2008, staff received further direction from Council and continued to work with the Resources Agency in pursuit of funding. Additionally, staff has worked closely with RRM Design Group on the specifications and technical aspects of the park project. This combined effort culminated in May of 2008 with several revisions to the original grant application. In June of 2008, the Resources Agency announced their award to 31 cities in the State of California with the City of Ukiah receiving an award for $810,000. The original grant application included restoration and development of more than 20 acres of park land and requested a grant award of $4.2 million (Attachment #1 Conceptual Site Plan & Goals). At the request of the Resources Agency, staff worked with RRM Design Group to revise the park plan to include multiple phases of development. Phase 1 includes the park entry area and the northern most riverfront section of the park (Attachment #2 Phase 1 Visual). The Phase 1 project will include improvements to the entry area such as an entry gate, landscaping and amenities such as a bike rack and benches. The trail will start at the park entry and provide a stabilized pathway with a main trail on the top-of-bank, one river access trail and one loop trail. The improvements will meet the River Parkways criteria for restoration of the riparian habitat by removing invasive vegetation and replanting with native species. Phase 1 will include approximately 2,700 linear feet of trail and 1,200 linear feet of river bank riparian restoration. Citizens advised: N/A Requested by: N/A Prepared by: Katie Merz, Community Services Supervisor Coordinated with: Jane Chambers, City Manager, Charley Stump, Planning Director, Sage Sangiacomo, Director of Community/General Services Attachments: 1. Riverside Park 2002 Conceptual Site Plan 2. Riverside Park Project: Phase 1 Visual 3. Phase 1 Cost Estimate 4. RRM Design Group Scope of Services 5. RRM Desian Group Fee Schedule Approved: ~%~~t~~' ~~}~~~ Jap)s Chambers, City Manager Upon receiving the funding award in June 2008, the Community Services Department worked with RRM Design Group and the Resources Agency to outline the grant agreement which includes a description of project elements, project timeline, and cost estimate (Attachment #3 Phase 1 Cost Estimate). The first component in development of Phase 1 is the engineering and design of the project area. This work includes a construction plan to include grading, irrigation, riparian restoration, trail preparation, and site furnishings as well as surveying and completing all required permits. RRM Design Group submitted a Scope of Work for consideration by the City of Ukiah. The Scope of Work has been reviewed by a team of staff including the Planning Director, the City Manager, the Project and Grant Administrator and the Director of Community Services. The draft Scope of Work has undergone several revisions and is presented here as Attachment #4, along with the draft Fee Schedule, Attachment #5. It is important to note that the public and neighboring landowners input will be solicited and incorporated as the project moves forward from the conceptual phase. Discussion: The Gobbi Street Riverside Park project is one of many projects that the State has temporarily suspended funding due to the State's budget crisis. We received a statement from the Resources Agency with the following information: "Dear River Parkways Grantee: On December 17, 2008, the Pooled Money Investment Board (PMIB) approved an action which affects state bond programs, including those projects funded from Resources Agency bonds. Specifically, we have been directed to do the following: 1) Immediately cease entering into any new construction, grants, loans or other agreements that commit the expenditure of bond funds, and 2) Immediately instruct all grant or loan recipients of bond funds to cease from entering into any new construction or other agreements or contracts that would be funded from bond funds. Additionally, the State Controllers' Office indicated that effective December 17, 2008 all bond funded disbursements would be frozen until further notice. Another Board meeting will convene in early January 2009 to further address the issue. " Although it is unknown when the funding freeze will be lifted, it is important that the City of Ukiah be prepared to take action in order to meet the statutory deadlines for the completion of the projects. When the State is ready to release the funding, the City and RRM Design Group will be prepared to proceed. Staff has also received information regarding Proposition 12 and 40 and will provide a verbal report at the Council meeting. Fiscal Impact: Budgeted FY 08/09 ~ New Appropriation ® Not Applicable ~ Budget Amendment Required Gobbi Street ~.iversi~e Design Elements 0 ReviWllzed Baseball Complex <MdA4E' N • HeumtllT:eYYpYwM•%aPYC ~elYmnl.an'np YfnMO Wr'a*MfYW ~~ le%#bK~rbNO W1W1,tM[i~q . umm~,:e w+uo.. e. awss t •aw.v.~•a~+p. ~'- Mainlcnance5hu{ . ,w., 4 o.mo arm+n~.'~A+ 0 Gtretaker's Ouartero ~ rr~+r YY WaC WNbmwa W ~WVCY eAeyyCaaCmmC45 ~T~6nn4 rcu+'Nvayeetram,mmaa Mmm'~tiF6W Rw ~ ~ 0 Bxistiny RMX Track • EutipT4b W nGROwa waa•asa © Parking . carrvrv»r rssronbvrwxr ~mmamvaepcmn Raupmu ^/ Picnic Area ~ cFnlriNi~'vEYVM~b,m~x nM ~pduYbtNtlCle br0®,4G auzwe:, evrn+®v°"i•~.{wro•w^r ^fl New•$acurFicld ^9 TurfArca ~ame°a'~°`a..~ a.°as'bw'a°.ru1O1dnn Tok Lot Playground wiww•uv.wumaea.wws n Ncw Main Pond PimuWtl, Gan Crtl~my{{b~~pW~~Np • NroN~e iiggtiMtl WNab¢ ~a ~ U Fenced Da~ Park ~.meGwar wmr..anraroa•.by 1i Buffer Planting . e.~w"" ~e"°ua"~".«Y c~nAf ynw r 1~M1 Nakivc Wildflrnccr }lydro5ecded Meadow 15 InterprMivc Tra+I •En.•w°'°~bb wr~wa.ua.~.. ~.wawmume ~.~ tb Open Meadow t7 Naty vei~v.ncm'xmammu ~ feYlf 9 WivNOrminf>Yin9Wtn O~tl~rgeYni~~ OElss6:vYtlW an R+parianMNF2YO&~lr~t .,.~.°.~~°: M MNPaeW W.m 19 &tbancrd Welland • Akf Nmalebb4prMnNmeNwun fl~ • R%WrrWl4+e b,wmro ® Perimeter Fendng . rr~ v«w«iwenrcG~ro 2a PoNmctcr Fencing . wnr+usa.e~wn C~liforni~ ve~u~~ Scale: a"=EIO' August 9, 2002 R R M DES 1 G N G R O U P C ~*1 f~~..+uw Ay! EiW Conceptual PHASE 1 PLAN DIAGRAM Trail Sign Entry Native Screen Planting Phase I - Phase I 1~ L~ lr ~'/ ~~ti 7 ~~ ~ \ 9bg ~~~ 1,200 LF Riparian Restoration 1,817 LF Hedgerow /Buffer & Indicated Trails & Access to Oak Meadow Restoration River ~ Indicated Trails ATTACHMENT River Access Stabilized Trail River Access Riparian Forest Restoration NTS REVISED CONCEPT SKETCH PLAN MAY 30, 2008 rrm group Resources Agency, Prop 50 River Parkways Funding, 2008-2011 ATTACHMEfVT~ City of Ukiah Cost Estimate Tasks Total Project Prop 50 River City of Ukiah Costs Parkways Grant In-Kind Project Management Costs Permits $4,800 $4,800 $0 Design/Engineering $80,000 $80,000 $0 Project Development Subtotal $84,800 $84,800 $0 Site Preparation Clear and Grub Grading & Debris Removal $37,500 $37,500 $0 Site Preparation Subtotal $45,000 $45,000 $0 Entry Area Construction: materiats & labor Amenities: bike rack, trash/recycle receptacles $8,400 $8,400 $0 Entry gate & bollards $10,200 $10,200 $0 Signage: entry area, trail area, prop 50 $16,000 $16,000 $0 Entry area landscape; fine grading, soil amendment, and planting of trees, shrubs, etc. $45,550 $45,550 $0 Entry area landscape irrigation $26,465 $26,465 $0 Entry area construction on-site management $23,000 $18,000 $5,000 Entry Area Construction Subtotal $129,615 $124,615 $5,000 Area Construction: materials & labor Amentities: trailside benches and/or picnic tables $11,100 $11,100 Pathways: approximately 23,000 sf $145,295 $145,295 $0 Exotic plant removal $40,000 $40,000 $0 Riparian revegetation, replanting, erosion control $193,590 $193,590 $0 Irrigation for revegatation and planting $45,600 $45,600 $0 Adaptive mangement, monitoring, reporting $20,000 $20,000 $0 Riverside area construction on-site management $29,000 $25,000 $4,000 Riverside Area Construction Subtotal $484,585 $480,585 $4,000 Contingency $75,OOD $75,000 $0 ,,,..,.,,.,.m~,,..... , Grand Total $819,000 $810,000 $9,000 ATTACHMENT _ ~'1~ .., rrm . -group creating environments people enjoy" RRM Design Group 10 Liberty Ship Way, Ste. 300 Sausalito, CA 94965 P: (415) 331-8282 F: (41 5) 331-8298 Gobbi St. Riverside Parlc Phase 1 Construction Documents Scope of Services and Fee Estimate The following Scope of Services and Fee Estimate describes the work RRM Design Group proposes to accomplish in order to implement the first phase of the Gobbi Riverside Park Plan by creating a set of construction documents and providing bidding and construction support services for the first construction phase of project. Understantling of Project RRM Design Group has worked with the City of Ukiah since 2001 to create a Master Plan for Gobbi Parl< and to provide assistance to the City in procuring grants for park implementation funding. In June of 2008, the California Resources Agency funded the construction of a portion of the park plan (Phase I) consisting of 1200 linear feet of riparian bank restoration and accompanying entry landscaping, signs, trails and site furnishings. In Task A, RRM Design Group proposes to create construction documents to implement Phase I of the-park plan. Task B describes subtasks for bidding support, construction administration and construction observation. II. Scope of Services Taslc A Prepare Construction Documents RRM Design Group will conduct site studies and prepare construction documents to complete the scope of work outlined in the revised grant request to the Resources Agency Rivers and Parkways Grant Fund. Subtask A.1 Conduct Detailed Site Conditions Survey RRM Design Group will conduct an onsite survey to review all site areas and record detailed notes regarding the location of proposed site trails and furnishings, the extent of exotic species removal, and the layout of revegetation plantings. Deliverables: None, information will be transferred to construction documents below. COMMUNITY ~ CIVIC & PUBLIC SAFETY I RECREATION I EDUCATION I URBAN ARCRITECT5 ENGINEERSI EXHIBIT OESIGNERSLANOSCAPE ARCHITECTS IPLANNERSSURVEYORS FCJSarva Cala~a6^n~aAbApmery,lw^AeG.x.'llpA Jdry~ I.REYM63S.lSi6]16~IaNFay¢r, LAC1Bii rrm r ~ ~~;x group creating environmentr people enjoy"' Gobbi St. Grant Assistance Scope of Services August 7 9, 2008 Page 2 Subtask A.2 Arborist Report RRM Design Group will contract with a registered Arborist to survey the condition of all site trees over 6" diameter at breast height within 30' of proposed site paths for Phase I, and provide a summary of their condition and any recommendations for pruning and/or removal. Deliverables: One (1) Arboricultural Report Document in 8.5'k 1 1 "format Subtask A.3 Prepare Base Map RRM Design Group will prepare a base map that shows Nrrent site conditions such as contour lines, the approximate location of existing trees, the existing entry drive, and pari<ing areas that will serve as a base for all the construction plan documents. Deliverables: One (1) 36"x 48" Base Drawing Subtask A.4 Develop Draft Design Details for Site Elements: and Furnishings RRM Design Group will gather illustrative images: and cut sheets for all site elements and furnishings inclusive of: pathway materials, bollards, picnic tables, entry gate, benches, wayfindirig signs and waste receptacles. RRM envisions one revisision of the Site Elements: and' Furnishings Packet: prior to incorporating them into the construction plans, details and specifications. Deliverables: One (1) Draft Site Elements and Furnishings Packet in 8.5'k11 " format, One (1) Final Site Elements and Furnishings Packet in 8.5°x 1 1 "format Subtask A.S Prepare Construction. Plan RRM Design Group will prepare a construction plan laying out the location of constructed site elements including pathways, bollards, picnic tables, entry gate, benches, wayfinding sign, entry sign, Prop. SO acknowledgement sign, and waste receptacles. Deliverables: One (1) Construction Plan 36'k 48"in size. Subtask A.6 Prepare Construction Details RRM Design Group wild create 1-2 sheets of construction details that illustrate the construction and/or`installation of all site elements. Deliverables: One to Two (1-2) Construction Details Sheets 36'k 48"in size. rrm ' :°~ ~ group creating environmentr people enjoy'"' Gobbi St. Grant Assistance Scope of Services August 19, 2008 Page 3 Subtask A.7 Prepare Irrigation Plan and Details RRM Design Group will prepare irrigation plans and details that illustrate the layout of irrigation for the site and provide appropriate construction details. The irrigation design will provide for permanent irrigation fittings along the top of bank and temporary irrigation installations to establish bank restoration plantings. Deliverables: One (1) Irrigation Plan 36"x 48"in size, One (1) sheet of Irrigation Details 36'X 48" in size Subtask A.8 Prepare Restoration Plan RRM Design Group will prepare a restoration plan indicating exotic plant removal areas, erosion control methods and areas of application, and new native plantings. Deliverables: One -Two (1-2) Sheets 36 x.48"in size depicting the Restoration Plan Subtask A.9 Prepare Restoration Details RRM Design-Group will prepare details that illustrate xhe methods and materials required to implement the restoration plan, including erosion fabric installation, slope plantings, mulching requirements and other planting details. Deliverables: One (1) Sheet of Restoration Details 36'X 48"in size. Subtask A.10 Prepare Technical Specifications RRM Design Group will prepare technical specifications in the CSI format for all construction and restoration elements: Deliverables: One (1) 8.5"x 1 1 "packet of CSI Format Technical Specifications Subtask A.1 1 Create EntrySignage RRM Design Group will develop a draft design for entry signage td review with the City and based on the City's comments prepare a final sign design. This design will then be incorporated into the Site Construction details. Deliverables: One (I) 8.5'X11"Draft Entry Sign Design, One (1) 8.5'x71"Final Entry Sign Design Subtasl<A.12 Prepare Horizontal Control and Grading Plan RRM Design Group will prepare a plan that delineating the horizontal layout of all site elements and grading of site paths. Deliverables: One (1) Construction Plan 36'X 48"in size and associated specifications in 8.5"x 1 1 "forma[ rrm~'~;~.,~t~group creating environments people enjoy"" Gobbi St. Grant Assistance Scope of Services August 1 9, 2008 Page 4 Subtask A.13 Topographic Survey of Trees Within 30' of all proposed site paths, RRM Design Group will survey any trees that are larger than 6". This survey will also take a number of field shots to determine the accuracy of the topographic data that will be used. If it is shown that the topographic information being provided is inaccurate a separate proposal will be provided to survey the areas that need to be re-surveyed. Deliverable: Survey showing trees within 30' of proposed site paths on topographic survey provided to RRM Deliverables: One (1) digital and print format Tree Location Survey Subtask A.14 Submittal Preparation RRM Design Group will coordinate and submit a 50%, 90% and 7 00% set of construction documents including plans, details and specifications. Deliverables: Three (3) copies of each pf the 50%, 90%and 100%Construction Documents Subtask A.1 5 Conduct Onsite Coordination Meetings with City Staff RRM Design Group will meet two (2) times onsite with City Staff to check the project plans, ground truth them on the site and develop revisions. Deliverables: Notes from onsite meetings Subtask A.16 Opinion of Probable Costs 50%, 90%and 100%Submittals Mack 5 will provide an Opinion of Probable Cost for the 50%, 90%, and 100% construction document submittals and RRM will coordinate this Subtask. Deliverables: One to five (1-S) pages of an Opinion of Probable Cost for the 50%, 90%, and 100%Construction documents submittal. Subtask A.17 Conduct Project Administration and Coordination RRM Design Group will provide ongoing project administration and coordination during the 120-200 day period estimated to be required to create these construction documents. Deliverables: General correspondence and a-mail in digital format. rrm «;~,~ 3 {group creating environments people enjoy"" Gobbi St. Grant Assistance Scope of Services August 19, 2008 Page S Tasl< B Bidding and Construction Support RRM will support the City during the anticipated 105-160 calendar day construction process for the implementation of the construction and restoration plans. If the construction period extends beyond 105 days, our fee may increase accordingly. Task 6 is an Hourly Time-and-Materials tasi<, and RRM has provided an estimated number of hours to complete that task that would not be exceeded without prior client authorization. The estimate does not warranty that RRM can complete Bidding and Construction Support services for [his fee, but is provided for budgeting purposes. Support efforts will generally include the following scope df services: Subtasl< B.1 Provide Bidding Assistance RRM will assist the City during the bidding phase of the project. We will prepare addenda and respond to Requests for Clarifications as determined by the City to be reasonable or necessary for the bidding process. All bidder questions will be received by the City and forwarded in writing to the $RM for response back to the City in writing. Deliverable: Addenda and Plan Clarification response documents Subtasl< 6.2 Perform Construction Administration Following award of the general construction contract, RRM will support the City during the construction phase of the project. We will review and respond to Requests for Information (RFI), Change Orders (CO), submittals, and contractor supplied shop drawings. Under this task, we will also prepare and issue Supplemental Instructions as necessary to clarify technical details and prepare preliminary and final punch lists. We will also coordinate with consultants, agency, and City staff as necessary. Deliverables: RFI, CO, submittal. reviews, shop drawings responses, supplemental instructions, preliminary and final punch lists, and general record keeping documents. Subtask 6.3 Perform Construction Observation RRM's project manager and/or designated representative will prepare for and attend weekly field observation meetings at intervals appropriate to the stage of construction to observe construction progress. Field observation meetings will be planned to coordinate with key milestones during the construction process. In the interest of cost efficiency, we will encourage meeting consolidation by strategically scheduling meetings to maximize productivity whenever possible, such as meeting with City staff, construction inspector, contractor, and any other agency representatives in a single visit. These site visits and observations are not intended to be an exhaustive check or a detailed inspection of the Contractor's work, but rather are to allow RRM to become generally familiar with the work in progress and to determine, in general, if the work is proceeding in accordance with the Contract Documents. RRM shall not supervise, direct, or have control over the Contractor's work nor have any creating environments people enjoy"" Gobbi St. Grant Assistance Scope of Services August 19, 2008 Page 6 responsibility for the construction means, methods, techniques, sequences or procedures selected by the Contractor, nor for the Contractor's safety precautions or programs in connection with the work. These rights and responsibilities are solely those of the Contractor in accordance with the Contract Documents. RRM shall not be responsible for any acts or omissions of the Contractor, subcontractor, any entity performing any portion of the work, or any agents or employees of any of them. RRM does not guarantee the performance of the Contractor and shall not be responsible for the Contractor's failure to perform wori< in accordance with the Contract Documents or any applicable laws, codes, rules, or regulations. Deliverables: Prepare for and attend bimonthly field observation meetings during the 105-160 calendar day construction duration. Subtasl< B.4 Prepare Adaptive Management Document RRM Design Group will prepare an adaptive management document within 3 to 6 months after completion of the restoration plan that outlines ongoing maintenance and management actions to support the native plant restoration project on the site including follow up measures for invasive species removal and enhancement of native plants and plant communities. Deliverables: One (1) 8.5'k 1 1 "Adaptive Management Document Optional Tasic C Project Permitting Subtasl< C.1 Project Permitting RRM Design Group will procure the required project permits which we anticipate to be from the State Dept. of Fish and Game and the Regional Water Quality Control Board. In addition, we will notify the US Army Corps of Engineers and NOAH Fisheries of the project, and conduct any necessary correspondence, site visits and permitting with the these agencies. This task will be conducted on a time and materials not to exceed basis. Deliverables: Fish and Game 1603 permit and Regional Water Quality Control Board permit. rrm~ ~:: 4~group creating environments people enjoy"" Gobbi St. Grant Assistance Scope of Services August 79, 2008 Page 7 III. Limitations on Scope of Services The scope of additional services that shall be provided by RRM Design Group to the city of Ukiah is limited purely to the tasks outlined above. Any additional tasks above and beyond those scoped would be performed as additional services on aTime-and-Materials basis with the client's prior written authorization to proceed. Reimbursable expenses including travel, lodging, photography, computer plotting, report reproduction, phone, and fax would be billed on a time and materials basis against the reimbursable budgets indicated. Exclusions: Stormwater Pollution Prevention Plan Bid Form and Measurement and Payment Specifications IV. Fee Proposal The attached Fee Proposal, Schedule A, outlines the budget required for completing this scope of services. RRM proposes to complete Tasl< A on a fixed fee basis for 72,725 plus reimbursable expenses. RRM proposes to complete Task B on an time and materials basis with an estimated fee total which will not be exceeded without prior written authorization of 524, 755 plus reimbursable expenses. The total estimated fee for Tasl<s A and B including reimbursable expenses is $103,329. The fee schedule details the estimated level of effort for each task based on our current understanding of the project. If a substantially greater level of effort is necessary, RRM may request an adjustment to our estimated fee. V. Schedule We anticipate completing all tasks except for Bidding and Construction Support by the end of March of 2009. This schedule reflectsa total schedule of six (6) months to complete the design tasks from start to finish, and we estimate the bidding and construction supporCwill take 105-160 days. If the schedule is delayed, additional costs may be incurred. Vt. Items needed from Client RRM will need the following items of support from the City of Ukiah: 1. Consolidated written comments from City Staff within 1-2 weeks of each design submittal. ATTACHMENT `~ Background & Discussion: The intent of this agenda summary report is to give a brief update regarding the status of the FEMA projects awarded to the City during the aftermath of the winter storm of 2005/2006. The City has made significant progress toward recovery from the 2005/2006 Winter Storm (FEMA-1628-DR) in that the majority of the projects have been completed. With a beginning total of one hundred forty-six projects; this has not been an easy task to accomplish. Partly due to limited staff resources an initial fifteen month time extension on the twenty-five unfinished projects as of July 1~`, 2007 was requested. As of November 1~`, 2008 those extensions expired, necessitating an additional request for time extensions on the remaining eight incomplete projects. The projects that remain in process are the repairs to the Grace Hudson Museum, the Observatory House and outbuildings, and one location on the Ukiah Municipal Golf Course. As well as the bank stabilization project on Gibson creek, located on Standley Street/ the Fish Hatchery Road. The last of these extensions concludes in October of 2009. In the event that completion of these projects is early we will immediately file our final reports. In the attached project matrix the open projects are highlighted. The Offices of Emergency Services will perform project inspections at the completion of all projects. Additionally, after the completion of the last project, staff is prepared to present documentation for the expenses on each project in the sixty days allotted for final reporting and submit the necessary paperwork for final reimbursement. The City complied with the scope of work for each project and will be reimbursed for all funds expensed at the conclusion of our projects. Fiscal Impact: Budgeted FY 08/09 ~ New Appropriation ~ Not Applicable ~ Budget Amendment Required Recommended Actions}: Receive report updating the City Council on FEMA projects resulting from the winter storm of 2005/2006. Alternative Council Option(s): N/A Citizens advised: None Requested by: N/A Prepared by: Maya Simerson, Community Services; Sage Sangiacomo, Director of Community Services. Coordinated with: Gordon Elton, Director of Finance Attachments: 1 - F.E.M.A. Project Matrix Approved: ~-'' ~~~2 l~G~-G~"~ J e Chambers, City Manager WINTER STORM OF 2005/06 - FEMA REIMBURSEABLE REPAIR PROJECTS Estimated FEMA Reimburseable Expense to Date Project # PW# Location Description 0 E. Gobbi St/ Cleveland Ln drain $54,594.57 1 745 PW Yokayo School drain, fence $54,058.99 3 1895 Mill Street drain $2,500.00 7 Gibson Creek bank stabilization $34,729.00* 8 734 Doolan Creek bank stabilization $2,000.00 10 11-12 ,.'.: 1598 753;„ ~ Various streets FjsFr:Hatchdryltd ~~~ ` pavement repairs sGd@'~repair.:~.`:.,~`.: ~ :: ~ ~ $7,000.00 ~ $Z0000;00 13 1297 Gibson Creek Bridge Babcock Ln fence, guardrail $7,675.00* 15 Landfill slide repairs $9,642.50 16 2108 Landfill pipe repairs $7,000.00 18, 90 1053 Airport clear zone debris cleanup $7,000.00' 19-20 . 3353 Hydro Plant repairs $1,163,104.62 24-26,29,32 1385 Water Treatment Plant silt & gravel removal $5,000.00 27 739 Water Treatment Plant asphalt repair $6,077.00* 28 878 Water Treatment Plant fence $11,000.00 33-37,39 2329 Wastewater Treatment Plant pump rentals $40,000.00 44-46 595 Sport Complex field 1, 2, & 3 $42,642.50 47 428 Sport Complex Parking lot & fencing $6,483.45 48-55 840 Sport Complex building inter & painting $36,843.80. build contents & equip 56,58 427 Sport Complex driveway, walkways, & washouts ' $1,647.63 57 1122 Sport Complex electrical control center $285.90 60 Vinewood Park tree, irrigation, lighting $4,981.50 67 1374 Todd Grove Park ' day camp shade screen $397.27 73":'~;`:"":~:`~~,"> 1(157:~~:` O~k"Ma~toCPark"`. >~~:`:'~ Todd Grove Clubhouse tpfihTsoiturt ~:.`.'-;:... ..'~~.;`..~' ~ ~'.':$59;830.00* 76 85/86~r:;>: ~~~ BT .;::::. ":: 1048 '1891 :. 2042 .:,:: Anton Stadium/lion field Obseniatd~y~ParirBUild:; ~ ~~ OlSserrtafiaryPark oufbuiidin9 rrtain-.btiild~&guffers"..~"~ " s :':': =" ., ::.> ,.° > :;. . `- $3,097.34 ~::;$27;68~:7@~` '".°` ' ".`".:: $'C'[,62`F:;39* 91 835 Riverside Park access road $3,533.29 92 701 Riverside Park security fencing & gate $66,758.49 93 2048 Riverside Park BMX complex $32,511.14 95 1183 Riverside Park build & equip damages $1,631.22 98 1026 Riverside Park three ball fields - $2,734.67 106 439 Riverside Park parking lots $13,382.18 108 11,4 .`_''~`.:';~ .: '17.5' ` ;::" 436 2430' :~~ 2431., .: Riverside Park 61`aCe;[=10~so0 :Ntuseum": `~": ; . Graae Hudson Museum. `.: walkways around ball fields ffjfCt~eti.;~`pi~rpgt fidortCL9=` ` . `~ ".:"* ~~Ifery'"t:9tifters~ paint. , $4,452.65 ' "< : ., ~::.2.5TO:QQ '": $~4,E"G8:6,8 124/125 126::":;`...:;.,? 1179 1'40`":`. Gotf Course Bridges Golf Course=..; -," :':.,: "<.: #10 & #11 CartFath,.... .. ; :"....... :::'.:... $7,560.00* :`;.: `.'°'".': $25,76.G1 127 430 Golf Course drainage, culvert $10,948.91 128 705 ' Golf Course erosion $3,282.76 129 3376 Golf Course #5 green $4,731.85 132 1680 Parking Lot D $5,058.82 133-137 1768 Civic Center $7,588.00 ESTIMATED TOTAL: $1,860,838.02 *indicates project estimates. WINTER STORM OF 2005106 - FEMA REIMBURSEABLE REPAIR PROJECTS Estimated FEMA Reimburseable Expense to Date Project # PW# Location Description 0 E. Gobbi St/ Cleveland Ln drain $54,594.57 1 745 PWYokayo School drain, fence $54,058.99 3 1895 Mill Street drain $2,500.00 7 Gibson Creek bank stabilization $34,729.00* 8 734 Doolan Creek bank stabilization $2,000.00 10 11-12 1598 753 °:` ' " Various streets Fish HatcHery Rd pavement repairs slide`repair $7,000.00 °..$20;OOD:40 13 1297 Gibson Creek Bridge Babcock Ln fence, guardrail $7,675.00* 15 Landfill slide repairs $9,642.50 16 2108 Landfill pipe repairs $7,000.00 18, 90 . 1053 Airport clear zone debris cleanup $7,001).00 19-20 . 3353 Hydro Plant repairs $1,163,104.62 24-26,29,32 1385 Water Treatment Plant silt & gravel removal $5,000.00 27 ' 739 Water Treatment Plant asphalt repair $6,077.00* 28 878 Water Treatment Plant fence $11,000.00 33-37,39 2329 Wastewater Treatment Plant pump rentals $40,OOD.00 44-46 595 Sport Complex field 1, 2, & 3 $42,642.50 47 428 Sport Complex Parking lot & fencing $6,483.45 48-55 840 Sport Complex building inter & painting $36,843.80 build contents & equip 56,58 427 Sport Complex driveway, walkways, & washouts $1,647.63 57 1122 Sport Com~5lex electrical control center $285.90 60 Vinewood Park tree, irrigation, lighting $4,981.50 67 1374 Todd Grove Park . day camp shade screen $397.27 73`~;;... 105Z~"; Oak,ManorPei'jKr -~~ Todd Grove Clubhouse tehnis`cpprt,::";~"" °.'"t~~$59,83D;00 76 85/86' '' '~. 87..": ~.: :'"" 1048 189T;;": 2p42 Anton Stadium/lion field ObSehta~ty.Park Bujld~~:' . ~ Obse~v2toty ParK;ouffiuifdirig ttiain tiiiild &'guttdrs': "~ ' s,., ...., :' % ~~ '.~::':.:" ~ ~ " ~ ~ ` $3,097.34 ","$2~;689:78~ ;: `"<~1"1;62289* 91 835 Riverside Park access road $3,533.29 92 701 Riverside Park security fencing & gate $ti6,758.49 93 2048 Riverside Park BMX complex $32,511.14 95 1183 Riverside Park build & equip damages $1,631.22 98 1026 Riverside Park three ball fields $2,734.67 106 439 Riverside Park parking lots $13,382.18 108 1'14"?':^`"."" 115":. , : . 436 2430:,"'; 2431.;..,: Riverside Park G~Ga~ze,FJi(dsdri.Museuhl:':" " Grace.HudsorG"fvltiseurri;: ".;":". walkways around ball fields kit~heh~Bscatppt~(aanpg .::~._ galiery,giittets;;palnf :;: $4,452.65. `~ ., ..~"'~?,~74-~Q .. . ":_ `$64;65$;69 124/125 126~`~.; :" " :.. 1179 1740 , .` Golf Course Bridges GoI~.Cpursfl. <: _ ` #10 & #11 Cad Path ~ , ` ~ $7,560.00* °'~~ ~~ 6.~6`l' 127 430 Golf Course drainage, culvert $10,948.91 128 705 Golf Course erosion $3,282.7ti 129 3376 Golf Course #5 green $4,731.85 132 1680 Parking Lot D $5,058.82 133-137 1768 ' Civic Center $7,558.00 ESTIMATED TOTAL: $1,860,838.02 *indicates project estimates. 10c January 7, 2009 SUBJECT: ADOPT PLANS AND SPECIFICATIONS 08-10 FOR THE CONSTRUCTION OF THE ORCHARD AVENUE BRIDGE AND CALL FOR BIDS FOR SAME Summary: Per section 22039 of the Public Contracts Code, Staff is requesting Council's approval of Plans and Specifications 08-10 for the construction of the Orchard Avenue Bridge. Staff is also requesting the CaII for Bids which are scheduled to be awarded on February 18, 2009. The Engineers Estimate for this project is $1,646,400. This amount does not include the right turn lane, which Staff was asked by stakeholders to leave off of the bridge construction award process. The right turn lane project, however, is being developed by Staff concurrent with the bridge project. Background: In late 2007, the City of Ukiah received final notice of award of an EDA grant, in which the County of Mendocino is a co-applicant. The EDA grant is for construction of the Orchard Avenue Bridge, a street improvement project that has been identified in the Ukiah General Plan as important for north/south circulation for both the City and the urban area. The proposed project will extend Orchard Avenue over Orr Creek and terminate at the intersection of Brush Street. Project construction is scheduled to begin within the first quarter of 2009 and be completed by the Fall of 2009. It should be noted that the Engineers Estimate of $1,646,400 does not include the right turn lane at Perkins and Orchard Street which is part of the EDA Grant. EDA grant funds can not be drawn on until the entire body of the grant projects are under contract for construction. Staff is working with the EDA staff to see what relief, if any, there may be to this rule. If the City chooses to pursue Recommended 1. Adopt Plans and Specifications for the Orchard Avenue Bridge City Job # 08-10. 2. Call for Bids for the Construction of the Orchard Avenue Bridge Alternative Council Option(s): N/A Citizens advised: n/a Requested by: Jane Chambers, City Manager Prepared by: Tim Eriksen, Director of Public Works and City Engineer Coordinated with: Ann Burck, Water/Sewer Operations Superintendant (Interim) Attachments: 1 -Cover Sheet -Specification Page 2 -Cover Sheet -Plans Approved: ~~/1 °%iLP J e Chambers, City Manager Subject: Adopt Plans/Specs for Orchard Avenue Bridge; Call for Bids Meeting Date: January 7, 2009 Page 2 of 2 the bridge without the right turn lane under contract, the City may have to front the funds for the bridge until the right turn lane is under contract. The Plans and Specifications for the construction of the Orchard Avenue Bridge are available for City Council and public review at the Civic Center Planning Department, 300 Seminary Avenue, Ukiah, California. Fiscal Impact: Budgeted FY 08/09 ~ New Appropriation ~ Not Applicable ~ Budget Amendment Required ATTACHMENT~_ CITY OF UKIAH MENDOCINO COUNTY, CALIFORNIA SPECIAL PROVISIONS FOR ORCHARD AVENUE BRIDGE AND RELATED STREET IMPROVEMENTS SPECIFICATION NO. 08-10 EDA AWARD NO. 07 01 06042 CITY OF UKIAH DEPARTMENT OF PUBLIC WORKS 300 Seminary Avenue Ukiah, California 95482-5400 Bids Open: February 6, 2009 2:00 p.m. Office of City Clerk o~YSe~u~iims 'n'n o~rvoolsi zo~ N d' ~ O r ~ ( O ~ ~ ti O r ~+ # ~ ~ N W i- Q ~ Z p ~ W U ~ ¢ W E~ a ~ ¢ ~ ~ Q w n311M0 S1N3W3AOTJdWI 133LI1S ~31tl13tl ONtl ll/ ~' - 3liN 3AY pY YNJtl-' ~~ ~ , ~ a i.,n! nu !5 5991tlp nb 2MN `, ~Q1 SiREEi Q V Y_ `I ST AtE S e H ~ o g - ~ ~ ~ G ~ W ~ - _ ~ ~ W -. ii W a o , ~i a 3 ~ a a s a ~ ~ . ° ' Jo _ ' a a _ t S ~ ' e 5. < ~' ~ k ~ ~ ~~ ~ $ k ~ Q °a 8 ~6 i ~ ~ ~ ~ ~, ° ' "-tic'sa~Cliil3~;i Z- 0 w~ ~>< 6W NZ SS2 a 5 r o 2w2<~~ ~ ~ G Co um ~_ ~_ c 3 F U o ~ z y~ 4 <z 3 10d January 7, 2009 SUBJECT: APPROVAL OF PUBLIC WORKS JOB RECLASSIFICATIONS AS A RESULT OF DEPARTMENTAL NEEDS AND REORGANIZATION TO INCORPORATE THE FUNCTIONS OF WATER AND SEWER DIVISIONS Summary: On December 3, 2008 the City Council was presented with the fourjob reclassifications that are the subject of this City Council item. After review and discussion, the Council requested that staff modify the job descriptions to reflect that discussion and review, including some comments made during the public comment portion of the agenda item. Staff has made some adjustments to the job descriptions based on these concerns, and also to address comments made during the review of the job descriptions by the Ukiah Valley Sanitation District Board at its meeting on December 11, 2008. Staff has provided "marked up" versions of the job descriptions indicating the changes (Attachments 1-4). Changes to the fourjob descriptions are proposed in order to: 1) Update job descriptions to include mandated state and federal requirements, 2) Facilitate the ability of the Public Works department to address both mandated sewer and water requirements as well as to produce and complete capital improvement and on-going maintenance projects necessary to maintain the public infrastructure of the City, 3) Provide for the Department, now combined with water and sewer utilities, to utilize the expertise of current staff members without creating new positions that would otherwise be needed to meet the mandated requirements, and/or produce the necessary infrastructure projects. State and federal mandates come in the form of reporting obligations for Sanitation Sewer Overflows (SSO's), cost accounting for in house labor with force accounting, as well as certain mandated maintenance schedules for cleaning and flushing of water and sewer Tines. Current prioritized capitol projects include projects with funding deadlines, including the Orchard Avenue Bridge, the Rail Road Depot Rehabilitation, the Fish Hatchery Road, the Realignment of Oak Manor, Gobb and Babcock Lane as well as the Oak Manor Bike Trail. Attached to this report are fourjob descriptions. The Water/Sewer Field Operations Supervisor and Water Sewer Program Coordinatorjob descriptions have been updated to meet current mandated requirements. The Deputy Director positions are a result of the Public Works Director's evaluation of the operations of the four major divisions of the department (Water/Sewer/Engineering/Streets). This restructuring strategy will improve the management capacity and oversight for each division of the department, improving the department's ability to organize and deliver capital projects and to obtain service goals established by the City Council as part of the 2009/2010 budget process. Continued on Recommended Action(s): Approve the recommended job description changes. Alternative Council Option(s): Direct Staff how to proceed. Citizens advised: Requested by: Jane Chambers, City Manager Prepared by: Tim Eriksen, Director of Public Works /City Engineer Coordinated with: Melody Harris, Director of Human Resources Attachments: 1 -Public Works Deputy Director -Engineering/Streets Job Description 2 -Public Works Deputy Director- Water/Sewer Utilities Job Description 3 -Water/Sewer Field Operations Supervisor Job Description 4 -Water/Sewer Proaram Coordinator Job Description Approved: ~ `~t~~ ne Chambers, City Manager----' Subject: APPROVAL OF PUBLIC WORKS JOB RECLASSIFICATIONS AS A RESULT OF DEPARTMENTAL NEEDS AND REORGANIZATION TO INCORPORATE THE FUNCTIONS OF WATER AND SEWER DIVISIONS January 7, 2009 Page 2 of 5 The changes to the job descriptions have necessitated review of salary ranges as well, to correspond to the additional job requirements, certificates, and/or responsibilities that have been added. These salary range changes have been included in each of the individual job description change discussions in this report. However, it should not be assumed that these changes therefore result in increased overall cost going forward. Each of the affected division budgets will need to be addressed for 2009/2010, and will need to be developed in keeping with the revenues, guidelines and service priorities that the City Council adopts for that budget year. The basic management structure being organized through the changes to these fourjob descriptions provides for adequate management oversight and leadership of a combined public works, water, and wastewater department. These changes do not mean that the total budgets going forward will necessarily increase, and should actually result in overall cost effectiveness going forward. Background: During the 2008-09 budget process, the Director of Public Works (Director) was assigned the additional duties of directing the Water and Sewer Divisions of the Utilities Department. These duties were formerly assigned to the Public Utilities Director. This new assignment was made to provide cost savings with regard to the position of Electric Utilities Director, and to improve management and administration of the water/sewer utilities in coordination with other public works activities. The Public Works Department effectively received the two utilities in April, 2008. Since that time, the Director has analyzed the Water/Sewer divisions to see how best to integrate these new divisions into the existing Public Works structure. The structure was carried forward into the 2008-2009 budgets, with the understanding that the Director would propose changes as needed to fully integrate the restructure, as discussed in the budget deliberations with the City Council. During the first six months of the fiscal year, many new opportunities for creating efficiencies have been identified, including significant improvements in customer service. The Director will continue to evaluate the entirety of the department, and has restructured to achieve improved ability to meet all mandated certifications and skills required by State and Federal law, and improved engineering services for the water and sewer utilities. This is the first major adjustment to these systems. Additional minor adjustments to staff levels, job descriptions and possible tasks may occur as part of the Fiscal Year 09/10 budget process. Discussion: In absorbing the water and sewer utilities into the Public Works Department, two distinct divisions of the department occur, one for engineering and streets, and one for water and sewer. Engineering and Streets Division: The Director has combined building and planning permits and inspection services to end any duplication of services that took place prior to this restructuring. There is now one position (Senior Civil Engineer) assigned to focus on plan and permit review. Fewer inspections will be performed by this individual in favor of focusing on plan and permit review. The Water/Sewer Utilities Engineering Specialist will perform all inspections for Water/Sewer as before, but will also cover inspections for Streets and Engineering. This Engineering Specialist will report to the Senior Civil Engineer. This change will result in improved customer service. There will always be someone available at the counter for permit and project questions. Also, customers will not have to wait and schedule two different inspections as they will now be performed by one individual. A deficiency that has been identified within the Water/Sewer Division was the need for Engineering Services. For many years the Water/Sewer Division has been disconnected from Engineering Services. Inconsistencies in several areas, including bidding practices, force account tracking and construction project coordination, can now be addressed through improved connection with the Engineering Division. Engineering Services will be responsible for construction project coordination, force account tracking and bidding practices on behalf of the Water, Sewer and Streets Divisions. Subject: APPROVAL OF PUBLIC WORKS JOB RECLASSIFICATIONS AS A RESULT OF DEPARTMENTAL NEEDS AND REORGANIZATION TO INCORPORATE THE FUNCTIONS OF WATER AND SEWER DIVISIONS January 7, 2009 Page 3 of 5 In the past, the public had to visit two separate facilities to get project and permit questions answered. All developers now will visit only the Planning and Building counter for questions regarding development projects, they will no longer be sent to the Clay Street annex for Water/Sewer questions. Water and Sewer Division: Service to customers seeking permits for Ukiah Valley Sanitation District (UVSD) projects will be improved by this restructuring. Previously, these customers were sent to the City by the County of Mendocino Building and Planning Departments. Customers did not come to the Planning and Building counter at the City, they would go to the Clay Street annex, and typically would be assisted by the Water/Sewer Administrative Clerk (position to be revised to Water/Sewer Program Coordinator). Customers would often have to make return trips if the Clerk was unavailable (due to increased workloads in the field associated with additional State mandates). These customers are now being sent to the City's Building Counter and all permits for the UVSD are being run through the Planning/Building Development Permit Coordinator. This allows the Water/Sewer Administrative Clerk (position to be revised to Water/Sewer Program Coordinator) to spend more time in the field working on mandated assignments. Future improvements to Public Works Department may include shared use of the maintenance crews. It appears that there may be some opportunities to have the Public Works and Water/Sewer crews operate more as one. This will lead to additional coverage for emergency situations. There are some licensing issues that need to be worked out before further proposals or recommendations can be made. Existing staff and staff levels have been used to address the changes and provide the improvements described. However, these changes have led to some job description changes. There are four positions that the Director recommends be changed based on additional duties as a result of this restructuring. Job descriptions (Attachments 1-4) have also been changed to account for the new mandated responsibilities being imposed upon City's by the State and Federal governments. These positions, and the changes made to them, are essential to this restructuring and the overall effectiveness of the Department. Uepuiy UIreCLOr 07 1'U~IIG VVOfKS - Cflyln@Bnlly dllU JLBBtS L.lIV 15 N11 This position was previously the Deputy Director of Public Works. The title change is in order to create a parallel Department between the two different divisions, see Attachment 1. The responsibilities of this job are significantly increasing. This position will have responsibility for the day to day operations of the Street and Engineering functions. This position will have the additional responsibilities for the development functions. This is a sighificant addition of responsibility and commitment of time. The monthly salary range for the former position was $5,676.89 to $6,900.30. The monthly salary range for the proposed position is $6,443.38 to $7,831.97. Deputy Director of Public Works -Water and Sewer Division This position was previously the Water Sewer Operations Superintendent. The title change is in order to create a management parallel between the division of streets/engineering, and water/sewer, see Attachment 2, and to provide for high level management oversight that can answer to the Director, but also for the department as a whole. This position will have responsibility for the day today operations of the Water and Sewer functions, but also absorbs the job of liaison to the many different regulatory agencies that have jurisdiction over water and sewer functions. This position will be required to represent the Director and the City at various technical meetings and attend and present information at City Council meetings as required. Comments were made previously about the legality of this job description, with regard to the requirement of an engineering license. It is common in the water/sewer industry for the management oversight of these operations not be required to have a P.E. license. The Subject: APPROVAL OF PUBLIC WORKS JOB RECLASSIFICATIONS AS A RESULT OF DEPARTMENTAL NEEDS AND REORGANIZATION TO INCORPORATE THE FUNCTIONS OF WATER AND SEWER DIVISIONS January 7, 2009 Page 4 of 5 knowledge and experience typically found in the industry has an engineering background, and a working knowledge of water and sewer operations. The monthly salary range for the former position was $5,981.69 to $7,270.78. The monthly salary range for the proposed position is $6,443.38 to $7,831.97. This position is funded from the water and sewer enterprise funds. Water/Sewer Field Operations Supervisor This position title is unchanged. However, the job description and job requirements have changed significantly. See Attachment 3. This position will have responsibility for the day today operations of water and sewer distribution and transmission. In addition to the former tasks, this position will work with State Water Resource Control Board staff to ensure that the sewer collection system meets all Federal and State requirements. The Public Works Director has also required an additional license requirement. A California Water Environmental Association Grade III Collection System Maintenance certificate is now required of this position. This requirement is in response to the sensitivity and liability that jurisdictions now have for Sanitary Sewer Overflow (SSO) reporting requirements. In addition this position may be required to act as the duly authorized representative to the legally responsible official (LRO) for Sanitation Sewer Overflows (SSO) This job description had not been updated since 2003 - prior to many of the reporting mandates that are now in place. The monthly salary range for the former position was $4,229.78 to $5,141.33. The monthly salary range for the proposed position is $5,417.31 to $6,548.78. This proposed change would make this salary classification comparable to the Electric Utility Supervisor. This position is funded from the water and sewer enterprise funds. Water Sewer Program Coordinator This position was previously the Water/Sewer Administrative Clerk. This change is represented in the 08/09 Budget. See Attachment 4. However, the Director recommends an additional level be established for this position. This position will have a One and a Two level. The significant difference between the two levels is a license requirement. The new license is the California Water Environmental Association Grade t Environmental Compliance Inspector. This requirement is a result of the grease trap inspection program that the City is mandated to have by the State Water Resource Control Board. The monthly salary range for this Level One position is $3,135.90 to $3,811.72, as shown in the 08/09 Budget. The proposed Level Two position salary range is $3,548.00 to $4,312.61. This position is not intended to be adjusted at this time. However, the Director wants to create the position in order to meet required certification for a CWEA Grade 1 Environmental Compliance Inspector. The new combined Public Works Department faces many immediate and future challenges. Asset Management, Project Management, employee retention, mandated tasks, development of and continuing assessment of a Capital Improvement Program (CIP) and the budget for these projects, are all items that must be addressed in the very near future. These are all items that are being addressed as part of this restructuring and will be further evaluated and addressed within the 09110 Budget. Fiscal Impact: As previously stated, each of the affected division budgets will need to be addressed during the 2009/2010 budget process, and will need to be developed in keeping with the revenues, guidelines and service priorities that the City Council adopts for that budget year. These proposed changes do not mean that the total Public Works division budgets going forward will necessarily increase, and should actually result in overall cost effectiveness going forward. This restructuring provides a means to examine further department efficiencies as new budgets are determined. Subject: APPROVAL OF PUBLIC WORKS JOB RECLASSIFICATIONS AS A RESULT OF DEPARTMENTAL NEEDS AND REORGANIZATION TO INCORPORATE THE FUNCTIONS OF WATER AND SEWER DIVISIONS January 7, 2009 Page 5 of 5 For informational purposes only, the range of cost increases represented by this restructuring is an estimated total of $42,700, affecting the various individual funds as follows: Water Fund (820), $17,100, Sewer Fund (612), $14,400, General Fund, $ 9,500, Landfill (660) $1,100, and Garage Fund (575) $600. The City will continue to be required to meet mandated certifications amongst its employees operating water and sewer facilities, and will continue to need to meet engineering challenges. This restructuring will assist the City in meeting these requirements with existing staff resources and skilled personnel. Budgeted FY 08/09 ~ New Appropriation ~ Not Applicable ~ Budget Amendment Required JOB DESCRIPTION DEPUTY PUBLIC VVOR{~S DIRECTOR (Exempt, Management Position) -' ATTACHMENT. ~ ~ "~~ ;; DEFINITION Under the administrative direction of the Director of Public Works/City Engineer, to assist in the planning, directing, managing, and coordinating of various Public Works facilities, field service programs, and activities; to provide highly responsible technical and staff assistance; to assist in the planning and designing of municipal construction and capital improvement projects and supervising their inspection; and to do related work as assigned. EXAMPLES OF DUTIES: (These examples are intended only as illustrations of the various types of work performed. The examples of work performed are neither restricted to nor all-encompassing of the duties to be performed under this job title.) (E) Essential Duty; (M) Major Portion of Time ^ Perform complex professional field and office engineering work in connection with the location, design, construction, and maintenance of Public Works projects. (E-M) ^ Prepare comprehensive written reports and statistical support data relating to public works projects and work programs. (E, M) ^ Participate in the development and implementation of goals, objectives, policies, and priorities for the maintenance and expansion of the City's public streets, water utility, wastewater utility and storm drain utility. (E-M) ^ Assist in the planning, directing, supervising, and coordinating of professional engineering work in traffic engineering projects and the design and construction of streets, sidewalks, storm drainage facilities, water and wastewater system infrastructure, park or recreation facilities, and other public works. (E-M) ^ Supervise and conduct field inspections of municipal contract construction and repair work (street improvements, sidewalk, curb, gutter, storm drain, water, and sewer) and provide direction as needed. (E-M) ^ Assist in the operational and closure activities for the City's landfill facility; (E, M) ^ Assist in the coordination of the City's compliance with federal, state, and county solid waste regulations. (E) ^ Assist in the supervision and coordination of the garbage/recycling franchise with contractor. (E) ^ Perform detailed analysis and prepare a variety of required governmental reports and statistical tabulations. (E) ^ Supervise engineering staff in the preparation of plans, project specifications, public works inspections, legal descriptions, surveys, and other engineering work performed by staff members. (E-M) ^ Assist in the supervision of plan checks for adherence to codes and acceptable engineering standards, make various recommendations for improvements. (E) ^ Assist in the coordination of engineering activities and field service programs with other City departments and divisions and with outside agencies. ^ Work with developers and private engineering firms to coordinate the construction of new subdivisions and improvements. (E) ^ Direct, through the Supervisors, work crews engaged in street, water line, and sewer line repairs, and construction activities, including patching streets, repairing curbs and gutters, painting street markings, installation of traffic signs; maintaining the landfill; repairing and maintaining automotive and other equipment. (E-M) ^ Participate in the preparation and administration of all Public Works departmental budgets. (E) 300 SEMINARY AVENUE UKIAH, CA 95482-5400 Phone# (707) 463-6200 Fax# (707) 463-6204 Web Address: www.cityofukiah.com ^ Assist in the direction of the City's fleet management program, including vehicle replacement and maintenance scheduling. (E) • Represent the City in the community and at professional meetings as required. (E) ^ Work with the public to answer questions and provide technical information. • Select, supervise, train, and evaluate staff. (E) • Make decisions on problems of design, materials, and processes proposed in connection with new construction or major repairs. (E) • Select, supervise, train, and evaluate staff. (E) • Serve as the Director of Public Works/City Engineer in his/her absence. (E) • Perform other duties as assigned. QUALIFICATIONS Knowledge of: ^ Engineering principles and practices as applied to municipal public works, including planning and development, design and construction, and operation and maintenance. ^ Methods of preparing designs, plans, specifications, estimates, reports, and recommendations relating to public works facilities. ^ Accepted methods of constructing, maintaining, and repairing streets, curbs, gutters, storm drains, water lines, and sewer lines.. ^ Recordkeeping and reporting procedures. ^ Principles and practices of organization, administration, budget, facility, and personnel management. ^ Fleet maintenance operations. ^ Solid waste disposal and landfill management. ^ Technical, legal, and financial issues involved in the conduct of a municipal public works program. ^ Applicable Federal and State regulations. Ability to: ^ Assist in the supervision of a City-wide program of public works activities. ^ Read and interpret construction plans and specifications. ^ Perform technical engineering work of a complex nature. ^ Communicate clearly and concisely, orally and in writing. ^ Properly interpret and make decisions in accordance with laws, regulations, and policies. ^ Supervise, train, and evaluate staff. ^ Prepare comprehensive and complex technical reports. ^ Establish cooperative and effective working relations with subordinates, public groups and organizations, City officials, and other governmental agencies. ^ Lift 20 pounds. ^ Traverse uneven or steep ground. ^ Work in extreme weather conditions. Experience: Four years of progressively responsible professional work experience in the field of civil engineering, with at least two year experience of public works management in a municipal or county government. Education: Equivalent to a Bachelor's Degree from an accredited college or university with major course work in civil engineering. 300 SEMINARY AVENUE UKIAH, CA 95482-5400 Phone# (707) 463-6200 Fax# (707) 463-6204 Web Address: www.cityofukiah.com Necessary Special Requirements: ® Possession of a valid certificate of registration as a Civil Engineer issued by the State Board of Registration for Civil and Professional Engineers is required. m Possession of a valid certificate of registration as a Land Surveyor is desirable. ^ Possession of a valid Class C California Driver's License is required. S:\Human Resources\Human Resources\COU JOB DES Files\PUBLICWORKSBENGINEERING\DeputyPublicWorksDirector JobDes.doc 300 SEMINARY AVENUE UKIAH, CA 95482-5400 Phone# (707) 463-6200 Fax# (707) 463-6204 Web Address: www.cityofukiah.com JOB DESCRIPTION PUBLIC WORKS DEPUTY DIRECTOR -Water and Sewer Utilities (Exempt, Management Position) DEFINITION Under the administrative direction of the Director of Public Works/City Engineer, to assist in the planning, directing, managing, and coordinating of various Water and Wastewater Public Works facilities, field service programs, and activities; to provide highly responsible technical and staff assistance; to assist in the planning and designing of municipal construction and capital improvement projects and supervising their inspection; and to do related work as assigned. EXAMFI_ES of DUTIES: (These examples are intended only as illustrations of the various types of work performed. The examples of work performed are neither restricted to nor all-encompassing of the duties to be performed under this job title.) (E) Essential Duty; (M) Major Portion of Time • Plans, organizes, directs and evaluates the water production and distribution system, sewer collection system and wastewater treatment facilities. (E,M) • Perform complex pre#essisaal field and office engineering work in connection with the location, design, construction, and maintenance of Public Works Water and Wastewater Utilities projects. (E,M} • Prepare comprehensive written reports and statistical support data relating to Public Works Water and Wastewater;projects and work programs. (E,M} • Participate in the develdpment and implementation of goals, objectives, policies, and priorities of the Water and Wastewater Utilities of the Public Works Department. (E,M) • Assist in the planning, ,and coordinating of professional engineering work in Water and Wastewater projects and the design and construction of Water and Wastewater facilities and infrastructure. (E,M) • Supervise and conduct field inspections of municipal contract construction and repair work and provide assistance. (E,M) • Conduct and supervise plan checks for adherence to codes and standards. (E,M) • Perform detailed analysis and prepare a variety of required governmental reports and statistical tabulations. (E) • Assist in the supervision of consulting engineering staff in the preparation of plans, project specifications, legal descriptions, surveys, and other engineering work.~(E,M) • Assist in the coordination of engineering activities and field service programs with other City departments and divisions and with outside agencies. (M) • Directs, through the supervisors, crews engaged ih water and wastewater repairs and construction activities, including repair of water leaks, main replacements, manhole installation and repair. (E,M} • Select, supervise, train, and evaluate staff. (E) • Participate in the preparation and administration of all Pubic Works Water and Wastewater Utilities departmental budgets. (E) • Represent the City in the community and at professional meetings as required. (E) • Work with the public to answer questions and provide technical information. (E) • Assist in the selection, supervision, training, and evaluation of staff. (E) • Work flexible hours. (E} • Perform other duties as assigned. 300 SEMINARY AVENUE UKIAH, CA 95482-5400 Phone# (707) 463-6200 Fax# (707) 463-6204 Web Address: www.citvofukiah.com QUALIFICATIONS Knowledge of: • Engineering principles and practices as applied to wafer and sewer field and plant operations, including planning, design and construction, and operation and maintenance. • Federal, State, and local laws, codes and regulations. • Methods of preparing designs, plans, specifications, estimates, reports, and recommendations relating to public works facilities. • Accepted methods of constructing, maintaining, and repairing water and sewer field and plant operations. • Recordkeeping and reporting procedures. • Principles and practices of organization, administration, budget, facility, and personnel management. • Technical, legal, and financial issues involved in the conduct of a municipal public works program. • Applicable Federal and State regulations. Ability to: • Assist in the supervision of a City-wide program of water and wastewater utilities activities. • Read and. interpret construction plans and specifications. • Perform technical engineering work of a complex nature. • Communicate clearly and concisely, orally and in writing. • Properly interpret and make decisions in accordance with laws, regulations, and policies. • Assist in the supervision,. training, and evaluation of staff. • Prepare comprehensive and complex technical reports. • Establish cooperative and effective working relations with subordinates, public groups and organizations, City officials, and other governmental agencies. • Work flexible hours. • Lift 20 pounds. • Traverse uneven or steep ground. • Work in extreme weather conditions. Experience• Five years of increasingly responsible experience in water ahd sewer field, plant operations and management; including two years of supervisory experience. Education• Equivalent to a Bachelor's Degree in Engineering from an accredited college or university. Additional specialized training in water, sewer or engineering highly recommended. ~ecial Requirements: • Possession of a valid Class C California Driver's License is required. 300 SEMINARY AVENUE UKIAH, CA 95482-5400 ATTACHMENT JOB DESCRIPTION WATER AND SEWER FIELD OPERATIONS SUPERVISOR (Exempt, Management Position) DEFINITION Under general supervision, direct, coordinate and supervise the staff, operations and maintenance activities of staff in the Water and Sewer Maintenance Department; functional areas of responsibility include the installation, maintenance, repair, expansion, and relocation of water distribution and sewer facilities; ensure compliance with operational requirements in area of resoonsibility and evaluate and determine manpower, materials and equipment required for projects. This position maybe SUPERVISION RECEIVED AND EXERCISED: This classification works independently and receives oversight supervision from the Superintendent. This classification is expected to provide supervision to the entire Water & Sewer Maintenance Worker Crew including involvement in assessment, training, safety, and hiring decision-making. EXAMPLES OF DUTIES: (These examples are intended only as illustrations of the various types of work performed. The examples of work performed are neither restricted to nor all-encompassing of the duties to be performed under this job title.) (E=Essential Duty; M=Major Portion of Time) • Recommend and assist in the implementation of Water and Sewer Field Operations goals and objectives; establish schedulesand methods for infrcnstructure operations; implement policies and procedures. (M) • Directs and coordinates staff, operations and maintenance activities of Water and Sewer Maintenance crew; functional areas of responsibility. include the. installation, maintenance, operation, repair, expansion, and relocation of water distribution and sewer facilities. • Plan, prioritize, assign, supervise and review the work of assigned staff in water and sewer maintenance operations. (M) • Monitors and evaluate operations and activities of the water & sewer distribution operations; recommends improvements and modifications and prepares various reports on operations and activities. (M) Participate in budget preparation .and administratibn; prepare cost estimates for budget items; monitor and control expenditures. (M) • Assist in preparation and implementation of capital improvement programs to ensure the Water Distribution System and Sewer Collection System will maintain long term and stable operations and compliance with all federal and state regulations. (E) • Prepare contract documents, requests for proposals and other related procurement documents to obtain needed supplies, equipment and services and administer contracts. (E) -- • Participate in the selection of staff; provide or coordinate staff training to ensure safe and efficient performance; work with employees to correct deficiencies; implement discipline procedures. (E} • Research and prepare a wide variety of reports; maintain files and records on plant operations. (M) • Work with State Water Resource Control Board staff to ensure that the sewer collection system meets all Federal and State requirements. (E) • Respond effectively to public inquiries. • Responds to emergency situations at the plant. (E) • Perform related duties as assigned. (E) QUALIFICATION REQUIREMENTS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations maybe made fo enable individuals with disabilities to pertorm the essential functions. KNOWLEDGE OF: • Principles and practices of employee supervision, including work planning, assignment, review and evaluation, disciplines, and the training of staff in work procedures. • Principles and practices of utilities operations program development and administration. a Principles, practices, equipment, tools and materials of water distribution system and sewer collection system operation, maintenance and repair. Sewer lift station operation, maintenance, and repair. City codes, specifications, and standards for AW WA, California Department of Health requirements of municipal water distribution systems, the California State Water Resources Control Board requirements for sewer collection systems and sanitary sewer overflow response and reporting requirements, including all the requirements of Sewer System Management Plan. Basic principles and practices of budget and Capital Improvement Program development, administration and accountability. o Methods of estimating time, materials and equipment needed to perform assigned work. e Basic construction and repair methods, including carpentry, pipe fitting, painting and cement work. o Cal-OSHA safety principles, practices, and procedures of water distribution systems and sewer collection systems, including equipment and hazardous materials. ® Modern office practices; methods and computer equipment, and various software such as spreadsheets, word processing, and maintenance management programs.. e English usage, grammar, spelling, vocabulary, and punctuation. a Techniques for dealing effectively with the public, vendors, contractors and City staff, in person and over the telephone. Techniques for providing a high level of customer service to the public and City staff, in person and over the telephone. ABILITY TO: Assist in developing and implementing goals, objectives, practices, policies, procedures, and work standards. o Supervise, train, plan, organize, schedule, assign, review and evaluate the work of staff. e Organize, implement and direct utilities operations. o Analyze, interpret, apply and enforce Federal, State and local policies, procedures, Taws and regulations. o Understand, interpret, and successfully communicate both orally and in writing, pertinent department policies and procedures. > Identify problems, research and'~nalyze relevant information, develop and present recommendations and justification for solution. o Perrorm the most complex operations duties and operate related equipment safely and effectively. • Develop cost estimates for supplies and equipment. o Research, analyze, and evaluate new service delivery methods, procedures and techniques. > Prepare clear and concise reports, correspondence, procedures and other written materials. Maintain accurate records and files of work performed. Develop and recommend systems and procedures related to assigned operations. Establish and maintain a variety of manual and computerized record keeping and project management systems. Make sound, independent decisions within established policy and procedural guidelines. e Organize own work, setpriorities and meet critical time deadlines. o Operate modern office equipment including computer equipment ahd software programs. o Use English effectively tq communicate in person, over the telephone and in writing. m Use tact, initiative, prudence and independent judgment within general policy and legal guidelines in politically sensitive situations. - ~ - Establish and maintain effective working relationships with those contacted in the course of work. MINIMUM QUALIFICATIONS Any combination of fraihfhg and experience which would provide the required knowledge, skills and abilities is qualifying. A typical way to obtain the required qualifications would be: Education & Experience: Equivalent to the completion of the twelfth (12~h) grade supplemented by college-level coursework in water and sewer operations or related field, and five (5) years of increasingly responsible experience in the operation of water and sewer facilities, including two (2) years lead or supervisory experience. Necessary Special Requirements: ® Possession of a valid California Class-A Driver's License. ® Grade III Water Distribution Certificate issued by the California State Department of Health Services. ® Other certification(s) specific to functional area of assignment maybe required. S:\Human Resources\Human Resources\COU JOB DES Files\WATER&SEWER\Water&SewerMainSup_JobDes.doc ATTAGHMEIVT `'~' JOB DESCRIPTION VVATEl~/SEVVER PROGRAM COORDIN~4TOR vcruv~ uvw Under general supervision of the Deputy Director of Public Works, Water and Sewer Division, to create, administer and manage varied programs for the Public Works Department, Water & Sewer Division. These programs are typically community outreach programs that encourage the community to undertake practices that will ultimately result in the City's compliance with many State and Federal mandates and regulations. EXAMPLE OF DUTES: (These examples are intended only as illustrations of the various types of work performed. The examples of work performed are neither restricted to nor all-encompassing of the dutiesto be performed under this job title.) (E=Essential Duty; M=Major Portion of Time) ® Compiles written reports, performs data entry, responds to customer inquiries, maintains grants, files, reports and permits, records certificates, schedules inspections and, repairs, and performs other functions to assist the department relative to the City's Sewer Lateral Program. (E,M) Manages the City's Water Conservation Program, designs brochures and ads; answers public inquiries regarding excessive water use, maintains web site and Water Conservation Hotline and performs other various duties to assist the department regarding the water conservation effort. (E,M) Performs leak detection surveys, using the acoustic leak detection equipment. Coordinates confirmation and repair with the water department field staff. (E,M) ® Monitors customer water usage with the assistance of Finance Department Staff. Reviews usage data to determine usage patterns for water conservation efforts. Performs various duties as the Environmental Compliance Inspector for the Fat, Oil and Grease (FOG) program, to include scheduling and performing inspections, implementing new applications, working on the data base, responding to enquiries and contacting establishments that are regulated by the FOG ordinance. ^ Continually monitoring State regulations to insure that the programs and ordinances that the City has adopted and implemented meet these regulations (E,M) ® Responds to inquiries regarding City water and sewer programs, directing as appropriate to City personnel; a Performs a variety of word processing, and data entry work for the Public Works Department. (E, M) ^ Composes routine correspondence, creates informational flyers, and other related materials. ^ Assembles and reviews information from various sources for records and reports. Answers inquiries about routine procedures and policies, or refers caliing__parties to the appropriate office, as necessary. (E, M) m Maintains mailing and distribution lists and current general departmental information. (E) ® Performs special projects as directed.. (E) ® Performs related work as assigned. QUALIFICATIONS Knowledge of: ® Applicable State Laws and City Ordinances and other codes that may be applicable to water and sewer service. a Safety requirements that determine when personal safety equipment should be used. ® Office procedures and practices, to include establishing file systems. Organization and prioritization methods relative to forms, applications, and time sensitive documents. Customer relations and service skills. ® Microsoft Office software (Word, Excel, Publisher, PowerPoint), and basic office equipment. 300 SEMINARY AVENUE UKIAH, CA 95482-5400 Phone# (707) 463-6200 Fax# (707) 463-62D4 Web Address: www.cityofukiah.com Ability to: • ' Perform field work that includes inspection of FOG systems. • Handle numerous activities at once (i.e., phone calls and receiving visitors) in an effective and pleasant manner • Use telephone and other communication equipment in a weir modulated voice, utilizing appropriate English grammar skills. (E) • Monitor and prioritize workload to divide time appropriately between departments. • Perform clerical work involving the use of independentjudgment and requiring speed and accuracy. • Use. good written and verbal communication skills, using appropriate English grammar and diction. • Establish a daily work. plan to insure timely completion of assignments. • Converse in basic Spanish as needed to communicate with customers (preferred). • Maintain security of confidential information. • Lift up to 50 pounds on an occasional basis. Experience and Education: Any combination equivalent to graduation from high school and two year of customer service in the water and sewer industry. Necessary Special Requirement: Possession of a valid Class C California Driver's License. CWEA Grade 1 Environmental Compliance Inspector REQUIRED (may be obtained within the first 18 months of employment) 300 SEMINARY AVENUE UKIAH, CA 95482-5400 Phone# (707) 463-6200 Fax# (707) 463-6204 Web Address: www.cityofukiah.com ct~ri c?~'~z~~cdi ITEM NO.: 11a MEETING DATE: January 7, 2009 AGEiVDA SUMMARY REPORT SUBJECT: DISCUSSION AND POSSIBLE ACTION REGARDING COUNCIL BOARD, COMMITTEE ,AND COMMISSION APPOINTMENTS Background: This item was continued from the December 17, 2008, meeting. There are a variety of boards, committees, and commissions that City Councilmembers are appointed to annually. The Mayor is responsible for making these appointments and typically makes these appointments the second Regular City Council Meeting in December. Discussion: Upon seating of the new Mayor, the Councilmembers review their committee and board assignments to determine if any changes are desired. Mayor Baldwin will lead the discussion with the Council to consider any requests for revisions and/or appointrrients. An updated copy of the 2007/08 Council assignments is attached for review. Fiscal Impact: Budgeted FY 08/09 ~ New Appropriation ~ Not Applicable ~ Budget Amendment Required Recommended Actions}: Discuss and appointment of City Councilmembers to various Boards, Committees, and Commissions. Alternative Council Option(s): Continue Citizens advised: NA Requested by: NA Prepared by: JoAnne Currie, Deputy City Clerk Coordinated with: Linda Brown, City Clerk; Jane Chambers, City Manager Attachments: 1 - FY 2007/2008 Council Commission/Committee Assignments Approved: al.( `~~'1 ~ e Chambers, City Manager ~_ V J Z V O O N d '' o d .- °' 3 E m ~ O N ~ N N N Q C N N E E E p Q 'O U T C ~p O O ~ O U a ~ R O mo L Q'~ ~ U I - F d't - ~~ mF Ui- C N ~ N ~ y N C 'O tll L O m U z E ~ °' ~ N f o o w c a o °. ~ ~° `o ° m "- ~ d = y ° o E ~ N E c ~° o f W ° ~ . u ° ~ . m '~ a i o °' m in m c ~ ~ ~ cc 'ov 'ZEN ~_'°' m ~a m -°4j ~~~ ~ p m m m ` °. c m~ m m m E U m .ia = ° a' ° m o ff m- > o 3 m ° = o m ro d E ° ~ o ? 0 i o c U mE a io mcE my a i~ mvdid m~`m~ c N Y d 0 7 E 3 '> 'O > > O C C .._ > O~ N ° O i°-v ~¢ -c~~ ~- ~m ~ oa a~o_ ova o c~ F" Q N N ~ U ~ E > > t` O z O N U N O fS a N O Q N N a N .O J N U [O ~ N CO N C Y c0 N m U ~ O In d U ~.' lf) m ~' t0 ,~` O In LL~ m N N In ~ m d ~ + - ~ a~ om ~ m ~ ~ mrn ~ ~,, mrn ~a c Om ~a m a o ~ mm m cn iDa cc >rn ~ra g w a,p U U O ~ r -L N O > a~ ro E'U r E U or O) ~ ~, NOU N ~ o Q U O U N r p7 ~ U O a 3 X U r ~ O I~ V' (n L i m O~ N J O d' N N Gr (n ~ CO N O Cp N U d' N V ~ N I~ m Cn N O N O 4 Z N~ r N Q) ~ ~- ~ r (p O I~ N m LN m Q 0 OY N Or W C+J ,~+OS C7 ~ O Y Y P 7 TOyP] L ~•=Y M ~ LOS N .Y CO Q N~dO' UtOn~ V Um~ V Uo~7 » V ~N~7 dm(n70V m~a~ rGdU~ E -o .c °o m ai > ai > O F L (6 ro ~U N a N ~ L~ s N G S C E o U O r°n~ _ o 03rn o U O ~ m~ g ,nJ o Cn~ ~._ mE m ~._ a~Eo o m J N I L O C (n N (/~ L U O y_ N p~ O p E (d O ~~• ~d/~ Y (~ O p~ O ~ p .Y ~ p 0 NCn m t02 > V v!~ >U NCA C.)MO U[7U w ~ L C `~- g C o ro E ~ `° o E p E o E o f ° w ~ c I- N 0 ~ N Q O N O d ~- O 0 "O O c0 O "00 T N O O C N O ~°' m~ ~'- ?~° c E ` ~r d o E N ~ ~ ~ U~ ~ m F c L c ° o ~ ~ ~ o ~ ~o o m o o `m `m 'a o ;n o ~ ch ~ o ~ > o c%~ E U.L.m > > m E r E rr- N E N N of o d L y ,a ; a L d d ~ 'Z m .~ o m ~ ~ d ~ '' a ~ = ~ m ~ p ( j c ~ ~ ~ ~ c r y E o m A •N L rn ~ V c c~ s v T m = ~ ~ > o ° g o o3 ~o g g ; m~ ° ~ > a N V U ° c m ~ Y v - O o U ° ° ° 'O N °' o c ° °7 o , C ~ ~ ° "" U O L y ~ i _ a i a y~ ~ Q d O a+ U ' j c _ € U C N O ( c O 'U Q U d ~ C O • y E 0 A O E N E i C Q O G> C .0. 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