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2009-03-04 Packet
Special Meeting to Interview the one applicant for the Parks Recreation and Golf Commission open seat. ROLL CALL 2. INTERVIEW APPLICANT Interview the One Applicant for Potential Appointment to the Vacant Seat of the Parks Recreation and Golf Commission which will come up for Action Under New Business on the arch 4 Regular Agenda under Item 11a 3. PUBLIC COMMENT 4. ADJOURNMENT Please be advised that the City needs to be notified 24 hours in advance of a meeting if any specific accommodations or interpreter services are needed in order for you to attend. The City complies with ADA requirements and will attempt to reasonably accommodate individuals with disabilities upon request. Materials related to an item on this Agenda submitted to the City Council after distribution of the agenda packet are available for public inspection at the front counter at the Ukiah Civic Center, 300 Seminary Avenue, Ukiah, CA 95482, during normal business hours, Monday through Friday, 7:30 am to 5:00 pm I hereby certify under penalty of perjury under the laws of the State of California that the foregoing agenda was posted on the bulletin board at the main entrance of the City of Ukiah City Hall, located at 300 Seminary Avenue, Ukiah, California, not less than 24 hours prior to the meeting set forth on this agenda. Dated this 27th day of February, 2008. Linda Brown, City Clerk CITY OF UKIAH CITY COUNCIL AGENDA Regular Meeting CIVIC CENTER COUNCIL CHAMBERS 300 Seminary Avenue Ukiah, CA 95482 March 4, 2009 6:00 p.. 5:45 P Interview for Possible Appointment to Parks, Recreation & Golf Commission 1. ROLL CALL 2. PLEDGE OF ALLEGIANCE 3. PROCLAMATIONS/INTRODUCTIONS/PRESENTATIONS . PETITIONS AND COMMUNICATIONS 5. APPROVAL OF MINUTES None. 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. Authorize a Budget Amendment in the Amount of $42,000 to the Internal Dispatch Service Fund to Begin the Dispatch 911 Improvement Project. b. Notification of Purchase of Static Dissipative Vinyl Flooring, in the Amount of $6,359.00, to Carpet One - Ukiah. C. Report to the City Council Regarding Acquisition of Services from Spencer Brewer for the Management/Production of the 2009 Sundays In The Park Concert Series in the Amount of $8,000 d. Award Purchase of Ferric Chloride Solution to Kemira Water Solutions, Inc, at the Unit Price of $889.99 per Dry Ton for an Approximate Total Amount of $142,400 Plus Tax. e. Award Purchase of Liquid Sodium Hypochlorite Solution to Olin Corporation at the Unit Price of $0.919 per Gallon for an Approximate Total Amount of $91,900 Plus Tax. f. Award Purchase of Liquid Polymer-Emulsion to Polydyne, Inc at the Unit Price of $1.09 per Pound for an Approximate Total Amount of $13,080 Plus Tax. g. Award Purchase of Sodium Bisulfite Solution to Basic Chemical Solutions, Inc at the Unit Price of $586.96 Per Dry Ton for an Approximate Total Amount of $14,674 Plus Tax. 8. AUDIENCE COMMENTS O NON-AGENDA ITEMS The City Council welcomes input from the audience. If there is a matter of business on the agenda that you are interested in, you may address the Council when this matter is considered. If you wish to speak on a matter that is not on this agenda, you may do so at this time. In order for everyone to be heard, please limit your comments to three (3) minutes per person and not more than ten (10) minutes per subject. The Brown Act regulations do not allow action to be taken on audience comments in which the subject is not listed on the agenda. 9. PUBLIC HEARINGS (6:15 IPM) a. Consideration of Request by Ukiah Unified School District for Payment of $430,000 to be Used for the Renovation of Yokayo Elementary School Gym per the Agreement Between the Ukiah Redevelopment Agency and Ukiah Unified School District Dated January 14, 2003. 10. UNFINISHED BUSINESS a. Adopt Specifications 09-06 for the Construction of aTest Well at Gobbi Street and Orchard Avenue and Issue Request for Bids for Same b. Discussion and Possible Direction Regarding the Orchard Avenue Bridge Construction Project Agreement Between the City of Ukiah and the County of Mendocino. C. Report on Layoffs Related to FY 2008/2009 General Fund Budget Compensation Reductions for Employees 11. NEW BUSINESS a. Appointment to the Parks, Recreation, and Golf Commission to Fill an Unexpired Term and Adopt Resolution Making the Appointment. b. Authorize the City Manager to Enter Into a Professional Service Agreement with Willdan Financial Services to Perform a Comprehensive Fee and Cost Study and to Prepare a Cost Allocation Plan. C. Consideration of Annual Performance Agreement with the Greater Ukiah Chamber of Commerce and the Measure X Transient Occupancy Tax (TOT). Authorization for the City Manager to Negotiate and Execute the Agreement and Approve the Budget Amendment d. Resolutions Concerning Modification to Employee Pay and Benefits 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 Organizations: Department Head Unit, Electric Unit, Fire Unit, Management Unit, Miscellaneous Unit, Police Unit 15. ADJOURNMENT Please be advised that the City needs to be notified 72 hours in advance of a meeting if any specific accommodations or interpreter services are needed in order for you to attend. The City complies with ADA requirements and will attempt to reasonably accommodate individuals with disabilities upon request. Materials related to an item on this Agenda submitted to the City Council after distribution of the agenda packet are available for public inspection at the front counter at the Ukiah Civic Center, 300 Seminary Avenue, Ukiah, CA 95482, during normal business hours, Monday through Friday, 7:30 am to 5:00 pm. I hereby certify under penalty of perjury under the laws of the State of California that the foregoing agenda was posted on the bulletin board at the main entrance of the City of Ukiah City Hall, located at 300 Seminary Avenue, Ukiah, California, not less than 72 hours prior to the meeting set forth on this agenda. Dated this 27th day of February, 2009. Linda C. Brown, City Clerk L zt:~ ~1-r, ~~fz ITEM NO.: 7a EETI G DATE: March 4, 2009 AGENDA SUMMARY REPORT SUBJECT: AUTHORIZE A BUDGET AMENDMENT IN THE AMOUNT OF $42,000 TO THE INTERNAL DISPATCH SERVICE FUND TO BEGIN THE DISPATCH 911 IMPROVEMENT PROJECT. Background: As authorized by Council at the January 21St, 2009 City Council Meeting, staff has begun the process of upgrading the Dispatch Center 911 telephone system. A new room has been selected for this installation of the upgraded equipment, while continuing 911 operations in the old dispatch area. This approach will allow the new 911 telephone system to be installed and tested to confirm reliability, while ensuring that on-going day-to-day emergency 911 operations would continue without interruption. Discussion: Within the Dispatch Upgrade plan authorized by the City Council on 1/21/09, was a proposed budget to complete the project, and a discussion of both the Grant Funding and Dispatch Service Fund Balance which would be used to funding for the project. As staff reported, approximately $55,000 dollars from the Dispatch Service Fund Balance will be required for the project, and Council approved the first expenditure from the Fund Balance for Security Glass upgrades in the amount of $13,000. Staff's original report though neglected to ask Council for a budget amendment to the Dispatch Fund for the remaining $42,000 needed from the Dispatch Fund Balance to complete the project. As originally reported, as staff completes the competitive bidding process, staff will be returning to Council for authorization of individual purchases. Recommendations: Authorize a budget amendment to account 678.2040.800.000, in the amount of $42,000 from the Dispatch Service Fund Balance for the Dispatch 911 Improvement Project. Fiscal Impact: 7 Budgeted FY 08/09 F-1 New Appropriation F-1 Not Applicable 1XI Budget Amendment Required Amount Budgeted Source of Funds (title and Account Number Addtl. Appropriation Requested $ 0 Dispatch Service Fund Balance 678.2040.800.000 $42,000.00 Recommended Action(s): Authorize a budget amendment to account 678.2040.800.000, in the amount of $42,000 from the Dispatch Service Fund Balance for the Dispatch 911 Improvement Project Alternative Council Option(s): Provide Staff with alternative direction. Citizens advised: Requested by: Chris Dewey, Director of Public Safety Prepared by: Chris Dewey, Director of Public Safety Coordinated with: Jane Chambers, City Manager Attachments: Approved: ~~4u 66` asst J e Chambers, City Manager ITEM O.: 7b MEETING DATE: March 4, 2009 AGENDA SUMMARY REPORT SUBJECT: NOTIFICATION OF PURCHASE OF STATIC DISSIPATIVE VINYL FLOORING, I THE AMOUNT OF $6,359.00, TO CARPET ONE - UKIAH. Background: As authorized by Council at the January 21, 2009 City Council Meeting, staff has begun the process of upgrading the Dispatch Center 911 telephone system. A new room has been selected for this installation of the upgraded equipment, while continuing 911 operations in the old dispatch area. This approach will allow the new 911 telephone system to be installed and tested to confirm reliability, while ensuring that on-going day-to-day emergency 911 operations would continue without interruption. Discussion: Included in the proposed Dispatch 911 Improvement Project budget is the purchase of anti- static flooring for the dispatch center. The 911 computer and radio equipment housed within the dispatch center creates a high level of static electricity and the anti-static vinyl flooring prevents electrical damage to this critical equipment. In January of this year, staff submitted bids to 4 local flooring vendors, for the purchase of the static dissipative vinyl flooring, which complies with the specifications needed to protect the computer and radio equipment. Bids were opened and Carpet One - Ukiah, had the lowest overall bid of $6,359.00, including sales tax. Staff awarded the bid for the static dissipative vinyl flooring to Carpet One - Ukiah, in the amount of $6,359.00, from accounts 678.2040.800.000. 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 less than $10,000. Fiscal Impact: ('-J Budgeted FY 08/09 F-1 New Appropriation Not Applicable Budget Amendment Required I Amount Budgeted Source of Funds (title and Account Number Addtl. Appropriation Requested $6,359.00 Dispatch Fund 678.2040.800.00 None Recommended Action(s): No action required, notification of purchase of static dissipative vinyl flooring from Carpet One-Ukiah, in the amount of $6,359.00, from account 678.2040.800.000. Alternative Council Option(s): N/A Citizens advised: Requested by: Chris Dewey, Director of Public Safety Prepared by: Chris Dewey, Director of Public Safety Coordinated with: Jane Chambers, City Manager Attachments: Approved: 'O fie Chambers, City Manager SUMMARY: Pursuant to the requirements of Section 1522 of the Municipal Code, staff is filing with the City Council this report regarding the acquisition of services from Spencer Brewer (dba: Laughing Coyote Productions) for the management and production of the 2009 Sundays in the Park Concert Series in the amount of $8,000. The contract is attached for review. Mr. Brewer is one of the original organizers and has provided management and production services since the beginning of the series. The contracted amount is the same as last year. The event is funded entirely by private sponsorship, and the funds are held in a trust account (900.205.226) that the City manages. Fiscal Impact: ® Budgeted FY 08/09 F-1 New Appropriation F7 F Not Applicable Budget Amendment Required Amount Budgeted Source of Funds (title and Account Number Addtl. Appropriation Requested $8,000* Sundays in the Park 900.205.226 N/A *funded entirely by private sponsorships Recommended Action(s): 1. Receive report regarding the acquisition of services from Spencer Brewer (dba: Laughing Coyote Productions) for the management and production of the 2009 Sundays in the Park Concert Series in the amount of $8,000. Alternative Council Option(s): N/A Citizens advised: N/A Requested by: N/A Prepared by: Sage Sangiacomo, Directory of Community Services and General Services, Katie Merz, Community Services Supervisor Coordinated with: NIA Attachments: 2009 Contract Proposal from Spencer Brewer Approved:, O'ne Chambers, City Manager A ACHMENT Proposal to Manage the 2009 Sundays in the Park Concert Series I propose to manage the 2009 Sundays in the Park Concert Series for the City of Ukiah to the same extent that I handled the project in 2008. 1 will coordinate all the acts, bookings of said acts, sound logistics, radio spots, radio & press releases, stage coordination, help on the poster layout, concert day opening speeches, fund raising, and general on site management at each concert. If a previously scheduled concert of my own occurs on the day of any of the SITP concerts, I will make ample arrangements. The terms are as follows: $2,500. to be paid on or before December 1st, 2008. This covers all my expenses in enlisting sponsors, booking of the bands, setting up the publicity campaign and the pre-work to begin the 2008 series. The next payment of $2,500 will be due on or before April 1, 2009. An additional $500. per each of the six concerts, will be due on the day of each concert. If there are 7 concerts, the amount will be adjusted. Total; $8,000. Signed: Spencer Brewer, October 15, 2008 Accepted for the City of Ukiah: ate: d r r r C_'iGrf nI 'Z1/Ciczlz ITEM O.: 7d FETING DATE: AGENDA SUMMARY REPORT March 4, 2009 SUBJECT: AWARD PURCHASE OF FERRIC CHLORIDE SOLUTION TO KEMIRA WATER SOLUTIONS, INC, AT THE UNIT PRICE OF $889.99 PER DRY TON FOR AN APPROXIMATE TOTAL AMOUNT OF $142,400 PLUS TAX. Background: Submitted for the City Council's consideration and action is staff's recommendation that the purchase of approximately 160 dry tons of 40% Liquid Ferric Chloride solution be awarded to Kemira Water Solutions, Inc, in the amount of $899.99 per dry ton of material for an approximate total amount of $142,400 plus tax. Bids for this material were requested from sixteen companies. Two non-bids were received and the one responsive bid was received from Kemira at a unit price of $899.99 per dry ton of Liquid Ferric Chloride Solution. Refer to the attached summary table for a complete listing of the bid amounts. Discussion: The material will be used at the City's Wastewater Treatment Plant as a coagulant for the treatment of wastewater effluent in the Advanced Waste Treatment process units. Fiscal Impact: New Appropriation Not Applicable Budget Amendment Required I Budgeted FY 08109 1-1 Amount Budgeted Source of Funds (title and Account Number Addit. Appropriation Requested $343,135.00 WWTP, Chemicals 612.3580.520.000 NIA Recommended Action(s): Award the purchase of approximately 160 dry tons of Liquid Ferric Chloride Solution to Kemira Water Solutions, Inc. at the unit price of $889.99 per dry ton for an approximate total payment of $142,400 Alternative Council Option(s): Reject all bids and provide direction to Staff. Citizens advised: NIA Requested by: Tim Eriksen, Director of Public Works, Ann Burck, Deputy Director, W&S Division Prepared by: Andrew T. Luke, Wastewater Treatment Plant Supervisor Coordinated with: Jane Chambers, City Manager Attachments: 1-Bid Tabulation Approved:` t J e Chambers, City Manager a. t Of LI-t, La h 300 Seminary Avenue Ukiah, California 95482 BID TABULATION February 17, 2009 BID OPENING Liquid Ferric Chloride (Approxim ately 160 Dry Tons) COMPANY 1. Kemira Water Solutions, Inc. 3211 Clinton Pky. Ct. #1 Lawrence, Kansas 66047 2. Univar USA Inc. 8201 S.212 th Street Kent, WA 98032 3. Thatcher Company of California 233 South Seventh Avenue City of Industry, CA 91746 UNIT PRICE $889.99 per dry ton No Bid No Bid City vZlzczFz ITEM NO.- 7e FETING DATE: March 4, 2009 AGENDA SUMMARY REPORT SUBJECT: AWARD PURCHASE OF LIQUID SODIUM HYPOCHLORITE SOLUTION TO OLIN CORPORATION AT THE UNIT PRICE OF $0.919 PER GALLON FOR AN APPROXIMATE TOTAL AMOUNT OF $91,900 PLUS TAX. Background: Submitted for the City Council's consideration and action is staff's recommendation that the purchase of approximately 100,000 gallons of 12 % percent liquid Sodium Hypochlorite Solution be awarded to Olin Corporation in the amount of $0.919 per gallon of material for an approximate total amount of $91,900 plus tax. Bids for this material were requested from sixteen firms. Four responsive bids were received. The lowest responsible bidder is Olin Corporation at a base bid of $0.919 per gallon of liquid Sodium Hypochlorite Solution. Please refer to the attached summary table for a complete listing of bid amounts. Discussion: The material will be used at the City's Wastewater Treatment Plant for the disinfection of wastewater effluent. Fiscal Impact: I Budgeted FY 08/09 F-1 New Appropriation Not Applicable Budget Amendment Required Amount Budgeted Source of Funds (title and Account Number Addit. Appropriation Requested $343,135.00 WWTP, Chemicals 612.3580.520.000 N/A Recommended Action(s): Award the purchase of approximately 100,000 gallons of 12 1/2percent Liquid Sodium Hypochlorite Solution to Olin Corporation at the unit price of $0.919 per gallon for an approximate total payment of $91,900 plus tax. Alternative Council Option(s): Reject all bids and provide direction to Staff. Citizens advised: N/A Requested by: Tim Eriksen, Director of Public Works, Ann Burck, Deputy Director, W & S Divn. Prepared by: Andrew T. Luke, Wastewater Treatment Plant Supervisor Coordinated with: Jane Chambers, City Manager Attachments: 1-Bid Tabulation' Approved: u~ W Ja e Chambers, City Manager afTy OF c~ IA~f 300 Seminary Avenue Ukiah, California 95482 BID TABULATION February 17, 2009 ID OPENING Liquid Sodium Hypochlorite (Approximately 100,000 gallons) COMPANY 1. Olin Corporation 700 Ygnacio Valley Road, Suite 250 Walnut Creek, CA 94596 2. Basic Chemical Solutions 12522 Los Nietos Road Santa Fe Springs, CA 90670 3. Hasa, Inc. 1251 Loveridge Road Pittsburg, CA 94565 4. Waterline Technologies, Inc. 620 North Santiago Street Santa Ana, CA 92701 5. Univar USA Inc. 8201S.2 i 9th Kent, WA 98032-1994 6. Thatcher Company of California 233 South Seventh Avenue City of Industry, CA 91746 UNIT PRICE $0.919 per gallon $1.34 per gallon $1.10 per gallon $1.10 per gallon NO BID NO BID c: it-Y a Ukiah ITEM NO.. 7f MEETING DATE: March 4, 2009 AGENDA SUMMARY REPORT SUBJECT: AWARD PURCHASE OF LIQUID POLYMER-EMULSION TO POLYDYNE, INC AT THE UNIT PRICE OF $1.09 PER POUND FOR AN APPROXIMATE TOTAL AMOUNT OF $13,080 PLUS TAX. Background: Submitted for the City Council's consideration and action is staff's recommendation that the purchase of approximately 12,000 pounds of Liquid Polymer-Emulsion, "Clarifloc SW-057", be awarded to Polydyne, Inc. in the amount of $1.09 per pound of material for an approximate total amount of $13,080 plus tax. Bids for this material were requested from sixteen firms. Two responsive bids were received. The lowest responsible bidder is Polydyne at a base bid of $1.09 per pound of Liquid Polymer-Emulsion. Refer to the attached summary table for a complete listing of bid amounts. Discussion: The material will be used at the City's Wastewater Treatment Plant as a sludge conditioner for the Belt Filter Press to dewater digested sludge. 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 $343,135.00 WWTP, Chemicals 612.3580.520.000 N/A Recommended Action(s): Award the purchase of approximately 12,000 pounds of Liquid Polymer- Emulsion, "Clarifloc SW-057", to Polydyne, Inc., at the unit price of $1.09 per pound for an approximate total payment of $13,080 plus tax. Alternative Council Option(s): Reject all bids and provide direction to Staff. Citizens advised: NIA Requested by: Tim Eriksen, Director of Public Works, Ann Burck, Deputy Director, W & S Divn. Prepared by: Andrew T. Luke, Wastewater Treatment Plant Supervisor Coordinated with: Jane Chambers, City Manager Attachments: 1-Bid Tabulation Approved:` J Chambers, City Manager c c~ [Af-t 300 Seminary Avenue Ukiah, California 95482 BI TABULATION February 17, 2009 I OPENING Liquid Polymer - Emulsion (Approximately 12,000 pounds) COMPANY Polydyne, Inc. PO Box 279 Riceboro, GA 31321-0279 2. Brenntag Pacific, Inc. 860 Wharf Street Richmond, CA 94804 3. Univar USA Inc. 8201 S212 th Street Kent, WA 98032 4. Thatcher Company of California 233 South Seventh Avenue City of Industry, CA 91746 UNIT PRICE $1.09 per pound $1.65 per pound NO BID No Bid 7g March 4, 2009 SUBJECT: AWARD PURCHASE OF SODIUM BISULFITE SOLUTION TO BASIC CHEMICAL SOLUTIONS, INC AT THE UNIT PRICE OF $586.96 PER DRY TON FOR AN APPROXIMATE TOTAL AMOUNT OF $14,674 PLUS TAX. Background: Submitted for the City Council's consideration and action is staff's recommendation that the purchase of approximately 25 dry tons of 25% liquid Sodium Bisulfite solution be awarded to Basic Chemical Solutions in the amount of $586.96 per dry ton of material for an approximate total amount of $14,674 plus tax. Bids for this material were requested from sixteen firms. Two responsive bids were received. The lowest responsible bidder is Basic Chemical Solutions at a base bid of $586.96 per dry ton of 25% Liquid Sodium Bisulfite Solution. Discussion: The material will be used at the City's Wastewater Treatment Plant to dechlorinate wastewater effluent prior to River discharge. Fiscal Impact: Not Applicable Budget Amendment Required Budgeted FY 08/09 1-1 New Appropriation F-1 F Amount Budgeted Source of Funds (title and Account Number Addit. Appropriation Requested $343,135.00 WWTP, Chemicals 612.3580.520.000 N/A Recommended Action(s):Award the purchase of approximately 25 dry tons of 25 % Liquid Sodium Bisulfite solution to Basic Chemical Solutions at the unit price of $586.96 per dry ton for an approximate total payment of $14,674 plus tax. Alternative Council Option(s): Reject all bids and provide direction to Staff. Citizens advised: N/A Requested by: Tim Eriksen, Director of Public Works, Ann Burck, Deputy Director, W & S Divn. Prepared by: Andrew T. Luke, Wastewater Treatment Plant Supervisor Coordinated with: Jane Chambers, City Manager Attachments: 1-Bid Tabulation Approved: J16e Chambers, City Manager CATY OF LM<,IA~f 300 Seminary Avenue Ukiah, California 95482 BID TABULATION February 17, 2009 BID OPENING Sodium isulfite 25% (Approximately 25 Tons) COMPANY Basic Chemical Solutions 12522 Los Nietos Road Santa Fe Springs, CA 90670 2. Brenntag Pacific, Inc. 860 Wharf Street Richmond, CA 94804 3. Univar USA Inc. 8201 S 212th Kent, WA 98032-1994 4. Thatcher Company of California 233 South Seventh Avenue City of Industry, CA 91746 UNIT PRICE $586.96 per dry ton $730.00 per dry ton No Bid No Bid cam- ~z~k~~F ITEM NO.: 9a MEETING DATE: March 4, 2009 AGENDA SUMMARY REPORT SUBJECT: CONSIDERATION OF REQUEST BY UKIAH UNIFIED SCHOOL DISTRICT FOR PAYMENT OF $430,000 TO BE USED FOR THE RENOVATION OF YOKAYO ELEMENTARY SCHOOL GYM PER THE AGREEMENT BETWEEN THE UKIAH REDEVELOPMENT AGENCY AND UKIAH UNIFIED SCHOOL DISTRICT DATED JANUARY 14. 2003. Background: Under the original 1990 agreement with Ukiah Unified School District, the Ukiah Redevelopment Agency maintains a Capital Outlay Fund for the benefit of the District. Each year, the RDA credits the fund with an amount of money equal to the increases in the assessed value of the taxable property in the RDA's redevelopment project area above the sum of the Base Year Roll which would have been calculated and paid to UUSD annually if the redevelopment project area had not been established. Funds accumulated in the Capital Outlay Fund may be used by the District for capital improvement projects when such improvements are found to be of a benefit to the project area and no other reasonable means of financing such improvements exists. Under a 2003 amendment to the original 1990 agreement, the District may request in accordance with the 1990 agreement annual payments from the Capital Outlay Fund, but in amounts as specified in a schedule attached to the 2003 agreement. The RDA is required to disburse requested payment in accordance with Section 3 of the 1990 agreement. The 1990 and 2003 agreements are included as attachments for review. When the request for funds from the Capital Outlay Fund is to pay for all or part of the cost of installation and construction of publicly owned buildings, facilities, or improvements, Section 3 requires the RDA to comply with Health and Safety Code Sections 33679 and 33445 before permitting the use of redevelopment funds for these purposes. Continued on page 2 Recommended Action(s): Motion the following required findings: (1) the renovation of the gym at Yokayo Elementary School is a benefit to the Project Area; (2) There are no other reasonable means of financing the improvements; and (3) Correction of the environmental deficiencies with this gym will assist in the elimination of blighting conditions in the Project Area and is consistent with the Agenda's Redevelopment and Implementation Plans. And, authorize disbursement of Ukiah Unified School District's portion of Redevelopment Funds in the amount of $430,000 from the Ukiah Unified School District Capital Outlay Fund. Alternative Council Option(s): Request additional information from the District to support the required findings. Citizens advised: N/A Requested by: Ukiah Unified School District Prepared by: Cathleen Moller, Economic Development Manager Coordinated with: Sage Sangiacomo, Community/General Services Director and Jane Chambers, City Manager Attachments: 1. 1990 UUSD RDA Agreement 2. 2003 UUSD RDA Agreement 3. Letter from Ukiah Unified School District Approved: Ja Chambers, City Manager Subject: Meeting Date: Page 2 of 3 Section 33445 requires the RDA to make the following findings: 1. That the publicly owned buildings, facilities, structures, or other improvements to be acquired, constructed or improved are of benefit to the project area. 2. That no other reasonable means of financing the buildings, facilities, structures, or other improvements are available to the community. 3. That the payment of funds for the cost of buildings, facilities, structures, or other improvements will assist in the elimination of one or more blighting conditions inside the project area. DISCUSSION: The District has requested the disbursement of $430,000 to be used for the renovation of the Yokayo Elementary School Gym. The amount requested is within that authorized for disbursement under the 2003 agreement. The District submitted a letter with information in support of making the required findings. The letter is included as Attachment #1 for consideration. In summary, Yokayo Elementary School is a primary educational facility for grades K through 6 servicing the Ukiah Redevelopment Project Area. As such, the School is an essential public facility for the general welfare of the people of the community and any deficiencies in the facility, including those identified with the gym, present an economic and physical liability to the Project Area. These deficiencies contribute to blighted conditions in the Project Area and the elimination of blighting influences including the correction of environmental deficiencies with public facilities is consistent with the goals identified in the Agency's Redevelopment and Five-Year Implementation Plans. The District requests the RDA to make the required findings and authorize the disbursement of $430,000from the Capital Outlay Fund for the renovation of the Yokayo Elementary School Gym. Fiscal Impact: Budgeted FY New Budget Amendment 11 08/09 Appropriation x Not Applicable 1~ Required Amount Budgeted Source of Funds (title and Account Number Addtl. Appropriation Requested $ URA Community Redevelopment 965.5614.690.000 $ 430,000. Program/Projects Fund: UUSD Attachment # ~ \ AGRMMV BLTWEEt+7 THE UKLAH REDS pf+IENT P_GENCY AND THE UKIAH UNIPIEC) SCHOOL DISTRICT PURSUANT TO HEALTH AND SA=,, CODE SECTION 33401 THIS 7-kM EE ENT (the "P_greeirpnt") is made and entered into this day of January, 1990, by and between the UKIAH REQEVEL,OPMENT AGENCY' (the 'Agency") and the UKIAH UNI=- SCHOOL DISTRICT (the "District"). RECITALS A. The City Council of the city of Ukiah (the "city Council") adopted and approved a RedevelegTent Plan (the "Redeveloprent Plan") for the Ukiah RedevelaFmlt Project (the "Project") by ordinance No. 895 on November 15, 1989. B. Pursuant to the community Redevelopment Law of the State of California (Health and Safety Code section 33000 et seq.), the Agency is charged with the responsibility of carrying out the RedeveloRrent Plan for the Project. C. The District is a taxing agency with -territory located within the boundaries of the Project (the "Project Area"). D. Pursuant to Article XVI, Section 16, of the California Constitution, Section 33670 et seg. of the Health and Safety Cade and the Redevelcpmnt Plan, increases in the assessed values of the property within the Project Area above the sum of the assessed values as shown on the 1989-90 assessment roll (the "Base Year Roll") will result in that portion of properly taxes levied each year on such increases in assessed values being paid to the Agency as tax increments (and not including any amounts paid to affected taxing entities pursuant to section 33676 of the Health and Safety Cede) ("Tax Increments") to pay the principal of and interest on loans, monies advanced to or indebtedness incurred by the Agency to finance or refinance, in whole or in part, redevelop ant in accordance with the Redevelopmnt Plan. E. section 33401 of the Health and Safety Code allows a redevelopmnt agency to make any pay ants necessary to alleviate any financial burden or detriamt. caused to any affected taxing agency by a redevelopment project. F. Section 33495 of the Community Redevelopment Law provides that a redevelop=t agency may, with the consent of the legislative body, pay all or part of the cost of installation and construction of publicly-owned buildings, facilities or improvements if the legislative body detezmines that such buildings, facilities or improvements are of benefit to the project area and that there are no other reasonable nsans of financing such buildings, facilities or improveaents. G. Section 33679 of the CamMity Redevelopment yaw provides that prior to camdtting tax increment monies for the purpose of paying all or part of the value of land or the installation and construction of publicly-rammed buildings, the legislative body must prepare a m myary of such proposed expaandi.tures, hold a hearing and make certai*t specified findings. R. Section 33678 of the Community Redevelog'nent Law provides that the allocation and payment of tax increment monies to xedeveloumnt agencies shall not be deem*d proceeds of taxes within the Reaning of Article XLTI H of the California Constitution only if those tax increment monies are used for redevelopatent activities which: (1) are redevelopment as defined in Sections 33020 and 33021 of the Community Redevelopment Laver; (2)primarily benefit the project area; and (3) are not used for the payment of employee or contractural services, unless directly related to the purposes of Sections 33020 and 33021 of the Comntinity Redevelagaant Law. 1. The Agency has determined that because it will use funds to increase or improve the supply of low- and moderate-incxmis housing within the City, which may generate additional students and increase the need for District services, facilities or improvements, certain actions as set forth below are necessary to alleviate the burden and detriment or potential, burden and detriment to the District, J. The purpose of this Agreement is to provide for a procedure pursuant to which the Agency may provide for payimsnts to be made by the Agency to the District to reimburse, and/or pay for, part of the cost of land and/or certain capital improvements, including buildings, facilities and improvements incidental thereto, and improvements to existing buildings and facilities which are determined by the City Council of the City of Ukiah and the Agency to meet the requirements of the Community Redevelopment Law. K. The Agency and the District recognize that until specific low,- and moderate-incare housing programs are established, it is not possible to determine at this time which specific services and facilities will be required of the District as a result of the Project. AGM, MM THE AGENCY AND TEE DISTRICT HEREBY AGREE AS rOLLGWS: SECTION 1. Definitions. As used herein: a. "CtzURMity Redevelopment Law" stereos the California Community, Redevelopment law as set forth in California Health and Safety Code Section 33000 st seq. b. "rival EIR" means the Draft Enviromrental Impact Report on the Redevelopment, Plan for the Ukiah Redevelopment Project and the com tints and responses thereto, c. "Ordinance" neans Ordinance No. 895 adopted by the City council on November 15, 1989, approving and adopting the Redevelopment Plan. d. "Project" means the Ukiah Redevelopment project. e. "Project Area" stuns the land area within the boundaries of the Ukiah Redevelopment Project as shown and described in the Redevelopment Plan. - 2 - 4 f. "Redevelopaent Plan" Weans the Rsdeveloprent Plan for the Ukiah Redevelogent Project. SECTION 2. Subject to the conditions and limitations set forth in Sections 3 and 4 of this Agreenent, the Agency agrees to: a. Pass through to the District increases in the rate of tax inposed for the benefit of the District, which levy occurs after the tax year in which the ordinance becomes effective; and b. Set aside in a fund for District capital improvements (the "Capital outlay Fund") an amount egual to increases in the assessed value of the taxable property in the Project Area above the sums of the Base Year Roll which are, or otherwise would be, calculated and paid annually to the District pursuant to subdivision (f) of Section 110.1 of the Revenue and Taxation Code, and to make payments to the District fran the Capital Outlay Fund in accordance with and subject to the conditions set forth is Section 3 of this Agreement. The Agency shall inivest monies held by it in the Capital Outlay Fund. Any interest earned on the Capital Outlay Fund shall accrue to the Capital Outlay Fund_ c. Explore with the District mathods by which the Capital Outlay hind could be increased by anounts of Tax Increments which are not required by the Agency for the purpose of other Agency indebtedness or future Agency projects, or amounts required to be set aside for low- and moderate-incme housing. SECTION 3. The Agency's obligation to make payments to the District from the Capital Outlay Fund pursuant to Section 2.b. above is subject to the following conditions: a. By January lst of each year, the Agency shall provide to the District a statemmr-nt of the funds available as of the end of the previous fiscal year in the Capital Outlay F'Md. b. Prior to March lst of each year, the District shall present to the Agency a list of prioritized projects which the District has found are required by the financial burden or detrimment caused by.the Project or are projects which benefit the Project Area. c. Prior to July lst of each year, the Agency and the. City Council shall hold a public hearing in accordance with Section 33679 of the Commmity Redevelopment Law. The Agency's review of the proposed projects under this Agreeaent shall be limited to whether the projects meet the ,Agency's requirements under the Cm munity Redevelopment Law. The P.gency shall approve* those projects which meet the Ca mmnity Redevelop ent Law, including, but not limited to, Sections 33401, 33445, 33678 and 33679, which approval shall not be unreasonably withheld. d. In no event shall the Agency's annual payment from the Capital Outlay Fund to the District required pursuant to the provisions of this Agreerrent exceed the amoount specified in Section 2.b. of this Agreement. - 3 - 5 SECTION 4. In no event shall payirents be made to the District by the Agency. a. Which violate the expenditure limitation for the District under Article XIII-B of the California Constitution; or b. Which are contrary to the provisions of Sections 33401, 33445, 33678 or 33679 of the Ca-unity Redevelopment law or violate any other provision -Of the Community Redevelopment Law or the laws of the State of California. SECTION S. Pursuant to Section 33334.2 of the Commxnity Redevelopnent Law, the Agency must set aside twenty percent (20%) of its Tax IncrEge?nts for low- and moderate-income housing (the "Housing Funds"). The Agency agrees to consult with the District on expenditure of the Housing Funds and the impact it may have on the District and to include the District on the Agency's Low- and Moderate Income Housing CaaT ttee to be established pursuant to Agency Resolution No. 90-10. SECTION 6. In order to assist the District with the developtent of additional District facilities and improvements, the Agency agrees to acquire certain real pxoparty located adjacent to the Oak Manor School from the city of Ukiah for disposition to the District (the "Sales Property"). The Sales Property is described in the "Description of the Sales Property," attached hereto as Exhibit A and incorporated herein by reference. The Agency's obligation to acquire the Sales Property and convey it to the District shall he in accordance with and subject to the following conditions: a. The Agency agrees to sell the Sales Property to the District for e purchase price of One Dollar ($1.00). b. The Sales Property is currently used for park purposes, including tennis courts (the "Existing Park Uses and Facilities"). The District covenants and agrees that (1) as long as the Existing Park Uses and Facilities remain on the Sales Property, tboCi _ shall have Joint use of the Sales Property and the Existing Park Uses and Fact. 'ties and the District agrees to n Park Uses and Facilities at the level at which a ently maintainedp and {2) prior to District changing the ESasting Park Uses and Facilities on the Sates Fro~rEy, the District shall haverifor the Escisti~ng Park Uses and Facilities on other property with equtvalent facilities, including teruiis courts, withirx the general area of the Oak Manor area,~except that the number of parkisig spaces to be provided shall be determined by Age' envy and the Distri. ]rased on hhe appropriate parking requirements for the park and school uses. The A ency shall have the right to approve, which right shall not be unreasonably withheld, the location and the kind of £aciliY'es tO dete~aniue if they are equivalent to the Existing Park Uses and Facilities. The covenants in this subsection b. shall be included in the grant deed conve g the Sales Property to the District and shall, without regard to technical classification and designation, be binding for the benefit and in favor of the Agency, its successors and assigns, the City and any successor in interest to the Sales Property or any part thereof. SECTION 7. In the event that in the fixture the District becomes a " aid" entity as defined under state law or the current method of State school -4- 6 district financing changes in a manner that adversely affects the District's financing due to the existence of the Redevelopmant Plan, the Agency agrees to meat imm~diately in good faith with the District and attempt to find ways to alleviate such adverse fiscal detriment caused by the Project consistent with the intent of this Agreement and also consistent with the ability of the Agency to carry out the Redevelepm nt Plan. If the District claims such adverse fiscal detriment, it shall be obligated to suImmt u'ritten doemmsntation to the Agency showing the nature and extent of such adverse fiscal detriment. , SEMCN S. The District agrees to authorize the Agency to subordinate its interest herein and to allow the Agency to pledge all or any portion of the Tax IncrZTMts otherwise payable to the District under this Agreement in order to secure the repayment of Agency indebtedness incurred for the Project; provided the Agency demonstrates, to the reasonable satisfaction of the District, its. ability to nsakce payments due to the District under the terms of this Agreement. Nothing in this Agreement shall give the District the right to approve Agency indebtedness, except as the Agency may request the District to subordinate its rights to paynents under this Agreement. SECTION 9. This Agreement shall constitute an indebtedness of the Agency incuaied in carrying out the Project and a pledging of Tax increments from the Project to repay such indebtedness under the provisions of Article XVI, section 16, of the California Constitution and Sections 33670-33677 of the Health and Safety Code. SECTION 10. Section 2.b. of this Agreement is conditioned upon the District' rescinding its resolution to elect to receive the increases pursuant to Health and Safety Code Section 33676(a). This Agreement shall be effective as of the date that the Agency executes this Agreement or the District rescinds its resolution to receive the increases pursuant to Health and Safety Code Section 33676(a), whichever occurs later. SECTION 11. The Agency and the District agree not to file and the District agrees not to engage in any litigation to directly or indirectly test or challenge the validity of the Project, the Redevelopment Plan, the Final, EIR, time Ordinance ort; however, this Section shall not preclude the Agency from initiating a bond validation suit if it is deemed necessary by the Agency to assure adequate financing for the Project. SECTION 12. In the event litigation is initiated by any party attacking the validity of the Redevelcpmment Plan, the Project, the Final EM or the Ordinance, the effect of this Agreement shall he suspended and the Agency shall not have any obligations under this Agreement until a judgment bacmas final upholding the validity of the Redevelopment Plan, the Project, the Final MR or the Ordinance. SECTION 13. This agreement shall terminate upon the earlier of the expiration or termination of the Redevelont Plan or of the provisions of the Redeve7opent Plan authorizing the allocation to the Agency of tax increments for the Project. Upon termination of this Agreement, all obligations of the Agency to make payments to the District shall cease. 5 - 7 IN WMIESS WHEIWF, the Agency and the District have executed this Agree mt as of the date first above written. MIAH REDEMOPMENT AGENCY BY CMIP$IAN BY SECMBW "AGENCY" vita BY R.: URA - 6 - Aftachment # AGREEMENT AND RELEASE Ukiah Unified School District ("UUSD"`), a unified school district of, the State of California, and the Redevelopment Agency of the City of Ukiah ("RDA"), a redevelopment agency of the State of California, enter this settlement Agreement and General Release ("Agreement") in Ukiah, Mendocino county, California. RECITALS 1. In January 1990, UUSD and the RDA entered an agreement regarding redevelopment pursuant to Health and Safety Code Section 33901 ("the Redevelopment Agreement"). 2. pursuant to Section 2.b of the Redevelopment Agreement, the RDA agreed to set aside in a "Capital Outlay Fund" for capital improvement projects within UUSD and the redevelopment project area an amount equal to the increases in the assessed value of the taxable property in the RDA's redevelopment project area above the sum of the Ease Year Roll which would have been calculated and paid to UUSD annually, if the redevelopment project area had not been established. These amounts shall be referred to herein as "the set aside." 3. The RDA recently discovered that it had committed an error in calculating the amount of money that should have been set aside in UUSD's Capital Outlay Fund pursuant to the Redevelopment Agreement. Less than the full amount required by the Redevelopment Agreement has been set aside since the Ease Year in 1990. ,AGREEMENT 4. The parties agree that the RDA shall recalculate the amount of the set aside for all tax years since 1990, and shall set aside in the Capital Outlay Fund additional funds for those years equal.to the difference between Agr.UUSD.112002 November 20, 2002 1 10 the amount already set aside and the amount that should have been set aside using the correct calculations. (The corrected calculations for each year and the total additional amount owing for those years is set forth in the attached Exhibit A.) In addition, the RDA agrees to correctly calculate the set aside amount for tax year 2000 and every future year to which the Redevelopment Agreement applies. 5. The RDA agrees to disburse to UUSD in fiscal year 2009-05, $992,205 for capital improvement identified by UUSD for the Oak Manor modernization project, in accordance with Section 3 of the Redevelopment Agreement. Thereafter, UUSD may request annual payments from the RDA as indicated in estimated calculation in Exhibit n, headed: URA Payment to UUSD, including, beginning on July 1, 2006, payments on deferred amount as indicated in Exhibit A. The RDA shall disburse said payments in accordance with Section 3 of the Redevelopment Agreement. 6. The obligations set forth in this agreement shall fully resolve any claim by UUSD against the RDA concerning the RDA's failure to properly calculate the set aside. Each party absolutely discharges and releases the other party, and its officers, agents and employees, from any and all claims, demands, damages, debts, liabilities, obligations, costs, expenses, liens, actions, attorney's fees and causes of action in any way connected with any such claims, whether arising in law or in equity, known or unknown, suspected or unsuspected, whether or not asserted prior to the effective date of this Agreement. 7. Each party covenants that it will never commence or prosecute, or, except as may be required or compelled by legal process, assist in any way in the commencement or prosecution of any claim, demand, or cause of action of any nature whatsoever that is based upon any claim, demand, damage, debt, Agr.UUSD.112002 November 20, 2002 2 11 liability, obligation, cost, expense, lien, action, or cause of action hereby released. 8. The parties hereto deem this Agreement to be signed and of binding legal effect as of the date on which the last signatory hereto signs the Agreement. 9. This Agreement shall not prevent the parties from agreeing to permit the use of set aside funds for other purposes of the Redevelopment Agency as discussed with the Hoard of Education. ATTEST: edevelopme~gency ~retary Dated: 111~10 3 Agr.UUSD.112002 November 20, 2002 REDEVELOPMENT AGENCY OF UKIAH A-MA AW-x Phil Ashi Chairperson Dated: /¢2.PA TAH TFIED SCHOOL, r~}T~RII~~CTT /LfiLi'v y $ , Oesid-ent Date 3 12 Recalculation of Ukiah U5D Exhibit A Capita! Outlay Funding Plan This calculation assumes that UUSD will request payment an an annual basis. The interest caclulaHons may vary significantly if annual disbursements are not made. GE:Rda Capil2lAna1ysis-Moy20D2 Printed 4011102 tJUSD Exhlbil A 13 UUSD Annual Capital Deposit is projected at 38.499816;5 of the t% property tax on the assessad valuation gtovdh. This share will change with the actual share as determined from year to year. If the assessed value growth Is fear than 2% the Yearly share will be determined by the actual assessed value change. - interest rate Is projected at 4.5%. The actual Interest paid will be determined by the Redevelopment Agency's pooled Interest earnings rate, as determined from year to year. Interest earnings are distributed at riscal year end based an the June 30 account balance (excluding accrued revenue). Recalculation of Ukiah USD Exhibit 8 Projection of 40 years Capital Funding Rda Capitol Analysis-May 2002 Printed 1011102 UUSD Exhibit 13 14 ° UUSD Project sham is projected at 38.A99816%. This share will change with the actual share as detemrined from year to year. It the assessed value growth Is lass than 2% the Yeadyshara will he determined by the actual assessed value change Interest rate is projected at 4.596. The actual Interest paid will be determined by the Redevelopment Agancy p pooled interesteemings rate, as determined from year to year, x 1 C/3 - f LL t Q w c) Q Q 2 W _F 5 U w ° w fa ,eat )vt yr S q 0 0 a ~ Qf N a tD X to q CD aIh v ~.~aays teaoti EXHIBIT A 9 b, I r August 13, 2008 Attachment No. 3 l Unified School District 925 N. State Street, Ukiah, CA 95482-3470 707-463-5200 Fax: 707-463-2120 www.uusd.net Lois J. Hash, Ed.p. Superintendent City of Ukiah Redevelopment Agency c/o Sage Sangiacomo City of Ulfl ah 300 Seminary Ave. Ukiah, CA 95482 Dear Mr. Sangiacomo: The Ukiah Unified School District is currently renovating Yokayo Elementary School Gym. The project budget is $1,343,626 of which we have secured about $1,040,000 from various sources. In addition, the school has expressed a desire for a covered eating structure to protect the children from harsh sunlight. A budget of $125,000 has been established for a new canopy based on similarly completed projects approved by the Office of the State Architect. The District believes that this project falls within the guidelines for the use of the Redevelopment Funds owed to the District, as the project is for the following: oo Rebuild a publicly owned facility, oo No other sources of funding exists for this project. The District hereby requests that the Redevelopment Agency adopt these findings and disburse $430,000 to the District to allow these projects to be completed. We appreciate your cooperation and will be pleased to provide any additional information required. Sincere , f L s I ash, Ed. . C Superintendent LJN/deb Focused on Success for All Educational Services 707-463-5213 Fiscal Services 707-463-5201 Personnel 707-463-5208 Personnel Commission 707-463-5205 Special Education Services 707-468.3395 Technology 707463-5294 Transportation/Maintenance/Grounds 707-463-5233 F F F city ¢r lkiafi ITEM O.: 10a MEETING DATE: AGENDA SUMMARY REPORT March 4, 2009 bUWtU i : AIJUPT SPECIFICATIONS 09-06 FOR THE CONSTRUCTION OF A TEST WELL AT GOBBI STREET AND ORCHARD AVENUE AND ISSUE REQUEST FOR BIDS FOR SAME Summary: Per Section 22039 of the Public Contracts Code, Staff is requesting Council's approval of Specifications 09-06 for the construction of a test well at Gobbi Street and Orchard Avenue. Staff is also requesting approval to issue a Request for Bids, which is scheduled to be awarded on April 15, 2009. The Engineers Estimate for construction of the Gobbi Street test well is $150,000. Discussion: Staff is proposing to drill a test well at the southwest corner of Gobbi Street and Orchard Avenue. The site is approximately 1,300 feet north of Well #4 on Lorraine Street. Well #4, constructed in 1948, still produces 750 to 800 gallons per minute (gpm) or 1.08 to 1.15 million gallons per day (mgd) of high quality groundwater, which only requires chlorination prior to distribution. A well drilled in approximately the same location in the aquifer, but outside the influence of Well #4 (must be at least 1,000 feet away, more is better) is expected to produce water of similar quality and quantity. The proposed test well site meets all the well siting criteria. The vacant property at Gobbi and Orchard is located within Recent Alluvium gravel and is expected to be of adequate thickness. The regional natural water quality is expected to be good toward the center of the valley, where the site is located. The property is owned by the City and is situated in close proximity to utilities infrastructure. It is located almost a mile from the river and like Well #4, would not be influenced by river flows. Also, like Well #4, the source of water would be percolated groundwater. Time is of the essence in proceeding with construction of this test well. The current water system has experienced costly and frustrating maintenance requirements related to the sedimentation of the Ranney collector and age-related problems with the groundwater wells, some of which are near the end of their useful life. The water production system is working overtime with no room for error or downtime. High demands have pushed the water production capabilities beyond their capacity. To ensure the City has sufficient water Continued on Page 2 Recommended Action(s): 1) Adopt Specification for the Gobbi Street Test Well, City Job #09-06, and 2) Issue Request for Bids for the Construction of the Gobbi Street Test Well Auternative t;ouncil Option(s): n/a citizens aavisea: n/a Requested by: Tim Eriksen, Director of Public Works/City Engineer Prepared by: Ann Burck, Deputy Director of Public Works - Water & Sewer Division Coordinated with: Jane Chambers, City Manager Attachments: Cover Sheet - Specifications Page Approved: Jahambers, City Manager Subject: Test Well at Gobbi and Orchard Meeting Date: March 4, 2009 Page 2 of 3 source capacity to meet demand, new groundwater wells need to be added to the municipal water system as soon as possible. The City's water supply is obtained from a Ranney collector and Wells #3 and #4. The Ranney and Well #3 draw water from an alluvial zone along the Russian River. The source of water for Well #4 is percolated groundwater. The pumping capacity of both the Ranney collector and Well 3 are affected by the amount of flow in the river. Well #3 is located approximately 1/3 mile from the river and has an estimated capacity of 600 gpm (0.864 mgd). Before the rain in February, the drawdown on Well 3 with a pumping rate of 525 gpm was 3 feet. As of 02/23/09, after the rain, the drawdown is 1 foot at the same pumping rate. Well #4, which is % mile from the Russian River, is not affected by the flow in the river. A test well at Gobbi and Orchard would be almost a mile (0.9 mi.) from the river. Since 2003, the City has undertaken an aggressive rehabilitation program of the water wells. However, both Well #3 and #4 are over 50 years old and the Ranney continues to lose capacity due to siltation of the river bed over the laterals. The Ranney collector was constructed in 1966 with nine laterals that extended beneath the Russian River. The laterals were cleaned in 2002 and four new laterals were constructed in 2003. The design capacity is 13 mgd; however, the maximum capacity ever pumped was 9 mgd and the current capacity has decreased to approximately 4.2 mgd. The casing on Well #4 has significantly deteriorated. In January 2007, emergency repair work was required on Well #4. The televideo inspection of the well casing found a large gash and sediment at 180 feet, the bottom of the well. The original well depth had been 213 feet. There was a significant amount of iron oxide scale on the inside of the well casing and loss of casing wall thickness. In addition to the reliability and redundancy issues that need to be addressed with new wells, the water supply from the Russian River may be severely reduced, if available at all, this summer. Despite the rain in February, Lake Mendocino is still at critically low levels and is not expected to fill enough this spring to forestall water rationing. The amount of water in Lake Mendocino is far below a year ago, when there was about 74,000 acre feet in the lake, and below what it was in 1977, the worst drought on record. On February 2, 2009, Pam Jeane, deputy chief engineer of operations for SCWA, said in a press release, "Given water use and rainfall trends, Lake Mendocino could be out of water by mid-summer. If this happens, flow in the Russian River upstream from Healdsburg could cease, limiting water supply for agriculture, urban uses and the fishery. Detection of a La Nina weather pattern indicates that next year may also be a low rainfall year." An acre foot of water is 43,560 cubic feet of water enough to cover an acre to a depth of one foot. It's typically enough to satisfy the needs of four people for a year. Before the rains came, the lake was just a day away from falling below 30,000 acre feet, which would have triggered mandatory 50 percent water rationing in the Redwood Valley in Mendocino County. It is expected that on March 1, SCWA Water Agency will declare a critically dry year and call for water rationing of 50 percent on the upper river and 30 percent from its major users, the cities and water districts from Windsor to San Rafael. The Specifications for the construction of the Gobbi Street Test Well are available for City Council and public review at the Civic Center Planning Department, 300 Seminary Avenue, Ukiah, California. Fiscal Impact: 7X Budgeted FY 08/09 7X New Appropriation Amt. Budgeted Source of Funds (title and $ 71,872 Water Prod. - Contrac. Srvs. $ 199,825 Water Util. - Cap. Projects Not Applicable ❑ Budget Amendment Required Account Number Addit. Approp. Requested 820.3908.250.001 $0 840.3850.690.002 $0 ATTACHMENT #1 CITY OF UKIAH MENDOCINO COUNTY, CALIFORNIA SPECIAL PROVISIONS FOR GOBBI STREET TEST WELL SPECIFICATION NO. 09-06 CITY OF UKIAH DEPARTMENT OF PUBLIC WORKS 300 Seminary Avenue Ukiah, California 95482-5400 Bids Open: April 6, 2009 12:00 p.m. Office of City Clerk SOLUTION NO. 09- WHEREAS: 1. The City Council for the City of Ukiah has item no. l0A on the agenda for its March 4, 2009, meeting for the adoption of specifications 09-06 for the construction of a test well at Gobbi Street and Orchard Avenue and to issue requests for bids for the same; and 2. Since the preparation of the agenda for the March 4, 2009, regular City Council meeting, Governor Arnold Schwarzenegger, the Governor of the State of California, has issued a proclamation, dated February 27, 2009, a copy of which is attached to this Resolution as Exhibit A, proclaiming a water shortage in the State of California as a state of emergency and ordering immediate action to manage the crisis; and 3. On February 26, 2009, after the preparation of the agenda for the City's March 4, 2009, meeting, Victoria A. Whitney, Deputy Director for Water Rights for the State of California Water Resources Control Board, issued a notice which was served on the City of Ukiah, a copy of which is attached hereto as Exhibit B, advising the City that "there will not be sufficient surface water available during the year for those who hold water permits, licenses, and registrations issued by the State Water Board. If water supply conditions do not improve, permit, license, and registration holders may be curtailed. It may even become necessary this year in some parts of the State to curtail more senior water rights, such as riparian rights or pre-1914 rights. * * * Consequently, you should look into acquiring a firm alternative sources of water, such as a well pumping from groundwater that does not require a water right permit, purchase water from someone that pumps groundwater or has a storage reservoir, or recycled wastewater. * * * If you hold a water right for domestic municipal use, you may also need to reduce water use and seek alternative supplies. If there are no alternative supplies available, you may be required to reduce water use down to what is necessary for health and safety purposes"; and 4. Based on Governor Schwarzenegger's proclamation finding that drought conditions exist and declaring a water emergency and the notice from the State Water Resources Control Board, that there will "not be sufficient surface waters available during the year" for the City to utilize to provide essential water services to the residents of the City of Ukiah, the City Council hereby declares that an emergency situation exists requiring the City to take direct and immediate action to construct the Gobbi Street and Orchard Avenue well ("Well") to provide a sufficient quantity of water necessary to meet the essential water needs of the residents of the City of Ukiah; and 5. Because the residents of the City of Ukiah place the greatest demands on the City to provide them with water during the summer months, and in order to ensure that there is a sufficient quantity of water to meet the essential water needs of the residents of the City of Ukiah, the Well will have to be constructed and on line prior to August 1, 2009; and 6. City staff has determined how long it would take to construct the Well if the City went through the formal competitive bidding process required under the California Public Contracts Code; and 7. Based upon the City staff s projected schedule, a copy of which is attached hereto as Exhibit C, City staff has determined that the only way that the Well can be constructed and on line and available to the City to provide essential water service to City residents during the critical summer months, is if the City does not go through the competitive bidding process for the construction of the Well. NOW, THEREFORE, BASEL) ON T FOREGOING FACTS, IT IS HEREBY RESOLVED, as follows: 1. Substantial evidence has been provided to the City Council to allow it to determine and declare that an emergency water situation exists requiring the City to take immediate action to obtain an alternative supply of water to ensure that the City and its residents do not run out of water this summer; 2. In order to ensure that the residents of the City of Ukiah have a sufficient quantity of water this summer to meet their most basic water needs, the City needs to take immediate action to construct the Well; 3. There is not sufficient time to construct the Well, have it on line and have the water from the well available to the residents of the City of Ukiah this summer, if the City goes through the formal competitive bid process required under the California Public Contracts Code; 4. This water emergency will not permit a delay resulting from the competitive solicitation for bids for the construction of the Well, therefore, the City Council directs the City Manager to take direct and immediate action to construct the Well without going through the formal competitive bid process; 5. The City Council is taking this action pursuant to Public Contracts Code § 22050, which authorizes the City Council to not undertake the competitive bid process when such action is necessary in order to respond to an emergency situation; and 6. Pursuant to Public Contracts Code § 22050(b)(3), the City Manager is directed to CADocuments and Settings\aburck\Local SettingsUemporary Internet Files\Content.Outlook\GI6SNEX7\emergency construct well (2).doc 2 report back to the City Council at its next regular meeting setting forth the reasons justifying why the emergency will not permit a delay resulting from the competitive solicitation for bids for the Well and why the action is necessary to respond to the emergency. PASSED AND ADOPTED this 4' day of March, 2009, by the following four-fifths roll call vote: AYES: NOES: PRESENT: ABSTAIN: Phil Baldwin, Mayor ATTESTED: Linda Brown, City Clerk CADocuments and Settings\aburck\Local SettingsUemporary Internet Files\Content.Outlook\GI6SNEX7\emergency construct well (2).doc Gov. Schwarzenegger Takes Action to Address California's Water Shortage - Press Relea... Page 1 of 7 ,1 i '!I of thve F~ia~a scta~r+rsev.e~erz the T '~v~_L~ F i'f4£ FE Ot'L E.•S :Q•./6 Yti•~+: i:F. f+FCti H"t`,t About Arnold +4.'::?out Mdr"Yria Ne;'iJSe'Crom <lE.:':tinl?vdla 15.SSLi3S 'Flog' interact. AppoirAni7ent., Espaii,,q z RtLA F- 00 i E T 02/27/2009 GAAS:079:09 FOR IMMEDIATE RELEASE PJnt,`rersion I ~ Proclamation E; ad ; Share MORE RELATED PRESS Gov. Schwrarzeegger Takes Action to Address RELEASES California's Water Shortage 02/26/09 - Gov. cllu~fZ£?i'1~ er iSSttGw Staten gnt in iniro uction of AN:;- Q.1 sill,. ~'t.~.'#Eul?1q.P2rinP`bg Proclaims State of Emergency, Directs Government to Utilize Resources, VVaE:,. S5 apjy,. C€2C09 Help People To combat California's third consecutive year of drought, Governor Arnold Schwarzenegger today proclaimed a state of emergency and ordered immediate action to manage the crisis. In the proclamation, the Governor uses his authority to direct all state government agencies to utilize their resources, implement a state emergency plan and provide assistance for people, communities and businesses impacted by the drought. "Even with the recent rainfall, California faces its third consecutive year of drought and we must prepare for the worst - a fourth, fifth or even sixth year of drought," Governor Schwarzenegger said. "Last year we experienced the driest spring and summer on record and storage in the state's reservoir system is near historic lows. This drought is having a devastating impact on our people, our communities, our economy and our environment - making today's action absolutely necessary. This is a crisis, just as severe as an earthquake or raging wildfire, and we must treat it with the same urgency by upgrading California's water infrastructure to ensure a clean and reliable water supply for our growing state." The Governor's order directs various state departments to engage in activity to provide assistance to people and communities impacted by the drought. The proclamation: • Requests that all urban water users immediately increase their wafter conservation activities in an effort to reduce their individual water use by 20 percent • Directs the Department of Water Resources (DWR) to expedite water transfers and related efforts by water users and suppliers Directs DWR to offer technical assistance to agricultural water suppliers and agricultural water users, including information on managing water supplies to minimize economic impacts and implementing efficient water management practices ® Directs DWR to implement short-term efforts to protect water quality or water supply, such as the installation of temporary barriers in the Delta or temporary water supply connections e Directs the Labor and Workforce Development Agency to assist the labor market, including job training and financial assistance 01/29109 - Gov. L`ch+~sarv -riegee: 's E sit iG:i71 :nt Crii D£'i:ctiiF ~ . o. S.•".•P.w SiFSV y cif the Season 09/30108 - QQv; Sci'FV~=a€enr, ccer Si fn , .....................1 5..... . Le islt-t ar t J lmurove ~nJa s Sub; ty,?iiak jliiy.. t Coriservat on littp://gov.ca.gov/press-release/115.56/ EXHIBIT A Gov. Schwarzenegger Takes Action to Address Calif6rnia's Water Shortage - Press Relea... Page 2 of 7 • Directs DWR to join with other appropriate agencies to launch a statewide water conservation campaign calling for all Californians to immediately decrease their water use ® Directs state agencies to immediately implement a water use reduction plan and take immediate water conservation actions and requests that federal and local, agencies also implement water use reduction plans for facilities within their control In particular, the order directs that by March 30, 2009, DWR shall provide an updated report on the state's drought conditions and water availability. According to the proclamation, if the emergency conditions have not been sufficiently mitigated, the Governor will consider additional steps. These could include the institution of mandatory water rationing and mandatory reductions in water use; reoperation of major reservoirs in the state to minimize impacts of the drought; additional regulatory relief or permit streamlining as allowed under the Emergency Services Act; and other actions necessary to prevent, remedy or mitigate the effects of the extreme drought conditions. DWR and California's Department of Food and Agriculture will also recommend, within 30 days, measures to reduce the economic impacts of the drought, including but not limited to water transfers, through-Delta emergency transfers, water conservation measures, efficient irrigation practices, and improvements to the California Irrigation Management Information System. Last week, DWR announced that California's severe drought had prevented it from increasing its State Water Project (SWP) delivery allocations for the first time since 2001. This year's allocation as of February is at just 15 percent of SWP contractor's requests. This is only the second time in SWP history that the February allocation has been this low. The drought conditions and water restrictions are causing additional devastating economic and business losses. Agricultural revenue losses exceed $300 million to date and could exceed $2 billion in the coming season, with a total economic loss of nearly $3 billion in 2009. Full text of proclamation: ATPROCLAMATION BY THE GOVERNOR OF THE STATE OF CALIFORNIA WHEREAS the State of California is now in its third consecutive year of drought; and r WHEREAS in each year of the current drought, annual rainfall and the water content in the Sierra snowpack have been significantly below the amounts needed to fill California's reservoir system; and WHEREAS the rainfall and snowpack deficits in each year of the current drought have put California further and further behind in meeting its essential water needs; and WHEREAS statewide, 2008 was the driest spring and summer on record, with rainfall 76 percent below average; and WHEREAS the Sacramento and San Joaquin River systems, which provide much of the state's reservoir inflow, were classified as Critically Dry for the 2008 water year; and WHEREAS in the second year of this continuous drought, on June 4, 2008, 1 issued an Executive Order proclaiming a statewide drought, and I ordered my administration to begin taking action to address the water shortage; and http://gov.ca.gov/press-release/ 1 l 556/ 3%312009 Gov. Schwarzenegger Takes Action to Address California's Water Shortage - Press Relea... Page 3 of 7 WHEREAS because emergency conditions existed in the Central Valley in the second year of the drought, I issued an Emergency Proclamation on June 12, 2008, finding that conditions of extreme peril to the safety of persons and property existed in the counties of Sacramento, San Joaquin, Stanislaus, Merced, Madera, Fresno, Kings, Tulare, and Kern caused by severe drought conditions, and I ordered my administration to take emergency action to assist the Central Valley; and WHEREAS the drought conditions and water delivery limitations identified in my prior Executive Order and Emergency Proclamation still exist, and have become worse in this third year of drought, creating emergency conditions not just in the Central Valley, but throughout the State of California, as the adverse environmental, economic, and social impacts of the drought cause widespread harm to people, businesses, property, communities, wildlife and recreation; and WHEREAS despite the recent rain and snow, the three year cumulative water deficit is so large there is only a 15 percent chance that California will replenish its water supply this year; and WHEREAS in the time since the state's last major drought in 1991, California added 9 million new residents, experienced a significant increase in the planting of permanent, high-value crops not subject to fallowing, and was subjected to new biological opinions that reduced the flexibility of water operations throughout the year; and WHEREAS because there is no way to know when the drought will end, further urgent action is needed to address the water shortage and protect the people and property in California; and WHEREAS rainfall levels statewide for the 2008-2009 water year are 24 percent below average as of the February 1, 2009 measurement; and WHEREAS the second snow pack survey of the 2009 winter season indicated that snow pack water content is 39 percent below normal; and WHEREAS as of February 23, 2009, storage in the state's reservoir system is at a historic low, with Lake Oroville 70 percent below capacity, Shasta Lake 66 percent below capacity, Folsom Lake 72 percent below capacity, and San Luis Reservoir 64 percent below capacity; and WHEREAS low water levels in the state's reservoir system have significantly reduced the ability to generate hydropower, including a 62 percent reduction in hydropower generation at Lake Oroville from October 1, 2008 to January 31, 2009; and WHEREAS a biological opinion issued by the United States Fish and Wildlife Service on December 15, 2008, imposed a 30 percent restriction on water deliveries from the State Water Project and the Central Valley Project to protect Delta Smelt; and WHEREAS State Water Project water allocations have now been reduced to 15 percent of requested deliveries, matching 1991 as the lowest water allocation year in State Water Project history, and Central Valley Project water allocations for agricultural users have now been reduced to zero; and WHEREAS the lack of water has forced California farmers to abandon or leave unplanted more than 100,000 acres of agricultural land; and WHEREAS California farmers provide nearly half of the fresh fruits, nuts and vegetables consumed by Americans, and the crop losses caused by the drought will increase food prices, which will further adversely impact families and economies throughout California and beyond our borders; and litti):/L,,ov.ca.gov/press-release/I 1556/ 3/3/2009 Gov. Schwarzenegger Takes Action. to Address California's Water Shortage - Press Relea... Page 4 of 7 WHEREAS agricultural revenue losses exceed $300 million to date and could exceed $2 billion in the coming season, with a total economic loss of nearly $3 billion in 2009; and WHEREAS it is expected that State Water Project and Central Valley Project water delivery reductions will cause more than 80,000 lost jobs; and WHEREAS the income and job losses will adversely impact entire communities and diverse sectors of the economy supported by those jobs and income, including the housing market and commercial business; and WHEREAS these conditions are causing a loss of livelihood for many thousands of people, an inability to provide for families, and increased harm to the communities that depend on them; and WHEREAS this loss of income and jobs will increase the number of defaults, foreclosures and bankruptcies, and will cause a loss of businesses and property at a time when Californians are already struggling with a nationwide and worldwide economic downturn; and WHEREAS the Central Valley town of Mendota, as one example, already reports an unemployment rate of more than 40 percent and lines of a thousand or more for food distribution; and WHEREAS when jobs, property and businesses are lost, some families will move away from their communities, causing further harm to local economies, lower enrollments in local schools and reduced funding for schools; and WHEREAS at least 18 local water agencies throughout the state have already implemented mandatory water conservation measures, and 57 agencies have implemented other water conservation programs or restrictions on water deliveries, with many agencies considering additional rationing and water supply reductions in 2009; and WHEREAS the lack of water has forced local communities to draw water from their emergency water reserves, putting communities at risk of further catastrophe if emergency reserves are depleted or cut off; and WHEREAS the state recently endured one of its worst wildfire seasons in history and the continuing drought conditions increase the risk of devastating fires and reduced water supplies for fire suppression; and WHEREAS on February 26, 2009, the United States Department of Agriculture and the United States Department of Interior created a Federal Drought Action Team to assist California to minimize the social, economic, and environmental impacts of the current drought; and WHEREAS the circumstances of the severe drought conditions, by reason of their magnitude, are beyond the control of the services, personnel, equipment and facilities of any single county, city and county, or city and require the combined forces of a mutual aid region or regions to combat; and WHEREAS under the provisions of section 8558(b) of the California Government Code, I find that conditions of extreme peril to the safety of persons and property exist in California caused by the current and continuing severe drought conditions and water delivery restrictions. NOW, THEREFORE, I, ARNOLD SCHWARZENEGGER, Governor of the State of California, in accordance with the authority vested in me by the California Constitution and the California Emergency Services Act, and in -particular California Government Code sections 8625 and 8571, HEREBY PROCLAIM A STATE OF EMERGENCY to exist in California. http://gov.ca..gov/press-release;1.1556/ 3/3/2009 Gov. Schwarzenegger Takes Action to Address California's Water Shortage - Press Relea... Page 5 of 7 " f IT IS HEREBY ORDERED that all agencies of the state government utilize and employ state personnel, equipment and facilities for the performance of any and all activities consistent with the direction of the California Emergency Management Agency (CaIEMA) and the State Emergency Plan. I FURTHER DIRECT THAT: 1. The California Department of Water Resources (DWR) shall, in partnership with other appropriate agencies, launch a statewide water conservation campaign calling for all Californians to immediately decrease their water use. 2. DWR shall implement the relevant mitigation measures identified in the Environmental Water Account Environmental Impact Report, Environmental Impact Statement, Supplement, and Addendums for the water transfers made through the 2009 Drought Water Bank. In addition, the California Air Resources Board shall, in cooperation with DWR and other agencies, expedite permitting and development of mitigation measures related to air quality impacts which may result from groundwater substitution transfers. 3. DWR and the State Water Resources Control Board (SWRCB) shall expedite the processing of water transfers and related efforts by water users and suppliers that cannot participate in the 2009 Drought Water Bank, provided the water users and suppliers can demonstrate that the transfer will not injure other legal users of water or cause unreasonable effects on fish and wildlife. 4. The SWRCB shall expedite the processing and consideration of the request by DWR for approval of the consolidation of the places of use and points of diversion for the State Water Project and federal Central Valley Project to allow flexibility among the projects and to facilitate water transfers and exchanges. 6. DWR shall implement short-term efforts to protect water quality or water supply, such as the installation of temporary barriers in the Delta or temporary water supply connections. 6. The SWRCB shall expedite the processing and consideration of requests by DWR to address water quality standards in the Delta to help preserve cold water pools in upstream reservoirs for salmon preservation and water supply. 7. To the extent allowed by applicable law, state agencies within my administration shall prioritize and streamline permitting and regulatory compliance actions for desalination, water conservation and recycling projects that provide drought relief. 8. The Department of General Services shall, in cooperation with other state agencies, immediately implement a water use reduction plan for all state agencies and facilities. The plan shall include immediate water conservation actions and retrofit programs for state facilities. A moratorium shall be placed on all new landscaping projects at state facilities and on state highways and roads except for those that use water efficient irrigation, drought tolerant plants or non-irrigated erosion control. 9. As a condition to receiving state drought financial assistance or water transfers provided in response to this emergency, urban water suppliers in the state shall be required to implement a water shortage contingency analysis, as required by California Water Code section 10632. DWR shall offer workshops and technical assistance to any agency that has not yet prepared or implemented the water shortage contingency analysis required by California law- littp://gov.ca.gov/]ire.ss-release/I 1.556/ 3/3/2009 Gov. Schwarzenegger Takes Action to Address California's Water Shortage - Press Relea... Page 6 of 7 10. DWR shall offer technical assistance to agricultural water suppliers and agricultural water users, including information on managing water supplies to minimize economic impacts, implementing efficient water management practices, and using technology such as the California Irrigation Management Information System (CIMIS) to get the greatest benefit from available water supplies. 11. The Department of Public Health shall evaluate the adequacy of emergency interconnections among the state's public water systems, and provide technical assistance and continued financial assistance from existing resources to improve or add interconnections. 12. DWR shall continue to monitor the state's groundwater conditions, and shall collect groundwater-level data and other relevant information from water agencies, counties, and cities. It is requested that water agencies, counties and cities cooperate with DWR by providing the information needed to comply with this Proclamation. 13. DWR and the Department of Food and Agriculture shall recommend, within 30 days from the date of this Proclamation, measures to reduce the economic impacts of the drought, including but not limited to, water transfers, through-Delta emergency transfers, water conservation measures, efficient irrigation practices, and improvements to CIMIS. 14. The Department of Boating and Waterways shall recommend, within 30 days from the date of this Proclamation, and in cooperation with the Department of Parks and Recreation, measures to reduce the impacts of the drought conditions to water-based recreation, including but not limited to, the relocation or extension of boat ramps and assistance to marina owners. 15. The Labor and Workforce Development Agency shall recommend, within 30 days from the date of this Proclamation, measures to address the impact of the drought conditions on California's labor market, including but not limited to, identifying impacted areas, providing one-stop service, assisting employers and workers facing layoffs, and providing job training and financial assistance. 16. DWR and the Department of Food and Agriculture shall be the lead agencies in working with the Federal Drought Action Team to coordinate federal and state drought response activities. 17. The emergency exemptions in Public Resources Code sections 21080 (b)(3), 21080(b)(4) and 21172, and in California Code of Regulations, title 14, section 15269(c), shall apply to all actions or efforts consistent with this Proclamation that are taken to mitigate or respond to this emergency. In addition, Water Code section 13247 is suspended to allow expedited responses to this emergency that are consistent with this Proclamation. The Secretary for the California Environmental Protection Agency and the Secretary for the California Natural Resources Agency shall determine which efforts fail within these exemptions and suspension, ensuring that these exemptions and suspension serve the purposes of this Proclamation while protecting the public and the environment. The Secretaries shall maintain on their web sites a list of the actions taken in reliance on these exemptions and suspension. 18. By March 30, 2009, DWR shall provide me with an updated report on the state's drought conditions and water availability. If the emergency conditions have not been sufficiently mitigated, I will consider issuing additional orders, which may include orders pertaining to the following: (a) institution of mandatory water rationing and mandatory reductions in water use; (b) reoperation of major reservoirs in the state to minimize impacts of the littp://gov.ca.gov/press-release/] 1556/ 3/3/2()09 Gov. Schwarzenegger Takes Action to Address California's Water Shortage - Press Relca... Page 7 of 7 drought; (c) additional regulatory relief or permit streamlining as allowed under the Emergency Services Act; and (d) other actions necessary to prevent, remedy or mitigate the effects of the extreme drought conditions. I FURTHER REQUEST THAT: 19. All urban water users immediately increase their water conservation activities in an effort to reduce their individual water use by 20 percent. 20. All agricultural water suppliers and agricultural water users continue to implement, and seek additional opportunities to immediately implement, appropriate efficient water management practices in order to minimize economic impacts to agriculture and make the best use of available water supplies. 21. Federal and local agencies also implement water use reduction plans for facilities within their control, including immediate water conservation efforts. I FURTHER DIRECT that as soon as hereafter possible, this proclamation be filed in the Office of the Secretary of State and that widespread publicity and notice be given of this proclamation. IN WITNESS WHEREOF I have hereunto set my hand and caused the Great Seal of the State of California to be affixed this 27th day of February, 2009. ARNOLD SCHWARZENEGGER Governor of California ATTEST: DEBRA BOWEN Secretary of State let; Version I Ernai the Governor I E 3rrnail Ale; S I lnt€ reship Pr,,meet I 'u'Pmice' ::C;i.-qa ct I ^ ,.1 S, ! d."5 I Siie Map I Pi?,haw,, F'01icy I I.-pridii of. U.6 °A Stag:.'-iornepage n 2009 State of California http:!igov.ca.gov/press-releasc//l 1556/ 3/3/2009 To: Diverters of Surface Water NOTICE OF SURFACE WATER SHORTAGE FOR 2009 After experiencing two years of drought, California's water reserves are extremely low in many parts of the state. The California water rights system is designed to provide for the orderly allocation of water supplies in the event that there is not enough water to satisfy everyone's needs. As a result, every water right holder has a priority, relative to every other water right holder. When there is insufficient water for all, water diversions must be curtailed in order of water right priority. Current hydrologic data indicates that this year will be a dry year in your hydrologic area. In view of the current situation, the State Water Resources Control Board (State Water Board) considers it important and prudent to assume that there will not be sufficient surface water available during the year for those who hold water right permits, licenses, and registrations issued by the State Water Board. If water supply conditions do not improve, permit, license and registration holders may be curtailed. It may even become necessary this year in some parts of the state to curtail more senior water rights, such as riparian rights or pre-1914 rights. If you plan to grow °brops that will need water beyond the limited supply available, you may find yourself in a very serious dilemma. There is a strong possibility that your water right will be curtailed due to a lack of surface water or a low priority of right. Consequently, you should look into acquiring a firm alternate source of water, such as a well pumping from groundwater that does not require a water right permit, purchase water from someone that pumps groundwater or has a storage reservoir, or recycled wastewater. You may also be able to contract for water deliveries from a water supplier, such as the U.S. Bureau of Reclamation, the State Department of Water Resources, or a local water or irrigation district, provided that the water supplier has water to deliver to you. In view of the current situation, the State Water Board strongly encourages your immediate implementation of the enclosed conservation guidelines. Additional guidance is available for agricultural water users at the Agricultural Water Management Council's website at littp://wwwv.agwatercouncil.org. If you hold a water right for domestic or municipal use, you may also need to reduce water use and seek alternate supplies. If there are no alternate supplies available, you may be required to reduce water use down to what Is necessary for health and safety purposes. Guidance for urban water users is available at the California Urban Water Conservation Council's website at http://www.cuwcc.org, Unless sufficient additional precipitation occurs this rainy season, no water will be available for many water diverters. It is our intent to contact you again in the near future if there is expected to be no water available for you at your water right priority. State Water Board staff is available to answer your questions at (916) 341-5300. Sincerely, Victoria A. Whitney Deputy Director for Water Rights Enclosure Calr'aiwia L'errO-otirtremal Protectiorr.tigestcfr a- a o Reeyeted hiper Ff 3 1181"M g a LL 3~ F~~ a 7 N 1 iivvy~ r T N M t ry T N a `ra 5 `m `e ~ G i5 ~ ~ o g 'El .4a :E n .6 b :V g n U 3 0 s w ~ 7 g .B ~ ~B r ~ ~ 'u a^t .a ~ tc'S Q 3 3 ps :F3 ?s a ` @@ n {I@ ~ U l~ ~9 9 ^ ~ ail C ~ a N V ~ o :v N 1~ ~ nS c ~ > a 3 ' cl a < o j3 3 3 liz: r N ~ o P ° E } rr r. r h ~ S w u'i a O N ~ a a O ~ ~ rc a r a~ b Q~0 k]', ITEM NO.: 10b FETING DATE: AGENDA SUMMARY REPORT March 4, 2009 SUBJECT: DISCUSSION AND POSSIBLE DIRECTION REGARDING THE ORCHARD AVENUE BRIDGE CONSTRUCTION PROJECT AGREEMENT BETWEEN THE CITY OF UKIAH AND THE COUNTY OF MENDOCINO. 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 could be completed by the fall of 2009. Discussion: On the January 7, 2009 the City Council adopted the Plans and Specification for the Orchard Avenue Bridge Project. Staff was also directed to call for bids for the project. The Council, In order to financially protect the City from project overages that often occur in construction, conditioned the call for bids. The condition that the council imposed was to have staff execute an agreement with the County of Mendocino to fund 20% over the amount of the engineers estimate. The City Attorney had Continued on r)aae 2 Recommended Action(s): 1. Authorize staff to change the percentage in the agreement between the City of Ukiah and the County of Mendocino and forward agreement to the County of Mendocino for execution. 2. Enter discussion with parties to receive $80,000, or 5% contribution, and discuss further modification of the agreement as necessary to reach agreement with the parties, with participation of the City Attorney; 3. Return to the City Council for approval of modifications as needed to inform the City Council of impacts on future decisions. Alternative Council Option(s): Provide staff with direction. Citizens advised: n/a Requested by: Jane Chambers, City Manager Prepared by: Tim Eriksen, Director of Public Works and City Engineer Coordinated with: Attachments: 1 -Agreement roved: f' -C App Jee Chambers, City Manager DISCUSSION AND POSSIBLE DIRECTION REGARDING THE ORCHARD AVENUE BRIDGE CONSTRUCTION PROJECT AGREEMENT BETWEEN THE CITY OF UKIAH AND THE COUNTY OF MENDOCINO March 4, 2009 Page 2 of 3 previously drafted an agreement which was given to County staff in late 2008, which addressed the cost overrun issue. County staff subsequently contacted the property owners of the parcels in the Brush Street triangle to negotiate the agreement responsibilities. During the long history of this project, it has been recognized that property owners in the area would benefit, and therefore, would participate financially, in contributions towards this project. Indeed, contributions from some of the property owners were received years ago, and have been accounted for as part of the project funding. All parties involved have been working to reach agreement, and all parties recognize the need to move ahead quickly in the current market if this project is to be completed. On February 24, 2009 City staff met with the stakeholders of the project. The property owners and the County of Mendocino were represented. Councilmember Crane was present as well as Supervisor McCowen. The meeting was centered on the percentage that was used in the agreement by the City Attorney. The stakeholders and County staff pointed out that the number should be 10%. This is based on the issue that Public Contract Code does not allow an agency to authorize more than 10% in change orders above the initial bid amount at a staff level. It was agreed that there was some merit to this argument and that staff would take the item to be reviewed by the City Council. The property owners who have not yet made a contribution to the project have stated that they will participate if their contribution is limited to making a 5% (approximately $80,000) contribution. This contribution, when added to the 5% contingency funds already set aside for the project, equals the 10% total contingency amount discussed in the above paragraph. The contract that the City Attorney drafted (see attachment 1), however, provided not onl for or the contingency, but also, for the possibility that the bids for this project will exceed the engineer's estimate, and therefore, require a higher amount of funding to award the bid. This is referred to Sections 1 and 3 of the draft agreement, and the document holds the County accountable to provide for additional costs that exceed the funds available. City funds available for this project are just short of the current engineer's estimate, which is about $1.6 million. Budgeted in this project is $115,000 of general fund money. Staff recognizes that all parties are now at a difficult point. The private parties involved will not contribute further to the cost of the project without having a bid amount against which to know what contribution is required, and they are limiting their contribution at the current time to the $80,000, or 5% necessary to make a full 10% contingency amount. Meanwhile, the City remains in the position of needing to assure there are adequate project funds to award a bid for this project if the bids exceed the engineer's estimate. The City Council could be put in the position of having to decide whether or not to award the contract if the engineer's estimate is exceeded, and would then need to use more general fund moneys to pay any additional costs. The City Attorney's agreement, as currently drafted, avoids that problem by requiring a contribution towards any award in excess of current funds. The City Attorney has not been available to discuss any further revision to the drafted agreement, and staff is therefore reluctant to exclude or modify any additional language from the contract without his involvement, or without the City Council's knowledge as to the impact of such changes on future actions the Council may be required to consider. DISCUSSION AND POSSIBLE DIRECTION REGARDING THE ORCHARD AVENUE BRIDGE CONSTRUCTION PROJECT AGREEMENT BETWEEN THE CITY OF UKIAH AND THE COUNTY OF MENDOCINO March 4, 2009 Page 3 of 3 Recommendations: Staff, along with all parties involved, recognizes the need to move this project towards the bid award stage, and recognizes that it is in the City's best interest to achieve a bid as soon as possible if this project is to be completed. To that end, it is recommended that the City Manager be directed to change the draft agreement to reflect a contribution of 10%, to return the agreement without further modification to the County, to enter into discussion with the parties to receive a deposit of the $80,000, as well as further modification of the agreement to address the cost coverage issue in a manner acceptable to all parties, to meet with the City Attorney as soon as available to review those suggested modifications, and to call for any special City Council meeting required to have such revisions approved by the City Council, in order to provide for a bid process as soon as possible upon the above conditions being met. Fiscal Impact: Budgeted FY 08/09 F-1 New Appropriation Not Applicable Budget Amendment Required F-1 FX1 ATTAC,MNT I AGREEMENT REGARDING FUNDING FOR ORCHARD AVENUE BRIDGE AND ORCHARD AVENUE EXTENSION PROJECT This Agreement is entered on , 2008 ("Effective Date") in Ukiah, California, between the City of Ukiah ("City"), a general law municipal corporation, and the County of Mendocino ("County"), a general law county and political subdivision of the State of California. RECITALS: 1. On September 14, 2004, the City and County entered Road Improvement and Land Use Agreement-7/19/04 ("Bridge Agreement"), pursuant to which the City approved an environmental impact report for the construction of the Orrs Creek Bridge and Orchard Avenue Extension project as described in the Bridge Agreement ("the Project"). 2. The Bridge Agreement also provides County consent to the City constructing the Project within unincorporated County territory immediately north of Orrs Creek, provides for the maintenance of the bridge and road improvements and provides for the mitigation of impacts from development facilitated by the Project. I The City has completed and obtained approval for plans and specifications for the construction of the Project and has obtained approval from the Army Corp of Engineers and the California Department of Fish and Game for the construction of the Project. 4. On September 20, 2007, the Department of Commerce's Economic Development Administration approved a joint application by the County and the City for a grant in the amount of $1,770,000 ("the EDA Grant"). One of the terms of the EDA Grant requires a 40% local match. The EDA Grant was based on a total project cost of $2,950,000. Based on the approved plans and specifications, the current engineer's estimate for total project construction cost is $ ("the Engineer's Estimate"). To provide the local match, the City has committed or already spent a total of $ ("Currently Available Funds"), consisting of $ of City funds and $ from K Mart Corporation and Moreno Associates. 5. The Project will provide an additional north-south route for traffic originating in or passing through the City, and will also facilitate development of currently undeveloped property in the unincorporated portion of Mendocino County, including the area known as the Brush Street triangle. As a result the construction of the Project will result in significant economic benefits to the County and to the property owners in this unincorporated area. 6. The City has no additional funds available to pay for the Project, if the low bid for the construction of the Project exceeds a combination of the EDA Grant and the Currently Available Funds, which is $ or change orders during construction of the Project result in construction contract costs that exceed that amount. 7. The City will not solicit or accept bids for the construction of the Project, unless it is assured that adequate funds are available to pay for the final construction cost. AGREEMENT: WHEREFORE, based on the above-recitals and the terms and conditions as further stated herein, the City and the County agree as follows: 1. Deposit. Prior to the City publishing the Request for Bids to construct the Project, the County shall deposit with the City $ ("the Deposit") which represents 20% of the Engineer's Estimate. After the bids are opened but prior to award, the County shall deposit additional funds with the City, if the lowest responsive bid ("the Low Bid") from a responsible bidder ("the Low bidder") exceeds the Engineer's Estimate, so that the total Deposit equals 20% of the Low Bid. At the County's direction, the City shall reject all bids, if the Low Bid exceeds the Engineer's Estimate by more than 20%. The City will not publish the Request for Bids or award the contract, unless the County makes the deposits required by this paragraph. 2. Use of Deposit. The City shall separately account for the Deposit which shall accrue interest in the amount which other City funds invested for immediate use earn. The City shall use the Deposit solely and exclusively for construction costs under the construction contract awarded to the Low Bidder, including, but not limited to, costs covered by change orders approved during construction, or construction related costs, including engineering costs. The City shall not use or obligate the Deposit, unless the accrued or paid construction or construction related costs exceed the total of the EDA Grant and the Currently Available Funds. 3. Additional Deposits. At any time prior to final completion of the construction of the Project and approval of the completed work as fully complying with the construction contract ("Final Completion"), the City may notify the County, if it determines that the Deposit is not sufficient to pay for the full cost of construction. Within ten (10) days of such notification, the County shall deposit additional funds, as requested by City, to maintain the Deposit in an amount sufficient to pay those costs. 4. Refund of Deposit. If, upon Final Completion, there are funds remaining in the Deposit, including accrued interest, the City shall refund that amount to the County. The City shall provide that refund within 30 days of Final Completion. At the County's request, the City shall provide an accounting of construction costs, including all payments to the contractor. 7. Modifications. City or County may, from time to time, request changes in the terms of this Agreement. Such changes, which are mutually agreed upon by and between 2 City and the County, and approved by the City Council and the Board of Supervisors, shall be incorporated in written amendments to this Agreement. 8. Assignment. City and County shall not assign any interest in this Agreement, and shall not transfer any interest in the same (whether by assignment or novation), without the prior written consent of the other party. 9. Application of Laws. The parties hereby agree that all applicable Federal, State and local rules, regulations and guidelines not written into this Agreement shall hereby apply to the parties' performance under this Agreement. 10. Governing Law. This Agreement shall be governed by and construed in accordance with the laws of the State of California, and any legal action concerning the agreement must be filed and litigated in the proper court in Mendocino County. 11. Attorneys fees. In any action to enforce the provisions of this Agreement the prevailing party shall be entitled to recover from the other party, its reasonable attorneys' fees in addition to its costs of suit. 12. Severability. If any provision of the Agreement is held by a court of competent jurisdiction to be invalid, void, or unenforceable, the remaining provisions shall nevertheless continue in full force and effect without being impaired or invalidated in any way. 13. Integration. This Agreement contains the entire agreement among the parties and supersedes all prior and contemporaneous oral and written agreements, understandings, and representations among the parties. No amendments to this Agreement shall be binding unless executed in writing by both of the parties. 14. Waiver. No waiver of any of the provisions of this Agreement shall be deemed, or shall constitute a waiver of any other provision, nor shall any waiver constitute a continuing waiver. No waiver shall be binding unless executed in writing by the party making the waiver. 15. Notice. Whenever notice, payment or other communication is required or permitted under this Agreement it shall be deemed to have been given when personally delivered or when deposited in the United Sates mail as certified or registered mail, return receipt requested, and addressed as follows: COUNTY UKIAH County of Mendocino City of Ukiah c/o: County Administrator c/o: City Manager County Administration Center Civic Center 501 Low Gap Road 300 Seminary Avenue Ukiah, CA. 95482 Ukiah, CA 95482 3 16. Paragraph headings. The paragraph headings contained herein are for convenience and reference only and are not intended to define or limit the scope of this Agreement. 17. Duplicate originals. This Agreement may be executed in one or more duplicate originals bearing the original signature of both parties and when so executed any such duplicate original shall be admissible as proof of the existence and terms of the Agreement between the parties. 18. No third party beneficiaries. This Agreement is for the exclusive benefit of City and County and confers no rights or benefits on any persons or entities not a signatory to this Agreement. No third party beneficiaries are intended or established by this Agreement. WHEREFORE, the parties have entered this Agreement on the date first written above. CITY OF UKIAH By Mayor ATTEST: City Clerk Approved as to form: City Attorney COUNTY OF MENDOCINO By: Chairman of the Board of Supervisors ATTEST: 4 Clerk of the Board Approved as to form: County Counsel Ukiah City Council RE: Orr Creek Bridge project Honorable Mayor Baldwin and Councilmembers: Please modify the contract to allow the project to go to bid with the 5% contingency included in the project funds plus the guarantee of an additional 5% in the form of a letter of credit from the landowners, pursuant to an agreement between the landowners and the County. The concern has been expressed by City staff that the project may still result in additional cost to the City. The City has options to guard against this, both before and after award of bid. Once bids are received, if the bids come in high and the City does not believe the 10% set aside for contingencies is sufficient, the City Council can decline to award the bid. After the contract is awarded, if unforeseen contingencies arise, the City can scale back the scope of the project. For instance, the overlay of Brush Street or other features could be cut as necessary to keep the project cost within the available funds. There is no legal reason to insist that the landowner's 5% be placed on deposit. A letter of credit or other legally binding instrument should be sufficient and can be specified in the contract. I believe the Council can and should give clear direction to move forward tonight. I believe that direction should be for staff to move forward and complete a contract with the County that specifies the 5% contingent contribution by the landowners, as evidenced by a letter of credit that the landowners will provide to the County pursuant to a contract between the County and the landowners. That contract should be an exhibit to the contract between the City and the County. Provided the above direction is given by the Council, I do not believe this item needs to come back before the Council for approval. Thank you for your consideration. Sinc ely, J McCowen P. 0. Box 454, Ukiah, Ca. 10c March 4, 2009 SUBJECT: REPORT ON LAYOFFS RELATED TO FY 2008/2009 GENERAL FUND BUDGET, COMPENSATION REDUCTIONS FOR EMPLOYEES. Background: City Council has received a report from the City Manager regarding the status of the General Fund revenues for FY 2008/2009. These revenues project a significant shortfall from those anticipated, due to the economic conditions now being experienced throughout the country, and as well as locally in Mendocino County. The magnitude of the shortfall requires that the City Manager take actions to reduce expenditures from the General Fund in order to preserve the City's ability to retain adequate reserve funds into the FY 2009/2010 fiscal year. It is currently projected that the FY 2009/2010 fiscal year will have a $1.5 to $2 million, possibly more, gap between expenditures and revenues. Layoffs and compensation cuts will be necessary as a part of actions to reduce spending in the General Fund, both for the current fiscal year and the upcoming fiscal year. Discussion: Lay Offs: The city's management team has worked with the City Manager to identify the following positions for layoff, effective April 1, 2008 through June 30, 2009, or thereabouts, to reflect a full quarter's expenditures as nearly as possible. A total of 17 positions are recommended for layoff, and vacancy. Of these, 4 are filled with current employees, and 13 are vacant, thereby lessening the overall impact to current employees of this initial layoff. The four positions which are currently filled are: Accounting Clerk - PT position Asst Planner/Code Compliance - FTE Public Services Worker - FTE Receptionist/Secretary - FTE Recommended Action(s): Advise as to Negotiations/ Acceptance of Lay Offs Alternative Council Option(s): Citizens advised: None Requested by: Jane Chambers, City Manager Prepared by: Jane Chambers, City Manager Coordinated with: Attachments: Approved: J "pe Chambers, City Manager The positions that are vacant are as follows: Risk Mgt-Budget Officer - FTE Police Officer (3) - FTE Firefighter - FTE Intern - Planning - PT IT Intern - PT Engineering Intern - PT Engineering Intern - PT Seasonal Streets Maint. Worker - PT Parks Service Worker - PT Parks Service Worker - PT Golf Seasonal - PT The positions included in this proposal represent a concerted effort on the part of the City Manager and Management team to make initial position cuts. Some of these vacancies have already been calculated in the presentation made to the City Council for cuts already achieved (about $206,000). The loss of these positions can be a down payment on what will need to be done for the 2009/2010 year, as it is estimated that the elimination of these positions for a full year in 2009/2010 will have an impact nearing $595,000 in the general fund. These position losses represent a loss in service level for work related to code enforcement, animal control, customer service (both internal and external), public safety services, risk management, finance and work force safety programs, maintenance and engineering services. However, they also represent a loss of positions which the management team feels can be absorbed by the organization more readily in the remaining months of the fiscal year than any others, without interfering immediately with the ability of remaining staff to address the current work load. Further position reductions will be through the re- organization and restructure of services that will be presented to the Council for consideration in the 2009/2010 budget proposals. Compensation Reductions: The City Manager and Management Team recommend to the City Council that across the board, all units receive a 5% reduction in wages beginning approximately April 1 and continuing through the end of the fiscal year, June 30. It is not recommended at this time that the 5% pay decrease be carried forward into the FY 2009/2010 year. City staff needs first to look at all options for that year before making further pay cut recommendations. Process underway: The necessary procedural steps that are required under city ordinances and current MOD's are being followed with regard to notice to affected employees and in meet and confer with bargaining units. As individual units are settled, the City Manager will return with requested MOU amendments for approval by the City Council. Fiscal Impact: Budgeted FY New Revenue Not Applicable Budget Amendment 08/09 1~ 11 11 Required The total dollar impact of the position cuts on the current year budget through year end June 30, has not yet been calculated by the Finance Director, due to a lack of time to complete all of the necessary calculations related to each individual position. However, it is estimated that the 5% pay cut will result in approximately $90,000 of savings to the general fund in the 3 months of its implementation. The savings from jobs elimination for this year will vary, based on whether or not that saving was already calculated into the year end savings that the management team identified. The final paycheck payout will vary as to how much vacation payout will be required for the individuals who are laid off. However, it is estimated that the cost savings will substantially contribute to overall year end savings for this current fiscal year, and as stated above, will make an impact on the 2009/2010 General Fund savings of greater than $500,000. t f__<J,;Jah ITEM O.: 11 a MEETING DATE: AGENDA SUMMARY REPORT March 4, 2009 SUBJECT: APPOINTMENT TO THE PARKS, RECREATION, AND GOLF COMMISSION TO FILL AN UNEXPIRED TERM AND RESOLUTION MAKING THE APPOINTMENT. Background: On January 8, 2009, the City Clerk's office received a letter from John Graff resigning from his position on the Parks, Recreation, and Golf Commission. Vacancy Announcements soliciting applicants to fill this unexpired term were posted at various locations and a News Release was issued on January 9, 2009. The application deadline was February 3, 2009. Resolution 2001-06 which sets forth the procedure for filling vacancies on City Commissions and Boards and Government Code Section 54974 is attached. Also attached is Chapter 4 Article 1 of the Ukiah City Code to assist Council with assessment of the duties and responsibilities of the Commission. Discussion: One (1) application has been received from Bill Hoover. An interview is scheduled to begin at 5:45 pm in the Council Chamber Conference Room 4 just prior to the City Council Meeting. The item will be heard under New Business. Councilmember Thomas nominated Tami Bartolomei at the 7/16/08 meeting, placing Councilmember Landis as next having the right to place a nomination before the City Council. Fiscal Impact: Budget Amendment Required F-1 Budgeted FY 08/09 F-1 New Appropriation ❑X Not Applicable F Recommended Action(s): 1) Interview the one (1) Parks, Recreation, and Golf Commission Applicant prior to the City Council Meeting. 2) Make a nomination and appointment. 3) Adopt a Resolution making the appointment. Alternative Council Option(s): Direct staff to re-advertise the vacancies and/or reschedule appointments accordingly. Citizens advised: Applicant Requested by: Prepared by: JoAnne Currie, Deputy City Clerk Coordinated with: Linda Brown, Executive Assistant/City Clerk Attachments: 1. Application 2. Ukiah City Code Chapter 4 Article 1 Parks, Recreation, and Golf Commission 3. Resolution No. 2001-61 which Established Procedures for Appointment 4. News Release from January 9, 2009 5. Resolution making appointment Approved: r Ja Chambers, City Manager CITY OF UKIAH PARKS, RECREATION & GOLF COMMISSION APPLICATION FOR APPOINTMENT A. General lnfnrm,% inn Full Name J d e,/2 Date - oj o q Residence Address ' {Physical Address, not PO 4' lv 1 Mailing Address 'if differant from above) Home Phone Work Phone ( ) Email 41- Cell Phone Employer lip - Business Address Job Title/Position Employed Since How long have you resided in: Ukiah? '~y~S' Mendocino County? ~lifp ip yes Please list community groups or organizations you are affiliated k= NAP CI OF Lrd with and list any offices held. FEB a 2 2009 B. Please answer the following on a separate sheet(s) of paper and attach. CITY CLERK DEPARTMENT 1. Why are you applying to serve on the City of Ukiah's Parks, Recreation and Golf Commission? 2. What is your understanding of the purpose, role and responsibility of the Parks, Recreation and Golf Commission? 3. How do you believe your own skills, experience, expertise and perspectives will be beneficial to the work of the Parks, Recreation and Golf Commission? 4. What do you believe is the single most important parks, recreation, and golf issue facing our community? And why? 5. In your opinion what type or types of parks development or recreational and golf programs should the City encourage? 6. In your opinion what type or types of parks development or recreational and golf programs should the City discourage? 7. What kind of ideal community do you envision for Ukiah? 8. Are there any other City of Ukiah Committees/Commissions in which you are interested and on which you would be willing to serve? Signature of Applicant 0.t - ~ Date Thank you for your interest in serving your community and the City of Ukiah. Please return this application and attachments to the City Clerk's office by Tuesday, February 3, 2009, at noon to 300 Seminary Avenue, Ukiah, CA 95482. If you have any questions, please contact the City Clerk's office at (707) 463-6217 or (707) 463-6213. D:\NetApps\activePDF\Files to convert\$ASQapplication~rgc 09.doc , City of Ukiah Application for parks, Recreation an Golf Commission Why are you applying to serve on the City of kia 's Parks, Recreation an of Community? What i your understanding o the purpose, role n responsibility oft the Parks, Recreation an Golf Commission? How o you believe your o skills, experience, expertise n perspectives will be beneficial tote or o the Parks, Recreation and Golf Commission? believe y experience as kid lain Little League and participating i school boxing an football in is has created an intense interest insports. as also given e a personal connection tot the Parks an Recreation department in Ukiah. What do you ink is the single most important parks, recreation, and golf issue facing our community? And why? In your opinion what type or types o arks development or recreational golf programs should the city encourage? I believe that the Gobbi S. project, which includes walking paths, baseball fields, public access an picnic areas, should be encouraged supported. In your opinion at types of parks development or recreational golf programs should the city discourage? do not ink any type of recreational development should be discouraged. What kind of ideal community you envision for Ukiah? An ideal community would be one ere anyone could feel safe going to an enjoying public areas anytime. Are there any other City o Ukiah Committees/Commissions in is you are interested and on which you would be willing to serve? In the re there might be other co ittees/co iss ions I would be interested in, but at the resent time y focus is the Parks, Recreation and Golf Commission. Bill over Highland r. Ukiah, CA. 95482 COMMISSIONS AND BOARDS ARTICLE 1. PARKS, RECREATION, AND GOLF COMMISSION 1000: CREATION: There is hereby created a parks, recreation, and golf commission. This advisory body shall report to the city council. (Ord. 783, §1, adopted 1982; Ord. 916, §2, adopted 1990; Ord. 1020, adopted 1999) 1001: MEMBERSHIP; APPOINTMENT: The commission shall consist of seven (7) members as follows: A. One member of the Ukiah men's golf club. B. One member of the Ukiah women's golf club. C. One member of either the men's or women's golf club. D. Four (4) at large members who may reside within the city limits or outside the city limits but within Mendocino County; provided that a majority of the seven (7) committee members must reside within the city limits. All members of the commission shall be appointed by the city council. (Ord. 783, §1, adopted 1982; Ord. 890, adopted 1989; Ord. 916, §2, adopted 1990; Ord. 935, §2, adopted 1993; Ord. 1020, adopted 1999; Ord. 1100, §1, adopted 2007) 1002: TERM OF OFFICE; VACANCIES: No members of the parks, recreation, and golf commission will lose their term of office by enactment of this ordinance. All appointments to this commission shall be for a term of three (3) years. Reappointments to the commission shall be pursuant to article 5 of this chapter. (Ord. 783, §1, adopted 1982; Ord. 916, §2, adopted 1990; Ord. 1020, adopted 1999) 1003: DUTIES AND POWERS: The parks, recreation, and golf commission shall have the power and duty to recommend and advise on: A. Policies to be adopted and enforced for the operation, use and management of all recreation activities and facilities, parks and parkways. B. Policies for the planning of recreation and parks programs for the inhabitants of the city, promote and stimulate public interest therein, and to that end, solicit to the fullest extent possible the cooperation of school authorities and other public or private agencies interested therein. C. Policies for the acquisition, development and improvement of parks, playgrounds and facilities for recreation. (Ord. 783, §1, adopted 1982; Ord. 916, §2, adopted 1990; Ord. 1020, adopted 1999) 1004: COMPENSATION: The members of the commission shall receive no compensation, except such traveling expenses as are authorized by law. (Ord. 783, §1, adopted 1982; Ord. 916, §2, adopted 1990) 1005: CHAIRPERSON; OFFICERS: The commission shall elect a chairperson from among its members for a term of one year and may elect such other officers as it may determine. (Ord. 783, §1, adopted 1982; Ord. 916, §2, adopted 1990) RESOLUTION 0.2001®61 RESOLUTION OF THE CITY COUNCIL OFT CITY OF UKIA AMENDING PROCEDURE FOR FILLING VACANCIES CITY COMMISSIONS AND BOARDS. WHEREAS, 1. Ukiah City Code §1151 provides that members of the Planning Commission shall be appointed in accordance with a procedure established by resolution of the City Council; and 2. The City Council adopted a procedure for filling vacancies on the City's boards and commissions, including the Planning Commission; and 3. The City Council has determined that using a uniform procedure will insure fair and consistent treatment of candidates and Councilmembers; 4. The City Council has determined to amend its procedures for appointing commissioners; NOW, THEREFORE, E IT RESOLVED that the City Council hereby adopts the following amended procedure for filling vacancies on the City's commissions and boards, including the Planning Commission. PROCEDURE FOR FILLING VACANCIES O COMMISSIONS AND BOARDS The City Council shall fill vacancies on City boards and commissions, using the following procedure. 1. Applicant pool. The City Council shall develop an available pool of candidates for a vacancy by advertising the vacancy at least once in a newspaper of general circulation in Ukiah not less than thirty (30) days prior to the council meeting at which the vacancy is to be filled. The advertisement shall specify a deadline for submitting applications. All completed applications received prior to the deadline shall be included in the pool of available applicants, provided the applicant: a. meets the minimum qualifications for the position as established in the applicable Ukiah City Code section or resolution, establishing the commission or board; and b. participates in a personal interview, if the City Council conducts personal interviews for the position. The City Council has determined that interviews will be conducted for applicants of the Planning Commission, the Parks, Recreation and Golf Commission, and the Airport Commission. An application shall be deemed complete when signed by the applicant. Applications included in an available pool may be used as a source of nominations for a period of one (1) year from the application deadline. 2. Exceptions. The following shall be considered for appointment or reappointment to a commission or board without submitting a written application: a. Incumbents seeking reappointment for an additional term; b. Elected officials seeking appointment in their capacity as elected officials; c. City staff seeking appointment in their capacity as City staff; d. All appointees, except public members, on the Investment Oversight Commission, Traffic Engineering Committee, Cultural Arts Advisory Board and the Disaster Board; e. City Council members, including the Mayor, appointed in their capacity as City Council members; and f. Appointments to the Civil Service Board. Any such exempt applicants shall be considered for appointment, if they submit a written request for consideration within 10 days of the date the appointment is made. 3. Nominations. Each Councilmember, including the Mayor, shall have the right to nominate a candidate from the available pool of candidates. a. The right to place a name before the City Council for consideration shall rotate among the Councilmembers based on seniority with the most senior Councilmember going first. b. The Council shall vote on each nomination as it is made. c. A Councilmember's right to make a nomination shall terminate and the right to nominate candidates shall rotate to the next most senior Councilmember, when a Councilmember's nomination is approved by a majority vote of the Councilmembers present or the Councilmemper agrees to pass the nomination to the next most senior Councilmember, whichever occurs first. d. This process for rotating the right to nominate candidates among Councilmembers to fill vacancies shall be followed for each separate commission or board. 1. The City Clerk shall maintain a record of the last Councilmember to make a nomination for each commission or board. 2. When another vacancy must be filled on that commission or board, the next Councilmember in line to make nominations for that commission or board shall make the first nomination to fill the vacancy. PASSED AND ADOPTED this 6th day of June, 2001, by the following roll call vote: AYES: Councilmembers Larson, Smith, Baldwin, and Mayor Ashiku NOES: Councilmember Libby ABSTAIN: None ABSENT: None r 41/ Philip Ashiku, Mayor ATTEST: Marie Ulvila, City Clerk ITT 7,712 7EA Date: January 9, 2009 For Release: Immediately For Info Call: Linda Brown, City Clerk, 463-6213 orJoAnne Currie, Deputy City Clerk, 463-6217 PARKS, RECREATION, A GOLF COMMISSION SEAL" OPEN UKIAH, CA. - The City of Ukiah announces one (1) open seat on the Parks, Recreation, and Golf Commission. The seat available is to fill an unscheduled vacancy which expires 6/30/2011. The seat must be filled with a resident of Mendocino County. Qualified individuals who would like to make a difference in the Community and are interested in serving as a volunteer are encouraged to apply. Applications and information can be obtained at the reception counters in the Administrative wing of the Ukiah Civic Center, 300 Seminary Avenue, and the Ukiah Civic Center Annex located at 411 W. Clay Street; on the City's website, www.cityofukiah.com on the home page; or via mail, email, or fax by contacting the City Clerk's office. The submittal deadline is Tuesday, February 3, 2009 at noon. Interviews will be held and appointments considered at a regular City Council meeting scheduled in February 2009. i RESOLUTION O.2009- RESOLUTION OF THE CITY COUNCIL OF THE CI OF UKIA MAKING A APPOINTMENT TO THE PARKS, RECREATION, AND GOLF COMMISSION WHEREAS, a recent resignation of a commissioner on the Parks, Recreation, and Golf Commission created a vacancy for a term ending on June 30, 2011, and WHEREAS, the vacancy was duly advertised until the close of applications on February 3, 2009, with a submitted application timely received and submitted to Council for consideration; and WHEREAS, the City Council has considered the application for appointment for the Parks, Recreation, and Golf Commission on February 18, 2009. NOW, THEREFORE, BE IT RESOLVED, that the Ukiah City Council approved the nomination submitted per procedures outlined in Resolution No. 2001-61, and do hereby appoint the following person to the term on the Parks, Recreation, and Golf Commission: filling the unexpired City of Ukiah resident terra of office for John Graff expiring on June 30, 2011; PASSED AND ADOPTED this 4th day of March, 2009, by the following roll call vote: AYES: NOES: ABSTAIN: ABSENT: Douglas F. Crane, Mayor ATTEST: Linda C. Brown, City Clerk I A , 19 ~;f,; 71-17 City vi" •t- kl:czF ITEM O.: 11 b MEETING DATE: March 4, 2009 AGENDA SUMMARY REPORT SUBJECT: AUTHORIZE THE CITY MANAGER TO ENTER INTO A PROFESSIONAL SERVICE AGREEMENT WITH WILLDAN FINANCIAL SERVICES TO PERFORM A COMPREHENSIVE FEE AND COST STUDY AND TO PREPARE A COST ALLOCATION PLAN. Background: The City currently utilizes a cost allocation plan as a budget tool to distribute administrative costs to various budgets. The current plan is informal and written as a policy document. Staff has identified the need to have the plan updated and formalized by an objective consultant to ensure that the City's method of identifying and distributing administrative costs is comprehensive, well documented and defensible. There is also the need for a comprehensive review of the City's user fees and cost structure, with the goal of establishing a consistent and objectively based fee and cost structure that meets the needs of the City and its citizenry. The City's fees and costs shall be analyzed with a new Cost Allocation Plan. The selected firm will provide advice and guidance to the City on the implementation and consequences of the proposed fee structure. Discussion: In December, the Purchasing Department issued a Request for Proposal (RFP) for a Comprehensive Fee and Cost study, and for the preparation of a Cost Allocation Plan. The RFP was sent directly to 31 consultants, and posted on both the City's website and the California Society of Municipal Finance Officers (CSMFO) website. Proposals were due on January 5t", 2009. Responses were received from six firms: Willdan Financial Services, Matrix Consulting Group, Maximus, FCS Group, NBS, and MGT of America. Proposals were evaluated based on thoroughness and understanding of the tasks to be completed, comprehensiveness of the description of the tasks proposed and the completion of the process, background and experience in organizational analysis evaluation, staff expertise and overall experience of personnel assigned to the work, time required to accomplish the Continued on Paqe 2 Recommended Action(s): 1) Authorize a budget amendment to Fund #699 in the amount of $36,740; and 2) Authorize the City Manager to enter into a professional service agreement with Willdan Financial Services to perform a comprehensive fee and cost study and to prepare a cost allocation plan in the amount of $36,740.00. Alternative Council Option(s): Do not authorize, and provide further direction to Staff. Citizens advised: N/A Requested by: Gordon Elton, Director of Finance Prepared by: Mary Horger, Purchasing Supervisor Coordinated with: Jane Chambers, City Manager Attachments: RFP response from Willdan Financial Services Approved: Jane Chambers, City Manager Subject: Wildan Professional Service Agreement Meeting Date: March 4th, 2009 Page 2 of 2 requested services, responsiveness to requirements of the project, and recent public sector experience conducting similar studies. Cost estimates ranged from $36,740.00 to $47,000.00. Ms. Katie Wilson, a Principal Consultant with Willdan Financial Services, will serve as project manager. Ms. Wilson has 20 plus years of management level experience working for small and medium sized full- service and contract cities. Ms. Wilson's experience includes positions as City Manager for the City of Bradbury, Deputy Community Development Director for the City of Beverly Hills, and Environmental Services/Special Projects Division Manager for the City of Cerritos. The work plan includes determining the appropriate cost allocation methods, fees, and charges to recover the City's costs for providing services. Taxes, fines, rental fees, utility rates, development impact fees and penalties are not part of the scope of this contract as they are not user fees. Staff is recommending authorization for the City Manager to enter into a professional service agreement with Willdan Financial Service in the amount of $36,740.00. The project duration is estimated at three months. Staff is anxious to move forward in order to utilize the data, at least from the Cost Allocation Plan, as a tool to assist developing the 2009/2010 budget. Fiscal Impact: In fiscal year 2007/2008, $10,000 was budgeted in account 100.1990.250.000 - General Government Expense - Contractual Services. Even though the budget was not used, this amount was not rebudgeted for fiscal year 2008/2009. Fund 699 - Special Projects Reserve is where many special projects are budgeted. One completed project, GASB implementation consultants, has a balance of $2,300 remaining that can be used for partial funding of the proposed contract. Fund 699 also has an unallocated balance identified as Interest/Miscellaneous. Staff recommends the additional funding for this contract come from this balance. The budget amendments listed below will establish the funding from these accounts. 1-1 Budgeted FY 08/09 ® New Appropriation F-1 Not Applicable ® Budget Amendment Required Amount Budgeted Source of Funds (title and Account Number Addtl. Appropriation Requested $ -0- 699.260.024 GASB projects 699.1301.250.004 $ 2,300 $ -0- 699.260.000 Interest/Misc. 699.1301.250.004 $34,440 Total additional appropriation $36,740 ~ ! j Y I ,r`., " extending A your Financial Services reach January 5, 2009 Ms. Mary Horger Via Electronic Mail: Purchasing Supervisor mhorgerRcitvofukiah.com City of Ukiah 300 Seminary Avenue Ukiah, California 95482 Re: Proposal to Prepare a Comprehensive Fee and Cost Study and Cost Allocation Plan for the City of Ukiah Dear Ms. Horger: We understand the City of Ukiah ("City") seeks a consultant to prepare a Comprehensive Fee and Cost Study and Cost Allocation Plan. As identified in the Request for Proposal (RFP), you will find the enclosed proposal fully responsive to the City's needs. Willdan Financial Services ("Willdan") is uniquely equipped to conduct this study for the following reasons: ® User-friendly Models: Willdan prides itself on creating user-friendly, Excel based models that are tailored to the specific needs of each client. Our models are easy for your staff to navigate, understand and update. Effective Project Management: Ms Katie Wilson, assigned project manager for this study, is a seasoned expert that will emphasize communication, responsiveness and timeliness to ensure that the City receives a final product on time while also meeting the City's expectations. ® On-site Data Gathering: Willdan has developed an approach to these studies that stresses collaboration with staff. User fee studies are often bogged down with time surveys that often frustrate staff and result in delays in the project completion. To alleviate this problem, Willdan will complete the time surveys during on-site interviews with staff. This approach allows City staff to "buy into" the study by providing their direct input, while at the same time expediting the study process and ensuring timely completion. Willdan is excited about this opportunity to use our team's skills and expertise to assist the City of Ukiah. Please feel free to contact Ms. Katie Wilson to discuss any aspect of this proposal or to arrange for an interview with our team. Ms. Wilson can be reached at (951) 587-3571 or via e-mail to kwilsonO-willdan.com. Sincerely, WILLDAN FINANCIAL SERVICES Brian Jewett, Vice President and Group Manager Financial Consulting Services Group Engineering I Geotechnical Environmental Financial Homeland Security 951.587.3500 800.755.6864 fax: 951.587.3510 27368 Via Industria, Suite 110, Temecula, CA 92590 www.willdan.com 'v , FWILLDAN I Table of Contents PROJECT OBJECTIVE AND STRATEGY ............................................1 Project Strategy ...2 Methodology ...5 SCOPE OF WORK ..8 Work Program ...8 Data to be Supplied by City .13 PROJECT TIMELINE 15 PROJECT TEA 16 Project Team Organization .......................................................................................16 Project Team Resumes .............................................................................................16 PROJECT EXPERIENCE 21 Reference Summaries 23 PROJECT BUDGET 26 Additional Services 27 Comprehensive Fee and Cost Study, and Cost Allocation Plan Proposal to the City of Ukiah f,!F /WILLDAN Financial Services n Willdan Financial Services ("Willdan") understands that the City of Ukiah ("City") seeks an outside consultant to develop a Cost Allocation Plan and Comprehensive Fee and Cost Study. Willdan will complete this project in a manner that will fully take into account direct costs, indirect costs, central services costs, future buildings and equipment replacement costs, and unfunded liabilities. The end product produced by the Willdan Team will include user-friendly models which City staff can easily update to determine the on-going full cost of services provided by the City. We anticipate that you will find the following proposal fully responsive to your needs. As you consider your options for selecting a firm to handle these important tasks, you will determine that Willdan has the required experience and technical expertise to provide a quality product to the City. Furthermore, we are highly committed to providing you with the greatest level of quality and service. Willdan is uniquely equipped to assist the City with this study for the following reasons: User-friendly Model. Willdan will provide an easy to update, extremely flexible Excel based model for each study. The models will be capable of adding funds, departments, programs, staff positions and activities as the City may assume new responsibilities, modifies existing processes, and/or eliminates unnecessary services or programs in the future. Willdan understands that the issues your City faces are unique and therefore we will develop your model from the ground up, with staff input, to ensure the end result exceeds staff expectations. We will not use another community's model as a template for this study. Effective Project Management. Ms. Katie Wilson, project manager for this engagement, will manage the entire project with an eye toward high responsiveness while ensuring that all stakeholders in the project process are "on board" with the direction of the project and final results. Ms. Wilson will ensure that weekly status updates and progress memos are provided to City staff, conference calls are scheduled and in-person meetings conducted as required. By taking these steps, Ms. Wilson will be responsible for ensuring that Willdan will be accessible and fully engaged with your management and staff, and that open communication remains in effect throughout the project life cycle. On-site Data Gathering. As detailed in our project work plan, Willdan's method for data gathering and development of our models is unique in both timing and format. Willdan will collect the majority of the data required for the Comprehensive Fee and Cost Study through on-site interviews with your staff. This method is better than the typical "time and motion surveys" that are normally provided to agency staff when studies like these are performed. Our experience has taught us that often you and your staff will need further input and assistance from our team in order to be able to accurately respond to the surveys. Comprehensive Fee and Cost Study, and Cost Allocation Plan Proposal to the City of Ukiah Financial LLDAN By collecting this data in person, the Willdan Team is able to help your The Willdan Team staff reduce the amount of time they need to dedicate to this important will conduct on-site component of the study. Without accurate time survey information and base interviews with City cost data the study cannot be completed. Moreover, by developing staff tc rather data preliminary models before we schedule these data collection interviews, we and efficier, i are able to immediately provide draft fee estimates to your staff during ' y s facilities. This keeps your the interviews while we are on site at the City accLir 't3ly. staff intimately involved in the new fee schedule development, ensuring that there are no big surprises at the completion of our study. Project Strategy The sub-sections below discuss the proposed strategy/approach for the Cost Allocation Plan and Comprehensive Fee and Cost Study. While the approach for each study is described separately, they will actually be prepared concurrently. We prepare the studies concurrently for two reasons; it allows for a shorter project timeline, and the two projects are necessarily interrelated. The results generated from the Cost Allocation Plan will flow into the Comprehensive Fee and Cost Study. - flog tic l , , The purpose of a cost allocation plan engagement is to ensure that the City of Ukiah is maximizing the recovery of General Fund indirect costs from identified enterprise and other chargeable funds. To achieve this goal, the City must have a method of identifying and distributing administrative costs that is comprehensive, well documented and fully defensible. A cost allocation plan coupled with comprehensive overhead rates will enable the City to achieve this goal. Exhibit 1 demonstrates Willdan's conceptual approach to reviewing the existing cost. allocation plan by ensuring that appropriate central services overhead costs are fully allocated to the operating departments. Example Cost Allocation Plan Process Central Services Operating Departments Departments LL~C i'Ly Vianager fire L___financ~ Malice L4 Cite Ci~ri~ Public Works L Comprehensive Fee and Cost Study, and Cost Allocation Plan Proposal to the City of Ukiah -`J ~f'WI L_LDAN Financial Services The final Cost Allocation Plan model will be OMB A-87compliant. For the City of Ukiah, the cost allocation model will include a study of the Ukiah Redevelopment Agency, as well. To cultivate a high degree of confidence in the City's reporting/accounting figures, the Cost Allocation Plan should be prepared by an objective consultant with a great deal of practical overhead cost allocation study experience and an in-depth understanding of municipal government operations, including redevelopment agencies. It is also important that internal management staff be involved throughout the process in order to ensure that no elements of identifiable value are overlooked in the data collection and analyses activities. Cost allocation plans should be simple in concept and form. Our plans are easily understood by non-finance-oriented individuals and are readily presentable to elected officials, appointed finance committees and the public. The logical presentation of our plans fosters confidence in their results and facilitates adoption and implementation. We use Microsoft Excel for our cost model because it is effective for allocation methodologies and can be easily understood by Finance Department staff. When City staff decides to prepare and update subsequent plans "in-house," our model will be easier to learn and update than would be proprietary software. ili Fee and C The City of Ukiah desires to create a user fee schedule that accurately accounts for the true cost of providing various services within the City and Redevelopment Agency operations. Once the study is complete, the Comprehensive Fee model must be flexible so that the City can add, delete, and revise fees. To meet this goal, we will bring our expertise and unique perspectives to your fee study by approaching the project with these four principles: 1) Technical Expertise Your fee study requires a professional firm that has years of user fee study experience. Our staff has performed user fee studies for agencies ranging in size from the City of Portola Valley (population 4,500) to the City of Sacramento (population 450,000). The studies we have conducted presented unique opportunities for our staff to incorporate enhancements into the fee model's capabilities. Willdan staff members assigned to this project have developed user fee expertise through the completion of dozens of such projects that will benefit the City of Ukiah as it evaluates the fees associated with the General Fund and enterprise funds. Our expertise includes: Flexible and Easy to Update Spreadsheet Models We have developed a spreadsheet model that analyzes service cost pools on a program-wide basis, as well as at the unit cost level, depending on your specific needs. Our model design is based on an easy to understand spreadsheet format that, with a brief overview from our staff, allows you to modify or update the model to fit future needs and to run hypothetical situations. As you know, salaries and other costs change over time. With our easy to update model, you can quickly make adjustments to cost figures that will flow through the model and change the resulting user fees accordingly. This feature allows you the ability to create different scenarios and choose the one that best fits your current situation. We do not believe in creating a model in a proprietary system that is difficult for your staff to understand, requires additional startup and annual maintenance costs, and requires extensive and costly training time. The final fee model we create for you is yours at the end of the project and can be easily updated by you when needed. Comprehensive Fee and Cost Study, and Cost Allocation Plan Proposal to the City of Ukiah /WILLDAN if Financial Services Experience with Development Services Processes A unique aspect of our firm is our relationship with our Engineering division. Willdan Engineering provides contract services in Planning, Engineering, and Building and Safety for many agencies throughout California and many Western states. We regularly consult with our engineering and land-development staff of experts on development-related issues when conducting cost recovery studies. Working with Willdan Engineering Planners, Engineers, and Building Officials, we understand the processes of development-related agency services and work flow functions, which often makes the entire user fee study process a smoother one for your staff. 2) Defensibility Our user fee projects have not been legally challenged since the inception of this practice area in our firm. We have accomplished this by closely working with legal counsel familiar with user fee studies, our Engineering division, and with agency staff. In this way, we can tailor the correct approach to ensure full cost recovery combined with a sound and reasonable basis for each user fee you implement. While Proposition 218 does not directly apply to non-property-related fees, we employ principles from this important constitutional article to make sure that your user fee schedule is developed with fairness, equity and proportionate cost recovery principles in mind. We know that a user fee should not exceed the cost of providing the service; if it does then it may become a special tax subject to voter approval-certainly not an objective of the City at this time. We have also worked in cities that have encountered prior legal challenges to their current fee schedules (specifically related to Building and Safety inspection fees). We are frequently brought into a situation where we help prepare a user fee schedule that is acceptable both to the agency and to the challenging party. Through this process, we have developed a wide variety of fee approaches that we can bring to the table for your fee study to meet your defensibility requirements. 3) Project and Staff Time The City of Ukiah must have a sound and technically defensible fee schedule to ensure costs are recovered as applicants approach the City for its services. Our fee standards and approaches serve to get to the issues of your fee study quickly. We make sure that your staff understands the purpose and scope of the surveys, so that time is not wasted trying to decipher the intent of the surveys. Also, where survey input may be difficult to estimate, we can bring you our past fee study experiences and standards to come to an agreement with staff on reasonable inputs for the City. By working collaboratively with your staff during on-site meetings, we help ensure that the survey process does not become a burden for your staff. Rather it is a simple means to ensure adequate cost recovery. 4) Responsiveness We take great pride in providing responsive service to our client agencies. Frequent communication is critical to a successful fee study experience. As lead analyst, Mr. Gregg Tobler will provide a list of data requirements in advance of the project kick-off meeting. Due to this simple step, the introductory meeting can focus on the survey input process, answering questions, determining policy goals, and defining next steps in the project. We will follow up weekly with you at each step in the fee study process to make sure that staff "buys in" to the fee study approach and results. If we feel that the project schedule is starting to slip, as project manager, Ms. Wilson will Comprehensive Fee and Cost Study, and Cost Allocation Plan Proposal to the City of Ukiah ;``WILLDAN Financial Services immediately notify your staff to discuss ways to get back on track to meet the City's timing goals. Methodology Willdan has specific expertise preparing user fee studies and documentation. Our approach includes: ® Close coordination with your staff to devise a consensus approach; ® Strict adherence to key legal and policy issues with regard to user fees, including the percent of cost recovery that the City of Ukiah seeks to achieve. A user fee should be set no higher than the reasonable cost of providing a fee-generating service. Our approach provides you with a fee schedule that achieves maximum legal cost recovery while ensuring that each fee is supported by technically defensible documentation; and ® Technical analysis necessary for project participants to resolve policy issues. There are two basic approaches to calculating user fees, as described below: Case Study Method. This approach estimates the actual labor and material costs associated with providing a unit of service to a single user, using a time and materials approach. The case study method is often used when the cost for the service may vary substantially between users, or when the service is only provided intermittently. Costs are estimated based on interviews with staff regarding the time typically spent on specific tasks, and review of available records. Average Cost Method. This approach estimates costs per unit of service by taking the total costs associated with a service across a substantial sample period, such as a year, and dividing by the total number of service units delivered over the same period. This approach is useful when a service is provided on a routine basis and the staff and other costs associated with the service can be segregated out from available budget data. Typically, we recommend the use of the Case Study Methodology. This method is the most flexible in that unit costs can be isolated for easier adjustments in the future. Using this approach, we will examine the City of Ukiah's fee structure from the "bottom up." A typical "case study" fee model should have three general cost layers. ® Personnel Costs. This category refers to the direct salary and benefits costs of staff hours spent on providing a fee-generating service, for example, the on-site Building Inspector. Department Overhead. This category may include expenses related to such items as office supplies, outside consultants and membership dues. It may include management, supervision, and administrative support not provided to a direct, fee-generating service. Typically, these items are charged directly to the department, division, or project on an item-by-item basis. ® Central Services Overhead. This category may involve costs such as labor, services, and supplies that benefit more than one department, division, or project. The exact benefits to specific areas are impossible to ascribe to a single activity. Examples are purchasing, human resources, and liability insurance. These costs are calculated in the overhead cost review as part of the user fee study. Comprehensive Fee and Cost Study, and Cost Allocation Plan Proposal to the City of Ukiah N Jiff J ~ ~.E U. 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U a o 0 F 7E7 -a7 -E;- E 6 ag . f o ~ w~ a~ 0 7 L S m ` K L .C m O 0 c a s ~ a .z Q IL m ~ ~ - U O1 C o o ~ ` N O U ~ ~ C cu U O N O L (D !tz c 0 0-0 .0 -0 3 Q L Q Qf a) oU~m c CL co c ) E in a~ O 0 CD (D-0 a) 0 Sd) -0 .(n ~ L Q:L- a) o = ~ v> 0 W mm.~,00 ( Q~ L c O N .p 0 .0 - iaErnE c -a0 c c a~ rno V) C (~6 U > O N O N O U J OS co z C a) z T a) ca t6 (D ~ ~ U ~ N O c co (0 O L U N O O U i> Q) zz- U) U O YS x a) o VJ L 0 C,) 0 O (n UCo CU (D o Q) ~ O N 0 .0 U O (6 (a m v> O (D L O L O - N a) N V O L = O 4 c N L 't:3 E cu O o C A O A'V a) > NNNNa~i C-) In w U) cu 0 p j US O U N :s0 -C g-- .9-- a : .c U) a <L 3 cu Z ~S r- ` Financial Services r Program The analyses will We want to ensure our scope of work is responsive to the City of Ukiah's needs and curl concurrently in specific local circumstances. We will work in concert with the City to adjust our scope order to maintain as needed during the course of the study. efficiency and to Our proposed work program described in detail by task is provided below. We explain complete the project how we will accomplish each task and identify associated meetings and deliverables. in time for inclusion in the city's fiscal ~ This work plan includes determining the appropriate cost allocation methods, fees and ' year 09'10 budget charges to recover the City s costs for providing services. Taxes, fines, rental fees, " " utility rates, development impact fees and penalties are not user fees and will not be preparation part of our scope of services for this project. However, we will advise the City process. regarding additional study efforts it may pursue to evaluate fee categories not considered user fees. Our initial review of the City's current fee structure revealed that the City currently utilizes valuation to calculate building permit fees. Many cities, towns and counties are moving away from valuation to a cost of service-based approach in calculating building permit fees. We will discuss with the City why an agency should move to a cost of service-based approach, how the conversion to this approach would work, and what would be required from the City to make the change. However, a conversion from valuation to cost of service is a complex project that requires substantial time and therefore it is not included within this scope. Willdan would be happy to provide a detailed scope to the City if interested in a conversion. A cost estimate for the conversion is included as an optional service in the "Project Budget" section. 1: Initial Otj :tine: Initial due diligence; obtain study-related data. Projects: Cost Allocation Plan and Comprehensive Fee and Cost Study. Description: Prior to the kick-off meeting, we will obtain and review relevant documentation to further enhance our understanding of the issues. A written request for specific data will be sent to the City. The data provided in this task will provide the building blocks for the model development. Please note that Time Survey data is not part of this request. M£, i None. Deliver Iles: Willdan: Submit information request to City. City: Provide requested data to Willdan (prior to Task 3, Kick-off Meeting/Refine Scope). Task 2: f _ _ Objective. Willdan will identify a schedule of fees and methodology for calculating the fees for the Comprehensive Fee and Cost study. Projects Comprehensive Fee and Cost Study. Comprehensive Fee and Cost Study, and Cost Allocation Plan Proposal to the City of Ukiah ,~/Wl LLDAN Financial Services Description: Based on the results of the initial document request and independent research, we incorporate into our model the existing fees, provided by the City, to comprise the parameters of the fee study. None. However, discussion with the City pertaining to any new fees you may wish to implement or existing fees that may no longer be required may take place via conference call. Deliverables; Wilidan: One (1) draft list of current fees based on initial data provided (to be discussed and finalized at kick-off meeting described in Task 3 below). City: Review completed fee schedule with comments/revisions to be discussed at kick-off meeting. ne Ot®Dctive: Identify and resolve policy issues typically raised by these types of studies, address gaps in data, and refine appropriate existing or new fee categories (based on Task 2). At this meeting, we will ask that the City identify a project manager who will serve as the primary contact for the project. The project manager shall have responsibility for ensuring that all available data is provided in a timely manner in order to ensure that the aggressive project schedule is followed. Projects: Cost Allocation Plan and Comprehensive Fee and Cost Study. Description: The objective of this task is to gain an understanding of the City's goals for the Cost Allocation Plan and Comprehensive Fee and Cost Study, the City's cost recovery policy for user fees, and to fill any gaps in data/information necessary for the project. It is important for the City and Willdan to identify and address any foreseeable problems and maintain open communication throughout the process. Meetings: One (1) on-site project kick-off meeting to initiate the project, discuss data needs, methodologies and address policy issues. DelivE : Willdan: (1) Revised project scope and schedule (if needed), and (2) brief summary of policy decisions (if needed). City: (1) Provide further data needs, and (2) determine/introduce City's project manager. :Task 4: [ r d 1 o Objective: Develop and test models. Projects: Cost Allocation Plan and Comprehensive Fee and Cost Study. Description: This task involves the development of the models ultimately used to calculate the proper cost allocations and departmental fees, based on data and information gathered in previous tasks and in the Time Survey Interviews described in Task 5 below. To ensure that City policies are met through the imposition of the calculated fees, the model will be formatted to include appropriate costs. Comprehensive Fee and Cost Study, and Cost Allocation Plan Proposal to the City of Ukiah '`l v Financial Services Key model inputs will include staff and allocated overhead costs per position, and relevant budget data on salaries and benefits. To arrive at fully burdened hourly rate and "cost recovery" fee levels, we will incorporate indirect cost figures as developed via the Cost Allocation Plan model. None. Willdan: Two (2) user-friendly models (one for the Cost Allocation Plan and one for the Comprehensive Fee Study) in Microsoft Excel format, which, when finalized, City staff can use to calculate fee changes annually, or as often as deemed appropriate by the City Council. - - li ilr ary Cost ? jectivee Meet with City staff to complete time surveys, as well as to review a draft model of the Cost Allocation Plan. Willdan firmly believes the best rojects; Cost Allocation Plan and Comprehensive Fee and Cost Study. methodology for or collection of y ime Description: In order to assist staff with the completion of the survey worksheets, we have scheduled three (3) consecutive days of on-site meetings; Survey Data is however, the number of meetings needed may vary depending on the through detailed in- number of staff and departments involved. The Willdan Team (Ms. person interviews Wilson and Mr. Tobler) will conduct interviews with with City staff supervisors/managers, as well as other staff as deemed appropriate and/or necessary, from each department involved in the Comprehensive Fee and Cost Study to determine the average time required by City staff to provide each of the services for which a fee is collected. The Fee Model is designed so that full cost recovery fees are calculated immediately upon input of staff time. This will allow Willdan and City staff to conclude with a final meeting to review the draft full cost recovery fees and adjust any times as necessary once all information has been compiled and input into the fee model. We will schedule the interviews with staff to minimize any disruption to their normal workflow. In addition, a review of the draft Cost Allocation Plan model will be completed to ensure that the preliminary allocations provide a more accurate depiction of overhead costs. Meetings: Three (3) consecutive days of on-site meetings. Deliverables: Willdan and City: Time Surveys and draft full cost recovery fees and Cost Allocation Plan models' review. Comprehensive Fee and Cost Study, and Cost Allocation Plan Proposal to the City of Ukiah 10 / WILLDAN Financial Services Task 6: F _1 _ - - Objective: Examine comparable and/or neighboring jurisdictions user fees. Project: Comprehensive Fee and Cost Study. Description: We will access and use our knowledge of other jurisdictions to benchmark the City's ten (10) most common fees by department with five (5) neighboring jurisdictions and provide recommendations based on this information. Fee schedules are rarely readily comparable from agency to agency due to definitional and operational differences. For example, a grading permit in one jurisdiction may include the plan check service, while the same permit in another jurisdiction may not, resulting in similar sounding services with widely varying costs. For this reason, Willdan takes a selection of the City's ten (10) most commonly used and/or most expensive fees by department to see where they rank with the other local jurisdictions. Meetings: None. Deliverables: Wilidan: Common fee comparison survey of five (5) neighboring or similar cities or jurisdictions, as identified by the City. 7: L Prepare draft reports. ~y as: Cost Allocation Plan and Comprehensive Fee and Cost Study. oscriptior~: This task involves the preparation of draft reports that discuss the studies' background, the methodologies utilized in the studies, and the results of each study. The calculations used to generate the Cost Allocation Plan and the Comprehensive Fee and Cost Study will be included textually, as well as easy to understand tables. Individual fee summaries by department and a comprehensive fee schedule will be included. letin s: None. Deliverables: Willdan: One (1) Draft Cost Allocation Plan Report and one (1) Draft Comprehensive Fee Study Report. City: Review of draft reports with comments and edits. Objective, Projects: 1 I evie A L Dvel Review of Draft Reports, distribution methods, and models. Cost Allocation Plan and Comprehensive Fee and Cost Study. Description: The goal of this task is to conduct an in-depth review of the Draft Reports, and the models and finally arrive at an optimum fee structure and allocation method. Often through the course of an engagement, City staff will volunteer insightful likes and dislikes regarding the existing fee structure. We listen to this feedback carefully because Comprehensive Fee and Cost Study, and Cost Allocation Plan Proposal to the City of Ukiah 11 ~irY Financial I LLDAN J Services your staff members know the community best. Comments usually revolve around issues of: Understandability; ® Fairness to applicants; ® Ease of calculation; ® Appropriate levels of cost recovery; ® Full cost recovery hourly rates; and ® Overhead costs distribution methods. When adjusting fee recovery levels, we believe it is important to address these concerns. Following one (1) round of comments from City staff on the Draft Reports, we will prepare the Final Reports for presentation to interested parties, the public, and City Council. Meetings: One (1) meeting via conference call with staff to review the draft reports. Deliverables: Draft reports, revised Draft /Final Reports. - -ind Fnal Re°-- LU " Prepare and present Final Reports to City Council. Projects: Cost Allocation Plan and Comprehensive Fee and Cost Study. Description: This task is the culmination of the entire project. Based on staff comments received regarding the Draft Reports, we will prepare Final Reports for presentation. Meetings: One (1) meeting with City Council. The project manager, Katie Wilson, will give the presentation. Deliverables; We will provide twenty (20) bound copies; one (1) unbound copy and one (1) electronic PDF file copy of the final reports and models to the City. An updateable electronic copy of the studies and related schedules will also be provided on CD/ROM using Microsoft Word and Excel. 'Sits Ms. Katie Wilson, the project manager, and Mr. Gregg Tobler, the lead analyst, will attend meetings. We will work with City staff to set up the meetings to keep the project on schedule. Our work plan includes up to a total of five (5) in-person meetings and one (1) conference call meeting as outlined above and summarized below. Kick-off Meeting: One (1) on-site meeting to discuss the expectations for the study. At this meeting, we will identify and resolve policy issues typically raised by these types of studies, address gaps in data, and refine appropriate existing or new fee categories Survey/Data Collection: Three (3) consecutive days of on-site meetings to interview City staff for the gathering of time data for the Comprehensive Fee Study and review a draft model of the Cost Allocation Plan. Comprehensive Fee and Cost Study, and Cost Allocation Plan Proposal to the City of Ukiah 12 WILLDAN I ` Financial Services ® Draft Report Discussion: One (1) conference call meeting to discuss the draft Cost Allocation Plan and Comprehensive Fee Study reports and findings. Presentation of Results: One (1) on-site presentation regarding results to City Council, Finance Committee, and/or City staff. Additional meetings on-site or conference calls exceeding thirty (30) minutes may be requested for an additional fee. Data to be ISupplied by City To complete our tasks within the timeframe outlined above, we will need the cooperation of City staff. We suggest that the City assign a key individual to represent the City as the project manager who can function as our primary contact. We anticipate that the City's project manager will (1) coordinate responses to requests for information, (2) coordinate review of work products, and (3) help resolve policy issues. We will expect responses to initial information requests within five business days, and follow up requests also within five business days. If there are delays on the part of the City, we will contact the City's project manager immediately to get the project schedule back on track. We will keep the City's project manager informed of data or feedback we need to keep the project on schedule. - - Willdan will endeavor to minimize the impact on City staff in the completion of this project. Willdan will rely on the validity and accuracy of the City's data and As outlined in this documentation to complete our analysis. Furthermore, Willdan will request the section, to expedite following data sources; however, additional data may be required as the project th-- project, the progresses. i'i,'/r`e~t Teem will A copy of the current comprehensive fee schedule for each department p -cVide a specific included in this study. The fee schedule should list all fees charged for services rendered; data request prior to A copy of the most recent (2008/09) annual budget and a copy of the most the project kick-off recent audited Comprehensive Annual Financial Report (CAFR); meeting. A copy of the most recent salary schedule, which should: ® Include a list of all employees by position title for all departments to be included in this study (please include salary and benefits costs per staffed position); ® Identify whether a staffed position is a part-time or full-time position; and ® Indicate the hourly rate for each part-time position identified. ® A copy of the most recent Central Services/Indirect Cost Allocation Plan (if available); ® A copy of the previous Comprehensive Fee and Cost Study (if available); ® A list detailing the number of computers in each department/division; ® A random sampling of eight (8) City Council agendas, two (2) per the last four 94) calendar quarters; ® The total number of square feet each department/division occupies inside the City Hall, plus the total number of square feet in each of the City's main facilities, such as: ® City Hall; ® Police Station and any substations; ® Fire Headquarters and Fire Stations; ® Library; Comprehensive Fee and Cost Study, and Cost Allocation Plan Proposal to the City of Ukiah 13 1/iil LLDAN Financial Services ® Recreation complexes; City Yard; and ® Any other City facilities that have significant staffing, such as museum, golf course, utilities, community centers, etc. A report from the Finance Department detailing the following: ® The total number of accounts payable (AP) processed for each department/division in fiscal years 2007/08 - 2008/09. ® The total number of accounts receivable (AR) processed for each department/division in fiscal years 2007/08 - 2008/09. ® The total number of purchase orders (PO) processed for each department/division in fiscal years 2007/08 - 2008/09. ® Fiscal years 2007/08 - 2008/09 depreciation schedule for existing City's buildings, such as the City Hall and Police Stations, by department/division. However, please do not include land and building depreciations that already meet or exceed their estimated useful life. ® Fiscal Years 2007/08 - 2008/09 equipment depreciation schedules by department/division. Typical equipment includes computers and/or printers. However, please exclude infrastructure depreciation schedules. One of the most critical pieces of data for the Comprehensive Fee Study is the Time Survey Data. Wilidan firmly believes that the best approach for acquiring this data is through on-site interviews with City staff. Therefore, this data will be collected during three (3) consecutive days of on-site interviews with staff. Willdan is sensitive to the time demand on City staff and will schedule the interviews to minimize the impact on staff time and City operations. Comprehensive Fee and Cost Study, and Cost Allocation Plan Proposal to the City of Ukiah 14 W1 LLDAN Financial Services Exhibit 4 contains the project timeline for the City of Ukiah's project detailed by task. To meet the May 2009 completion noted in the RFP, the project will require close cooperation between Willdan and City staff. wA A No. Task Doss riptlon/1) eilvera tiles Responsibility Date R-o. y Fehruary NI-1, April 1 Initial Document Request Submit informetion re,m st to City 'iIIdan 1 21L'2009 0 Compae and Lansnutdata City 2 Compile Inventory of Current and Potential Fees Draft list Df current `eea based on initial data procidad l."illdan 3 Klck-off Meeting/Refine Scope I(ICl. off l!eet, ng IV,IltlarrCry t ZGi?CDJ J . Re,iu, a!`d prc:ide Co.aments erd revisions......... Willd5,- Cit, 1 212009 . ReoiseC scope end sr.hedul_ Yf eeded VdWdae 'Gty 1i27.2009 0 4 Develop Master Cost Allocation Plan and Comprehensi ve Fee and Cost Models Create MICIcsott Exr_el MoCel Wllldan S Time Survey Interviews and Preliminary Cost Allocation Plan Mode Revi ew Three full dni, oo site meetings, and Re-, Dt CAP IViildan Gh '_',9.'2009 %Iodel 2 11 2009 6 Common Fees Comparison Survey Common Fees Comparison Survey of up to five V., i I10 an j unsdI.rc~s 7 Draft Reports Draft Reports to City %ianagel for review V"IIICen 3; 9.12009 Gt, comments Cc: i 3.16/2009 8 Discuss and Revise Draft Reports/Determine Cost Rec overy Levels D6cu55 Draft RepDGs coma-nits V"OldarrC 3 iG12009 J Rey-islons to Draft Reports V.illdan 3/27/2009 9 Prepare and Present Final Reports F,nal User Fee and GAP Report and austom¢ed III tYgldan 4 ~3; 2009 eIs provided to City Presentation to City Council . Wllldan ' i5 2009 0 PJdldan - WIIIdan Team = Meeting = Filial Report QI = City of Ukiah Project Manager Deliverable 0 = Presentations = Timeframe for completion Comprehensive Fee and Cost Study, and Cost Allocation Plan Proposal to the City of Ukiah 15 WI LL©AN Financial Services a' Pot a Organization Ms. Katie Wilson will serve as project manager and is responsible for contracts, The software scheduling (timing and deliverables), conducting the on-site interviews, objective program utilized by review throughout the studies' development, quality control, and will be the City's main the Wil/dan Team is point of contact. Microsoft Excel. Mr. Gregg Tobler will serve as lead analyst and will work closely with Ms. Wilson This universally and the City to build complete and accurate models that fit the needs of the City. Mr. recognized program Tobler will also be in charge of preparing the accompanying reports that provide is highly effective for textual support and explanation of the data interpretation and methodologies used for allocation calculation. methodologies and Mr. Pierce Rossum will serve as support analyst and will ensure that all data is can be easily collected, interpreted, researched, and entered into the models correctly. understood by ; Finance staff An organization chart is provided in Exhibit 5 depicting how members of the Willdan Team will be deployed for the City's studies. - is q Katie Wilson i Gregg Tobler Pierce Rossum Project Team Resumes Resumes for the proposed team of professionals are provided on the following pages. Comprehensive Fee and Cost Study, and Cost Allocation Plan Proposal to the City of Ukiah 16 ~T//WILLDAN Financial Services Master of Pubic Policy and Administration, California State University, Long Beach Bachelor of Arts, Public Administration, California State University, Fresno Areas of Expertise Building and Safety Organizational Analysis Fiscal Analysis for User Fees and Rates Impact Fee Studies Utility Rate Studies International City Managers Association 1 Katie Wilson, a Principal Consultant in our Temecula office, has been selected to serve as project manager for the City of Ukiah's engagement due to her 20 plus years of management level experience working for small and medium sized full- service and contract cities. Prior to joining the firm in January 2008, she held executive and senior level positions including City Manager (City of Bradbury), Department Deputy Director (Community Development, City of Beverly Hills), and Division Manager (Environmental Services/Special Projects, City of Cerritos). Ms. Wilson has a comprehensive understanding of governmental agency operations, with experience in administration, finance and budgeting, Public Works project management, and all land development related functions. In addition to leading the Rates and Fees team from the firm's Temecula headquarters, as a professional consultant she has conducted analyses of several large public agency land development departments, including Building and Safety, Planning, and Engineering. Her California clients have included the cities of Richmond and Fremont. Nationally, she provided professional land development consulting services to the cities of San Antonio, Texas; Washington, D.C.; Troy, Michigan; and Queen Creek, Arizona. {-L I Experience Comprehensive User Fee Study and Development Impact Fee Study: City of Burlingame, CA - Completed in March 2008, Ms. Wilson served as the principal-in- charge for the completion of this project. The user fee analysis included all of the City departments and involved identification of overhead costs that should be included within the fully burdened hourly rates utilized to calculate the fees. Cost Allocation Plan and Comprehensive User Fee Study: City of Laguna Hills, CA - Ms. Wilson oversaw the recent completion of the City's Cost Allocation Plan and Comprehensive User Fee Study. In addition to identifying the true cost of services currently provided by the City, Willdan staff worked with each of the City's departments to identify opportunities to recover the costs of services for which no fee was previously collected. The fee analysis required the development of a methodology to convert the Building and Safety valuation based permitting calculation to an equitable and defensible square footage based methodology. Development Services Department Workflow Study: City of San Antonio, TX - Ms. Wilson completed an in-depth organizational and workflow processes audit of the Development Services Department for the City. The project involved a complete review of staffing levels, mapping of the workflow process for various services and the rules and regulations governing the Development Services Department. Review and Analysis of Planning, Zoning, and Development Review Processes: Washington, D.C. - When completing an extensive study of three different departments involved in the land development processes in Washington, D.C., Ms. Wilson reviewed the processes of the Department of Consumer Regulatory Affairs Comprehensive Fee and Cost Study, and Cost Allocation Plan Proposal to the City of Ukiah 17 m /'WILLC~AN `J Financial Services (equivalent to a Building and Safety Department), the Office of Planning, and the Office of Zoning. Following completion of detailed analysis of the workflow processes, several recommendations were made for streamlining the processes and improving responsiveness to customer needs and requests. Operations and Service Levels Work for a Planning and Building Services Department Study: City of Richmond, CA - Ms. Wilson acted as an extension of staff at the Planning and Building Services Department for the City of Richmond. Specific responsibilities included improving and streamlining the building permit application review processes and creating over-the-counter reviews for some project types. She also guided the development of the agency's new electronic, computerized permit tracking system to ensure that the workflow was appropriately mapped for the various activities. Comprehensive Fee and Cost Study, and Cost Allocation Plan Proposal to the City of Ukiah 18 11V ,-\/W1LLDAN " Financial Services L~. t Education Gregg Tobler has been selected to provide analytical support to the City of Ukiah's Bachelor Science, Finance, Northern Illinois project due to his prior cost allocation and cost of service analysis experience. He is a University, DeKalb, IL Senior Analyst within the Financial Consulting Services and his responsibilities group, include supporting project managers and conducting fiscal analyses for utility rate, Associate of Science, cost allocation plan, impact fee, and user rate studies. Accounting, Kishwaukee College, Malta, IL Mr. Tobler's prior responsibilities within Willdan include working closely with agency staff, trustees, bond counsel, and underwriters to gather the data necessary for Areas 0 i arbitrage rebate computations and disclosure reporting. His tasks included calculating Cost of Service Analysis arbitrage rebate liabilities, drafting reports for senior level review and senior level review of disclosure reporting. He specializes in construction fund analysis for a Utility Rate Studies variety of issuers including counties, cities, water districts, public utilities, and school Impact Fee Studies districts. i Fiscal Analysis Mr. Tobler joined Willdan in 2001 with 6 years of financial experience in the areas of reconciliation, trusts, order processing, mutual fund sales, annuities and more. He has Arbitrage Rebate held a Series 6 License-National Securities License, a Series 63 License-California Securities License and a California State Insurance License. Municipal Disclosure Related Experience City of Hemet, CA: Cost Allocation Plan and Comprehensive User Fee Study City of Hesperia, CA: Cost Allocation Plan and Comprehensive User Fee Study County of Mariposa, CA: User Fee Study City of Maitland, FL: Financial Consulting Services to develop a Park Facility Development Impact Fee Study City of Rio Vista, CA: Financial Consulting Services to develop a comprehensive Development Impact Fee Study. Mr. Tobler managed the preparation of the traffic engineering study conducted by a sub consultant. City of Palm Desert, CA: Consulting on RDA tax increment reporting. City of Perris, CA: Consulting on RDA tax increment reporting. Comprehensive Fee and Cost Study, and Cost Allocation Plan Proposal to the City of Ukiah 19 %r,,V/FWILLDAN Services Bachelor of Arts, Economics/Psychology, Claremont McKenna College, Claremont, CA Robert A. Day Economic and Finance Scholar ;e Utility Rate Studies Fiscal Analysis for User Fees and Rates Impact Fee Studies Yep--- - _ - Pierce Rossum, an Analyst II with Willdan's Financial Consulting Services group, will serve as support analyst. Under the direction of the project manager, Ms. Wilson, Mr. Rossum will provide analytical and research support for the City's engagement. He joined Willdan in February 2008. Prior to his employment with Willdan, Mr. Rossum attended Claremont McKenna College (CMC) and graduated with a major in Economics and Psychology. While attending CMC, he worked at the Rose Institute of State and Local Government where he gained experience developing impact fee models and other rate studies for the Building Industry Association (BIA) and City, County, and Tribal Governments in Southern California. Moreover, Mr. Rossum's experience includes Marketing and Management Consulting and work with Peter F. Drucker. He also worked on a 600-acre real estate development project in Arizona with Birtcher Development & Investment. For this particular project he designed the economic impact and financial projections. Related E -e- r: =nce Cost Allocation Plan, Comprehensive User Fee Study, and Impact Fee Study: City of Irwindale, CA (in progress) - Currently providing analytical support for this engagement. The user fee study phase of this engagement focuses on the Administration, Police, Finance, and Parks departments. The anticipated completion date is January 2009. Cost Allocation Plan and Comprehensive User Fee Study: City of Hemet, CA - Provided analytical support for this project, which involved the analysis of user fees charged by the following departments: Community Development, Fire, Police, Finance, and City Clerk departments. Comprehensive User Fee Study and Development Impact Fee Feasibility Study: City of Burlingame, CA - Provided analytical and quality assurance, which involved the analysis of user fees and development impact fees. Cost Allocation Plan and Comprehensive User Fee Study: City of Laguna Hills, CA - Provided analytical support for this project, which involved the analysis of user fees charged by the following departments: Community Development, Public Safety, Planning, and City Clerk. Comprehensive Fee and Cost Study, and Cost Allocation Plan Proposal to the City of Ukiah 20 ~F I LLDAN Financial Services Willdan's experience with preparing cost of services studies dates from 1998. In that time, we have developed the expertise needed to successfully integrate the service into the primary functions of the Financial Consulting Services group. A team composed of project managers and analysts perform fee studies - and their frequent complementary projects, cost allocation plans. We are committed to meeting project schedules and providing sustained staffing resources to our clients. Our projects over the last three years were completed according to timeframes discussed with our clients and in response to changing circumstances of the project. Whenever possible, our projects are completed with the staff originally assigned, unless emergency circumstances arise. Because we use a solid team approach, our clients know that their unique project will receive attention by our staff. A selection of our recent Cost Allocation Plan and User Fee Study clients includes: City of Adelanto, CA User Fee Study City of American Canyon, CA Cost Allocation Plan and User Fee Study City of Artesia, CA Citywide User Fee Study City of Bellflower, CA Comprehensive User Fee Study City of Burlingame, CA Comprehensive User Fee and Development Impact Fee Study City of Coachella, CA Cost Allocation Plan and User Fee Study City of Compton, CA Cost Allocation Plan City of El Monte, CA User Fee Study for the Public Works and Planning Departments City of Hemet, CA Cost Allocation Plan and Comprehensive User Fee Study City of Huntington Park, CA Cost Allocation Plan, User Fee and Impact Fee Study City of Indian Wells, CA Cost Allocation Plan City of Irvine, CA Cost Allocation Plan and User Fee Study City of Irwindale, CA (In Progress) Cost Allocation Plan, Comprehensive User Fee Study, and Impact Fee Study City of Kingsburg, CA Planning Department User Fee Study City of Laguna Hills, CA Cost Allocation Plan and Comprehensive User Fee Study City of Los Altos, CA Cost Allocation Plan City of Madera, CA Development Departments User Fee Study Comprehensive Fee and Cost Study, and Cost Allocation Plan Proposal to the City of Ukiah 21 FWILLDAN Services I County of Madera, CA Development Services User Fee Study County of Marin, CA Planning and Environmental Health User Fee Study City of Modesto, CA Development Services User Fee Study City of Norwalk, CA Cost Allocation Plan and Comprehensive User Fee Study City of Orange, CA Comprehensive User Fee Study City of Palm Springs, CA Cost Allocation Plan and Comprehensive User Fee Study City of Pleasant Hill, CA Comprehensive User Fee Study City of Portola Valley, CA Development Services Fee Study City of Phoenix, AZ Development Services Special Revenue Fund and Fee Study City of Richmond, CA Cost Allocation Plan, User Fee and Impact Fee Study City of Rocklin, CA Building Department User Fee Study County of San Benito, CA User Fee Study City of San Carlos, CA Cost Allocation Plan, User Fee and Impact Fee Study City of San Marcos, CA Non-development Services Department Fee Study City of Shasta Lake, CA Planning and Building Division Fee Study City of Sierra Madre, CA Development Services Fee Study City of South El Monte, CA Cost Allocation Plan and User Fee Study City of Stockton, CA Cost User Fee Study City of Surprise, AZ Cost of Service Fee Study City of Tehachapi, CA Building, Planning and Engineering Fee Study City of Upland, CA Emergency Medical Service User Fee Study City of Upland, CA Cost Allocation Plan, User Fee and Impact Fee Study City of Vallejo, CA Cost Allocation Plan and User Fee Study City of Vallejo, CA 911 Emergency Communications Fee Study City of Yucca Valley, CA Comprehensive User Fee Study Exhibit 6 outlines specific clients for whom Willdan has provided services that are directly related to this proposed project. This chart helps to demonstrate clearly how our prior project experience relates directly to City of Ukiah's engagement. Comprehensive Fee and Cost Study, and Cost Allocation Plan Proposal to the City of Ukiah 22 '11 ✓J Financial I L.L DAN Services Jesus Nava Finance Director 509 Primrose Road Burlingame, CA 94090 (650) 558-7222 `;o the it`, • Comprehensive User Fee Study • Analysis of comparable fee structures of neighboring cities • Presented at Public Hearing ro .Q Q C~ City of American Canyon M City of Burlingame City of Hemet IQ0 0 Sr c 4 O O 401 0 4. 1 ~ U fA . U Pi City of Irvine City of Irwindale (In progress) City of Laguna Hills City of Norwalk R ~l El F 0 0 e~ is C) Q, t{f O CO Ca Zj ~ ~ 1r F R El R R V R ry ME, E In Reference Summaries As requested in the City's RFP, our project summaries include the project name, name and address of client, client contact person, and relevance of each project to the City. gaff 6 4 Willdan analyzed and identified the true cost of services provided by all City departments, including the land development related services, such as Building and Safety, Engineering, and Planning in order to develop a user fee program that allowed for full cost recovery. Willdan completed a Development Impact Fee Study for the City as well. In addition, Willdan identified existing development and future growth; calculated facility standards; determined potential facility needs and costs; and identified funding and financing alternatives. Willdan completed a comparison survey of neighboring and similar jurisdictions for both the user fee study and development impact fee study. Ms. Katie Wilson presented the findings to the City Council at a special Study Session as well as at the Comprehensive Fee and Cost Study, and Cost Allocation Plan Proposal to the City of Ukiah 23 -\~t'A/WI LLDlAN Financial Services Public Hearing. Mr. Pierce Rossum provided analytical support and conducted research for this project. s ® for - ° Willdan completed a Cost Allocation Plan and Comprehensive User Fee Study for the Christina Roybal City of American Canyon in July 2008. This project involved the development of a Finance Manager methodology to convert the Building and Safety valuation based permitting calculation 300 Crawford Way to the equitable and defensible square footage based or deposit based American Canyon, CA methodologies. 94503 (707) 647-4574 In addition to changing the calculation methodologies, Willdan conducted an in-depth review of the full cost to the City for requested services provided as a part of the Building and Safety function, as well as other City departments, including City Clerk, ° - Finance, Planning, Human Resources, Public Works and Public Safety. The final 3® report included a comparison survey of neighboring jurisdictions. The results of the ® Cost Allocation Plan study were presented at a Public Hearing before the City Council by Ms. Katie and comprehensive fee Wilson. analysis ® Analysis of comparable fee structures of neighboring cities ® Presented at Public Hearing r Willdan completed a Cost Allocation Plan and Comprehensive User Fee Study for the Vern !ones Community Development City of Laguna Hills in July 2008. Part of this project involved the development of a Director methodology to convert the Building and Safety valuation based permitting calculation 24035 El Toro Road to the equitable and defensible square footage based or deposit based Laguna Hills, CA 92653 methodologies. (949) 707-2600 In addition to changing the calculation methodologies, Willdan conducted an in-depth review of the full cost to the City for requested services provided as a part of the to the Building and Safety function, as well as other City departments, including City Clerk, iaf ~ila Administrative Services, Planning, Public Works, and Public Safety. The final report included a comparison survey of neighboring jurisdictions. The results of the study Cost Allocation Plan a and comprehensive fee were presented at a Public Hearing before the City Council by Ms. Katie Wilson. Mr. analysis Pierce Rossum provided data and research support. ® Analysis of comparable fee structures of neighboring cities ® Presented at Public Hearing i Comprehensive Fee and Cost Study, and Cost Allocation Plan Proposal to the City of Ukiah 24 /''~FWILLDAN Services Gouts__ _ ; Willdan completed a Comprehensive User Fee Study and Cost Allocation Plan for the Laura M. Nomura (Now City of Hemet in September 2008. Finance Director with the City of Irwindale) Willdan conducted an in-depth review of the full cost to the City for requested services 5050 North Irwindale Ave provided as a part of the Building and Safety function, as well as other City . Irwindale, CA 99706 . departments, including City Clerk, Finance, Planning, Public Works and Public Safety (626) 430-2220 The final report included a comparison survey of neighboring jurisdictions. Mr. Gregg Tobler developed the models for this project. The final Public Hearing for this study is tentatively schedule for early 2009. i Ae -r • Cost Allocation Plan and comprehensive fee analysis • Analysis of comparable fee structures of neighboring cities I i In December 2007, Willdan completed the preparation of a Cost Allocation Plan and a Carol Marshall User Fee Study. This project involved identification of the true costs of services for all Program Manager 111 City departments, including the land development related departments of Building and 425 N. El Dorado venue 3rd Floor Safety, Engineering, and Planning. Willdan also represented the City in discussions Stockton, CA 95202 with the Building Industry Association to justify the identified true costs of services. (209) 937-8205 For well over a decade, Willdan has been providing a wide variety of related specialized financial services for the City of Stockton including the following: Annual ® the Special District Administration, Municipal Disclosure, Arbitrage Rebate Compliance, Delinquency Management, Flood Control Equalization Fee collection/reporting, and Assessment Apportionment services for 9 Community Facilities Districts (CFD), 17 • User fee analysis for all 1 1915 Act Assessment Districts, and its Flood Protection Restoration District. In all, land development parcels total 20,636. Community Facility District Administration duties include functions • Analyzed comparable preparing the Annual Special Tax and Assessment Levy Report, annually calculating ' fee structures of s and apportioning the Special Taxes/Assessments, maintaining and updating the City neighboring jurisdictions database containing parcel data and levy amounts, providing levies to the County • Provided financial Auditor/Controller's Office, fielding property inquiries via our toll-free number, monitoring delinquencies, attendance at City meetings, and preparing and disseminating the annual Disclosure reports. Comprehensive Fee and Cost Study, and Cost Allocation Plan Proposal to the City of Ukiah 25 WILLDAN ' Financial Services Based on our proposed work plan, for the combined Cost Allocation Plan and Comprehensive Fee and Cost Study we propose a fixed fee of $36,740 including direct expenses related to the project. As requested in the RFP, we have included a project budget for the Comprehensive Fee and Cost Study without an associated Cost Allocation Plan. City of Ukiah - Comprehensive Fee and Cost Study and Cost Allocation Plan ll Wilson G. Tobler Project Lead P. Rossum Manager Analyst Support Analyst Total $ 200 $ 120 $100 Hours Cost Task 1: Initial Document Request 0.5 0.5 1.0 2.0 $ 260 Task 2: Compile Inventory of Current and Potential Fees 2.0 8.0 8.0 18.0 $ 2,160 Task 3: Kick-off Meeting/Refine Scope 8.0 8.0 2.0 18.0 $ 2,760 Task 4: Develop Master Fee and Cost Allocation Plan Models 8.0 40.0 8.0 56.0 $ 7,200 Task 5: Time Survey Interviews 24.0 24.0 8.0 56.0 $ 8,480 Task 6: Common Fees Comparison Survey 1.0 8.0 4.0 13.0 $ 1,560 Task 7: Draft Reports 4.0 16.0 8.0 28.0 S 3,520 Task 8: Discuss and Revise Draft Reports/Determine Cost Recovery Levels 4.0 8.0 6.0 18.0 $ 2,360 Task 9: Prepare and Present Final Reports 12.0 12.0 16.0 40.0 $ 5,440 Subtotal Willdan Labor Costs 615 124.5 61.0 249.0 $ 33,740 Reimbursable Expenses $ 3,000 Total Cost $ 36,740 City of Ukiah - Comprehensive Fee and Cost Study Project Lead Support Manager Analyst Analyst Total $ 200 $120 $ 110 Hours Cost Task 1: Initial ocumen Request 0. 1.5 $ 1 Task 2: Compile Inventory of Current and Potential Fees 2.0 8.0 8.0 18.0 $ 2,240 Task 3: Kick-off Meeting/Refine Scope 8.0 8.0 2.0 18.0 $ 2,780 Task 4: Develop Master Fee Model 2.0 16.0 4.0 22.0 $ 2,760 Task 5: Time Survey Interviews 18.0 18.0 4.0 40.0 $ 6,200 Task 6: Common Fees Comparison Survey 1.0 8.0 4.0 13.0 $ 1,600 Task 7: Draft Report 1.0 8.0 2.0 11.0 $ 1,380 Task 8: Discuss & Revise Draft Report/Determine Cost Recovery Levels 2.0 4.0 2.0 8.0 $ 1,100 Task 9: Prepare and Present Final User Fee Report and Documentation 12.0 - - 12.0 $ 2,400 Subtotal Willdan Labor Costs 46.5 70.5 26.5 143.5 $ 20,675 Reimbursable Expenses $ 3,000 Total Cost $ 23,675 Comprehensive Fee and Cost Study, and Cost Allocation Plan Proposal to the City of Ukiah 26 vt\/Wl LLDAN Financial Services City of Ukiah -Optional Service, Conversion of Building Permit Fees From Valuation to Cost of Service Project Lead Support Manager Analyst Analyst Total $ 190 $120 $ 110 Hours Cost Task 1: Initial Document Request NA NA Task 2: Compile Inventory of Current and Potential Fees NA NA Task 3: Kick-off Meeting/Refine Scope 6.0 7.0 7.0 20.0 $ 2,810 Task 4: Develop Master Fee Model 8.0 8.0 - 16.0 $ 2,560 Task 5: Time Survey Interviews 8.0 8.0 - 16.0 $ 2,560 Task 6: Common Fees Comparison Survey - 12.0 12.0 24.0 $ 2,760 Task 7: Draft Report 1.0 5.0 6.0 12.0 $ 1,460 Task 8: Discuss & Revise Draft Report/Determine Cost Recovery Levels 1.0 2.0 4.0 7.0 $ 880 Task 9: Prepare and Present Final User Fee Report and Documentation $ Subtotal Willdan Labor Casts 24.0 42.0 29.0 95.0 $ 13,030 Reimbursable Expenses $ 2,000 Total Cost $ 15,030 Notes: ® The cost of performing the Comprehensive Fee and Cost Study can be included in the resulting fee schedules. Therefore, over time, the City can recover the initial outlay of funds to complete the study. Our fee includes all direct expenses associated with the project. IN We will invoice the City of Ukiah monthly based on percentage of project completed. Additional Services Additional services may be authorized by the City and will be billed at our then-current hourly overhead consulting rates. Our current hourly rates are: Position Hourly Rate Group Manager $210 Principal Consultant $200 Senior Project Manager $165 Project Manager $145 Senior Project Analyst $130 Senior Analyst $120 Analyst $100 Analyst Assistant $75 Property Owner Services Representative $55 Support Staff $50 Comprehensive Fee and Cost Study, and Cost Allocation Plan Proposal to the City of Ukiah 27 l:v f City Q! cclkiah ITE O.: 11c MEETING DATE: AGENDA SUMMARY REPORT March 4, 2009 SUBJECT: CONSIDERATION OF ANNUAL PERFORMANCE AGREEMENT WITH THE GREATER UKIAH CHAMBER OF COMMERCE AND THE MEASURE X TRANSIENT OCCUPANCY TAX (TOT). AUTHORIZATION FOR THE CITY MANAGER TO NEGOTIATE AND EXECUTE THE AGREEMENT AND APPROVE THE BUDGET AMENDMENT. Background: In 2006, the voters of the City of Ukiah approved Measure X, which increased the transient occupancy tax (TOT) from 8% to 10%. The argument in favor stated Measure X would help insure that funds would be available for General Fund purposes, including promotion and tourism efforts, economic development, park development and maintenance, and recreation program scholarships. During the Measure X discussions, Council specified 75% of the additional revenue generated from the 2% increase for the first two years would be used to promote the City of Ukiah and the local tourism industry and 50% thereafter. Furthermore, Council specified that the Greater Ukiah Chamber of Commerce was best equipped to administer these funds given the Chamber's expertise and relationship with local businesses, the community and the tourism industry. Continued on Page No. 2 Recommended Action(s): 1. Review and Consider the TOT Measure X 2008 Year End Report. 2. Review and Consider the 2009 Measure X Work Plan and Budget. 3. Authorize the City Manager to negotiate and execute renewal of the contract between the Chamber of Commerce and the City of Ukiah. 4. Approve a corresponding budget amendment in the amount $6,519. Alternative Council Option(s): Determine that the Work Plan and/or performance agreement requires revision and provide direction to staff. Citizens advised: TOT Task Force Requested by: TOT Task Force Prepared by: Cathleen Moller, Economic Development Manager Coordinated with: Sage Sangiacomo, Director of Community and General Services and Jane Chambers, City Manager Attachments: 1. TOT Measure X 2008 Year End Report & 2009 Work Plan 2. TOT Measure X 2008 Work Plan 3. TOT Budget 2009 4. Checking Account Ledger 5. Performance Agreement Approved:, i"?= JChambers, City Manager Page 2 of 3 A one year performance agreement from January 1 st, 2008 through December 31, 2008 was executed and detailed the relationship between the City and the Chamber regarding the management of the TOT funds totaling $107,611.31. Discussion: Over the course of the past year, the Chamber, under the terms of the agreement with the City and in consultation with the TOT Task Force, carried out an extensive promotional program on behalf of the Greater Ukiah area, the City of Ukiah, and the Tourism Industry. A summary of the program's objective and accomplishments is included in the T.O.T. Measure X 2008 Year-End Report found in Attachment No. 1. This report includes the proposed 2009 Work Plan. The original 2008 Measure X TOT Work Plan is included as reference and is attachment No. 2. As part of the implementation, the Chamber formed and managed the TOT Task Force, which is comprised of individuals from the community with the necessary expertise to implement and further develop the work plan. Together, they identified community assets, the cultural heritage of the Greater Ukiah area, attractions, events, marketing opportunities and potential partners. The TOT Task Force set the following goals: 1. To work with tourism industry partners to develop core `marketing strategies' and 'messages' that produce a comprehensive tourism program that could be built upon, year after year. 2. To maintain their visibility in proven, existing markets such as the "101 Things To-Do in Mendocino County," as well as their presence in County and State Wide Visitor Guides. The TOT Task Force was aided by the Randall Travel Marketing Survey, a five month study (June 2008 through October 2008) that provided data which helped identify the tourist base in Mendocino County and included important demographic information. A number of projects and products were created by the Task Force in 2008. These include, but are not limited to the following: 1. Uniquely Ukiah Brochures - 10,000 full color promotional Guides spotlighting what is 'Unique' about Ukiah. They are distributed locally, through area hotels, Chambers and visitor centers and Statewide through both San Francisco's and Sacramento's Visitor Centers 2. Discover Downtown Ukiah - Main Street Program Brochure. A collaborative project between TOT and the Main Street Program producing a full color guide that highlights shopping and eateries in the downtown. (A work in progress) 3. Mendocino County Inland Arts Performing Guide. A collaborative project between the Mendocino County Lodging Association, the Arts Council of Mendocino County, The Community Foundation of Mendocino County and the TOT Task Force. 4. Ukiah Hotels Map and Directory with Area Points of Interest. A collaborative project with Ukiah Hoteliers and the TOT. The map and directory is branded with the `Uniquely Ukiah' logo and identifies all local hotels and "points of interest." 5. Ukiah Hotels Highway Billboards. A collaborative project between the TOT Task Force and the Ukiah Hoteliers to install two billboards along Hwy 101 north of Ukiah in the Willits area. These billboards provide a directory of Ukiah hotels and inns and signal travelers of dining and shopping options ahead. The Billboards will be completed in March 2009. 6. Farmers' Market Television Commercial. A 30 second Comcast commercial was broadcast to 70,000 Sonoma County cable households featuring Ukiah's Inland Farmer's Market. This was a Page 3 of 3 collaborative effort between the TOT Program and the Mendocino County Farmers' Market Association. 7. Ukiah Area Story Project. TOT produced 6 digital documentaries, 3-5 minutes in length, featuring some of the area's iconic and unique businesses and attractions. These are posted on the Chamber's website and if approved, will provide the content for the upcoming 2009 Comcast television commercials. 8. The TOT Task Force awarded $20,000 in Attraction Development Grants in an effort to strengthen Ukiah's position as a `destination' for travelers. A complete list of the awardees can be found in the TOT Year End Report. New Projects and Products Planned for 2009 The TOT Task Force is planning a number of new projects and products for 2009. A complete list can be found in the TOT Year End Report. Some of the highlights include: 1. A Multi-media Comcast Promotional Program that will target more than 2 million Bay Area and Sacramento area viewers. 2. An Updated Greater Ukiah Chamber Website to create a more visible online home for the TOT promotional campaign. 3. Local Stories on Demand. Longer video featuring local stories will be available to millions of Comcast television subscribers at the push of a button. 4. Front Line Hospitality Training. The development of a basic training program for local lodging staff enabling them to better inform visitors of local sights, events and eateries. 5. Grace Hudson Museum. Due to the projected large drop in City General Fund revenues, the museum faces significant budget cuts in FY 09-10. City staff proposed $20,000 of TOT Measure X funds be used to help the Museum bridge this temporary budget crisis and the TOT Task Force is considering the request. 6. 2009 Grant Program. This year, the Committee will award $12,500 in grants to not-for-profit events and businesses or attractions promoting the Ukiah area. The projected budget for New Projects and Products Planned for 2009 is $114,130 and is Attachment No. 4. Staff requests that Council review and consider the TOT Measure X 2008 Year-End Report, the 2009 Performance Agreement with the Greater Ukiah Chamber of Commerce and the Budget information. If acceptable, authorize the City Manager to negotiate and renew the agreement. The currant balance in the TOT fund is $107,611. A budget amendment is needed in the amount of $6519 to reflect the difference between the forecasted budgeted amount and what was collected. Fiscal Impact: ® Budgeted FY 08/09 F-1 New Appropriation F-1 Not Applicable ® Budget Amendment Required Amount Budgeted Source of Funds (title and Account Number Addit. Appropriation Requested $ 107,611 TOT 100.1945.250.001 $ 6519 Greater Ukiah Chamber of Commerce 200 South School Street, Ukiah, CA 95482 * (707) 462-4705 * fax (707) 462-2088 TRANSIENT OCCUPANCY TAX (TOT) MEASURE X 2008 YEAR-END PORT Background on Measure X The mission of the Measure X initiative is to provide a quality promotional program on behalf of the Greater Ukiah area, the City of Ukiah and its tourism industry. Measure X was placed on the November 2006 ballot seeking voter approval to increase the transient occupancy/bed tax from 8% to 10% within the city limits of Ukiah. In accordance with the resolution passed by the City of Ukiah, money dedicated to the TOT fund is to be spent on the promotion of the Greater Ukiah area. It is the belief of the City of Ukiah and the Greater Ukiah Chamber of Commerce that the plan should include input from promotion-related organizations within Ukiah and Mendocino County. TOT Committee Members Include: Tom Liden, Ukiah Main Street Program Chairperson Michelle Johnson, Nelson Family Vineyards Cathleen Moller, City of Ukiah Sherrie Smith-Ferri, Grace Hudson Museum Don Ballek, City of Ukiah Economic Development/EDFC Director Bret Cooperrider, Ukiah Brewery Co. Anil Bhula, Fairfield Inn Bert Mosier, Chamber of Commerce CEO Kate Magruder, Community Artist Laura Hamburg, Writer/Promotional Consultant A WE DID IN 2008 Overview: The Committee began the educational process by inviting Cliff Chapman, Fortuna Chamber of Commerce to Ukiah to share Fortuna's experiences in developing a similar program. The TOT Committee then began a series of meetings to help identify community assets, community attractions, our cultural heritage, events, partners and marketing opportunities in order to produce a TOT Measure X Work Plan. (See attached). The TOT Goal: The Committee assessed this extensive list with the goal of producing a new multi-tiered, multi-media promotional program that highlights our most potent assets by "branding" the area - creating a marketing campaign and then promoting it. Our goal is to work with our tourism industry partners to develop core marketing strategies and message(s) that produce a comprehensive tourism program that then continues to build each year. At the same time, we want to maintain our visibility in proven, existing advertising markets - i.e. "101 Things To Do In Mendocino, and our presence in county and state-wide visitor guides, etc... We Identified Our Tourist Base using data culled from the Randall Travel Marketing survey- a five-month study (June 2008 through October 2008) of area visitors. (See attached). The Randall study helped us target these tourists who they are, where they live, educational/income level, age, etc... What do these identified tourists appreciate most from their visits to our area? What brings them back? What do they want that we don't offer? What additional visitors can we attract to the area? We Already Have What They Want. Now We Have To Promote It In short, we learned our most immediate payoff is to target affluent, educated, vacationing Baby Boomers primarily from the Bay Area and Sacramento areas. Our key folks drive here for a pre-planned vacation, without children. They want a slower-paced, authentic experience that includes exploring our scenic, natural beauty, learning about the area's unique heritage, taking walking tours of historic downtown, dining on locally grown food and sampling the area's burgeoning organic and biodynamic products. Visitors want to visit local farms, "green" businesses and hand-crafted wineries that are smaller and less "touristy" than those in Napa and Sonoma. They want to browse locally- owned shops and learn the stories behind the area's "friendly people." Where We Can Do Better - The Randall study underscored the need for two major projects that were already underway for the 2008 TOT program: 1) develop collaborative relationships with our existing tourism industry partners 2) produce better maps, guides and signage. New Products Create in 2008 (The TOT Committee was unable to take advantage of marketing opportunities until mid- March 2008. Funds that were originally scheduled to be drawn down in January 2008 were not made available until March 14.) "Uniquely Ukiah" Brochures The TOT Committee produced 10,000 new, full-color promotional guides marketing the area as "Uniquely Ukiah." a newly created branding message that will be widely promoted as part of the TOT ongoing, multi-media tourism program. The "Uniquely Ukiah" brochure spotlights Ukiah as "Nowhere Else Is Like This Place. "It includes a lodging guide, tourist information, a month-by-month calendar of local events and spotlights some of our "unique" assets - first organic brewpub in the nation, first carbon-neutral winery in the country, Vichy Springs, Grace Hudson, the first Buddhist High School in nation, etc... 2 The "Uniquely Ukiah" message will be cross promoted in products created by our tourism industry partners i.e. The Main Street Program brochure. The brochure is distributed as part of the "visitor-requests for information" packets; and locally through all area hotels, chambers and visitor centers and statewide through the San Francisco and Sacramento visitor centers. (See attached). "Discover Downtown Ukiah" Main St. Program Brochures A collaborative project with the TOT and the Main St. Program to produce a full-color guide that highlights shopping, dining and events in the designated, downtown historic area. The brochure is cross-branded with the "Uniquely Ukiah" message and will be distributed as part of the "visitor-requests for information" packets; locally through hotels, in plastic display holders in the downtown area and through all area chambers and visitor centers (See attached). Mendocino County Inland Arts Performing Guide A collaborative project with the Mendocino County Lodging Association, the Arts Council of Mendocino County, the Community Foundation of Mendocino County and the TOT program. The brochure spotlights the inland county's impressive arts organizations and details year-round events - from SPACE and UPT to the Ukiah Symphony, Mendocino Ballet and the theatre arts department at Mendocino College. The brochure is distributed as part of the "visitor-requests for information" packets; locally through hotels, all area chambers and visitor centers; and statewide through the San Francisco and Sacramento visitor centers. (See attached). Ukiah Hotels Map and Directory with Area Points of Interest A collaborative project with the Ukiah Hoteliers and the TOT program. Branded with the "Uniquely Ukiah" logo and message, this one-page Ukiah-area map identifies all local hotels. The flip side of the page lists area "Points of Interest" including Vichy Springs Resort, the Grace Hudson Museum, Historic Downtown Ukiah, etc... The brochure is distributed locally at the front desk of all hotels and through area chambers and visitor centers. (See attached). Ukiah Hotels Highway Billboards A collaborative project with the Ukiah Hoteliers and the TOT program to install two billboards, both located in staggered positions along Hwy 101 north of Ukiah (in the Willits areas). The billboards provide a directory of Ukiah hotels to visitors returning from their visits to the northern part of the state. A billboard directory of Ukiah hotels 3 and inns also signals to travelers there is a sizable town coming up. Where there are lots of hotels, there's also bound to be lots of dinning and shopping options. Farmers Market Television Commercial This collaborative project between the TOT program and the Mendocino County Farmers Market Association funded a 30-second Comcast commercial. The spot featured our inland farmer's markets and aired during the peak summer travel period on nearly 70,000 Sonoma County cable households. The commercial ran on the Food Network, the Travel Channel and CNN. Ukiah Area Story Project Building on the "Uniquely Ukiah" message created in 2008, the TOT Committee produced 6 digital, documentary films (3-5 minutes long) on some of the area's iconic and "unique" businesses and attractions. These films are posted on the Chamber website and provide the content for the 2009 Comcast television commercials. For 2008, the first tier of six films focus on the human interest stories behind some of Ukiah's downtown highlights a walking tour of some of our nationally renowned hotspots: Organics/Green Tourism: Ukiah Brewing Co. & Restaurant Wine Tourism: Tierra, Art, Garden & Wine Food/Historical Tourism: Cheesecake Momma Cultural Heritage Tourism (Native American): Bead Fever Arts Tourism: Hoyman-Browe gifts and pottery studio Historical Tourism/Cultural Heritage Tourism: Grace Hudson Museum. Project Description: For 2009 and beyond, this project taps into what many consider to be Ukiah's greatest assets its people and their stories. Data on cultural heritage tourism indicates visitors are looking for more authentic experiences. Not only do our tourists want to discover a unique restaurant - they want to experience the story of the family running the place. Our attractions become more meaningful and memorable to visitors once they learn the 1912 building they're eating cheesecakes in has a history of being haunted! - or that Ukiah is home to the Grace Hudson museum one of the nation's only museums dedicated to a woman artist. Imagine visitors from San Jose or Cleveland clicking on the Chamber website to see what Ukiah has to offer and why they should make a trip here of all places. Imagine they click on a website icon that opens up into a 4-minute film on the Ukiah Brewery Co., the first organic brewpub in the country, for example. Through film and story, visitors will learn about the hand-crafted brews, the pub as a showcase for local, live music, how local farmers recycle the spent brewhouse grain, food localization and how the restaurant was ground zero for putting Ukiah, California on the world map as the first county in the nation to ban the growing of GMO crops and animals. 4 Travelers can choose from a variety of films - each spotlighting examples of our key tourism assets. Films are scored with music from local luminaries such as Alex de Grassi, Spencer Brewer and Holly Near, and combine moving film, historical archival photos, contemporary shots, with voice over all wrapped in an engaging narrative storyline. Future plans include marketing Ukiah with a greater emphasis on story in order to take advantage of this prime asset. "Ukiah, The Little Town That Knows Its Stories. " Future projects include: * Story kiosks. Stationed in local hotels, restaurants and downtown at the conference center, visitors view films using a touch-screen computer. In addition, the kiosks provide visitors and members of the community with local information on events, dining, lodging, services, maps, arts and entertainment information, etc... * Story booths. "Bet you have your own story to share!" This concept is modeled on National Public Radio's "StoryCorp," which invites folks to interview each other in a special broadcast booth located in Manhattan's Grand Central Station. This project would put Ukiah on the map as a destination for travelers (and provide an important historical archive for members of our own community) to create their own stories. Story booth visitors would walk away with a personal CD recording of their interview. (Another copy would be permanently housed in local museums as part of our community's historical record). * Hear Here! This is a contemporary, oral history project that records stories and memories told about specific geographic locations (think the Palace Hotel, City of 10,000 Buddhas, Schats Bakery, etc...) Each of these locations will be marked with a special sign that invites visitors to call a special phone number from their cell phones to "Hear Here!" the stories behind the exact physical location they are standing in front of and regarding. Recorded stories range from personal recollections to more "historic" stories, or sometimes both - but are always told from a personal point of view, as if the storyteller is just out for a stroll and was casually talking about their neighborhood to a friend. Some stories suggest that the listener walk around, following a certain path through a place. 2008 Grants Awarded TOT granted $20,000 in Attraction Development Grants in 2008 to strengthen Ukiah's position as a destination for travelers. Funds were awarded to non-profit events and to businesses or attractions promoting the Ukiah area. Recipients have 24 months from the time of the 2008 award to spend funds and provide a project summary. The following organizations were awarded: 5 Riverbend Adventures, $4,000 to develop whitewater adventure/nature-tourism. Funds were used to buy rafting equipment. The organization takes rafters down the Eel River and is heavily promoted to our Sacramento and Bay Area visitors. Cancer Resource Center, $4,000 for the Pure Mendocino organic foods event. As a result of the TOT grant, the resource center in 2008 more than doubled the number of out-of-town guests attending the prestigious food event. Attendees this year included guests from as far away as New York City and national sales representatives for the wine industry, industry press and distributors. Other guests included Mary Orlin, executive producer of NBC's In Wine Country television show, who attended two out of three weekend events. Pure Mendocino is receiving increasing recognition from outside the county as a flagship event for the Ukiah Valley. It has an extensive web presence and was picked up on the national business wire in August 2008. Ukiah Walks, $4,000 to produce local maps of walking routes (walks average 2.5 miles) in the Ukiah Valley area. Maps will be accessed online on Google maps (search Ukiah Valley) and distributed through local hotels, area chambers and visitor centers and linked to our travel industry partners' websites. Plans are in place to provide street markers and map brochures. Additionally, Robert Mandel, the City's GIS specialist, is preparing interactive digital versions of the routes that will be available on the City's website with links from the Ukiah Valley Trail Group as well as the GoMendo website. The maps can also be posted as part of the international walking group called VolksWalk. The mapped routes include 1) the Observatory Park Loop, 2) the Todd Grove Loop, 3) the Low Gap Loop, and 4) the Ukiah Alleys Loop. Two existing routes have been developed by local historian Judy Pruden; her Ukiah History Walk and her Ukiah Urban Forrest Walk. Friends of Observatory Park, $2,000 toward repair, restoration and beautification of the living exhibit of the historic Ukiah International Latitude Station now listed on the National Register of Historic Places. The Ukiah International Latitude Observatory was established in 1899 as one of five world-wide observatories located in the U.S., Southern Russia, Japan, and Italy as part of an international project to measure the earth's wobble on its polar axis. The Ukiah station operated until 1982 when computerization rendered manual observation obsolete. "On the outskirts of Ukiah, California, the city that basks in the sun astride the tourist jammed Redwood Highway in the heart of the Redwood Empire, there is a little white house with a hole in the roof. And every night of the year when the sky is clear, a shy-looking, flaxen, blue-eyed man sits there, and through a queer looking instrumentpoked through the hole, he gazes fixedly at numerous stars - invisible to the naked eye. " Sunset Magazine August 1930 Once completed, the park will draw tourists to experience the scientific and historical exhibit and wander the 3,000-square-foot Observatory Park Artline Labyrinth designed by Alex Champion, an internationally renowned labyrinth designer. In addition the park will feature a nature sanctuary, the "Grove of Commons" planted with trees common to 6 each of the four nations of the International Latitude Observation Project; and provide a showcase for ceramic/mosaic medallions inscribed with haiku poetry (culled from previous ukiahHaiku events). Solar Living Institute (SLI), $3,500 for series of Professional Solar Trainings held in downtown Ukiah for the first-ever "Green" seminars leading up to SolFest 2008. In 2008, the Ukiah SLI "Green" professionals seminars brought 200 experts from around the country into the downtown where they stayed overnight in Ukiah area hotels, dined and shopped. Grapevine Quilt Guild, $2,500 for a two-day 2008 Grapevine Quilt Rally held at the downtown Ukiah Conference Center. The quilt show displayed more than 200 locally hand-crafted quilts throughout the downtown to coincide with the Fabulous Flashback Car Show. In addition, the Grapevine Guilt Guild of Mendocino County hosted a conjunctive event - a two-day quilting seminar held at the downtown conference center the same weekend as the car show. The seminar drew hundreds of visitors and vendors to Ukiah's downtown for quilting demonstrations and educational workshops featuring nationally renown quilting expert Jan Krentz. Participants likened the first-ever local event to the annual Sisters, Oregon quilting show - a unique and successful outdoor quilting show that claims national attention. 2008 Ongoing Advertisi gNisitor Dues/Website Improvement Local and statewide visitor centers charge annual dues, which buys membership and pays for in-house promotion of the Ukiah Valley. The following dues were paid to: Mendocino Film Office - Benefits: to promote the Ukiah area as the perfect location for documentary and feature films. San Francisco Convention and Visitor Bureau - Benefits: to distribute the TOT- generated materials and collaboratively-produced program brochures, guides, maps and other promotional literature to our Bay Area tourists. North Coast Tourism Council - Benefits: to pay for the inclusion of the Ukiah inland area as part of the "North Coast" tourism zone (not just the Mendocino Coast!). We are now listed on http://www.visitcalifomia.com in state tourism guides and in "California" magazine, the yearly Official State Visitor's Guide and Travel Planner. Dues were also paid to our collaborative partners including: The Mendocino County Joint Marketing Committee Mendocino County Promotional Alliance Mendocino Winegrape and Wine Commission Mendocino County Lodging Association The Committee purchased advertising in the following publications: 7 "Touring and Tasting: Wine* Food * Travel" a national, biannual magazine for wine aficionados. TOT purchased a full page, full-color ad in the 2008 Spring/Summer edition. The ad promoted the "Uniquely Ukiah " message and invited visitors to "wine dine, play and relax" in Ukiah: Wine Country's New Frontier. RV Journal, The Travel Magazine of the West, purchased a directory listing for the Ukiah inland area in the west coast's premiere magazine devoted to recreational vehicle travelers. 101 Things To Igo. We ran i/4-page ads in the following magazines: Mendocino County Shasta-Cascade Humboldt Sonoma County The combined 2008 circulation for all four magazines was 510,000 with an estimated readership of 1.275 million. Greater Ukiah Valley Chamber website In 2008, the TOT Committee funded website repair and technological updates GOING WHERE WE'RE Overview In 2008, the TOT Committee began the work of creating a new marketing campaign - one that builds on our assets, has a cohesive message and specifically targets identified tourists. Using the "Uniquely Ukiah" marketing slogan as a foundation, the goal for 2009 is to flesh out companion messages specified targeted to promote individually-tailored promotional campaigns. Data from the 2008 Randall Travel Marketing study highlighted the opportunity to market the Ukiah inland area as the "Heart of Mendocino"- as the "Gateway to Wine, Waves and Wilderness." We also know that one of the Ukiah area's most "unique" assets is our people - and our continued promotion of our stories through the use of film, websites, radio and television. In addition to building this new multi-media promotional program, the 2009 TOT comprehensive tourist program includes an ongoing visible advertising presence in travel-oriented publications. The 2009 budget also includes funding visitor administration dues so we continue to be spotlighted as members of the state's most prominent tourist information centers. New Products o 2009 Create a multi-media, Comcast Promotional Program that targets more than 2 million Bay Area and Sacramento television-viewing homes using our Story Project products created in 2008. (See attached). This three-tiered program specifically targets our key audience - Bay Area and Sacramento visitors using: 30-second television commercials Aired in the Bay Area and/or Sacramento. These commercials will be locally produced by culling the Story Project films created in 2008 and four new films scheduled for production in 2009. Commercials will be branded with the "Uniquely Ukiah " message. An example is an edited version of the Ukiah Brewing Co. story made into a--short commercial to air on the Food Network. The Committee will also edit existing and projected Story Project films to produce "generic" Ukiah Valley commercials. These commercials will run on more than 50 available Comcast networks including CNN, the Travel Channel, ESPN, Bravo, The Learning Channel, the History Channel, MSNBC, E! Entertainment Television, etc... Fong Video On Demand These are longer (2 minutes or longer) films focusing on local stories that are locally produced and available to millions of Comcast television subscribers at the push of a button. An example might be the film on A.O. Carpenter's life --Grace Hudson's father and a local photographer who documented Mendocino County's frontier at the turn-of-the- century. The film, produced by the Grace Hudson Museum, is a perfect fit for the History Channel. The ten Story Project films produced in 2008/09 can also be paired with the appropriate channel. We also have an existing bank of short, local digital stories created as part of "Mendocino's Placement Project. Why Where Matters. " These films spotlight the power of local, personal stories and their connection to the Ukiah area. Comcast Internet (http://www.Comcast.net) Where our banner ads would reach more than 700,000 Bay Area internet users who visit the site with millions of monthly hits. (The TOT Committee is required within two weeks to submit an application for Comcast's Northern California Tourism Grant Program which, if approved, doubles our ad buy at no additional cost. 9 Update Greater Ukiah Chamber ebsite Continue to update the website and create a more visible online home for the TOT promotional campaign by creating links to the Story Project films, brochures, maps, guides, the Comcast television commercials, etc... Cross populate existing websites operated by our tourism industry partners with links to the TOT promotional program. Ukiah Area Story Project Produce four additional stories for 2009 (for a total of 10 documentary stories so far). * Stories will be spotlighted on the Chamber website * Cross linked with our tourism industry partners' websites * Showcased on story kiosks. * Reformatted for use as the core content for the Comcast television commercials The four new stories for 2009 will focus on: Cultural Heritage Tourism (Latino): A story montage on Southside Ukiah Businesses. Imagine Southside marketed as Ukiah's very own vibrant Latino Mission District. Eco/Green Tourism: An inland "Green" business story. Farm/Ag Tourism: An agricultural/farming story that invites visitors to tour local farms. Wine Tourism: A spotlight on our hand-crafted, burgeoning organic and conventional wine trade. In addition to creating four new films, this project will also concentrate on re-editing the existing six stories created in 2008 to be reproduced as: * 30-second commercials for Bay Area and Sacramento Comcast subscribers. * Streaming long video as part of the Comcast program. * For use on the Comcast internet site as well other sites. * The Committee will also retool the stories' audio for use in radio advertising. * Additionally, stories will be copied onto DVD discs for inclusion in visitor-information packets, and handed out at trade shows, etc... In 2009, two Ukiah businesses - The Ukiah Brewing Co. & Restaurant and the Fairfield Inn will each host an in-house computer kiosk to showcase the local Story Project films (there is also the opportunity here to generate ad-based revenue using the kiosks). Front-line Hospitality Braining Develop a basic training program for lodging desk staff so they can better educate visitors on where to go, what to see and what we have to offer. The TOT Committee is hosting the first in a series of hospitality seminars for Ukiah area lodging staff February 10. Grace Hudson Museum & Sun House Due to the projected large drop in the City of Ukiah General Fund revenues, the Grace Hudson Museum & Sun House potentially faces significant budget cuts in FY 2009- 2010. Such cuts would most likely necessitate a drastic reduction in the hours the Museum is open to the public, along with a decrease in the number and quality of exhibitions, educational programs and services it can offer. The Grace Hudson Museum & Sun House are currently Ukiah's preeminent cultural and historic attractions. It is proposed that some Measure X City of Ukiah TOT funds be used in FY 2009-2010 to help the Museum bridge this temporary budget crisis so that it can remain fully operational as a tourist destination in the Ukiah Valley area. 2009 Grant Program This year, the Committee will award $12,500 in grants to not-for-profit events and businesses or attractions promoting the Ukiah area. 2009 Ongoing AdvertisingNisitor Dues/Website Improvement Local and statewide visitor centers charge annual dues, which buy membership and pay for their in-house promotion of the Ukiah Valley. The following dues will be paid to: Mendocino Film Office San Francisco Convention and Visitor Bureau North Coast Tourism The Mendocino County Joint Marketing Committee Mendocino County Promotional Alliance Mendocino Winegrape and Wine Commission Mendocino County Lodging Association The Committee will continue advertising in the following publications and electronic media: Touring and Tasting Redwood Times RV Journal Comcast Spotlight Menus From Mendocino 101 Things To Do (for 2009 adding Marin County for a total of 5 magazines) 11 ATTAC Greater Ukiah Chamber of Commerce 200 South School Street, Ukiah, CA 95482 ® (707) 462-4705 ® fax (707) 462-2088 TOT MEASURE X WO PIS The mission of the Measure X initiative is to provide a quality promotional program on behalf of the Greater Ukiah area, the City of Ukiah and its tourism industry. Measure X was placed on the November 06 ballot seeking the approval from voters to increase the transient occupancy/Bed tax from 8% to 10% within the city limits of Ukiah. In accordance with the resolution passed by the City of Ukiah, money dedicated to the TOT fund is to be spent on the promotion of the Greater Ukiah area. It is the belief of the City of Ukiah and the Greater Ukiah Chamber of Commerce that the plan should include input from other promotion related organizations within Ukiah and Mendocino County. The Chamber Executive committee began the educational process by inviting Mr. Cliff Chapman, Fortuna Chamber of Commerce to Ukiah to share Fortuna's experiences in developing a similar program. Mr. Chapman advised us to be prepared for success, before beginning a marketing program. The TOT committee then began a series of meetings to help identify community assets, attractions, events, partners and marketing opportunities to produce the following work plan. The TOT Committee Members Include: Tom Liden, Ukiah Main Street Program Chairperson Michelle Johnson, Mendocino Wine Company Glenna Blake, MTA & MCPA Board member Don Ballek, City of Ukiah Economic Development/EDFC Director Sherri Smith-Ferri, Grace Hudson Museum Jitu Ishwar, Ukiah hoteliers (Holiday Inn Express) Bret Cooperrider, Mendocino County Restaurant Association (Ukiah Brewery) Stuart Marcus, Mendocino County Lodging (Shambhala Ranch) & MCPA Jennifer Seward, Redwood Empire Fairgrounds CEO Jan Bell, Ukiah Chamber of Commerce Chairperson Bert Mosier, Ukiah Chamber of Commerce CEO Kumar Plocher, Yokayo Biofuels, Inc. The TOT Committee began the work plan process by identifying our community assets. We discovered this to be an enriching experience to learn more about one's own community 'and how that can be translated into more tourism dollars for Ukiah. As the process moves forward a TOT Task Force (consisting of 7 members) under the direction of the Greater Ukiah Area Chamber of Commerce will replace the TOT Committee. Promotional Areas, Attractions, Events and other Areas Identified Include but not limited to: LOUTDOOR RECREATION Lake Mendocino Cow Mountain South, Motorized Equipment Allowed, ATV, Motorcycles Cow Mountain -North, Equestrian, Mountain Biking, Walking Trails etc Montgomery Woods Nature Based Tourism Initiative Ukiah Valley Trails Golf Course Fairgrounds-Motor cross track-Space for other events Disc Golf Skate Park Fish Hatchery Low Gap Park Russian River The greater Ukiah area and Mendocino County are fortunate to have public lands that are accessible. The opportunities for outdoor tourism seem to be endless. The committee will continue to look at inventive ways to leverage those recreation dollars into more merchant dollars. 2. ARTS AND ENTERTAINMENT Mendocino Arts Commission S.P.A.C.E. Ukiah Players Theatre Mendocino College Grace Hudson Museum music Sunday's in the Park Acoustic Caf6-Ukiah Music Center Summer Grillin' Series-Parducci Ukiah Brewery-Local Band Showcase Band Slam Dig Music Events Events Pumpkin Fest Pure Mendocino Lit Fest Haiku Fest Hopland Passport Weekend Flashback Car Show Taste of Downtown Taste of Redwood Valley Motorcycle Show Farmers Market Small Town Christmas Holiday Showcase Redwood Empire Fair We as a community have access to many forms of entertainment, local theatre, music, photography, visual arts and area wide events and festivals that showcase Ukiah. In the Ukiah Valley, Art is business. The committee will continue to explore options on expanding some or all of these events by collaborating with the organizers. 3. OFF SEASON PROMOTIONS l.Educational Seminars-Organics-food and wine 2.Ag and Farm Tours 3.Collector Conventions and or Trade Shows 4. Specialty Markets A great asset of Ukiah is the Ukiah Valley Conference Center, a state of the art conference facility. Meeting capacity ranges from 10 to 600 people. There are (8) meeting rooms each with wireless-internet access and telecommunications hook-ups. A commercial kitchen and full food service are available, with support staff. The committee will work in conjunction with the centers director on ways to maximize this wonderful asset. 4.VIINE, G E AND VINEYARDS Possible Package opportunitiesfor exclusive behind the scene tours. 1. Walking tours of vineyards 2. Stomp the grapes (experiential tourism) 3. Harvest 4. Expanded opportunities for wine tasting 5. Bio Fuel tour bus Weekend trips for "city people" who want to hear great music, drink great wine and/or beer, and eat at a local restaurant. Cross over marketing opportunities with organics/green travelers. Mendocino County wine has captured the attention of wine connoisseurs worldwide; with that attention focused on the area already we must work in a collaborative manner with our partners to capitalize on this movement. How do we collaborate with the Wine and Wine Grape Commission to leverage dollars? 5 ORGANICS/GREEN Mendocino County is seen as a leader in the nation Cross over in every sector, Food, Wine, Outdoor Recreation, and Lifestyle Possible recognition from the State of California for Mendocino County Farmers Market Real Goods, a destination stop, on Interstate 101 Locally raised and/or made- Beef, Cheese, Buffalo and other local products Wine Food Pure Mendo Event Bio Fuel Tour Buses (Bring the tourists to us, using our own buses powered by bio-fuel made locally. Taste the wine not other peoples tail pipes.) A trend that continues to grow nation wide. This category crosses over in many other sections of life in Ukiah and Mendocino County. This section has high potential for grant opportunities that will help grow events that showcase what is Ukiah and Mendocino County. 6. TOURISM INDUSTRY PARTNERS State Tourism Guide Grants for Rural Communities USDA Rural Development Promoting Tourism in Rural America Ag Tourism Nature-Based Tourism Historic Tourism Redwood Empire Association &The Northern California Visitors Bureau San Francisco Visitors Center "Ukiah" needs to get on the radar screen of the state and take advantage of existing programs. At the present time adequate Ukiah information is lacking'in the official State of California guide. Plans are to invite a representative of the State to our community to learn more about partnering with them. The committee will also investigate other programs such as regional travel and tourism groups and USDA Rural Development and other options as they become available. 7. UNIQUELY UKIAH Soul tourism Civic Tourism Eco-Green Tourism Holistic Health Care Explore Mendocino County Develop an "Explorers Club" of Ukiah. Ukiah and Mendocino County residents are sometimes to close to home to really appreciate what the area has to offer. This program could be a dues based membership program that encourages locals and others to look at the area with new eyes. Learn more about Ukiah and Mendocino County! Suggested elements of study are: 1. People- to learn more about unique places to take friends and relatives 2. Architecture-past, present and future 3. Cuisine-the many tastes of Mendocino County 4. Commerce-More money spent in local merchant's businesses 5. History-Who we are, how we got here and the unique stories waiting to be told 6. Geography-Learn more about where you live and educate visitors 7. Art-Cultural, geographical or cutting edge, its all here locally. Organized events along with a quarterly E-newsletter could be used to entice members to participate. Results and/or information through this organization would be a beneficial tool in keeping a current community asset list. *HERE HEAR Digital Story Telling. Stories about how Ukiah has made a difference in/or affected your life. These stories give visitors an insight into the area's history and how the area has come to be what it is today. Travelers are looking for a connection to themselves or their heritage. The stories will leave them wanting more and encourage the thought of coming to Ukiah to build their own memory. Wouldn't you like to have a story to tell? This section evokes what many consider to be Ukiah's greatest asset, its people and their stories. A low voltage FM radio station and**Kiosks, would be used to help implement this project. (*Please see attached information, The Ukiah Story Project) (**Advertising sales opportunities are possible with Kiosks, please see attachment.) &GRANT OPPORUNITIES WITBIN THE TOT PROGRAM: 1. $10,000.00 grant or grants available for a not for profit event that will help promote the Ukiah area 2. $10,000.00-grant or grants available for a for profit business or attraction that will help. promote the Ukiah area 3. This program will allow for growth within existing events or projects that need some assistance, but already have name recognition that make them more marketable. This program may also be used to help develop new market opportunities and/or events that have relevance to marketing the greater Ukiah area. The Selection committee will be comprised of a (7) member board. The TOT Task Force will set out guidelines for this program. (*Please see example application) 9. COLLABRATIVE PARTNERS City of Ukiah Mendocino County gomendo.com Wine and Wine Grape Commission Mendocino Film Commission Mendocino County Lodging Association State of California 101 things to do in Mendocino County Ukiah Main Street Program Ukiah Hoteliers Ukiah Restaurant/Mendocino County Restaurant Association Willits Chamber of Commerce Mendocino Coast Chamber of Commerce Lake County Bureau of Land Management Corps of Engineers South Coast Chamber of Commerce Local, State and National Media sources The Greater Ukiah Chamber of Commerce and the City of Ukiah look forward to working in a collaborative effort with all interested parties to further enhance the promotional effort of the greater Ukiah area. By working together, resources will be maximized; partnerships formed, and quality promotional programs will be developed. SulYtMAI Y: The ever-expanding tourism market in the greater Ukiah area is one with great potential, and many marketing options. To begin a marketing campaign you must be prepared, the following action items are the starting point of a Tourism Marketing Program. It is crucial to keep on a time line as publications and marketing options have various year-out deadlines. The TOT task force will continue to explore the best marketing opportunities as more TOT funds become available. AD STRATION COSTS 1. Bookkeeping -Susan David $80.00 per month = $960.00 per year (set up an accounting system and provide monthly reports.) A new TOT bank account will be set up specifically for these funds. The Greater Ukiah Chamber CEO will provide direction and oversight of the TOT program. 10% = $9,000.00 FULFILLMENT: (1) Part-time position 20hrs per week-@ $9.00 per hour = $8,640.00 per year Storage unit 55.00 per month (space for fulfillment materials.) Mayacama Industries a. 7 piece packet, assembled, with label and postage applied - $0.12 each b. 9 piece packet, assembled with label and postage applied - $0.14 each c. Pick up and delivery charges, per week, include picking up labels at the chamber office, delivering packets to the Post Office, picking up inventory and supplies from storage-$20.00 per week. Mayacama estimates, at full production they would be able to produce 2,500 packets per week if needed Ukiah promotional brochure-cost of printing 50, 000 @ $0.11/each = $5,500.00 Table tents for dining establishments and hotels 50,000 @ $0.08/each = $4,000.00 / Cost of printing Preparing for Success! Tentative Start up Budget Projected Income Total 90, 000.00 Projected Expenses Brochures------------------------------ 5,500.00 Table Tents 4 000.00 TOT Grants--------------------------- 20,000.00 Bookkeeping------------------------- 60.00 Part time staff 8,640.00 Storage Unit-------------------------- 60.00 Mendocino Film Office,_________ 3,000.00 North Coast Tourism------------- ,000.00 SF Visitor Center Fee 1,500.00 Association Fees 1,000.00 Chamber Administration________ 9,000.00 Contract Fulfillment Costs...... ,200.00 Pick up & Delivery 1,000.00 Postage----------------------------------- 4,840.00 Ukiah Story Project 11,700.00 Website &Technology____________ 4,000.00 Marketing Opportunities_________ 4,500.00 Misc. office expense--------------- 00.00 Projected Expenses Total 90,000.00 ACTION ITEMS AND TIMELINES December 6th 2007 TOT Task Force Meeting December 13th 2007 Begin design of Ukiah Brochure January 10th 2008 TOT Task Force Meeting January 10th 2008 Begin Proper Signage Placement Program project. 1. Look for ways to partner with the State of California for signage on Interstate 101 2. Work with the City of Ukiah and Mendocino County, tourist information signage in place through out the greater Ukiah area. 3. Begin work with GPS placement companies; provide update information for proper display. February 22nd 2008 TOT Task Force Meeting March 2008 Ukiah brochures in stock ready as a fulfillment piece March 2008 Ad Placements (Sunset Magazine, Comcast TV Ads, radio etc.) 2008 Continue forward with planning and implementation PROJECTED BUDGET 2009 TOT MEASURE X Bookkeeping $1,000.00 Storage Unit $700.00 Mendo Film $500.00 Staff Wages $11,700.00 NCTC $750.00 Chamber Admin Fee $11,413.00 Visitor Center Fees $1,500.00 Office Supplies $500.00 TOT Grants $12,500.00 Postage $3,000.00 Website Technology $2,000.00 Comcast Multi-media Program $25,000.00* Ukiah Story Project $15,000.00 Print Media & Marketing Opportunities $8,567.00 Grace Hudson Museum $20,000.00 Total Project Budget $1149130.00 *The $25,000 line item budgeted for Comcast is contingent on receiving matching grant funds from Comcast's Northern California Tourism Grant Program. 11:32 AM 02/09/09 Accrual Basis Type Date Mendo-Lake Credit Union Deposit 3/14/2008 Check 3/17/2008 Check 3/17/2008 Check 3/31/2008 Check 3/31/2008 Check 3/31/2008 Check 3/31/2008 Check 3/31/2008 Check 4117/2008 Check 4/21/2008 Check 4/21/2008 Check 4/21/2008 Check 4/2112008 Check 4/30/2008 Check 4/3012008 Check 5/5/2008 Check 5/12/2008 Check 5130/2008 Check 5/30/2008 Check 5130/2008 Check 5/3112008 Check 6/23/2008 Check 6/26/2008 Check 6/26/2008 Check 6/26/2008 Check 6/26/2008 Check 6/30/2008 Check 6130/2008 Check 7/14/2008 Check 7/14/2008 Check 7/14/2008 Check 7/2912008 Check 7/29/2008 Check 7/29/2008 Check 7/31/2008 Check 713112008 Check 8111/2008 Check 8/11/2008 Check 8/1112008 Check 8111/2008 Check 8/11/2008 Check 8/3112008 Check 8/31/2008 Check 9/15/2008 Check 9/2912008 Check 9/29/2008 Check 9/29/2008 Check 9/29/2008 Check 9/2912008 Check 9/29/2008 Check 9/30/2008 Check 9/30/2008 Check 9/30/2008 Check 1016/2008 Check 1016/2008 Check 10/20/2008 Check 10/20/2008 Check 10/31/2008 Check 11/3/2008 Check 11/3/2008 Check 1113/2008 Check 11/2412008 Check 11/24/2008 Check 11124/2008 Check 12/1/2008 Check 12129/2008 Check 12/3112008 Check 12/31/2008 Check 12/31/2008 Transfer 12/31/2008 Transfer 12131/2008 Transfer 12/3112008 Transfer 12/31/2008 Check 12/3112008 Ukiah Chamber of Commerce-TOT General Ledger As of December 31, 2008 Num Name Memo 9 10 13 12 11 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 38 35 35 35 34 43 44 39 45 46 47 48 47 40 49 50 41 53 54 56 55 57 58 59 60 61 62 63 65 66 67 68 71 Total Mendo-Lake Credit Union Savings Acct. Check 3/17/2008 Total Savings Acct. Brochure Design Holding Acct. Transfer 12/3112008 Total Brochure Design Holding Acct. Brochure Holding Acct. Transfer 12/31/2008 Total Brochure Holding Acct. Hear Hear Story Project Holding Mendo-Lake Credit Union Touring & Tasting Ukiah Chamber of Commerce Ukiah Chamber of Commerce Ukiah Chamber of Commerce Susan David's Bookkeeping Service Pete's Mini Storage Pete's Mini Storage 101 Things To Do Mendocino County Film Office North Coast Tourism Pete's Mini Storage Susan David's Bookkeeping Service Ukiah Chamber of Commerce 101 Things To Do Ukiah Chamber of Commerce Susan David's Bookkeeping Service San Francisco Convention & Visit... Pete's Mini Storage Southeast Publications USA Inc. Touring & Tasting Redwood Times RV Journal Tri- City Weekly Pete's Mini Storage Susan David's Bookkeeping Service Tom Liden, Photography Designer Graphics Ukiah Chamber of Commerce Impress Northwestern Fuller Digital Media Comcast Spotlight Pete's Mini Storage Susan David's Bookkeeping Service Riverbend Adventures Laura Hamburg Kate Magruder Erica Cooperider 101 Things To Do Pete's Mini Storage Susan David's Bookkeeping Service Pete's Mini Storage Erica Cooperider Laura Hamburg Kate Magruder Ekotect void void Pete's Mini Storage Susan David's Bookkeeping Service Susan David's Bookkeeping Service 101 Things To Do Ukiah Chamber of Commerce Grapevine Quilters Guild of Mend... void Susan David's Bookkeeping Service Erica Cooperider Kate Magruder Laura Hamburg Pete's Mini Storage Susan David's Bookkeeping Service North Coast Tourism Menu's From Mendocino Solar Living Institute Pete's Mini Storage Susan David's Bookkeeping Service Ukiah Chamber of Commerce Ukiah Chamber of Commerce Mendo-Lake Credit Union ATVAC" Split Amount Deposit to savings Full page ad 1/2 payment Payroll reimbursement Reimbursement advertisements March Inv. men2008O62 April Inv. H2-2007B28 May expenses May dues 08/09 Full page ad final payment Inv. 245240 Inv. No. 9023 Inv. 188 Inv. 82101 June expenses Inv. 14973 Inv. 326 Inv. 07162008 VOID: Inv. #men2008O62 Inv. ET10000 VOID: inv.son2008048 July - Sept expenses Inv. 1068 2nd half of money owed to set aside Funds Transfer Funds Transfer Funds Transfer Website improvement & server upd.. to savings Funds Transfer Funds Transfer Bed Tax Income Office Supplies Savings Acct. Print -SPLIT- -SPLIT- administration Fee Bookkeeping Services Storage Rent Storage Rent Print Mendocino Film Office North Coast Tourism Storage Rent Bookkeeping Services -SPLIT- Print -SPLIT- Bookkeeping Services Marketing Opportunities Storage Rent Print Print Print Print Print Storage Rent Bookkeeping Services Brochures Brochures -SPLIT- Brochures Media Media Storage Rent Bookkeeping Services TOT Grants Here Hear Project Here Hear Project Here Hear Project Print Storage Rent Bookkeeping Services Storage Rent Here Hear Project Here Hear Project Here Hear Project Office Supplies Miscellaneous Miscellaneous Storage Rent Bookkeeping Services Bookkeeping Services Print -SPLIT- TOT Grants Miscellaneous Bookkeeping Services Here Hear Project Here Hear Project Here Hear Project Storage Rent Bookkeeping Services North Coast Tourism Print TOT Grants Storage Rent Bookkeeping Services administration Fee TOT Grant Holding Acct. Brochure Holding Acct. Hear Hear Story Project Ho... Brochure Design Holding A Website & Technology 107,611.31 -84.41 -25.00 -1,600.00 -1,993.50 -746.50 -5,380.56 -80.00 -82.50 -47.50 -1,170.00 -3,000.00 -2,500.00 -47.50 -80.00 -797.40 -1,170.00 -797.40 -60.00 -490.00 -47.50 -460.00 -1,600.00 -406.00 -246.50 -250.00 -47.50 -80.00 -500.00 -2,500.00 -797.40 -5,715.29 -475.00 -1,500.00 0.00 -80.00 -4,000.00 -800.00 -500.00 -300.00 -1,170.00 -47.50 -80.00 -49.50 -150.00 -350.00 -700.00 -220.00 0.00 -47.50 -80.00 0.00 -1,170.00 -2,469.45 -2,500.00 -80.00 -4,000.00 -200.00 -75.00 -47.50 -80.00 -750.00 -1,200.00 -3,500.00 -47.50 -80.00 -5,380.56 -10,000.00 -4,000.00 -4,675.00 -2,000.00 -4,000.00 17,984.34 Mendo-Lake Credit Union 25.00 25.00 Mendo-Lake Credit Union 2,000.00 2,000.00 Mendo-Lake Credit Union 4,000.00 4,000.00 Balance 0.00 107,611.31 107,526.90 107,501.90 105,901.90 103, 908.40 103,161.90 97,781.34 97,701.34 97,618.84 97,571.34 96,401.34 93,401.34 90,901.34 90,853.84 90,773.84 89,976.44 88,606.44 88,009.04 87,929.04 87,439.04 87,391.54 86,931.54 85,331.54 84,925.54 84,679.04 84,429.04 84,381.54 84,301.54 83,801.54 81,301.54 80,504.14 74,788.85 74,313.85 72,813.85 72,813.85 72,733.85 68,733.85 67, 933.85 67,433.85 67,133.85 65, 963.85 65,916.35 65,836.35 65,786.85 65,636.85 65,286.85 64,586.85 64,366.85 64,366.85 64,366.85 64,319.35 64,239.35 64,239.35 63,069.35 60,599.90 58,099.90 58, 099.90 58,019.90 54,019.90 53,819.90 53,744.90 53,697.40 53,617.40 52,867.40 51,667.40 46,167.40 48,119.90 48,039.90 42,659.34 32,659.34 28,659.34 23,984.34 21,984.34 17,984.34 17,984.34 0.00 25.00 25.00 0.00 2,000.00 2,000.00 0.00 4,000.00 4,000.00 0.00 Pagel 11:32 AM 02/09/09 Accrual Basis Ukiah Chamber of Commerce-TOT General Ledger As of December 31, 2008 Type Date Num Name Memo Split Amount Balance Transfer 12/31/2008 Funds Transfer Mendo-Lake Credit Union 4,675.00 4,675.00 Total Hear Hear Story Project Holding 4,675.00 4,675.00 TOT Grant Holding Acct. 0.00 Transfer 12/31/2008 to set aside Mendo-Lake Credit Union 10,000.00 10,000.00 Total TOT Grant Holding Acct . 10,000.00 10,000.00 Payroll Liabilities 0.00 Total Payroll Liabilities 0.00 Opening Bat Equity 0.00 Total Opening Bal Equity 0.00 Retained Earnings 0.00 Total Retained Earnings 0.00 Bed Tax Income 0.00 Deposit 3/14/2008 83050 Deposit Mendo-Lake Credit Union -107,611.31 -107,611.31 Total Bed Tax Income -107,611.31 -107,611.31 administration Fee 0.00 Check 3/31/2008 4 Ukiah Chamber of Commerce 10761.13 total for year 1/2 now 1/2 . Mendo-Lake Credit Union 5,380.56 5,380.56 Check 12/3112006 71 Ukiah Chamber of Commerce 2nd half of money owed Mendo-Lake Credit Union 5,380.56 10,761.12 Total administration Fee 10,761.12 10,761.12 Advertising 0.00 Brochures 0.00 Check 7/14/2008 26 Tom Liden, Photography Mendo-Lake Credit Union 500.00 500.00 Check 7/14/2008 27 Designer Graphics designer Mendo-Lake Credit Union 2,500.00 3,000.00 Check 7/29/2006 29 Impress Northwestern Inv. 14973 Mendo-Lake Credit Union 5,715.29 8,715.29 Total Brochures 8,715.29 8,715.29 Media 0.00 Check 7/29/2008 30 Fuller Digital Media Inv. 326 Mendo-Lake Credit Union 475.00 475.00 Check 7/29/2008 31 Comcast Spotlight Inv. 07162008 Mendo-Lake Credit Union 1,500.00 1,975.00 Total Media 1,975.00 1,975.00 Print 0.00 Check 3/3112008 1 Touring & Tasting Full page ad 1/2 payment Mendo-Lake Credit Union 1,600.00 1,600.00 Check 3131/2008 3 Ukiah Chamber of Commerce RV Journal -Ad visitors center info Mendo-Lake Credit Union 246.50 1,846.50 Check 3131/2008 3 Ukiah Chamber of Commerce Td-City Weekly Mendo-Lake Credit Union 500.00 2,346.50 Check 4/21/2008 6 101 Things To Do Inv. men2008O62 Mendo-Lake Credit Union 1,170.00 3,516.50 Check 5112/2008 14 101 Things To Do Inv. H2-2007828 Mendo-Lake Credit Union 1,170.00 4,686.50 Check 6/23/2008 19 Southeast Publications USA Inc. Mendo-Lake Credit Union 460.00 5,146.50 Check 6/26/2008 20 Touring & Tasting Full page ad final payment Mendo-Lake Credit Union 1,600.00 6,746.50 Check 6/26/2008 21 Redwood Times Inv. 245240 Mendo-Lake Credit Union 406.00 7,152.50 Check 6/26/2008 22 RV Journal Inv. No. 9023 Mendo-Lake Credit Union 246.50 7,399.00 Check 6/26/2008 23 Tri- City Weekly Inv. 188 Mendo-Lake Credit Union 250.00 7,649.00 Check 8/1112008 34 101 Things To Do inv. #men2008062 Mendo-Lake Credit Union 1,170.00 8,819.00 Check 10/6/2008 53 101 Things To Do inv. son2006048 Mendo-Lake Credit Union 1,170.00 9,989.00 Check 12/112008 65 Menu's From Mendocino Mendo-Lake Credit Union 1,200.00 11,189.00 Total Print 11,189.00 11,189.00 Table Tents 0.00 Total Table Tents 0.00 Advertising - Other 0.00 Total Advertising - Other 0.00 Total Advertising 21,879.29 21,879.29 Association Fees 0.00 Total Association Fees 0.00 Bookkeeping Services 0.00 Check 3/31/2008 B Susan David's Bookkeeping Service March Mendo-Lake Credit Union 80.00 80.00 Check 4/3012008 12 Susan David's Bookkeeping Service April Mendo-Lake Credit Union 80.00 160.00 Check 5130/2008 16 Susan David's Bookkeeping Service May Mendo-Lake Credit Union 80.00 240.00 Check 6/30/2008 25 Susan David's Bookkeeping Service Mendo-Lake Credit Union 80.00 320.00 Check 7/3112006 33 Susan David's Bookkeeping Service Mendo-Lake Credit Union 80.00 400.00 Check 8/31/2008 44 Susan David's Bookkeeping Service Mendo-Lake Credit Union 80.00 480.00 Check 9/30/2008 50 Susan David's Bookkeeping Service Mendo-Lake Credit Union 80.00 560.00 Check 9/30/2008 41 Susan David's Bookkeeping Service VOID: Mendo-Lake Credit Union 0.00 560.00 Check 10131/2008 57 Susan David's Bookkeeping Service Mendo-Lake Credit Union 80.00 640.00 Check 1112412008 62 Susan David's Bookkeeping Service Mendo-Lake Credit Union 80.00 720.00 Check 12/3112008 68 Susan David's Bookkeeping Service Mendo-Lake Credit Union 80.00 800.00 Total Bookkeeping Services 800.00 800.00 Contract Fulfillment Costs 0.00 Total Contract Fulfillment Costs 0.00 Here Hear Project 0.00 Check 8/1112008 35 Laura Hamburg Mendo-Lake Credit Union 800.00 800.00 Check 8/11/2008 36 Kate Magruder Mendo-Lake Credit Union 500.00 1,300.00 Check , 8111/2008 35 Erica Cooperider Mendo-Lake Credit Union 300.00 1,600.00 Check 9129/2006 45 Erica Cooperider Mendo-Lake Credit Union 150.00 1,750.00 Check 9/29/2008 46 Laura Hamburg Mendo-Lake Credit Union 350.00 2,100.00 Check 9/2912008 47 Kate Magruder Mendo-Lake Credit Union 700.00 2,800.00 Check 11/3/2006 58 Erica Cooperider Mendo-Lake Credit Union 4,000.00 6,800.00 Check 1113/2008 59 Kate Magruder Mendo-Lake Credit Union 200.00 7,000.00 Page 2 11:32 AM 02/09/09 Accrual Basis Type Date Num Check 11/3/2008 60 Laura Hamburc Total Here Hear Project Marketing Opportunities Check 5130/2008 17 Total Marketing Opportunities Mendocino Film Office Check 4/2112008 9 Total Mendocino Film Office Miscellaneous Check 9/29/2008 47 Check 9/29/2008 40 Check 10/20/2008 55 Total Miscellaneous North Coast Tourism Check 4121/2008 10 Check 11/24/2008 63 Total North Coast Tourism Office Supplies Check 3117/2008 Check 9/29/2008 48 Total Office Supplies Payroll Expenses Check 3/31/2008 2 Check 3/31/2008 2 Check 5/5/2008 11 Check 5/5/2008 11 Check 5/30/2008 15 Check 5/30/2008 15 Check 7/14/2008 28 Check 7/14/2008 28 Check 10/6/2008 54 Check 10/6/2008 54 Total Payroll Expenses Pick Up & Delivery Total Pick Up & Delivery Postage and Delivery Total Postage and Delivery Professional Fees Total Professional Fees SF Visitor Center Fee Total SF Visitor Center Fee Storage Rent Check 4117/2006 5 Check 4/21/2008 7 Check 413012008 13 Check 5/31/2008 18 Check 6/30/2008 24 Check 7/31/2008 32 Check 8/31/2008 43 Check 9/15/2008 39 Check 9/30/2008 49 Check 11/24/2008 61 Check 12/31/2008 67 Total Storage Rent TOT Grants Check 8/1112008 38 Check 10/20/2008 56 Check 12129/2008 66 Total TOT Grants Ukiah Story Project Total Ukiah Story Project Website & Technology Check 12/31/2008 72 Total Website & Technology Interest Income Total Interest Income Other Income Total Other Income Other Expenses Total Other Expenses No accnt Ukiah Chamber of Commerce-TOT General Ledger As of December 31, 2008 Name Memo San Francisco Convention & Visit.- dues 08/09 Mendocino County Film Office void void void North Coast Tourism North Coast Tourism Ekotect Ukiah Chamber of Commerce Ukiah Chamber of Commerce Ukiah Chamber of Commerce Ukiah Chamber of Commerce Ukiah Chamber of Commerce Ukiah Chamber of Commerce Ukiah Chamber of Commerce Ukiah Chamber of Commerce Ukiah Chamber of Commerce Ukiah Chamber of Commerce Pete's Mini Storage Pete's Mini Storage Pete's Mini Storage Pete's Mini Storage Pete's Mini Storage Pete's Mini Storage Pete's Mini Storage Pete's Mini Storage Pete's Mini Storage Pete's Mini Storage Pete's Mini Storage Riverbend Adventures Grapevine Quilters Guild of Mend... Solar Living Institute Ukiah Chamber of Commerce marketing/website checks computer work 2/1 thru 3/31/08 taxes - 2/1 thru 3131/08 Danielles wages Danielles wages May expenses Danielles wages June expenses Danielles wages Danielles wages VOID: Mendo-Lake Credit Union Mendo-Lake Credit Union Mendo-Lake Credit Union Mendo-Lake Credit Union Mendo-Lake Credit Union Mendo-Lake Credit Union Mendo-Lake Credit Union Mendo-Lake Credit Union Mendo-Lake Credit Union Mendo-Lake Credit Union Mendo-Lake Credit Union Mendo-Lake Credit Union Mendo-Lake Credit Union Mendo-Lake Credit Union Mendo-Lake Credit Union Mendo-Lake Credit Union Mendo-Lake Credit Union Mendo-Lake Credit Union Mendo-Lake Credit Union Mendo-Lake Credit Union Mendo-Lake Credit Union Mendc-Lake Credit Union Mendo-Lake Credit Union Mendo-Lake Credit Union Mendo-Lake Credit Union Mendo-Lake Credit Union Mendo-Lake Credit Union Mendo-Lake Credit Union Mendo-Lake Credit Union Mendo-Lake Credit Union Mendo-Lake Credit Union Mendo-Lake Credit Union Mendo-Lake Credit Union Mendc-Lake Credit Union Website improvement & server upd... Mendo-lake Credit Union Amount Balance 75.00 7,075.00 7,075.00 7,075.00 0.00 490.00 490.00 490.00 490.00 0.00 3,000.00 3,000.00 3,000.00 3,000.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 2,500.00 2,500.00 750.00 3,250.00 3,250.00 3,250.00 0.00 84.41 84.41 220.00 304.41 304.41 304.41 0.00 1,800.00 1,800.00 193.50 1,993.50 720.00 2,713.50 77.40 2,790.90 720.00 3,510.90 77.40 3,588.30 720.00 4,308.30 77.40 4,385.70 2,202.75 6,588.45 266.70 6,855.15 6,855.15 5,855.15 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 82.50 82.50 47.50 130.00 47.50 177.50 47.50 225.00 47.50 272.50 0.00 272.50 47.50 320.00 49.50 369.50 47.50 417.00 47.50 464.50 47.50 512.00 512.00 512.00 0.00 4,000.00 4,000.00 2,500.00 6,500.00 3,500.00 10,000.00 10,000.00 10,000.00 0.00 0.00 0.00 4,000.00 4,000.00 4,000.00 4,000.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 Page 3 11:32 AM 02/09/09 Accrual Basis Type Date Total no accnt TOTAL Ukiah Chamber of Commerce-TOT General Ledger As of December 31, 2008 Num Name Memo Split Amount Balance 0.00 0.00 0.00 Page 4 11:32 AM Ukiah Chamber of Commerce-TOT 02/09/09 General Ledger Accrual Basis As of December 31, 2009 Type Date Num Name Memo Split Amount Balance Mendo-Lake Credit Union 17,984.34 Check 115/2009 69 SCVB Partner Marketing Association Fees -500.00 17,484.34 Check 115/2009 70 Ukiah Chamber of Commerce Oct - Dec expenses -SPLIT- -2,320.32 15,164.02 Check 1/12/2009 73 Valerie Johnson camera project Marketing Opportunities -100.00 15,064.02 Check 1/26/2009 74 Stott Outdoor Advertising TOT Bill Boards (2) Media -7,200.00 7,864.02 Check 1/3112009 75 Pete's Mini Storage Storage Rent -47.50 7,816.52 Check 1/3112009 76 Susan David's Bookkeeping Service Bookkeeping Services -80.00 7,736.52 Total Mendo-Lake Credit Union -10,247.82 7,736.52 Savings Acct. 25.00 Total Savings Acct. 25.00 Brochure Design Holding Acct. 2,000.00 Total Brochure Design Holding Acct. 2,000.00 Brochure Holding Acct. 4,000.00 Total Brochure Holding Acct. 4,000.00 Hear Hear Story Project Holding 4,675.00 Total Hear Hear Story Project Holding 4,675.OD TOT Grant Holding Acct. 10,000.00 Total TOT Grant Holding Acct. 10,000.00 Payroll Liabilities 0.00 Total Payroll Liabilities 0.00 Opening Bal Equity 0.00 Total Opening Bal Equity 0.00 Retained Earnings -38,684.34 Total Retained Earnings -38,684.34 Bed Tax Income 0.00 Total Bed Tax Income 0.00 administration Fee 0.00 Total administration Fee 0.00 Advertising 0.00 Brochures 0.00 Total Brochures 0.00 Media 0.00 Check 1/2612009 74 Stott Outdoor Advertising TOT Bill Boards (2) Mendo-Lake Credit Union 7,200.00 7,200.00 Total Media 7,200.00 7,200.00 Print 0.00 Total Print 0.00 Table Tents 0.00 Total Table Tents 0.00 Advertising - Other 0.00 Total Advertising - Other 0.00 Total Advertising 7,200.00 7,200.00 Association Fees 0.00 Check 1/5/2009 69 SCVB Partner Marketing Mendo-Lake Credit Union 500.00 500.00 Total Association Fees 500.00 500.00 Bookkeeping Services 0 00 Check 1/3112009 76 Susan David's Bookkeeping Service Mendo-Lake Credit Union 80.00 . 80.00 Total Bookkeeping Services 80.00 80.00 Contract Fulfillment Costs 0.00 Total Contract Fulfillment Costs 0.00 Here Hear Project 0.00 Total Here Hear Project 0.00 Marketing Opportunities 0.00 Check 1/12/2009 73 Valerie Johnson camera project Mendo-Lake Credit Union 100.00 100.00 Total Marketing Opportunities 100.00 100.00 Mendocino Film Office 0.00 Total Mendocino Film Office 0.00 Miscellaneous 0.00 Total Miscellaneous 0.00 North Coast Tourism 0.00 Total North Coast Tourism 0.00 Office Supplies 0.00 Total Office Supplies 0.00 Payroll Expenses 0.00 Check 11512009 70 Ukiah Chamber of Commerce Danielles wages Mendo-Lake Credit Union 2,146.50 2,146.50 Page 1 11:32 AM Ukiah Chamber of Commerce-TOT 02/09/09 General Ledger Accrual Basis As of December 31, 2009 Type Date Num Name Memo Check 115/2009 70 Ukiah Chamber of Commerce Total Payroll Expenses Pick Up & Delivery Total Pick Up & Delivery Postage and Delivery Total Postage and Delivery Professional Fees Total Professional Fees SF Visitor Center Fee Total SF Visitor Center Fee Storage Rent Check 1/31/2009 75 Pete's Mini Storage Total Storage Rent TOT Grants Total TOT Grants Ukiah Story Project Total Ukiah Story Project Website & Technology Total Website & Technology Interest Income Total Interest Income Other Income Total Other Income Other Expenses Total Other Expenses No accnt Total no accnt TOTAL Danielles wages Split Mendo-Lake Credit Union Mends-Lake Credit Union Amount Balance 173.82 2,320.32 2,320.32 2,320.32 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 n on 47.50 47.50 47.50 47.50 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 Page 2 TOT Chamber of Commerce Agreement Attachment No. 5 TOT EASE X PERFORMANCE AGREEMENT BETWEEN THE CITY OF KIA AND THE GREATER IAH CHAMBER OF COMMERCE -This Agreement is made this 5th day of December, 2007, by and between the City of Ukiah, herein called "City," and the Greater Ukiah Chamber of Commerce, a California not for profit corporation formed pursuant to the laws of the State of California, herein called "Chamber." RECITALS 1. The City is desirous of creating a quality promotional program for the Greater Ukiah area, the City of Ukiah, and Ukiah's tourism industry. 2. In November 2006, the voters of the City of Ukiah passed Measure X which raised the transient occupancy tax (TOT) in the City from 8% to 10%. The ballet measure specified for the first two years, 75% of the additional revenue would be spent on promotion of the City of Ukiah and it's tourism industry, and 50% thereafter. 3. The City specified that the Chamber would administer and distribute the portion of funds identified by the City for a promotional program. 4. The Chamber has the ability and desire to develop and implement a promotional program on behalf of the City. NOW, THEREFORE, in consideration of the above-recited facts and agreement contained herein, it is agreed as follows: A. TERM This Agreement shall be effective from January 1, 2008, and shall terminate on December 31. 2008. B. SCOPE OF SERVICES The Chamber shall carry on promotional activities with and on behalf of the City. These activities shall be carried on in cooperation and coordination with the City. These services shall include, but are not limited to the work plan attached as Exhibit A. C. REPRESENTATION The Chamber shall provide the City the option for two (2) representatives on the Chamber's TOT Task Force organized to develop and implement the work plan under the direction of the Chamber's Board of Directors. D. RECORDS REPORTS AND ACCOUNTABILITY In addition to the agenda packets of the regular scheduled meetings of the Chamber's Board of Directors and the TOT Task Force supplied to the City's representatives, the Chamber shall furnish an written annual report by January 31, 2009 covering the prior year's activities and services defined in this agreement for the period from January 1, 2008 through December 31, 2008. The report shall include the type and scope of promotional activities implemented under this agreement; measures documenting the success of the promotional activities; and such other information that may be relevant to provide sufficient data to satisfy the terms and scope of this agreement. Such report shall identify and quantify all work program tasks and objectives completed during the term of this agreement and detail and quantify the impact of completed program objectives on promotion and tourism for the City of Ukiah. The report shall also itemize and quantify any uncompleted program work tasks or goals, provide justification for failure to complete any tasks or goals, and forward recommendations for how those tasks or goals might be successfully completed in the future. Chamber shall maintain a bookkeeping system and books of account in accordance with generally accepted accounting principles consistently applied, which outline the accounting and utilization of the City's funds paid to the Chamber for services defined in this agreement. The City shall have access to said books of account during regular business hours for purposes of inspection and audit. Chamber shall fully cooperate with the City and its agents and accountants during any such inspection and audit, including, but not limited to, making its employees, accountants, bookkeepers, or officials available to provide any requested information or documents. Chamber shall furnish a detailed financial report by December 31, 2008 covering the annual activities of the promotional program undertaken on behalf of the City. Furthermore, the Chamber shall provide a verbal report to the. Ukiah City Council at a regular scheduled council meeting by January 31, 2009 detailing the activities defined in this agreement. The presentation shall include a summary of the items identified in the written reports. Any and all future Agreements between the Chamber and the City shall not only be predicated on the Chamber's on-going ability to accomplish the prescribed services contained in the "Scope of Services" and completion/submission of the identified reports, but also shall be dependent on the City's ability to garner available funds from its budget to support the Chamber. E. FINANCIAL COMPENSATION BY CITY In consideration of the Chamber's performance of the above services, and under the terms of this Agreement, the City shall pay the Chamber the sum of 75% of the additional revenue collected from the increase in transient occupancy tax from 8% to 10% for the 2007 calendar year. This sum of money shall constitute the entirety of the City's financial contribution to the Chamber for the term and scope of services detailed in this Agreement. Chamber shall submit a written request for the release of funds from the City and within 15 business days thereafter the City shall pay the Chamber. F. INSURANCE AND INDEMNIFICATION During the term of this Agreement, the Chamber agrees to indemnify and hold harmless the City, its officers, agents, and employees from and against any and all claims, losses, defense costs, or liability of any kind or nature which the City, its officers, agents, and employees may sustain or incur or which may be imposed upon them for injury to or death of persons, or damage to property as a result of, arising out of, or in any manner connected with the Chamber's performance under the terms of this Agreement, excepting only liability arising out of the sole and active negligence of the City. Without limiting the Chamber's indemnification, it is agreed that the Chamber shall maintain in force at all times during the performance of this Agreement, the following policy or policies of insurance approved by the City and issued by admitted California insurers approved by the City covering its operations: 1. Comprehensive General Liability, including contractual liability, products, and completed operations and business automotive liability, all of which shall include coverage for both bodily injury and property damage with a combined single limit of One Million Dollars ($1,000,000). 2. Worker's Compensation coverage at statutory limits. 3. The certificates of insurance and endorsements shall be completed to the satisfaction of the City. Should the Chamber fail to comply with this paragraph then, the City shall have the right to immediately terminate this Agreement without further notice to Chamber. G. RELATIONSHIP BETWEEN CHAMBER AND CITY Nothing in this Agreement shall be construed as making the Chamber or any of its, employees or representatives, the agent or employee of the City for any purpose,; or any employee of the City an employee of the Chamber or creating between the City and the Chamber the relationship of legal partners or joint ventures. It is understood that the contractual relationship of the Chamber to the City is that of an independent contractor. H. TERMINATION FOR NON-PERFORMANCE Except as provided in paragraph D, if any party to this Agreement breaches any provision thereof, then the other party may give the defaulting party a notice to remedy such violation within thirty (30) days. The other party may terminate the Agreement: (a) if such violation is not remedied within said 30 days; (b) if the breach cannot be remedied within such time period; or (c) the defaulting party has not commenced efforts to cure the breach or fails to diligently complete steps necessary to cure the breach. Should this contract be terminated for breach on the part of the Chamber, compensation as provided in paragraph D, shall be refunded to the City on a prorata basis. A waiver by either party of performance of any provision ofthis Agreement shall not amount to a future waiver of the strict performance of such provisions 'or of any other provision of this Agreement. NON-PERFORMANCE DUE TO CONDITION BEYOND CONTROL OF PARTIES If either party is unable to perform its obligations under this Agreement due to conditions beyond its reasonable control, such as, but not limited to, changes in local, state, or federal laws or regulations arising form legislative changes, judicial interpretations of existing law, vote by the citizens of Ukiah, or administrative action, and not due to the fault or neglect of any party, such failure to perform shall not be deemed a violation of this Agreement provided the party whose performance is so prevented performs its obligation as soon as practicable after the occurrence of the event preventing performance under this Agreement. Such party shall use reasonable diligence to put itself again in a position to carry out its obligations hereunder, and in the event such party does not or cannot within a reasonable time put itself again in a position to do so, the other party may, at its option, terminate this Agreement. 3 J. MISCELLANEOUS PROVISIONS 1. WAIVER OR MODIFICATION INEFFECTIVE UNLESS IN WRITING No waiver or modification of the Agreement or of any covenant, condition, or limitations herein contained shall be valid unless in writing and duly executed by the party to be charged therewith. Furthermore, no evidence of any waiver or modification shall be offered or received in evidence in a proceeding, arbitration, or litigation between the parties arising out of or affecting this Agreement, or the rights or obligations of any party hereunder, unless such waiver or modification is in writing and duly executed. The provisions of this paragraph may not be waived, except a herein set forth. 2. SEVERABILITY In the event any section, subsection, provision, or clause of this Agreement or any combination thereof is found to be unenforceable at law, inequity, or under any presently existing or hereafter enacted legislation, regulation, or order of the United States, any state or subdivision thereof or any municipality, those findings shall not in anyway affect the other sections, subsections, provisions, or clauses of this Agreement, which shall continue in full force and effect, and the unenforceable provisions shall be interpreted in a manner that imposes the maximum restriction or obligation permitted by applicable law. Every provision of this Agreement is intended to be severable. If any term or provision hereof is illegal or invalid for any reason whatsoever, such illegality or invalidity shall not affect the validity of the remainder of the Agreement. 3. NOTICE Whenever notice is permitted or required by this Agreement, it shall be deemed given when deposited in the U.S. Mail with proper first class postage affixed thereto and addressed or personally delivered to: City of Ukiah Attention: City Manager 300 Seminary Ave. Ukiah, CA 95482 4. DUPLICATE ORIGINALS Greater Ukiah Chamber of Commerce Attention: CEO 200 South School Street Ukiah, CA 95482 This Agreement may be executed in one or more duplicate originals each bearing the original signatures of the parties. When so executed, each such duplicate original shall be admissible to establish the existence and terms of this Agreement. 5. AUTHORITY The parties hereto acknowledge that they have the authority to execute this Agreement on behalf of the entity that they represent as herein set forth below. 4 6. ARBITRATION (a) All claims or controversies, disputes and other matters in question arising out of or relating to this Agreement or the breach hereof, shall be decided by binding arbitration. On the written request of either party served on the other party shall be submitted to arbitration. Arbitration shall comply with and be governed by the provisions of the California Arbitration Act. The award rendered by the arbitrators shall be final, and judgment may be entered upon it in accordance with the laws of the State of California in any court having jurisdiction thereof. Arbitration shall be conducted at a situs in the County of Mendocino, State of California. (b) The arbitrator shall be a person mutually agreed upon by Chamber' and City within 30 days notice of either party's request for arbitration. If the parties cannot agree upon an arbitrator, they shall each appoint one arbitrator. The two persons so appointed shall select a third impartial arbitrator whose decision shall be final and conclusive upon both parties. (c) The charges, expenses and fees of the arbitrator(s) shall be borne and paid fifty (50%) percent by the disputing party instituting the arbitration and the balance by the other party. The cost of arbitration shall be borne by the losing party or in such proportions as the arbitrator decide. At such time as the arbitrator determines who is the prevailing party, the prevailing party shall be entitled to an award, which represents the charges, expenses and fees of arbitration, and an award for attorney fees and costs. (d) Notice of demand for arbitration shall be filed in writing with the other party. The demand for arbitration shall be made before the date when the institution of legal or equitable proceeding based upon such claim, dispute or other matter would be barred by the applicable statute of limitations. By the parties initials below each of them hereby acknowledges that they have read, understood and agree to be bound by the arbitration provisions stated herein above. City of Ukiah Candace Horsley, City Manager 7. ATTORNEY'S FEES AND COSTS GREATER UKIAH CHAMBER OF COMMERCE Bert Mosier, CEO Jan Bell, Chairperson of the Board If any action is commenced, whether suit is filed or not, to enforce or interpret the terms of this Agreement, or to determine if the contract has been breached, the prevailing party shall be entitled to reasonable attorney's fees and costs, and necessary disbursements in addition to any other relief to which that party may be entitled. This provision shall be construed as applicable to the entire contract. 8. ENTIRE AGREEMENT This Agreement supersedes any and all other agreements, either, oral or in writing, between the parties hereto with respect to the terms and conditions contained herein, and contains all of the covenants and agreements between the parties with respect to this Agreement in any manner 5 whatsoever. Each party to this agreement acknowledges that no representations, inducements, promises, or agreements, orally or otherwise, have been made by any party, or anyone acting on behalf of any party, which are not embodied herein, and that no other agreements, statement, or promise not contained in this agreement shall be valid or binding. 9. GOVERNING LAW AND JURISDICTION This agreement shall be governed by and construed in accordance with the laws of the State of California as they apply to a contract entered into and performed in that State. Jurisdiction shall be in Mendocino County, California. 10. PLAIN MEANING This Agreement shall be interpreted in accordance with its plain meaning, neither for nor against any party. 11. HEADINGS AND CONTEXT The headings, of this Agreement are inserted for convenience only and do not define, limit or extend the scope or intent of this agreement or any provision thereof. When the context permits, a word or phrase used in the singular means the plural and when used in any gender, its meaning also includes all genders. 12. MERGER This Agreement constitutes the entire understanding between the parties as to the terms and conditions contained herein, all previous understandings being merged herein. 13. ADEQUATE ASSURANCES Each party shall execute, acknowledge and deliver such additional documents, writings or assurances as the other may periodically require so as to give full force and effect to the terms and provisions of this Agreement. 14. CONSTRUCTION OF AGREEMENT This Agreement has been reviewed by separate counsel for both parties. Any ambiguity existing in this Agreement shall not be construed against either party as the drafter of this Agreement. 15. TIME Time is of the essence of this Agreement. ACKNOWLEDGEMENT: IN WITNESS WHEREOF, this Agreement is executed by the City of Ukiah and the Greater Ukiah Chamber of Commerce, by their duly authorized representatives, on the day and year first above written. BY SIGNATURE HEREUNDER, THE PARTIES ACKNOWLEDGE THAT THEY HAVE THE AUTHORITY TO BIND THE ORGANIZATION ON WHOSE BEHALF THEY EXECUTE THIS 6 DOCUMENT; READ THIS ENTIRE AGREEMENT; HAVE A CLEAR UNDERSTANDING OF THE OBLIGATIONS, RIGHTS, DUTIES, AND LIABILITIES WHICH ARISE AS A RESULT OF THEIR EXECUTION BELOW; AND ARE IN RECEIPT OF A COPY HEREOF. CITY OF UKIAH Candace Horsley, City Manager APPROVED AS TO FORM: GREATER UKIAH CHAMBER OF COMMERCE Bert Mosier, CEO Jan Bell, Chairperson of the Board David Rapport, City Attorney ATTEST: Linda Brown, City Clerk Pagel of 3 Jane Chambers From: Sage Sangiacomo Sent: Wednesday, March 04, 2009 4:24 PM To: Cathleen Moller; Jane Chambers Subject: RE: TOT Questions Here are the answers to the question provided by Cathleen and myself: 1. What is the total take from TOT for 08-09? What is the projected take for 09-10? (That is, what is the total for the 10% tax?) Response: Measure X was passed in November 2006 and went into effect on January 1, 2007. Funds had to be generated prior to any contractual arrangement with the Chamber. At Council's direction, City staff and the Chamber worked together to develop a work plan which was implemented for calendar year 2008 and utilized the funding collected from the first year of Measure X (calendar year 2007). The contractual arrangement is for calendar year not the City's fiscal year. To directly answer the first question regarding the total TOT collected: 07/08: $753,000 08/09: Budgeted at $742,000 (The fiscal year is not complete, thus the number is only an estimate.) 2. Does the City put the first 8% of those funds yearly in our General Fund? Response: Yes. In fact, all of the funds including the Measure X 2% are technically considered General Funds. 3. Is it correct that the Chamber, under contract, received 75% of the Measure X (above the 8% level)during fiscal year 07-08 AND 08 -09? Response: As stated above, the contract with the Chamber is for calendar year and we have just finished the first contract year (08) and the action for tonight's meeting is for the second year (09). Per the Council approved resolution, 75% for the first two years shall be expended for promotion of the City of Ukiah and its tourist industry, and not less than 50% thereafter. 4. If the answer to #3 is correct then this coming fiscal year the Chamber contract should only be for 50% of the Measure X funds. Correct? Response: This is the second year of implementation and requires a contribution of "not less than 75%." 5. What is the total of Measure X funds for 08-09? Response: Calendar Year 07: $143,481.75 Calendar Year 08: $152,173.81 6. What is the projected take from Measure X for 09-10? Response: I haven't yet calculated the Calendar Year 09 projected revenue, but the Fiscal Year 09/10 for Measure X is estimated at $137,500 (This is a very early and conservative estimate). 7. Will copies of all the produced brochures be available for the Council 3/4/2009 Page 2 of 3 to view tonight? Response: Cathleen has requested that the Chamber have this information available for tonight. 8. Who on the TOT Task Force lives in the City of Ukiah and/or what o of the TOT Task Force is comprised of City residents? Response: The members of the Task Force are representatives of a broad range of organizations and business within the City who have a strong interest in promoting Ukiah as a Tourist destination. Most are not City residents, but all have business and tourist industry ties to the City of Ukiah. The members, who are listed on the front page of Attachment No. I are: Tom Liden, Main Street Program Chairperson. Also a member of the Wine Commission Michelle Johnson, Nelson Family Vineyards Cathleen Moller, E.D. Manager Sherrie Smith- Ferri Grace Hudson Museum Don Ballek, EDFC/Director (City Resident) Bret Cooperrider, Ukiah Brewery Co. (City Resident) Anil Bhula, Fairfield In (rep of all lodging)(City Resident) Bert Mosier, Chamber Kate Magruder, Community Artist Laura Hamburg, Writer and Promotional Consultant 9. The contract requires or allows no, none, zero Council oversight of the spending of the granted 750 (or this year 500) of Measure X funds once the contract is signed. Is that correct? Response: Council approves the annual work plan and contract. In addition, the contract requires that two seats on the task force be filled by City representatives. Last year the Council filled these two seats with the City's Economic Development Manager and the City's Museum Director. Furthermore, the Chamber is required to report back to the Council each year (providing a verbal report, written report and documentation on activities and expenditures) 10. Where is the report for Measure X expenditures and achievements for 07-08? Response: Calendar Year 08 expenditures and achievements are included as attachments to the ASR (Attachments 1, 2, and 4). Sage Sangiacomo Director of Community & General Services City of Ukiah 300 Seminary Avenue Ukiah, CA 95482 P) 707-463-6221 F) 707-463-6740 ssangiacomo@cityofukiah.com -----Original Message----- From: Cathleen Moller Sent: Wednesday, March 04, 2009 3:09 PM To: Jane Chambers Cc: Sage Sangiacomo Subject: RE: TOT Questions 3/4/2009 Page 3 of 3 Jane, Sage and I are meeting now to go over this. We will be prepared to answer as many of these questions as possible tonight. Bert and many of the TOT Committee members will be present as well to field questions. I appreciate the heads up. Cathleen -----Original Message----- From: Jane Chambers Sent: Wednesday, March 04, 2009 3:01 PM To: Cathleen Moller Subject: FW: TOT Questions Sorry, I see he didn't send to you. It may be too much, let me know what answers we have, and those we don't. You can call me at 467-1915, thanks -----Original Message----- From: felipe@pacific.net [mailto:felipe@pacific.net] Sent: Wednesday, March 04, 2009 1:56 PM To: Jane Chambers Subject: TOT Questions Hello Jane and Cathleen. I apologize if these questions have been answered in the ASR but I have yet to find them. I realize it is late in the day. Still I hope you'll be able to respond if these questions are asked tonight. 1. What is the total take from TOT for 08-09? What is the projected take for 09-10? (That is, what is the total for the 10% tax?) 2. Does the City put the first 8% of those funds yearly in our General Fund? 3. Is it correct that the Chamber, under contract, received 75% of the Measure X (above the 8% level)during fiscal year 07-08 AND 08 -09? 4. If the answer to #3 is correct then this coming fiscal year the Chamber contract should only be for 50% of the Measure X funds. Correct? 5. What is the total of Measure X funds for 08-09? 6. What is the projected take from Measure X for 09-10? 7. Will copies of all the produced brochures be available for the Council to view tonight? 8. Who on the TOT Task Force lives in the City of Ukiah and/or what % of the TOT Task Force is comprised of City residents? 9. The contract requires or allows no, none, zero Council oversight of the spending of the granted 75% (or this year 50%) of Measure X funds once the contract is signed. Is that correct? 10. Where is the report for Measure X expenditures and achievements for 07-08? Thanks. 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Pine Street, Ukiah (707) 462-1653 www.sanfordhouse.com Sunrise inn 650 South State Street, Ukiah (707) 462-6601 www.sunriseinn.net Super 8 Motel 693 South Orchard Avenue, Ukiah (707) 468-8181 www,super8Likiah.com Ukiah Economy Inn 406 South State Street, Ukiah (707) 462-8611 Voll Motel 628 North State Street, Ukiah (707) 463-1610 Ukiah Regional Airport 1403 So. State Street (707) 467-2817 Ukiah Valley Conference Center 200 South School Street, Ukiah (707) 463-6700 www.cityofukiah.com FOR INFORMATION: Greater Ukiah Chamber of Commerce Wt c L City of Ukiah iDco;?i Uniquely Ukiah provided by Measure X TOT funds, City of Ukiah and the Greater Ukiah Chamber of Commerce i' Nowhere else is like this place. Set within the green and golden depths of California's Mendocino County, and just two hours north of San Francisco, the City of Ukiah is one of the most unique commu- nities in America. Ukiah is where rolling vineyards, pear orchards, and giant redwoods converge-where ranching and timber families live alongside ex-hippies, internationally renowned musicians, artists and winemakers. Ukiah is the only place in the world where you can soak in warm, carbonated mineral baths, stop at the only art gallery housed in a massive section of a Redwood tree, shop in our historic downtown, then dine at the first certified organic brew pub in the United States before attending world-debuts at the New Plays Festival. Nowhere else is like is place. Nowhere else is so Uniquely Ukiah. A 401 / A lit I B k 4~- Unique F~ctis CD ° 0 CD c° °o Q~ o C-) C) =r o ° ° o o a Q ID CD ID C', Q N CD ° C o 2 c> n o. c_° n pp ° ~ o -p p N U) CD CD C, 5- ` W -n aD CD O O Sy N C m ZS O CO CQ Q O E3 CCD, CD C O Sy Cn = CJ O n- CQ c Al 2 O _ m O C5 m < N C7 co Cy co CD m ° ° CCD O- m 'O O -O- (mn- o v o- w c C c cn o w _ - m c m - CD c o ° O 2-:1- _O I 2 O O S OT C m ° E ° CD c = sv m CD CD O CD O CD ° O C7 CD O O p p O ID c O E3 S- M CD C Cl) o 77 -0 E3 CD O Q m m p S p o G r-L N R~ ° ° C T. ? Q O c0'J cr) O O 00 m C11 CD N CD O 77 ty O o o m m Q CD c-)' U) E3 Cmi) m Sy O O CD CD M ' SZ m m CD O C o. = C M c o w m m E O O O C-i CD O CD O ~ c n- an w to c:t C a CD 1 Cn f? 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(D E o > o Q co n o m p 0 0 cc m m c C co En d z = C-) o o ' ` p ~ V5 5 l O in o ~ ` ° z JJ LL ¢ m a t - a' m m > c _ ~ I ~ m o m m _ z i c E75 m ° - ? C cO - - co > m U m m LL CD Li O O CD < 7o ~ CD m c CD E CZ C Q CD D CD U) co U o - w u U m n SJUAJ 4"llblul North to Willits 1-1. America's BestValue Inn C A L I F O R N I A 2. Best Western Orchard 3. Comfort Inn & Suites . Days Inn' 5. Fairfield Inn & Suites . Hampton Inn 7. Motel6 4 8. Quality Inn 9. Royal Motel 1. Sanford House 11. Sunrise Inn 0 12. Super 8 Motel ° 13. Ukiah Economy Inn L 14.Vaga Bond Hotel 15. VolI Motel 6 Perkins Street Points o interest: G A. Alex R. Thomas Plaza i f i Nowhere else is like this place. POINTS OF INTEREST Alex R. Thomas Plaza Mendocino County Superior Court Ukiah Municipal Corner of Clay & School Streets 100 North State Street Golf Course (707) 463-6700 (707) 463-4660 599 Park Blvd. (707) 467-2832 City of Ten Thousand Buddhas Pear Tree Shopping Center 2001 Talmage Road Corner of Perkins St. & Orchard Ave. Ukiah Regional Airport (707) 462-0939 (707) 468-8630 1403 South State St. (707) 467-2817 Downtown Ukiah Ukiah Brewing Company Ukiah Main Street Program and Restaurant Ukiah Valley 200 South School Street 102 South State Street Conference Center (707) 463-6729 (707) 468-5898 200 South State St. (707) 463-6700 Grace Hudson Museum Ukiah City Civic tenter 431 South Main Street 300 Seminary Avenue Vichy Springs Resort (707) 467-2836 (707) 463-6200 2605 Vichy Springs Rd. (707) 462-9515 HOTELS America's Best Value Inn Hampton Inn Sunrise Inn 1070 South State Street 1160 Airport Park Blvd. 650 South State Street (707) 462-6657 (707) 462-6555 (707) 462-6601 Best Western Orchard Inn Motel 6 Super B Motel 555 South Orchard Avenue 1208 South State Street 693 South Orchard Avenue (707) 462-1514 (707) 468-5408 (707) 468-8181 Comfort Inn & Suites Quality Inn Ukiah Economy Inn 1220 Airport Park Blvd. 1050 South State Street 406 South State Street (707) 462-3442 (707) 462-2906 (707) 462-8611 Days Inn Royal Motel Vaa and Hotel 950 North State Street 750 South State Street 601 Talmage Road (707) 462-7584 (707) 462-7536 (707) 462-8868 Fairfield Inn & Suites Sanford House oll Motel 1140 Airport Park Blvd. 306 South Pine Street 628 North State Street (707) 463-3600 (707) 462-1653 (707) 463-1610 giants-awned and operated vay. Use the following key Walk- Shop , Dine w Enjoy 4 L GIFTS / 106 W. Church St. • 621-1135 www.cinnabarceramics.com Dandelion Floral / 203 S. School St. • 462-3446 www.dandelionfloraLcom Dragon's Lair ® L / 101 S. Main St • 462-4010 Emerald Triangle Glassworks L 415 S. State St. • 467-3994 Grace Hudson Museum / Sun House & Store 431 S. Main St • 467-2836 www,gracehudsonmuseum.org Grace's on Main i L / Hoyman-Browe Studio 323 N. Main St • 462-5911 www.gracesonmain.com Habitat, The 110 S. School St. • 462-3920 Incognito L'0 202 S. State St. • 463-2624 www.incognitohotpotato.com Joey's Salon 185 Seminary Ave., 462-9117 Mendocino Bounty It (9 t 2005. School St., 463-6711 ?1+ <nad' TIrrid 6MIv,01 a L / 290 S. School St., 462-4060 www.nomads-wodd.com Penny's Trophies & Gifts 280 S. State St., 468-0710 rl!re,s 3lSn Y5 6 0 L / 112 S. School St., 462-2320 wvvw.threesistersukiah.com 1nx;:a 1st, Garden, i ® * 312 N. School St .468-7936 www.artgardenwine.com Ukiah Trophy & Gifts 407 S. State St. • 462-1110 HOBBY - GAMES EDUCATION Crossover Comics and Games 295 N. State St. • 463-0228 Mendocino Hobbies 115 S. State St. • 462-9727 www.mendocinohobbies.com HOME FURNISHINGS Curry's Furniture 245 E. Standley St • 462-2901 Habitat,The 110 5 School St. • 462-3920 r i-id 5 1 ,y ® L/ 290 S. School St. • 462-4060 www.nomads-wodd.com Sleep World 401 S. State St. • 468-9283 JEWELERS ® GEMS 3`i3c1 ; rplar / 162 W. Smith St. • 462-2323 Beads and Stuff 575-A S. State St • 462-9210 Craftsman Estate Jewelry and Trading Co. 306 N. State St. • 463-3900 Dragon's Lair i ® L / 101 S. Main St. • 462-4010 Lustre Jewelry and Gem Company 118 S. State St. • 462-0907 Ruby Slippers L 110 N. School St. • 462-7829 LAWN -GARDEN 41c)W- Pools and Pallas 509 S. State St. • 462-7305 LODGING CONFERENCE Economy Inn 406 S. State St. • 462-8611 Sunrise Inn 650 S. State St. • 462-6601 www.sunriseinn.net Ukiah Valley Conference Center 200 S. School St. www.dtyofukiah.com For more lodging options: Go to www.downtownukiah.com i :I,S.Post Office .a~ ttt~_aa i y v Oak Street aaaNo=F nce CourtHouse School Street oF$o =1011ulh J cal South ~ 2W North 300 North North State Street a z Lamb's Inn x a_ ° Main Street o H Z r 0 -t t MARKETS Prime Market L 295 W. Mill St. Rite Aid L 0 680 S. State St. • 462-6591 Safeway L 0 653 S. State St. • 467-2700 www.safeway.com MOVIE THEATRES Ukiah Regal 6 L 612 5. State St. • 462-6788 music Oi 7 +1145e 0 L 362 N. State St • 463-8444 Frank Short's Music and Recording 537 S. Main St. • 462-5386 JitterboxMusic L 0 200 S. State St. • 462-4311 www.jitterboxmusic.com OFFICE SUPPLY ;Ma'13uo..l2i(e~i 9L-? f °~Se~1~~iT~ 203 S. Main St. • 462-8786 mlop@pacific.net PET Mendocino Barkery L 200 S. School St. • 463-3644 www.dogcookieclub.com MLs P hie inOni13;2 ?et 610 S. State St. • 462-1848 Wine Country Aquariums L 307 N. State St. • 467-9931 PHOTO FINISHING STUDIOS Fantasy Stills 116 W. Standley St • 462-5851 www.fantasystills.com Photo Finish/Portriat by Design 125 N. State St • 462-6242 Triple S Camera 260 S. School St. • 462-3163 Downtown UKIAH P Parking Locations 11 ATM machines Listings in . ' A 1.;E are establishments that are friends of the Ukiah Main Street Program. SALOONS Forest Club 4 ~ L 239 N. State St. • 462-7169 Patrona Restaurant & Lounge ! J^ L 130 W. Standley St. • 462-9181 www.patronarestaurant.com Rack-em up Quality Billiards 209 S. School St. • 468-1421 Ukiah Brewing Company i ~ L 0 4 102 S. State St. • 468-5898 www.ukiahbrewingco.com SERVICES For a complete listing of service businesses: Go to www.downtownuWah.com SEWING NEEDLEWORK Heidi'sYamHaven i L / 180 S. School St. • 462-0544 www.heidisyamhaven.com SHOES Mac Nab's Mens' Ware 111 N. State St. • 462-2767 Ruby Slippers 110 N. School St • 462-7829 Siroetly and Sax 120-B W. Standley St. - 463-6933 SPORTING GOODS Freedom Skateboard Shop L 435 N. State St., 462-3310 The Bunker L 0 328 N. State St., 462-1357 TELEVISION Puma TV 198 S. School St. • 462-3500 TOYS Incognito L 202 S. State St., 463-2624 www.incognitohotpotato.com Little Brown Bear L 123 S. Main St., 463-1983 Mendocino Hobbies 115 S. State St., 462-9727 www.mendocinohobbies.com Three Sisters i ® L / 112 S. School St., 462-2320 www.threesistersukiah.com WINE TASTING iicrra-Aft, Garden, Wine i L t / 312 N. School St • 468-7936 www.artgardenwine.com a ~ ~ RESOLUTION NO 2006-68 RESOLUTION OF THE C OF THE CITY OF UI[IAH ESTABLISHING ALLOWABLE US OF HOTEL- MOTEL ROOM OCCUPANCY TAX REVENUES RESULTING FROM AN SE IN THE T FROM 8% TO 10% WHIMEAS9 1. The City of Ukiah in 1965 adopted Sections 17 1763 (Chapter gel of Division e) of the ° . City Codi ( CC"), es ° a hotel-motel room occupancy tax by an! ordinance known as the Uniform Transient Occupancy T and 2. Said tax is a general on each on paying for the privilege of occupying any hotel or motel located the City; and 3. revenues The by the o- otel Room Occupancy Tax am deposited ° to the City s genad d and s for general governmental of the City; and 4. At least ° 1 , the rate of tax has been established by U Section 1752 at 8% of . the rent charged a hotel or otel OperdDr to stay ° a room in the hotel or o ; and at the 55.1be City Council determined to. 'present to voters. the of the City has Statewide election scheduled for November 7, 20069 a measure -which would increase the tax rate provided UCC Section 1752 to 1 of the rent charged by a hotel or motel operator (rate, in but would make no other changes to the Uafform. Transient Occupancy T Ordinance; and 6. H the raw iincrease is approved by a majority vote o the voters the November 79 2006, election, the Hotel-Motel Room Occupancy T will remain ° a general eexcise tax in. City to be used for the general governmental purposes s of the City; and 7. The City Council expects the revenues from the City s Hotel-Motel Room Occupancy Tax to increase in the coming yam due to the increase in number the of hotels and is within City; and' 8. The City council also expects increase in revenues deposited general ° g from the rate iincrease and mcreased promotional efforts if ° is increase by voters; approved fund 9. The City Council wants to inform voters of the City and future City Councils the rate how it expects to spend the revenue increase to the City remdting from increase; Economic development within the City of Uldsh; development • Park and maintenance within the City of Uld6; • Scholarships* to local attend ° PASSED y of August 2006, by the following roll call vote: A City Clerk EXHIBIT A TO S LUTIUN AhMNDING RESOLUTION NO.2006-68 RESOLUTION NO 2006-68, AMENDED ON AUGUST 28, 2 RESOLUTION OF THE C COUNCIL F 1 CITY OF U ESTABLISHING ALLOWABLE USES OF HOTEL- MOTEL ROOM OCCUPANCY TAB REVENUES RESULTING FROM AN INCREASE T TAX RATE FROM S%® TO 10%®, 5. The City Council has determined to present to the voters of the City at the Statewide General election scheduled for; November 7, 2006, a measure which would increase the tax rate provided in UCC Seceion 1752 to 10% of the rent charged by a hotel or motel operator ("rate increase"), but would make no other changes to the Uniform Transient Occupancy Tax Ordinance; and 6. If the rate increase is approved by a majority vote of the voters in the November 7, 2006, election, the Hotel-Motel Room Occupancy Tax will remain a general excise tax in the City to be used for the general governmental purposes of the City; and 7. The City Council expects the revenues from the City's Hotel-Motel Room Occupancy Tax to increase in the coming years due to the increase in the number of hotels and motels within the City; and 8. The City Council also expects an increase in revenues deposited in the general fund resulting from the rate increase and increased promotional efforts if the increase is approved by the voters; and 1 B. The balance shall be expended for: * Beautification of commercial areas within the City of Ukiah; * Economic development within the City of Ukiah; * Park development and maintenance within the City of Ukiah; * Scholarships for local children to attend local recreation programs. 2. The revenues expended for promotion of the City of Ukiah and its tourist industry as specified in Section I.A. of this Resolution shall be administered by the Greater Ukiah Chamber of Commerce subject to an annual performance agreement with the City of Ukiah. 3. The revenues expended for promotion of the City of Ukiah and its tourist industry as specified in Section I.A. of this Resolution shall be administered by the Greater Ukiah Chamber of Commerce subject to an annual performance agreement with the City of Ukiah. 4. Prior to conducting public hearings on the annual budget, the Finance Director shall report to the City Council the total tax revenues attributable to the tax increase_ projected for the next fiscal year, commencing July 1. The projection shall be based on the actual revenues received from the tax increase in the previous fiscal year and reasonable assumptions about the potential change in such revenues for the upcoming fiscal year. A specific budget for the use of these revenues among the categories specified in Section I of this Resolution shall be prepared and approved each year as part of the City Council°s approval of the annual budget for the City of Ukiah. 5. The City Council does not intend any portion of this resolution to change the Hotel-Motel Room Occupancy Tax from a general excise tax to a special tax or assessment. If a court of competent jurisdiction were to determine in a final, non- appealable judgment that this resolution or any portion thereof converts such tax or all or any portion of the revenues produced by such tax from a general tax to a special tax or assessment, then this resolution is and shall be to that extent null and void. 2 PASSED AND ADOPTED, as amended, this 2fth day of August, 2006, by the following roll call vote: {pail Petersen, City Clerk 3 RESOLUTION NO. 2 6-1 RESOLUTION F THE REDEVELOPMENT AGENCY THE C UKIAH REGARDING CONTRACTS PROMOTION t , TOURISM AND ECONOMIC DEVELOPMENT AND MEASURE X THE NOVEMBER 7j 2006 ELECTION BALLOT WHEREAS, 1. On August 2, 2006, the City Council adopted Resolution No. 2006-68, specifying how the City Council plans to spend the, additional revenue that would be produced by the passage of Measure X on the November 7, 2006, municipal election ballot; and 2. On August 28, 2006, the City Council amended the resolution to increase the percentage of that revenue which will be set aside to promote Ukiah and tourism in Ukiah in the first two years after the tax increase becomes effective and to contract with the Greater Ukiah Chamber of Commerce for those promotional services; and 3. The Redevelopment Agency wants to assure the residents of the City that it will not reduce the amount it spends on contracts to promote Ukiah, tourism and economic development, despite the City Council's decision to use the revenue increase from Measure X, as set forth in Resolution No. 2006-68, as amended; NOW, THEREFORE, BE 1 that H Measure X passes in the November 7, 2006, municipal election, the Redevelopment Agency will not reduce in future fiscal years the funding allocated in the Agency's 2006-07 budget for contracts that promote tourism, the City and economic development, provided the Agency's income is not reduced below its current level. PASSED AND ADOPTED, as amended, this 28th day of August, 2006, by the following roll call vote: ATTES ~ -Al Gail Petersen, Redevelopment Agency Secretary Discussion: Council may consider actions upon items discussed in closed session regarding negotiations with various employee units concerning reductions in employee pay and possibly benefits, due to the current financial conditions facing the City of Ukiah. Continued on P Recommended Action(s): Adopt Resolutions Concerning Modifications to Employee Pay and Benefits 2 Alternative Council Option(s): n/a Citizens advised: n/a Requested by: Prepared by: Jane Chambers, City Manager Coordinated with: Melody Harris, Human Resources Director Attachments: n/a Approved: a C' JJarI6 h tubers, City Manager U