HomeMy WebLinkAbout2009-03-26 Packet - Special, Joint UVSDCITY OF UKIA
JOINT CITY COU CIL/UVSD AGENDA
Special Meeting
CIVIC CENTER COUNCIL CHAMBERS
300 Seminary Avenue
Ukiah, CA 95482
March 26, 2009
6:00 p.m.
1. ROLL CALL
2. DISCUSSION AND POSSIBLE ACTION - NEW BUSINESS
a. Possible Award of Consultant Service Agreement for Water and Wastewater Rate Studies
and Approval of Budget Amendments for Water and Sewer Funds.
b. Discussion and Possible Action Regarding the Formation of a City Ad Hoc Committee
to Work with District's Technical and Planning Committee to Clarify Maintenance,
Repair and Capital Replacement as it Pertains to Replacing Sewer System Infrastructure
and the Assignment of Cost to Funds 612 and 614.
C. Discussion and Possible Action or Direction to Staff Concerning the Establishment of
Protocol for Agendizing Discussion Items and for the Scheduling of Joint City/District
Meetings.
d Discussion and Possible Action of Sanitation District to Work With City Capital Improvement
Program (CIP) Ad Hoc Committee to Discuss and Make Recommendation Regarding
City/District Overlap Areas (verbal report)
e. City Council Consideration and Adoption of Resolution Requesting Mendocino County
Board of Supervisors to Declare a "Local Emergency" in Mendocino Because of the
Existence of Conditions of Extreme Peril to the Safety of Persons and Property due to
Drought (verbal report)
3. DISCUSSION AND POSSIBLE ACTION - OLD BUSINESS
a. Discussion and Possible Approval of Sharing the Cost of Services Provided to the Joint
Sewer Ad Hoc Committee by the County Deputy Chief Executive Officer.
b. Discussion and Possible Action Concerning the Recommendations Developed by the Joint
Sewer Ad Hoc Committee Concerning Governance of the Combined Sewer System.
C. Presentation of the WWTP Expansion and Rehabilitation Project Status Report
d. Discussion regarding Ordinance Amending Sections 3798x, 3704.2 and 3706.7, Regulating
the Use of Grease Traps Under the City's Sewer Ordinance and Updating References to
Building and Related Codes in Sections 9277.A and J, 9278.13 and 9543.A of the Ukiah City
Code (verbal report)
4. OTHER BUSINESS
a. Public Expression
b. Announcements/Other Business/Matters from Staff
C. 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 25th day of March, 2008.
Linda Brown, City Clerk
2a
March 26, 2009
SUBJECT: POSSIBLE AWARD OF CONSULTANT SERVICES AGREEMENT FOR WATER AND
WASTEWATER RATE STUDIES AND APPROVAL OF BUDGET AMENDMENTS FOR
WATER SEWER FUNDS
Background: This item was before the Ukiah City Council on March 18, 2009. The report for that meeting
is attached as well as the report from the Sanitation District Manager.
Fiscal Impact:
Budgeted FY 08/09 ® New Appropriation Not Applicable ® Budget Amendment Required
Amount Budgeted Source of Funds (title and Account Number Addtl. Appropriation Requested
$ -0- 612.260.000 Fund Balance 612.3505.250.000 $ 33,474
$ -0- 820.260.000 Fund Balance 820.3901.250.000 34,151
Total additional appropriation 67,625
Recommended Action(s): 1) Authorize the City Manager to enter into a professional service
agreement with HF&H Consultants, LLC to perform a water and wastewater rate study and approve
budget amendments in the Water fund in the amount of $34,151.00 and the amount of $33.474.00 in
the Wastewater Fund contingent on budget amendment approval from the UVSD; OR
2) Provide alternate direction to staff.
Alternative Council Option(s):
Citizens advised: n/a
Requested by: Tim Eriksen, Director of Public Works/City Engineer
Prepared by: Tim Eriksen, Director of Public Works/City Engineer
Coordinated with: Jane Chambers, City Manager
Attachments: 1. District Managers Report
2. City Council Report March 18, 2009
Approved:
Jane Chambers, City Manager
Item No.
UKIAH VALLEY SANITATION DISTRICT
AGENDA SUMMARY REPORT FOR THE
JOINT MEETING BETWEEN THE UKIAH VALLEY SANITATION DISTRICT BOARD
AND THE UKIAH CITY COUNCIL
MARCH 26, 2009
DISCUSSION AND POSSIBLE ACTION ACCEPTING PROPOSALS FOR WATER AND
WASTEWATER RATE STUDIES AND CONSIDERATION OF BUDGET AMENDMENTS
FOR THE WATER AND SEWER FUNDS
SUMMARY AND DISCUSSION
At their regular meeting of March 18, 2009, the City Council received a recommendation
from City staff that an award of a Consultant Service Contract for water and wastewater rate
studies be made and the related budget amendments to the appropriate Funds be approved
at the joint Meeting between the City and the District on March 26, 2009. Staff provided an
alternative option seeking authorization for the City Manager to enter into a professional
service agreement with HF&H Consultants. The City's agenda summary report is attached.
FISCAL IMPACT
If an award is made to HF&H Consultants at a total fee of $64,625 for the performance of the
two studies, a budget amendment to fund account 612.3505.250.000 in. the amount of
$33,474 will be required. The funds would be taken from the unobligated fund balance of
Fund 612, the joint Sewer Fund.
RECOMMENDED ACTIONS
The District Manager has not reviewed the proposals as of the preparation of this Report
and he will provide a verbal recommendation to the Board at the meeting. The District
Manager does recommend that a re-analysis of the sewer connection fee be performed as
expressed in the District Manager's Agenda Summary Report dated September 17, 2008.
ALTERNATIVE ACTIONS
Provide other direction to staff
ATTACHMENTS
1. City Agenda Summary Report dated March 18, 2009
2. District Agenda Summary Report dated September 17, 2008 without Attachment
No. 3.
Ric Kennedy, E, UVSD District Manage
SUBJECT: DISCUSSION AND POSSIBLE ACTION ACCEPTING PROPOSALS FOR WATER AND
WASTEWATER RATE STUDIES AND CONSIDERATION OF BUDGET AMENDMENTS
FOR THE WATER AND SEWER FUNDS
Background: In 2005, the City adopted multi-year rate schedules for both water and wastewater
customers. The rates were established as part of the capital improvement and expansion plans for both
utilities. The final water rate adjustment was implemented in November 2008. The final wastewater rate
adjustment will be implemented in July 2009. During budget development for fiscal year 2008/2009, it was
identified that revenue was not meeting expectations and rates would need additional review. One of the
requirements, instituted as part of the sale of the construction bonds, is generation of net revenue
(basically revenue net of operating expenses and debt payments) of 25% of the amount of the debt annual
payment. This is a contractual agreement between the governing body and the bond owners to entice
them to lend money to the City. This is a standard commitment when governments sell bonds.
Discussion: Staff developed a request for proposals (RFP) for water and wastewater rate study services.
This RFP was distributed in February and responses were due on March 6th. The RFP identified seven
study objectives:
1. Propose Water and Wastewater rates that are fair and objective and reflect the cost of the services.
2. Propose Water and Wastewater rates that encourage water conservation.
3. Review and update miscellaneous fees.
4. Recommend a prudent reserve policy for operations, capital replacement and emergencies.
5. Develop Water and Wastewater connection "buy-in" fees for future new service hookups.
6. Develop a model for new sewer hookup demands over the next 15 year period. It is anticipated the
model will be based on projected future economic conditions.
Continued on Pape 2
Recommended Action(s):
1) Discuss report and direct staff to add award of contracts for water and wastewater rate study
services and the related budget amendments to the planned joint meeting with the Ukiah Valley
Sanitation District.
Alternative Council Option(s): 1) Authorize the City Manager to enter into a professional service
agreement with HF&H Consultants, LLC to perform a water and wastewater rate study and approve
budget amendments in the Water fund in the amount of $34,151.00 and the amount of $33.474.00 in
the Wastewater Fund contingent on budget amendment approval from the UVSD; OR
2) Provide alternate direction to staff.
Citizens advised: Ukiah Valley Sanitation District General Manager
Requested by: Gordon Elton, Director of Finance
Prepared by: Gordon Elton, Director of Finance
Coordinated with: Public Works Director & Deputy Director; Jane Chambers, City Manager
Attachments: RFP response from HF&H Consultants, LLC and FCS Group
Approved:
e Chambers, City Manager
Subject: Water and Wastewater Rate Study
Meeting Date: March 4th, 2009
Page 2 of 3
7. Develop a connection fee schedule adequate to fund the portion of the annual debt payment
allocated to capacity expansion.
The RFP also identified the following services to be provided by the consultant:
1) TASK 1 - WATER RATES
a) Conduct a detailed review of the existing Water rates and status of the Water Funds, and
develop a general familiarity with the City of Ukiah's billing system.
b) Meet or confer with staff as needed and attend one meeting (evening) with the City
Council to present the interim status of the water study and obtain their input.
c) Attend the separate public hearings (evening) where the Water rates are considered for
adoption.
d) Conduct analyses as required to address the scope of work.
e) Preliminary Report:
(i) Prepare a preliminary study report and tentative rate structures.
(ii) Submit 15 copies.
(iii) Present preliminary report and tentative rate structures to the City Council.
f) Final Report
(i) Incorporate changes pursuant to comments received at the first presentation.
(ii) Submit 15 copies, plus one reproducible copy.
(iii) Provide a disk with report in MS Word format, with spreadsheets in Excel format.
(iv) Present the final report and recommended rate structures to the City Council and
members of the public at a regular, or special, Council meeting.
g) Develop the public notification required for compliance with Proposition 218.
h) Supply a time schedule for developing the preliminary and final reports. The final report
shall be delivered to the City sixty (60) days after Council award.
i) Provide an easy-to-use electronic rate model in MS Excel for the City of Ukiah to use in
future rate setting.
j) Consultant must comply with the City requirements for insurance, business license, and
any other standard requirements.
2) TASK 2 - WASTEWATER RATES
a) Conduct a detailed review of the existing Wastewater rates and status of the Wastewater
Funds, and develop a general familiarity with the City of Ukiah's billing system.
b) Meet or confer with staff as needed and attend one meeting (evening) with the City
Council and the District's Board at a joint working session to present the interim status of
the wastewater study and obtain their input.
c) Attend the separate public hearings (evening) where the Wastewater rates are
considered for adoption.
d) Conduct analyses as required to address the scope of work.
e) Preliminary Report:
(i) Prepare a preliminary study report and tentative rate structures.
(ii) Submit 15 copies.
(iii) Present preliminary report and tentative rate structures to the City Council and to the
Ukiah Valley Sanitation District Board at a Council and Board Work Sessions.
f) Final Report
(i) Incorporate changes pursuant to comments received at the first presentation.
(ii) Submit 15 copies, plus one reproducible copy.
(iii) Provide a disk with report in MS Word format, with spreadsheets in Excel format.
(iv) Present the final report and recommended rate structures to the City Council, the
Ukiah Valley Sanitation District, and members of the public at a regular, or special,
Council and Board meetings.
Subject: Water and Wastewater Rate Study
Meeting Date: March 4th, 2009
Page 3 of 3
g) Develop the public notification required for compliance with Proposition 218.
h) Supply a time schedule for developing the preliminary and final reports. The final report
shall be delivered to the City sixty (60) days after Council award.
i) Provide an easy-to-use electronic rate model in MS Excel for the City of Ukiah to use in
future rate setting.
j) Consultant must comply with the City requirements for insurance, business license, and
any other standard requirements.
Responses were received from seven interested parties. A review committee consisting of the Director of
Finance, Public Works Director/City Engineer, Deputy Public Works Director for Water and Wastewater,
and the UVSD General Manager was established.
Committee members were asked to independently review the proposals and rank them. The UVSD
General Manager was unable to review the proposals by the time this report was prepared, but is engaged
in his review of the proposals and will be making his recommendation for award in time for award
consideration at the joint UVSD/City of Ukiah board meeting scheduled for March 26, 2009.
Two firms, HF&H Consultants, LLC and FCS Group, were selected as the top two by the city reviewers.
Consistent with personal service contracting procedures, qualifications were evaluated without
consideration of the costs of the proposed services. Once the top two proposals were identified and the
ranking was established, based on the review of the proposals, the cost proposals were opened. The
costs for the combined water and wastewater rate studies are $67,625 and $71,225. If additional
meetings are required, beyond the four that are included in the proposal, additional costs will be incurred.
A very aggressive completion schedule was adopted - 60 days - with the idea that the results will be
implemented into the fiscal year 2009/2010 budget. Since the proposition 218 procedures must be
followed before any rate changes can be implemented, the public hearing to consider formal opposition to
any proposed rate changes is unlikely to be scheduled before July. The final budget proposals, developed
in June may include the anticipated effects of any proposed rate changes.
Fiscal Impact:
Interested parties were requested to propose fees for the services separately for each utility, as if they
were awarded separately or at different times. It was the intent of staff to have both water and wastewater
rates reviewed concurrently to maximize the effectiveness of staff interfacing with the consultants as well
as the consultants' time. The proposal for providing concurrent rate studies is significantly less costly that
the price of two separate studies. The $67,625 fee for the combined study is $86,680 (a 28% increase) if
the work is performed as two separate processes. The breakdown of the costs between water and
wastewater is 50.5% for water and 49.5% for wastewater. This ratio of costs is recommended for the
distribution of the fee for the combined study. Funds for these services were not included in the budget for
fiscal year 2008/2009. Therefore a budget amendment must be adopted as part of the approval of a
contract for services. Additionally, the agreement between the City and the Ukiah Valley Sanitation
District (UVSD) requires budget approval of significant budget amendments; and, since the next joint
meeting with the UVSD is pending for later in March, staff recommends award of a contract for water and
wastewater rate study and the related budget amendments be place on the joint meeting agenda to be
held later in March.
Not Applicable ® Budget Amendment Required
Budgeted FY 08109 ® New Appropriation
F
Amount Budgeted Source of Funds (title and Account Number Addtl. Appropriation Requested
$ -0- 612.260.000 Fund Balance 612.3505.250.000 $ 33,474
$ -0- 820.260.000 Fund Balance 820.3901.250.000 34,151
Total additional appropriation 67,625
Background: City Staff is in favor of the Ad Hoc committee to work with the Ukiah Valley Sanitation District
Technical Committee. However, the City's CIP committee should be the committee to discuss this item and
so the recommendation from City staff slightly varies from that of the District. Ukiah Valley Sanitation
District Report is attached
Recommended Action(s):
1. The City Council and District Board discuss the merits of directing this issue to either Ad Hoc
Committees or Standing Committees
2. The City Council authorize the CIP Committee consisting of two Council members and the
Public Works Director to work with the District's committee to define when and where capital
replacement expenses are to be assigned and to make recommendations to both political
bodies at a joint session for formal action.
3. The District Board directs its Technical and Planning Standing Committee or authorizes the
formation of an Ad Hoc Committee consisting of two Board members and the District Manager
to work with the City's committee to define when and where capital replacement expenses are
to be assigned and to make recommendations to both political bodies at a joint session for
formal action.
Alternative Council Option(s):
Citizens advised: n/a
Requested by: Tim Eriksen, Director of Public Works/City Engineer
Prepared by: Tim Eriksen, Director of Public Works/City Engineer
Coordinated with: Jane Chambers, City Manager
Attachments: 1. District Managers Report
Z
Approved:
,.Jane Chambers, City Manager
Item No.
UKIAH VALLEY SANITATION DISTRICT
AGENDA SUMMARY REPORT FOR THE
JOINT MEETING BETWEEN THE UKIAH VALLEY SANITATION DISTRICT BOARD
AND THE UKIAH CITY COUNCIL
MARCH 26, 2009
DISCUSSION AND POSSIBLE ACTION REGARDING THE FORMATION OF A CITY AD
HOC COMMITTEE TO WORK WITH THE DISTRICT'S TECHNICAL AND PLANNING
COMMITTEE TO CLAIFY MAINTENANCE, REPAIR AND CAPITAL REPLACEMENT AS
IT PERTAINS TO REPLACING SEWER SYSTEM INFRASTRUCTURE AND THE
ASSIGNMENT OF COST TO FUNDS 612 AND 614
SUMMARY
Submitted for joint consideration and action by the City Council and the District
Board is a recommendation from staff that the City Council authorize the formation
of an Ad Hoc Committee consisting of two Council members and the Public Works
Director to work with the District's Standing Technical and Planning Committee for
the purpose of clarifying when and to which fund expenses for the replacement of
the sewer collection infrastructure are to be assigned.
DISCUSSION
At the City Council's regular meeting of December 3, 2008, the Sewer and Water Division of
the Public Works Department submitted a report to City Council of the expenditure of funds
for the emergency replacement of a sewer main at Orr Creek and North State Street by Wipf
Construction for the amount not to exceed $22,000. The work involved the replacement of
approximately sixty (60) linear feet of steel pipe and fifteen (15) linear feet of pvc pipe and
the construction of a sewer manhole. The funds were expensed to the Contractual Services
subaccount of the 612 Sewer Fund. The report was pulled from the Consent Calendar at the
request of the District Manager so as the matter could be discussed. The District Manager
opposed the expense of the sewer line replacement and the construction of the manhole to
the joint Sewer Fund 612 opining that the expense should have been assigned to the City's
subaccount within Fund 614 because the work involved capital replacement and not
maintenance. The District Manager further opined that only maintenance activities should
be expensed to joint Fund 612. The City Council discussed the issue with no direction being
provided to staff and received the report as was recommended.
Fund 614 was established to reserve revenue derived from the monthly sewer fee for
capital replacement and rehabilitation of the sewer collection system. The five year sewer
rate program adopted in December of 2005 included a set-aside of approximately $1.6
million per year for capital replacement/rehabilitation projects and these monies are
distributed between the City and District based on the ESSU ratio which generally
represents each agencies share of contributed revenue. Each agency owns its sewer
collection system and the District's collection system is maintained by the City under the
1995 Participation Agreement. The District Manager opines that it is inappropriate that the
District and City rate payers pay for collection system capital expenditures incurred by the
other agency. Inequalities can develop because one system is older than the other and the
older system will conceivably require more capital replacement.
Given the complexity of the issue, it is recommended that the issue be discussed at the
committee level and any recommendations of the committees be forwarded to their
respective political bodies in a joint session. The District has established a Technical and
Planning Standing Committee and it is requested that City Council authorize an Ad Hoc
Committee or a Standing Committee to work with the District's Committee. Unless the
District authorizes an Ad Hoc committee to address this issue, all committee meetings will
have to be agendized and noticed.
FISCAL IMPACT
Expensing sewer main replacements to the Sewer Capital Project Fund 614 will reduce
future charges for sewer pipe replacement to Fund 612.
RECOMMENDED ACTIONS
District Manager recommends that:
1. The City Council and District Board discuss the merits of directing this issue to
either Ad Hoc Committees or Standing Committees
2. The City Council authorize the formation of an Ad Hoc Committee or a Standing
Committee consisting of two Council members and the Public Works Director to
work with the District's committee to define when and where capital replacement
expenses are to be assigned and to make recommendations to both political bodies
at a joint session for formal action.
3. The District Board directs its Technical and Planning Standing Committee or
authorizes the formation of an Ad Hoc Committee consisting of two Board members
and the District Manager to work with the City's committee to define when and
where capital replacement expenses are to be assigned and to make
recommendations to both political bodies at a joint session for formal action.
ALTERNATIVE ACTIONS
Provide other direction to staff
ATTACHMENTS
1. City Agenda Summary Report dated December 3, 2008
Rick Kennedy, PE, VSD District Ma ager
2
7c
December 3, 2008
SUBJECT: NOTIFICATION TO THE CITY COUNCIL OF THE EMERGENCY REPLACEMENT OF
SEWER MAIN AT ORR CREEK AND NORTH STATE STREET BY WIPF
CONSTRUCTION FOR A NOT TO EXCEED AMOUNT OF $22,000
Background: A leak in a 6-inch steel sewer main was discovered by Public Works staff on Thursday
afternoon, October 30, 2008. The leak occurred at the northern end of the main underneath the Orr Creek
bridge on North State Street. Water/Sewer Field Operations staff was able to temporarily repair the leak by
installing a sleeve clamp over the damaged area.
Discussion: This section of sewer main is under the bridge and crosses Orr Creek. Immediate
replacement was necessary due to the location and corrosion of the steel sewer pipe. The following
morning, Wipf Construction and Public Works staff inspected the sewer main and temporary repair to
determine the work plan for the emergency sewer main replacement. Due to the weather, Wipf
Construction was not able to began the replacement work until Tuesday, November 4, 2008. The
replacement work was completed on Thursday, November 06, 2008. Sixty feet of steel pipe was replaced;
15 feet of plastic pipe on either side of the steel pipe was replaced and a new manhole was installed north
of the bridge for future maintenance and emergency pumping access to protect Orr Creek.
Fiscal Impact:
Budgeted FY 08/09 E New Appropriation ❑X
Amount Budgeted Source of Funds (title and
$ 105,000 Sewer System Maintenance
Contractual Services
Not Applicable F-1 Budget Amendment Required
Account Number Addit. Appropriation Requested
612.3510.250.000
Continued on Page 2
Recommended Action(s): Report to Council of the Emergency Replacement of Sewer Main at
Orr Creek and North State Street by Wipf Construction for A Not To Exceed Amount of $22,000.
Alternative Council Option(s):
Citizens advised: n/a
Requested by: Tim Eriksen, Director of Public Works/City Engineer
Prepared by: Ann Burck, Interim Water/Sewer Operations Superintendent and Dan Hunt, Acting
Water/Sewer Field Operation Supervisor
Coordinated with: Jane Chambers, City Manager
Attachments: none
Approved:
Jane Chambers, City Manager
Item No. 2c
UKIAH VALLEY SANITATION DISTRICT
AGENDA SUMMARY REPORT FOR THE
JOINT MEETING BETWEEN THE UKIAH VALLEY SANITATION DISTRICT BOARD
AND THE UKIAH CITY COUNCIL
MARCH 26, 2009
DISCUSSION AND POSSIBLE ACTION OR DIRECTION TO STAFF CONCERNING THE
ESTABLISHMENT OF PROTOCOL FOR AGENDIZING DISCUSSION ITEMS AND FOR
THE SCHEDULING OF JOINT CITY/DISTRICT MEETINGS
SUMMARY AND DISCUSSION
This item is an issue raised by City staff but no current agenda report summary (ASR) has
been received from the City. Attached is an ASR prepared for the City Council's meeting of
October 1, 2008. The District Manager attended the City Council's meeting of October 1 to
object to the recommendation that the City Council would identify those items desired for
joint discussion by the District that it would agree to discuss in joint session. The District
Manager opined that it was inappropriate for the City Council or for the District Board to
decide unilaterally which items would be denied discussion in joint session. The City
Council tabled the matter for future discussion.
FISCAL IMPACT
N/A
RECOMMENDED ACTIONS
To be reserved.
ALTERNATIVE ACTIONS
Provide other direction to staff
ATTACHMENTS
1. City Agenda Summary Report dated October 1, 200
Rick Kennedy, PE, UVSD District Ma er
11c
October 1, 2008
SUBJECT: DISCUSSION AND DIRECTION TO STAFF ESTABLISHING PROTOCOL FOR JOINT
MEETINGS BETWEEN THE UKIAH VALLEY SANITATION DISTRICT BOARD AND
THE CITY COUNCIL
Background: On September 17, 2008 the Board of Directors representing the Ukiah Valley Sanitation
District (Sanitation District) and the City Council of the City of Ukiah had a joint meeting. Three items from
this meeting remain to be acted upon and were held'over for a new joint meeting to be scheduled.
In response to direction from the Sanitation District Board, the District Manager coordinated the September
17 joint meeting by producing and sending to City staff, district staff reports related to these action items.
However, the City Council did not get the opportunity, independently of the Sanitation District Board, to give
direction to City staff about review or recommendations for these items.
Prior to the hiring of a District Manager, who represents the first staff member for the District, joint meetings
between the two bodies were infrequent and largely limited to a single purpose. Therefore, no protocol has
been established to support the City Council's deliberation regarding action items included on joint meeting
agendas. City staff requests that the City Council establish such a protocol for these joint meetings that will
clarify the City Council's expectation for the agenda preparation and staff reporting process necessary to
support the City Council's deliberations on action items considered at future joint meetings.
Discussion: At the September 17, 2008 joint meeting, the Sanitation District Board included a number of
items on the agenda. These issues were very diverse. The Sanitation District staff had been given direction
from the Board to agendize these items. Sanitation District staff then prepared staff reports for each item on
Continued on Page 2
Recommended A►ction(s): Direct Staff to:
1. Coordinate a joint meeting with the Ukiah Valley Sanitation District for purpose of hearing 3
items.
2. Identify items the Council would like to discuss and agendize.
3. Prepare agenda reports and recommendation for the agendized items.
4. Include an item for discussion of protocol regarding future joint meetings, locations and
arrangements and inform District Manager of this additional item.
Alternative Council Option(s):
Citizens advised:
Requested by: Jane Chambers, City Manager
Prepared by: Tim Eriksen, Director of Public Works/City Engineer
Coordinated with: Jane Chambers, City Manager
Attachments: 1. Agenda joint meeting September 17, 2008
2. Sanitation District Report 2b
3. Sanitation District Report 2c
4. Sanitation District Report 2e
Approved: vt ,L t.-~
t9 6 Chambers, City Manager
Subject: PROTOCOL FOR JOINT MEETINGS BETWEEN THE UKIAH VALLEY SANITATION DISTRICT
BOARD AND THE CITY COUNCIL
Meeting Date: October 1, 2008
Page 2 of 2
the agenda. Because City staff had not yet discussed these issues with the City Council, and therefore, did
not feel it was appropriate to assume Council direction on these items, City staff did not know how to
proceed with preparation of the joint meeting agenda and materials for that meeting. The City Council had
not had the opportunity to agree that they were interested in considering action on any of these items.
City staff recommends that the following procedure be adopted as protocol for future joint meetings.
When a request for a joint meeting and each item to be on the agenda is received from the Sanitation
District staff, City staff will prepare an agenda summary report for the next regularly scheduled Council
meeting. Staff will ask direction on: a) participating in a joint meeting, b) items to be included on the
agenda, and c) development of staff recommendations for those items.
Specifically with respect to the September 17, 2008 meeting there were three items that were not
discussed. These items were items were 2b, 2c and 2e on the agenda (Attachment 1). Also attached are
the three staff reports from the District Manager (Attachment 2, 3 and 4). If the Council concurs, city staff
will prepare staff reports with recommendations for the City Council's review on each of these items, and will
work with the Say l'tation District staff to schedule the joint meeting at which these items will be discussed.
In addition, protocol for conducting the joint meetings should be established by the parties. With the
election of a five member board, neither the City Council Chambers nor the Board of Supervisors Chambers
are suited for joint meeting locations, as the entire elected board officials cannot be seated. Future joint
meetings could be held at the Conference Center, in a configuration that sets up each Board with its
supporting staff in close proximity.
An agreement should be reached on how the meetings will be managed. These meetings would be best
served if they are run in the same manner for each meeting. It would also make sense that the room set up
is the same for each meeting. It may be awkward for City staff and District staff to be next to one another if
they are presenting different points of view on a specific topic.
Fiscal Impact:
Budget Amendment Required
F] Budgeted FY 08/09 ❑ New Appropriation ~ Not Applicable
F
Amount Budgeted Source of Funds (title and Account Number Addit. Appropriation Requested
NIA N/A N/A N/A
2e
RESOLUTION NO.
WHEREAS,
1. Lake Mendocino and the East and Main forks of the Russian River are currently
the primary sources of water for domestic water systems and agricultural operations in inland
Mendocino County; and
2. Average rainfall through March for the area contributing run-off to Lake
Mendocino is 42 inches and the rainfall total through March 2009 is 23 inches; and
3. This is the third year in a row with rainfall substantially below average; and
4. Average rainfall for April - June is 4.8 inches; and
5. Even average rainfall for the remainder of the rainy season cannot compensate for
the extremely low rainfall this year; and
6. Lake Mendocino held 52,621 acre feet on March 22, 2009, with a Lake level of
727.63 feet; and
7. The average Lake storage in April is 84,448 acre feet, the Lake storage in April
2007 was 66,617 acre feet and the average Lake storage in October is 55,854 acre feet, more
water at the end of the dry summer season than is currently stored in the Lake; and
8. The historically low water storage level in Lake Mendocino this year is part of a
statewide water shortage caused by inadequate rainfall which has prompted Governor
Schwarzenegger to declare a statewide emergency under the Emergency Services Act due to
these drought conditions; and
9. The State Water Resources Control Board ("SWRCB") has declared 2009 a
normal water year for Lake Mendocino. As a result of this declaration the Sonoma County
Water Agency ("SWA") will be required to increase in-stream flows in the Russian River from
85 cubic feet per second to 125 cfs in the lower Russian River, and from 75 cfs to 150 cfs in the
upper Russian River; and
10. If these increased in-stream flows are maintained throughout the summer, Lake
Mendocino will go dry before the fall Chinook salmon run and before the next rainy season with
devastating impacts on domestic and agricultural water users and endangered species; and
11. The Mendocino County Board of Supervisors is empowered under these conditions
to declare a local emergency under the Emergency Services Act; and
12. A local emergency is defined as the duly proclaimed existence of conditions of
disaster or of extreme peril to the safety of persons and property within the territorial limits of the
County caused by such conditions as drought which are or are likely to be beyond the control of
the services, personnel, equipment, and facilities of individual local governments within the
County and which require the combined forces of other political subdivisions to combat; and
13. The historically low rainfall and water storage in Lake Mendocino qualifies as a local
emergency under the statutory definition; and
14. In periods of local emergency, political subdivisions and state agencies have full
power to provide mutual aid despite restrictions which might otherwise limit that mutual aid, and
may allow the extraordinary costs of mutual aid to constitute a legal charge against the state;
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Ukiah hereby
requests the Board of Supervisors of Mendocino County:
1. To declare a local emergency due to drought under the Emergency Service Act;
2. To work with other local governments in the County, including the incorporated cities
and county water districts, for an immediate reduction in the minimum in-stream flow
requirements in the Russian River below Lake Mendocino to preserve as much water as possible
for use during the dry summer months and for the fall return of Chinook Salmon to the Russian
River, and
3. To coordinate mutual aid efforts between and among political subdivisions in the
County and state agencies, including the SWRCB.
PASSED AND ADOPTED on March 26, 2009, by the following roll call vote:
AYES:
NOES:
ABSTAIN:
ABSENT:
Philip E. Baldwin, Mayor
ATTEST:
Linda C. Brown, City Clerk
2
f
t ~L
-1 1 ti 17
ITEM NO.: 3a
MEETING DATE:
AGENDA SUMMARY REPORT
March 26, 2009
SUBJECT: DISCUSSION AND POSSIBLE APPROVAL OF SHARING THE COST OF SERVICES
PROVIDED TO THE JOINT SEWER AD HOC COMMITTEE Y THE COUNTY DEPUTY
CHIEF EXECUTIVE OFFICER
Background: This item was before the Ukiah City Council on November 5, 2008. The report for that
meeting is attached as well as the approved minutes; see item 2e in that report.
Recommended Action(s): 1) Not authorize any expenditure by the joint 612 sewer fund; OR
2) Provide alternate direction to staff.
Alternative Council Option(s):
Citizens advised: n/a
Requested by: Tim Eriksen, Director of Public Works/City Engineer
Prepared by: Tim Eriksen, Director of Public Works/City Engineer
Coordinated with: Jane Chambers, City Manager
Attachments: 1. Agenda Summary Report for November 5, 2008- item 1 Of
2. Minutes for November 5. 2008- Da 5, item 2e
Approved: --°1--~
6 Chambers, City Manager
10f
November 5, 2008
SUBJECT: DISCUSSION AND POSSIBLE ACTION ON ITEMS REMAINING FROM THE
SEPTEMBER 17, 2008 JOINT MEETING BETWEEN THE UKIAH VALLEY
SANITATION DISTRICT BOARD AND THE UKiAH CITY COUNCIL
Background: On October 1, 2008 staff brought forward a discussion of procedures for staff to follow
regarding joint meetings with the City Council and the Ukiah Valley Sanitation District (Sanitation District).
Though this discussion did air many concerns that staff had with the probable joint meeting demands from
the Sanitations District, a formal procedure was not adopted. Council did dirpct,staff to agendize the items
that remained from the September 17, 2008 joint meeting for a future Council meeting. Three items from
this meeting remain to be acted upon and were held over for a new joint meeting to be scheduled.
In response to direction from the Council, staff has prepared some data for the three items listed below.
Staff will be preparing agenda items for the future joint meeting and would like to give the City Council an
opportunity to review these items and direct staff to gather any other information on these items that may be
helpful in presenting these items at the joint meeting.
Discussion: Specifically with respect to the September 17, 2008 meeting, there were three items that were
not discussed. These items were items were 2b, 2c and 2e on the agenda (Attachment 1). Also attached
are the three staff: reports from the District Manager (Attachment 2, 3 and 4). In order to not be repetitive in
this report items one through three that follow are comments on the District Managers recommendations.
1. The first item 2b (Attachment 2) is the modification of the master meter policy for multifamily and
mobile home parks. The District Manager is not in favor of a change to a master meter for these
types of facilities. City staff agrees that the master meter policy would be a difficult policy to
implement. A master meter on these facilities would make it difficult to collect delinquent bills from
Continued on Page 2
Recommended Actions): Discuss the three items remaining form the September 17, 2008 joint
meeting and provide direction on any additional data that the City Council may want included in the
staff reports that will be prepared for the future joint meeting with the Sanitation District.
Alternative Council Option(s):
Citizens advised:
Requested by: Jane Chambers, City Manager
Prepared by: Tim Eriksen, Director of Public Works/City Engineer; Ann Burck, Interim Water and
Sewer Operations. Supervisor.
Coordinated with: Jane Chambers, City Manager
Attachments: 1. Agenda joint meeting September 17, 2008
2. Sanitation District Report 2b
3. Sanitation District Report 2c
4. Sanitation District Report 2e
Approved: /~Xdja
J Chambers, City Manager
INFORMATION ON ACTION ITEMS REMAINING FROM THE SEPTEMBER 17, 2008 JOINT MEETING
BETWEEN THE UKIAH VALLEY SANITATION DISTRICT BOARD AND THE UKIAH CITY COUNCIL
Meeting Date: November 5, 2008
Page 2 of 2
customers. The City would have no ability to disconnect service. It would also add aditional effort to
track tenants that we currently do not have as customers. This would lead to decreased revenues
and significant increase in staff expenses.
2. The second item 2c (Attachment 3) is the re-analysis of the sewer connection fee. The District
Manager is concerned that the rate of new connections is low and that the rate should be re-
analyzed in order to pay the annual debt payments. A study of this kind would be a considerable
expense. The rate of connections sold, that was determined for the debt payment, will not be
accurate for a small sampling of years. The rate of new connections will fluctuate over each year.
The rate was determined over a twenty year period. The rate of new connections was based on
growth projections in both the City and District using historical population trends., Staff would be
concerned that this approach would lead to a re-analysis every few years.
3. The third item 2e (Attachment 4) is regarding the City financially participating in the Sanitation
Districts responsibility to reimburse the County of Mendocino for the services of the Deputy CEO
(Paul Cayler) during his participation of the Ad Hoc Committee. The District Manager's general
position is that the City Council authorized the formation of the Ad Hoc Committee and therefore
should share in the cost that was borne by the committee. City staff s general opinion is that the City
Council did appoint the Ad Hoc Committee however, did not authorize any expenditure and was not
informed that there would be any costs to this committee therefore these expenses should not be
paid for by the joint 612 sewer fund. The amount for these services to the 612 fund would be
$919.15.
Staff is requesting Council direction on responding to the recommendations of the Sanitation District's
Manager on behalf of the City.
Fiscal Impact:
1-1 Budgeted FY 08/09 F~ New Appropriation ® Not Applicable Budget Amendment Required
MIS Rodin/Thomas to approve the Recommended Action and change the dollar
amount to $7434.41. Motion carried by the following roll call vote: AYES:
Councilmembers Thomas, McCowen, Rodin, and Mayor Crane. NOES: None.
ABSENT: None. ABSTAIN: Councilmember Baldwin.
10. UNFINISHED BUSINESS
f. Discussion and Possible Action on Items Remaining from the September
17, 2008 Joint Meeting between the Ukiah Valley Sanitation District Board
and the Ukiah City Council 10:55:12 PM
Director of Public Works/City Engineer Eriksen presented the item.
Recommended Action: Discuss the three items remaining from the September
17, 2008 joint meeting and provide direction on any additional data that the City
Council may want included in the staff reports that will be prepared for the future
joint meeting with the Sanitation District.
Regarding Item 2b, master meter policy, City Council is in agreement with the
staff recommendation.
Regarding Item 2c, re-analysis of sewer connection fees, City Council is in
agreement with the staff recommendation.
Regarding Item 2e, City financially participating in reimbursing the County of
Mendocino for the services of the Deputy CEO during his participation of the Ad
Hoc Committee, Councilmembers Rodin, Baldwin, and McCowen support staffs
recommendation and Mayor Crane and Councilmember Thomas oppose staff's
recommendation.
By Consensus, City Council directed staff to add to the Sanitation District Joint
meeting agenda discussion on the Will Serve Policy and Cap on Sewer Fees
Issue.
11. NEW BUSINESS
a. Approve Relocation of CALSTAR Operations to Hangar 9 Pending Approval
of Use Permit to Comply with CalTrans`Aeronautics Division Finding that
Current Location is Unsafe for CALSTAR's Current Operation; Authorize
City Manager to Approve CALSTAR's Lease 11:34:34 PM
Airport Manager Owen Recommended Action: Approve relocation pending the
approval of the use permit. Authorize City Manager to negotiate and execute
CALSTAR's lease.
MIS McCowen/Baldwin to approve the recommended action. Motion carried by
the following roll call vote: AYES: Councilmembers Thomas, McCowen, Rodin,
Baldwin, and Mayor Crane. NOES: None. ABSENT: None. ABSTAIN: None.
Urgency item
c. Approval of the Change Order for FEMA Funded Museum Gallery Repair
Work in the Amount of $9688 for Replacement of Ceiling Drywall and
Authorization to Allow City Manager to Approve Further Change Orders, if
Determined to be Reasonable, with a Cumulative Total Not to Exceed $6500
or 10% of Original Bid
CC 11/5/08
Page 5 of 6
3b
March 26, 2009
SUBJECT: DISCUSSION AND POSSIBLE ACTION CONCERNING THE RECOMMENDATIONS
DEVELOPED BY THE JOINT SEWER AD HOC COMMITTEE CONCERNING
GOVERNANCE OF THE COMBINED SEWER SYSTEM.
Background: On February 6, 2008, the formation of a Joint Ad Hoc Committee was approved by the City
Council and the Ukiah Valley Sanitation District. The Committee's Final Report was presented to the
District Board and the City Council in joint session on September 17, 2008. The minutes from that meeting
are attached. The Council was careful to not promise the implementation of the measures in the report prior
to a more thorough review of those recommendations. Staff sees this joint meeting as an excellent
opportunity to discuss the recommendations in the report.
Recommended Action(s):
1. Discuss the recommendations contained in the Committee's Final Report.
Alternative Council Option(s):
Citizens advised: n/a
Requested by: Tim Eriksen, Director of Public Works/City Engineer
Prepared by: Tim Eriksen, Director of Public Works/City Engineer
Coordinated with: Jane Chambers, City Manager
Attachments: 1. District Managers Report
2. Minutes from the September 17, 2008 meeting item, 2a
Approved,
JOe Chambers, City Manager
Item No.
UKIAH VALLEY SANITATION DISTRICT
AGENDA SUMMARY REPORT FOR THE
JOINT MEETING BETWEEN THE UKIAH VALLEY SANITATION DISTRICT BOARD
AND THE UKIAH CITY COUNCIL
MARCH 26, 2009
DISCUSSION AND POSSIBLE ACTION CONCERNING THE RECOMMENDATIONS
DEVELOPED BY THE JOINT SEWER AD HOC COMMITTEE CONCERNING
GOVERANCE OF THE COMBINED SEWER SYSTEM
SUMMARY
Submitted for the Board of Director's and the City Council's discussion and possible
direction are recommendations developed by the joint Sewer Ad Hoc Committee (the
Committee) concerning the governance of the combined sewer system. The Committee's
recommendations for improving the organization, administrative structure and governance
of the Wastewater Collection and Treatment System are presented in the attached Final
Report. Chairman Ronco and Director Paulin were members of the Committee and can
respond directly to specific questions regarding the recommendations.
DISCUSSION
By action of the District Board of Directors and the Ukiah City Council on February 6, 2008,
the formation of a joint Ad Hoc Committee was authorized to review and examine the
current government structures and the 1995 Participation Agreement for the purpose of
improving efficiency in the governance of the sewer system, improving delivery of sewer
system services and to resolve what the District Board believed to be unworkable or
undefined agreement provisions. The Committee's Final Report was presented to the
District Board and the City Council in joint session on September 17, 2008 with a
recommendation from District Manager that direction be provided to both City staff and the
District Manager for formulating what subsequent measures should be taken to implement
the recommendations. Both the District Board and the City Council received the Final
Report and the City Manager announced that she wanted the opportunity for City staff to
review the recommendations and to confer and discuss with the City Council any staff
concerns and/or objections to the Committee's recommendations.
The attached Final Report from the Committee outlines the methods taken in their research
and review of the existing governance structure and how the Committee approached the
governance recommendations.
FISCAL IMPACT
NA
RECOMMENDED ACTIONS
Discuss the recommendations contained in the Committee's Final Report and provide
direction to staff as to what subsequent measures should be taken.
ALTERNATIVE ACTIONS
Provide other direction to staff
ATTACHMENTS
1. Final Report from the joint Sewer Ad Hoc Committee
RA Kennedy, PE,
UVSD District Manager
2
Final Report of the City of Ukiah/Ukiah Valley Sanitation District
Joint Ad Hoc Committee
August 14, 2008
Committee Organization:
The City of Ukiah/Ukiah Valley Sanitation District Joint Ad Hoc Committee was
organized in February 2008 by action of the Ukiah City Council and the Ukiah Valley
Sanitation District Board of Directors for the purpose of examining and making
recommendations. regarding sewer system governance.
Committee Membership:
The following members were appointed to the Ad Hoc Committee by the Ukiah City
Council and Ukiah Valley Sanitation District Board of Directors:
Doug Crane (Chair), John McCowen (Vice Chair), Ernie Wipf, Howard
Egan, Jim Ronco, John Graff, Mike Johnson, Matt Froneberger, Clifford
Paulin, Steve Scalmanini, and Butch Carpenter.
The following citizens and staff also participated in Ad Hoc Committee Meetings:
Lee Howard, Dennis Scoles, Frank Michael, Pat Thompson, Paul Cayler,
Rick Kennedy, and Tim Ericksen.
On July 24, 2008, the Ad Hoc Committee appointed a subcommittee of Clifford Paulin
and Jim Ronco to review and recommend to the full committee a draft final report.
On August 14, 2008, the Ad Hoc Committee completed its review of subcommittee
recommendations (See Pages 3 and 4), and authorized preparation of Final Committee
Report.
Committee Mission:
The Committee adopted the following Mission Statement to guide its activities:
"The purpose of the Sewer Ad Hoc Committee is to research and make
recommendations regarding the organization, administrative structure and
governance of the wastewater collection and treatment system, which is
jointly operated and separately owned by the City of Ukiah and the Ukiah
Valley Sanitation District. The Committee will work toward developing
sound management recommendations based on data. The mission of the
Committee will be to research and develop recommendations for the best
sewer service organization to serve the citizens of the community. The
Committee wily operate as an open public forum that encourages
constructive dialog and respectful discourse in order to achieve balanced
solutions that are economically feasible, protective of the environment,
and beneficial to the rate payers. In addition, the Sewer Ad Hoc
Committee will review and comment on the Ukiah Valley Sanitation
District's proposed General Manager position. The Committee's
recommendations will be presented to the Ukiah City Council and the
Page 1 of 4
.e--
Ukiah Valley Sanitation District Board of Directors with a goal of August
15, 2008."
Committee Meetings:
The Committee met regularly on the first and third Thursday evening at 5:30pm in the
County Administration Center (501 Low Gap Road) Conference Room C. Meeting were
typically 120 minutes. Meeting agendas were published and posted at the County
Administration Center and the Ukiah Civic Center. Detail meeting minutes were kept and
approved by the Committee. An email list serve of all Committee members, and
interested staff and citizens was maintained to distribute Committee documents.
Committee Methods and Research:
In order to methodically and systematically uncover and discuss all issues related to
sewer system governance, the Ad Committee first conducted a workshop with City of
Ukiah Wastewater Collection and Treatment staff. The Ad Committee then conducted a
structured brainstorming and categorization exercise. The question posed was as follows:
"What are the Sewer System Challenges? This exercise identified a list of 58 ideas
where the sewer system faced challenges. From this list of 58, the Ad Committee then
placed each idea in one of five categories: l) Infrastructure; 2) Governance; 3)
Operations and Maintenance; 4) Finance; and 5) Regulation.
The list of Governance issues were identified as follows:
1) Complex system
2) One system / 2 governing boards
3) Long range goals for growth
4) Lack of consistency
5) Deferred maintenance
6) Accountability & transparency
7) Communications
8) Consolidations
9) Complete overhaul of management
10) Participation agreement needs revision
11) Agreement by both political bodies
12) City/district overlap areas
13) Duplication of admin/mgmt
14) Recruitment & retention of qualified employees
15) Inconsistent political will
16) Systematic review of system maintenance
17) Lack of district staff
18) Right of way fund held by City for District
19) No proactive work; crisis management (i.e. no time for proactive work due to
preoccupation with constant reactive work
20) Inconsistent & inappropriate representation on BoS (e.g. District 3 or 4
Supervisor Representing the San. District that is in Districts 1 & 2)
Page 2 of 4
The Ad Committee defined what "Good Governance" meant. Using resources available
on the internet, the Ad Committee agreed that the term "Good Governance" has eight
major characteristics. It is participatory, consensus oriented, accountable, transparent,
responsive, effective and efficient, equitable and inclusive, and follows the rules of law.
The Ad Committee then assigned each of the identified sewer system governance issues
to at least one of the eight major characteristics. Through this systematic and structured
approach the Ad Committee fully discussed all identified governance issues.
Committee Approach to Governance Recommendations:
The Ad Committee had wide ranging discussions on how the sewer system may be
reorganized to achieve good governance. The one overriding comment that was repeated
is that the City of Ukiah and the Ukiah Valley Sanitation District "cannot afford a
divorce", therefore a practical and workable solution must be derived under the existing
structure and intergovernmental agreements. There was discussion of a complete system
overhaul to include one elected sanitation board of directors controlling and operating the
entire system. This solution was viewed to have numerous advantages, however this
solution was dismissed due to the unlikely outcome of deep seated vested interests
agreeing to such a dramatic system overhaul, as well as the structure of the current bond
finance arrangements for the upgraded and improved wastewater treatment plant.
The Ad Committee examined the idea of forming a joint powers authority (JPA),
however this idea was dismissed based on the present governance arrangements under the
current Participation Agreements are not that dissimilar from a potential JPA, and that a
JPA would be an additional layer of bureaucracy.
In the end, the Ad Hoc Committee's recommendations for good governance
improvements focused on areas where the current Participation Agreements may be
improved to provide greater clarity and accountability.
Committee Recommendations:
The Ad Hoc Committee recommends that the Ukiah City Council and Ukiah Valley
Board of Directors should consider revision of the July 1995 Participation Agreement to
add language, which:
Section 1:
✓ Sets forth a systematic review and audit of all Equivalent Sewer Service Units
(ESSU's).
✓ Establishes a system of cost allocations for the collection system based on actual
annual costs for repair and maintenance within District and City areas.
Section 3:
✓ Clarifies that certain trunk lines are under District ownership.
✓ Allows future expansion at District cost of the City's wastewater treatment plant
to service existing development and growth within the District.
✓ Allows future expansion of District's trunk lines to service existing development
and growth within the City.
Page 3 of 4
Section 5:
✓ The City and District develop a policy to determine when annexation of existing
development is appropriate. Investigate the utilization of package or pre-treatment
facilities to service newly annexed areas.
Section 6:
✓ Requires more frequent City/District Joint Meetings than the presently prescribed
once per year.
Section 9:
✓ Defines the terms "good repair" and "reasonable period of time".
✓ Provides for District alternatives if the City does not provide repairs or construct
new sewer lateral extensions.
Section 10:
✓ Provides for District alternative if the City does not enforce District rules or
ordinances.
Section 12:
✓ Maintains a rate system that funds the depreciation of system value over time.
✓ Implement and maintain a data collection system.
Section 13:
✓ Provides for an accounting system that uses work orders for all system
maintenance and repair in order that actual expenses between the District and City
may be known, and a more accurate cost allocation method established.
✓ Provides for a system of equipment and vehicle ownership wherein the City and
District are charged a reasonable rate for equipment and vehicles used in the
actual operation and maintenance of the collection system.
New Section:
✓ Grants the District proportional rights to recycled water when produced at the
wastewater treatment plant.
Additional Committee Recommendation Not To Be Included In The Participation
Agreement:
District and City should review their rate structures.
Page 4 of 4
CITY OF UKIA
SPECIAL MEETING MINUTES
Joint Meeting Between the
City Council and Ukiah Valley Sanitation District
CIVIC CENTER COUNCIL CHAMBERS
300 Seminary Avenue
Ukiah, CA 95482
September 17, 2008
4:30 p.m.
ROLL CALL
The Ukiah City Council and the Ukiah Valley Sanitation District met at a special meeting
on September 17, 2008, the notice for which being legally noticed on, September 12,
2008. Mayor Crane called the meeting to order at 4:36 pm. Roll was taken with the
following Councilmembers present: Thomas, McCowen, Rodin, Baldwin, and Mayor
Crane. Sanitation District Board present: Directors Wattenburger, Delbar, and Crane.
Staff present: City of Ukiah Director of Public Works/City Engineer Eriksen, UVSD City
Attorney Rapport, City Manager Chambers, City of Ukiah Deputy City Clerk Currie,
District Manager Kennedy, and Board of Supervisors Clerk Fuhrman.
2. Discussion & Potential Action Items
a. Receipt of Final Report of the City of Ukiah/Ukiah Valley Sanitation District
Joint Ad Hoc Committee and Recommendation on Further Actions by
Ukiah City Council
Recommended Action: City Council to receive the report of the Ad Hoc
Committee, both verbal and written, and provide direction to staff.
UVSD District Manager Kennedy presented the item. Clifford Paulin and Jim
Ronco gave a verbal presentation on the Final report.
Public Comment: Mike Johnson
A Motion was also made and carried by the unanimous voice vote of the UVSD
Board of Directors present regarding accepting the final report and directing staff
to schedule the matter on the first agenda with the new District Board of
Directors, with the recommendation that the Ad-Hoc Committee's
recommendations be implemented.
Councilmember McCowen made a motion to accept the report as presented,
direct staff to consult with the District Manager to begin identifying policy issues
that will need to be discussed and the results of those discussions be brought
back to the City Council for their consideration. Motion Failed due to lack of a
second.
Councilmember Baldwin made a motion to accept the report. Motion withdrawn.
M/S Rodin/Baldwin to accept the final report and appoint two Councilmembers
to an Ad-Hoc Committee, Councilmember Rodin and Mayor Crane subcommittee
members to work with staff to discuss policy issues and implications of the report
and bring back for discussion.
Public Comment: None
Motion carried by the following roll call vote: AYES: Councilmembers Thomas,
McCowen, Rodin, Baldwin, and Mayor Crane. NOES: None. ABSENT: None.
ABSTAIN: None.
Discussion and Possible Direction to Staff Regarding Joint Participation in
a Public Awareness Program for a Pending Pick-up Program of Unwanted
or Expired Pharmaceuticals Being Considered by the Mendocino Solid
Waste Management Authority (MSWMA)
UVSD District Manager Kennedy presented the item. The District Board is
recommending the District and the City participate jointly in some manner in a
public awareness program related to a pending pickup program of unwanted or
expired pharmaceuticals being developed by MSWMA board.
Public Comment: John Graff and Jim Rickel
A Motion was also made and carried by the unanimous voice vote of the UVSD
Board of Directors present to jointly participate in a public awareness program
announcing the MSWMA Pick-up Program of Unwanted or Expired
Pharmaceuticals after the program is finalized and implemented; decide on the
level of participation, which may include all or some of the following
actions/courses: direct staff to prepare/process bill insert announcing the
program; authorize the expenditure of $1,000 from Fund 612 for placement of a
commercial ad in the local newspaper and direct staff to prepare a budget
amendment; authorize the expenditure of Fund 612 monies for mailing via first
class mail a notice of the program to District ratepayers not receiving
consolidated utility bills and direct staff to prepare a budget amendment; direct
staff to place the notice of the program on the City's website; direct staff to make
a request to the County for the placement of the notice of the program on the
County's website.
M/S Rodin/McCowen to jointly participate in a public awareness program
announcing the MSWMA Pick-up Program of Unwanted or Expired
Pharmaceuticals when the program is finalized; participation my include some or
all of the following recommendations from the Ukiah Valley Sanitation District's
staff report which are: Direct staff to prepare/process bill insert announcing the
program, authorize the expenditure of $1,000 from Fund 612 for placement of a
commercial ad in the local newspaper and direct staff to prepare a budget
amendment; authorize the expenditure of Fund 612 monies for mailing via first
class mail a notice of the program to District ratepayers not receiving
consolidated utility bills and direct staff to prepare a budget amendment; direct
staff to place the notice of the program on the City's website; direct staff to make
a request to the County for the placement of the notice of the program on the
City's website. Staff is to work out the details.
Public Comment: None
Motion carried by the following roll call vote: AYES: Councilmembers Thomas,
McCowen, Rodin, Baldwin, and Mayor Crane. NOES: None. ABSENT: None.
ABSTAIN: None.
3d
ORDINANCE NO.
AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF UKIA
AMENDING SECTIONS 3798A, 3704.2, 3706.7, 3000, 8336, 9150,
Subsections 13 and J, 9277, Subsection 13, 9278, and 9543,
Subsection A of the Ukiah City Code.
The City Council of the City of Ukiah hereby ordains as follows:
SECTION ONE.
Sections 3798A, 3706.4, and 3706.7, of the Ukiah City Code are hereby
amended to read as follows:
§3798A: PURPOSE, POLICY, AND ADMINISTRATION:
(a) The purpose of this Article is the regulation of the generation and disposal
of grease interceptor waste for the protection of the City of Ukiah (City) Sewage
Treatment Plant (POTW) and the environment.
(b) The objective of this Article is to reduce the operational and maintenance
costs of maintaining the POTW and ensure compliance of State Water Resources
Control Board (SWRCB) permits, including the City's National Pollutant Discharge
Elimination System (NPDES) permit by preventing the accumulation of Grease within
the collection system.
(c) This Article shall apply to the City of Ukiah and to persons outside the City
and the Ukiah Valley Sanitation District (District) who, by contract or agreement with the
City or the District, are users of the City's POTW.
3704.2: DESIGN AND CONSTRUCTION REQUIREMENTS:
Design and construction of building laterals and street laterals shall be in accordance
with the requirements of the district and/or city as adopted from time to time, including,
but not limited to, the California plumbing code as adopted by the City.
3706.7: IMPLEMENTING PROVISIONS:
F. Interceptors Required: In accordance with Article 17 of Chapter 2, Division 4 of the
Ukiah City Code, commencing with Section 3798.A, grease, oil and sand interceptors
shall be provided when in the opinion of the City they are necessary for the proper
handling of liquid wastes, containing grease in excessive amounts, or any flammable
wastes, sand and other harmful ingredient; except that such interceptors shall not be
required for buildings used for residential purposes. All interceptors shall be of a type
and capacity currently designated by the California Plumbing Code, and shall be so
located as to be readily and easily accessible for cleaning and inspection. In addition,
commercial or industrial waste discharges may be required to provide holding tanks
with provision for neutralization, temperature control or rate-of-discharge control to
avoid slug loadings or excessive flow rates.
The Director of Public Works may require screening of any flow of commercial or
industrial sewage as is required to protect the usefulness of the sewage system of the
City. Such screens shall have the equivalent to twenty (20) meshes to the linear inch,
both directions. No insoluble material of such size that will not pass through the screen
herein required, may be discharged or permitted to enter the sewage system of the
city.
G. Maintenance of Interceptors: All grease, oil and sand interceptors shall be
maintained by the owner at his expense, in continuously efficient operation at all times,
and corrected immediately on notice of deficient operation, and In accordance with
Article 17 of Chapter 2, Division 4 of the Ukiah City Code, commencing with Section
3798.A.
SECTION TWO
Sections 3000, 8336, 9150, Subsections B and J, 9277, Subsection B, 9278, and 9543,
Subsection A of the Ukiah City Code are hereby amended to read as follows:
3000: ADOPTION OF MODEL CODES:
Except as amended or modified by other provisions of this division, the city council
hereby adopts by reference and makes effective within the city, the following: The
versions of the model codes and specific appendices, as listed and defined in sections
3001 through 3010 of this chapter, which have been adopted by the state of California
within title 24 of the California Code of Regulations, as they are adopted, amended, or
repealed from time to time pursuant to chapter 2 of part 1.5 of division 13 of the Health
and Safety Code (commencing with section 17920) including the California Code of
Regulations, California building code, California electrical code, California mechanical
code, California plumbing code, California energy code, California elevator safety
construction code, California historical building code, California existing building code,
and the California referenced standards code
8336: GRADING AND EROSION CONTROL:
Every map approved pursuant to this Chapter shall be conditioned on compliance with
the requirements for grading and erosion control, including the prevention of
sedimentation or damage to off-site property, set forth in the California Building Code
as from time to time adopted by the City.
9150: DEVELOPMENT STANDARDS:
Condominium developments, either new structures or the conversion of existing
structures originally built for sale or lease, shall be permitted in any district upon the
securing of use permit, provided that the following standards are met:
B. Classification: Residential condominiums shall be classified as follows:
1. Horizontal condominiums shall be buildings in which single-family units are
constructed, either as separate structures or as self-contained units, within a common
structure having individual entrances and utility connections, no opening in any wall
common to two (2) or more units and no part of any unit on top of any part of any other
unit.
2. Vertical condominiums shall be any duplex, triplex or apartment house, as defined in
the California Building Code of the City (Chapter 1, Division 3) in which condominium
any part of any dwelling units is on top of any part of any other dwelling unit.
J. Occupancy Type: Condominiums shall be Group 1 occupancy as defined in the
California Building Code (Chapter 1, Division 3 of this Code).
9277: TERMINOLOGY:
B. "Building Official" means the person designated by the California Building Code, as
adopted by the City, as responsible for enforcement and administration of the building
code.
9278: DEFINITIONS:
FLOOR AREA, GROSS: The total enclosed area of all floors of a building, measured to
the surfaces of exterior walls, including halls, stairways, elevator shafts, service and
mechanical equipment rooms, light wells, courts, and basement, cellar or attic areas
deemed usable by the building official or habitable by the California Building Code.
9543: ESTABLISHMENT OF CAPITAL IMPROVEMENT FEES:
A. Creation by Resolution: By resolution the City Council shall establish such capital
improvement fees as it determines are necessary to contribute toward the financing of
public facilities. Each such resolution shall:
1. Establish and describe the benefit and impact area within which the fee shall apply;
2. Set forth the specific amount of the fee;
3. List the specific public improvement or improvements to be financed;
4. Describe the estimated cost of these facilities, and associated costs such as
necessary engineering services and administrative costs;
5. Describe the reasonable relationship between the fee and the types of new
development to which it will apply;
6. Set forth the time when the fee must be paid as follows:
a. As to residential development that time shall not be sooner than the date of final
inspection or the date the certificate of occupancy is issued, whichever occurs first. The
City shall not furnish utilities to occupants of any such residential development prior to
final inspection and the issuance of a certificate of occupancy. The City shall disconnect
utilities furnished to a residential development if that development is occupied prior to
final inspection and the issuance of a certificate of occupancy. In accordance with the
§§2136 to 2137, the City shall revoke the business license issued pursuant to Division 2
of this Code to any person (as defined in §2100) engaged in a business (as defined in
§2101), if such person participates as seller, broker or otherwise in the sale of a
residential development to an occupant of that development before final inspection and
issuance of a certificate of occupancy. The City shall not issue a new business license
to a person whose license is revoked as provided herein for a period of two (2) years.
b. As to all other development that time shall be at the time a building permit is issued.
c. No certificate of occupancy or building permit, as appropriate, shall issue until the
required fees are paid. "Building permit," "final inspections," and "certificate of
occupancy," as used in this Section, have the same meaning as described in the
California Building Code, as adopted by the City of Ukiah.
SECTION THREE
This Ordinance shall become effective thirty (30) days after adoption.
Introduced by title only on February 4, 2009, by the following roll call vote:
AYES: Councilmembers Landis, Thomas, Rodin, and Mayor Baldwin
NOES: None
ABSENT: Councilmember Crane
ABSTAIN: None
Adopted on , 2009 by the following roll call vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
Philip E. Baldwin, Mayor
ATTEST:
Linda C. Brown, City Clerk