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HomeMy WebLinkAbout2012-01-04 PacketCITY OF UKIAH CITY COUNCIL AGENDA Regular Meeting CIVIC: CENTER COUNCIL CHAMBERS 300 Seminary Avenue Ukiah, CA 95482 January 4, 2012 6:00 p.m. 5:30r) Council Photo Session 1. ROLL CALL 2. PLEDGE OF ALLEGIANCE 3. PROCLAMATIONS/INTRODUCTIONS/PRESENTATIONS 4. PETITIONS AND COMMUNICATIONS 5. APPROVAL OF MINUTES a. Regular Meeting of 12/07/11 b. Regular Meeting of 11/16/11 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. Approval Of Notice Of Completion For Waugh Lane Bridge, Specification No. 11-08 b. Adoption of Resolution Approving City of Ukiah Qualified Contractors' List for 2012 C. Approval Of Notice Of Completion For The Orchard Substation Project, Specification No. 10-08 And Approval Of Final Payment Of The 10% Retention To Cal Electro, Inc. (EUD) d. Authorize The Information Technology Department To Renew The ESRI Geographical Information System Software Licensing Agreement For A Term Of 3 Years In The Amount $26,937.50 Annually For A Total Of $80,812.50. 8. AUDIENCE COMMENTS ON NON-AGENDA ITEMS The City Council welcomes input from the audience. If there is a matter of business on the agenda that you are interested in, you may address the Council when this matter is considered. If you wish to speak on a matter that is not on this agenda, you may do so at this time. In order 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. COUNCIL REPORTS 10. CITY MANAGERICITY CLERK REPORTS 11. PUBLIC HEARINGS (6:15 PM) a. Authorize Updated Ambulance Rates And Approve Resolution Adopting Fees For Ambulance Services Provided By The Ukiah Fire Department 12. UNFINISHED BUSINESS a. Sign Enforcement Discussion (no written report) b. Authorize Citv Manager To Negotiate And Execute A Contract With Alchemy Of Design For Interpretive Design Services In An Amount Not To Exceed $103,465 To Be Reimbursed By Grant Funds For The Grace Hudson Cultural Center Project 13. NEW BUSINESS a. Discussion And Possible Action To Streamline City Government By Adopting A Resolution Calling For An Election To Ask The Voters To Determine If The City Treasurer Position Remain An Elected Position Or Become A Position Appointed By The City Council; Consolidating The City Election With The Presidential Primary Election; And Directing The City Attorney To Prepare An Impartial Analysis Of The Measure b. Ukiah Redevelopment Agency Annual Report For Fiscal Year 2010-2011 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: Police, Fire, Electric, Miscellaneous, Management, and Department Head Units b. Conference with Legal Counsel -Existing Litigation (Subdivision (a) of Gov't Code Section 54956.9) Name of case: (Ukiah Valley Sanitation District v. City of Ukiah, dispute resolution under Participation Agreement) 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, 8:00 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 29th day of December, 2011. Linda Brown, Acting City Clerk CITY OF UKIAH 5a CITY COUNCIL MINUTES Regular Meeting CIVIC CENTER COUNCIL CHAMBERS 300 Seminary Avenue Ukiah, CA 95482 12/7/2011 1. ROLL CALL Ukiah City Council met at a Regular Meeting on December 7, 2011, the notice for which being legally noticed on December 1, 2011. Mayor Rodin called the meeting to order at 6:05 pm. Roll was taken with the following Councilmembers present: Landis, Thomas, Crane, Baldwin, and Mayor Rodin. Councilmembers absent: None. Staff Present: City Manager Chambers, Assistant City Manager Sangiacomo, City Attorney Rapport, City Clerk Currie, Director of Planning and Community Development Stump, Finance Director Elton, Assistant Finance Director Roth, Director of Electric Utility Grandi, Director of Public Safety Dewey, Director of Public Works and City. Engineer Eriksen, and Public Works Administrative Assistant Thiele. 2. PLEDGE OF ALLEGIANCE 3. PROCLAMATIONS/INTRODUCTIONS/PRESENTATIONS 4. PETITIONS AND COMMUNICATIONS 5. APPROVAL OF MINUTES a. Regular Meeting Of 11/16/11 Continued to verify Item 12a votes. 6. RIGHT TO APPEAL DECISION 7. CONSENT CALENDAR a. Approval Of Amendment #1 To The Contract With Winzler & Kelly For A Full Scale Water Effects Ratio Study As Part Of The Copper Implementation Plan And Discharge Permit Requirements For The Waste Water Treatment Plant In The Amount Of $37,000 b. Report Of Acquisition Of Professional Consulting Services From EBA Engineering For Preparation Of The Mandated Reports For The Ukiah Landfill C. Notification To City Council Of The Purchase Of Four Bray Series S6A Pneumatic Valve Positioners With 92-1605 Spring Return For The Wastewater Treatment Plant To T And T Valve Company For A Total Not To Exceed $8,305.37 Plus Shipping Cost d. Adoption Of Resolution Increasing Dollar Limits For Open Market Procurements e. Adopt Ordinance Amending Division 5, Chapter 5 Of The Ukiah City Code By Amending Sections 4421, 4425, 4441, 4444, 4446, 4460, 4461 And 4463, And Repealing Sections 4422, 4423 And 4444 Page 1 of 6 12/7/2011 f. Approve A Resolution Waiving The 60-Day Notification Requirement For Establishing A County Facility Within The City Limits To Allow The County Of Mendocino To Lease Property At 524 Low Gap Road, Ukiah, CA, For Use By Health & Human Services Agency, New Beginnings Program g. Authorize Agreement For The Sun House Guild To Conduct Construction Activities At The Grace Hudson Museum M/S Landis/Thomas to Approve 7a-7g. Motion carried by the following roll call votes: AYES: Landis, Thomas, Crane, Baldwin, and Mayor Rodin. NOES: None. ABSENT: None. ABSTAIN: None 8. AUDIENCE COMMENTS ON NON-AGENDA 9. COUNCIL REPORTS Mayor Rodin reported that Mendocino Council of Governments awarded the City of Ukiah $815,000 toward design and construction of the downtown streetscape, $644,000 toward the traffic signal at Gobbi and Waugh Lane, and $115,000 for preliminary engineering for a roundabout at N. Bush and Low Gap. 10. CITY MANAGER/CITY CLERK REPORTS 12. UNFINISHED BUSINESS a. Discussion And Possible Action To Approve And Authorize City Manager To Sign Transfer Station And Waste Collection Agreements With Solid Waste Systems, Inc. And Ukiah Waste Solutions, Inc., Respectively. Councilmember Crane recused himself due to a potential conflict of interest, which is Crane of Ukiah is building a transfer station near Lakeport for Yulupa, a company related to the City's franchise solid waste collection service. City Attorney Rapport presented the item. Recommended Action(s): Approve the revised contracts, including the revised exhibits to the contracts. See item 11 a for 12a action. 11. PUBLIC HEARINGS (6:15 PM) a. Conduct A Hearing On Proposed Curbside Waste Collection Fee Increases Pursuant To Proposition 218 And Division 4, Chapter 6, Article 1 Of The Ukiah City Code, Commencing With Section 3950 Finance Director Elton presented the item. Recommended Action(s): Conduct the Public Hearing to receive public input related to the proposed Garbage rate increases. Public Hearing Opened 7:15 pm Public speaking to the item: Julie Price, C&S Waste Solutions, expressed appreciation for the process; Peter Good, expressed concern over Emmett Jones working with the City of Willits' hauler, supports competition, suggests a shorter time (1 year) for a rate increase, and suggests looking more at long-range contracts; Rick Rosolo is not in support of rate increases, suggests looking at Cold Creek's Page 2 of 6 12/7/2011 offer, and supports competition and not a single player; Estelle Clifton, Cold Creek Compost agent, reminded Council of Cold Creek's offer to take all green, wood, food waste, and soiled paper for $16 per ton and requests a reevaluation of the rate increase and asks the City Council to persuade the hauler to take Cold Creek's offer; Leif Farr, spoke to the contract and does not support a contract of this length, suggests a five year contract, and commented that wages are going down but rates are going up; Tom Mortare, resident, expressed concern regarding the practice of not providing the letters of protest to Council as part of the process in the past or present, concern with the length of the contract and automatic increases, and requests Council take more time to consider the contract; Marlene Shupe, owner of Ukiah Paper Supply, spoke about the ability to recyclable Styrofoam and requests City Council ask the hauler to look at ways to accomplish this; Marsha DePriest expressed concern over the length of the contract, that it should go out to bid, and supports green and going green now and Cold Creek can do it now; Chuck Williams, Ukiah, supports looking to the future and sustainability, suggests not being so concerned with prices, encourages trash to energy concept, is concerned with a 15 year contract, and requests council slow down on the contract and look at sustainability; Steve Scalmanini supports composting sooner and not sending items to the landfill, asked what the status of the transfer station construction payoff is, did the rates go down when the fuel costs went down, and supports going to bid and not a lengthily contract; Darca Nicholson is concerned with green waste, the contract is too long, and supports recycling Styrofoam. Public hearing closed 7:58 pm MIS Landis/Thomas to approve the revised contracts, including the revised exhibits to the contracts. Councilmember Baldwin moved to amend the motion by adding a modification to the Waste Collection Agreement section 5.11 item d. To strike the first 50% and substitute with the following wording, the City Council at its discretion shall determine the diversion methods and facilities for the City of Ukiah solid waste subject to the company's ability to recover any additional cost that determination might entail. Motion failed due to lack of a second. Motion carried by the following roll call votes: AYES: Landis, Thomas, and Mayor Rodin. NOES: Baldwin. ABSENT: Crane. ABSTAIN: None MIS Thomas/Landis to adopt the resolution approving the rates. Councilmember Baldwin moved to amend the motion changing the rate increase from 7.12% to 5.5%. Motion failed due to lack of a second. Motion carried by the following roll call votes: AYES: Landis, Thomas, and Mayor Rodin. NOES: Baldwin. ABSENT: Crane. ABSTAIN: None Councilmember Crane returned to dais. 12. UNFINISHED BUSINESS d. Receive Status Report, Review Preliminary Single-Use Carryout Bag Ordinance, And Direct Staff To Proceed With The Process Of Preparing A Formal Draft Ordinance Page 3 of 6 12/7/2011 Planning and Community Development Director Stump presented the item. Recommended Action(s): Received status report, review preliminary draft ordinance, and direct staff to prepare a formal draft ordinance and begin the environmental review process. Public Comment opened 9:09 pm Public Speaking in support of the Item: Erica Kaluck, River Oaks Charter School, Layla Austion, Lindsey Maurer, president of the Ukiah Environmental Club, John McCowen, and Chuck Williams. Public Comment closed 9:20 pm City Council directed staff to proceed with a formal draft ordinance, EIR, and coordinate enactment timing with the County of Mendocino. The item is expected back by April or May 2012 it could be back before Council. Recessed 9:25 pm Reconvened 9:37 pm e. Award Of Contract For The East Clay And South Main Re-Conductoring Project, Specification No. 11-12, To Herman Weissker, Inc For The Lump Sum Amount Of $292,237.00. (EUD) Electric Utility Director Grandi presented the item. Recommended action(s): Award contract for the East Clay and South Main re-conductoring project Specification No. 11-12, to Herman Weissker, Inc. for the lump sum amount of $292,237. MIS Crane/Landis to approve Recommended Action. Motion carried by the following roll call votes: AYES: Landis, Thomas, Crane, Baldwin, and Mayor Rodin. NOES: None. ABSENT: None. ABSTAIN: None Award Of Bid For The Purchase Of Material To Complete The East Clay And South Main Re-Conductoring Project In The Amount Of $32,651.98. (EUD) Electric Utility Director Grandi presented the item. Recommended action(s): Approve award of bid for the purchase of utility distribution hardware for the East Clay and South Main re-conductoring project in the amount of $32,651.98. MIS Crane/Thomas to approve the Recommended Action. Motion carried by the following roll call votes: AYES: Landis, Thomas, Crane, Baldwin, and Mayor Rodin. NOES: None. ABSENT: None. ABSTAIN: None 13. NEW BUSINESS b. Approval Of Senate Bill 1x 2 Renewable Energy Resource Procurement Plan And Enforcement Program And Adopt Resolution Approving City Of Ukiah's Renewable Energy Resources Procurement Plan Per Senate Bill 1x 2. Additionally, By Separate Resolution, Approve City Of Ukiah's Enforcement Program Of The Renewable Energy Resources Procurement Plan. (EUD) Electric Utility Director Grandi presented the item. Recommended action(s): by resolution approve the City of Ukiah's Renewable Energy Resources Procurement Page 4 of 6 12/7/2011 Plan per SB 1X 2. Additionally, by separate resolution, approve the City of Ukiah's Enforcement Program of the Renewable Energy Resources Procurement Plan. M/S Crane/Baldwin to approve the Recommended Actions. Motion carried by the following roll call votes: AYES: Landis, Thomas, Crane, Baldwin, and Mayor Rodin. NOES: None. ABSENT: None. ABSTAIN: None 12. UNFINISHED BUSINESS b. Presentation And Update On Progress Of Recycled Water Master Plan And Discussion Of Alternatives. Director of Public Works/City Engineer Eriksen presented the item. Public Works Administration Thiele was available for questions. Recommended Action(s): Update Council on the status of Reclaimed Water Master Plan and provide comment on the options. Tracy Clinton and Kaumudi Atapattu of Carollo Engineers provided a presentation. Public comment opened 10:37 pm Public speaking to the item: Jim Wattenburger. Public comment closed 10:39 pm City Council received report and supported staff moving forward on the study. C. Sign Enforcement Discussion (no written report) Not heard. g. Study Of Options For The Delivery Of Future Fire Services. Director of Public Safety Dewey presented the item. Recommended Action(s): to assist staff in exploring possible models for Fire Services in the future and provide staff with further direction and areas of research. Council supports bringing ambulance billing and fire prevention fees forward for consideration. Public Comment Opened 10:53 pm Public speaking to the item: Jim Wattenburger. Public Comment Closed 10:57 pm City Council supports moving forward with researching the three recommendations. 13. NEW BUSINESS a. Authorize The Establishment Of A Police Canine Protection Program, And The Purchase Of Two Police Canines From Master K-9 Inc., In The Amount Of $30,000 From Fund 204.2001.800.000. Director of Public Safety Dewey presented the item. Recommended Action(s): 1. Authorize the establishment of a Canine Protection Program and 2. Authorize the Page 5 of 6 12/7/2011 purchase of a Dual Purpose Police Canine from Master K-9 in an amount not to exceed $30,000 and appropriate sales tax. M/S Crane/Baldwin to approve Recommended Action. Motion carried by the following roll call votes: AYES: Landis, Thomas, Crane, Baldwin, and Mayor Rodin. NOES: None. ABSENT: None. ABSTAIN: None C. Appointment Of New Mayor And Vice Mayor Councilmember Baldwin nominated Councilmember Landis as Mayor for 2012 and Councilmember Crane as Vice Mayor. Councilmember Thomas seconded. Motion carried by an all AYE voice vote. Adjourned to Closed Session 11:18 pm. 14. CLOSED SESSION - Closed Session may be held at any time durinq the meetin a. Conference with Legal Counsel -Existing Litigation (Subdivision (a) of Gov't Code Section 54956.9) Name of case: (Ukiah Valley Sanitation District v. City of Ukiah, dispute resolution under Participation Agreement) b. Conference with Labor Negotiator 54957.6) Agency Representative: Jane Chambers, City Manager Employee Organizations: Miscellaneous Unit Reconvened in Open Session at 11:50 pm with no reportable action. 15. ADJOURNMENT There being no further business, the meeting adjourned at 11:50 pm. JoAnne M. Currie, City Clerk Page 6 of 6 12/7/2011 CITY OF UKIAH CITY COUNCIL MINUTES Regular Meeting CIVIC CENTER COUNCIL CHAMBERS 300 Seminary Avenue Ukiah, CA 95482 11/16/2011 2. 3. 4. 5b ROLL CALL Ukiah City Council met at a Regular Meeting on November 16, 2011, the notice for which being legally noticed on November 10, 2011. Mayor Rodin called the meeting to order at 6:03 pm. Roll was taken with the following Councilmembers present: Landis, Thomas, Crane, Baldwin, and Mayor Rodin. Councilmembers absent: None. Staff Present: City Manager Chambers, Assistant City Manager Sangiacomo, City Attorney Rapport, City Clerk Currie, Purchasing Supervisor Horger, Assistant Finance Director Roth, Public Works Director and City Engineer Eriksen, Director of Public Safety Dewey, Director of Electric Utility Grandi, and Project/Grant Administrator Mills. PLEDGE OF ALLEGIANCE PROCLAMATIONS/INTRODUCTIONS/PRESENTATIONS PETITIONS AND COMMUNICATIONS 5. APPROVAL OF MINUTES a. Regular Meeting Of 11/02/11 b. Special Meeting Of 10/11/11 M/S Landis/Baldwin to approve minutes of Regular Council Meeting of 11/02/11 and Special Meeting Of 10/11/11 as submitted. Motion carried by all AYE voice vote of the members present. 6. RIGHT TO APPEAL DECISION 7. CONSENT CALENDAR a. Report Of Disbursements For Month Of October 2011 b. Approve Budget Amendment For Skate Park Project To Provide For Expenditures In Fiscal Year 2011-2012. C. Notification To City Council Of Acquisition Of Services From California Department Of Forestry For Creek And Drain Maintenance In The Amount Of $7,500. d. Notification Of Purchase Of Training In The Amount Of $7,500.00 From Anthony Kastros. e. Approve Extension Contracts For Renovation Of Ukiah Municipal Swimming Pool And Anton Stadium Facilities And Authorize The City Manager To Execute The Contract Extensions And Record The Deed Restrictions. Page 1 of 6 11/16/2011 MIS Landis/Thomas to Approve Items 7a-e. Motion carried by the following roll call votes: AYES: Landis, Thomas, Crane, Baldwin, and Mayor Rodin. NOES: None. ABSENT: None. ABSTAIN: None 8. AUDIENCE COMMENTS ON NON-AGENDA ITEMS None 9. COUNCIL REPORTS Councilmember Landis reported the Solid Waste Ad Hoc committee met twice since the last Council meeting and will meet tomorrow. Landis reported she attended the November 13, 2011 Women's Suffrage Centennial event. Councilmember Thomas reported the library advisory board met today and reported the library measure passed. Increased library hours are expected around the first of the year and funds should be officially available in July 2012. 10. CITY MANAGER/CITY CLERK REPORTS none 12. UNFINISHED BUSINESS a. Continuation Of Discussion And Consideration Regarding Updating Procurement Policy And Limits, And Corresponding Resolutions Purchasing Supervisor Horger and Assistant City Manager Sangiacomo presented the item. Recommended Action(s): 1. Approve a resolution increasing the dollar limits for open market procurements pursuant to Ukiah City Code Section 1522 and authorize staff to complete the resolution process. 2. Approve a resolution delegating authority to City Officials to issue change orders on supply and equipment purchases, maintenance contracts, and personal services contracts. Public Comment Opened 6:40 pm Not in support of item: Peter Good Public Comment Closed 6:42 pm MIS Landis/Thomas to approve staff bringing a resolution forward on the Consent Calendar increasing the dollar limits for open market procurements pursuant to Ukiah City Code Section 1522. The amounts for personal services and maintenance contracts are changed from $10,000 to $20,000 and from $5,000 to $10,000 respectively. Motion carried by the following roll call votes: AYES: Landis, Thomas, Crane, and Mayor Rodin. NOES: Baldwin. ABSENT: None. ABSTAIN: None MIS Crane/Landis to approve a resolution delegating authority to City Officials to issue change orders on supply and equipment purchases, maintenance contracts, and personal services contracts. Motion carried by the following roll call votes: AYES: Landis, Thomas, Crane, Baldwin, and Mayor Rodin. NOES: None. ABSENT: None. ABSTAIN: None 11. PUBLIC HEARINGS (6:15 PM) a. Conduct A Public Hearing To Review And Approve The City Of Ukiah's Page 2 of 6 11/16/2011 Program Income Reuse Plan For The Community Development Block Grant (CDBG) Program Assistant City Manager Sangiacomo presented the item. Craig Schlatter, Community Development Manager for Community Development Commission of Mendocino County was available to answer questions. Recommended Action(s): Conduct a public hearing, receive public input and approve the proposed City of Ukiah program reuse plan for the CDBG program. Public Hearing opened 6:51 pm Public Hearing closed 6:52 pm M/S Landis/Thomas to approve The City Of Ukiah's Program Income Reuse Plan For the CDBG Program. Motion carried by the following roll call votes: AYES: Landis, Thomas, Crane, Baldwin, and Mayor Rodin. NOES: None. ABSENT: None. ABSTAIN: None b. Conduct A Public Hearing For The Review And Approval Of The Community Development Block Grant (CDBG) Business Assistance Program Guidelines Assistant City Manager Sangiacomo presented the item. Craig Schlatter, Community Development Manager for Community Development Commission of Mendocino County was available to answer questions. Recommended Action(s): conduct a public hearing, receive public input, and approve the revised CDBG Business Assistance Program Guidelines. Public Hearing opened 6:52 pm Public Hearing closed 6:53 pm M/S Crane/Landis to approve the CDBG Business Assistance Program Guidelines. Motion carried by the following roll call votes: AYES: Landis, Thomas, Crane, Baldwin, and Mayor Rodin. NOES: None. ABSENT: None. ABSTAIN: None 12. UNFINISHED BUSINESS b. Approve Change Order #2 For The Continued Development Of The Anton Stadium Restoration Engineered Steel Building Specification Number 11-02 Amending Total Contract Amount To Ferranti Construction To $664,387 And Receive A Status Update On Construction Progress Project & Grant Administrator Mills and Assistant City Manager Sangiacomo presented the item. Recommended Action(s): Approve change order #2 for the continued development of the Anton Stadium construction project and authorize staff to approve additional change orders in the amount of 10% of the new contract amount if necessary, without further Council approval. M/S Landis/Baldwin to approve Change Order #2 For The Continued Development Of The Anton Stadium Restoration Engineered Steel Building Specification Number 11-02 Amending Total Contract Amount To Ferranti Construction To $664,387. Staff to work with Councilmember Crane to find any additional savings. Public Comment Opened 7:36 pm Public speaking to the item: Ernie Wiipf, Wiipf Construction and Rick Cupples, Page 3 of 6 11/16/2011 Cupples Construction. Public Comment Closed 7:38 pm Motion carried by the following roll call votes: AYES: Landis, Thomas, Baldwin, and Mayor Rodin. NOES: Crane. ABSENT: None. ABSTAIN: None. C. Second Solid Waste Discussion: Waste Collection And Transfer Station Agreements Councilmember Crane recused himself due to a potential conflict of interest, which is Crane of Ukiah is building a transfer station near Lakeport for Yulupa, a company related to the City's franchise solid collection service. City Manager Chambers introduced the item. Councilmembers Landis and Thomas, Assistant Finance Director Roth, Public Works Director/City Engineer Eriksen presented the item. Consultant Emmett Jones was available to answer questions. Recommended Action(s): 1. Receive the oral report on further work of the Solid Waste Ad/Hoc committee and city staff to answer questions raised about the proposed new agreements, 2. Receive any further information provided by the City Attorney or other staff members regarding answers to questions raised regarding the agreements, and 3. Provide city staff with any further directions regarding the agreements in order to consider approval and adoption of the agreements at the December 7 meeting in conjunction with the public hearing regarding proposed rates. Councilmembers Landis and Thomas provided a summary of the 11-16-11 ad hoc meeting. Discussion ensued regarding key unresolved issues listed on handout as 4a, b,d, and e. Public comment regarding length of the contract (4b) opened at 8:42 pm Public speaking to the item: Mike Sweeny,, Mendocino Solid Waste Management Authority, Richard Johnson, C&S Waste; Ross Liberty, Ukiah; Leif Farr; Estelle Clifton, Cold Creek Compost; John McCowen; and Julie Price, C&S Waste. Public Comment closed 8:48 pm Public comment on flow control (4d) opened 8:58 pm Public speaking to the item: Mike Sweeny; Steve Scalmanini; Estelle Clifton; Richard Johnson, C&S Waste; Mike Sweeny; and Jerry Wand, Solid Waste of Willits. Public Comment closed 9:26 pm Continued. Recessed 9:48 pm Back 9:56 pm 13. NEW BUSINESS a. Adopt Ordinance Amending Division 5, Chapter 5 Of The Ukiah City Code To Remove Outmoded Provisions In Order To Be Consistent With Current Practice Of Solid Waste Handling And To Allow For Future Changes Page 4 of 6 11/16/2011 City Attorney Rapport presented the item. Recommended Action(s): 1. adopt motion to introduce ordinance by title only; 2. instruct city clerk to read title of ordinance; and 3. after title is read, adopt motion to introduce ordinance. Public speaking to the item: Mike Sweeny M/S Landis/Baldwin to approve introduction of ordinance by title only Motion carried by the following roll call votes: AYES: Landis, Thomas, Crane, Baldwin, and Mayor Rodin. NOES: None. ABSENT: None. ABSTAIN: None City Clerk Currie read the tile of the ordinance. M/S Landis/Baldwin to approve introduction of the ordinance. Motion carried by the following roll call votes: AYES: Landis, Thomas, Crane, Baldwin, and Mayor Rodin. NOES: None. ABSENT: None. ABSTAIN: None b. Fire Services Alternatives City Manager Chambers introduced the item. Director of Public Safety Dewey presented the item and pointed out Option 5 in the staff report would not have an Amador agreement. City Attorney Rapport provided a brief history of the relationship between Ukiah Valley Fire District and Ukiah Fire Department (UFD). Recommended Action(s): No action required, provide staff with further direction or follow-up as needed. Public Comment Opened 10:44 pm Public speaking to the item: Dan Grebil, Ukiah Valley Fire District Chief; Leif Farr, Mendocino County Chapter President of Service Employees International Union (SEIU); Jim Wattenburger; Pete Bushby, UFD; Kevin Jennings, UFD operations division chief; Mike Stewart, UFD, OSHA rules-2 in and 2 out; Kirt Thomsen, Ukiah Fire Department, Ed Buttles, Ukiah Fire Department, and John Corippo budget savings and saving lives, property, and environment; Continued. C. Authorization For City Manager To Negotiate And Execute A Contract In An Amount Not To Exceed $30,000 For Acquisition Of Professional Services From Laminar Energy Services, Inc. For Evaluation And Inspection Services For The Hydro Electric Facility And Report Of Expenditure In The Amount Of $9500 For Consulting And Inspection Services Associated With Initial Investigation (EUD) Electric Utility Director Grandi presented the item. Recommended Action(s): Authorization For City Manager To Negotiate And Execute A Contract In An Amount Not To Exceed $30,000 For Acquisition Of Professional Services From Laminar Energy Services, Inc. For Evaluation And Inspection Services For The Hydro Electric Facility And Report Of Expenditure In The Amount Of $9500 For Consulting And Inspection Services Associated With Initial Investigation Page 5 of 6 11/16/2011 MIS Crane/Landis to approve Recommended Actions. Motion carried by the following roll call votes: AYES: Landis, Thomas, Crane, Baldwin, and Mayor Rodin. NOES: None. ABSENT: None. ABSTAIN: None 14. CLOSED SESSION - Closed Session may be held at anv time durina the meetin a. Conference with Labor Negotiator 54957.6) Agency Representative: Jane Chambers, City Manager Employee Organizations: Electric Unit b. Conference with Legal Counsel -Existing Litigation (Subdivision (a) of Gov't Code Section 54956.9) Name of case: (Ukiah Valley Sanitation District v. City of Ukiah, dispute resolution under Participation Agreement) Closed Session Not Heard. 15. ADJOURNMENT There being no further business, the meeting adjourned at 11:34 pm JoAnne M. Currie, City Clerk Page 6 of 6 11/16/2011 pir ITEM NO.: 7a MEETING DATE: AGENDA SUMMARY REPORT January 4, 2012 SUBJECT: APPROVAL OF NOTICE OF COMPLETION FOR WAUGH LANE BRIDGE, SPECIFICATION NO. 11-08 Background: This project was funded in the FY 2011-2012 budget adopted by the City Council. Discussion: The City Council awarded the contract for this project on September 21, 2011 to Siri Grading & Paving, Inc. of Santa Rosa, CA in the amount of $44,777. The work of the contract was completed by the contractor in substantial conformance with the approved plans and specifications on December 9, 2011. The final contract cost, based on actual quantities constructed and the approved change orders, is $46,567.55. Final payment of the retention will be made to the contractor after 35 days from the date the Notice of Completion is filed with the County Recorder. Fiscal Impact: Budgeted FY 11/12 1-1 New Appropriation Not Applicable Budget Amendment Required X Amount Budgeted Source of Funds (title and Account Number Addtl. Appropriation Requested $120,000 Special Projects 699 699.3110.930.017 Recommended Action(s): 1. Accept the work as complete; 2. Direct the City Clerk to file the Notice of Completion with the County Recorder for Waugh Lane Bridge, Specification No. 11-08. Alternative Council Option(s): N/A Citizens advised: Siri Grading & Paving, Inc. Requested by: Tim Eriksen, Director of Public Works / City Engineer Prepared by: Rick Seanor, Deputy Director of Public Works - Engineering & Streets Coordinated with: Jane Chambers, City Manager Attachments: 1. Notice of Completion Approved - Jane Chambers, City Manager i ice'` Please return to: CITY OF UKIAH 300 Seminary Avenue Ukiah, California 95482-5400 (707) 463-6200 No fee pursuant to Government Code 27383 NOTICE IS HEREBY GIVEN: NOTICE OF COMPLETION Attachment # xx 1 1. That the real property described is owned by the following whose address is: City of Ukiah, a Municipal Corporation, 300 Seminary Avenue, Ukiah, California 95482-5400. 2. That the nature of the title to the Waugh Lane Bridge, Specification No. 11-08 of all said owners is that of fee simple. 3. That on the 9th day of December, 2011, the Contract work for this project was actually completed. 4. That the name and address of the Contractor is Siri Grading & Paving, Inc., PO Box 3638, Santa Rosa, California 95402. 5. That the real property herein referred to is situated in the County of Mendocino, State of California, and is described as follows: City-owned property identified as Waugh Lane Bridge within the City of Ukiah. I hereby certify under penalty of perjury that the forgoing is true and correct: City Council Approval CITY OF UKIAH, a Municipal Corporation By: Date JoAnne Currie, City Clerk Date State of California County of Mendocino City <yJ'1Z1kiafi ITEM NO.: 7b MEETING DATE: January 4, 2012 AGENDA SUMMARY REPORT SUBJECT: Adoption of Resolution Approving City of Ukiah Qualified Contractors' List for 2012 As required by the Informal Bidding Procedure of the City of Ukiah, Ukiah City Code §1541-1542, the City Clerk's office prepared and mailed a written notice to construction trade organizations/journals inviting all licensed contractors to submit information regarding their firm to the City for inclusion on the City's list of qualified contractors for the 2012 calendar year. This notice was also posted on the bulletin board at City Hall and on the City's web site. A contractor may be included throughout the year by either submitting a written notice to the City Clerk or by bidding on a City of Ukiah project. All contracting firms are verified through the California State Licensing Board for license validity. All contractors who submitted their company information and construction classification designation received as of December 22, 2011, together with those who bid on projects in 2011, have been included on the current updated list. The list is attached to the resolution as "Exhibit A". The resolution ensures that staff has a comprehensive list of qualified contractors when soliciting bids for the City of Ukiah. Fiscal Impact: Not Applicable Budget Amendment Required Budgeted FY 11/12 F-1 New Appropriation 1-X I Recommended Action(s): Adopt Resolution Approving Qualified Contractors' List for 2012 Calendar Year. Alternative Council Option(s): Do not approve and provide direction to Staff. Citizens advised: Construction trade organizations/journals Requested by: N/A Prepared by: JoAnne M. Currie, City Clerk Coordinated with: Attachments: 1. Notice to Construction Trade Organizations and Contractors 2. Resolution Approving Qualified Contractors' List for 2012 Calendar Year, with Exhibit A. 2012 Qualified Contractors List Approved: C~) Jai e Chary ers, City Manager Attachment 1 PUBLIC NOTICE DATE: November 1, 2011 FOR RELEASE: Immediately SUBJECT: Application for Qualified Contractor's List CONTACT: JoAnne M. Currie, City Clerk (707) 463-6217 All Licensed Contractors who wish to be included on the City of Ukiah's list of qualified bidders for the year 2012, should submit the name and address to which Notice of Bids or Proposals should be mailed, a phone number at which the contractor may be reached, the type of work in which the contractor is interested and for which the contractor is currently licensed (e.g. earthwork, pipelines, electrical, painting, general building, etc.) together with the class of contractor's license or licenses held, and the contractor's license number(s). A Qualified Contractor's List application form and insurance requirements may be obtained from the city clerk or downloaded from the City of Ukiah's website: www.cityofukiah.com located on the city clerk's page. Completed forms should be submitted to: City of Ukiah Att: JoAnne M. Currie, City Clerk 300 Seminary Avenue, Ukiah, CA 95482 OR: Fax to: (707) 463-6204 OR Email: jcurrie@cityofukiah.com Attachment 2 RESOLUTION NO. 2012- RESOLUTION OF THE CITY COUNCIL OF THE CITY OF UKIAH APPROVING QUALIFIED CONTRACTORS' LIST FOR 2012 CALENDAR YEAR WHEREAS, under Ukiah City Code (UCC) sections 1541-1542, the City Clerk must request licensed contractors who are qualified to perform public work under contract with the City of Ukiah to submit their names, addresses, phone numbers, type of work in which they are interested, and the contractor's classification and license number; and WHEREAS, the City Council is required to adopt a list of qualified contractors, identified according to categories of work; and WHEREAS, the City Clerk has published the notice as required in UCC Section 1541 and compiled a list of qualified contractors based on information submitted in response to said notice and included all contractors who have submitted valid bids to the City during the preceding calendar year; and WHEREAS, the City Council finds and determines that the list as compiled complies with the requirements of the City Code and Public Contracts Code Section 22034(a) and shall constitute the City of Ukiah Contractors' List for use in providing notice under the informal bidding procedure authorized in UCC Section 1543. NOW, THEREFORE, BE IT RESOLVED, that the list attached to this resolution as Exhibit and incorporated herein by reference is an alphabetical list of the adopted Contractors' List which is sorted by class for the City of Ukiah for the calendar year 2012. PASSED AND ADOPTED this 4th day of January, 2012, by the following roll call vote: AYES: NOES: ABSTAIN: ABSENT: Mary Anne Landis, Mayor ATTEST: JoAnne M. 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C m O Z Q OU (n U Vj L N L (U L R7 .C (6 a C 0) 0) T 0) 0) 0) C C Qi .0)-• 0) 0) m w 0 to fn in N ; N J i O C O U N O N U O O U 07 c 0 U a m w N r 7 O O 04 N_ r N O N { V) J N O m a U Q m ~ c 0 U a 0) m 7 C'1 m U c O g 0) , v M W O M X (p LL It l0 N r- co 00 00 Cl) 00 m N W r CO ' N ~ 00 1 V M M ~ Q r o o O a, d 0 - V N r LO co V 00 O O LL r o0 00 N M O 00 N CO 00 N co co m co M V M ~ L? ti C~ h N M CO O W O) 0 0 0 LO P, r- m m a IV N 00 d' N O V co N It V M 00 N It ~ U) N r- LO rn LO rn U) rn U') rn LO rn M rn ~ Q a Q a Q Q U U U U U ro 0 U co o a 0 U o Ur o E U ° o r N m c 6 > ca U s C c ,G Z) m U O U m Un m w N r.L to L O Y 7 Q > - a p ° c M o r- LO c m (D o N N h u) O y C J O O O 5 LL w m co co z LO LO 0 a 0 a 0 a LO oO M v E d o6 U C U "6 .Jy C C N w 0 - N U 0 ~ c G O U U c N ~ C 09 m O C c U a • U ~ U N c 0 C U) N N o U C O 0 L o N N ~ z U O) LL1 o N 0 N 'C N -=p c ry RS U f- a 0 m o_ City qy'-'ZJk1:afi ITEM NO.: 7c MEETING DATE: AGENDA SUMMARY REPORT January 4, 2012 SUBJECT: APPROVAL OF NOTICE OF COMPLETION FOR THE ORCHARD SUBSTATION PROJECT, SPECIFICATION NO. 10-08 AND APPROVAL OF FINAL PAYMENT OF THE 10% RETENTION TO CAL ELECTRO, INC. (EUD) The City Council awarded the contract for construction of the Orchard Substation on August 18, 2010 to Cal Electro, Inc. in the amount of $2,980,000. The contract included clearing the site, excavating, erection of steel substation structures, placement of the substation control building, 12 feeder get-aways, perimeter block fencing, and moving three substation class transformers and demolition of existing structures at Gobbi Substation. The work was completed by Cal Electro, Inc. in conformance with the approved plans and specifications on December 14, 2011. The final contract cost, reflecting approved change orders and additional quantity amounts is, $3,172,181.89. Final payment of the 10% retention will be made to the contractor after 35 days from the date the Notice of Completion is filed with the County Recorder (Attachment #1). Fiscal Impact: Budgeted FY 10/11 Amount Budgeted $5,000,000 New Appropriation ❑ Source of Funds (title and New Substation & Equip. Not Applicable Account Number 800.3642.930.000 ❑ Budget Amendment Required Addit. Appropriation Requested Recommended Action(s): 1. Accept the work as completed. 2. Direct the City Clerk to file the Notice of Completion with the County Recorder for the Orchard Substation Project, Specification No. 10-08. Alternative Council Option(s): N/A Citizens advised: N/A Requested by: Mel Grandi, Electric Utility Director Prepared by: Jim Bauer, Electrical Distribution Engineer Coordinated with: Jane Chambers, City Manager and Mary Horger, Purchasing Supervisor Attachments: Notice of Completion Approved: ~i` S F6r Jane Chambers, City Manager ,ATI~A CPll1VIENT Please return to: CITY OF UKIAH 300 Seminary Avenue Ukiah, California 95482-5400 (707) 463-6200 NOTICE IS HEREBY GIVEN: NOTICE OF COMPLETION 1. That the real property described is owned by the following whose address is: City of Ukiah, a Municipal Corporation, 300 Seminary Avenue, Ukiah, California 95482-5400 2. That the nature of the title to the Orchard Substation Project, Specification No. 10-08 of all said owners is that of fee simple. 3. That on the 14th day of December 2011, the Contract work for this project was actually completed. 4. That the name and address of the Contractor is Cal Electro, Inc. 5. That the real property herein referred to is situated in the County of Mendocino, State of California, and is described as follows: City-owned property identified as various power poles within the City of Ukiah. I hereby certify under penalty of perjury that the forgoing is true and correct: City Council Approval CITY OF UKIAH, a Municipal Corporation By: Date JoAnne Currie, City Clerk Date State of California County of Mendocino Editor. Jody Martinez, 468-3517 REMMISCE The UkiAl 11_1ily Journal SUNDAY, DEC. 14, 2003- A-3 udj@pacific.net b _ f f. ~ 4 C Cr, _ _ V ~ t , I E11~R'~7L.EU 6 . .VW, ~•e { . 7 5. 3t t.r.,' rR[~a~.iX lu ...Y3et . ~ iJR ~ 41 ~ ~ ~FYgib :fir"J~TG~~ Photo courtesy of Robert J. Lee Collection/A.0. Carpenter photo This photograph of Ukiah was taken by local photographer A.O. Carpenter, father of artist Grace Hudson. It is thought to have been taken shortly after 1900. Ukiah landmarks that can be seen in this image include the county courthouse, with its distinc- tive dome; the original Methodist Church; the Odd.Fellows building; and the Rudee building. The dark-colored building toward the left (north of Perkins Street and parallel to Mason Street) was the railroad's round house, where train engines were stored. Information provided by Held-Poage Next to it can be seen the turntable, where the engines were turned around. The A.F. Redemeyer home and barn is toward the Research t.ibrary volunteer Ed Bold. center of the photograph, east of Orchard Avenue (about where Longs Drug is located today). city of 171kicah ITEM NO.: 7d MEETING DATE: AGENDA SUMMARY REPORT January 4, 2011 SUBJECT: AUTHORIZE THE INFORMATION TECHNOLOGY DEPARTMENT TO RENEW THE ESRI GEOGRAPHICAL INFORMATION SYSTEM SOFTWARE LICENSING AGREEMENT FOR A TERM OF 3 YEARS IN THE AMOUNT $ 26,937.50 ANNUALLY FOR A TOTAL OF $80,812.50. Background: The ESRI Geographical Information System software is the City's primary mapping and GIS software. The software provides centralized and standardized maps throughout the organization which can be easily accessed by staff and others through various applications used by the organizations. The uses of the maps include but are not limited to: mapping of assets and infrastructure, visual representation of statistical data, area based noticing and alerting, real time tracking of city equipment, and incident management. All city departments benefit from the features including but not limited to: Police, Fire, Planning, Public Works, Utility, Administration, and Community Services. New features of the software will allow the City to improve the accessibility of map based information to the public. The software is also compatible with the City's new financial management system. Discussion: Staff requests authorization to renew the mapping software licensing for a total amount of $80,812.50. Annual costs of this proposal are $26,937.50 for a term of three years for the mapping software use and support. The renewal provides the City with unlimited use of the software, updates, vouchers for training, Tier 1 (priority) product support, and user conference passes. Fiscal Impact: Not Applicable Budget Amendment Required x I Budgeted FY 11/12 F-1 New Appropriation F Amount Budgeted Source of Funds (title and Account Number Addit. Appropriation Requested $5387.50 Electric Asset Mgt. System 699.3733.800.038 $5387.50 Sewer Asset Mgt. System 699.3510.800.038 $5387.50 Engring. Asset Mgt. System 699.3001.800.038 $5387.50 Water Asset Mgt. System 699.3901.800.038 $5387.50 Dispatch Software 678.2040.250.004 Recommended Action(s): Authorize the Information Technology Department to renew the ESRI Geographical Information System software licensing agreement for a term of 3 years in the amount of $26,937.50 annually for a total of $80,812.50. Alternative Council Option(s): Provide alternate directions. Citizens advised: N/A Requested by: Steven Butler, IT Supervisor Prepared by: Steven Butler, IT Supervisor Coordinated with: Jane Chambers, City Manager, Sage Sangiacomo, Assistant City Manager, Tim Eriksen, Public Works Director, Mel Grande, Electric Utility Director, and Chris Dewey, Public Safety Director Attachments: City of Ukiah SGELA.pdf Approved: Jane Ch bers, City Manager ATTACHMENT aesrr Quotation # 20393485 Date: September 22, 2011 ENVIRONMENTAL SYSTEMS RESEARCH INSTITUTE, INC 380 New York St Redlands, CA 92373-8100 Phone: (909) 793-2853 Fax: (909) 307-3025 DUNS Number: 06-313-4175 CAGE Code: OAMS3 To expedite your order, please attach a copy of this quotation to your purchase order. Quote is valid from: 0912212011 To: 0312012012 Customer # 281771 Contract # CITY OF UKIAH PUBLIC WORKS & ENGINEERING DEPT 411 CLAY ST UKIAH, CA 95482 ATTENTION: Steven Butler PHONE: (707) 463-6209 FAX: 707-463-6204 Material Qty Description Unit Price Total 110035 1 Populations of 0 to 25,000 Small Government Term Enterprise License 25,000.00 25,000.00 Agreement Year 1 110035 1 Populations of 0 to 25,000 Small Government Term Enterprise License 25,000.00 25,000.00 Agreement Year 2 110035 1 Populations of 0 to 25,000 Small Government Term Enterprise License 25,000.00 25,000.00 Agreement Year 3 Item Total: 75,000.00 Subtotal: 75,000.00 Sales Tax: 5,812.50 Estimated Shipping & Handling(2 Day Delivery) : 0.00 Contract Pricing Adjust: 0.00 Total: $80,812.50 The following items are optional items listed for your convenience. These items are not included in the totals of this quotation. Material Qty Description Unit Price Total 115571 1 ArcPad Populations of 0 to 25,000 Small Government Enterprise License 500.00 500.00 Agreement Year 1 115571 1 ArcPad Populations of 0 to 25,000 Small Government Enterprise License 500.00 500.00 Agreement Year 2 115571 1 ArcPad Populations of 0 to 25,000 Small Government Enterprise License 500.00 500.00 Agreement Year 3 ' Please indicate on your purchase order if this purchase is funded through the American Recovery and Reinvestment Act, and whether Esri is a Prime Recipient, Sub-recipient, or Vendor for reporting purposes. For questions contact: Michelle DeBoves Email: mdebovesCg~esri.com Phone: (909) 793-2853 x2679 Acceptance of this quotation is limited to the Esri License Agreement and the Quotation Terms and Conditions This Quotation is made in confidence for your review. It may not be disclosed to third parties, except as required by law. If sending remittance, please address to: Esri, File No. 54630, Los Angeles, Ca 90074-4630 DEBOVESM This offer is limited to the terms and conditions incorporated and attached herein. Qesri- SMALL MUNICIPAL AND COUNTY ENTERPRISE LICENSE AGREEMENT Esri, 380 New York St., Redlands, CA 92373-8100 USA • TEL 909-793-2853 • FAX 909-793-5953 This Small Municipal and County Enterprise License Agreement ("ELA") is by and between the organization identified in the ELA Quotation ("Licensee") and Environmental Systems Research Institute, Inc. ("Esri"), with offices at 380 New York Street, Redlands, California 92373-8100. Unless otherwise agreed to by the parties, the Effective Date of this ELA is the date of the signature below or, if no date is provided with the signature, the date of Esri's receipt of Licensee's Purchase Order citing this ELA. This ELA grants Licensee certain rights to use specific Esri Software, Data, Web Services, and Documentation for a limited, fixed period beginning from the Effective Date and provides tailored maintenance subject to payment of fees and the terms of this ELA. This ELA incorporates the ELA Quotation by reference and comprises (i) this signature page, (ii) the ELA Terms and Conditions, (iii) Exhibit 1-Scope of Use (E300), (iv) Exhibit 2-Training Addendum (E207SET), and (v) the ELA Quotation, which together constitute the sole and entire agreement of the parties as to the subject matter set forth herein. Should there be any conflict between the terms and conditions of the documents that comprise the ELA, the order of precedence for the documents shall be as follows: (i) this signature page, (ii) the ELA Terms and Conditions, (iii) Exhibit 1-Scope of Use (E300), (iv) Exhibit 2-Training Addendum (E207SET), and (v) the ELA Quotation. In the event Licensee orders training courses, the terms and conditions of the Training Addendum will take precedence over the provision of the ELA with respect to the training courses. Licensee agrees that additional terms and conditions in any Licensee Purchase Order or addendum will not apply, and the terms of this ELA will govern. ENTERPRISE SOFTWARE SCHEDULE Unlimited Quantities Desktop Software and Extensions Arclnfo ArcEditor ArcView ArcGIS Desktop Extensions: 3D Analyst, Spatial Analyst, ArcGIS Network Analyst, Geostatistical Analyst, ArcGIS ArcScan, ArcGIS Data Reviewer, ArcGIS Publisher, Maplex for ArcGIS, ArcGIS Schematics, and ArcGIS Workflow Manager Server Software and Extensions ArcGIS Server Workgroup or Enterprise (Advanced, Standard, and Basic) OTHER BENEFITS Number of Esri International User Conference Registrations provided annually 2 Number of Tier 1 Help Desk Individuals authorized to call Esri 2 Maximum number of sets of backup media, if requested' 2 Virtual Campus Annual User License allowance 5,000 Five percent (5%) discount on all individual commercially available instructor-led training classes at Esri facilities purchased outside of this Agreement (Discount does not apply to Small Enterprise Training Package.) Additional sets of backup media may be purchased. This ELA supersedes any previous agreements, proposals, presentations, understandings, and arrangements between the parties relating to such subject matter, which is the licensing of the Enterprise Software. Except as provided in Section 9.1 Future Versions/Updates, any modifications or amendments to this ELA must be in writing and signed by an authorized representative of each party. Licensee may accept this ELA by signing and returning it to Attn.: Esri Customer Service, 380 New York Street, Redlands, CA 92373-8100; e-mailing it to service @esri.com or faxing it to 909-307-3083. Licensee will include an authorizing Purchase Order that matches the ELA Quotation and complies with the requirements of this ELA. ADDITIONAL OR CONFLICTING TERMS IN LICENSEE'S ORDER WILL NOT APPLY, AND THE TERMS OF THIS ELA WILL GOVERN. ACCEPTED AND AGREED: Licensee Contact Information (Licensee) By: Signature Printed Name: Title: Date: Esri EIN Number: 95-2775732 ELA Quotation Number: Esri Contract Number: ArcIMS ArcGIS Server Extensions: 3D, Schematics, Geostatistical, ArcGIS Workflow Manager, Network, Image, and Spatial Developer ArcGIS Engine Runtime ArcGIS Engine Runtime Extensions: 3D, Spatial, Geodatabase Update, Network, Schematics, and Maplex Limited Quantities One Annual Subscription to Esri Developer Network (EDN) Contact Name Address: City, State, ZIP: Telephone: Fax: E-mail: E214-1 Page 1 of6 11/21/2011 ELA TERMS AND CONDITIONS ARTICLE 1-DEFINITIONS Definitions. The terms used are defined as follows: • "Data" means any Esri or third-party digital dataset(s) including, but not limited to, geographic vector data coordinates, raster, reports, or associated tabular attributes licensed under this ELA. ■ "Deploy," "Deployed," or "Deployment" means to redistribute and install or the redistribution and installation of the Enterprise Software (and related key codes/registration files) or its having been redistributed and installed by Licensee on Licensee's hardware. • "Documentation" means all printed and digital materials including help files and user reference documentation that are delivered with the Software or, if delivered via download, that are delivered from the Software setup or installation program. • "ELA Fee" means the fee set forth in the ELA Quotation. • "ELA Maintenance" means Tier 2 Support, updates, and patches provided by Esri to Licensee for the Enterprise Software. • "ELA Quotation" means the Esri quote form provided to Licensee for the Small Municipal and County ELA containing the ELA Fee and annual payment schedule. • "Enterprise Software" means the items identified in the Enterprise Software Schedule on page 1 of this ELA. • "Incident" means a failure of the Software to operate according to the Documentation where such failure substantially impacts operational or functional performance. • "License Agreement" and "ELA" are used interchangeably and mean the ELA Terms and Conditions, including Exhibit 1-Scope of Use (E300), that apply to Enterprise Software provided to Licensee by Esri under this ELA. • "Samples" means sample code, sample applications, add- ons, or sample extensions of Software, Data, Documentation, or Web Services. • "Software" means the actual copy of all or any portion of Esri's proprietary software technology accessed or downloaded from an authorized Esri website or delivered on any media, in any format, including backups, updates, service packs, patches, hot fixes, or permitted merged copies as identified in Exhibit 1. • "Technical Support" means a process to attempt to resolve reported Incidents through error correction; patches; hot fixes; workarounds; replacement deliveries; or any other type of Software, Data, or Documentation corrections or modifications. • "Term License(s)" means license(s) provided for use during a fixed or limited time period concurrent with the term of this ELA. • "Tier 1 Help Desk" means Licensee point of contact from which all Tier 1 Support will be given to Licensee. • "Tier 1 Support" means the Technical Support provided by the Tier 1 Help Desk as the primary contact to Licensee in attempted resolution of reported Incidents. • "Tier 2 Support" means the Technical Support provided by Esri to the Tier 1 Help Desk when the Incident cannot be resolved through Tier 1 Support. • "Web Services" means software services or Esri or third- party data provided by Esri that perform geographic information system (GIS) functions, tasks, or data services and are accessed over the Internet, excluding Virtual Campus, as identified in Exhibit 1. ARTICLE 2-INTELLECTUAL PROPERTY RIGHTS AND RESERVATION OF OWNERSHIP The Enterprise Software is licensed and not sold. Esri and its licensors own the Enterprise Software and all copies, which are protected by United States and applicable international laws, treaties, and conventions regarding intellectual property and proprietary rights including trade secrets. Licensee agrees to use reasonable means to protect the Enterprise Software from unauthorized use, reproduction, distribution, or publication. Esri and its third-party licensors reserve all rights not specifically granted in this ELA including the right to change and improve Web Services. ARTICLE 3-GRANT OF LICENSE 3.1 Grant of License. Subject to the terms and conditions of this ELA, Esri grants to Licensee a personal, nonexclusive, nontransferable Term License solely to a. Use, copy, and Deploy quantities of Enterprise Software as defined in the Enterprise Software Schedule of this ELA for Licensee's own internal use for a term concurrent with this ELA. b. Deploy one subscription of the Esri Developer Network for use by a single named developer for the term of this ELA. c. Access and use any secure Esri website resources made available to Licensee for Licensee's internal use, provided that Licensee follows Esri's terms of use policy specified therein. All password or controlled access information provided by Esri shall be treated as Esri confidential information. d. Use Enterprise Software in accordance with Exhibit 1- Scope of Use (provided that all licenses are Term Licenses). 3.2 Consultant Access. Subject to Section 3.1, Licensee may provide access to the Enterprise Software to any consultant or contractor of Licensee, provided consultants' and contractors' use is for the sole benefit of Licensee while (i) working on-site at Licensee's facilities, (ii) remotely accessing or using Enterprise Software from Licensee's on-site computers or machines, or (iii) remotely accessing or using Enterprise Software from a third party's computers or machines under contract to Licensee. Licensee shall be responsible for compliance by consultants or contractors with the terms and conditions of this ELA. Licensee shall require consultants and contractors to discontinue access to and use of Enterprise Software upon completion of work for Licensee. ARTICLE 4-SCOPE OF USE 4.1 Permitted Uses a. Licensee may install and store the Software, Data, and Documentation on electronic storage device(s). b. Licensee may make one (1) copy of the Software, Data, and Documentation for archival purposes. Licensee may make routine computer backups. c. Licensee may customize the Software using any (i) macro or scripting language, (ii) published application programming interface (API), or (iii) source or object code libraries, but only to the extent that such customization is described in the Documentation. d. Licensee may use, copy, or prepare derivative works of the Documentation supplied in digital format and thereafter reproduce, display, and redistribute the customized documentation only for Licensee's own internal use. Portion(s) of Documentation supplied in digital format merged with other software and printed or E214-1 Page 2 of 6 11/21/2011 digital documentation are subject to this ELA. Licensee shall include the following copyright attribution notice acknowledging the proprietary rights of Esri and its licensor(s): "Portions of this document include intellectual property of Esri and its licensor(s) and are used herein under license. Copyright © [Insert the actual copyright date(s) from the source materials) Esri and its licensor(s). All rights reserved." 4.2 Uses Not Permitted a. Except as provided herein, Licensee shall not sell, rent, lease, sublicense, lend, assign, or time-share the Enterprise Software. Licensee shall not act as a service bureau or commercial application service provider (ASP) that allows third-party access to the Enterprise Software. Licensee shall not use Enterprise Software for a site or service and operate the site or the service for a profit or generate revenue through direct or indirect methods (e.g., advertising or charging for access to the site or service). b. Except as provided herein, Licensee shall not redistribute the Software to third parties, in whole or in part, including, but not limited to, extensions, components, or DLLs. c. Licensee shall not reverse engineer, decompile, or disassemble the Enterprise Software, except to the extent that such activity is expressly permitted by applicable law notwithstanding this restriction. d. Except to the extent that applicable law prohibits this restriction, Licensee shall not make any attempt to circumvent the technological measure(s) that controls access to, or use of, the Enterprise Software. e. Except as provided herein, Licensee shall not redistribute the Software activation number(s), registration number/license authorization file(s), developer license file(s), or Web Services access codes to third parties. f. Licensee shall not use the Software or Web Services to transfer or exchange any material where such transfer or exchange is prohibited by intellectual property laws or any other applicable laws. g. Licensee shall not remove or obscure any Esri or its licensor(s) patent, copyright, trademark, or proprietary rights notices contained in or affixed to the Enterprise Software. h. Licensee shall not unbundle individual or component parts of the Software or Data for independent use. i. Hard-copy Documentation may not be copied. j. Licensee shall not use, transfer, redistribute, or Deploy Enterprise Software outside the United States. ARTICLE 5-TERM AND TERMINATION AND EXPIRATION 5.1 Term. The term of the ELA shall be three (3) years from the Effective Date, unless this ELA is terminated earlier as provided herein. The term of all licenses and the authorized period of use for all Enterprise Software Deployed shall be concurrent with the term of this ELA. No indefinite or perpetual license grants are provided with this ELA. 5.2 Termination for Lack of Funds. Either party may terminate this ELA for Lack of Funds. Lack of Funds is the inability of Licensee to secure appropriation of funds through the legislative or governing body's approval process for annual payments due. 5.3 Termination for a Material Breach. Either party may terminate this ELA for a material breach by the other party. The breaching party shall be given a period of ten (10) days from date of written notice to cure any material breach. 5.4 No Use upon Expiration or Termination. Upon expiration or termination of this ELA, all Enterprise Software Deployed shall terminate. Licensee shall cease access and use of Web Services and clear Web Services client-side data cache and cease use, uninstall, remove, and destroy all Deployed Software, Data, and Documentation and any whole or partial copies, modifications, media, or merged portions in any form and execute and deliver evidence of such actions to Esri. ELA Maintenance, Virtual Campus access, and User Conference Registrations shall also terminate. ARTICLE 6-LIMITED WARRANTIES AND DISCLAIMERS 6.1 Limited Warranties. Except as otherwise provided in this Article 6, Esri warrants that (i) the unmodified Software will substantially conform to the published Documentation and (ii) the media upon which the Software is provided, if any, will be free from defects in materials and workmanship under normal use and service for a period of ninety (90) days from the date of receipt. 6.2 Data and Web Services Disclaimer. The Data and Web Services may contain some nonconformities, defects, errors, or omissions. THE DATA AND WEB SERVICES ARE PROVIDED "AS IS" WITHOUT WARRANTY OF ANY KIND. Without limiting the generality of the preceding sentence, Esri and its licensor(s) do not warrant that the Data and Web Services will meet Licensee's needs or expectations, that the use of the Data and Web Services will be uninterrupted, or that all nonconformities can or will be corrected. Esri and its licensor(s) are not inviting reliance on this Data or Web Services, and Licensee should always verify actual Data or Web Services. 6.3 Special Disclaimer. SAMPLES, PATCHES, AND HOT FIXES ARE PROVIDED "AS IS" WITHOUT WARRANTY OF ANY KIND. LICENSEE ASSUMES ALL RISK AS TO THE QUALITY AND PERFORMANCE OF THE SAMPLES, PATCHES, AND HOT FIXES. 6.4 Internet Disclaimer. THE PARTIES EXPRESSLY ACKNOWLEDGE AND AGREE THAT THE INTERNET IS A NETWORK OF PRIVATE AND PUBLIC NETWORKS, AND THAT (i) THE INTERNET IS NOT A SECURE INFRASTRUCTURE, (ii) THE PARTIES HAVE NO CONTROL OVER THE INTERNET, AND (iii) NONE OF THE PARTIES SHALL BE LIABLE FOR DAMAGES UNDER ANY THEORY OF LAW RELATED TO THE DISCONTINUANCE OF OPERATION OF ANY PORTION OF THE INTERNET OR POSSIBLE REGULATION OF THE INTERNET THAT MIGHT RESTRICT OR PROHIBIT THE OPERATION OF THE WEB SERVICE. 6.5 General Disclaimer. EXCEPT FOR THE ABOVE EXPRESS LIMITED WARRANTIES, ESRI DISCLAIMS ALL OTHER WARRANTIES OR CONDITIONS OF ANY KIND, WHETHER EXPRESS OR IMPLIED, INCLUDING, BUT NOT LIMITED TO, WARRANTIES OR CONDITIONS OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE, NONINTERFERENCE, SYSTEM INTEGRATION, AND NONINFRINGEMENT OF INTELLECTUAL PROPERTY RIGHTS. ESRI DOES NOT WARRANT AND DISCLAIMS THAT THE ENTERPRISE SOFTWARE WILL MEET LICENSEE'S NEEDS; THAT LICENSEE'S OPERATION OF THE SAME WILL BE UNINTERRUPTED, ERROR FREE, FAULT TOLERANT, OR FAIL-SAFE; OR THAT ALL NONCONFORMITIES CAN OR WILL BE CORRECTED. SOFTWARE, DATA, WEB SERVICES, AND DOCUMENTATION ARE NOT DESIGNED, MANUFACTURED, OR INTENDED FOR USE IN ENVIRONMENTS OR APPLICATIONS THAT MAY LEAD TO DEATH, PERSONAL INJURY, OR PHYSICAL PROPERTY/ENVIRONMENTAL DAMAGE. ANY SUCH USE SHALL BE AT LICENSEE'S OWN RISK AND COST. 6.6 Exclusive Remedy. Licensee's exclusive remedy and Esri's entire liability for breach of the limited warranties set forth in this E214-1 Page 3 of 6 11/21/2011 Article 6 shall be limited, at Esri's sole discretion, to (i) replacement of any defective media; (ii) repair, correction, or a workaround for the Software subject to the Esri Maintenance Program found at www.esri.com/legal/maintenance.htmi; or (iii) return of the license fees paid by Licensee for the Software or Documentation that does not meet Esri's limited warranty, provided that Licensee uninstalls, removes, and destroys all copies of the Software or Documentation and executes and delivers evidence of such actions to Esri. ARTICLE 7-LIMITATION OF LIABILITY 7.1 Disclaimer of Certain Types of Liability. ESRI AND ITS LICENSOR(S) SHALL NOT BE LIABLE TO LICENSEE FOR COSTS OF PROCUREMENT OF SUBSTITUTE GOODS OR SERVICES; LOST PROFITS; LOST SALES OR BUSINESS EXPENDITURES; INVESTMENTS; BUSINESS COMMITMENTS; OR LOSS OF ANY GOODWILL OR FOR ANY INDIRECT, SPECIAL, INCIDENTAL, OR CONSEQUENTIAL DAMAGES ARISING OUT OF OR RELATED TO THIS ELA OR USE OF THE ENTERPRISE SOFTWARE, HOWEVER CAUSED ON ANY THEORY OF LIABILITY, WHETHER OR NOT ESRI OR ITS LICENSOR(S) HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGE. THESE LIMITATIONS SHALL APPLY NOTWITHSTANDING ANY FAILURE OF ESSENTIAL PURPOSE OF ANY LIMITED REMEDY. 7.2 General Limitation of Liability. EXCEPT AS PROVIDED IN ARTICLE 8-INFRINGEMENT INDEMNITY, ESRI'S TOTAL CUMULATIVE LIABILITY HEREUNDER, FROM ALL CAUSES OF ACTION OF ANY KIND, INCLUDING, BUT NOT LIMITED TO, CONTRACT, TORT (INCLUDING NEGLIGENCE), STRICT LIABILITY, BREACH OF WARRANTY, MISREPRESENTATION, OR OTHERWISE, SHALL NOT EXCEED THE AMOUNTS PAID BY LICENSEE FOR ENTERPRISE SOFTWARE PURSUANT TO THIS ELA. 7.3 Applicability of Disclaimers and Limitations. The parties agree that Esri has set its fees and entered into this ELA in reliance upon the disclaimers and limitations set forth herein, that the same reflect an allocation of risk between the parties, and that the same form an essential basis of the bargain between the parties. THESE LIMITATIONS SHALL APPLY NOTWITHSTANDING ANY FAILURE OF ESSENTIAL PURPOSE OF ANY LIMITED REMEDY. ARTICLE 8-INFRINGEMENT INDEMNITY 8.1 Esri shall defend, indemnify, and hold harmless Licensee from and against any loss, liability, cost, or expense, including reasonable attorneys' fees, which may be incurred by Licensee against any claims, actions, or demands by a third party alleging that the Software infringes a US patent, copyright, or trademark provided a. Licensee promptly notifies Esri in writing of the claim; b. Licensee provides documents clearly describing the allegations of infringement; c. Esri has sole control of the defense of any actions and negotiations related to the defense or settlement of any claim; and d. Licensee cooperates fully in the defense of the claim. 8.2 If the Software is found to infringe a US patent, copyright, or trademark, Esri, at its own expense, may either (i) obtain rights for Licensee to continue using the Software or (ii) modify the allegedly infringing elements of the Software while maintaining substantially similar software functionality or data/informational content. If neither alternative is commercially reasonable, the infringing items shall be returned to Esri, the license shall terminate, and Licensee shall uninstall the infringing items. Esri's entire liability shall then be to indemnify Licensee pursuant to Section 8.1 and to refund a portion of the fees paid by Licensee in the current fee payment period. The refund will be calculated for the time remaining for the fee payment period, starting from the notice date of infringement to the end of the fee payment period. 8.3 Esri shall have no obligation to defend Licensee or to pay any resulting costs, damages, or attorneys' fees for any claims or demands alleging direct or contributory infringement of the Software by (i) the combination of or integration with a product, process, or system not supplied by Esri; (ii) material alteration by anyone other than Esri or contractors acting on behalf of Esri; (iii) use after Licensee has been notified of possible infringement; or (iv) use after modifications are provided or a return is ordered by Esri under Section 8.2. 8.4 In no event shall the indemnification set forth in this Article 8 apply to any Samples provided hereunder. THE FOREGOING STATES THE ENTIRE OBLIGATION OF ESRI WITH RESPECT TO INFRINGEMENT OR ALLEGATION OF INFRINGEMENT OF INTELLECTUAL PROPERTY RIGHTS OF ANY THIRD PARTY. ARTICLE 9-GENERAL PROVISIONS 9.1 Future Versions/Updates. Esri reserves the right to update the Small Municipal and County Enterprise Software program suite. Licensee may continue to use all Enterprise Software that has been Deployed, but support and upgrades for deleted items may not be available. As new Enterprise Software is incorporated into the standard program, it will be offered to Licensee via written notice for incorporation into the Enterprise Software Schedule at no additional charge. New or updated Enterprise Software may require additional or revised terms and conditions. The terms and conditions subject to revision are limited to Article 1-Definitions, Article 4-Scope of Use, and Exhibit 1-Scope of Use (E300) or any term as required by law. Esri may provide notice of the additional terms or revisions to Licensee in writing or by posting them on Esri's website at www.esri.com/legal. The additional terms or revisions shall be incorporated into this ELA upon use of the updated or new Enterprise Software. Should Licensee reject the additional terms or revisions, then Licensee shall not install or use the revised, updated, or new Enterprise Software. 9.2 Export Control Regulations. Licensee expressly acknowledges and agrees that Licensee shall not export, reexport, transfer, or release the Enterprise Software, in whole or in part, to (i) any US embargoed country (or to a national or resident of any US embargoed country); (ii) any person on the US Treasury Department's list of Specially Designated Nationals; (iii) any person or entity on the US Commerce Department's Denied Persons List, Entity List, or Unverified List; or (iv) any person or entity to which such export or reexport violates any US export control laws or regulations including, but not limited to, the terms of any export license or license exemption and any amendments and supplemental additions to US export laws as they may occur from time to time. 9.3 Taxes and Fees. Sales or use taxes for the fees quoted are as required by law. The tax amount may change depending on the time elapsed between this quote and date of the invoice. Esri will include applicable sales or use taxes on your invoice unless you provide proof with your order that your organization or use of the product is tax exempt. 9.4 No Implied Waivers. The failure of either party to enforce any provision of this ELA shall not be deemed a waiver of the E214-1 Page 4 of 6 11/21/2011 provisions or of the right of such party thereafter to enforce that or any other provision. 9.5 Severability. The parties agree that if any provision of this ELA is held to be unenforceable for any reason, such provision shall be reformed only to the extent necessary to make the intent of the language enforceable. 9.6 Successor and Assigns. Licensee shall not assign, sublicense, or transfer Licensee's rights or delegate its obligations under this ELA without Esri's prior written consent, and any attempt to do so without consent shall be void. This ELA shall be binding upon the respective successors and assigns of the parties to this ELA. 9.7 Survival of Terms. The provisions of Articles 2, 5, 6, 7, 8, and 9 of this ELA shall survive the expiration or termination of this ELA. 9.8 Equitable Relief. The parties agree that any breach of this ELA may cause irreparable damage and that, in the event of such breach, in addition to any and all remedies at law, Esri shall have the right to seek an injunction, specific performance, or other equitable relief in any court of competent jurisdiction. 9.9 Governing Law. This ELA shall be governed by and construed in accordance with the laws of the state in which Licensee is located without reference to conflict of laws principles, except that US federal law shall govern in matters of intellectual property. ARTICLE 10-ELA MAINTENANCE ELA Maintenance for Enterprise Software provided under this ELA is included with the ELA Fee. ELA Maintenance includes standard maintenance benefits specified in the most current applicable Esri US Software Maintenance Program document (found at www.esri.com/legal) as modified by this Article 10-ELA Maintenance. ELA Maintenance does not include Technical Support for Web Services. a. Tier 1 Support Provided by Licensee (1) Licensee shall provide Tier 1 Support through the Tier 1 Help Desk to all Licensee's authorized users. (2) The Tier 1 Help Desk will use analysts fully trained in the Software they are supporting. (3) At a minimum, Tier 1 Support will include those activities that assist the user in resolving how-to and operational questions as well as questions on installation and troubleshooting procedures. (4) Tier 1 Support analysts will be the initial points of contact for all questions and Incidents. Tier 1 Support analysts shall obtain a full description of each reported Incident and the system configuration from the user. This may include obtaining any customizations, code samples, or data involved in the Incident. The analyst may also use any other information and databases that may be developed to satisfactorily resolve Incidents. (5) If the Tier 1 Help Desk cannot resolve the Incident, an authorized Tier 1 Help Desk individual may contact Esri Tier 2 Support. The Tier 1 Help Desk shall provide support in such a way as to minimize repeat calls and make solutions to problems available to Licensee. (6) Tier 1 Help Desk individuals identified by Licensee are the only individuals (callers) authorized to contact Esri directly for Tier 2 Support. Licensee may revise named individuals by written notice. b. Tier 2 Support Provided by Esri (1) Esri shall log the calls received from Tier 1 Help Desk individuals. (2) Esri shall review all information collected by and received from Tier 1 Help Desk individuals including preliminary documented troubleshooting provided by Tier 1 Help Desk when Tier 2 Support is required. (3) Esri may request that Tier 1 Help Desk individuals provide verification of information, additional information, or answers to additional questions to supplement any preliminary information gathering or troubleshooting performed by Tier 1 Help Desk. (4) Esri shall attempt to resolve the Incidents submitted by Tier 1 Help Desk by assisting the Tier 1 Help Desk individuals. (5) When the Incident is resolved, Esri shall communicate the information to the Tier 1 Help Desk individuals, and the Tier 1 Help Desk shall disseminate the resolution to the user. Esri may, at Esri's sole discretion, make patches, hot fixes, or updates available for downloading from Esri's website. c. No Software other than the defined Enterprise Software will be provided maintenance under this ELA. Licensee may acquire maintenance for other Software (non- Enterprise Software) outside of this ELA. ARTICLE 11-ORDERING, ADMINISTRATIVE PROCEDURES, DELIVERY, AND DEPLOYMENT 11.1 Purchase Orders, Delivery, and Deployment a. Licensee shall issue a Purchase Order upon execution of the ELA and annually thereafter in accordance with the ELA Quotation. Payment shall be due and payable within thirty (30) days of the anniversary date of the Effective Date, with the initial payment due within thirty (30) days of execution of the ELA. Esri's Federal ID Number is 95-2775-732. b. Upon receipt of the initial Purchase Order from Licensee, Esri shall authorize download of the Enterprise Software to Licensee for its Deployment activities. If requested, Esri will ship backup media to the ship-to address identified on the . Purchase Order, FOB Destination, with shipping charges prepaid. For those entities that avoid sales tax by downloading deliverables, request for delivery or receipt of tangible media may cause license fees to be subject to taxes. Licensee acknowledges that should such taxes become due, Esri has a right to invoice and Licensee agrees to pay any such sales or use tax associated with its receipt of tangible media. c. Esri shall provide registration numbers or keycodes, as applicable, to activate the nondestructive copy protection program that enables the Enterprise Software to operate. d. Licensee shall Deploy, install, configure, and track the Deployment status of the Enterprise Software. 11.2 Purchase Order Requirements a. All orders pertaining to this ELA shall be processed through Licensee's centralized point of contact. b. The following information shall be included in each Purchase Order: (1) Licensee name; Esri customer number, if known; and bill- to and ship-to addresses (2) Purchase Order number (3) Applicable annual payment due E214-1 Page 5 of 6 11/21/2011 (4) On the face page of its Purchase Order (or ordering document), Licensee shall insert a reference to the ELA and the following statement: "THIS PURCHASE ORDER IS GOVERNED BY THE TERMS AND CONDITIONS OF THE ESRI SMALL MUNICIPAL AND COUNTY ELA, AND ADDITIONAL TERMS AND CONDITIONS IN THE PURCHASE ORDER WILL NOT APPLY." ARTICLE 12-ENDORSEMENT AND PUBLICITY This ELA shall not be construed or interpreted as an exclusive dealings agreement or an endorsement of Esri by Licensee. Licensee agrees that upon execution of the ELA, Esri may publicize the existence of this ELA. ARTICLE 13-ADMINISTRATIVE REQUIREMENTS 13.1 OEM Licenses. If Licensee obtains Software, Data, Web Services, or any component thereof as part of an original equipment manufacturer (OEM) software program or product developed and licensed by an OEM business partner of Esri, Licensee shall not be entitled to or seek any discount from the OEM business partner or Esri, directly or indirectly, as a result of or based on the availability of such Software, Data, or Web Services as Enterprise Software under this ELA. In addition, such Software, Data, Web Services, or any component thereof included in the OEM software program or product will be licensed through the license agreement provided by the OEM business partner and not through this ELA. 13.2 Product Obsolescence. During the term of this ELA, some Enterprise Software items may become obsolete, may no longer be commercially offered, or may no longer be available for unlimited quantity Deployment. Licensee may continue to use such Enterprise Software that has been Deployed for the term of the ELA, but updates for such obsolete Enterprise Software may not be available. Esri's Product Life Cycle Support Policy, available at helr).arcgis.com/en/shared/Product-life -cycle/ProductLifeCycle.pdf, defines the support phases and overall support plans. ELA Maintenance shall be subject to the individual Product Life Cycle Support Status, which can be found at htti)://resources.arcqis.com/content/product-life-cycles. 13.3 Renewal. Upon expiration of this ELA, the parties will evaluate Licensee's requirements. Any follow-on ELA will be offered in accordance with license terms and condition and pricing then in effect and based on Licensee's then current population count. ARTICLE 14-OPTIONAL ITEMS If training courses identified in the ELA Quotation are acquired, they will be subject to the terms found in Exhibit 2-Training Addendum. In the event Licensee orders training courses, the terms and conditions of the Training Addendum will take precedence over the provision of the ELA with respect to the training courses. E214-1 Page 6 of 6 11/21/2011 Gesri- EXHIBIT 1 SCOPE OF USE (E300 09/29/2011) Esri, 380 New York St., Redlands, CA 92373-8100 USA • TEL 909-793-2853 • FAX 909-793-5953 The scope of use for the Software, Data, and Web Services identified below is described in the applicable footnotes identified in parentheses. Software ■ ArcExplorer-Java and Windows Editions (20 and 25) ■ ArcGIS API for iOS, Windows Phone, or Android (1, 16, 25, and 33) ■ ArcGIS Desktop - ArcInfo (either 1 or 2 and 25, 26, 33, 44, and 45) - ArcEditor (either 1 or 2 and 25, 26, 33, 44, and 45) - ArcView (either 1 or 2 and 25, 33, 44, and 45) ■ ArcGIS Desktop Extensions (7) ■ ArcGIS Engine Developer Kit and Extensions (1, 14, 15, 22, 25, 26, and 43) ■ ArcGIS Engine Runtime and Extensions (either I or 2 and 15, 22, 25, 26, and 33) ■ AreGIS Explorer (20, 25, and 33) ■ ArcGIS for AutoCAD (1, 20, and 25) ■ ArcGIS for iOS (1, 25, and 33) ■ AreGIS Mobile Deployments (l, 15, 16, 25, 33, and 54) ■ AreGIS Runtime (1, 15, 18, 33, 35, and 59) ■ ArcGIS Runtime SDK (l, 15, 18, 33, 35, and 60) ■ ArcGIS Server - Workgroup (either 3 or 5 and 8, 9, 25, 28, 29, 30, 32, 33, 38, 39, 40, and 45; if licensed as a Term License, 6 will also apply) - Enterprise (either 3, 4, or 5 and 8, 9, 25, 27, 31, 33, 38, 39, 40, and 45; if licensed as a Term License, 6 will also apply) > Cloud Bundle (6 and 33) • ArcGIS Server Extensions - AreGIS for INSPIRE (7, 8, 33, and 35) - AreGIS Server Geoportal Extension (either 3, 4, or 5 and 7 and 52) - ArcGIS Server Image Extension (7, 8, and 42) - ArcGIS Server Image Extension Service Editor (1) - Other Extensions (7) ■ AreGIS Web Mapping (including SharePoint, JavaScript, Adobe Flex, Microsoft Silverlight/WPF, SOAP, and REST) (6, 33, and 35) ■ ArcIMS - ArcIMS and Extensions (either 3, 4, or 5 and 8, 10, 31, and 45) ■ ArcLogistics - Desktop (1 and 25) - Using ArcGIS Online (6, 20, 25, 34, 35, and 46) - Using ArcGIS Server (6, 20, 25, 34, 35, and 46) - Navigator (1 and 46) ■ ArcPad (1, 12, 13, 25, and 33) ■ ArcReader (20, 25, 33, and 45) ■ ArcView 3.x and Extensions (1, 7, and 17) ■ Esri Aeronautical Solution (either 1 or 2) ■ Esri Business Analyst (Canadian Edition) (either 1 or 2 and 6, 25, 33, 36, 45, and 48) ■ Esri Business Analyst (either 1 or 2 and 25, 33, 45, and 48) ■ Esri Business Analyst Online API for Adobe Flex, Microsoft Silverlight, SOAP, and REST (6, 16, 25, 33, 35, 55, and 56) ■ Esri Business Analyst Server - Workgroup (either 3, 4, or 5 and 8, 9, 21, 25, 28, 29, 31, 33, 39, 40, 45, and 48) - Enterprise (either 3, 4, or 5 and 8, 9, 21, 25, 27, 31, 33, 39, 40, 45, and 48) ■ Esri Business Analyst Server (Canadian Edition) (either 3, 4, or 5 and 8, 9, 21, 25, 27, 31, 33, 36, 39, 40, 45, and 48) • Esri Business Analyst Server Developer (3, 6, 25, 33, 35, and 51) ■ Esri Business Analyst Server Developer (Canadian Edition) (3, 6, 25, 33, 35, 36, and 51) ■ Esri CityEngine (either 1 or 2 and 44) ■ Esri Defense Mapping (either 1 or 2) ■ Esri Developer Network (EDN) Software, Web Services, and Data (6, 7, 24, 25, 26, 33, 34, and 35) ■ Esri File Geodatabase API (47) ■ Esri Nautical Solution (either 1 or 2) ■ Esri Production Mapping (either 1 or 2) • Geoportal Clients for AreGIS (7, 20, and 52) ■ Maplt (11, 25, 31, 33, 35, 49, and 50) ■ MapObjects-Java Edition (1, 5, 8, 15, 18, and 19) ■ MapObjects LT (1, 14, and 16) ■ MapObjects-Windows Edition (1, 14, 15, 16, and 18) ■ MOLE (1) ■ NetEngine Internet (5) ■ Portal for ArcGIS (5, 6, 31, 33, 61, 62, and 63) ■ Tracking Server (either 4 or 5 and 31) Web Services ■ ArcGIS Online Services (6, 25, 33, 34, and 35) ■ Esri Business Analyst Online (6, 25, 33, 48, 56, 57, and 58) ■ Esri Business Analyst Online Mobile (1, 6, 25, 33, 48, 56, 57, and 58) ■ Esri Community Analyst (6, 25, 33, 48, 56, 57, and 58) ■ Esri MapStudio (6, 25, 33, 34, 35, and 56) ■ Esri Redistricting Online (6, 25, 33, 34, and 35) Data ■ Data with AreGIS Data Appliance (6, 23, 25, and 41) ■ Esri Address Coder (either 1, 2, or 5 and 21, 22, 25, and 48) ■ Esri Business Analyst (Canadian Edition) Data (either 1 or 2 and 6, 21, 25, 33, 36, 45, and 48) ■ Esri Business Analyst Data (either 1 or 2 and 21, 25, 33, 45, and 48) ■ Esri Business Analyst Server (Canadian Edition) Data (either 3, 4, or 5 and 21, 25, 33, 36, 45, and 48) ■ Esri Business Analyst Server Data (either 3, 4, or 5 and 21, 25, 33, 45, and 48) • Esri Data & Maps (either 1, 2, 3, 4, or 5 and 23 and 37) ■ Esri Data (either I, 2, or 5 and 25 and 48) - Demographic, Consumer Spending, Market Potential, Retail MarketPlace, Business, Traffic, Shopping Center, Cable Boundaries, Banking, and Crime ■ Sourcebook•America (1 and 21) ■ StreetMap Premium (either 1, 2, 4, or 5 and 6 and 25) ■ Tapestry Segmentation (either 1, 2, or 5 and 21 and 48) E300 Page I of 4 09/29/2011 I . "Single Use License." Licensee may permit a single authorized end user to install and use the Software, Data, and Documentation on a single computer for use by that end user on the computer on which the Software is installed. Remote access is not permitted. Licensee may permit the single authorized end user to make a second copy for end user's exclusive use on a portable computer as long as only one (1) copy of the Software, Data, and Documentation is in use at any one (1) time. No other end user may use the Software, Data, or Documentation under the same license at the same time for any other purpose. 2. "Concurrent Use License." Licensee may install and use the Software, Data, and Documentation on computer(s) on a network, but the number of simultaneous users may not exceed the number of licenses acquired. No other end user may use the Software, Data, or Documentation under the same license at the same time for any other purpose. 3. "Development Server License." Licensee may install and use the Software on a single computer to design and build applications that interface with or utilize server Software as described in the Documentation. 4. "Staging Server License." In addition to the Development Server License rights, Licensee may use and install the Software for the following purposes: user acceptance testing, performance testing, load testing of other third-party software, staging new commercial data updates, and training activities. 5. "Deployment Server License." In addition to the Staging Server License rights, Licensee may install and use the Software or Data to provide services to multiple users on the same or other computer(s). 6. "Term License." License is provided for use for a limited time period or on a subscription or transaction basis. 7. Extensions to Software programs follow the same scope of use as that granted for the corresponding Software programs. 8. The administration tools for the Software may be copied and redistributed throughout Licensee's organization. 9. User-developed ArcGIS Server administration tools may be copied throughout Licensee's organization, but the ArcCatalog application (found in ArcGIS Desktop) may not be copied. 10. The AMMS license includes the right to deploy MapObjects-Windows Edition applications on the Internet or intranet. Licensee shall not develop client/server solutions with the ArcIMS Java Archive (JAR) files without a license for the MapObjects Java Edition developer kit. 11. Licensee may install and use the Software to provide services to multiple users on the same or other computer(s). The Software is licensed per server. The licensed server is the server on which Licensee installs the Spatial Data Service. 12. Software is only licensed for navigational use when used in conjunction with ArcLogistics. 13. "Dual Use License" means the Software may be installed on a desktop computer and used simultaneously with either a personal digital assistant (PDA) or handheld mobile computer as long as the Software is only used by a single individual at any one (1) time. 14. Developers must include the following attribution with any deployed MapObjects application: "Portions of this computer program are owned by LizardTech, Inc., and are Copyright © 1995-2002 LizardTech, Inc., and/or the University of California. All rights reserved. US Patent No. 5,710,835." 15. Deployment licenses for desktop or Internet application(s) may be subject to payment of additional license fees. 16. Licensee may deliver applications to its sublicensee(s) provided Licensee uses a written sublicense agreement that protects Esri's rights in its Software, Data, Web Services, and Documentation to the same extent as the Esri License Agreement including, but not limited to, the following terms: a. Sublicensee may not reverse engineer, decompile, or disassemble the Esri Software, Data, Web Services, or Documentation, except to the extent permitted by applicable law; copy for commercial use; transfer; or assign its rights under the license grant; b. Sublicensee may not use any Esri Software, Data, Web Services, or Documentation, in whole or in part, separate from Licensee's executable application; and c. Third-party dependent or required components are redistributable subject to permission from the owner or author. d. Applications may be subject to deployment fees owed to Esri. Licensee shall contact its distributor for details. 17. Licensee may use Business Objects Crystal Reports software only with the ArcView 3.x Software with which it was acquired and subject to the Crystal Reports License Agreement available on the media. Licensee may not use a software program or system to cache or queue report requests. 18. The deployment license is per application per computer. 19. MapObjects-Java Edition contains Java Archive files, which indicate they are authentic Esri-certificated files when used over the Internet. Licensee shall not use Esri certification or reference Esri as a source of trusted content in any modified MapObjects-Java Archive files. Licensee may deploy the unmodified Java class Esri-certified libraries as an integral part of the Licensee's application(s). 20. Licensee may reproduce and deploy the Software provided all the following occur: (a) the Software is reproduced and deployed in its entirety; (b) a license agreement accompanies each copy of the Software that protects the Software to the same extent as the Esri License Agreement, and the recipient agrees to be bound by the terms and conditions of the license agreement; (c) all copyright and trademark attributions/notices are reproduced; and (d) there is no charge or fee attributable to the use of the Software. 21. Licensee shall not withhold any substantial right (e.g., extension of credit) from any individual based solely on the individual's place of residence, as profiled in the Tapestry Segmentation system. E300 Page 2 of 4 09/29/2011 22. (a) ArcGIS Engine Runtime licenses shall not be used for Internet and server development and deployment; (b) an end user must license either ArcGIS Engine Runtime Software or other ArcGIS Desktop Software (ArcView, ArcEditor, or ArcInfo) to obtain the right to run an ArcGIS Engine application on one (1) computer; and (c) the ArcGIS Engine Runtime extensions shall not be used in combination with ArcGIS Desktop Software to run ArcGIS Engine applications. A single user can have multiple applications installed on one (1) computer for use only by that end user. 23. Licensee may redistribute the Data as described in the Redistribution Rights Matrix available at littp://www.esri.com/legal/, in the Help system, or in supporting metadata files, subject to the specific attribution descriptions and requirements for the dataset accessed. 24. EDN Software, Web Services, and Data may only be used by one (1) named developer per subscription solely for the purposes of research, development, testing, and demonstration of a prototype application. EDN server Software and Data may be installed on multiple computers for use by any named EDN developer. 25. Use of included third-party owned data shall be subject to the Use of Data Restrictions found at http://www.csri.com/legal/ for the specific Data accessed. The Use of Data Restrictions may be modified by Esri from time to time. If a modification is unacceptable to Licensee, Licensee may cancel a subscription upon written notice to Esri, or discontinue use of the Data or Web Services, as applicable. If Licensee continues to use the Data or Web Services, Licensee will be deemed to have accepted the modification. 26. An ArcSDE Personal Edition geodatabase is restricted to ten (10) gigabytes of Licensee data. 27. ArcGIS Server Web ADF Runtime Software may not be deployed independent of Licensee's ArcGIS Server Enterprise configuration. 28. Use is limited to ten (10) concurrent end users of applications other than ArcGIS Server applications. This restriction includes use of ArcGIS Desktop Software, ArcGIS Engine Software, and third-party applications that connect directly to any ArcGIS Server geodatabase. There are no limitations on the number of connections from web applications. 29. Software can only be used with SQL Server 2005/2008 Express. 30. Use is restricted to a maximum of ten (10) gigabytes of Licensee data. 31. Redundant Software installation(s) for failover operations is allowed but can only be operational during the period the primary site is nonoperational. The redundant Software installation(s) shall remain dormant, except for system maintenance and updating of databases, while the primary site or any other redundant site is operational. 32. No redundant Software installation is permitted. 33. Licensee's access to and use of Cloud Bundle, ArcGIS Web Mapping, ArcGIS Online Services, Business Analyst Online, Business Analyst Online API, or Microsoft Bing Maps is conditioned upon Licensee's acceptance of the Esri Web Services and API Terms of Use, the Business Analyst Online Web Subscription Terms and Conditions, the Terms of Use for Bing Maps Services, and any other terms and conditions applicable thereto or to any third-party data being accessed through them, found at http://www.csri.com/legal. 34. Licensee's organization is limited to the number of specified credits, transactions, geography, or number of users as described in the online product description. 35. Licensed end users shall not share the client-side data cache derived from ArcGIS Online Services with other licensed end users or third parties. 36. Licensee's use of Esri Business Analyst (Canadian Edition) Data is subject to the Use of Data Restrictions specific to Esri Business Analyst (Canadian Edition) Data. 37. Data provided with StreetMap USA may be used for mapping, geocoding, and routing purposes but is not licensed for dynamic routing purposes. For instance, StreetMap USA may not be used to alert a user about upcoming maneuvers (such as warning of an upcoming turn) or to calculate an alternate route if a turn is missed. 38. The ArcGIS Server 3D extension included with ArcGIS Server Standard (Workgroup or Enterprise) may only be used for generating globe data cache(s) or publishing a globe document as an ArcGIS Globe Service. No other use of the ArcGIS Server 3D extension Software is permitted with ArcGIS Server Standard. 39. Any editing functionality included with ArcGIS Server is not permitted for use with ArcGIS Server Basic (Workgroup or Enterprise). 40. Geospatial Enterprise JavaBeans (EJB) provided with ArcGIS Server (Workgroup or Enterprise) is permitted for use only with ArcGIS Server Advanced. 41. Licensee may only use Data from a single state with the Single State version of ArcGIS Data Appliance. This restriction applies to a large-scale (i.e., scale levels below 1:100,000) street map, transportation layer, boundaries and places layer, and one (1)-meter or better resolution imagery included in the USA Collection. This restriction does not apply to the small-scale (i.e., scale levels above 1:100,000) maps provided in the World Collection, which are intended for display at global and regional scales. 42. Licensee has the right to one (1) desktop deployment of the ArcGIS Server Image extension Service Definition Editor for every four (4) cores of ArcGIS Server Image extension that are licensed. 43. Licensee may develop an unlimited number of applications on a single computer and deliver the applications to end users with or without the ArcGIS Engine Runtime Software. E300 Page 3 of 4 09/29/2011 44. For any operating system environment in which Licensee runs instances of the Concurrent Use License management software, Licensee may run up to the same number of passive failover instances of the Concurrent Use License management software in a separate operating system environment for temporary failover support. 45. Data licensed with Esri Business Analyst and Esri Business Analyst Server is restricted for use only in conjunction with the respective Business Analyst extension. 46. Licensee should not follow any route suggestions that appear to be hazardous, unsafe, or illegal. Licensee assumes all risk of using this navigation Software. 47. Licensee may develop and distribute software or web applications that use the Esri File Geodatabase API to Licensee's end users. 48. Licensee may include reports and maps created from the Software or Data in hard-copy or read-only format for presentation packages or marketing studies for subsidiaries and customers. The total content of the Esri reports and maps must be less than twenty percent (20%) of Licensee's total content of the presentation package or marketing study. Full, complete, stand-alone reports or maps created from the Software or Data and not part of a presentation package or marketing study cannot be resold, sublicensed, or otherwise transferred without prior written permission of Esri. Licensee's third-party customer may only receive reports and maps generated by Licensee and may only use the maps and reports received from Licensee for internal purposes. In no case shall Licensee redistribute the Data in digital formats. 49. Esri MapIt Silverlight Web or WPF applications may not be deployed independent of Licensee's MapIt deployment configuration. 50. Licensee has the right to one (1) desktop deployment of Spatial Data Assistant for each Esri MapIt server license. 51. Esri Business Analyst Server Developer and Data may only be installed on one (1) server per license solely for the purposes of research, development, testing, and demonstration of a prototype application. 52. Source code is the intellectual property of Esri. Licensee shall treat any source code file identified as "Software" in a README file or at http://www.esri.condlegal/ as a trade secret for Licensee's own internal use only and not for further redistribution or access by unlicensed third parties. Licensee shall not modify the Software, Documentation, Data, or source code to incorporate, embed, link, or otherwise include any code, libraries, or data licensed or distributed under an open source licensing or distribution models similar to Free Software Foundation's GNU General Public License (GPL) or GPL-compliant licenses, including, without limitation, the Artistic License (e.g., Perl), the Mozilla Public License, the Netscape Public License, and the Sun Community or Industry Standards License, that could require a user to make its proprietary source code available to a requesting third party. 53. Reserved. 54. ArcGIS Mobile is licensed for use with ArcGIS Server Advanced (Enterprise or Workgroup) and ArcGIS Desktop (ArcInfo, ArcEditor, ArcView, and ArcGIS Engine applications). 55. Licensee may develop software or web applications that use the Business Analyst Online API to access, query, create, display, and redistribute Reports and resulting static, electronic maps to end user(s) of Licensee's software or web applications. End user(s) of Licensee's software or web applications may use the Reports and maps for internal purposes only and not for further redistribution. "Report" means any formatted output created by the Business Analyst Online API, which includes PDF, CSV, Excel, HTML, and XML formats. Licensee shall not redistribute any Data in vector formats. 56. For Reports or maps displayed or posted to an external website, or Reports or maps created for Licensee's end user(s), Licensee shall affix an attribution notice to Licensee's online and/or hard-copy output that acknowledges Esri's and its third-party data supplier's intellectual property. These notices are found in the PDF or export image format of each individual Report or image, or as follows: "Source [Esri, Supplier]" or Copyright © [year(s)] [Esri, Supplier]. All rights reserved." 57. Licensee may only display or post any combination of 100 Business Analyst Online or Community Analyst Reports and maps on its external websites. 58. Licensee shall order a separate Business Analyst Online or Community Analyst subscription for each person who uses Business Analyst Online or Community Analyst and shall provide output from the Business Analyst Online or Community Analyst subscription only to the e-mail of the individual subscriber. 59. Licensee may develop an unlimited member of applications on a single computer and deliver the applications to end users with or without the ArcGIS Runtime Software up to the number of deployment licenses that have been purchased. 60. (a) ArcGIS Runtime licenses shall not be used for Internet and server development and deployment; (b) an end user must purchase a software application that includes an ArcGIS Runtime license to obtain the right to nm an ArcGIS Runtime application on one (1) computer. A single user may have multiple ArcGIS Runtime licensed applications installed on one (1) computer that utilize a single ArcGIS Runtime. 61. Oracle is a third-party beneficiary of Esri's rights under the Esri License Agreement with respect to the Software but is not a party hereto and assumes no obligations hereunder. 62. Esri and its Licensors reserve the right to conduct an audit of Licensee's use of the Software. Licensee will provide reasonable assistance and access to information regarding Licensee's use of the Software. Audit results may be reported to Esri's Licensors. Fees for over-deployment or excess usage are payable within thirty (30) days of the invoice date. 63. Licensee may not publish the results of benchmark tests nm on the Software without the prior written permission of Esri and its Licensors. E300 Page 4 of 4 09/29/2011 Gesri EXHIBIT 2 TRAINING ADDENDUM (E207SET 3/11) Esri, 380 New York St., Redlands, CA 92373-8100 USA • TEL 909-793-2853 • FAX 909-793-5953 ARTICLE 1-TRAINING DESCRIPTION Esri offers instructor-led training related to the use of its proprietary GIS software. Esri will provide to Licensee a fixed number of training days to use for Instructor-Led Training, as defined in this Small Enterprise Training Package, if purchased. Instructor-Led Training events occur at an Esri Learning Center or via the web in a cloud environment. The Esri software training course(s) to be conducted, location, schedule dates, and registration requirements are set forth in the Esri Training catalog located on Esri's Training website (http://training.esri.com). All courses are conducted in substantial conformity with course descriptions outlined on the Esri Training website. Esri reserves the right to modify course content when necessary due to software technical capabilities or limitations. ARTICLE 2-ESRI'S RESPONSIBILITIES Esri will provide an instructor qualified to conduct the course(s) as well as all necessary training materials sufficient for the number of registered participants (hereinafter "Student(s)") on the scheduled dates. Esri will provide each Student with a course manual where applicable. Esri will confirm Learning Center training class scheduled dates approximately ten (10) business days prior to the class start date. ARTICLE 3-LICENSEE'S RESPONSIBILITIES • Licensee must ensure the protection of Esri's copyrights. Licensee shall neither copy or distribute nor permit a third party to copy or distribute any of Esri's training material(s) unless otherwise required by law. • Licensee must not resell seat(s) to an Esri training class unless explicitly authorized in writing by Esri. • Licensee must confirm that all registered Students meet the minimum prerequisites for the applicable class set forth on Esri's Training website. • Licensee must ensure that all Students have received confirmation from Esri to participate in an Esri training event. Unregistered Students are not permitted to view or participate in a Virtual Classroom training event. Esri reserves the right to disconnect any Student who permits access to unregistered Students. • Licensee must submit registrations with a confirmed payment commitment at least seven (7) business days before the class start date. If Licensee submits a registration without a confirmed payment, Esri will not confirm the seat reservation. The reservation will be added to the waiting list pending payment confirmation and subject to availability. ■ US government export control laws and regulations prohibit US persons from engaging in transactions with certain denied persons found on various US Government Denied Persons lists (e.g., US Department of the Treasury's Specially Designated Nationals List, US Commerce Department's Denied Persons/Entity List, etc.). To meet these export requirements, Licensee must submit to Esri Customer Service a list of the names of Students that are to attend any training class. Any Student that is found on any of the various US Government Denied Persons lists will not be permitted to attend training. • Licensee is responsible for all Student travel arrangements. Esri assumes no responsibility for losses from nonrefundable travel arrangements resulting from denial of a Student's participation due to US government export regulation requirements, course scheduling changes, or cancellations. • Licensee must provide written notice to Esri's Customer Service at service~a2esri.com of any cancellation, rescheduling, or Student substitution requirements and receive confirmation of these change(s) prior to the class start date. • Licensee is responsible to ensure that it adheres to the course, facility, and equipment requirements for Esri training as found at http://training.esri.com/gateway/ index. cfm?fa=training0ptions.gateway. • Students may not use audio and/or video recording equipment within the classroom without prior written approval from Esri. Esri reserves the right to record a classroom training event for future rebroadcast. ARTICLE 4-CANCELLATION AND RESCHEDULING POLICY When a Student's place in class is filled by another person from the same organization, a Student substitution is allowed at no cost provided Esri's Customer Service department is notified three (3) business days in advance of the class start date. Should a Student substitution occur without three (3) business days' notification, an additional nonrefundable transfer and data processing fee may be assessed. A Student may transfer from one (1) scheduled Esri Learning Center class to another one (1) time at no additional charge provided Esri's Customer Service department is notified three (3) business days in advance of the class start date. Subsequent transfers or transfers that occur without three (3) business days' notification may incur a transfer fee. Students may cancel their enrollment in a class provided Esri's Customer Service department is notified three (3) business days in advance. If three (3) business days' notification is not provided, Students may be charged the full Student Seat fee. If Esri is unable to conduct the training on the scheduled date, Esri will notify Licensee at least three (3) business days before the scheduled date. If cancellation of a training event is necessary due to Force Majeure, the affected party is released in full from the three (3)- business-day notification. The affected party will either reschedule the training or cancel the order without that affected party incurring any liability. ARTICLE 5-UNIQUE TERMS FOR THE SMALL ENTERPRISE TRAINING PACKAGE To order training, Licensee must include training in the Purchase Order for the ELA or provide a Purchase Order as required and specified within the ELA that matches the Esri quotation. Where Licensee submits additional Purchase Orders to purchase training days for additional year(s), any unused training days will automatically roll over. A Purchase Order is required annually for each three (3)-year term. Failure to submit annual Purchase Orders will result in the forfeit of unused training days. E207SET Page I of 2 03/25/2011 • Licensee must assign an individual within its organization to the role of Training Administrator to serve as liaison between Licensee's organization and Esri as well as internally manage and authorize allocated training days. • The training days are available for a period of twelve (12) months, commencing on the purchase Effective Date, and ending when all training days are consumed, whichever is sooner. • Esri will invoice for outstanding training expenses where applicable. • Training days are not transferable and not refundable for any other Esri products or services. ARTICLE 6-RESERVATION OF OWNERSHIP AND GRANT OF LICENSE Except as specifically granted in this Agreement, Esri and/or its licensors own and retain all right, title, and interest in software, data, documentation, and training materials. ARTICLE 7-WARRANTY 7.1 Esri will provide training in a manner consistent with the technical and professional standards of the industry. 7.2 Disclaimer of Warranties. WITH THE EXCEPTION OF THE LIMITED WARRANTY SET FORTH IN THIS ARTICLE, ESRI DISCLAIMS, AND THIS AGREEMENT EXPRESSLY EXCLUDES, ALL OTHER WARRANTIES, EXPRESS OR IMPLIED, ORAL OR WRITTEN, INCLUDING, WITHOUT LIMITATION, ANY AND ALL WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, NONINTERFERENCE, AND NONINFRINGEMENT, AS WELL AS ANY WARRANTIES THAT THE TRAINING IS ERROR FREE. ARTICLE 8-LIMITATION OF LIABILITY AND EXCLUSIVE REMEDY EXCEPT FOR INDEMNITY ASSOCIATED WITH CLIENT SITE TRAINING, IN NO EVENT SHALL ESRI BE LIABLE TO LICENSEE FOR COSTS OF PROCUREMENT OF SUBSTITUTE GOODS OR TRAINING; LOST PROFITS; LOST SALES; BUSINESS EXPENDITURES; INVESTMENTS; BUSINESS COMMITMENTS; LOSS OF ANY GOODWILL; OR ANY INDIRECT, SPECIAL, EXEMPLARY, CONSEQUENTIAL, OR INCIDENTAL DAMAGES ARISING OUT OF, OR RELATED TO, THIS AGREEMENT, HOWEVER CAUSED OR UNDER ANY THEORY OF LIABILITY, EVEN IF ESRI HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES. ESRI'S TOTAL CUMULATIVE LIABILITY HEREUNDER, FROM ALL CAUSES OF ACTION OF ANY KIND, SHALL IN NO EVENT EXCEED THE AMOUNT ACTUALLY PAID BY LICENSEE FOR THE PORTION OF THE TRAINING UNDER THIS AGREEMENT. THESE LIMITATIONS SHALL APPLY NOTWITHSTANDING ANY FAILURE OF ESSENTIAL PURPOSE OF ANY LIMITED REMEDY. ARTICLE 9-UCC INAPPLICABILITY Training provided under this Agreement will not be governed by the Uniform Commercial Code (UCC) and will not be deemed "goods" within the definition of the UCC. E207SET Page 2 of2 03/25/2011 City c?j' 7Ikjah ITEM NO.: 11 a MEETING DATE: January 4t", 2012 AGENDA SUMMARY REPORT SUBJECT: AUTHORIZE UPDATED AMBULANCE RATES AND APPROVE RESOLUTION ADOPTING FEES FOR AMBULANCE SERVICES PROVIDED BY THE UKIAH FIRE DEPARTMENT Background: Since 1991 the City of Ukiah Fire Department has provided residents and visitors of the City with Advanced Life Support Ambulance Services. From the beginning it has been the intent to fund this service through a rate structure that provides revenues adequate to cover the cost of providing the service. Over the course of the 20 years that the City has provided ambulance services there have been three prior rate increases, with the most recent being approved in April 2007 (attached). It has been the intent of the prior increases to cover the increased costs of providing the service. Discussion: In December of 2011, staff reviewed the City's ambulance rates to assure that they were appropriate relative to the cost of providing the service and to assure that all costs associated with providing the service were being considered in the development of the rate. A review/analysis (attached) was completed and revealed that the current rate structure was not keeping pace with the increase in costs in part because of inflation and in part because not all of the indirect costs of providing the service were considered in the development of previous rates. Fiscal Impact: H Budgeted FY 11/12 1-1 New Appropriation Not Applicable Budget Amendment Required Continued on page 2 Recommended Action(s): Conduct a public hearing and Approve Resolution Adopting Fees for Ambulance Services Provided By the Ukiah Fire Department Alternative Council Option(s): 1.Retain existing Fee Schedule. 2. Refer recommended fee schedule back to staff for further analysis. 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: Ambulance Rate Worksheet, Current Fee Schedule, Proposed Fee Schedule Approved: n, t hambers, City Manager The analysis considered the following cost components in arriving at the recommended new base rates for Advanced Life Support Services (ALS) and Basic Life Support Services (BLS) with ambulance transport and Assessments without ambulance transport: 1. Personnel salary and benefit costs: a. 33% of nine Firefighters. b. 25% of salary and benefits of three Fire Captains for supervision of the paramedic employees. c. 20% of salary and benefits of the Division Chiefs for supervision and program management. d. 5% of salary and benefits of the Director of Public Safety for program management. e. 75% each of the salary and benefits of the Administrative Secretary for time spent in support of Ambulance operations 2. A percentage of all support costs associated with the general operations of the fire department, i.e. medical supplies, utilities, insurance, training, vehicle maintenance, general city government, etc. A complete list and % attributed to ambulance operations appears on pg. 2 of the analysis. 3. Cost of providing dispatch services based upon calls for service and workload. 4. Capital replacement costs for the City's three ambulances, 25% of one fire engine, and capitalized medical equipment. 5. The historic collection rate for invoiced services. City of Ukiah Payor Mix 2008" 2009II 2010! Transports Medicare 784 55.29% 718 55.27% 696 55.24% Medical 425 29.97%7 395' 30.41 % 381 30.24%0 Insurance 114; 8.04% 95 7.31% r 97! 7.70% Custody 19 1.34% 9 0.69% 8 0.63% Private Pay 76, 5.36%, 82; 6.31% 78 6.19% _ Total 1418 1299 1260, Non Transports Medicare 7 6.14%', 5 4.31%, 7 4.40% Medical 41 35.96%. 39 33.62% 46! 28.93% Insurance 18 15.79% 22 18.97% 34 21.38% Private Pay 48, 42.11% 50 43.10% 72 45.28% Total 114, 116 159! The final step in the analysis was a comparison with other public agency ambulance providers within Mendocino County to verify that the recommended rates were within a reasonable range of other providers. Rate comparison ALS1 NR ALS2 NR BLSE1 NR Mileage Oxygen Assessment Ukiah (Current) $989.00 $989.00 $448.00 $14.00 ! $83.00 $213.00 Ukiah (Proposed) $1,882.00 $1,882.00 $852.00 $14.70 $87.15 $450.00 Ukiah Ambulance $1,575.00 $1,675.00 $800.00 $24.75 $80.00 n/a Fort Bragg Coast $1,406.00 $1,848.00 $1,180.00 $32.00 $107.00 $427.00 South Mendocino Coast $2,679.00 $3,126.00 $2,945.00 $3,681.00 $1,253.00 $1,567.00 $32.00 $148.00 $456.00 LakeShore - Lake County $825.00 $875.00 $825.00 $875.00 $475.00 ! $575.00 $18.00 $70.00 n/a Marin $1,256.00 $1,292.00 $959.00 $20.00 $91.00 $445.00 Southern Marin $1,219.00! $1,254.00 $931.00 $19.00 " $88.00 n/a Sacramento Metro $1,400.00 ; $1,400.00 $1,400.00 $28.78 $119.58 n/a Chester $1,990.00 $1,990.00 $1,795.00 $29.50 $90.00 $400.00 Burney $1,365.00' $1,484.00 $1,111.00 $20.00 n/a n/a LaytonNille $900.00 $900.00 $600.00 $21.00 $85.00 n/a Covelo n/a n/a $450.00 $15.00 $80.00 $100.00 Russian River $1,607.00 $1,607.00 $1,297.00 ` $24.50 $120.00 $200.00 Petaluma $922.43 $1,075.99 $1,075.99, $1,266.62 $714.86 $835.59 $18.64 $100.61 $294.41 Vacaville $890.00 !$1,431.00 $890.00 $1,431.00 $773.00 $1,328.00 $21.50 $79.00 $1,087.00 For the services provided that are not included in the base rate (oxygen administration, mileage, EKG associated with BLS, and wait time) the 3 year CPI (2008, 2009, 2010) was applied to our current rates. In summary, the analysis showed that the current rate schedule was not currently providing revenues sufficient to cover all of the direct and indirect cost of providing Paramedic Ambulance Services. In order for full funding of all costs to occur that the base rate for ALS services be increased from $989 to $1,882, the base rate for BLS services be increased from $448 to $852, for non-transporting assessments the rate be increased from $213 to $450. Future Ambulance Rate Examination: Because of changes in staff, fees have not been examined over the last 4 years. To safeguard against future extended periods of not examining ambulance rates, and to avoid future large increases or decreases in the rate schedule, staff recommends that ambulance fees be examined and adjusted appropriately on an annual basis. To ensure future annual adjustment of ambulance rates, staff recommends that future fee adjustments sunset annually on April 1St of each year, or return to the 2007 rates adopted by resolution 2007-16. By expiring at the end of the first quarter of a given year, staff will have the ability to collect and analyze billing and collection rates for the previous calendar year, and include up-to-date data in determining future ambulance rates. Recommendations: Staff recommends that Council approve the attached Resolution adjusting ambulance fees, to be reexamined in one year, with a sunset date of April 1St, 2013, or a return to 2007 rates adopted by resolution 2007-16. RESOLUTION NO. 2007-16 RESOLUTION OF THE CITY COUNCIL OF THE CITY OF UKIAH ADOPTING FEES FOR AMBULANCE SERVICES PROVIDED BY THE UKIAH FIRE DEPARTMENT NOW, THEREFORE, BE IT RESOLVED that effective immediately the City Council adopts the following fees for the provision of ambulance service by the Ukiah Fire Department: ALS ambulance service $989.00 ALS mileage @ $14.00 per mile (1) 14.00 BLS ambulance service 448.00 BLS mileage @ $14.00 per mile (9) 14.00 EKG/not purchased (3) 77.00 Oxygen administration and supplies 83.00 Service Charge for returned check 26.00 Wait time/per 15 minutes (4) 30.00 Dry Run/Assessment 213.00 1. Mileage only charged from the scene of the emergency to the hospital. 2. EKG charged only for BLS ambulance, EKG included in charge for ALS ambulance. 3. Charged-where ambulance is required to remain at the scene or at the hospital for an extended period for reasons other than delivery of services related to the call. 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Resolution No. 2012 - RESOLUTION OF THE CITY COUNCIL OF THE CITY OF UKIAH ADOPTING FEES FOR AMBULANCE SERVICES PROVIDED BY THE UKIAH FIRE DEPARTMENT NOW, THEREFORE, BE IT RESOLVED that effective immediately the City Council adopts the following fees for the provision of ambulance service by the Ukiah Fire Department: ALS Ambulance Service $1,882.00 ALS mileage @ $14.70 per mile (1) ......................................................................14.70 BLS Ambulance Service .....................................................................................852.00 BLS mileage @ $14.70 per mile (1) ......................................................................14.70 EKG / not purchased (2) .......................................................................................80.85 Oxygen administration and supplies .....................................................................87.15 Service Charge for returned check .......................................................................25.00 Wait Time / per 15 Minutes (3) ..............................................................................31.50 Dry Run / Assessment ........................................................................................450.00 1. Mileage only charged from the scene of the emergency to the hospital. 2. EKG charged only for BLS ambulance, EKG included in charge for ALS Ambulance. 3. Charged where ambulance is required to remain at the scene or at the hospital for an extended period for reasons other than the delivery of services related to the call. FUTHERMORE, Ambulance rates shall be examined and adjusted annually, and these rates shall sunset on April 1St, of 2013, or rates will return to 2007 rates adopted by resolution 2007-16. PASSED AND ADOPTED on the 4th day of January, 2012 by the following roll call vote: AYES: NOES: ABSTAIN: ABSENT: Mary Anne Landis, Mayor ATTEST: JoAnne Currie, City Clerk Ukiah Daily Journal Legal Notices For publication 12-25-11 and 12-31-11 NOTICE OF PUBLIC HEARING NOTICE IS HEREBY GIVEN that the Ukiah City Council will conduct a Public Hearing at the regular meeting of Wednesday, January 4th, 2012, at 6:15 p.m. or as soon thereafter as the matter may be heard in the Council Chambers located at 300 Seminary Ave., Ukiah, CA, for the purpose of adjusting the fees for Ambulance services provided by the Ukiah Fire Department. The draft fee schedule is available for inspection at the Ukiah Civic Center (300 Seminary Ave.) and on the City's website www.cityofLikiah.com. Oral or written presentations can be made by any interested person at the hearing. You are encouraged to discuss the proposed revisions, express any views you may have, or request additional information from the Ukiah City Clerk, Ukiah Civic Center, 300 Seminary Ave., Ukiah, CA 95482, (707)463-6217 JoAnne Currie, Ukiah City Clerk ITEM NO.. 12b January 4, 2012 MEETING DATE: city oJ' Z1kirrfi AGENDA SUMMARY REPORT SUBJECT: AUTHORIZE CITY MANAGER TO NEGOTIATE AND EXECUTE A CONTRACT WITH ALCHEMY OF DESIGN FOR INTERPRETIVE DESIGN SERVICES IN AN AMOUNT NOT TO EXCEED $103,465 TO BE REIMBURSED BY GRANT FUNDS FOR THE GRACE HUDSON CULTURAL CENTER PROJECT Background: In December 2011, the City Council considered awarding a professional services contract for the Grace Hudson Cultural Center Project. This is a continuation of that item. Grant Project The Community Services Department was successful in securing grant funds through the Proposition 84 Statewide Nature Education Facilities Program for the development of the Grace Hudson Cultural Center. Specifically, the Nature Education Facilities program has a section of funding with a focus to "combine the study of natural science with preservation, demonstration and education programs... provide collections and programs related to the relationship of Native American cultures to the environment". The Nature Education Facilities grant program received requests for funding from more than three hundred locations throughout the state of California with requests totaling more than one billion dollars in funding. The program selected forty-four locations to award a total funding amount of ninety three million dollars. Funding awards ranged from twenty five thousand dollars to seven million dollars per location. With a three million dollar grant award, Ukiah was in the top ten of large dollar awards given, along with such facilities as the Monterey Bay Aquarium, the Autry Museum of Western Heritage, San Diego Natural History Museum, Sacramento Museum of History, Discovery Science Center of Orange County and the East Bay Zoological Society. The Grace Hudson Cultural Center Project will utilize the entire grounds of the Museum and Sun House to make it an extension of the museum facility by installing outdoor exhibits focusing on such things as native Recommended Action(s): 1. Authorize City Manager to negotiate and execute a contract with Alchemy of Design for Interpretive Design Services in an amount not to exceed $103,465 to be reimbursed by grant funds for the Grace Hudson Cultural Center Proiect. Alternative Council Option(s): Remand to staff with direction. Citizens advised: N/A Requested by: City Council Prepared by: Katie Marsolan, Community Services Administrator, Sherrie Smith-Ferri, Museum Director, Mary Horger, Purchasing Supervisor Coordinated with: Jane Chambers, City Manager, Sage Sangiacomo, Assistant City Manager Attachments: 1. Request for Proposals Interpretive Services 2. RFP Addendum #1 3. RFP Addendum #2 4. Instructions to Evaluators and Evaluation Form 5. Interview Questions 6. Evaluation Score Matrix 7. Sample Pages from Alchemy of Design Proposal Approved: Esc Q Jan Cha ers, City Manager plant material related to basketry, food, medicinal and other local Native American uses. The Museum currently has a small native plants courtyard which will be improved with the installation of an interactive educational kiosk, interpretive signage, a wooden boardwalk and arbors. Likewise, the parking areas will include permeable paving, a bioswale for treating run-off and creating an area for teaching about storm water management. Overall the project will refigure existing park space to teach visitors about Porno Indian environmental management and land use practices and their underlying values; all of which enabled these Native peoples to thrive in their homelands for thousands of years. These outdoor spaces will also provide areas to hold group events, outdoor teaching demonstrations, and other public programs. Protect Planning Staff identified an approach for the development and installation of the project. The first stage of the project is to develop the plans and drawing for the interpretive elements and exhibits within the Cultural Center. The tasks of the interpretive design professional are to refine the approach to the educational and experiential goals, objectives and messaging the Museum has begun to develop, and to assemble a set of design development documents that detail how to design and build the interpretive elements. Here is a more detailed definition of Interpretive Planning: "Interpretive planning is an initial step in the planning and design process for learning-based institutions like museums, zoos, science centers, nature centers, botanical gardens, heritage sites, parks and other cultural facilities where interpretation is used to communicate messages, stories, information and experiences. It is a decision-making process that blends management needs and resource considerations with visitor needs and desires to determine the most effective way to communicate a message to a targeted audience. Interpretation at learning institutions builds on the basic principles of interpretation, focusing especially on relating content in a meaningful way to a visitor's own experience, provoking emotion, thought or further inquiry into a subject, and revealing something to the visitor that was not known before. The communication goals are based upon achieving specified learning, behavioral and emotional objectives. An interpretive plan establishes these specific goals for an institution's market(s) and builds a structured vision of how to achieve them by communicating to an audience through appropriate and meaningful experiences. It combines developing, organizing and analyzing content into relevant and engaging messages, with creating exciting ways for visitors to experience this content. An interpretive plan establishes the communication process, through which meanings and relationships of the cultural and natural world, past and present, are revealed to a visitor through experiences with objects, artifacts, landscapes, sites, exhibits and people. The resulting product provides a vision for the future of interpretation, education, and visitor experience opportunities. It identifies and analyzes interpretation, education, and visitor experience goals and issues and recommends the most effective, efficient, and practical ways to address those goals and issues. The plan guides the further design and development of the project, becoming a resource for architecture, exhibit development and fundraising. " The interpretive design consultant will create the story board and design the exhibit features such as interactive kiosks, artwork, landscape elements, that will communicate the Grace Hudson Cultural Center's primary ideas and core values. The consultant must possess the ability to create an interactive and engaging experience for each visitor that has an appeal to a wide range of audiences. The exhibits must employ high-tech and low-tech methods that will be weather proof and damage proof. Likewise, the consultant will be developing the interpretive plan showing how experiences within each exhibit setting will teach targeted concepts. Creating an interpretive design development plan together with a revised concept plan will serve as the principle guiding documents for the future full project design. Focusing on the design of the interpretive services first, ensures that the Center's fundamental concepts, and the education components used to communicate these concepts, will remain primary to the project. In other words, all future work will be created around the Center's educational elements and guiding ideas. RFP Process In July 2011, staff began preparing the Request for Proposals (RFP) for the interpretive services contract. During the preparation of the RFP, staff had many items to consider such as the timeline of the process, the scope of work and specific work tasks that the consultant would perform. Additionally, staff detailed the project deliverables and the minimum qualifications. The minimum qualifications were specific to the field of interpretive design to ensure that the proposals submitted would be focused on the interpretive design process. Overall, the minimum qualifications included previous experience with comparable projects, success rate of prior interpretive plans and experience addressing universal accessibility in interpretive planning. In summary, the RFP would be inviting proposals from firms who had experience designing interpretive elements for a nature education facility. Those firms would be able to demonstrate past projects in which they had developed educational exhibits and educational lessons. Similarly, the RFP detailed the evaluation criteria that would be used in evaluating and selecting candidates. Criteria included items such as consultant qualifications, technical ability, relevant experience, quality of related work experience, experience with Porno Indian or other California Indian peoples, and a number of other related items. Community members John Moon and Paige Paulos, both volunteers and board members of the Grace Hudson Museum Endowment and the Sun House Guild respectively, were chosen to participate in the RFP evaluation process based upon their background with project planning, construction experience, and their understanding of the Grace Hudson Museum mission, facility, and its future plans. Community member and Mendocino College anthropology and Native American Studies professor Dr. Victoria Patterson was also asked to evaluate the proposals, contributing her expertise in multi-cultural education. The City released the RFP in September 2011 - posting it to the City's website, and distributing it to RFP distribution networks. The RFP is included as Attachment #1. A Request for Proposal is most commonly used when soliciting for personal service contracts, because it involves evaluating the company's approach to the project, their technical capabilities and qualifications, customer references, and suitability, in addition to price. The price is also negotiable. In other words, it is qualification driven. During the preconstruction phase of a project the City will often solicit project designers, architects, planners and others whom perform personal service contracts. In these instances, the City advertises a Request for Proposal and then evaluates based upon qualifications. In comparison, Request for Bids are most commonly used when purchasing supplies and equipment or Public Works construction-type projects. This is utilized during the construction phase of a project. Qualified suppliers or contractors are invited to submit bids of clearly defined goods or services during a specified time frame. The contract is awarded to the lowest bid. This type of procurement is price driven. Section 1522 of the Ukiah Municipal Code identifies the procedure for soliciting personal services contracts, and is as follows: (1) Minimum Number Of Bids: Whenever reasonably feasible, the purchasing officer will award the contract based on at least three (3) proposals, and shall award the contract on the basis of demonstrated competence and on the professional qualifications necessary for the satisfactory performance of the services required. To the extent permitted by law, including, but not limited to, Government Code section 4526, the purchasing officer shall consider cost as one factor in awarding the contract. (2) Notice Inviting Bids: The purchasing officer shall solicit proposals by written request for proposal (RFP), which shall include such specifications and requirements as the purchasing officer determines are appropriate to the work and as are required by law. Announcements of RFPs may, but need not, be placed in appropriate professional publications. RFPs shall be sent to the largest number of qualified professionals practical in the judgment of the purchasing officer. The purchasing officer shall include as many small business firms as identified by the director of general services of the state of California pursuant to Government Code section 14837 as the purchasing officer determines is practical. The purchasing officer shall use reasonable efforts to solicit proposals from local vendors. The purchasing officer and his or her designees shall not engage in any practice which might result in unlawful or unfair treatment in processing proposals and awarding contracts, including, but not limited to, rebates, kickbacks, bribes or other unlawful consideration. No city officer or employee shall participate in the selection process when those officers or employees have a relationship with a person or business entity seeking a contract under this subsection which would subject those officers or employees to the prohibition of Government Code section 87100. (3) Written Proposals: Written proposals shall be submitted to the purchasing officer who shall keep a public record of all such proposals for a period of one year after their submission. The contract shall be awarded by the city council based on the proposal, such personal interviews as the purchasing officer deems appropriate, the criteria set forth in subsection C3b(2) of this section, and the recommendation of the purchasing officer. The City received a number of questions and inquiries about the RFP. Staff wanted to provide adequate time to respond to the questions. Additionally, staff wanted sufficient time for the RFP to be advertised and reach a broad range of consultants. For these reasons the deadline for proposals was extended via Addendum #1 (Attachment #2). The City received inquiries from a variety of firms, some of which were interested in performing landscape design or architectural design services. Staff reviewed the questions, and responses were prepared and distributed in Addendum #2 (Attachment #3). As demonstrated in Addendum #2, a number of the questions were not related to interpretive design services. The proposal deadline was 5 p.m., November 1, 2011. The City received six proposals. Each firm also submitted a separately sealed fee proposal as requested in the RFP. RFP Evaluation Process Evaluation packets were prepared and distributed to the evaluation committee. The packets consisted of an instruction memo, a copy of the original RFP and any addenda issued, a list of the firms that responded, and a copy of each proposal received. Attachment #4 includes the instruction memo to evaluators and the evaluation form. Evaluators were instructed to independently review and score the proposals and refrain from discussion with other committee members until after the forms were completed. The Purchasing Supervisor retained the fee proposals in their sealed state until the appropriate time for their opening, as not to unduly influence the evaluation of qualifications. After the evaluations were completed and submitted, the committee met as a group where the scores were tabulated and averaged, resulting in a ranking of each firm. A discussion followed regarding the basis of the scores which are listed in the score matrix Attachment #6. The scores show the top three firms rated at 86.2%, 84.4%, and 79.2%, with just five points between them. The bottom three firms at 64.8%, 64.8% and 52.6% are more than fifteen points below the top scores. While there were five individuals who submitted evaluation scoring sheets, one of those individuals did not have the time available to attend the follow-up meeting and continue in the evaluation process due to other commitments. The scoring of that evaluator remains in the calculation sheet and would not have altered the ranking of the top three proposals if removed. The discussion among the evaluators covered how each proposal addressed the minimum qualifications, namely, how each proposal demonstrated previous project experience with educational exhibits and interpretive design. Likewise, the discussion examined what personnel or staff members the consultant included as a component of their proposal. The higher scoring proposals included project experience with a focus on interpretive design or educational exhibits. Additionally, these proposals included personnel and staff such as Interpretive Planners, Writers, Designers, Graphic Designers, Exhibit Designers, Audiovisual Designers, Educators, Researchers, and Principals/Project Managers. The project experience and the role of the personnel was directly related to interpretive services. Conversely, some proposals included personnel and staff which seemed more appropriate to building and construction with a background in building design and engineering. Following the discussion, the top three firms, Sibbett Group, The Alchemy of Design, and Leslie Stone Associates, were selected to be interviewed. The fee proposals were then opened and reviewed. With the exception of the highest priced proposal, the fees proposed for services were within a spread of $14,900. The committee discussed the interview process and crafted the interview questions (Attachment #5). The interview questions covered a variety of topics that would be critical in evaluating the consultants ability to perform the work. For example, what was their experience creating exhibits for an outdoor environment that would withstand weather and damage. Or, what was their experience with audiovisual technology. The consultants were also asked to prepare for a 20 minute presentation specific to certain comparable projects that they had identified in their proposal responses and which the evaluation committee had a special interest in. The interviews were scheduled and conducted. As a result of the interviews, a final selection was made. The Alchemy of Design was the best suited for the project based upon their previous work experience and wholly fulfilling the qualifications and requirements detailed in the RFP. References were then checked and Alchemy of Design was the consultant recommended for selection for the project. Attachment #7 is an excerpt from the proposal submitted by Alchemy of Design. Ability to Award to Local Based Upon Policy While the Council has discussed the possible implementation of a local preference policy, one has not yet been adopted and staff is not in a position to create new policy. Staff feels that the appropriate steps have been followed for this procurement based on existing purchasing policies. During the management of the Grace Hudson Cultural Center Project, the City will hire a number of consultants, professionals and contractors. There will be a number of opportunities for local firms to bid on future contracts with the City. Should the Council have an interest in pursuing a local preference policy, the item should be requested for a future discussion specific to that policy. Recommendation Staff is recommending that Council authorize the City Manager to negotiate and execute a contract with Alchemy of Design. The interpretive design services will occur over a period of 9-12 months. Following the interpretive services phase the City will prepare an RFP for a design team who will provide landscaping/construction plans and specifications. Staff forecasts a 2-3 year process to include design development and construction, with the project completed and opened to the public in 2015. Based upon the grant guidelines, the City has until 2017 to complete the project. Fiscal Impact: Not Applicable Budget Amendment Required ❑X Budgeted FY 11/12 F-1 New Appropriation 1-1 F Amount Budgeted Source of Funds (title and Account Number Addtl. Appropriation Requested $729,338 Museum Grant: Contract Expenses 144.6150.250.000 N/A 4, City of Ukiah REQUEST FOR PROPOSAL PROFESSIONAL SERVICES RELATED TO DEVELOPMENT OF INTERPRETIVE DESIGN SERVICES GRACE HUDSON MUSEUM PROPOSALS DUE BY 5 P.M. OCTOBER 19, 2011 City of Ukiah 300 Seminary Avenue Ukiah, California 95482 www.citvofukiah.com Page 2 of 6 INTRODUCTION The Grace Hudson Museum, owned and operated by the City of Ukiah, is requesting proposals for the creation of design development documents for interactive experiential elements and interpretive design exhibits for the Museum's outdoor nature education facilities. The Grace Hudson Museum is located in Ukiah, CA, Mendocino County's seat and the center of the Porno Indian people's homeland. The Museum is named after nationally admired artist Grace Carpenter Hudson and her husband, John W. Hudson, both of whom dedicated their lives to chronicling the history and culture of Porno Indian peoples. The Museum continues the Hudson-Carpenter family legacy by producing related programs, publications and exhibitions that provide quality educational experiences in understanding the artistic, historical and cultural heritage of California's North Coast. Central to this understanding is knowledge of the artistic, historical and cultural heritage of the Pomo peoples who have lived in this region for at least 12,000 years. PROJECT OVERVIEW The Museum was recently awarded a grant from the State Parks Nature Education Facilities Grant program funded by California State Proposition 84 to expand the Museum's mission to one of a Cultural Center ("GHCC") principally by developing and enhancing areas of a large outdoor campus collectively called the Tending the Wild Garden. Since Pomo Indians lived in what is best seen as a "garden" rather than a wilderness, the GHCC will consist of a series of linked educational trails through several gardens encircling the museum that articulate interpretive environments and exhibits to educate visitors about how the local Porno Indian tribes managed the lands of the Ukiah River Valley. In preparation for the grant application, the Museum developed a Conceptual Site Plan and Illustrative Sketch, an Interpretive Outline and the Need for Nature Education Narrative as well as a Cost Summary for Major Site Elements which are foundational documents for the Interpretive Design Development. In addition, the Museum has undertaken a process of focus group meetings, and classroom mock ups in the garden spaces to develop and "road test" the ideas represented in the Concept Plan and is in the process of creating a Draft Interpretive Concepts Report. The objective of Museum Staff is to fully explore and understand the possibilities for interpretive design with the goals stated in the grant narrative and interpretive outline in order to create a project that is current, up-dateable, hands on and active. The Museum would like historic and cultural information, storytelling and oral histories to be featured in audio visual and searchable electronic kiosk media and would like a consultant well versed in the possibilities of these systems in an outdoor environment. Development of program material for these elements will be undertaken by the Museum, but the Interpretive Design Professional will assist in determining the equipment, location and messaging of these elements. SCOPE OF WORK The scope of services shall include tasks described below,- as well as other elements or modifications, which may be suggested by consultants presenting proposals to better meet the needs of the City. All services shall be provided in accordance with the City's draft professional services agreement, a sample of which is attached as Attachment "A". The tasks of the interpretive design professional are to refine the approach to the educational and experiential goals, objectives and messaging the Museum has begun to develop, and to assemble a set of design development documents that detail how to design and build the interpretive elements. Part of the scope of work of the Interpretive Design professional will be to help plan and participate in a Design Workshop with participants of the focus group meetings Page 3 of 6 and teacher classroom experiments. The Interpretive Design professional will also be asked to review and comment upon the Draft Interpretive Concepts Report and their comments will be incorporated into the final report. The development of an interpretive design development plan together with a revised concept plan will serve as the principle guiding documents for the future full project design team as they assemble a 50% construction document set and bring that to a completed bid set. Upon completion of the interpretive design development documents the City will have the option of either requesting a new scope of work from the Interpretive Design Professional for the completion of full construction documents or releasing a new RFQ for those services. The contractor shall detail their approach to the project and scope of work to include each of the items below and the necessary meetings and planning processes to accomplish them. If the design professional has an alternative approach, please describe it in your proposal. Proposed due dates for deliverables are noted in parenthesis. 1. Project scope confirmation and Kick Off Mtg. (12/12/11) 2. Design Workshop planning and participation (12/19/11) 3. Review and comment upon Draft Interpretive Concepts Report (1/23/12) 4. Revised Interpretive Outline articulating project themes, elements and experiences and a minimum of two reference image for each proposed project element (2/6/12) 5. Preliminary interpretive plans, element detail sketches and preliminary material selection (2/13/12) 6. Draft Design Development plans and details including a packet outlining the number of recommended interpretive panels, the messaging of each panel and listing desirable images, and a cost opinion for all interpretive plan elements (3/26/12) 7. Meeting with all members of project design team to describe draft interpretive plans and specifications for their input and comment and to help guide the development of their own design work.(4/9/12) 8. Final Design Development/50% Construction plans and specifications based on staff comments and comments from other design disciplines, and final Design Development Cost Opinion for Interpretive Elements. (6/11/12) Consultant shall be working with a Design Committee of approximately 5 individuals representing the Museum, and led by the Museum Director. All plan elements shall reflect the general consensus and direction of the project design committee. In all cases GHCC has the final determination of plan content. PROJECT DELIVERABLES The following is a list of project deliverables: • Summary of Design Workshop Notes and Observation • Comments on Draft Interpretive Concepts Report • Interpretive Outline of Project Themes and Experiences with Reference Images • Preliminary Interpretive Plans • Detail Sketches and Material Selections • Draft Design Development Plans and Specifications • Final Design Development/ 50% Construction Plans and Specifications • Draft and Final Cost Opinion for all Interpretive and Experiential Elements. Page 4 of 6 PROJECT SCHEDULE - KEY MILESTONES Draft Design Development Plans, Details and Cost Opinion to be completed by March 26, 2012 Final Design Development Plans, Specifications and Cost Opinion to be completed by June 11, 2012. MINIMUM QUALIFICATIONS In order to be considered responsive, the proposal must satisfy all of the following: 1. Contractor must demonstrate previous experience developing detailed interpretive plans for at least two comparable projects within the last three years. 2. Contractor must demonstrate previous experience facilitating large and diverse groups of stakeholders (i.e. representatives from government, private business, non- profit sector, residents, people of color to specifically include American Indians, etc.) in meetings, workshops and/or community forums. 3. Contractor must demonstrate implementation and success rate of prior interpretive plans and other design work and provide a minimum of three client references. 4. Contractor must demonstrate previous experience addressing universal accessibility in interpretive planning. CONSULTANT'S PROPOSAL Proposals shall be labeled: "INTERPRETIVE DESIGN". Proposals shall be submitted to: Mary Horger, Purchasing Supervisor City of Ukiah 300 Seminary Avenue Ukiah, CA 95482-5400 Proposals must be received by 5:00 PM October 19, 2011. Proposals received after this date and time will be rejected. Proposals will be accepted in hard copy only. Four (4) hard copies along with one (1) electronic copy are to be submitted. Fee proposal portion shall be marked and separately sealed from the rest of the proposal. Proposals shall include as a minimum the following: Cover letter The cover letter should contain the name, address, and brief history of the firm(s) on the team. The cover letter must be signed by an official authorized to bind the successful firm contractually and shall contain a statement to the effect that the proposal is a firm offer for a minimum period of sixty (60) days after the submittal date. The letter shall also provide the name, title, address, and telephone number of individuals with the authority to negotiate a contract and bind the consultant to the terms of the contract. Project Understanding and Proposed Approach Describe your firm's understanding of the project and how your firm intends to structure the project approach. Describe your philosophy in developing interpretive design plans and how it pertains to this project. Project team Identify the key personnel to be assigned to this project, including the qualifications and experience as related to the project. Resumes for each of the key personnel are to be provided. Identify any subcontractors that will be used, including their qualifications and experience, as Page 5 of 6 well as the work they will accomplish. Staff proposed to be in charge of the project must demonstrate significant experience supervising similar work. Describe the proposed team organization, including current and previous work assignments. Experience and References Provide descriptions of related project experience for at least three similar projects on which the firm has performed work over the past five years. Describe past project management experience and how this project will be managed. For the subcontractors that will be used for more than 10% of the project budget, provide the same detail. Each description shall be limited to 1 full page including project images and must provide client references and client contact information. Fee proposal Provide a separately sealed and labeled fee proposal based on an hourly rate schedule with a "not to exceed" maximum cost for all work identified in the Scope of Services. Provide a tabulation of the project staff and number of work hours for each task. Indicate if travel time, mileage, and per diem will be charged. Include any sub-consultant cost. Additionally, please identify miscellaneous costs associated with this proposal. Submit a copy of your firm's current itemized hourly rate fee schedule. Proposed Project Schedule Provide a proposed schedule of completion for each task and list of task deliverables. Exceptions Identify any exceptions you are proposing with respect to the Scope of Services. Additionally, if there are any exceptions to the City's insurance requirements and/or the City's draft professional services agreement as shown in the attachments, the Consultant should list the exceptions in the proposal. INSURANCE REQUIREMENTS The insurance requirements are set forth in Attachment "B". EVALUATION OF CONSULTANT'S PROPOSAL The following evaluation criteria will be used in evaluating and selecting candidates: 1. Clarity of Submittal and Responsiveness to RFP 2. Qualifications, competence, technical ability, and relevant experience of specific personnel identified by the consultant. 3. Quality of Consultant's related work experience. Experience with Pomo Indian or other California Indian peoples, ecology of the Ukiah Valley, ecosystem restoration and interpretive design. 4. Ability to perform project management, planning, coordination, and scheduling to meet project deadlines. Ability to organize and facilitate meetings, as well as strong verbal and writing skills. 5. Responsiveness to terms, conditions, and requirements of this Request for Proposals. Page 6 of 6 Following evaluation of the proposals received, the City may choose to select a Consultant based on their proposal, or conduct interviews with the firms having the best proposals. The City reserves the right to negotiate with the selected firm regarding any item in the proposal including the fee estimate. Consultants that are asked to be interviewed will be asked to provide the following samples of work addressing their qualifications for interpretive design: ➢ Minimum of two (2) samples of design development documents completed within the past five years to include: ➢ Name of person(s) who performed the work and the work they accomplished; ➢ Client name, including the name, address, telephone number, and e-mail of the person to contact; Name of the project; ➢ Completion date; ➢ Cost - Identify elements included in the cost broken-down by number of hours spent planning, writing, editing and plan specific pricing. Include subcontracting costs. ➢ Minimum of two (2) references, from projects identified above; and ➢ Final draft of each of the two samples of work. SUPPLEMENTAL REFERENCE INFORMATION The following documents are provided for your reference: o A draft professional services agreement, Attachment "A". o Insurance Requirements, Attachment "B" o Grace Hudson Cultural Center Concept Plan, Attachment "C" o Grace Hudson Cultural Center Project Summary - Attachment "D" o Grace Hudson Nature Education Facilities Grant Narrative "The Need for Nature Education" - Attachment "E" o Cost Summary for Major Site Elements - Attachment "F" RIGHT OF REFUSAL The City reserves the right to reject any and all proposals without qualifications. Proposals will be considered only in their entirety. The City reserves the right to negotiate the specific requirements and costs for the work as stated in this RFP. QUESTIONS Questions shall be directed in writing only. The City's contact is Ms. Mary Horger, Purchasing Supervisor, City of Ukiah, 300 Seminary Avenue, Ukiah, CA 95482-5400, voice phone: (707) 463-6233, fax phone: (707) 463-6234, email: mhorgerCcityofukiah.com Fire- %c(jjtvnt-* W.z 0 a o o , Z m j ~ d / D m lr d i I 3 d A//t~, am ~ b S J r I 1~ I / x~l \i m o z I e.. I [ = i 65 A a~ I _ o N D m o 3 m" N 3 N m m I 1 } r \ / rl , 1 .I. o o N m r • i~ / I m (!iD mmrW(n (/~2D O~mv~~WmD mD r- mW TWao3HTW Qo~.-'o<W I NNNQW °~wN`~~wm ro J~ S I (D (n 5 CD CD m m q O m °i o o y .f ! ' m m oc u? 'o ° o `O L~ (n x 513 m= n3~`b did' y t5 . mo y cmm O m e mo oa ms w m~ w m m < x I m N C~r»a T ~ N n 0 M= "m d; CID G) z t o r su QO co CID a G) CL co j w m v d \ ~ '~I 5 GM oo g> >o W m r = D o m o x m z m z m z m x m D D 0 ( 3 c f = S4 y F F N a 1 F f i E co co 0 --1 m m c 0 m o O m 0 m O o - ` v c m m F N ' n < S N I w . r v; C O c3 N (O < y 0 O V1 o GRACE HUDSON LRARC NN BAKER g TENDING THE WILD GARDEN ANDSCAPE CONCEPT PLAN CULTURAL CENTER HITE CTURE E ° a Rg 71 SO UTH- IN ST f1EE 1 UKIAH Cl 5' 95T82 1- J`FP %t/t Project Summary S"Talclwnft I 1Tr4 w,.-h`,,,, The Grace Hudson Museum & Sun House is located in Ukiah, California, Mendocino County's seat and the center of Porno Indian peoples' homeland. The Museum is named after nationally admired artist Grace Carpenter Hudson (1865-1937) and her husband, anthropologist John W. Hudson (1857-1936), both of whom dedicated their lives to chronicling the history and culture of Pomo Indian peoples. The Hudson Estate, including the Sun House, their 1911 redwood Craftsman bungalow, the four acres of land on which it sits, and the diverse contents of the house - collections of Porno Indian basketry and other artifacts, ethnographic fieldnotes and unpublished manuscripts, thousands of early historic photos, trunks of artwork, and much more - was developed into a City-owned Museum in their honor, which opened to the public in 1986. The Museum continues the Hudson-Carpenter family legacy by producing related programs, publications and exhibitions that provide quality educational experiences in understanding the artistic, historical and cultural heritage of California's North coast. Central to this understanding is knowledge of the artistic, historical and cultural heritage of the Porno peoples who lived in this region for at least 12,000 years. Visitors to the Grace Hudson Museum currently learn about Porno peoples through its long-term exhibitions centered on Porno Indian basketry and Grace Hudson's paintings. The new Grace Hudson Cultural Center (GHCC) will expand the Museum's ability to teach about Porno Indian culture through developing its large outdoor campus. Since Porno Indians lived in what is best seen as a "garden" rather than a wilderness, the GHCC will consist of a series of linked educational trails throughout several gardens encircling the Museum. Specifically the Grace Hudson Cultural Center project will utilize the surrounding park land to construct a series of new and varied learning environments for nature education. The largest new feature to the grounds is the "Tending the Wild Garden" which will demonstrate Porno Indian people's cultural and environmental values and their management of resources. Visitors will experience the space by stopping in seven storytelling and gathering places supported by audio, sculptural, active and graphic interpretive experiences. A rainwater harvesting system will reduce potable water use and be fully interpreted. The space will also be utilized for teaching programs, large gatherings and tours. The second new feature is the completion of the "Porno Plants Courtyard". The Courtyard is dedicated to teaching visitors about specific plants that were used by the Pomoan people, many of which are featured in Grace Hudson's portraits of Pomoan individuals. Elements will consist of a new entry path and gateway from the parking lot, a boardwalk through an area with existing Redwood trees, new electronic interpretive kiosk, interpretive panels and signage, shade structures over the Museum doorways for climate control and wood and wrought iron fencing. The third new feature is the "Storm Water Garden" which addresses management of parking lot and site run-off through the installation of bioswales and stormwater garden. The concept plan also features a shade structure with a solar power array in the parking lot, but this will be developed and paid for by non grant funds. Support amenities for the project include a garden restroom, parking lot renovation, lighting, security cameras, fencing and gates. In summary, the Grace Hudson Cultural Center will enable visitors to see the environmental challenges through the eyes of Pomoan people, rethink the approach to these challenges and engage them in new and beneficial ways. 17 9FP-- ftabwd# i `S~r~~ non-{~,I ..fin-(~w,u.-h~-► C.1 Need for Nature Education: The diverse and rich natural resources in California's north coast region supported some of the densest concentrations of Native people anywhere in North America. Traditionally, Pomo peoples enjoyed a satisfying and settled life, harvesting native plants, hunting, and fishing. A prevalent view of California Indian people and their lives prior to White contact is that they were simple people who, as Muir phrased it "lived lightly on the land." The first White explorers and settlers in Northern California saw the region's rich and bountiful landscape - fields carpeted with wildflowers, streams teeming with fish, expansive forests filled with herds of elk and deer - as unspoiled, pristine wilderness, untouched by human hands. The truth, however, was quite the opposite. Pomo peoples profoundly impacted the landscape within which they lived. Currently, visitors to the Museum learn about Porno peoples through long-term exhibitions centered on Pomo basketry and Grace Hudson's artwork. This project proposes to expand the Museum's ability to teach about Pomo Indian culture from inside the building into the outdoors - creating a unique interpretive landscape encompassing the Museum & Sun House that we plan to call the Grace Hudson Cultural Center (GHCC). Here visitors will be introduced to several different types of local ecosystems Pomo peoples inhabited and utilized, along with many of their resident plant and animal species. These will include Oak Woodland, Oak Savannah, Grassland, Redwood Forest, Chaparral, Riparian Woodland, and Wetland ecosystems, all of which are threatened. Some of the more significant plant and animal species with which visitors will become familiar are salmonids, elk, acorn woodpeckers, coyotes, native grasses, sedge, tule, bulrush, sedge, redbud, gray willow, angelica, tarweed, and gray pines. In addition to learning about the local ecosystems, we also intend that visitors will absorb these important lessons about Porno people's relationship to their environment: la 1) The 2 critical cultural pillars which enabled Pomo peoples to maintain environ-mental health and stability were an emphasis on gratitude and respect for all species, along with an adherence to rules of conduct. As Porno elder Kathleen Smith expresses it, "There is abundance, but with this abundance comes rules for living and behaving properly, for caretaking the land. We must not be self-centered. The world doesn't begin and end with us. We must know when to gather. We must not over gather. We must approach our foods with prayer, seek permission from the plants, animals and fish, and must be grateful for their life-sustaining gift. We must contribute by giving something back for what we take. By managing the land we enhance the growth of the plants that sustain us, and the animals upon which we rely." These cultural attitudes underlay millennia of successful environmental stewardship suggesting that such deep-seated values are necessary for effective conservation efforts. 2) Porno Indians had very detailed and complex knowledge of regional plant and animal resources and managed them in sophisticated and highly productive ways. Utilizing techniques such as regular controlled burning, seed scattering, selective harvesting, pruning, weeding and digging, Pomo people maximized the production of local plant and animal resources, increasing the health, diversity, and vigor of local ecosystems while generating the resources they needed for food, shelter, clothing, and medicine. 3) Managing native landscapes and ecosystems in northern California without strong continuities with California Indian practices applied over millennia has had multiple negative impacts. Individual species and ecosystems in this region "co-evolved" with Indian cultivation, harvesting, and land management practices. Now, less than two centuries since these practices were prevalent, a number of native northern California species of flora and fauna are rapidly vanishing. The decline of native ecosystems in Mendocino, Sonoma and Lake Counties can be linked to newly arrived White settlers' lack of knowledge about these systems and about the effectiveness of past Native management practices. This decline can also be linked to current 19 residents' increasing lack of connection or sense of relationship with the natural world around them. To effect true change, both of these trends need to be reversed. One way the GHCC proposes to do so is to create a series of experiences for visitors in which they, like Porno peoples, "tend the wild," creating a more intimate relationship with elements of a native landscape. These experiences can be as simple as helping to harvest ripe manzanita berries and tasting their tart-sweet flavor. Or these experiences can be more complex and choreographed, as in the annual community events that the GHCC proposes to institute. These celebrations based on traditional Porno "big times" held to signal the beginning of the harvest of key resources such as spring clover, or fall acorns - would honor seasonal changes and activities, instilling gratitude for the bounty provided by local ecosystems. It is through such intimate and firsthand experiences with plants and animals that a knowledge base for successful environmental management is made possible, as well as a constituency to advocate for its care. One striking contrast between past Porno Indian culture and today's "mainstream" culture and their relative relationships with the environment is that unlike the Porno, we now have limited means of acquiring detailed knowledge about native plant and animal resources. Today, there are very few places one can go, outside of a college ecological sciences program, which will provide a holistic understanding of how the various eco-systems of one region are managed and the important tools for doing so. It's rather like not having a creation story; we don't understand where we live. Instead of reading a textbook about ecosystems, the GHCC will allow visitors to spend time in a beautiful, wild setting, listening to the stories, playing the games, and practicing some skills that taught Porno children the operating instructions for managing their natural world. While there is a great degree of interest in, and consciousness about, the value of "green living" our region's residents, there is currently no program available to the general public that zo combines opportunities to learn about Porno Indian environmental management methods and values combined with examples of contemporary sustainable practices and solutions. One local Pomo rancheria has developed an environmental management training program, and several others have installed native plant gardens, however these opportunities are only available to tribal members. The nationally known Solar Living Center is located nearby, in Hopland, and has a variety of classes and demonstration areas on current sustainability practices such as the use of renewable energy sources or hay bale construction. However, SLI's programs are not tied to knowledge about, and stewardship of, local ecosystems, but are more generic in nature. Thanks to the solid base of its existing mission, programs, Porno-based collections, resources, and level of visitation, the Grace Hudson Museum is uniquely poised to successfully develop and implement a project such as the GHCC. It enjoys a friendly relationship with the 10 Porno Indian Rancherias than ring the City of Ukiah, in part because the Museum's Director, Dr. Smith-Ferri, is Dry Creek Pomo. The GHCC will work with tribal governments and their members, to develop the lessons and activities illustra-ting Porno environmental knowledge, values and practices. Local tribes have very small land bases now (less than 100 acres each), so few Porno today have a depth of experience in relating to, or the opportunity to learn about, their local natural environment. The GHCC and its programs are eagerly awaited by local Porno Rancherias. In order to best create effective educational exhibits, during the final design stage Project staff will work with an evaluator in a formative evaluation process. We will test the interpretive ideas and the prototypes of interactive exhibits with Project stakeholders including Grace Hudson Museum visitors of all ages, members of Porno tribes and the local Hispanic community, school children and their teachers. We will also develop several different formal evaluation instruments to administer to GHCC visitors: written surveys which can be passed out 21 to individual visitors and group leaders and members; questions and responses programmed into the interactive kiosks sited throughout the GHCC; or scripted in-person interviews administered periodically by GHCC staff to randomly selected visitors. This feedback will enable us to modify existing experiential components making them as effective as possible and to successfully introduce new ones into the GHCC. C.2 Educational Opportunities: The Grace Hudson Museum holds a wealth of Pomo-related collections that are exceptional in their total inter-relatedness and interpretive depth. For example, a Porno basket on display can be linked to samples of basket materials gathered by John Hudson, descriptions of weaving techniques and written remembrances of the weaver's family recorded in his notebooks, and a Hudson painting depicting the basket in the dowry piled beside a bride. We intend to use these resources in weaving together engaging, and diverse educational experiences for visitors to the GHCC, much as Porno women interlaced a variety of materials to create their admired basketry. GHCC will present visitors with a multitude of educational experiences, varying as the seasons change and as the nature of these visits vary, whether they are by members of a bus tour or a third grade class guided by a GHCC docent, or a young family strolling through the interpretive paths of this beautiful outdoor setting on their own. The series of interactive kiosks to be located throughout the GHCC's outdoor campus are best made use of by individuals and small groups. They will provide a wealth of audio and visual material, enabling viewers to select what types of information about which they are most interested and to access this information on increasingly extensive and complex levels. One of these kiosks will be located within the Porno Plants Courtyard. An intimately- scaled space, located just outside the gallery of Hudson's artwork, it is best described as a grouping of specimen plants. It contains more than 70 species, all of which were used by local Porno peoples for their daily needs such as food, medicine, basketry, clothing, and shelter. 2,1. Although these plants will be marked with small plaques listing their common, scientific, and Native names, the kiosk will provide images of each species at different points in their annual growth cycle (e.g., blooming, fruiting, dormancy) and different points in their life cycle It will also list the use, or multiplicity of uses, to which Porno, peoples put each of these species, as well as illustrate the artifacts they were used to fashion. Film and audio footage in this kiosk introduces visitors to contemporary Porno weavers, depicting them harvesting various native plants used in making baskets. Here viewers become acquainted with some of.the horticultural techniques, such as pruning, with which weavers produce the type of plant growth basketry necessitated. Fine Porno baskets require warp (foundation) rods that are slender, long, even, and straight. This type of plant growth comes from first or second year growth, a type of growth weavers ensured by regular coppicing or burning. In turn, this practice kept the shrubs healthy, curbing insect infestation and encouraging plant productivity and vigor. Indeed, many of the basketry plants growing throughout the Museum's outdoor campus in both the Porno Plants Courtyard and in the larger Tending the Wild Garden, will be cared for and harvested by Porno weavers. Not pruning every redbud shrub, for instance, will allow visitors to see side by side examples of same species, tended and untended, illustrating how vastly different they will look if one is let grow unchecked versus one that is regularly coppiced. The lesson reinforced here is that these plants need cultivation and management to produce the kind and quantity of plant materials used in creating Pomo baskets. Contemporary Porno weavers, in turn, will have a much needed, and appreciated, source of easily accessible native basketry plants for their use at GHCC. A number of "Discovery Boxes," located at points throughout various interpretive trails winding through the larger Tending the Wild Garden, will encourage visitors to engage in various 23 sensory activities. The top part of these Boxes contains objects with instructional material that anyone can access and utilize. For example, the Box located near the Elk and Bay Circle will have several attached recreations of a Porno "ring and pin" game made from hollow tubular sections of salmon spine attached with fiber cordage to a bound bundle of pointed willow sticks. The player tosses the spine "rings" in the air while attempting to catch them on the pointed sticks or "pins." Such games bettered the player's reflexes and hand and eye coordination, all necessary attributes of a good hunter. Unobtrusive locked recesses, located underneath these Boxes, will contain material harvested from the plants growing in the Garden. Docents will be able to access and use this material during group tours. The Bay Box recess, for instance, might contain branches of Bay foliage, which could be passed around for children to sniff while the guide described how Porno men rubbed themselves with its fragrant leaves, and took sweat baths, to rid themselves of their human scent before hunting elk. Other times, this recess might contain roasted bay nuts so visitors could sample their peppery taste. Some spaces in the Tending the Wild Garden utilize storytelling via audio recordings. Visitors walking into the Fire Circle, for instance, are greeted by represent-ations of Rabbit and Gopher, perched on boulders. Visitors' movements trigger a soundtrack in which these two friends tell the story (referenced in a Hudson painting on display in the Museum) of how they stole Fire for the Porno people. Audio voices of Porno elders then describe the responsibility of controlling fire, and its role in managing Oak Woodland, Grassland and other ecosystems. They teach how fire recycles nutrients, re-invigorates perennial grasses and shrubs while reducing disease and competition from other plants, encouraging large and healthy Oaks and plentiful forage for Elk and Deer. This area also offers interested visitors specific lessons for how to better care for ecosystems under pressure. Oak Woodlands currently are suffering from Sudden Oak Death, 2y competition from coniferous trees and understory shrubs, heavy fuels loads and problems with regeneration. All of these challenges can be mitigated through the use of regular controlled burning, as Pomo elders tell, but such burning is not feasible, or legal, in most neighborhoods today. Instead, interpretive signage (located here so as to frame the view of the nearby centuries-old stately Valley Oak) describes the vast productivity of oaks and illustrates the many species that depend on oaks for habitat, while suggesting how annual or periodic mild disturbance of Oak Woodlands' understory can mimic the effects of controlled burning. Free printed brochures, with more information on how to put these Oak Woodlands management practices into use, are stocked and available, here. Several areas in the Tending the Wild Garden allow for larger group activities. Salmon Running Circle, at the lower end of the native grass meadow is arranged as an outdoor classroom with benches. Sculptures of salmon mounted against the back drop of the historic Hudson-Carpenter garage indicate the comparatively large size of the local salmon run in 1848 and its miniscule size today. A low recycled water feature resembling a natural spring rises up out of the meadow and feeds a narrow winding runnel that runs to a small pool and then back up to the spring. Around the spring and runnel lie a field of small cobbles representing the clean spawning gravels needed by Salmon to lay their eggs. Student groups work together to build woven willow weirs across this "stream," while they are taught how Pomo men made and used such structures when harvesting salmon. The weir's open design allows water to flow through but halts the running fish. The strict rules that governed when the weir was made and then deconstructed are outlined, rules which allowed all the peoples along the Russian River and its tributaries to share in this bounty. Other areas set aside for group activities are the Sun and Shade Meadows composed of native grass and wildflower species. Here interpretive display panels reveal the extensive root 25 system of perennial grasses, describes the beneficial ecological functions of native grasslands, and illustrates the total area of such grasslands in the Ukiah Valley in 1848 versus their virtual disappearance and replacement with exotic annual grasses today. Accordingly, few people now alive have ever seen such native landscapes. The GHCC's Meadows will illustrate what such northern California grasslands once looked like and will educate visitors in the ways which Porno peoples utilized the species in these Oak Savannah and Grassland ecosystems. Virtually all of these plants were important food sources, their seeds being harvested, winnowed, parched, and ground to make a tasty dietary staple known as pinole. School and tribal groups, visiting the GHCC at the right season, will be asked to help harvest these grass and wildflower seeds, using contemporary versions of the traditional Porno basket seedbeater. Engaging in this activity allows one to see how seed for next year was broadcast through the act of harvesting. GHCC plans to use this space several times a year for annual events or large activities, and will mow the meadow prior to such happenings, mimicking the effects of the regular controlled burns Porno peoples instigated. Though this example, and interpretive signage educating visitors as to the high environmental cost of ordinary lawns, it is hoped that local residents and visitors of the GHCC will be inspired to replace their conventional lawns with such mixed native grasses. Free brochures providing more information on how to install and care for such "wild meadows" at home will be available to take. Other areas of the GHCC where visitors can observe and experience contemporary solutions to current problems in keeping with Pomoan environmental stewardship principals, are the parking lot and its adjacent Stormwater Garden. Energy conservation and transition to renewable energy are urgent local and statewide concerns. In the parking lot we propose to address the urban heat island effect and the need for site-specific renewable energy by constructing a shade structure covered with photovoltaic solar panels over the center rows of 2b parking stalls. This system will offset some of the Museum's energy uses and will also be fully interpreted. Finally, storm water management to reduce pollution, sedimentation and bank destabilization in our rivers and streams is a new national and statewide mandate. In addition, clean water conservation and re-use is a major challenge for Ukiah and other communities in the Russian River watershed. Utilizing three large cisterns, the GHCC will harvest rainwater off the Museum's metal roof to use in its irrigation system and recycling water feature. In an effort to inspire visitors to implement similar systems in their homes and businesses, this system will be fully interpreted to the public through interactive kiosks, signage, and brochures which diagram the system's components and explain the quality of such captured water, it's legal uses, the amount harvested annually, and the system's projected payback period. To further aid this effort, much of the current impermeable asphalt found in the Museum's driveway and parking lot will be replaced with higher albedo, permeable paving and a bioswales will be installed adjacent to the lot to filter and infiltrate storm water. This garden will also showcase a number of the native wetlands species used in Porno basketry like sedge, bulrush, gray willow, and tule. The GHCC design team is both diverse and experienced. Ann Baker, of Ann Baker Landscape Architecture, has designed a number of outdoor educational sites that teach people about stormwater management and sustainable landscape principles. These include Portland's Waldorf School Master Plan and Stormwater Management System and the Astor School Rainwater Garden. She collaborated with Donald Sibbett in designing the Oroville, California, Centennial Plaza and the Honey Bee Haven Garden for UC Davis. As Design Principal of The Sibbett Group, Sibbett has created interactive exhibits and interpretive plans for history museums, nature centers, children's environments and public spaces. He has special expertise creating interpretive experiences highlighting Native Americans, including his successful 27 completion of the Barona Indian Cultural Center. Two Visitors Centers in Alaska, designed by Sibbett, won national awards for Interpretation. Grace Hudson Museum Director, Sherrie Smith-Ferri, Ph.D., is a nationally recognized authority on California Indian basketry and Porno culture. She has been involved in numerous projects and exhibits for such institutions as the National Museum of the American Indian and National Museum of Natural History, Smithsonian Institution; the California State Indian Museum and California Exhibition Resources Alliance. Nicholas Thayer of Late Afternoon Garden Design is a landscape designer and licensed nurseryman with over eighteen years experience. Based in Ukiah, Thayer brings an extensive knowledge of utilizing California native plant materials in cultivated landscapes. C.3 Outreach: A. Some 30,000 people, over one-third of the County's population, live in the Ukiah Valley area: 76% are Euro-American, 16% Hispanic, and 5% California Indians, primarily of Pomo descent. Ukiah is a struggling rural community whose median household income is $32,707 (2000 Census), qualifying it as a economically disadvantaged community. Agriculture is the region's primary source of jobs and income. Currently, the Museum & Sun House serves several audiences: (1) local general public interested in cultural activities; (2) non-local tourists; (3) regional schools; and (4) regional California Indians. All of these groups will benefit from the Nature Education opportunities the GHCC will provide. And to ensure that these opportunities will be available to all who are interested, particularly ow income residents, the GHCC will continue the Grace Hudson Museum's policy of charging very modest admission prices ($4 for general admission) and offering a variety of free public educational programs. In addition, staff plan to expand their visitor outreach efforts on behalf of the GHCC to specifically target: 1) members of the local Hispanic community, 2) local senior citizens, and 3) tourists focused on environmental/sustainable living. In the past five years, the Museum has 28 established closer relationships with the local Latino community by collabor-ating with community-based organizations and Mendocino College's ESL program to present bilingual exhibits and related programs. A significant amount of GHCC interpretive signage will be written in Spanish and Museum staff are now engaged in trying to recruit and train Spanish speaking docents to lead bilingual school group tours. A senior housing project is soon to be built on several vacant lots bordering the GHCC. Retirees currently form the core of the Museum's volunteers, and we anticipate that their numbers will be augmented by these new residents. We plan to host a special series of senior- only programs at the Center to familiarize these residents with our goals and activities and to encourage them to make use of the Center's facilities and services. Finally, we plan to build on the Ukiah Valley area's well-deserved reputation for sustainability (e.g., it was the origin of the organic and biodynamic wine industry, and the first place in the nation to outlaw agricultural GMOs) to encourage GHCC visitation by tourists interested in "green living." The Museum already partners with the well-known local nonprofit Solar Living Institute to host on-site classes in the installation of roof-top solar panel systems. It would be natural to continue this partnership by jointly sponsoring and advertising classes that incorporate GHCC educational elements and amentities. B. GHCC visitor outreach efforts will build on those already undertaken by the Museum. A general description of the Grace Hudson Museum & Sun House, along with its operating hours, is printed in numerous regional visitors' guides. Museum brochures are distributed throughout the area at tourist destinations such as motels, parks, galleries, Chambers of Commerce, and wineries. The Museum has its own website, and is featured in numerous other regional art, history, and Native American focused websites. Specific Museum exhibits and events are regularly publicized through press releases, calendar listings, and public service 29 announcements on local TV and radio stations and in regional newspapers. Additional listings and ads are used to target specialized audiences for varied exhibits. In 2009-10, for instance, Museum exhibit listings appeared in such publications as Via, Family Motor Coaching, News From Native California, American Art Review, and West Coast Peddler. Billboards, state landmark and "Museum" signs along Hwy. 101 guide people to the Museum. For most exhibits, Museum staff develop educational packets with lesson plans and in-museum activities which are sent, free, to public and private schools throughout the County to encourage visitation by elementary and secondary students. C. The Grace Hudson Museum recently presented Sing Me Your Story, Dance Me Home: Art and Poetry from Native California, a multi-media exhibit featuring the work of 30 contemporary California Indian visual artists and poets. In doing so, the Museum sought to deepen its long-standing ties, and initiate new relationships, with a variety of California Indian peoples. We particularly wanted to engage Native youth in our area, many of whom are at risk for drug use, dropping out of high school, and entry into the juvenile court system. We hoped the modern art and accessible poetry would engage their interest, while providing them with examples of successful role models. Six thousand exhibit flyers were distributed, and ads placed in a number of related publications and websites to encourage visitation. We sent educational materials to all the County schools. Several free public programs were held at the Museum including illustrated lectures by exhibit artists, readings by Native poets, and an artists' panel discussion. The response was overwhelming. All of these events had standing room only crowds, and some 50 school groups, ranging in age from 3rd grade to adult learners, scheduled tours. The response by many of the local Native youth was best summed up by one young man's written comment. "it [was] so indescribably beautiful to find a spot of home, where my soul feels among family." 30 K rw+i i I GRANT SCOPE/COST ESTIMATE FORM APPLICANT CITY OF UKIAH PROJECT NAME GRACE HUDSON CULTURAL CENTER GRANT SCOPE ITEMS ESTIMATED DEVELOPMENT COST • List each FEATURE and MAJOR SUPPORT AMENITY Renovate the Porno Plants Courtyard with improved entry, fencing, $106,000.00 pergola structures, kiosk, plant materials and interpretive elements. Renovate existing park and construct Tending the Wild Garden with $1,600,000.00 large outdoor features, landscaping, rainwater harvesting and more. Construct new Storm Water Bioswales and Biofiltration Garden $90,000.00 Renovate the Parking Area (support amenity) $130,000.00 Construct and install site lighting, electrical and security. $245,000.00 (support amenity) Construct fencing and gates. (support amenity) $203,000.00 Construct restroom and storage facility. (support amenity) $230,000.00 1 Solar Panel Shade Structure and Teaching Area (not grant funded) $180,000.00 1 TOTAL ESTIMATED: FEATURES AND MAJOR SUPPORT AMENITIES I $ PRE-CONSTRUCTION COSTS CEQA COSTS $ (If not complete at time of application) ALL OTHER PRE-CONSTRUCTION COSTS $396,000.00 I TOTAL ESTIMATED: PRE-CONSTRUCTION COST I $396,000.00 I I ESTIMATED TOTAL PROJECT COST 1 $3,180,000.00 I The APPLICANT understands that this form establishes the expected GRANT deliverables. Therefore, all of the FEATURES and MAJOR SUPPORT AMENITIES listed on this form must be complete and open to the public before final GRANT payment is processed as specified in the GRANT ADMINISTRATION GUIDE. The APPLICANT also understands that no more than 25% of the GRANT amount may be spent on PRE-CONSTRUCTION costs. Signature APPLICANT'S AUTHORIZED REPRESENTATIVE Date 6/30/2010 Nature Education Facilities Guide Grant Scope/Cost Estimate Form C 411 W. IMMI REQUEST FOR PROPOSAL PROFESSIONAL SERVICES RELATED TO DEVELOPMENT OF INTERPRETIVE DESIGN SERVICES - GRACE HUDSON MUSEUM Addendum No.1 October 13; 2011 The following is Addendum No. 1 to REQUEST FOR PROPOSAL - PROFESSIONAL SERVICES RELATED TO DEVELOPMENT OF INTERPRETIVE DESIGN SERVICES GRACE HUDSON MUSEUM. IF YOU SUBMIT A PROPOSAL, ACKNOWLEDGMENT OF THIS ADDENDUM MUST BE SHOWN ON THIS ADDENDUM. IN ADDITION, THIS SIGNED ACKNOWLEDGMENT MUST BE SUBMITTED WITH YOUR PROPOSAL, OR YOUR PROPOSAL MAY BE DEEMED AS NON-RESPONSIVE. This Addendum is hereby made part of the Request for Proposal to the same extent as though it were originally included therein. THE DEADLINE FOR SUBMITTING PROPOSALS HAS BEEN EXTENDED TO: 5 P.M., TUESDAY, NOVEMBER 1, 2011 All otherlirms and conditions remain in full force and effect. Mary ACKNbmuEWGM NT I hereby acknowledge ave received this Addendum No. 1 and have reviewed and considered it before submitting my proposal. Signed: Date: Company Name: Page 1 of 1 Addendum 1 dated 10/13/11 A'!Inch mont # -3 C 411 W UKIAR REQUEST FOR PROPOSAL PROFESSIONAL SERVICES RELATED TO DEVELOPMENT OF INTERPRETIVE DESIGN SERVICES - GRACE HUDSON MUSEUM Addendum No. 2 October 18, 2011 The following is Addendum No. 2 to REQUEST FOR PROPOSAL - PROFESSIONAL SERVICES RELATED TO DEVELOPMENT OF INTERPRETIVE DESIGN SERVICES GRACE HUDSON MUSEUM. IF YOU SUBMIT A PROPOSAL, ACKNOWLEDGMENT OF THIS ADDENDUM MUST BE SHOWN ON THIS ADDENDUM. IN ADDITION, THIS SIGNED ACKNOWLEDGMENT MUST BE SUBMITTED WITH YOUR PROPOSAL, OR YOUR PROPOSAL MAY BE DEEMED AS NON-RESPONSIVE. This Addendum is hereby made part of the Request for Proposal to the same extent as though it were originally included therein. 1. The following are a series of questions, and their corresponding answers: 1. Has the City or the Museum completed a recent topographic survey of the property? A: No. 2. Is it the City and Museum's intent to have 50% complete construction documents for exhibits and all site improvements as a project end product? A: The intent is to have 50% construction documents for the interpretive elements only which may include kiosks, interpretive panels, audio-visual items, signage, free-standing structures or sculptures, water features, etc, 3. If yes, is it correct to assume this would include: exhibit design and materials, site plan design plans - demolition, erosion control, layout, grading and drainage, storm water management, irrigation, planting, site furnishings, restroom plans, site electrical and lighting, etc. developed to a 50% complete level? A: This will include the interpretive elements only. 4. Please confirm that the work in no. 3 above is to be coordinated with City Departments and designed to City of Ukiah standards and reviewed by the City departments - building, public works, etc. A: Not applicable. 5. The Grant Proposal shows pre-construction costs at $396,000. What does this cover beyond design costs? Will CM and CA and City Administration costs be included within the $3M budget? Please note that I am rephrasing this question that was submitted previously. A: See Section A "BUDGET" below. 6. Is a site survey and geotechnical report to be provided by the City of Ukiah or is that to be covered by the design team? A: Not applicable to the Interpretive Services RFP. Page 1 of 4 Addendum 2 dated 10/18/11 7. In regard to site design, does the City require the storm water management, grading and drainage to be designed by a civil engineer or can that service be done by a landscape architect? A: Not applicable to the interpretive services RFP. 8. Pre-construction costs are shown at $396,000. What is the anticipated breakdown of that budget? Are City of Ukiah administration costs and project management included? A: Not applicable to the Interpretive Services RFP. 9. We would like some clarification on what type of team you are envisioning for this portion of the project. Does the scope of work include refining the landscape concept, developing the interpretive program and evolving the storm water elements (e.g. pervious paving in parking, bioswales)? Or are you just looking to reach 50% CDs on interpretive elements only. A: Interpretive elements only. 10. We're curious about the Museum's relationship with Ann Baker Landscape Architecture and The Sibbett Group. You have the beginnings of a concept design used for the grant application to fund this project, so is this RFP a procedural selection process, or are you interested in broadening the pool of potential consultants? A: The work that took place prior to the grant award was for the Conceptual Plan, which Ann Baker was contracted to assist with. The Sibbett Group has not been contracted by the City, however, they were used as an informal informational resource assisting in the initial grant application planning. Now that the City has received the grant award the City will be recruiting for a number of specialties and professionals - interpretive design being one of them. 11. Within the budget provided in the RFP, is it correct interpretation that the $396,000 is allocated for design and planning fees? Or, is a portion allocated for City and project management costs? A: See Section II, "BUDGET" below. 12. We are an integrated design firm, with interpretive planners, architects, and landscape architects in house. Do you envision this project's scope of work to cover the actual garden design or will it only cover interpretive components? A: The scope of this RFP is for interpretive services only. 13. If the scope only covers interpretive components, the budget shows an integrated project cost, so is there a separate budget for the interpretive program? A: See Section II, "BUDGET" below. 14. You mention plans for a formal exhibit evaluation process during the final design stage. Do you have an evaluator in mind or are you looking for this from a consulting evaluation firm? A: This RFP is not requesting those services. 15. Is all funding secured for implementation at this point? A: Yes, the grant has been awarded and the City is in contract with the State. 16. How are you defining 50% construction plans and specifications? A: This is for interpretive elements only: kiosks, interpretive panels, audio-visual items, signage, free-standing structures or sculptures, water features, etc. 17. Who makes up the selection committee and client group as a whole? A: The selection committee will be made up of City staff and Museum stakeholders. 18. Are there any neighborhood concerns related to the expansion of the museum's facilities? A: All of the planned improvements are within the current museum campus, there is no additional land for the new improvements and the neighborhood is in support of the planned improvements. Page 2 of 4 Addendum 2 dated 10/18/11 19. It seems like much preparatory work has been done toward this project. If some of this preparatory/grant application work has been performed by consultants, which consultants have the City been working with? A: Please refer to question #10. 20. Traditionally we provide illustration, graphic design and text writing for projects requiring Detail Sketches, Draft Design Development Plans and Specifications and Final Design/50% Construction plans and Specifications listed in the RFP. Are these services part of the request? If not, who will be providing these services? A: Interpretive design elements only, not actual construction. 21. In the Grant Scope/Cost Estimate there is $106,000 allocated for Renovation of Porno Plants Courtyard and interpretive elements. The rest of the budget is for site elements and construction. Please clarify, if you are able, what part of the budget of the $106,000 is for interpretive elements. A: See Section II; "BUDGET" below. 22. Are you looking for consultation services from a Landscape Architect as well as an interpretive planner and designer? A: No. 23. What is the budget for the interpretive elements of the project covered under the RFP? A: See Section II, "BUDGET" below. 24. How many Client team meetings do you require on-site? A: Minimum of 3. 25. Will there be an opportunity to meet with the design team in those meetings? A: Yes. 26. Can you confirm that the interpretive elements apply only to exterior elements? A: Yes, only outside of the museum buildings nothing inside. 27. Is the Interpretive Outline referred to in paragraph 4 on page 2 of 6 the same as Project Summary? If not can we access it? A: In the RFP, we ask that one of the deliverables be "Interpretive Outline of Project Themes and Experiences with Reference Images We feel that it would be better not to share the existing preliminary interpretive outline due to the risk that other potential concepts may be influenced by it. H. BUDGET The City has received many questions,related to the Grant Scope/Cost Estimate Form. This form is structured to follow the guidelines set forth in the Nature Education Facilities grant program. The guidelines request that the items be listed in a lump sum by Feature or Major Support Amenity and should include all costs within that Feature or Major Support Amenity. The costs for the interpretive elements are included as a part of the cost estimate for each appropriate item. For example the interpretive elements that will be a component of Tending the Wild Garden are included as an item within that lump-sum cost of $1,600,000.00. The budget for interpretive elements for the entire GHCC project is $350,000-$425,000. The City has received a number of questions about the Pre-Construction Costs. During the development of the project the City will work with the State to establish an updated project budget that will include an updated figure for pre-construction costs. The pre-construction costs will include City Administration and Project Management. Page 3 of 4 Addendum 2 dated 10/18/11 All other terms and conditions remain in full force and effect. Mary V. ACKNOWLEDGMENT I hereby acknowledge that I have received this Addendum No. 2 and have reviewed and considered it before submitting my proposal. Signed: Company Name: Date: Page 4 of 4 Addendum 2 dated 10/18/11 A111 r tm "1 ff 1 MEMORANDUM Date: November 2, 2011 To: Evaluation Committee From: Mary Horger, Purchasing Supervisor Re: RFP - Development of Interpretive Design Services, Grace Hudson Museum Included in this packet is an evaluation sheet for each proposal, a copy of the RFP, and a copy of the two Addendum's issued. Each of you are to independently review and score these proposals, refraining from discussing with other committee members until your scoring is complete, and we meet as a group to discuss the results. Fee schedules were submitted separately, and will be opened after the initial evaluation and ranking is completed. We received 6 proposal responses. A list of the firms is attached. A meeting will be scheduled for early next week, where we can review the results of the initial evaluations, and from there open selected fee proposals. Thank you, and please let me know if you have any questions. FIRM EVALUATED: INTERPRETIVE DESIGN - GRACE HUDSON MUSEUM PROJECT EVALUATION SHEET Maximum Criteria Points Rating Clarity of Submittal and Responsiveness to RFP 15 Qualifications, competence, technical ability, and relevant experience of specific personnel identified by the 35 consultant. Quality of Consultant's related work experience. Experience with Pomo Indian or other California Indian 30 peoples, ecology of the Ukiah Valley, ecosystem restoration and interpretive design. Ability to perform project management, planning, coordination, and scheduling to meet project deadlines. 10 Ability to organize and facilitate meetings, as well as strong verbal and writing skills. Responsiveness to terms, conditions, and requirements of 10 his Request for Proposals. TOTAL 100 Signature PART ONE: Sent in advance In preparation for your interview please be prepared with the following items: a. Leslie Stone Associates - Project Experience: Crissy Field/Presidio of San Francisco and Indian Village at Yosemite Valley or Yosemite Indian Museum (their choice) b. Alchemy of Design - Project Experience: Steigerwald Art Trail and Brooker Creek Preserve C. The Sibbett Group - Project Experience: Southeast Alaska Discovery Center and Laurance S. Rockefeller Preserve Center and Trails 1. Specific to those projects, you will be given 20 minutes during the interview to present the following information: a. Brief overview of the project(s) b. Provide specific examples of high-tech interpretive elements you have designed and produced and provide specific examples of low-tech interpretive elements you have designed and produced. How do they successfully teach and inspire visitors. c. Specific examples of other interpretive design structures, installations and/or kiosks at that project. d. Storyboard writing samples at that project. Examples may be provided with photographs, slides, video or other media. If we can assist you by providing a projector or other resource, please provide us with advanced notice. However, old- fashioned photo boards and paper hand-outs are just as useful! We anticipate having four evaluators at the interview. 2. Based upon the proposal that your firm previously submitted, please provide a more detailed project schedule that includes deliverables and directly corresponds to your cost proposal. PART TWO: On-Site Interview Questions Questions: 1. Visitor Experience: How have your previous designs and interactive displays challenged diverse groups of people? 2. Content Development: What are your skills in the area of content development? How much of your proposed scheduled is allotted for content development? 3. Outdoor Environments: Describe your experience in designing interactive exhibits for an outdoor environment; address some sample locations or climates, familiarity with outdoor products, weather proofing, durability and vandal proofing elements. 4. Learning: Describe Your Philosophy of Teaching and Learning. 5. AV Technology: Describe your experience in designing audio-visual elements; address what types of technology you use and how the client maintained the system after the project was complete. What types of hard-ware & soft-ware? How do you address the life expectancy of those items? 6. Software & End User: Describe your level of experience with technology for shaping the branding of a project, such as print media, hand-outs, website, etc. What types of products or software do you use to create these items? How does the client utilize that same content after the project is complete? 7. Submitting Deliverables: You have proposed a series of deliverables, what format would you use to submit those items? 8. Design Team: You have proposed a specific team of individuals, is there more detail that we should know about those individuals or their respective roles? How will they interface with us as the client? 9. Travel: How do you foresee the communication flow, work plan and/or travel to the project site? 10. Schedule: Would changes in the project schedule as initially represented cause a budget or personnel issue? 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U Q °U 0 ~n 0C 0; i C m > iF W LL As t •oc„ hrn,n rn ' # Introduction ...introducing The Alchemy of Design LLC The vision of The Alchemy of Design is to offer creative interpretive planning, design and fabrication services to clients by building project-based teams. As independent professionals working together, our collaboration represents many years of varied exhibit design experiences. This combined wealth of interpretive creativity brings great value to your project. Our team is made up of some of the most creative and knowledgeable professionals in the country. The team assembled has worked together in many incarnations for almost 20 years, and our creative collaboration, like a good friendship, is greater than the sum of its parts. Tapping into an extensive network of consultants, artisans, and vendors, we match the needs of each individual project with people whose talents and experience will inspire an outstanding visitor experience. The Alchemy of Design currently holds the contracts with NOAH, USFWS Reg 1,2,7, The State of California and Oregon, Friends of Bush Gardens, The City of Portland, and The Unversity of Texas. xper ,en-ce ~'`V_or . Vii- With Advisory ory 'Conn-utiees 1 The above team has worked extensively with teams of stakeholders and concerned parties. Keen listening on all our parts inform our design process. Our intent at all times is to serve the content and ultimately the visitor. The Alchemy team has worked with many Federal, State and Tribal committees with great success. alcnamy~?Jesi_-n._o,, 5 Y ' aro: e[ive D-s-~;n ?rooosaV %ity o Ukiah' uraca 9nr_ISgn Museum W,_ We offer a full spectrum of interpretive services, including the following: • Master planning • Illustrations and murals • Interpretive design • Facility and site planning • Concept design • Exhibit text writing • Graphic design and layout • Design development • Editing and proofreading • Detail design • Project management • Fabrication liaison • Photography • Maps, diagrams, schematics As you will see in the pages to come, our sample projects span from Hawaii and Florida to Oregon and Alaska. They reflect a wide variety of exhibit sizes, as well as many kinds of clients, topics, presentation approaches, learning styles, and audiences. We have worked on varied projects for many organizations, zoos, California and Oregon State Parks, and federal agencies, including the USDA Forest Service, the US Fish and Wildlife Service, the US Army Corps of Engineers, the Bureau of Land Management, and NOAA. Our history clients include the Central Oregon Heritage Center, the Friends of the National Parks at Gettysburg, Royal Caribbean Cruise Lines, the State of California, the Oregon Historical Society, the Eudora Welty Education and Visitor Center, the Maidu Interpretive Center and the Museum of the Aleutians. The visitor experience drives our every decision. We believe that the storyline and our clients' interpretive goals are as important as the methods chosen to deliver them. For each project, we are careful to learn, understand, and meet the unique needs of our clients. Together we look forward to the opportunity to complete your design and build your dream. Alan Ransenberg, President, The Alchemy of Design LLC, will be the prime contractor and contact on projects. Y In;°ror=w2 :,n Proposal% City o~ Uu,i:~ ~:ar ua;:)n Palos?um Project Understanding The Alchemy of Design team joins with the staff at the Grace Hudson Museum in your excitement about this new shift in mission and identity, from outstanding regional museum to a Cultural Center. This new outdoor project will expand your organization's reach in the community and in the region. It is understood that we are to assist the staff and the city to provide consultation, review and interpretive design services for the new outdoor exhibit elements at the Grace Hudson museum outlined in the RFP. We take to heart the subject matter of the historical and present day significance of the Pomo Indians in the region and their use of horticulture to nurture the natural bounty of their homeland. Bringing those ideas to the present and showing how visitors can enhance their lives with similar "green" methods is of prime importance to the project. Learning styles are varied, and we take pride in providing as many methods as possible, from well-designed static graphic panels to interpretive sculptures, tactile and moving interactives and electronic media. We understand that the Museum staff has already developed a Conceptual Site Plan and Illustrative Sketch, an Interpretive Outline, and a "Need for Nature Education" narrative, as well as a cost summary for major site elements. These function as the foundational documents for the next several steps in the interpretive design process. In addition, some of the preliminary work of testing the concept plan-in group meetings, classrooms, and garden mockups-has already been done by the Museum staff. The Museum's objective is to bring this project to fruition up to the level of final design, beginning with refinement of the conceptual plan. a. Jlil._'J?51~(1, J•. 1 JG'_ii]! Si!i~~lO. ii.i.._ 7 nr_ Ior~ov. J! o', cson> I js-u~.~ Media Recommendation I-ctronic Media ecommendatioris We have used multimedia in exterior environments. Presently we are partnered with Foothill Associates, Sacramento CA, contracted to the City of Citrus Heights, CA, for a project that will be using QR codes for visitors to access more information than is possible with trail signage or interpretive sculpture alone. The project is similar to the Grace Hudson Museum in that the trail for the city will show people how to plant native gardens and attract native wildlife to them via demonstration gardens and actual interactive elements in the landscape. There are other media on the cutting edge, such as http: / / www.goldrungo.com that The Alchemy of Design contacted to use in an interpretive environment. We are also using QR technology for a project with NOAA in the Olympic Peninsula. We have designed exterior audio programming for a yet to be built project for the University of Texas, McDonald Observatory. v e ✓e of-Irto me }_tse of rtar, i ter e r n"C rr - ~cLl'jfe ~:'circ. _ _ ~>L~,. _h as toach, screens) 'eoulres ";a f11 - ront costs and operating expenses t a;t are often Werloo!" eQ ? -I esi P. Ilas° a isO eCt. ■ x. LnEaro~ _v~ _)egr,n ?rnposa i' Cwry o~ -Eaa; 'Srac _ ~!uisan P.1,-,n QR Code to access The AIc!lemy m tDesilp s viiebsita Interpretive Philosophy The underlying interpretive philosophy of The Alchemy of Design is that content drives design; for us, the ultimate client is the visitor. We will approach the planning and design of The Grace Hudson Museum's outdoor nature education interpretation with content as our primary focus. Your interpretive goals and themes will be our guide as we create displays that tell your stories and enhance and deepen the visitors' experience and understanding. Using the tenets of Universal Design, making sure our designs are ADA compliant, keeping audience needs in mind, and clarifying any budget constraints as we go, we will look for ways to bring beauty and interest to these varied exterior exhibits. ABurning v Why are many of the tree trunks black? The fires that scorched these trees were prescribed bums' intentionally set by land managers. Fires have been part of Florida's natural systems for thousands ofyears. Urban growth caused fire suppression, altering many natural areas. Prescribed burning can restore plant communities ' and maintain biodiversity. ph. 0 ~Tg. ! S r.•.r a' N_~n_:, Liar::: I,;.~, 2 ?.r Oirecdon and Con,.- a.a! 0e_ i;n, ~an,n :-ro, a;cn-y J bV~iJ'^/. ~IC~ ~Inypi42S!~:? CJ. - _ 9 osed Approach Essential to the success of any project assignment are clear and concise communication, coordination, cost control, and adherence to schedules. Alan Ransenberg will be the direct liaison with you for this project. At every phase of the process, we will ask for your review, and respond to any changes you request. For each project we do, we adapt our work plan to meet our clients' needs. Over many years we have developed a project approach that we adapt according to the needs of our clients. On the following pages, you will find an outline of the process we feel best suits the Grace Hudson Museum outdoor exhibits. Exhibit Planning/Concept Design Our suggestion is to have the Kickoff meeting and Design Workshop in the same visit. Kickoff Meeting Designer Alan Ransenberg and planner Alice Parman will lead the Alchemy team during this first meeting with you. Project manager Robbie Maki and interpretive writer Sharon Smith will also attend. During the meeting, we will familiarize ourselves with your museum and the outdoor exhibit site. We will review with you the guiding documents already in existence and learn how the project has evolved thus far. We will clarify any budget or scheduling issues that have arisen. Products • Meeting notes sent to the team for review by one week later Design Workshop Planner Alice Parman and exhibit designer Alan Ransenberg will be joined by interpretive writer Sharon Smith as they lead the Museum staff and other stake holders during this second meeting. We will aim at refining the planning already done and clarify key exhibit planning issues, asking questions like the following: • What is the objective of each section of the exhibit? • Who are the target audiences? Are there differences in target audience in the various sections of the outdoor exhibit? • Have there been any changes in the main themes and broad storyline of the exhibits? • What is the project budget for each area? • What are the physical, logistical and staff concerns? • What images and/or objects are available for use in the exhibits? I A. ~~i.alcnamyo desi3n Com 10 IR-2r;r?ra;= p.~;i;n ?:oposai%Ciry of ~'nmm,mea~ - ~.(IBfi'S'.C2 HU_I50.~~I.~S~~~n-~ posed Rro _ Design Workshop Products: • Meeting notes and planning analysis [Unless the Draft Interpretive Concepts Report (below) will work to do this] • Review of the Draft Interpretive Concepts Report. If the Report has been written by the time this meeting convenes, we will include a review and commentary in this submittal. Concept Design With approval of the planning analysis, The Alchemy of Design will develop a Concept Design package. Concept Design Products: • A revised Interpretive Outline articulating project themes, elements, and experiences and a minimum of two reference images for each proposed project element. This document organizes and presents detailed exhibit content along with suggested exhibit methods. • Conceptual site plan • Perspective study sketches • Concept elevation drawings of individual exhibits • Sample exhibit text • Sample graphic design layouts • Initial cost estimate Draft Design Development With the approval of Concept Design documents, the project moves to a higher level of detail in Design Development. During this phase, specific exhibit elements are developed, exhibit text is written, graphic layouts are developed, and interactive exhibit concepts are evaluated. Draft Design Development Products: • Detailed site plans and floor plans • Plan and elevation drawings of each exhibit • Draft construction drawings (kiosk construction, interactive exhibits, audiovisual hardware systems, lighting requirements, finish schedules) • Color and material board • First draft exhibit text • First draft graphic layouts (including text, illustrations, and image selections) • Cost estimate This submittal will be presented at a meeting with all members of project design team. During this meeting, we will describe the design package and help guide the Museum staff with any design work they have undertaken. JAL ;iaVcnem ofdesiy:com „ U<au m Proposed Appro)ach- ~contj Final Design Upon approval of Design Development documents, The Alchemy of Design team will take the design to its completed level of detail in the Final Design, which will be submitted to the client for final approval. (50% construction documents) Final Design Products: • Final graphic layouts including final text, illustrations, and image selections • Final catalog of images, including source information • 50% final site plans • 50% final plan and elevation drawings of individual exhibits • 50% final construction drawings • Final color and materials board • Final cost estimate Autumn 71 dmnrd migrrrrnry a•nt"fawl, lh nrm;rrl hack fn winter &"Hings. Wn Summer ---11 Re&rnert la rmllryflaurfrrr prairie burning, b-Ypieking, morn ndlerlh g, fnnrred seed hnrursling, and deerhuuliug. Winter Sheltered h plnrrki- oillagn, focusing on spiritual and stray lime, pnnfueing erayrbry ilnus, and living nfffamf V-' fiwn prenions snrsaus. 7maeled to fnnlhills, why a sneer h,, MM wilh bnn5. pilfnll trap; nud sunrvx Drag elk and deer iota a.iMe, where Pwksnrerr shat n fem selected nnimnls. Har-IM hok.l ruW,riah such m rush., surd mfhril. l7~uad iualyi,r ~;nr~r Pra~iunsl ~n[ildh:v _Fs- 0=igy;, t_'Lod=s:~r Sdro, 4F_ha-T,~m vas W.ah:hcrr~r~rd~s:; .too: 12 J,<r a..'m I 1 ntai p. eiiw! 0 2si;a oposal' ~i:y o: ukia:l/ Graca=u:!>,r rblus=urn Project Team Organization Chart The Alchemy of Design ,Alan k ansenberg Lead Designer Robbie- r',,a 16 Project Manager Strategic Partners Subcontractors Graphic Design Interpretive Planner Fabrication and Installation Strategic Partners Lodestar Studio Alice Parman On-~erpre:ive "ian P. erj Subcontractors Zenoform Inc. (Interaejve and soda' media developer) Foothill and Associates andscaoe.l, chi; ecturel d-elrhen /Ofti25rn -Jm 13 inr=r,renv.; Jesi n ? aoe_a'r City o: U'a -,-a -E u:ison i`-: se rn O N E Q9 ?s7 0 c CA .N W O G V E I ~ I I l f ! ° I izl I i i °o i of o rn a I I I t I N I i I 00 I' i N I { i ( I ® I . O N i : - C-4 0 - - O° ° C d ° I d' I ~I I °(I I N (n I i lD rl d• N f ~ i O I O O kD Lr ID I I I I J h I , ~ - W ~ ; f I ° ! i I III i ! o f , s 3 I ;I I I I I I ! J 0 l0 1 i o q, I I o C) c i i { ID I I ' 0 E , 00 m o I ~ I 1 I {f{{i 1 ► j I ( , - I i f - [ 1 l; I--' ' let - 00 00 -Ln - I t i - f - - i I i I i m { 1 I~ IN f W I O C', `k f I ( I I i I~ ° l j I Oi 0 1 01 E01 ° , of ar f l I i l l I f~ I 00 N I I I ~ op hID N IO i 1 I i 0 ( I { I O~ I O i o f 00 ! j 1 ' o f 0°0 1 I I i I o I ci 1 I is ! too ; i (I( I ;®i I''I I O O V ° Oo Lfl 00 ID v0) ~ I I I E I 4m! N M s I I ! I I f ! I I I i 1 i i ' i j i O j ei i i l vi I ~ i I € w o{ i IZI i0 a) I ~ ~E w v i ( I ! I ai I v CL: N E f a) 1 31 a I ( ff bn ~'3 I i c~ Ni _ f vj I ! I v! QI I ~oI I i v; wi z O (U ~ ' o m > I > 'G a I x f m I ( = v ' I v > I0 I o "C' I ' 'N ~ :0I 7 :46 y " I I d t v a m on IN1 s= . ~E ; c - Iw C,o I'in Q) N 0 N ~ I c l i v I o f G ; i c a I I tip D ( u I v i a I m ° U') I I ~ ~ v , u 0; 5 x ;t 0 : :3 ;F- a) 0: v, al 2 0) N CL o I 1 0 m u m Q E a, ~ c vi (D o o e > (A i:m N Cl) cr 0 U ,n. , ~ 0 C O ~i 3 > a) cG >I I O-1 Q) ~ -M a 2 D~ m H! im ip 70 LL~ b 0 2 ++O N C CL 0 J~_ o E I- > q;n7 ~:_O jv ~ ~ ~ i I ' I I I i Y i lei ~ i I N i i i m I i f ~ ! L!7 l0 I ~ , 7 ^ t !o t 111 x i 1 ! I ~ ( ( 1 i I m o a Brooker Creek Preserve Client: Pinellas County Florida, Tarpon Springs, FL Contact: Phyllis Kolianos (727) 453-6500 Designer: Alan Ransenberg Graphics: Linda Feltner Fabrication: Pacific Studio Budget: $200,000.00 Date: 2007 By voting for a 1% tax the people of Pinellas County, Florida saved this 8000 acre piece from development. The center trail graphics and sculptures interpret flora and fauna of the region, the very shallow watershed and how the preserve is managed (such as prescribed burns.) It was important to the client that the elements be fun and engaging as well as educational. team worked wjth stakenolders irom ,lz State, CU t 3"IG `i^e -nvimnmental Center. --wn-:~,v.;lcna'ny i;zsig con, 24 - =;or=_hv Uzsi;n Pro~osa;r ❑e~~ U4'=`ur~.-^ 4ucson d^u>~~,m Headwaters Forest Reserve Education Center Client: USDA BUM Contact: Chris Heppe (707) 825-2351 Planning: BLM, Alan Ransenberg, Sharon Smith 3D Design, Planning, Art Direction: Alan Ransenberg Graphics: Deb White Budget: $180,000.00 Date: 2008-2010 The Headwaters Education Center will be an in situ center for education about the Native and Euroamerican culture and flora and fauna of the region. Exterior and interior changeable exhibits will allow flexibility for staff to bring a dynamic learning environment to the visitor. The HEC is located in a historic train barn from the logging town of Falk, which was located near the site. he iea:i 'vror l<ed vviL- 1 stakeiholders irom thle :reQeraI air, -J State aoverrir tents and e,nviroinmen'Lai educatoFs. 25 Y ;n-~Ipr_o-n J=;hc, >r~?os<..' y o. Ukiah; ,rm=Huaso~i n1us?~~o~ Don Clausen Visitor Center & Milt Brandt Fish Hatchery Client: US Army Corps of Engineers Contact: Nancy Rogers (415) 332-3871 x110 3D Design: Alan Ransenberg Planning: Nature Tourism Planning, David Heil and Assoc., The Alchemy of Design Graphics: Nicole Weber Budget: $2,200,000.00 Size: 9000 sq ft Date: 2005,2009 y Nature Tourism Planning, The Alchemy of Design and Heil Associates partnered with three California and Federal Agencies to create an Interpretive Master Plan. The document covered topics as broad as scoping session reports to initial exhibit design. 2 C22~n worked oii!-1h sc21<2holdlers , i-D,- :;le Si:2t , County and i-ed2ral Governmant5. ,v4,v,.v.a;c,.emva:~°st;n com ` 1. ! mow- x! I 7-1 Inza~ p'-Ov- D si;n ? o,Dosa;;' City Of ! 9uahI 'ra Tucson ,~'tus.~urr Weedon Island Preserve Client: Pinellas County Florida, Tarpon Springs, FL Contact: Phyllis Kolianos (727) 453-6500 Designer: Alan Ransenberg Fabrication: Pacific Studio Budget: $200,000.00 Date: 2007 wmn v. a lchamyofdesign.com 30 interprehve Design Proposal/ City o' Ukiah/ Grace Hudson Museum The Learn Nvrorked with stakeholders from the State, County, public and ducation Center. city 0J'Z1k oh ITEM NO.: 13a MEETING DATE: AGENDA SUMMARY REPORT January 4, 2012 SUBJECT: DISCUSSION AND POSSIBLE ACTION TO STREAMLINE CITY GOVERNMENT BY ADOPTING A RESOLUTION CALLING FOR AN ELECTION TO ASK THE VOTERS TO DETERMINE IF THE CITY TREASURER POSITION REMAIN AN ELECTED POSITION OR BECOME A POSITION APPOINTED BY THE CITY COUNCIL; CONSOLIDATING THE CITY ELECTION WITH THE PRESIDENTIAL PRIMARY ELECTION; AND DIRECTING THE CITY ATTORNEY TO PREPARE AN IMPARTIAL ANALYSIS OF THE MEASURE Background: Last summer the City Treasurer and the City Finance Director met to discuss various aspects of the financial management structure of the City. The Treasuer made the point that the demands of the treasurer are minimal and wondered if city government could be streamlined by converting from an elected treasurer to an appointed treasurer and adding the appointed treasurer title to the Finance Director. As a follow-up to that conversation, this report and recommendation is brought before you. The City Treasurer position is an elected position in a general law city pursuant to Government Code Section 36501(c). The City of Ukiah is a general law city. Section 36502(a) identifies that the treasurer must be an elector of the city, a registered voter of the city and must continue to live in the city limits. Section 36508 allows the City Council to submit to the voters the question whether the City Treasurer shall be appointed by the City Council. Section 36510 provides that change from an elected to an appointed office, if the measure is approved in the election, will occur at the expiration of the terms of the officer then in office and on a vacancy in the office. Section 36517 allows the City Council to establish the City Treasurer's compensation. On March 2, 2004, the voters approved changing the City Clerk position from elected to appointed, effective when the City Clerk's term ended in December 2004. Previous to that election, the voters retained the elected City Clerk three times (1991, 1996, and 2000). The voters retained the elected City Treasurer twice, in 1991 and in 1996. The City Treasurer's budget for Fiscal Year 2011-2012 is $97,373. The majority of this budget ($83,000) is for the contract for investment advisory and consulting services with Public Financial Management. Smaller amounts are for investment custodial services ($3,800) and the California Municipal Treasurers Association membership ($175). The remaining budget ($10,353) is for salary and benefits of the treasurer position. Continued on page 2 Recommended Action(s): Adopt resolution calling for a Special Election on June 5, 2012 and consolidating the special election with the Presidential Primary Election Alternative Council Option(s): 1) Determine a Special Election is not desired and take no action. Citizens advised: Requested by: R. Allen Carter, City Treasurer Prepared by: Gordon Elton, Finance Director Coordinated with: R. Allen Carter,City Treasurer and Jane Chambers, City Manager Attachments: Resolution Approved: Jane Cha bers, City Manager Subject: Consideration of Special Election to consider converting elected treasurer to appointed treasurer Meeting Date: January 4, 2012 Page 2 of 3 Discussion: The Ukiah Municipal Code Division 1, Chapter 3, Article 3, Section 252 states the following in relation to the treasurer position: The City Council delegates the following duties and responsibilities for the City Treasurer: A. Serve as Chairperson of the Investment Oversight Committee, preparing the agenda and minutes of each meeting. B. Prepare and submit reports as required by State law. C. Serve as an authorized signatory on City checks. D. Maintain and account for funds as delegated by the City Council and as required by State law. E. Prepare and submit annually to the City Council a statement of investment policy. F. Assist the Finance Director in establishing and preparing, in written form, a system of internal controls. G. Prepare and submit reports as required by the City Council. H. Review warrants and report questions on expenditures to the City Manager and City Council. 1. Perform other duties as required. (Res. 97-10, adopted 1996) In the period from 1993 to 1996, there were significant changes in the oversight of financial investment activities of the City. The long-time City Treasurer retired in 1993, but continued performing treasurer duties on an interim basis until a new City Treasurer was appointed. Questions were raised about the investments in the city portfolio. As the Council looked into the policies and procedures related to investment management, they determined it was time to acquire the services of a professional company to oversee investments and make recommendations on all investments. At that time, the Investment Oversight Committee was created and the City Treasurer's duties were changed to the list above. Additionally, Public Financial Management was hired to provide professional evaluation of the viability of various investments. The Investment Oversight Committee normally meets once a year to discuss any changes to the investment policy that are proposed by the City's investment advisor. The Committee consists of one City Council member, the City Manager, the Finance Director, a public member appointed by the City Council, and the City Treasurer as chairperson. The Finance Director prepares reports on behalf of the Treasurer that are required by State law. Most City checks are signed electronically. Four City staff members are authorized signers on City checks. Occasionally the Treasurer is called on to sign a manual check. The Finance Director maintains and accounts for all funds. The Treasurer annually presents a statement of investment policy to the Council. The senior staff, within the Finance Department, has taken on the responsibility for establishing the system of internal controls. The City's independent auditor reviews the system of internal controls on an annual basis as part of the routine audit procedures. The Treasurer receives a copy of the monthly disbursement report for his review. The City Council has not required any reports from the Treasurer or required any other duties. Of the 482 cities in California, 173 have an elected treasurer (as of April 2010). Voters in the City of Maywood, Los Angeles County) retained the elected treasurer position in November 2011. In the November 2010 election, ten cities asked voters to appoint the treasurer, four were approved and six were rejected. The four cities are City of San Joaquin, City of Arroyo Grande, the City of Campbell, and the City of Colma. The six cities are City of Cloverdale, City of Guadalupe, City of Mount Shasta, City of Morgan Hill, City of Redlands, and the City of San Bernardino. The City of Guadalupe failed by one vote. Many cities with appointed treasurers, add the treasurer responsibilities to the Finance Director position. Since a conversion of an elected position to an appointed position will only take effect at the end of a term, and the current City Treasurer's term ends in December 2012, the June 5, 2012 election is the time to present the question to the voters if a conversion from elected to appointed treasurer is to be considered. If the same question was approved by the voters after a new elected treasurer's term begins, the conversion would wait until the end of the new term (2016). Subject: Consideration of Special Election to consider converting elected treasurer to appointed treasurer Meeting Date: January 4, 2012 Page 3 of 3 There are various steps required to place a ballot question before the voters. The City Clerk has contacted the Mendocino County Elections office and received a preliminary estimate for the cost of $20,000 to $25,000 for adding a measure on the June ballot. The Clerk also received some timeframes for taking specific actions related to placing a measure on the ballot. Initially, a resolution must be adopted which calls for a special municipal election, consolidating the special municipal election with the Presidential Primary Election, and authorizing the City Attorney to prepare an impartial analysis. In February, the following must be completed by resolution including wording of the ballot measure, the dates the City Clerk will post the notice of the deadline for filing ballot arguments for or against the measure, along with the deadline to file rebuttal arguments, and authorizing the Mayor to file a rebuttal on behalf of the City Council per elections code section 9285. February 28 is the suggested last day to file arguments and impartial analyses. March 9 is the suggested last day to file rebuttal arguments. The rebuttal deadline is 10 days after the argument deadline. Points to be considered: 1. Are the duties performed by and required of the elected City Treasurer sufficient to continue having a separate treasurer position? 2. If the duties are sufficient to continue having a separate Treasurer position, should it continue being an elected position? 3. The election costs, as estimated by the County Elections office, equal between two and two and a half times the estimated annual savings from eliminating the personnel costs of a treasurer position. Is the potential the voters will approve changing the elected position to an appointed position sufficient to invest between $20,000 and $25,000 in election costs plus the costs of the City Attorney and the other staff who will invest time answering questions related to the ballot measure? 4. What other points should be considered that are not included in this report? Adoption of the proposed resolution only begins the process toward having the voters decide the question in an election. The Council will have additional time to retract the direction initiated by the proposed action. This action allows the City Clerk to prepare the notice to the public and continue with more specific discussions with the County Election staff to solidify the election-related actions required and the specific deadlines associated with the election. Fiscal Impact: ❑X Budgeted FY 11/12 1-1 New Appropriation Not Applicable ❑X Budget Amendment Required Amount Budgeted Source of Funds (title and Account Number Addit. Appropriation Requested $20,000 Contractual Services 100. 1105.250. 000 1 Up to $ 5,000 Starting in fiscal year 2012-2013, the City budget can be reduced by seven months of treasurer compensation and benefits (approximately $6,000). In subsequent years, the full savings of $10,000 may be realized. The City Treasurer and City staff believe and recommend that the Council streamline city government by asking the voters to allow the Council to appoint a City Treasurer and thereby allow the Council the opportunity to combine the duties with an existing position while reserving the authority for the Council to appoint a separate Treasurer if they so desire. RESOLUTION NO. 2012- RESOLUTION OF THE CITY COUNCIL OF THE CITY OF UKIAH CALLING A SPECIAL ELECTION, CONSOLIDATING THE SPECIAL ELECTION WITH THE PRESIDENTIAL PRIMARY ELECTION, APPROVING AN AGREEMENT TO PROVIDE ELECTION SERVICES, PRESENTING BALLOT MEASURES TO MAKE THE CITY TREASURER POSITION APPOINTIVE RATHER THAN ELECTIVE, TRANSMITTING MEASURES TO CITY ATORNEY FOR IMPARTIAL ANALYSIS AND AUTHORIZING ARGUMENTS AND REBUTTAL ARGUMENTS IN FAVOR OF MEASURES WHEREAS, 1. The City Council of the City of Ukiah has determined pursuant to Elections Code Section 2560 to call a Special Election for June 5, 2012, to consolidate the Municipal Election with the Presidential Primary and to contract with the County of Mendocino to conduct the election on the City's behalf; and 2. The City Council has determined to present a proposition at the Special Elecdtion to make the City treasurer position appointive rather than elective; NOW, THEREFORE, BE IT RESOLVED that 1. A Special Municipal Election in the City of Ukiah is called for June 5, 2012. 2. The Special Election is consolidated with the Presidential Primary for 2012. 3. The Mayor is authorized to sign on behalf of the City, the Agreement between the City of Ukiah and Mendocino County for Election Services, an unsigned copy of which is incorporated herein as Exhibit A. 4. The following ballot proposition shall be presented to the voters at the special election: MEASURE _ Shall the office of City Treasurer be appointive? / / Yes / No 5. The City Clerk shall transmit a copy of the ballot measure set forth in Paragraph 4 to the City Attorney for the preparation of an impartial analysis as required by the Elections Code Section 5011. 6. The City Coucil shall file ballot arguments in favor of the ballot measure set forth in Paragraph 4. If any argument is submitted in opposition to the measure, the Mayor is hereby authorized to file a rebuttal argument on behalf of the City Council as authorized by Elections Code Section 5014.5. Page 1 of 2 PASSED AND ADOPTED this 4th day of January 2012, by the following roll call vote: AYES: NOES: ABSENT: ABSTAIN: Mary Anne Landis, Mayor ATTEST: JoAnne Currie, City Clerk Resolution 2012- Page 2 of 2 EXHIBIT A AGREEMENT BETWEEN THE CITY OF UKIAH AND MENDOCINO COUNTY FOR ELECTION SERVICES WHEREAS, a special Municipal Election has been set for June 5, 2012, the same day as the Presidential Primary Election, and the City Council of the City of Ukiah desires that the County Clerk shall conduct the election of June 5, 2012, for any ballot measures submitted to the Board of Supervisors with request for consolidation at least 88 days before the election. NOW, THEREFORE, the City of Ukiah and County of Mendocino agree as follows: 1. The County Clerk shall provide the following services in connection with conducting the June 5, 2012 special municipal election on the City's behalf: a. Establish precinct boundaries to coincide with Statewide Election; b. Designate polling places and appoint election officers; C. Notify election officers of their appointment and instruct inspectors concerning their duties; d. Appoint and pay election officers; e. Arrange for the availability of polling places, all supplies necessary for casting ballots, and setting up voting booths; f. Publish lists of precincts, election officers, polling places and hours polls will be open; g. Provide sample ballots to each voter; h. Receive absent voter applications; supply absent voter ballots to applicants; accept absent voter ballot returns; retain custody of absent voter ballots; and count absent voter ballots; and i. Provide Certificate of County Clerk as to result of the Canvass, for approval by the City Council. EXHIBIT A 2. The City Clerk of the City of Ukiah shall be responsible for: a. All functions of the City Clerk relative to arguments concerning City measures as set forth in Elections Code Section 9202, et seq., including filing and accepting notices required; b. Publication of the Notice of Election; 3. In consideration of the services rendered by the County Clerk and described herein, the City of Ukiah agrees to pay the actual and reasonable costs fairly attributable to the City's municipal election as billed by the County Clerk. 4. Payment for services due under this agreement shall be made after billing is submitted by the County of Mendocino. Dated: Dated: CITY OF UKIAH, CALIFORNIA BOARD OF SUPERVISORS MENDOCINO COUNTY, CALIFORNIA By: Mayor Mary Anne Landis ATTEST: By: JoAnne Currie, City Clerk By: Chairman of the Board ATTEST: By: Carmel Angelo, Clerk of the Board Election: County Agreement 2012 Election ITEM NO.: MEETING DATE: AGENDA SUMMARY REPORT 13b January 4, 2012 SUBJECT: UKIAH REDEVELOPMENT AGENCY ANNUAL REPORT FOR FISCAL YEAR 2010-2011 Background: Every redevelopment agency is required to submit an annual report to its legislative body. The Health and Safety Code, Section 33080.1 identifies the information the report must contain. The document consists of the report itself and six exhibits. This report was submitted to the Council in December and was placed on this agenda to allow the Council to officially review, discuss, and file the report. Discussion: The body of the report contains summary information under the following headings: 1. Independent Financial and Compliance Audit 2. Annual Fiscal Statement and Financial Transactions Report 3. Housing Activities Report 4. Blight Report 5. Outstanding Agency Loans Over $50,000 In Default or Not In Compliance 6. Description of Agency Owned Properties 7. Time Limits The Exhibits #1 - #4 attached to the report provide more detailed information related to items 1-4 above. Exhibit #5 provides some specific fiscal information in a format either prescribed by the Health and Safety Code or the California State Controller, or in a format suggested by the California State Controller. Exhibit #6 provides a list of deposits and withdrawals of money in the LMIHF (Fund 961, Housing Pass-Through Fund; Fund 962, Housing Fund; and Fund 963, Housing Debt Service Fund). The auditors express an unqualified opinion on the financial statements (Exhibit 1, page 2). The auditors identified an instance of noncompliance that is required to be reported under Governmental Auditing Standards (Exhibit 1, page 30). The Agency took action at its December 21, 2011 meeting to eliminate the noncompliant condition with a determination that the planning and administrative expenditures for FY 2010/2011 were necessary for the production, improvement, or preservation of low and moderate income housing. The Ukiah Redevelopment Agency Financial Statements are formatted to comply with Generally Accepted Accounting Principles (GAAP). The format is virtually the same as in prior years, except for the addition of Recommended Action(s): Receive, review, and file the Ukiah Redevelopment Agency Annual Report Alternative Council Option(s): Review the annual report and take any action deemed appropriate Citizens advised: None Requested by: Gordon Elton, Finance Director Prepared by: Gordon Elton, Finance Director, Ian Roth, Assistant Finance Director, Sage Sangiacomo, Assistant City Manager, and Leigh Halvorsen, Accountant Coordinated with: Jane Chamber, City Manager, and Charley Stump, Director of Community Planning Attachments: Annual Report of Agency Activities which consists of a transmittal letter, the report proper and six exhibits Approved: Ja e Charrf ers, City Manager Item No. 13b Subject: Redevelopment Fiscal Report Meeting Date: January 4, 2012 Page 2 of 2 the introductory section titled Management's Discussion and Analysis. This section is intended to provide an overview of the information contained in the financial statements and includes a discussion of interests, concerns, and major activities contemplated in the subsequent fiscal year. The Statement of Net Assets, on page 10, indicates Net Assets of $1,157,951. The unusual aspect of the net assets as of June 30, 2011 is the Cash with Fiscal Agent of $8,492,742. This primarily consists of the proceeds of the bonds sold in March, 2011 which are in limbo until the Supreme Court ruling is issued and any interpretations of the ruling are completed. Additionally, the trustee holds reserves dedicated to future bond payments. The Notes to the Financial Statements, starting on page 15, are an integral part of the financial statements. They provide additional information about the financial practices of the Agency and information about the methods used to arrive at various balances. These Notes should be read to more fully understand the financial statements. The Annual Fiscal Statement and Financial Transactions Report, Exhibit 2, is also known as the State Controllers Report. The format of this report is dictated by the State Controller and is filed electronically. The categories and titles of amounts in this report are different than the GAAP basis that is presented in the Financial Statements. Therefore, individual amounts in this report may not be found as individual totals in the Financial Statements. This report also includes non-financial data which is generated by departments other than Finance and requires a combined effort from other departments to complete the report. The Housing Activities Report, Exhibit 3, is designed to provide the State with a variety of information about housing activities undertaken by the Agency. This report also includes non-financial data which is generated by departments other than Finance and requires a combined effort from other departments to complete the report. While many staff make important contributions in preparing these reports, specific acknowledgement goes to Leigh Halvorsen, Accountant, whose perseverance and dedication to completion of all these reports by the deadline goes unnoticed by many. Action: Health and Safety Code, Section 33080.2(b) states: "The legislative body shall review any report submitted pursuant to Section 33080.1 and take any action it deems appropriate on that report no later than the first meeting of the legislative body occurring more than 21 days from the receipt of the report." Staff initially interprets this to mean the legislative body must comply with this requirement no later than the meeting of February 1, 2012. While the above requirement does not identify the official action to be taken, staff recommends the Council review and takes action to receive and file the report in order to comply with the Health and Safety Code. Fiscal Impact: Budgeted FY 10/11 ❑ New Appropriation Not Applicable Budget Amendment Required Transmittal ° OF UKiAuY To: City Council Members From: Sage Sangiacomo, Assistant City Manager CC: Gordon Elton, Finance Director David Rapport, City Attorney Date: 12/22/2011 Re: RDA Annual Report Presentation California Health & Safety Code Sections 33000 et seq. (California Redevelopment Law or "CRL") requires that the City of Ukiah Redevelopment Agency ("Agency") submit an annual financial report to its legislative body within six months after the end of the Agency's fiscal year. This standalone report must specifically address each of the requirements detailed in CRL Section 33080.1 and must be presented to the legislative body prior to December 31, 2011. Attached is the RDA Annual Report. This report will also be presented for acceptance and filing at the meeting of January 4, 2012. Sage Sangiacomo, Assistant City Manager Attachment S:\Finance\xfered from FINANCESHARE on FS4 (fs4)\Auditlnfo\Audit1011\Transmittal for RDA Annual Reports 2010-11.docx CITY OF UKIAH REDEVELOPMENT AGENCY 300 SEMINARY AVE UKIAH CA 95482 City- of 41(~iah ANNUAL REPORT OF AGENCY ACTIVITIES City of Ukiah Redevelopment Agency Ukiah, California June 30, 2011 CITY OF UKIAH REDEVELOPMENT AGENCY ANNUAL REPORT OF AGENCY ACTIVITIES TABLE OF CONTENTS INTRODUCTION ............................................................................................................................................................1 INDEPENDENT FINANCIAL AND COMPLIANCE AUDIT 1 ANNUAL FISCAL STATEMENT AND FINANCIAL TRANSACTIONS REPORT 1 HOUSING ACTIVITIES REPORT 2 BLIGHT REPORT ............................................................................................................................................................4 OUTSTANDING AGENCY LOANS OVER $50,000 IN DEFAULT OR NOT IN COMPLIANCE ..................................................4 DESCRIPTION OF AGENCY OWNED PROPERTIES ...........................................................................................................4 TIME LIMITS 4 EXHIBIT 1- INDEPENDENT FINANCIAL AND COMPLIANCE AUDIT EXHIBIT 2 - ANNUAL FISCAL STATEMENT AND FINANCIAL TRANSACTIONS REPORT EXHIBIT 3 - HOUSING ACTIVITIES REPORT EXHIBIT 4 - BLIGHT REPORT EXHIBIT 5 - FISCAL STATEMENT EXHIBIT 6 - REPORT OF DEPOSITS AND WITHDRAWALS IN THE LOW AND MODERATE INCOME HOUSING FUND.......... City Uf Ztkiak annual report of agency activities 2010-2011 CITY OF UKIAH REDEVELOPMENT AGENCY ANNUAL REPORT OF AGENCY ACTIVITIES INTRODUCTION California Health & Safety Code Sections 33000 et seq. (California Redevelopment Law or "CRL") requires that the City of Ukiah Redevelopment Agency ("Agency") submit an annual financial report to its legislative body within six months after the end of the Agency's fiscal year. This standalone report must specifically address each of the requirements detailed in CRL Section 33080.1 and must be presented to the legislative body prior to December 31, 2011. In addition, the information must be filed with the State Department of Housing and Community Development ("HCD") and the State Controller. INDEPENDENT FINANCIAL AND COMPLIANCE AUDIT CRL Sections 33080.1(a) and 33080.3 The Independent Financial and Compliance Audit ("Audit") was prepared by Davis Hammon & Co. ("Auditor"), a certified public accountant licensed by the State of California. The Audit examines the Agency's operations, financial positions and activities, and uses of the Low and Moderate Income Housing Fund ("LMIHF"). In planning and performing the audit, the Auditor considered the Ukiah Redevelopment Agency's internal control over financial reporting as a basis for designing their auditing procedures for the purpose of expressing their opinion on the financial statements, but not for the purpose of expressing an opinion on the effectiveness of the Ukiah Redevelopment Agency's internal control over financial reporting. Accordingly, they did not express an opinion on the effectiveness of the Ukiah Redevelopment Agency's internal control over financial reporting. The Audit also shows that the Agency does not have an Excess Surplus of LMIHF money as defined by the CRL Section 33334.12 as of June 30, 2011. The Audit is included as Exhibit 1 at the end of this report. ANNUAL FISCAL STATEMENT AND FINANCIAL TRANSACTIONS REPORT CRL Sections 33080.1(b) and 33080.5 The Annual Fiscal Statement has been prepared using the State Controller's Redevelopment Agency Financial Transactions Report ("SCO Report") system. A copy of the SCO Report has been included at the end of report as Exhibit 2. Pursuant to CRL Section 33080.5, the following information was included in the SCO Report: a. Outstanding indebtedness of Agency for each Project Area ■ $128,060,589 (refer to the Summary of the Statement of Indebtedness of the SCO Report in Exhibit 2) b. Gross tax increment property tax revenues generated by each Project Area ■ Eastside project area $5,404,635 (refer to the Statement of Income and Expenditures - Revenues of the SCO Report in Exhibit 2) c. The amount of tax increment revenues paid to, or spent on behalf of, non-school and non- community college district taxing entities ■ $2,002,854 (refer to the Pass-Through / School District Assistance detail of the SCO Report in Exhibit 2) d. The financial transactions report required pursuant to Government Code Section 53891 ■ Attached as Exhibit 2 The amount of tax increment revenues allocated to school and community college districts pursuant to each of the following provisions: ■ CRL Section 33401 - $665,186; CITY OF UKIAH REDEVELOPMENT AGENCY ANNUAL REPORT OF AGENCY ACTIVITIES ■ CRL Section 33445 - Payments to fund construction of buildings, facilities, or other structures in-lieu of pass-through payments; none ■ CRL Section 33445.5 - Payments to assist district with overcrowding caused by Agency activities; none ■ CRL Section 33676(a) paragraph 2 - Inflationary pass-through payments; none ■ CRL Section 33681; none (Refer to the Pass-Through / School District Assistance detail of the SCO Report in Exhibit 2) f. The amount of existing debt, as defined in CRL Section 33682, resulting from the inability to make the 1992-93 educational revenue augmentation fund payments and the amount paid towards that debt during the past fiscal year ■ None (refer to the Summary of the Statement of Indebtedness of the SCO Report in Exhibit 2). Agency activities in the 2010-11 Fiscal Year included a variety of redevelopment activities consistent with the Agency's goals and objectives. Among which activities included low/moderate housing development, economic/business development, and fagade improvements. HOUSING ACTIVITIES REPORT CRL Sections 33080.1(c), 33080.4, and 33080.7 Pursuant to CRL Sections 33080.1(c), 33080.4, and 33080.7, the Agency must describe its housing activities. Most of the information detailed in this section can also be found in the Agency's HCD Report, which is included in its entirety as Exhibit 3. The Agency's HCD Report was submitted to HCD on December 29, 2012. a. The total number of households displaced or moved from their dwelling units as a part of a redevelopment project during the fiscal year, broken down by affordability level. ■ None (refer to HCD Report Schedule A) An estimate of the total number of households that will be displaced during the next fiscal year as part of a redevelopment project broken down by affordability level. ■ None (refer to HCD Report Schedule A) c. The total number of very-low, low, and moderate income dwelling units that were removed from the housing market during the fiscal year as part of a redevelopment project. ■ None (refer to HCD Report Schedule C). The total number of Agency assisted dwelling units constructed, substantially rehabilitated, acquired or subsidized during the fiscal year, that are restricted by agreement or ordinance, for occupancy at affordable cost by elderly persons and families of very low to moderate income. Must specify units that are not occupied by very-low to moderate income households, units that replaced units removed pursuant to Section 33413, and the length of time agency-assisted units will remain affordable. ■ None (refer to HCD Report). e. The total number of dwelling units that are restricted by agreement or ordinance, for occupancy by elderly persons and families of low to moderate income as part of a redevelopment project. Specify the number originally affordable to, and the number currently occupied by very-low to moderate income households, and the length of time the units will remain affordable. ■ None (refer to HCD Report). CITY OF UKIAH REDEVELOPMENT AGENCY ANNUAL REPORT OF AGENCY ACTIVITIES The status and use of the Low to Moderate Income Housing Fund, created pursuant to Section 33334.3, including information on the use of this fund for very-low, low- and moderate income households, broken down by affordability level. Also include a description of any onsite or offsite improvements funded by the LMIHF, including the number of housing units affordable to low or moderate income households that benefited from the improvements ■ The LMIHF does not have and excess surplus ■ $447,000 partial funding of 32 low and very-low income units ■ $372,155 for land acquisition for future development of very-low - moderate income housing units (refer to HCD Report Schedule C). g. Compilation of annual monitoring reports obtained by the agency under Section 33418. Include identification of the number of units occupied by persons and families of very-low to moderate income. Also include identification of any projects or dwelling units in violation of recorded agreements and covenants. City of Ukiah Database of Affordable Units FY 2010 -2011 Audit Information If of Bedroom s Property Manager Project Name Pro rt Parcel eb Address a6le A yearof Pmjeot covenants Recordings)-ent covenants Temr Housing 1 2 3 4 units Com etlon Recordfn Date No. End Date Tyoe Jack Simpson 1051 Nort h Bush RCHDC School View St 001-030-25 7 23 0 0 0 30 1992 92711991 1991-18314 9272046 MF Apartments Walnut Village RCHDC Senior.. 1240 N Pine 001-03032 0 44 4 0 0 48 2001 9272001 2001-18982 9272041 MF Apartments RCHDC Orchard 548 Ford St 002-101-08 0 16 20 11 0 47 2002 6192004 2004-12804 6192034 MF Village RCHDC Orchard 610 Orchard Ave 002481-72 0 24 36 3 0 63 2002 6!92004 20044 05 6192034 MF Manor RCHDC Gibson Court 148 Gibson St 002-138-05 0 11 0 0 0 11 2002 2202009 2009-02409 12731/2066 MF Dando Property Summer 735 Porao l.n. 003040-82 0 0 24 31 8 64 2004 11/162004 200425582 1111612044 MF Management Creek Vilage Ford Street Project Ford Street 135 Ford Street 002421-19 0 0 8 0 0 8 2007 4152007 200706343 4/52017 MF Apartments Ford Street Project Garden Court 1175South State. .003-23018 0 6 4 0 0 10 1996 1023/1996 199547547 1012312026 MF Street Starrr Ukiah Start Ukiah 1152-1172 003530-22 22 19 0 0 41 1990 8222007 2007-15710 6222022 MF Terrace Terrace Mulberry St Includes one (1) unit form site ro-ger MF = Mdti Family No projects or dwelling units were found in violation of the recorded agreements and covenants. h. The total amount of funds expended for planning and general administrative costs ■ $324,963 (refer to HCD Report Schedule C). i. The total number to units available for very-low to moderate income households that will be constructed under an executed agreement or contract. Include the execution date of the agreement or contract ■ 26 Very-low and 6 Low income units (refer to HCD Report). j. The date and amount of all deposits and withdrawals of money into and out of the LMIHF. ■ See Exhibit 6 for listing of deposits and withdrawals Identify the amount excess surplus, if any, which has accumulated in the LMIHF, broken down by the fiscal year it accrued. Also include any plan require to be reported by Section 33334. ■ None (refer to HCD Report). CITY OF UKIAH REDEVELOPMENT AGENCY ANNUAL REPORT OF AGENCY ACTIVITIES BLIGHT REPORT CRL Section 33080.1(d) The Agency's progress in alleviating blight during the previous fiscal year is outlined in the Blight Report which is included at the end of this report as Exhibit 4. The Blight Report contains specific actions, activities, and expenditures undertaken by the Agency throughout the 2010-11 fiscal year to alleviate blight present in the Project Area. OUTSTANDING AGENCY LOANS OVER $50,000 IN DEFAULT OR NOT IN COMPLIANCE CRL Section 33080.1(e) The Agency is required to report the status of all outstanding loans of $50,000 or more made by the Agency that are currently in default or are not in compliance with the terms of the loan approved by the Agency. During the 2010-11 fiscal year, the Agency had no loans of $50,000 or more which remain outstanding and are in default or in some form of non-compliance with negotiated terms. DESCRIPTION OF AGENCY OWNED PROPERTIES CRL Section 33080.1(f) The Agency acquired two properties in the 2010-11 fiscal year. A description of this property and the date it was acquired is as follows: Parcel No. 002-281-15 acquired March 8, 2011 and Parcel No. 002-281-29 acquired March 8, 2011. Both parcels were subsequently sold and at the end of the fiscal year the agency owns no property. TIME LIMITS CRL Section 33080.1(0) CRL Section 33080.1(g) requires that the Agency provide a list of the fiscal years where the following time limits will expire for each project area, each component area of a merged project area, and each addition of land to a project area by amendment to the redevelopment plan: The following table outlines the time above limits for each of the Agency's project areas, component areas, and additions of land to a project area: 1 2. Time Limit Eastside Project Area Commence eminent domain proceedings to N/A acquire property with the project area Establishment of loans, advances, and 2030 indebtedness to finance the redevelopment project 3. Effectiveness of redevelopment plan 4. Repay indebtedness with property tax revenues CITY OF UKIAH REDEVELOPMENT AGENCY ANNUAL REPORT OF AGENCY ACTIVITIES EXHIBIT 1 - INDEPENDENT FINANCIAL AND COMPLIANCE AUDIT Exhibit 1, Page 1 UKIAH REDEVELOPMENT AGENCY FINANCIAL STATEMENTS TOGETHER WITH INDEPENDENT AUDITORS' REPORTS FOR THE YEAR ENDED JUNE 30, 2011 UKIAH REDEVELOPMENT AGENCY TABLE OF CONTENTS JUNE 30, 2011 Exhibit Page Financial Section Independent Auditors' Report 2 - 3 Management's Discussion and Analysis 4 - g Government-wide Financial Statements: Statement of Net Assets One 10 Statement of Activities Two 11 Fund Financial Statements: Balance Sheet - Governmental Funds Three 12 Statement of Revenues, Expenditures, and Changes In Fund Balances - Governmental Funds Four 13 Reconciliation of the Statement of Revenues, Expenditures and Changes In Fund Balance of Governmental Funds to the Statement of Activities 14 Notes to Financial Statements 15 - 23 Schedule Required Supplemental Information Schedule of Revenues, Expenditures, and Changes In Fund Balances - Budget and Actual - General Fund 1 25 Schedule of Revenues, Expenditures, and Changes In Fund Balances - Budget and Actual - Low And Moderate Income Housing Fund II 26 Compliance Section Independent Auditors' Report on Compliance and Internal Control Over Financial Reporting Based on an Audit of the Financial Statements Performed in Accordance with Government Auditing Standards 28 - 29 Schedule of Findings and Questioned Costs 30 I FINANCIAL SECTION Y Ai FJ 6Yd O ® CO. r-F Certified Public Accountants U INDEPENDENT AUDITORS' REPORT Honorable Mayor and City Council Members of the City of Ukiah Acting as the Governing Body for the Ukiah Redevelopment Agency Ukiah, California 95482 Davis W. Hammon, Jr., CPA (1924-1989) Stephen B. Norman, CPA • PFS Stephen J. Herr, CPA Kerry A. Webber, CPA James L. Duckett. CPA We have audited the accompanying financial statements of the governmental activities of the Ukiah Redevelopment Agency as of and for the year ended June 30, 2011, which collectively comprise the Agency's basic financial statements as listed in the table of contents. These financial statements are the responsibility of Ukiah Redevelopment Agency's management. Our responsibility is to express an opinion on these financial statements based on our audit. We conducted our audit in accordance with auditing standards generally accepted in the United States of America and the standards applicable to financial audits contained in Government Auditing Standards, issued by the Comptroller General of the United States. Those standards require that we plan and perform the audit to obtain reasonable assurance about whether the financial statements are free of material misstatement. An audit includes examining, on a test basis, evidence supporting the amounts and disclosures in the financial statements. An audit also includes assessing the accounting principles used and significant estimates made by management, as well as evaluating the overall financial statement presentation. We believe that our audit provides a reasonable basis for our opinions. In our opinion, the financial statements referred to in the first paragraph present fairly, in all material respects, the respective financial position of the governmental activities of the Ukiah Redevelopment Agency as of June 30, 2011, and the respective change in financial position thereof for the year then ended in conformity with accounting principles generally accepted in the Unites States of America. As explained further in Note 5, the California State Legislature has enacted legislation that is intended to provide for the dissolution of redevelopment agencies in the State of California. The effects of this legislation are uncertain pending the result of certain lawsuits that have been initiated to challenge the constitutionality of this legislation. In accordance with Government Auditing Standards, we have also issued our report dated December 20, 2011, on our consideration of Ukiah Redevelopment Agency's internal control over financial reporting and our tests of its compliance with certain provisions of laws, regulations, contracts, grant agreements, and other matters. The purpose of that report is to describe the scope of our testing of internal control over financial reporting and compliance and the results of that testing, and not to provide an opinion on the internal control over financial reporting or on compliance. That report is an integral part of an audit performed in accordance with Government Auditing Standards and is important for assessing the results of our audit. MEMBERS: AMERICAN INSTITUTE AND CALIFORNIA SOCIETY OF CERTIFIED PUBLIC ACCOUNTANTS 2080 Myers Street, Suite 3, Oroville, CA 95966-5341 (530) 533-3392 FAX (530) 533-2714 C ('nr ertified Public Accountants Accounting principles generally accepted in the United States of America require that the management's discussion and analysis and budgetary comparison information on pages 4 through 9 and 25 through 26, respectively, be presented to supplement the basic financial statements. Such information, although not a part of the basic financial statements, is required by the Governmental Accounting Standards Board, who considers it to be an essential part of financial reporting for placing the basic financial statements in an operational, economic, or historical context. We have applied certain limited procedures to the required supplementary information in accordance with auditing standards generally accepted in the United States of America, which consisted of inquiries of management about the methods of preparing the information and comparing the information for consistency with management's responses to our inquiries, the basic financial statements, and other knowledge we obtained during our audit of the basic financial statements. We do not express an opinion or provide any assurance on the information because the limited procedures do not provide us with sufficient evidence to express an opinion or provide any assurance. Darn gaMM" & (d, December 20, 2011 MANAGEMENT'S DISCUSSION AND ANALYSIS The City of Ukiah Redevelopment Agency (the Agency) is a Community Redevelopment Agency created in 1989 under the California Redevelopment Law to revitalize urban areas. The Agency's boundaries are within the City of Ukiah's city limits covering approximately 1,369 acres which include commercial, residential, industrial and public facility uses. It is governed by a Commission comprised of members of the Ukiah City Council and the activities of the Agency benefit the citizens of Ukiah. The following Management Discussion and Analysis (MD&A) provides a comprehensive overview of the Agency's financial position as of June 30, 2011 and the results of its operations for the year. The MD&A should be read in conjunction with the audited Financial Statements and related footnotes of the Agency which directly follow the MD&A. Note: Unless otherwise indicated, all amounts are expressed in thousands of dollars. 1. FINANCIAL HIGHLIGHTS • Current and other assets increased by $1,744 or 11.8% from $14,776 in FY2010 to $16,520 in FY2011 while Capital Assets decreased 74.8% from $3,981 in FY2010 to $1,003 in FY2011. • Net assets ended the year at $1,158, down 84.4% from $7,405 in the prior year. • Total revenues from all sources were $3,351 down fi•om the prior year at $4,157. • Total expenses decreased by $7,140 fi•om $10,409 in FY2010 to $3,269 in FY2011. 2. USING THIS ANNUAL REPORT This annual report consists of three parts - Management's Discussion and Analysis (MD&A - this portion), the basic financial statements, and the required supplemental information. The basic financial statements consist of: a Statement of Net Assets; a Statement of Activities; a Balance Sheet; a Combined Statement of Revenues, Expenditures and Changes in Fund Balance; and accompanying notes. These statements provide information on the financial position of the Agency and the financial activity and results of operations during the year. The Statement of Net Assets and the Statement of Activities report information about the Agency as a whole and about its activities. These statements include all assets and liabilities using the accrual basis of accounting, which is similar to the accounting used by most private-sector companies. All of the current year's revenues and expenses are accounted for regardless of when cash is received or paid. These two statements report the Agency's net assets and changes thereto. Net assets, the difference between assets and liabilities, is one way to measure the Agency's financial health, or financial position. Over time, increases or decreases in net assets may serve as a useful indicator as to whether the financial position of the Agency is improving or deteriorating. 3. FINANCIAL ANALYSIS OF AGENCY STATEMENTS The Summary of Net Assets (Table 1) and Changes in Net Assets (Table 2) present the Agency's activities in total for the years ending June 30, 2011 and 2010. Table 1 Summary of Net Assets For the Fiscal Years Ended June 30, 2011 and 2010 (Stated in Thousands) Governmental Activities 7nii Assets: Current and other assets Capital assets Total assets Liabilities: Long-term debt outstanding Other liabilities Total liabilities Net assets: Restricted for: Low & moderate income housing Debt Service Capital Projects Unrestricted Total net assets (in Thousands) 2010 Change Amount Percent 16,520 14,776 1,744 11.8% 1,003 3,981 (2,978) -74.8% 17.523 18.757 (1.234) -63.0% 12,667 4,727 7,940 167.9% 3,698 6,625 (2,927) -44.2% 16,365 11,352 5,013 44.2% 2,112 2,249 1,811 475 8,650 1,130 (11,416) 3,551 1,158 7,405 (137) -6.1% 1,336 281.4% 7,520 665.5% (14,967) -421.5% (6,247) -84.4% The Agency's net assets for the fiscal year ended June 30, 2011 were $1,158, a decrease of 84.4% from the prior year's total of $7,405. Current and other assets increased $1,411 or up 11.8%. The increase in cash from the two 2011 bond issues was offset by the change in Real Property Held Primarily for Resale, down $4,198 from FY2010. The Long-term debt outstanding increased from $4,727 in FY2010 to $12,667 in FY 2011 primarily due to the placement of two new debt issuances. The non-housing bond issue (Series 2011 A) totaled $5,030 (net of $150 discount); the housing bonds issue (series 201113) totaled $3,151 (net of $99 discount). 5 Governmental Activities Table 2 Statement of Change in Net Assets For the Fiscal Years Ended June 30, 2011 and 2010 (Stated in Thousands) Governmental Activities 2011 2010 Revenues: Program revenues: Charges for services 53 87 Operating grants and contributions Capital grants and contributions Other Taxes Use of money and property Total revenues Expenses: Governmental Activities General administration Low & moderate income housing Capital Projects Debt Service Interest & fiscal charges 22 Change (34) 22 3,196 3,864 (667) 80 206 (126) 3,351 4,157 (806) 800 737 63 772 546 226 1,245 8,808 (7,563) 453 318 134 Total expenses 3,269 10,409 (7,140) Increase N.A. before Transfers 82 (6,252) 6,334 Special Item-transfer to City of Ukiah (5,969) (5,969) Extraordinary item-SFRAF payment (360) (1,746) 1,387 Change in Net Assets (6,247) (7,998) 1,752 Beginning Net Assets 7,405 15,403 (7,998) Ending Net Assets 1,158 7,405 (6,247) Tax increment revenues decreased $667 or 17% fi•om $3,864 for FY2010, to $3,196 for FY2011 as the economy continues to negatively impact housing prices. Use of money and property was also down from FY2010 reflecting a reduction in the return on investments. The reduction in the total expenses from $10,409 for FY2010 to $3,269 for FY2011 was a decrease of $7,140 or - 68%. FY2010 Capital Projects included a number of property acquisitions including $4,198 of Real Property Held for Resale. The decrease in expenditures for Capital Projects was offset in part by increases in General Administration ($63), Low & moderate housing ($226), and Debt Service charges ($134). 6 The Special Item was a transfer of $3,941 of land and a net $2,028 of cash to the City of Ukiah, based on an agreement entered into by the Agency with the City whereby the City agreed to be responsible for the design and construction of public improvements within the Redwood Business Park. The Agency would pay up to $6 million to the City for obligations incurred under the agreement. The agreement also includes a pledge of tax increment revenues for this purpose. The Extraordinary Item was a $360 payment to the Mendocino County Supplemental Revenue Augmentation Fund (SERAF) under provisions of AB 26x4 passed by the California State Legislature. 4. CAPITAL ASSETS Table 3 Capital Assets Government Activities For the Fiscal Years Ended June 30, 2011 and 2010 (Stated in Thousands) Fiscal Year Ended June 30 2011 2010 Change Nondepreciable Capital Assets Land - 3,569 (3,569) Construction in Process 967 378 589 Total Nondepreciable Capital Assets 967 3,946 (2,980) Depreciable Capital Assets Buildings 9 9 - Machinery & Equipment 42 37 6 Total Depreciable Capital Assets 51 45 6 Less: Accumulated Depreciation (14) (10) (4) Depreciable Assets-net 37 35 2 Governmental Activities Capital Assets-net 1.003 3.981 (2.978) Nondepreciable Capital Assets decreased $2,980 or 75.5%, from $3,946 to $967, due to the transfer of land from the Agency to the City of Ukiah as part of an agreement reached by the Agency and the City. This was offset, in part, by an increase in Construction in Process for projects including improvements to the Redwood Business Park ($157), the Perkins Street Railroad property ($314), and the Grace Hudson Museum ($19). 7 5. LONG TERM DEBT Table 5 Long Term Debt For the Fiscal Years Ended June 30, 2011 and 2010 (Stated in Thousands) Government Activities Tax Allocation Bonds-Series 2007 Tax Allocation Bonds-Series 2011 A Tax Allocation Bonds-Series 2007 Deferred Amounts Issuance Discounts Governmental Activities Long Term Liabilities 6. CASH MANAGEMENT Fiscal Year Ended June 30 Due Within 2011 2010 Change One Year 4,535 4,785 (250) 265 5,180 - 5,180 - 3,250 - 3,250 (298) (58) (240) - 12,667 4,727 7,940 265 The City of Ukiah contracts with Public Financial Management, Inc. (PFM), a specialist in municipal cash management, to direct its investments and maintain flexibility by utilizing a pooled cash system. Under the pooled cash concept, the Agency's funds are invested by the City of Ukiah which invests the cash of all funds to ensure maturities coincide with cash needs. Cash is invested in certain eligible securities, as constrained by law, and further limited by the Agency's investment policy. The goals of the City's investment policy are safety, liquidity, and yield. 7. NEXT YEAR'S BUDGET AND ECONOMIC FACTORS Assembly Bills X1 26 and X1 27: On June 29, 2011, the Governor of the State of California signed Assembly Bills X1 26 and X1 27 as part of the State's budget package. Assembly Bill X1 26 requires each California redevelopment agency to suspend nearly all activities except to implement existing contracts, meet already-incurred obligations, preserve its assets and prepare for the impending dissolution of the Agency. Assembly Bill X1 27 provides a means for redevelopment agencies to continue to exist and operate by means of a Voluntary Alternative Redevelopment Program. Assembly Bill X1 26 indicates that the city "may use any available funds not otherwise obligated for other uses" to make this payment. The City of Ukiah ("City") intends to use available monies of its redevelopment agency for this purpose and the City and Agency have approved a reimbursement agreement to accomplish that objective. The League of California Cities and the California Redevelopment Association (CRA) filed a lawsuit on July 18, 2011 on behalf of cities, counties and redevelopment agencies petitioning the California Supreme Court to overturn Assembly Bills X1 26 and X1 27 on the grounds that these bills violate the California Constitution, specifically the provisions in Proposition IA and Proposition 22. On August 11, 2011, the California Supreme Court issued a stay of all of Assembly Bill X1 27 and most of Assembly Bill X1 26. On August 3, 2011, City Ordinance No. 1131 was adopted, indicating that the City will comply with the Voluntary Alternative Redevelopment Program in order to permit the continued existence and operation of the agency, in the event Assembly Bills XI 26 and/or XI 27 are upheld as constitutional. The initial payment by the City is estimated to be $1.59 million with one half due on January 15, 2012 and the other half due May 15, 2012. Thereafter, an estimated $419 thousand will be due annually. The amounts to be paid after fiscal year 2012-13 have yet to be determined by the State Legislature. The semi-annual payments will be due on January 15 and May 15 of each year and would increase or decrease with changes in tax increment. Additionally, an increased amount would be due to schools if any "new debt" is incurred. Assembly Bill X1 27 allows a one-year reprieve on the agency's obligation to contribute 20% of tax increment to the low-and moderate- income housing fund so as to permit the Agency to assemble sufficient funds to make its initial payments. Failure to make these payments would require agencies to be terminated under the provisions of Assembly Bill X1 26. The Court has indicated that it will make a ruling prior to the payment of the first installment due January 15, 2012. The ruling of the court could uphold both Assembly Bills X1 26 and X1 27, declare both unconstitutional, or could make some determination of the constitutionality of some of one or the other, or both. Management believes that the Agency will have sufficient funds to pay its obligations as they become due during the fiscal year ending June 30, 2012, should the payments be upheld. However, the future of Redevelopment Agencies in the state is completely unknown at the time of the publication of this information. In the event that Assembly Bills XI 26 and/or Xl 27 are specifically found by the courts to be unconstitutional, there is a possibility that future legislative acts may create new challenges to the ability of redevelopment agencies in the State of California to continue in view of the California State Legislature's stated intent to eliminate California redevelopment agencies and to reduce their funding. Debt: On March 8, 2011, the Agency issued $3,250,000 in Taxable Tax Allocation Housing Bonds, and $5,180,000 in Tax Exempt Tax Allocation Non-Housing Bonds. Proceeds from the Housing Bonds will be used for the development of affordable housing. Proceeds from the Non-Housing Bonds will be used for the development of infi•astructure, and commercial improvements. Economic Development: The Agency has been working on the Redwood Business Park Economic Revitalization Project, and has successfully assembled property and secured a letter of intent with Costco Wholesale. In addition, the Agency is currently producing the plans and specifications for a number of infrastructure projects that will improve traffic, drainage, and utility service to support the entire business park. Similarly, the Agency has been actively redeveloping the Perkins Railroad Depot Property, which is one of the primary sites under consideration for the State's new $129 million courthouse project. Bond proceeds will be used to finance cleanup and necessary public infrastructure improvements. SUMMARY 8. CONTACTING THE CITY'S FINANCIAL MANAGEMENT This financial report is designed to provide our citizens, taxpayers, customers, investors, and creditors with a general overview of the Agency's finances and to show the Agency's accountability for the money it receives. If you have questions about this report or need additional financial information, contact Mr. Gordon Elton, Finance Director at (707) 463-6220, Finance Department, City of Ukiah, 300 Seminary Ave, Ukiah, California 95482 or online: at http://www.cityofukiah.com. Exhibit One UKIAH REDEVELOPMENT AGENCY STATEMENT OF NET ASSETS JUNE 30, 2011 Governmental ASSETS Activities Cash and investments $ 5,784,289 Cash with fiscal agent 8,492,742 Deferred charges 283,684 Receivables: Accounts 22,555 Property taxes 249,413 Loans 1,686,971 Capital assets (net of accumulated depreciation) 1,003,274 Total Assets 17,522,928 LIABILITIES Liabilities: Accounts payable and other current liabilities 691,018 Accrued interest payable 161,034 Deferred income 1,686,471 Due to City of Ukiah 1,159,549 Noncurrent Liabilities: Due within one year 265,000 Due in more than one year 12,401,905 Total Liabilities 16,364,977 NET ASSETS Restricted For: Low and moderate income housing Debt service Capital projects Unrestricted Total Net Assets The notes to financial statements are an integral part of this statement. 2,112,447 1,811,217 8,649,846 (11,415,559) $ 1,157,951 10 O F3 t x W r Cl z N W W M U W Z Z U m< W a. 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Pursuant to said law, the Agency is vested with the responsibility of carrying out a duly adopted redevelopment plan. The financial statements of the Ukiah Redevelopment Agency have been prepared in conformity with generally accepted accounting principles (GAAP) as applied to government units. The Governmental Accounting Standards Board (GASB) is the accepted standard-setting body for establishing governmental accounting and financial reporting principles. The more significant accounting policies of the Agency are described below. Reporting Entity. The Ukiah Redevelopment Agency does not have any component units as determined under criteria established by GASB. However, the Agency's boundaries are within the City of Ukiah's city limits, it is governed by a Commission comprised of the members of the Ukiah City Council, and activities of the Agency will benefit the citizens of Ukiah. The Agency, therefore, is considered a component unit of the City of Ukiah. The City of Ukiah exercises significant financial and management control over the Agency. Therefore, the financial data of the Ukiah Redevelopment Agency have also been included within the City of Ukiah's annual financial report for the fiscal year ended June 30, 2011. B) Government-Wide And Fund Financial Statements The government-wide financial statements (i.e. the statement of net assets and the statement of changes in net assets) report information of all the nonfiduciary activities of the Agency. For the most part, the effect of interfund activity has been removed from these statements. Governmental activities, which normally are supported by taxes and intergovernmental revenues, are reported separately from business-type activities, which rely to a significant extent on fees and charges for support. The Agency has no business-type activities. The statement of activities demonstrates the degree to which the direct expenses of a given function or segment is offset by program revenues. Direct expenses are those clearly identifiable with a specific function or segment. Program revenues include 1) charges to customers or applicants who purchase, use, or directly benefit from goods, services, or privileges provided by a given function or segment and 2) grants and contributions that are restricted to meeting the operational or capital requirements of a particular function or segment. Taxes and other items not properly included among program revenues are reported instead as general revenues. Separate financial statements are provided for governmental funds, proprietary funds, and fiduciary funds, even though the latter are excluded from the government-wide financial statements. The Agency has no proprietary or fiduciary funds. Major individual governmental funds are reported as separate columns in the fund financial statements. C) Measurement Focus, Basis Of Accounting, And Financial Statement Presentation The government-wide financial statements are reported using the economic resources measurement focus and the accrual basis of accounting. Revenues are recognized when earned and expenses are recorded when the liability is incurred, regardless of the timing of related cash flows. Property taxes are recognized as revenues in the year for which they are levied. Grants and similar items are recognized as revenue as soon as all eligibility requirements imposed by the provider have been met. Governmental fund financial statements are reported using the current financial resources measurement focus and the modified accrual basis of accounting. Revenues are recognized as soon as they are both measurable and available. Revenues are considered to be available when they are collectible within the current period or soon enough thereafter to pay liabilities of the current period. For this purpose, the Agency considers revenues to be available if they are collected within 60 days of the end of the current fiscal period. Expenditures are generally recorded when a liability is incurred, as under accrual accounting. However, debt service expenditures are recorded only when payment is due. 15 UKIAH REDEVELOPMENT AGENCY NOTES TO FINANCIAL STATEMENTS JUNE 30, 2011 Property taxes and interest associated with the current fiscal period are all considered to be susceptible to accrual and so have been recognized as revenues of the current fiscal period. All other revenue items are considered to be measurable and available only when cash is received by the Agency. The Agency reports the following major governmental funds: The General Fund is the Agency's primary operating fund. It accounts for all financial resources of the general government except those required to be accounted for in another fund. The Low & Moderate Income Housing Fund is a special revenue fund that accounts for resources accumulated and activities of the 20% set-a-side as required by the California Health & Safety Code Section 33334.3. The Debt Service Fund and Housing Bond Debt Service Fund account for resources accumulated and payments made for principal and interest on long-term general obligation debt of the Agency. The Capital Proiects Fund. Housing Bond Capital Proiects Fund and Non-Housing Bond Capital Proiects Fund account for resources accumulated and activities associated with the acquisition and construction of general fixed assets. As a general rule, the effect of interfund activity has been eliminated from the government-wide financial statements. When both restricted and unrestricted resources are available for use, it is the Agency's policy to use restricted resources first, then unrestricted resources as needed. D) Assets, Liabilities, And Net Assets Or Equity 1) Cash And Investments Investments for the Agency are reported at fair value. The Agency's cash and cash equivalents are considered to be cash on hand, demand deposits, and short-term investments with original maturities of three months or less from the date of acquisition. The Agency's investments are held in the City of Ukiah's pooled investments. 2) Receivables And Pavables Activity between the Agency and the City of Ukiah that are representative of lending/borrowing arrangements outstanding at the end of the fiscal year are referred to as "Due from the City of Ukiah" (i.e. the current portion of Inter-agency loans). All trade and property tax receivables are shown net of an allowance for uncollectible accounts. No allowances for uncollectible receivables were recorded, as amounts were deemed immaterial as determined based on an analysis of historical trends. Property taxes for the current year were attached as an enforceable lien as of January 1St and were levied on July 1st. Taxes are due in two equal installments on November 1St and February 1S. The Agency relies on the competency of the County of Mendocino Assessor's office to properly assess, collect and distribute property taxes. 3) Capital Assets Capital assets, which include property, plant, and equipment, are reported in the applicable governmental activities column in the governmental-wide financial statements. Capital assets are defined by the Agency as assets with an initial individual cost of more than $5,000 and an estimated useful life in excess of two years. Capital assets are valued at cost where historical records are available and at an estimated historical cost where no historical records exist. Donated fixed assets are valued at their estimated fair market value on the date received. 16 UKIAH REDEVELOPMENT AGENCY NOTES TO FINANCIAL STATEMENTS JUNE 30, 2011 As of the balance sheet date, the Agency did not own any infrastructure assets (e.g., roads, bridges, sidewalks, and similar items). As required by GASB Statement No. 34 (GASB-34), the Agency will begin reporting infrastructure assets as infrastructure assets are acquired or constructed. During the current fiscal period no infrastructure assets were acquired or constructed. Interest is capitalized on construction of major assets acquired with debt. The amount of interest to be capitalized is calculated by offsetting interest expense incurred from the date of the borrowing until completion of the project with interest earned on invested proceeds over the same period. No interest was capitalized during the year ended June 30, 2011. The costs of normal maintenance and repairs that do not add to the value of the asset or materially extend asset lives are not capitalized. Improvements are capitalized and depreciated over the remaining useful lives of the related fixed assets, as applicable. Property, plant and equipment of the Agency are depreciated using the straight-line method using the following useful lives: Years Machinery and equipment 4) Compensated Absences 5 - 20 years It is the Agency's policy to allow an employee to accumulate no more than two years vacation. Full time Agency employees are entitled to sick leave with full pay due to absence resulting from illness or injury to the extent of the amount earned. There is no liability for unpaid sick leave since the government does not have a policy to pay any amount when employees separate from service with the Agency. All vacation pay is accrued when incurred in both the government-wide and fund financial statements. 5) Long-Term Obligations In the government-wide financial statements, long-term debt and other long-term obligations are reported as liabilities in the applicable governmental activities. The cost of issuance and original issue discounts associated with the Agency's long-term debt have been capitalized and are being amortized over the life of the debt issue using the straight-line method. 6) Fund Equity In the fund financial statements, governmental funds report restrictions of fund balance for amounts that are not available for appropriation, legally restricted by outside parties, or internally committed by the Agency for use for a specific purpose. 2) Stewardship, Compliance And Accountability A) Budgetary Information Annual budgets are adopted on a basis consistent with generally accepted accounting principals for all governmental funds. Annually, each Agency department submits a request for appropriation to the Executive Director so that a budget may be prepared. The budget is prepared by fund, function and activity, and includes information on the past year, current year estimates and requested appropriations for the next fiscal year. Before June 30, the proposed budget is presented to the Board of Commissioners for review. The Board of Commissioners holds public hearings and may add to, subtract from or change appropriations, but may not change the form of the budget. Any changes in the budget must be within the revenues and reserves estimated as available by the Executive Director or the revenue estimates must be changed by an affirmative vote of a majority of the Board of Commissioners. Expenditures may not legally exceed budgeted appropriations at the activity level. During the year, several supplementary appropriations totaling $443,801 were adopted. 17 UKIAH REDEVELOPMENT AGENCY NOTES TO FINANCIAL STATEMENTS JUNE 30, 2011 B) Excess Of Expenditures Over Appropriations Expenditures did not exceed appropriations in any of the Agency's funds. C) Deficit Fund Equity At June 30, 2011, the Agency's General Fund reported a deficit fund balance of ($35,612). 3) Detailed Notes On All Other Funds A) Cash And Investments Cash and investments are reported in the accompanying financial statements as follows: Statement of Net Assets: Cash and investments - City of Ukiah Investment Pool $ 5,784,287 Cash with fiscal agent 8,492,742 Total Cash and Investments $ 14,277,029 Authorized Investments - Investment Policy The Agency's investment policy is the same as the City of Ukiah, and the Agency's funds are pooled within the authorized pool of investments of the City. The table below identifies the types of investments that are authorized by the City's, and therefore Agency's, investment policy: Maximum Maximum Maximum Total of Investment On Authorized Investment Type Maturity Portfolio One Issuer City of Ukiah Bonds 5 years No limit 10% U.S. Treasuries (notes, bonds, bills and other indebtedness) 5 years No limit None Obligations of the State of California (warrants, notes and bonds) 5 years No limit 10% Local Agency Obligations (bonds, notes and other indebtedness 5 years No limit 10% U.S. Agency Obligations 5 years No limit None Bankers Acceptances 180 days 40% 10% Commercial Paper (rated 'W or better) 180 days 15%(1) 10% Negotiable Certificates 5 years 30% 10% Repurchase Agreements 365 days No limit 10% Reverse Repurchase Agreements (2) 92 days 20% 10% Medium-Term Notes 5 years 30% 10% Money Market Funds (highest rating) 5 years 20% 10% Local Agency Investment Fund 5 years $40 million 10% Time Deposits 5 years 25% 10% Mortgage-Backed and Asset-Backed Securities (rated "AN' or better) 5 years 20% 10% (1) = 30% if dollar weighted average maturity of commercial paper does not exceed 31 days. (2) = Requires prior City Council approval before investment is purchased. Authorized Investments - Debt Trustee Agreements Investments held by bond fiscal agents (trustees) are governed by the provisions of the underlying indenture agreements rather than the general provisions of the Agency's investment policy or California Government Code. The indenture agreements do not specifically identify maximum maturity and maximum investment provisions. The indenture agreements do identify the following permitted investments: U.S. Government Obligations U.S. Agency Obligations Money Market Funds (rated AAAm-G, AAAm or Aam) Demand or Time Deposits (FDIC insured or fully secured) Bonds or Notes (must have one of two highest ratings) Bankers Acceptances Commercial Paper Repurchase Agreements 18 UKIAH REDEVELOPMENT AGENCY NOTES TO FINANCIAL STATEMENTS JUNE 30, 2011 Disclosures Relating to Interest Rate Risk Interest rate risk is the risk that changes in market interest rates will adversely affect the fair value of an investment. Generally, the longer the maturity of an investment, the greater the sensitivity of its fair value to changes in market interest rates. As of June 30, 2011, the Agency's investments had no significant exposure to interest rate risk. Credit Risk Generally, credit risk is the risk that an issuer of an investment will not fulfill its obligation to the holder of the investment. This is measured by the assignment of a rating by a nationally recognized statistical rating organization. The Agency does not hold direct investments; therefore, there is no concentration of credit risk. Custodial Credit Risk Custodial credit risk for deposits is the risk that, in the event of the failure of a depository financial institution, a government will not be able to recover its deposits or will not be able to recover collateral securities that are in the possession of an outside party. The California Government Code and the Agency's investment policy do not contain legal or policy requirements that would limit the exposure to custodial credit risk for deposits, other than the following provision for deposits: The California Government Code requires that a financial institution secure deposits made by state or local governmental units by pledging securities in an undivided collateral pool held by a depository regulated under state law (unless so waived by the governmental unit). The market value of the pledged securities in the collateral pool must equal at least 110% of the total amount deposited by the public agencies. California law also allows deposits to be secured by pledging first trust deed mortgage notes having a value of 150% of the secured public deposits. The custodial credit risk for investments is the risk that, in the event of the failure of the counterparty (e.g., broker-dealer) to a transaction, a government will not be able to recover the value of its investment or collateral securities that are in the possession of another party. The California Government Code and the Agency's investment policy do not contain legal or policy requirements that would limit the exposure to custodial credit risk for investments. With respect to investments, custodial credit risk generally applies only to direct investments in marketable securities. Custodial credit risk does not apply to a local government's indirect investment in securities through the use of mutual funds or government investment pools (such as LAI F). B) Capital Assets Capital assets activity for the year ended June 30, 2011 was as follows: Government Activities: Nondepreciable Capital Assets: Land Construction in progress Total Nondepreciable Capital Assets Depreciable Capital Assets: Buildings Machinery and equipment Total Depreciable Capital Assets Less: Accumulated Depreciation: Machinery and equipment Total Accumulated Depreciation Depreciable Capital Assets, net Governmental Activities Capital Assets, net Balance Balance July 1, 2010 Additions Deletions June 30, 2011 $ 3,568,687 $ 372,155 $ 3,940,842 $ - $ 377,730 588,777 966,507 3,946,417 960,932 3,940,842 966,507 8,537 8,587 36,590 5,680 42,270 45,177 5,680 - 50,857 (10,340) (3,750) (14,090) (10,340) (3,750) - (14,090) 34,837 1,930 - 36,767 $ 3,981,254 $ 962,862 $ 3,940,842 $ 1,003,274 Depreciation expense was charged to functions/programs of the RDA as follows: Governmental Activities: General administration $ 3,750 Total Depreciation Expense - Governmental Activities $ 3,750 19 UKIAH REDEVELOPMENT AGENCY NOTES TO FINANCIAL STATEMENTS JUNE 30, 2011 C) Interfund Receivables, Payables And Transfers The Agency made a $150,000 interfund transfer from the Debt Service Fund to the Capital Projects Fund to provide funding for a redevelopment project. D) Long-Term Debt Long-term liability activity for the year ended June 30, 2011 was as follows: Balance July 1, 2010 Additions Government Activities: Tax Allocation Bonds - Series 2007 Tax Allocation Bonds - Series 2011A Tax Allocation Bonds - Series 2011 B Deferred amounts: Issuance discounts Governmental Activities Long-Term Liabilities $ 4,785,000 $ 5,180,000 - 3,250,000 (57,622) (249,138) Balance Due Within Deletions June 30, 2011 One Year $ 250,000 $ 4,535,000 $ 265,000 5,180,000 - 3,250,000 (8,665) (298,095) $ 4,727,378 $ 8,180,862 $ 241,335 $ 12,666,905 $ 265,000 Ukiah Redevelopment Agency Tax Allocation Refunding Bonds, Series 2007. The Agency issued $5,595,000 in tax allocation refunding bonds dated April 18, 2007. The proceeds from the bond issue were used to refund the Agency's loan obligation under an agreement with the Redwood Empire Financing Authority described below. The refunding took advantage of lower interest rates that were available. There was no difference between the reacquisition price and the carrying amount of the old debt. The 2007 bonds bear annual interest at varying rates between 3.65% and 4.75%. The bonds were issued in fully registered form without coupons in denominations of $5,000. Interest on bonds becomes payable commencing December 1, 2007 and semi-annually thereafter each December 1St and June 1St. Principal is paid in annual installments commencing December 1, 2007 through the year 2023 in amounts ranging from $390,000 through $450,000. The bonds are payable solely from, and secured by, a pledge of tax increment revenues allocated to the agency. Ukiah Redevelopment Agency Tax Allocation Bonds, Series 2011A. The Agency issued $5,180,000 in tax allocation refunding bonds dated March 8, 2011. The proceeds from the bond issue will be used to fund certain redevelopment activities of benefit to the Agency. The 2011A bonds bear annual interest at varying rates between 3.00% and 6.83%. The bonds were issued in fully registered form without coupons in denominations of $5,000. Interest on bonds becomes payable commencing December 1, 2011 and semi-annually thereafter each December 1St and June 1St. Principal and sinking fund payments are paid in annual installments commencing December 1, 2012 through the year 2028 in amounts ranging from $10,000 through $620,000. The bonds are payable solely from, and secured by, a pledge of tax increment revenues allocated to the agency. Ukiah Redevelopment Agency Taxable Tax Allocation Housing Bonds, Series 20118. The Agency issued $3,250,000 in tax allocation refunding bonds dated March 8, 2011. The proceeds from the bond issue will be used to fund certain redevelopment activities to improve and preserve the supply of low and moderate income housing within the City of Ukiah. The 2011 B bonds bear annual interest at varying rates between 3.25% and 9.25%. The bonds were issued in fully registered form without coupons in denominations of $5,000. Interest on bonds becomes payable commencing August 1, 2011 and semi-annually thereafter each February 1St and August 1St. Principal and sinking fund payments are paid in annual installments commencing August 1, 2012 through the year 2026 in amounts ranging from $75,000 through $435,000. The bonds are payable solely from the 20% housing tax increment allocated to the Agency. 20 UKIAH REDEVELOPMENT AGENCY NOTES TO FINANCIAL STATEMENTS JUNE 30, 2011 Debt service requirements to maturity for bonds payable by the Ukiah Redevelopment Agency are presented on the following schedule. Governmental Activities Year Ended Tax Allocation Bonds June 30, Principal Interest 2012 $ 265,000 $ 747,374 2013 855,000 691,966 2014 910,000 659,740 2015 965,000 624,358 2016 1,020,000 582,189 2017-2021 3,380,000 2,337,768 2022-2026 3,890,000 1,313,610 2027-2031 1,680,000 156,288 $ 12,965,000 $ 7,113,293 4) Other Information A) Risk Management The Agency is exposed to various risks of loss related to torts; theft of, damage to, and destruction of assets; errors and omissions; injuries to employees; and natural disasters. The Agency provides property, liability, and worker's compensation insurance through the City of Ukiah as a member of the Redwood Empire Municipal Insurance Fund (REMIF), a public entity risk pool currently operating as a common risk management and insurance program for several Northern California municipalities. The Agency pays a proportionate share of the City's quarterly and annual premiums to the REMIF for its general insurance coverage. The joint powers formation agreement of the REMIF provides that the REMIF will be self- sustaining through member premiums for liability insurance and will reinsure through commercial companies for other coverage. The Agency's deductible is $10,000 for worker's compensation and property losses, and $25,000 for liability loss, all per occurrence. Settled claims resulting from these risks have not exceeded insurance coverage in any of the past three fiscal years. B) Restricted Net Assets The Agency has entered into agreements with several outside entities whereby the Agency must set aside a portion of its tax increment revenues. Under the terms of these agreements, the outside agencies may use their portion of the increment for projects that meet the requirements of Community Redevelopment Law and have been approved by the Agency. Because expenditure of these amounts is dependent upon future qualified redevelopment projects, and the formal approval of the Agency, no liability has been established for the above amounts. The Agency has, however, restricted a portion of net assets for the above agreements. The following is a schedule of the June 30, 2011, restricted net asset balances: Low & Moderate Mendocino-Lake Community College District County of Mendocino Mendocino County Office of Education Ukiah Unified School District Ukiah Low & Moderate Income Housing Projects City of Ukiah Redevelopment Capital Projects Tax allocation bond debt service Income Debt Capital Housing Service Projects $ 592,879 $ 624,133 57,731 479,335 1,488, 314 2,731,072 4,788,829 $ 1,811,217 $ 2,112,447 $ 1,811,217 $ 8,649,846 21 UKIAH REDEVELOPMENT AGENCY NOTES TO FINANCIAL STATEMENTS JUNE 30, 2011 C) Special and Extraordinary Items Special Item - On March 2, 2011, the Agency entered into an agreement with City of Ukiah whereby the City agrees to be responsible for the design and construction of public improvements within the Redwood Business Park, with the Agency paying up to $6 million to the City for obligations incurred under the agreement. The agreement includes a pledge of tax increment revenues for this purpose. At the same time the Agency agreed to sell to the City of Ukiah certain land parcels owned by the Agency to the City for one dollar. In connection with the agreements the Agency transferred $3,301,749 in cash and $3,940,842 in land to the City. Subsequent to the initial cash transfer, the City returned $1,273,360 in cash the Agency. Extraordinary Item - Under the provisions of AB 26x4 passed by the California State Legislature in response to the State's looming budget deficient, the Ukiah Redevelopment Agency was required to remit a payment of $359,507 to the Mendocino County Supplemental Revenue Augmentation Fund (SERAF). D) New GASB Pronouncements Adopted For the year ended June 30, 2011, the Agency has adopted the reporting provisions contained in GASB Statement No. 54, Fund Balance Reporting and Governmental Fund Type Definitions. GASB Statement No. 54 establishes fund balance classifications primarily based on the extent to which the City is bound to observe the constraints imposed upon the use of resources reported in governmental funds. These fund balance classifications are as follows: • Non-spendable - amounts that cannot be spent because they are either a) not in spendable form or b) legally or contractually required to be maintained intact. • Restricted - amounts restricted to a specific purpose by an external party such as creditors, grantors, contributors, or laws or regulations of other governments; or restrictions are imposed by law through constitutional provisions or enabling legislation. • Committed - amounts can only be used for specific purposes pursuant to constraints imposed by formal action of the Agency's Board of Commissioners. Committed amounts cannot be used for any other purpose without removal or changes to the specified use by taking the same type of action. • Assigned - amounts that are constrained by the Agency's intent to be used for specific purposes as expressed by the Board of Commissioners or management. • Unassigned - amounts available for any purpose 5) Legislation Affecting California Redevelopment Agencies On June 29, 2011, the Governor of the State of California signed Assembly Bills X1 26 and 27 as part of the State's budget package. Assembly Bill X1 26 requires each California redevelopment agency to suspend nearly all activities except to implement existing contracts, meet already-incurred obligations, preserve its assets and prepare for the impending dissolution of the Agency. Assembly Bill X1 27 provides a means for redevelopment agencies to continue to exist and operate by means of a Voluntary Alternative Redevelopment Program. Under this program, each city would adopt an ordinance agreeing to make certain payments to the County Auditor Controller in fiscal year 2011-12 and annual payments each fiscal year thereafter. Assembly Bill X1 26 indicates that the city "may use any available funds not otherwise obligated for other uses" to make this payment. The City of Ukiah ("City") intends to use available monies of its redevelopment agency for this purpose and the City and Agency have approved a reimbursement agreement to accomplish that objective. The amounts to be paid after fiscal year 2012-13 have yet to be determined by the state legislature. Assembly Bill X1 26 directs the State Controller of the State of California to review the propriety of any transfers of assets between redevelopment agencies and other public bodies that occurred after January 1, 2011. If the public body that received such transfers is not contractually committed to a third party for the 22 UKIAH REDEVELOPMENT AGENCY NOTES TO FINANCIAL STATEMENTS JUNE 30, 2011 expenditure or encumbrance of those assets, the State Controller is required to order the available assets to be transferred to the public body designated as the successor agency by Assembly Bill X1 26. In the event that Assembly Bill X1 26 is upheld, the interagency receivable recognized by funds of the City that had previously loaned or advanced funds to the redevelopment agency may become uncollectible resulting in a loss recognized by such funds. The City might additionally be impacted if reimbursements previously paid by the redevelopment agency to the City for shared administrative services are reduced or eliminated. The League of California Cities and the California Redevelopment Association (CRA) filed a lawsuit on July 18, 2011 on behalf of cities, counties and redevelopment agencies petitioning the California Supreme Court to overturn Assembly Bills X1 26 and 27 on the grounds that these bills violate the California Constitution. On August 11, 2011, the California Supreme Court issued a stay of all of Assembly Bill X1 27 and most of Assembly Bill X1 26. The California Supreme Court stated in its order that "the briefing schedule is designed to facilitate oral argument as early as possible in 2011, and a decision before January 15, 2012." A second order issued by the California Supreme Court on August 17, 2011 indicated that certain provisions of Assembly Bills X1 26 and 27 were still in effect and not affected by its previous stay, including requirements to file an appeal of the determination of the community remittance payment by August 15, the requirement to adopt an Enforceable Obligations Payment Schedule ("EOPS") by August 29, 2011, and the requirement to prepare a preliminary draft of the initial Recognized Obligation Payment Schedule ("ROPS") by September 30, 2011. Because the stay provided by Assembly Bill X1 26 only affects enforcement, each agency must adopt an Enforceable Obligation Payment Schedule and draft Recognized Obligation Payment Schedule prior to September 30, as required by the statute. Enforceable obligations include bonds, loans and payments required by the federal or State government; legally enforceable payments required in connection with agency employees such as pension payments and unemployment payments, judgments or settlements; legally binding and enforceable agreements or contracts; and contracts or agreements necessary for the continued administration or operation of the agency that are permitted for purposes set forth in AB1X 26. On August 3, 2011, City Ordinance No. 1131 was adopted, indicating that the City will comply with the Voluntary Alternative Redevelopment Program in order to permit the continued existence and operation of the agency, in the event Assembly Bills X1 26 and/or 27 are upheld as constitutional. The initial payment by the City is estimated to be $1.59 million with one half due on January 15, 2012 and the other half due May 15, 2012. Thereafter, an estimated $419 thousand will be due annually. The amounts to be paid after fiscal year 2012-13 have yet to be determined by the State Legislature. The semi-annual payments will be due on January 15 and May 15 of each year and would increase or decrease with changes in tax increment. Additionally, an increased amount would be due to schools if any "new debt" is incurred. Assembly Bill X1 27 allows a one-year reprieve on the agency's obligation to contribute 20% of tax increment to the low-and- moderate-income housing fund so as to permit the Agency to assemble sufficient funds to make its initial payments. Failure to make these payments would require agencies to be terminated under the provisions of ABX1 26. Management believes that the Agency will have sufficient funds to pay its obligations as they become due during the fiscal year ending June 30, 2012. The nature and extent of the operation of redevelopment agencies in the State of California beyond that time frame are dependent upon the outcome of litigation surrounding the actions of the state. In the event that Assembly Bills X1 26 and/or 27 are specifically found by the courts to be unconstitutional, there is a possibility that future legislative acts may create new challenges to the ability of redevelopment agencies in the State of California to continue in view of the California State Legislature's stated intent to eliminate California redevelopment agencies and to reduce their funding. 23 REQUIRED SUPPLEMENTAL INFORMATION 24 Schedule I UKIAH REDEVELOPMENT AGENCY GENERALFUND SCHEDULE OF REVENUES, EXPENDITURES AND CHANGES IN FUND BALANCES BUDGET AND ACTUAL FOR THE YEAR ENDED JUNE 30, 2011 General Fund Variance With Final Budget - Budgeted Amounts Positive REVENUES Original Final Actual (Negative) Taxes $ 808,288 $ 808,288 $ 808,288 $ Total Revenues 808,288 808,288 808,288 EXPENDITURES Current: Salaries and benefits Operating expenses Contractual services Governmental services Total Expenditures Excess (Deficiency) of Revenues Over Expenditures OTHER FINANCING SOURCES (USES) Total Other Financing Sources (Uses) Special item: payment to City of Ukiah Net Change In Fund Balances Fund Balances, July 1, Fund Balances, June 30, 640,401 643,543 664,193 (20,650) 92,161 92,161 65,294 26,867 35,890 36,758 28,434 8,324 38,196 38,196 38,196 - 806,648 810,658 796,117 14,541 1,640 (2,370) 12,171 14,541 - - (95,000) (95,000) 1,640 (2,370) (82,829) (80,459) 47,217 47,217 47,217 $ 48,857 $ 44,847 $ (35,612) $ (80,459) 25 Schedule II UKIAH REDEVELOPMENT AGENCY SPECIAL REVENUE FUND SCHEDULE OF REVENUES, EXPENDITURES AND CHANGES IN FUND BALANCES BUDGET AND ACTUAL FOR THE YEAR ENDED JUNE 30, 2011 Low & Moderate Income Housing Fund Variance With Final Budget - Budgeted Amounts Positive REVENUES Original Final Actual (Negative) Taxes $ 798,289 $ 1,080,926 $ 954,002 $ (126,924) Use of money and property 28,067 28,067 53,297 25,230 Other revenues 3 3 Total Revenues 826,356 11108,993 1,007,302 (101,691) EXPENDITURES Current: Salaries and benefits 280,766 282,270 281,183 1,087 Operating expenses 23,433 14,923 233,801 (218,878) Contractual services 733,087 739,427 244,942 494,485 Governmental services 7,994 16,444 11,844 4,600 Capital outlay 983,840 983,840 372,155 611,685 Total Expenditures 2,029,120 2,036,904 1,143,925 892,979 Excess (Deficiency) of Revenues Over Expenditures (1,202,764) (927,911) (136,623) 791,288 OTHER FINANCING SOURCES (USES) Transfer Out - - Total Other Financing Sources (Uses) - - Net Change In Fund Balances (1,202,764) (927,911) (136,623) 791,288 Fund Balances, July 1, 2,249,070 2,249,070 2,249,070 - Fund Balances, June 30, $ 1,046,306 $ 1,321,159 $ 2,112,447 $ 791,288 26 COMPLIANCE SECTION 27 A 5 IMMMON CO. (-n' Certified Public Accountants ~yo~ - I REPORT ON INTERNAL CONTROL OVER FINANCIAL REPORTING AND ON COMPLIANCE AND OTHER MATTERS BASED ON AN AUDIT OF FINANCIAL STATEMENTS PERFORMED IN ACCORDANCE WITH GOVERNMENT AUDITING STANDARDS Honorable Mayor and City Council Members of the City of Ukiah Acting as the Governing Body for the Ukiah Redevelopment Agency Ukiah, California 95482 Davis W. Hammon, Jr., CPA (1924-1989) Stephen B. Norman, CPA • PFS Stephen J. Herr, CPA Kerry A. Webber, CPA James L. Duckett, CPA We have audited the basic financial statements of the Ukiah Redevelopment Agency, as of and for the year ended June 30, 2011, and have issued our report thereon dated December 20, 2011. We conducted our audit in accordance with auditing standards generally accepted in the United States of America and the standards applicable to financial audits contained in Government Auditing Standards, issued by the Comptroller General of the United States. Internal Control Over Financial Reporting In planning and performing our audit, we considered the Ukiah Redevelopment Agency's internal control over financial reporting as a basis for designing our auditing procedures for the purpose of expressing our opinion on the financial statements, but not for the purpose of expressing an opinion on the effectiveness of the Ukiah Redevelopment Agency's internal control over financial reporting. Accordingly, we do not express an opinion on the effectiveness of the Ukiah Redevelopment Agency's internal control over financial reporting. A deficiency in internal control exists when the design or operation of a control does not allow management or employees, in the normal course of performing their assigned functions, to prevent, or detect and correct misstatements on a timely basis. A material weakness is a deficiency, or combination of deficiencies, in internal control such that there is a reasonable possibility that a material misstatement of the entity's financial statements will not be prevented, or detected and corrected on a timely basis. Our consideration of internal control over financial reporting was for the limited purpose described in the first paragraph of this section and would not necessarily identify all deficiencies in internal control that might be deficiencies, significant deficiencies, or material weaknesses. We did not identify any deficiencies in internal control over financial reporting that we consider to be material weaknesses, as described above. Compliance As part of obtaining reasonable assurance about whether the Ukiah Redevelopment Agency's financial statements are free from material misstatement, we performed tests of its compliance with certain provisions of laws, regulations, contracts, and grant agreements, noncompliance with which could have a material effect on the determination of financial statement amounts. Such provisions include the provisions of laws and regulations identified in the Guidelines for Compliance Audits of California Redevelopment Agencies, issued by the State Controller. However, providing an opinion on compliance with those provisions was not an objective of our audit, and, accordingly, we do not express such an 28 MEMBERS: AMERICAN INSTITUTE AND CALIFORNIA SOCIETY OF CERTIFIED PUBLIC ACCOUNTANTS 2080 Myers Street, Suite 3, Oroville, CA 95966-5341 (530) 533-3392 FAX (530) 533-2714 DAVTS MO & CO. Certified Public Accountants n-' ~ L opinion. The results of our tests disclosed an instance of noncompliance or other matters that are required to be reported under Government Auditing Standards and which are described in the accompanying schedule of findings and questioned costs as item 2011-1. This report is intended solely for the information and use of the Board of Commissioners, management, and the Office of the Controller of the State of California and is not intended to be and should not be used by anyone other than these specified parties. Z)aca gawww & 65t, December 20, 2011 29 UKIAH REDEVELOPMENT AGENCY SCHEDULE OF FINDINGS AND QUESTIONED COSTS JUNE 30, 2011 2011-1 Planning And Administrative Expenditures For The Low And Moderate Income Housing Fund Finding: The Agency did not make a written determination showing that planning and administrative expenditures were necessary for the production, improvement, or preservation of low and moderate income housing. Criteria: California Health And Safety Code ("H&S") section 33334.3(d) requires the Agency to annually determine that planning and administrative expenses are necessary. The Guidelines for Compliance Audits of California Redevelopment Agencies, issued by the California State Controller dictates that the determination must be in writing. Cause: The Agency made the determination as part of the annual budget preparation process, but failed to draft a written document specifically addressing the determination that such expenditures were necessary. Effect: H&S section 33080.8(j)(7) lists the failure to determine that the planning and administrative costs charged to the Low and Moderate Income Housing Fund are necessary is a "major audit violation." Recommendation: The Agency needs to take the steps necessary to correct the finding and ensure a written determination is made in all future years. Management's Response: The Agency developed and adopted its annual budget for the Low and Moderate Income Housing Fund, by resolution, with the understanding that this action was written determination that the included planning and administrative expenditures were necessary for the production, improvement, or preservation of low and moderate income housing, for that budget year. It was brought to our attention that this was not sufficient, after the Auditors had completed their field work for Fiscal Year 2010-2011. The Agency quickly responded by adopting a resolution making the determination that planning and administrative expenditures were necessary for the production, improvement, or preservation of low and moderate income housing, for Fiscal Year 2010-2011 on December 21, 2011. The Agency will, in future years, make the appropriate written determination annually, as part of the annual budget resolution or as a separate action. 30 CITY OF UKIAH REDEVELOPMENT AGENCY ANNUAL REPORT OF AGENCY ACTIVITIES EXHIBIT 2 - ANNUAL FISCAL STATEMENT AND FINANCIAL TRANSACTIONS REPORT Exhibit 2, Page 1 REDEVELOPMENT AGENCIES FINANCIAL TRANSACTIONS REPORT COVER PAGE Ukiah Redevelopment Agency Fiscal Year: 2011 ID Number: 13982393800 Certification: I hereby certify that, to the best of my knowledge and belief, the report forms fairly reflect the financial transactions of the agency in accordance with the requirements as prescribed by the California State Controller. Fiscal Officer Signature Title Cam, L 1-\ Name (Please Print) Date Per Health and Safety Code section 33080, this report is due within six months after the end of the fiscal year. The report is to include two (2) copies of the agency's component unit audited financial statements and the report on the Status and Use of the Low and Moderate Income Housing Fund (HCD report). To meet the filing requirements, all portions must be received by the California State Controller's Office. Please complete, sign, and mail this cover page to either address below. Mailing Address: Express Mailing Address: State Controller's Office State Controller's Office Division of Accounting and Reporting Division of Accounting and Reporting Local Government Reporting Section Local Government Reporting Section P. O. Box 942850 33010 Street, Suite 700 Sacramento, CA 94250 Sacramento, CA 96816 U C Q d, ,O V .C La M o. 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O W9, 4a a0 V N r i i c w i m c co o0 w `r rn M C W Lw~ ~p N c LL O a d ~ ;a A c .F 0 0 11, 0 to 0 (a o C C 2 a 3 N M N C~ L U pi c V o N co Q K LL ~ FR C t4 W ~ pp ~ O O a n co ~ °w 0U> o (D y j 0 y v co a rn a d N d v o c VJ m e O V 4+ Cf .y0 U. va M u~ - - - N LL C O C ~ i Y ` m 09 ova 64 T d o N C5 c rl- co co O LL 6 ~ C4 d U ca = C a O 61 lL ' O d N 0: V 0 c 0 42 = Y O O O d O h 4) CN9 a IM r= N a 2 o p a w v c w W m O N LL r t O Ukiah Redevelopment Agency Redevelopment Agencies Financial Transactions Report w Detailed Summary of Footnotes For Fiscal Year 2010-11 Forms Project Areas Report New Indebtedness Expenditures Debt Issuance Costs Column Additional Details A 6 PROJECT-AREA-NAME ='Eastside Project Area' PROJECT-AREA-NAME ='Eastside Project Area' Footnotes Pursuant to section 33333.6(e)(2)(B) the Ukiah Redevelopment Agency adopted an ordinance to eliminate the time limit on establishment of loans, advances, and indebtedness. Ordinance No. 1088 adopted November 27, 2009. Debt issue costs - $192,808; Bond discounts - $249,138 Other Financing Sources (Uses) Miscellaneous Financing Sources (Uses) A Miscellaneous Financing Sources (Uses) B PROJECT AREA NAME = 'Eastside Project-Area' PROJECT AREA NAME ='Eastside Project-Area' Agency entered into an agreeement with the City of Ukiah whereby the City will be responsible be for the design and construction of public improvements within the Redwood Business Park with the Agency paying up to $6 million to the City for obligations incurred under the agreement. The agreement includes a pledge of tax Increment revenues for this purpose Agency entered into an agreeement with the City of Ukiah whereby the City will be responsible be for the design and construction of public improvements within the Redwood Business Park with the Agency paying up to $6 million to the City for obligations incurred under the agreement. The agreement includes a pledge of tax increment revenues for this purpose ootnotes Page 1 12/2112011 Supplement to the Annual Report of Community Redevelopment Agencies Redevelo went Ag ency ID Number: 13982393800 Name of Redevelo pment A gency: UICIAH REDEVELOPMENT AGENCY Mark the appropriate box below to indicate the ending date of your agency's fiscal year. Report data for that period only. M September 2010 r December 2010 June 2011 Return this form to the California State Controller's Office. If you have any questions regarding this form please contact: U.S. Bureau of the Census, Shannon Doyle, 1-800-242-4523 A. Personnel Expenditures Report your government's total expenditures for salaries and wages during the year, including amounts paid on force account construction projects. Z00 $ 685,050 B. Mortgage Revenue Bond Interest Payments Report your government's total amount of interest paid on mortgage revenue bonds during the year. U20 $ _ o U.S Bureau of the Census -Revised 3/2009 CITY OF UKIAH REDEVELOPMENT AGENCY ANNUAL REPORT OF AGENCY ACTIVITIES EXHIBIT 3 - HOUSING ACTIVITIES REPORT Exhibit 3, Page 1 RDA Reporting System - Confirmation Page 1 of 1 Confirmation of Redevelopment Agency On-Line Filing of Annual HCD Report FY: Fiscal Year: 2010/2011 FM: Redevelopment Agency: UKIAH Agency Administrator: Date: Time: TO: State Controller Leigh Halvorsen 12/29/2011 11:44 am Division of Accounting and Reporting Local Government Reporting Section P.O.Box. 942850 Sacramento, CA 94250 This notice is automatically generated by HCD's On-Line Reporting System. The purpose is to file with the State Controller's Office verification the redevelopment agency has complied with Health and Safety Code (H&SC) Section 33080(a) and submitted the annual HCD report required by H&SC Section 33080.1. HCD Notification: For the Fiscal Year 2009-2010 Supplemental Education Revenue Augmentation Fund (SERAF) payment, the agency: Did use revenue/funds that reduced the amount available to the Housing Fund Did not use revenue/funds that reduced the amount available to the Housing Fund To the best of my knowledge the representations made above and the agency information reported are correct. ~aJT~ Date Telephone Number Signature of Authorized Agency Representative c~ C-4-, Title https://sswl.hed.ca.gov/RDA/showLockLetter.jsp 12/29/2011 n O FO C N ll ~ m 0 v Z ~ o N V R V w ~ Z y fi Q w ro a~ IZ O v ~ y S~ C Q C ~ O m Q m 3 U m oy w gto 13 as m c d ~Z a a ~ L w d C j Q) ~Q 0 0 a ~ o LO) M V ~ ~ m N W `o vi 4 N ro Q F- Z c ~L u~ a 00 N W t3, N N `y ~ w1 O 6q m o +r~m v m o v Z ~ > o y ~ N cl: Q) M ` y O O co N ~ M W ti O ~ C O ~ O O N s Q) 4N, QOM rj w vy m .4 M p \ V l0 4 Q N C> Q. O F F 69 tn aai •S v tn a ~C~ N C%r Qm fw~ fi ,o w w C a fi ro w~ Q ti ,y w w .fi a w z F rn a F F 0 F m California Redevelopment A gencfes - Fiscal Year 201012011 Status of Low and Moderate Income Housing Funds Sch C Agency Financial and Program Detail UKIAH Beginning Balance $2,250,595 Adjustment to Beginning Balance $0 Adjusted Beginning Balance $2,250,595 Total Tax Increment From PAW $1,055,290 Total Receipts from PA (s) $1,109,693 Other Revenues not reported on Schedule A $3,250,000 Sum of Beginning Balance and Revenues $6,610,288 Expenditure Item Subitem Debt Service Debt Issuance Costs Subtotal of Debt Service Housing Construction Subtotal of Housing Construction Planning and Administration Costs Administration Costs Other Professional Services Property Acquisition Land Purchases Subtotal of Planning and Administration Costs Subtotal of Property Acquisition Total Expenditures Amount Remark $181,735 $181,735 $447,000 $447,000 $30.3,328 $193 Trustee Fees $21,442 $324,963 $372,155 $372,155 $1,325,853 Net Resources Available $5,284,435 Indebtedness For Setasides Deferred $0 Page 1 of 3 12129/11 California Redevelopment Agencies - Fiscal Year 201012011 Status of Low and Moderate Income Housing Funds Sch C Agency Financial and Program Detail UKIAH Other Housing Fund Assets Category Amount Remark SERAF Total Receivable $0 Total Other Housing Fund Assets $0 Total Fund Equity $5,284,435 200612007 $882599 200712008 $958956 sum of 4 Previous Years' Tax Prior Year Ending Excess Surplus for 200812009 $1044597 Increment for 201012011 Unencumbered Balance 201012011 200912010 $1131359 $4017511 $2,244,255 $0 Sum of Current and 3 Previous Years' Tax Increments $4,190,202 Adjusted Balance $0 Excess Surplus for next year $0 Net Resources Available $5,284,435 Unencumbered Designated $0 Unencumbered Undesignated $0 Total Encumbrances $5,284,435 Unencumbered Balance $0 Unencumbered Balance Adjusted for Debt Proceeds $0 Unencumbered Balance Adjusted for Land Sales $0 Excess Surplus Expenditure Plan No Excess Surplus Plan Adoption Date Site Improvement Activities Benefiting Households Income Level Low Very Low Moderate Total Land Held for Future Development Site Name Num Of Zonin Purchase Estimated Acres Date Start Date Remark Use of the Housing Fund to Assist Mortgagors Income Adjustment Factors Page 2 of 3 Requirements Completed 12129111 California Redevelopment Agencies - Fiscal Year 201012011 Status of Low andModerate Income Housing Funds Sch C Agency Financial and Program Detail UKIAH Home Is~ Hope $ Non Housing Redevelopment Funds Usage Resource Needs LMIHF Deposits/withdrawis Document Document Custodian Custodian COPY Name Date Name Phone Source Achievements Description Page 3 of 3 12129111 Q I tp I I i C Z I N Q ~ I V I I Q l V i y M w ~ W w ~ ~ Oi O ~ O F O H h ~OZ ~ 89 v t O O O ti) v,. C N d ~ O M o ~ ~ ~ O a O ► ti O~) F a w ti N 0 a N tlj L6 O k O C 4 e~ 4 ti a m v OO (0 69 4 C O O E k QW O O O E d N N ` m tr) O O CR ti a r ~ Ntn y d pOp O d O y •j F N ~ N O M cMo !ro y ~ O C o\° O L o. F ti W W y L OQ ~ Q W U >w n` a a a too J ,C O Q L y w a` w 2 F N N F F O F California Redevelopment Agencies- Fiscal Year 201012011 Project Area Contributions to Low and Moderate Income Housing Fund SchA ProjectArea Financial Information Agency UKIAH Address 300 SEMINARYA VENUE UKIAH CA 95482 ojectArea REDEVELOPMENT PROJECT AREA Type: Inside ProjectArea Status: Active Plan Adoption: 1989 Plan Expiration Year., 2029 Amount Gross Tax Calculated Amount Amount Suspended Total % Cumulative Increment De osif Allocated Exempted and/or Deferred Deposited Def. $5,404,635 $1,080,927 $1,055,290 $0 $0 $1,055,290 19.53% $0 Repayment $0 Category Interest Income $41,900 Loan Repayments $500 Rental/Lease Income .$12,000 Sale of Real Estate $3 Total Additional Revenue $54,403 Total Housing Fund Deposits for ProjectArea $1,109,693 Agency Totals For All Project Areas: Gross Tax Calculated Amount Increment Deposit Allocated $5,404,635 $1,080,927 $1,055,290 Amount Amount Suspended o Exempted and/or Deferred Total Deposited $0 $0 $1,055,290 20% Cumulative Def. $0 Total Additional Revenue from Project Areas: $54,403 Total Deferral Repayments: $0 Total Deposit to Housing Fund from Project Areas: $1,109,693 Page 1 of 1 12129111 California Redevelopment Agencies - Fiscal Year 201012011 SchA/B Project Area Program Information UKIAH Project Area: REDEVELOPMENT PROJECT AREA FUTURE UNIT CONSTRUCTION Estimated Execution Completion Contract Name Date Date Very Low Low Moderate Total RCHDC 03/25/09 01/01/12 26 6 0 32 Page 1 of 1 12129111 CITY OF UKIAH REDEVELOPMENT AGENCY ANNUAL REPORT OF AGENCY ACTIVITIES EXHIBIT 4 - BLIGHT REPORT Blight Report Fiscal Year 2010 - 2011 Ukiah Redevelopment Project Exhibit 4, Page 1 CITY OF UKIAH REDEVELOPMENT AGENCY ANNUAL REPORT OF AGENCY ACTIVITIES Blight Report Fiscal Year 2010 - 2011 Ukiah Redevelopment Project Introduction Pursuant to Health and Safety Code Section 33080.1(d), the Ukiah Redevelopment Agency is required to prepare and submit a Blight Report detailing the progress, including specific actions and expenditures, towards alleviating blight in the previous fiscal year. This document is the Ukiah Redevelopment Agency's Blight Report for Fiscal Year 2010 - 2011. The City Council of the City of Ukiah adopted the Ukiah Redevelopment Plan on November 15, 1989 (Ordinance No. 895) in an effort to aid in the elimination of blighted conditions within the identified project area. The Redevelopment Plan provides the Agency with powers, duties and obligations to implement a program for redevelopment, rehabilitation and revitalization. The Ukiah Redevelopment Plan was established to remedy conditions of blight as defined by the California Redevelopment Law. Since 1989, the Agency has successfully mitigated blighting conditions through implementation of various redevelopment initiatives. Blight is defined as economic or physical liabilities, requiring redevelopment in the interest of the health, safety, and general welfare of the people of the community and of the State. Physical conditions that cause blight are defined as follows: • Buildings which are unsafe or unhealthy for persons to live or work • Factors that prevent or substantially hinder the economically viable use or capacity of buildings or lots • Adjacent or nearby uses that are incompatible with each other and that prevent the economic development of those parcels or other portions of the project area • The existence of subdivided lots of irregular form and shape and inadequate size for proper usefulness and developments that are in multiple ownership Economic conditions that cause blight are defined as follows: • Depreciated or stagnant property values or impaired investments • Abnormally high business vacancies, abnormally low lease rates, high turnover rates, abandoned buildings, or excessive vacant lots • A lack of necessary commercial facilities that are normally found in neighborhoods Residential overcrowding or an excess of bars, liquor stores, or other businesses that cater exclusively to adults that has led to problems of public safety and welfare A high crime rate that constitutes a serious threat to the public safety and welfare Exhibit 4, Page 2 CITY OF UKIAH REDEVELOPMENT AGENCY ANNUAL REPORT OF AGENCY ACTIVITIES The Ukiah Redevelopment Plan includes the following goals that were original created with the Project Area: 1. The elimination of blighting influences and the correction of environmental deficiencies in the Project Area, including, among others, small and irregular lots, obsolete and aged building types, incompatible and uneconomic land uses, substandard alleys and inadequate or deteriorated public improvements and facilities. 2. The assembly of land into parcels suitable for modern, integrated development with improved pedestrian and vehicular circulation in the Project Area. 3. The re-planning, redesign, and development of undeveloped areas which are stagnant or improperly utilized. 4. The providing of opportunities for participation by owners and tenants in the revitalization of their properties. 5. The strengthening of retail and other commercial functions in the downtown area. 6. The strengthening of the economic base of the Project Area and the community by the installation of needed site improvements to stimulate new commercial/light industrial expansion, employment and economic growth. 7. The provision of adequate land for parking and open spaces. 8. The establishment and implementation of performance criteria to assure high site design standards and environmental quality and other design elements which provide unity and integrity to the entire Project Area. 9. The expansion and improvement of the community's supply of low and moderate income housing. Implementation Plan The Five Year Implementation Plan is a separate policy and program planning document that provides information about current redevelopment activities and their linkage to the elimination of blight over a five year interval. The Implementation Plan identifies proposed Agency projects and programs, given the tools available to the Agency from the Redevelopment Plan. Implementation Plan Goals and Objectives The intent of this Plan is to guide Agency activities based on stated goals and objectives, and outlined programs, proposed projects, and estimated expenditures. The goals and objectives of the current Implementation Plan for the Ukiah Redevelopment Project Area are: Exhibit 4, Page 3 CITY OF UKIAH REDEVELOPMENT AGENCY ANNUAL REPORT OF AGENCY ACTIVITIES 1. Eliminate and prevent the conditions which lead to the spread of blight by providing for the renewal, redevelopment, and restoration of the Redevelopment Project Area. 2. Remove impediments to land disposition and development through the assemblage of non- conforming or irregularly shaped parcels. Assemble parcels wherever appropriate in order to provide an available industrial land bank or to complete public improvements. 3. Promote public safety and economic growth through an improved system of streets, utilities, and public facilities. 4. Emphasize economic development opportunities and job growth in manufacturing and technology sectors which generate jobs and promote business development. 5. Remove impediments to home ownership through the creation of jobs. 6. Plan, design, and develop areas which are currently stagnant or underutilized. 7. Provide opportunities for property owners in the rehabilitation of structures and the development of properties. 8. Maintain downtown Ukiah's historic place as a regional center of civic and economic activity through continued efforts to revitalize downtown and strengthen its position as a viable retail district and the "heart" of our community. 9. Expand the community's supply of decent, safe, and affordable housing to persons and families of lower and moderate income levels and encourage and enhance opportunities for home ownership and elimination of homelessness in Ukiah. 10. Increase the use of alternative transportation modes within our community, and downtown. Proiects and Programs The Agency's ability to undertake activities among any of the following programs is dependent upon a number of factors including the amount of funds available from property tax increment, bond proceeds, grants, and the ability to leverage private participation and investment. Among some of the specific projects that the Agency identified in the current Implementation Plan include: • Enhancement of downtown public parking • Downtown revitalization improvements along the State Street corridor • Revitalization of the Palace Hotel property • Retention of the Mendocino County Courthouse in the Project Area • Development of the Perkins Street Depot property • Open space, riparian, and recreational facility development • Business Development Program • Commercial/Industrial Economic Development Program • Facade Improvement Program • Commercial Building Rehabilitation Program • Streetscape Improvement Program • Capital Improvement and Facility Program Exhibit 4, Page 4 CITY OF UKIAH REDEVELOPMENT AGENCY ANNUAL REPORT OF AGENCY ACTIVITIES Additional detail regarding the programs is provided in the Implementation Plan including their linkage to the elimination of blight and estimated cost over the five-year period of the Plan. The following is a list of the Agency's activities for Fiscal Year 2010 - 2011 detailing the progress, including specific actions and expenditures, towards alleviating blight in the Project Area. • Technical Team: The Agency assembled a team of experts to provide technical and professional assistance from the following disciplines specializing in redevelopment including legal, finance, and project development/management. The Agency has conducted a series of public workshops in an effort to educate, strategize, and prioritize. Furthermore, the Agency completed the sale of bonds to fund future activities. Bond proceeds for projects total $4,392,288 from 2011 Series Tax Exempt (Non-housing) and $2,731,155 for 2011 Series B Taxable (Housing). • Completed the engineering plans for sidewalk and drainage improvements along Lorraine, Betty, and Clara Streets. These plans have resulted in the allocation of funds for the first phase of these improvements. FY 10-11 expenses for engineering services were $699.75. • Retention of the Courthouse in the Downtown: Agency Staff has been working with the Administrative Office of the Courts (AOC) to find suitable sites within the Downtown core for the new Mendocino County Courthouse Project. Staff successfully assisted the AOC with getting approval from the State Public Works Board for site selection of two downtown sites. Staff continues to respond and provide information to the AOC regarding potential sites. • Remediation of the Perkins Street Depot Property: The Agency negotiated an option agreement with North Coast Rail Authority for the 11 acre Perkins Depot property and a development agreement with a private Brownfield developer for the potential clean-up of the site. Additional sampling was conducted and a remediation plan was submitted and approved by the Regional Water Quality Control Board. Expenses for the remediation work in FY 10-11 were $313,848.51. • Redevelopment of the Perkins Railroad Depot: Leveraged grant funds to complete the historical renovation of the Depot Building. The Arts Council of Mendocino County and Visit Mendocino have relocated to the facility. • Alex Rorabaugh Center: Secured gap funding to complete the facility from the County and School District. The project is currently in the construction phase and is anticipated to be completed in 2011-12. • Eminent Domain: A subcommittee of two members of the Agency's Board was tasked with exploring the pros and cons of a plan amendment to reestablish the power of eminent domain. After the completion of the subcommittee work, the Agency Board gave direction to move forward with a Plan Amendment. • Palace Hotel: The Agency remains engaged with the Friends of the Palace Committee in an effort to bring redevelopment to the Palace Hotel. • Solar Living Pilot Program: The Agency has partnered with the Real Goods Solar Institute to provide a green technology education program in Ukiah. The program is currently in process and the Agency continues to review the program's effectiveness. Expenses for FY 10-11 were $53,247.36. • Downtown Directional Signage: The Agency supported the Ukiah Main Street Program's efforts to improve and develop a downtown directional sign program. Expenses for FY 10- 11 were $7,983. Exhibit 4, Page 5 CITY OF UKIAH REDEVELOPMENT AGENCY ANNUAL REPORT OF AGENCY ACTIVITIES • North Coast Green Opportunities Conference: The Agency has partnered with a number of nonprofits and local businesses to coordinate an annual conference that focuses on emerging topics related to renewable energy and green technology. The project is supported with fees collected from participating sponsors. • Downtown Streetscape Project: The Agency completed the traffic analysis and conceptual plans for streetscape improvements on State and Main Streets. The State Street portion of the project has been identified as a priority site for funding by Mendocino Council of Governments (MCOG). The Agency is preparing a phased implementation for the Board's consideration and grant funds are being solicited. • Revitalizing Business Investment and Lending Development Program (ReBILD): The purpose of the ReBILD Program is to spur business lending and investment in Ukiah. The program is intended to provide gap financing for local small businesses, encouraging investment and lending by local financial institutions, and creating and retaining jobs. The Agency has directed staff to work with the Community Development Commission (CDC) to implement the program. The City applied and received a competitive Community Development Block Grant of $500,000 to fund the program. • Business and Economic Development: The Agency continues to provide and fund business, tourism, and economic development through contracts with partnering agencies include the Greater Ukiah Chamber of Commerce, the Ukiah Main Street Program, and the Economic and Development Finance Corporation. Total expenses for FY 10-11 were $70,000. • Carpenter-Hudson Park Development: The Agency is working towards renovating and improving the Carpenter-Hudson Park facility in cooperation with the City of Ukiah. Grant and design services were acquired for the predevelopment of the project. Expenses for FY 10/11 were $18,750.82. • Ukiah Unified School District Administration Offices: Ukiah Unified School District is in the process of developing a new educational and administrative office. The District is utilizing funds from its Capital Outlay Fund with the Agency. Disbursements to the District in FY 10/11 totaled $473,054.65 for this project. • Redwood Business Park Economic Revitalization Project: The Agency successfully assembled property and secured a letter of intent with Costco Wholesale. In addition, the Agency is currently producing the plans and specifications for a number of infrastructure projects that will improve traffic, drainage, and utility service to support the entire business park. FY 10-11 expenses for engineering/project services were $156,965.57. • Facade Improvement Program: The Facade Improvement Program continues to provide funding through a match program to improve the appearance of commercial buildings throughout the downtown. Expenses for FY 10-11 were $47,030.38. • Commercial Building Rehabilitation Program: The Agency developed this program to assist commercial property owners with match or loan assistance for components of renovation activities that typically hinder reinvestment in older buildings. These components include such items as fire sprinklers, earthquake retrofit, sidewalks, and ADA compliance upgrades. Often, these improvements are triggered by Building Code requirements during renovation or reuse efforts. • CDBG and HOME Grants: The Agency continues to partner with the Community Development Commission for economic development and housing grants. Over the last year and a half, CDC has successfully secured more than $1.2 million in funds for first-time home buyers, housing rehabilitation, and roof repairs for the Ukiah Community Center. Exhibit 4, Page 6 CITY OF UKIAH REDEVELOPMENT AGENCY ANNUAL REPORT OF AGENCY ACTIVITIES • Mendocino College Housing Project: The Agency purchased property for a joint project with Mendocino College for low and moderate income student housing. Over the course of the next year, plans for each project will be developed and construction funds will be solicited from grant sources. • Cleveland Lane Housing Project: The Agency continues with predevelopment activities for the low and moderate housing project adjacent to the Grace Hudson Museum. Rural Communities Housing Development Corporation is providing development assistance to the Agency for no cost. The Agency assembled additional property for the project costing $371,460. • Clara Court Housing Project: The Agency continued to support the development of 32 units low and moderate housing with the Rural Communities Housing Development Corporation on Clara Street. The units are scheduled to be built and occupied in FY 11-12. Total expenses for FY 10-11 were $447,000 (loan). CRL Section 33080.1(e) The Agency is required to report the status of all outstanding loans of $50,000 or more made by the Agency that are currently in default or are not in compliance with the terms of the loan approved by the Agency. During the 2010-11 fiscal year, the Agency had no loans of $50,000 or more which remain outstanding and are in default or in some form of non-compliance with negotiated terms. CRL Section 33080.1(f) The Agency acquired two properties in the 2010-11 fiscal year. A description of this property and the date it was acquired is as follows: Parcel No. 002-281-15 acquired March 8, 2011 and Parcel No. 002-281-29 acquired March 8, 2011. Both parcels were subsequently sold and at the end of the Fiscal Year 10-11 the agency owns no property. Exhibit 4, Page 7 CITY OF UKIAH REDEVELOPMENT AGENCY ANNUAL REPORT OF AGENCY ACTIVITIES EXHIBIT 5 - FISCAL STATEMENT UKIAH REDEVELOPMENT AGENCY FISCAL STATEMENT FY 2010-11 A) Amount of outstanding indebtedness of the agency by project area: (Form A, Grand Totals line, from the Statement of Indebtedness) • Eastside Project Area $119,170,898 B) Amount of gross tax increment generated in each Project Area: (Statement of Income and Expenditures-Revenues, Tax Increment Gross line, from the Financial Transactions Report) • Eastside Project Area $5,404,635 C) Amount of tax increment revenues paid to, or spent on behalf of, a taxing agency, other than a school or community college district: (Capital Improvement Detail, from the Financial Transactions Report) • Eastside Project Area $0 D) The financial transaction report required pursuant to section 53891 of the Government Code: • (See the attached State Controller Financial Transactions Report - Exhibit 2) E) Amount allocated to school or community college districts : (Pass-Through/School District Assistance form, Total column for School District and Community College Districts, from the Financial Transactions Report) • Eastside Project Area $665,186 F) The amount of existing indebtedness, and the total amount of payments required to be paid on existing indebtedness for that fiscal year: • Eastside Project Area: Total Debt-$119,170,898; Payments-$7,022,216 G) Any other fiscal information which the agency believes useful to describe its programs: • On March 8, 2011, the Agency issued $3,250,000 in Taxable Tax Allocation Housing Bonds, and $5,180,000 in Tax Exempt Tax Allocation Non-Housing Bonds. Exhibit 5, Page 1 CITY OF UKIAH REDEVELOPMENT AGENCY ANNUAL REPORT OF AGENCY ACTIVITIES EXHIBIT 6 - REPORT OF DEPOSITS AND WITHDRAWALS IN THE LOW AND MODERATE INCOME HOUSING FUND (LMIHF) FY 2010-11 Exhibit 6, Page 1 Nam H x w CI L7 oa HN H rl U r 0 Oal Ln a C7 rn r-I ri (d o ~C N I.a o ~ M O W Id -H 0 w ro~ 0 H a w Q w U d' zo H (YI w 00 H H xH p r-I 0 N O\ ,?I N H\ H N U r1 1 L` co L` 1fl 00) H w w m N w H w OI M M OI m to w Mw I k~ O 1001 H w m cM d+ m 1001 CO m 00 CO Wm mwH N I ~O d'd'61 M M lO M ~D M W Ln Lf) Ifl lp O L1 HHH 00 OlH U I r 0W NH m O IT d' r- h 001 ON N M 00[0 Co O d' m In f-, I NL-OO Lf)WHNNlO ION N NIA t` m rl L() O Ln I-OIM d 1 ri I OD CO W ON ONMmM(n d' H ri r1 H N N M Ol 01010) d I mMmm d'd d'd'd'd,d d d' y d'"r 11 IT HHHH 00 W 1 'T cM d'd'V'd' v dl d'd'IT d' N N NN III I w w ID H r r H H H N U) U) M M m al m Ol OO co OD Ln to Ln I M If) wm L`w O I NNN 1 d' ul l0 rl L() O O 1 d' d' d' ri I H O IO o 1010101 I d• m O I M m (q Q) I Ol M L() i 000001) I U I N M 1 lO IO ID I N I N N N N N N N I i I i 1 i 1 L-rimm WmN O Ol LII OIO wHL- (n 100Nw I IOd•InNHC`O O 10 H mO woOm I Lf)mm 1.J 1 , -ri I IO IS O m0', IOH H O H Lnw (nr H I oOO ,Q I l~0 d'm m dT IT M (q IO In Ol Hd'Lll 111 1 OI OI OI N I NL(I IOMNH d' Lf) d• 00M d'NNM i HH.-I Q I I CO HHH M I IOIOIO M IO 1 HH ri 1 d' m 1 00 OD 00 I i I 1 I 1 000 U 1 000 U I 1 C1 1 0 C ~4 1 v,~c~ I I F I OC1 1 U i I C1 I W1 I I Sa N1 UI ~ I OI ~ I i 0 i a1 1 I •0.1 I ~a ~ a i z • 1 x to to to to to to to to to to to to lfl lD to to to to to W W x • I UI d'd'd'd'd'd•d+d'dlWd' cNd'd'd'd' d`~d•yi L C7 F 1 O MOTH dI O w OI If) H m L-mMH 0N0 N0) H t-Ell m O 1 a' N N W L- (D O CO N OI IT N Nh W mM M 4mHd'M w rx 1 7', NMd'dl Lf)Lf)In LI)M Lf)l4 d'lfI ION OO\!`N mLf)h ,7 x IH z H •q 1 1 000000000,~,~,~,~,~,~rLr1,-1,1,-~,-i,--L H 1 H I U) -1 H H H HH Hr 1H H ri ri rl rl AHHHHHHH U] • 1 1 U) O O o 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0) • W I FG N N N N N N N N N N N N N N N N N N N N N N Q,` I HHHOHOOH H,4 r-I In WW H H H m 0 H 0 0 1 C7 (n m m r) M M M m m M N N N m m m N M M m m C7 O z O z -r-I 1 H rlI- mm r-IHNNHrINNNmmmITdl w w C7 H 4-1 I m o 0 0 0 H H H H H 0 0 0 0 0 0 0 0 0 0 0 0 0 W W -,AU4 1 o wW CT+ w w w W w w w w~EZ f~ Cr, F](la N~ w w w f] o ~4 co x x U I x1HHHHHHHHFHHWFH FHWHHHr1 xx mG 14m 10'x4 alx 4>ra W'fx CL'P.'U)~[~' a'c>a'U]CL'LY,aW U)U]FC WO I Qg OOOOOOOOOOOCu00 00(<400001 4gn Q 41LxUVMUXXXMnX ~~or,29Q UUrx (d I U I aaa •r r,cs(l cZ{~2S~2f,2S+Zfc2ful~cn~,21 ulN FNE "I i rLUuuuuuuuuuur.4UU uuguUUm 000 04, ONWWWWMWMWMNUWW WWUMWMP HFH x• a a a a lxrxaCxrxrxarxrx 04 1!4 rxCx a'aaw • 1 •\w1 b')QQQQQQQQQQQE-IQQ QQr.FQQQF •111 Czzzzzzzzzzzzzz zzzzzzz U) aaQ4 a0iP QDi04 aaaWPxlyI-Jaawaaa+w •~I Cwwwwwwwwwww~wwQww~www~ •U 1 C W FC W W •\1 -riFHFE-IHHHHFHHV]HH FHv)FFE+Ix S 1 mzzzzzzzZ4:4zz124zzNzza'zzzU • 0 1 0 H H H H H H H H H H H,'7 H H d• H H,'J H HH 10 pq (Q Q 1 gHEHFFHHFPE HP )HHI-]HHWPEH H •[ll1 1WWWWWWWWWWWHWWzWWHWWWSC •~1 lzzzzzzzzzzzQZZhzzQZZZH I o000000ooo,-Ir-I,-Irlr•IrLI-Lr1,-Irlrirlrl 11 1 HH H H H H H rI H H H H H H H H H H H H H H HH H 'A 1-1 H H O H O O H HH r-1 m w N H H H m 0 H OO O V, 00 Hri•O M M M M M (1)") M M m m N N N m m M N m m m M 1 Uq I w w L- ~L- w m O H ri N N H H N N N M M M d' d' Lo IOw ^Y I MO10000orlr,-l-i i0000OOOO0oOOo N H 1D i mMcq wr- M r- r-L.I qd d,t-0lm NNMHM H I- wI- I- ONNHO r-I ONm MMW00Wmd+m ; [~WW1oNhHOlO Nd~d+WN•-I~-IMmWC-Od'WCO d'd'm NNr-V ~O MI~6~MMrl ri ri Ml~rl o0 Off, 0I Mt6NHW61M 611D m1~H V W M h kD lfl t tMM 7HNHd' W M C co M Ln toN M OD N t~ HMN'_1 V~ N U I OIM OD MNmd'tn C, LD NOH d'tn H lo lo M M M O W m O\ O M d' O C,) M Ln N 1010 h HH COM ITN HN ~ I HN N Cl W t` M UN N H OloM N H W 01 M (N 0) H H MW Lo to W H N N d' Ln M t`'14,11 M M M NHm C; C. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 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