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HomeMy WebLinkAboutMin 02-17-99MINUTES OF THE UKIAH CITY COUNCIL Regular Meeting Wednesday, February 17, 1999 The Ukiah City Council met at a Regular Meeting on February 17, 1999, the notice for which had been legally noticed and posted, at 6:30 p.m. in the Civic Center Council Chambers, 300 Seminary Avenue, Ukiah, California. Roll was taken and the following Councilmembers were present: Councilmembers Libby, Baldwin, Ashiku, Kelly, and Mayor Mastin. Staff present: Customer Service Supervisor Archibald, Public Utilities Director Barnes, Community Services Director DeKnoblough, Assistant City Manager Flad, Risk Manager/Budget Officer Harris, Police Corporal Heitkamp, City Manager Horsley, MIS Coordinator Klingbeil, Associate Planner Lohse, Police Detective Sergeant McCutcheon, City Attorney Rapport, Fire Chief Sandelin, Planning Director Sawyer, Deputy Public Works Director Seanor, Firefighter/Paramedic Sprehn, Senior Planner Stump, Police Chief Williams, and City Clerk Ulvila. 2. PLEDGE OF ALLEGIANCE Councilmember Ashiku led the Pledge of Allegiance. 3b. PROCLAMATION: March 2, 1999 as Read Day and Support of Read Acros~ America Mayor Mastin read the proclamation designating March 2, 1999 as Read Across America Day in support of Read Across America. Janice Lombardi accepted the proclamation on behalf of the Ukiah Teachers Association and thanked Council for their endorsement. She noted that students who read at home do better in schools. 3c. PRESENTATION - The Shade Brigade Phyllis Curtis reported that The Shade Brigade has planted 31 trees in the downtown area. A second grant has been obtained, in the amount of $3,800 to plant trees in the parking lot north of the library on Main Street. She advised that the Willits RELEAF organization has given The Shade Brigade their non-profit status as Mendocino County RELEAF as well as money remaining in their treasury. She requested, on behalf of The Shade Brigade, that the City Council approve the demolition of the buildings on Main Street so that the entire parking lot can be planted at the same time. A shaded pedestrian walkway will be provided out of the parking lot, as well as a shaded corridor from the parking lot to the downtown area. City Manager Horsley discussed the significance of being designated the California RELEAF Program sector in Mendocino County as there is a greater opportunity for grants, educational materials, and other benefits with this designation that cannot be obtained otherwise. Councilmember Baldwin thanked The Shade Brigade for their work in the community and inquired if there would be an impact to trees planted along State or Perkins Streets, in the future with the undergrounding of utilities. Ms. Curtis acknowledged there may be an impact to trees with the undergrounding of utilities, however, she felt there is a larger problem with the City obtaining funding to complete the undergrounding. 3d. PRESENTATION - C.O.P.S. Chief Williams advised that the Police Department presentation contains an overview of community oriented policing and some of the things the Department is doing to implement the philosophy for the betterment of the Department and the City. He introduced Detective Sergeant John McCutcheon and Corporal Greg Heitkamp, as well as Rosalie Olquin who was hired under one of the C.O.P.S. grants' to administer the program. Detective Sergeant McCutcheon advised that community policing is a philosophy and an organizational strategy promoting a partnership between people and their police. Groups that must work together to ensure the success of community policing efforts are February 17, 1999 Page 1 of 14 the Police Department, the community, civic leaders, elected officials, the business community, agencies such as social services or public health officials, and the media. Community-oriented policing involves empowering the officer so they can have the freedom to be creative and work with ithese groups to find long-term solutions for problems. He reported that their computerized/ presentation to Council was made possible through the Police Department's improved relationship with the Ukiah Unified School District who allowed them the use of their compUter projecting equipment. / He reported that the Ukiah Police Department applied for, and received, federal funds designed to place more officers on lhe streets in the City. Funds are available for three additional positions to create a community oriented policing team that will focus on long- term solutions for problems within the City. Their new title will be called the Community Response Team. The Police Department also obtained funding for a non-sworn position and Rosalie Olquin will be a suppod clerk for the Community Policing Team and assist coordinating the projects that will be handled by officers in the field. Corporal Heitkamp discussed the Community Response Team and advised that Police Officers will act as facilitators and take a broader look at problems in the community. A survey was conducted which identified gangs, drugs, and traffic as the main problems in the community. He gave a visual presentation of problem areas in the community showing before-and-after photos of the sites. He discussed potential traffic safety hazards and congestion at Yokayo School. Withi- improved curb markings in the area, the installation of an access gate to the sidewalk, te~ to parents to gain cooperation, the Department presence at the site. Th( school, a reduced need for Polict complaints of parking tickets, all parti~ a reduction of liability to the City in ~chers assisting with traffic control, and flyers mailed situation has resulted in a reduced need for Police benefits improved safety for children when leaving Department presence in the afternoon, reduced ,s involved took part in a solution to the problem, and )roactive problem solving. Police Chief Williams stressed that, although the City has a team established through grant funding, this philosophy prevails throughout the entire Police Department employees. Councilmember Kelly inquired about Pomolita School's involvement with regard to the Police Department. Police Chief Williams reported that another grant was received in partnership with the Ukiah Unified School District whereby five students are hired to work with members of the Department to put together surveys and to address a specific problem with Pomolita School, which was truancy. These students plan to give a presentation to Council in April. 4a. APPROVAL/CORRECTION OF MINUTES - Reoular Meeting of February 3, 1999 Councilmember Libby recommended a correction to ~3age 13, first paragraph beginning with "Councilmember Baldwin," that the second sentence should read: "He conferred with Mayor Mastin and ...". MIS KellylAshiku to approve the minUtes of the Regular Meeting of February 3, 1999, with the noted correction, carried by the following roll call vote: AYES: Councilmembers Libby, Baldwin, Ashiku, and Kelly. NOES: ! None. ABSTAIN: Mastin. ABSENT: None. 5. RI(~HT TO APPEAL DECISION Mayor Mastin reviewed the appeal 6. CONSENT CALENDAR MIS KellylAshiku approving Items ~ a. Approved Disbursements for the b. Rejected Claim for Damages Re Referred to Joint Powers Author c. Approved City Council Action D Budget; d. Adopted Resolution No. 99-32 Establishing a County Facility In 3rocess. t-h of the Consent Calendar as follows: Month of January 1999; ceived From.Marc ¢. Mitchell and Candi Snow and ty, Redwood Empire Municipal Insurance Fund; ates Within the Schedule For Fiscal Year 1999-00 Waiving The 60-Day Notification Requirement For The City, Pursuant to Government Code [}25351; February 17, 1999 Page 2 of 14 e. Approved Contract With Preservation Services For The Preparation of An Updated Historical and Architectural Resources Survey; f. Awarded Bid for Liquid Ferric Chloride to Kemwater For The Sum of $320.00 Per Dry Ton; g. Awarded Bid For Annual Contract For Chlorine Products to Sierra Chemical Company For The Sum of $54.49 For 150 Pound Cylinders and $279.00 For One Ton Containers; h. Approved Lease Agreement with M.P. Mountanos for Lease of Airport Hangar and Authorized the City Manager to Execute Agreement. The motion carried by the following roll call vote: AYES: Councilmembers Libby, Baldwin, Ashiku, Kelly, and Mayor Mastin. NOES: None. ABSTAIN: None. ABSENT: None. 7. AUDIENCE COMMENTS ON NON-AGENDA ITEMS Justin Capri, member of the Skateboard Park Committee, advised that they have constructed a clay design of the Skateboard Park which is on display in the foyer for viewing. He was accompanied by Jim Lacey, architect for the Skateboard Park Committee. 8. PETITIONS AND COMMUNICATIONS 8a. Corresoondence From Fort Bragg Disposal and Solid Wastes of Willits. Inc, Regarding Landfill Hours of Operation City Manager Horsley advised that correspondence has been received from Fort Bragg Disposal and Solid Wastes of Willits, Inc. regarding the City Council's decision made on October 7, 1998, that the landfill would be open at 8:00 a.m. to commercial haulers in the new service area. Currently, the commercial haulers in the old service area are allowed to enter the landfill at 7:00 a.m. Both Fort Bragg Disposal and Solid Wastes of Willits, Inc. were informed of the public hearing late in the afternoon of October 7, 1998 and were unable to attend that meeting. They have requested the matter be placed on the agenda so that they can make their concerns known to the City Council for reconsideration. Mr. Jerry Ward, owner of Solid Wastes of Willits, Inc., advised that he attended the City Council meeting in August 1998, during discussions of the Ukiah Transfer Station as well as the hauler hours at the Ukiah Landfill. He expressed his concerns to Council at that time that haulers in the old service area, which includes Fort Bragg and Solid Wastes of Willits, be allowed to enter the landfill at 7:00 a.m., along with haulers in the new service area. He was informed by Public Works Director Kennedy that his presence at the October 7, 1998 public hearing would not be necessary, and so he did not attend that meeting. At that meeting the City Council approved the E.I.R. for the Landfill and kept the hauler hours in the old service area for entering the landfill at 8:00 a.m. He felt that the 8:00 a.m. designation provides a hardship for his company, as well as Fort Bragg Disposal because they travel farther distances to get to the Ukiah Landfill than haulers in the new service area. Additionally, in the summertime they need to haul three or four debris boxes in one day, taking approximately two hours round trip, per box, which limits the amount of trucks that can travel to Ukiah during the window of 8:00 a.m. - 3:30 p.m. Speaking for his company and Fort Bragg Disposal, he requested Council allow them to enter the Landfill at 7:00 a.m., along with other refuse haulers. He did not think the additional hour per day would create a hardship for neighbors of the Landfill during the summer months. He felt that both Fort Bragg Disposal and Solid Wastes of Willits have been good customers of the City of Ukiah over the years. He discussed the closure date for the Landfill being extended to November 2000, and opposed construction of the transfer station this year. Mayor Mastin inquired if Mr. Ward's request for extended hours is limited to summer months. Mr. Ward advised that he would prefer that the Landfill allow his company to enter at 7:00 a.m. in both summer and winter, however, he would be happy to have the hours extended for only the summer months. He discussed the matter of haulers not being allowed to enter the Landfill on a holiday, even though the haulers have local pick-ups on those days. Discussion followed concerning the matter and Consensus of Council was to have the matter agendized on a future agenda for reconsideration. February 17, 1999 Page 3 of 14 3a. PRESENTATION: Introduction Of New Employee Mike Todd, FirefiphterlParamedic Fire Captain/Paramedic Sprehn advised that he is pleased to have Firefighter/Paramedic Mike Todd with the Department. Mike Todd has been a firefighter for six years and a paramedic for two years. He resides in Santa Rosa with his wife and two children. He considers firefighting a "lifestyle, not a job" and brings experience in construction which can be a very valuable resource in fighting fires. FirefighterlParamedic Todd advised that he is happy to be employed with the Ukiah Fire Department and hopes to have a long career in Ukiah. 9. UNFINISHED BUSINESS a. Report On The City_ of Ukiah Low Income Assistance Proarams. City Manager Horsley advised that this matter was placed on the agenda to keep Council informed of the City's new programs Council approved in the past year. Customer Service Supervisor Archibald reported on the success of the City's Low Income Assistance Program and Senior Citizen Low Income Discount Rate Program to assist Iow income customers with their electric charges on their City utility bills. The City has been able to help triple the amount of households which were reported by Relief for Energy Assistance through Community Help (R.E.A.C.H.) in 1997. The City has also developed a good working relationship with the Salvation Army and everyone seems very pleased with the program. The City is currently contracting with the Salvation Army, and noted that they were already in place and have personnel available to qualify citizens of Ukiah for the R.E.A.C.H. Program. City Manager Horsley advised that the Salvation Army performs this function for several utilities and noted that the City's cost is very Iow. She discussed the availability of funds for the programs, noting that funds not used in one year will be placed in a reserve fund to accumulate. The funds will be allocated until the year 2005 and additional funds may continue to be received. This will greatly assist in continuing the program for future years to come. Councilmember Baldwin inquired as to what percentage of people qualify, but do not ask for assistance. Customer Service Supervisor Archibald advised that she did not have statistics available regarding Councilmember Baldwin's concern, however, she would contact the Department of Social Services regarding the matter. She reported that she is monitoring the City's programs. Councilmember Libby inquired if applications are available at the Senior Citizens Center for the Senior Citizens Program. Customer Service Supervisor Archibald reported that applications have not been placed at the Senior Citizens Center, however, she will provide them with applications and information about the Program. Consensus of Council was to accept the report on the City of Ukiah Low Income Assistance Programs. 9b. Discussion of Alternate ~ite for Recreation Center (~rant Proposal City Manager Horsley advised that Council previously discussed the Recreation Center Committee (Committee) working on a grant to be used for construction of a recreation facility. The applications are due by March 12, 1999 and one of the requirements of the application is that proof is shown that there is land available for the Recreation Center. The Committee prefers the Montgomery Wards (Wards) site, however, until the Ukiah Unified School District (School District) is able to finalize negotiations, they can only say that the site is tentative. They need to identify a site on the grant application that would be available to them, especially if the Wards site did not work out. One of the first suggestions was Oak Manor Park. She spoke to the grant writer, Kathy Hopper, as well as the Department of the Youth Authority (DOYA) about the proposed size of a gym and February 17, 1999 Page 4 of 14 the need for parking. She also discussed the possibility of using the Langley property. In speaking to DOYA, she was advised that the grant should be site specific. If for some reason the site did not work out and the funds were awarded, DOYA would work with the group if they find a new site, and transfer the grant funds to the new site. The Langley property was discussed as a potential site. Dr. Marvin Trotter, member of the Recreation Center Committee, advised that the state funds were reduced from $100 million to $25 million and applicants are allowed up to $3 million per site. He felt this is a good opportunity to acquire funds for construction of a Recreation Center in the Ukiah Valley. North Coast Opportunities (NCO) is the applicant and many groups have been working together to establish the need and to identify groups of individuals who would be served by this type of facility. Of upmost importance is the need to identify the site where it will be located. It is their hope that the Wards site will be available, however, if not, another site needs to be determined. It is imperative that they identify another site in the grant application. He met with Ukiah School District Superintendent Kim Logan and the School District is agreeable to having the Recreation Center next to the new Elementary School, wherever the site is located. However, the Wards site has not been finalized by the parties involved. Councilmember Baldwin queried Dr. Trotter regarding the Needs Assessment Report and if the activities planned for the Recreation Center would be compatible with the proposed elementary school at the Wards site. In reviewing the Needs Assessment Report, he did not see an inventory of existing facilities, such as meeting rooms and the degree to which they are currently being utilized at all hours. Dr. Troffer advised that the Needs Assessment conducted under a Community Development Block Grant (CDBG) with the City a year ago is different from the Needs Assessment required on the grant application for the Recreation Center. He advised that the Needs Assessment Report, dated December 30, 1998, is an overview of the CDBG rather than the DOYA grant. He advised that the Needs Assessment was sent to many community organizations to list their needs. A review was made of existing facilities in the community, many of which have a waiting list for participation in activities. Due to lack of space, they are unable to meet those needs. He advised that many sites have been considered but all are not suitable for their project. Councilmember Ashiku inquired as to the amount of money available for land acquisition for the Recreation Center. He expressed his concern that they are requesting Council to name a site, with no assurance that the site will be available to them should they receive the grant. Dr. Trotter advised that they will know by June 1999, if they are awarded the grant. The $3 million in grant funds could be used for construction of a building or land acquisition, however, not more than 25% of the funds can be used for administration overhead. It was his opinion that negotiations with the School District and property owner of the Wards site will be finalized in order for them to use that site for the Recreation Center and that the alternate site that Council designates would not be needed at all. He noted that should the negotiations for the Wards site fail, they would come back to the City Council to have an alternative site designated. City Attomey Rapport inquired as to what assurance needs to be given in the application with regard to a specific site for the grant. He questioned what decision is being asked of Council at this meeting. Dr. Trotter advised that he spoke to DOYA regarding the possibility of eminent domain proceedings with the School District for the Wards site. DOYA informed him.that if the School District is willing to say they are going to do eminent domain, then that would be adequate. They would not need to show proof of ownership or for the City to sign property over to the non-profit agency. City Manager Horsley advised that it is her understanding that DOYA expects a letter from the City specifying that a specific site is being made available to them, in addition to February 17, 1999 Page 5 of 14 providing photos of the property, and identifying where on the property the Recreation Center would be built. The project design would also be included. Councilmember Ashiku expressed concern with the City's commitment to a specific site, and that the City cannot make a commitment on property which they do not own, such as the Langley property. Councilmember Kelly advised that the worse case scenario would be that the agency would be allocated $3 million and not want to locate the Recreation Center on the Langley property. If that were the case, another location would need to be determined. It is her understanding that the City could submit a letter saying that, should the grant funds become available, the City is committing this property for this specific purpose. However, other properties can be substituted if that property proves to be unsuitable for that purpose. Extensive discussion followed concerning the amount of control that the City has over the Langley property and potential uses. City Attorney Rapport advised that it is his understanding that, given the City's agreement with the Langley's, the City could not give that property to someone else. He inquired if the City could state in the letter to DOYA that the City would make the Langley property available provided that the City is able to negotiate a satisfactory purchase agreement with the grant applicant. City Manager Horsley reported that she would need to discuss the City Attorney's concerns with the grant writer. She advised that DOYA specifically told her that if, for some reason, that property became unavailable, they would work with the nonprofit agency and the grant could be transferred to another property. She noted that the "target group" would encompass the Ukiah Valley. City Attorney Rapport expressed concern that the Langley property is owned by the City's Redevelopment Agency and Council does not have the authority to make such a commitment on behalf of the Redevelopment Agency. At some point, Council will need to take action on the matter, but should the Wards site not be available, nor any other site, he was unsure of the commitment that the City needs to make in order for the grant application to be submitted. He reminded Council that the City's Redevelopment Agency negotiated the Oak Manor property to the School District in order to get the Redevelopment Plan approved. The City then bought the property back from the School District for over $600,000 in order to preserve the property as a park for the area. He noted that there has not been a public hearing to allow residents of the area to react to the project. He felt that it would be a significant decision for Council to commit Oak Manor Park for the project site for the Recreation Center and that he would like to review the grant application prior to its submittal. Discussion followed concerning alternate sites of Oak Manor Park, the Langley property, and the Wards site. It was noted that the School District does not currently own the Wards site. Other concerns were expressed regarding Oak Manor Park traffic, parking considerations, and the height of the proposed gym. Concern was also expressed for keeping the residents in the neighborhood informed of any change in activities at that location. It was noted that Oak Manor Park is currently used for soccer games and other activities. There was further discussion regarding the possibility of bringing the matter back for Council's consideration at their March 3, 1999 meeting, which would allow the nonprofit agency to meet their March 12, 1999 submittal deadline. Mayor Mastin discussed the possibility of considering the Riverside Park property as an alternative site. Motion by Ashiku that the City Attorney review the grant application and draft a letter with the Ukiah Valley Cultural Recreation Center reciting a mutually agreed upon purchase price, and analyze the City's commitments with regard to using the Riverside Park property on the grant application, and that the City Attorney review all documents to ensure Council's concerns are met. February 17, 1999 Page 6 of 14 Motion withdrawn by Councilmember Ashiku. Discussion followed concerning negotiating a purchase price for the Riverside Park property if it is determined that it is an adequate site for the Recreation Center. Assistance in finding an adequate site was also pursued as well as the actual commitment that the City would need to make at this time. The planning of the Recreation Center over the years and whether the City should provide property for the project was debated. Council further discussed the provision in the General Plan related to the City providing property for a Recreation Center. Councilmember Kelly summarized the situation by saying that, in applying for the $3 million grant, the City is being asked to make a commitment to find a site for the Recreation Center, if the funding is granted. Discussion followed concerning the meaning of the word "commitment," and if it means the price of property for a future purchase or the purchase of existing property. Councilmember Baldwin stated that he had previously assumed that once the Recreation Center was constructed, the City would operate it. He expressed concern with the Needs Assessment Report, noting that with the recent facility acquired by S.P.A.C.E., the needs of the community may have changed. He felt additional information is necessary before he could make a decision on the project. Councilmember Kelly discussed the prior City Council's commitment to the project and discussed the CDBG grant. She expressed her concern for the group which is pursuing the grant application, and if the City is not partnering with them, then it is not fair to them. She preferred that Council give direction to staff that the City's best options for pursuing funding for this project be brought back to Council in order to take definitive action at the March 3, 1999 meeting. She felt that the City will benefit greatly by the project and should stand behind the project. MIS KellylAshiku directing staff to provide Council with the best options for satisfying the applicant's needs in identifying backup property for the Recreation Center in case the Wards site does not work out, provide Council with options in order for them to take a definitive action to support the applicants in their grant application and provide sufficient information so the new Councilmembers, who are relatively new to the project, feel oriented to the project as a whole; and directing staff to agendize the matter for the March 3, 1999 City Council meeting. Councilmember Baldwin discussed the need to know what management and funding concepts of the non-profit agency would entail. City Manager Horsley advised that the City has been trying to get this information for the Recreation Center, noting that the CDBG grant provided information in this area. She will provide Councilmember Baldwin with this information. Consensus vote of Council approved the motion. 10. NEW BUSINESS a. Adoption of Resolution Approving the Negative Declaration and Adopting the City of Ukiah Bicycle and Pedestrian Master Plan Senior Planner Stump advised that funding for the project was received from funds received from the KMART project. Council imposed a condition on the KMART project that they pay into an Air Quality Offset Fund and the funds would be used to maintain appropriate air quality levels in the Ukiah Valley. After some deliberation, Council made a decision that the Bicycle and Pedestrian Master Plan, and the use of some of those funds for grant matching funds, would be an appropriate way to satisfy the purpose and intent of the condition on the KMART project. A consultant was hired to assist staff in the preparation of the Plan. An ad hoc Advisory Committee was formed and a series of successful community workshops took place. The Planning Commission reviewed the Plan and made minor changes, which are included in the Staff Report. He gave an overview of the plan and reported that a positive response to the Plan was voiced by February 17, 1999 Page 7 of 14 community members at the Planning Commission's hearing last month. The Planning Commission recommends the City Council adopt the Plan and the Negative Declaration. Even though this matter is not a Public Hearing, he recommended Council open the meeting for discussion from the audience regarding their comments on the Plan. Mike Jones, a consultant with Alta Transportation Group, presented a summary of the plan through a slide presentation. He thanked staff and the Advisory Committee for all their assistance and input. He advised that bicycling and walking are the two most preferred forms of exercise in the United States. A needs analysis was conducted with public workshops as well as spending time in the field assessing existing conditions for walkways and bike lanes in the community. He discussed the goals and objectives, existing conditions, circulation strategy, the range of design and performance standards, and the implementation and financing of the Plan. An accident analysis was reviewed and attention was given to where safety improvements could be made. The bicycle activity corridors were also identified as well as pedestrian activity areas and this will assist in making functional improvements. Some of the major issues that Ukiah must address to become a bicycle and pedestrian friendly city are safety, access, quality of life, an effective implementation program, education services, enforcement, engineering, and to obtain Ukiah's fair share of funding. The expected benefits of the Master Plan would be to save lives, provide needed facilities and services, improve quality of life in Ukiah, and to have additional sources for implementation. He discussed funding sources and the process of identifying the top projects for the Master Plan, with criteria such as servicing schools, providing recreation benefits, and serving employment centers. The top five proposed projects were identified as: 1) Northwestern Pacific Railroad Trail, 2) Clay Street-Peach Street-Gibson Creek corridor, 3) The Gobbi Street corridor, 4) the Western bikeway corridor, and 5) Orchard Avenue-Brush Street corridor. He discussed bicycle parking and other facilities which can be implemented with new developments over a period of time. The pedestrian improvements focus on the downtown pedestrian district such as design guidelines, an arterial street crossing program, and pedestrian street enhancements. A funding and financial strategy plan for the City was conducted noting that cities traditionally do not rely on General Fund money, and felt that the majority of the funding would be derived from Federal and State sources. He discussed the 5-year strategy for the main projects and costs involved and identified the Northwestern Pacific Railroad Trail as the most costly to fund. Discussion followed concerning funding sources, such as TEA-21 funds where counties have more discretion as to how the money will be used. Mr. Jones advised that they operate under the assumption that cities are strained financially and stressed the importance of planning ahead for projects, noting that outside funding sources require a local match in funding projects. Senior Planner Stump advised that the Plan is not a direct policy document mandating the City Council to implement everything in the Plan on a specific time schedule but rather a plan for the community to implement when funds become available. Some State and Federal grant funds can cover up to 85% of the total cost for improvements envisioned in the Plan. He noted that Council's commitment to the Plan would be the allocation of 10% matching funds as staff applies for grants. Councilmember Baldwin queried staff regarding any discussions with Mendocino County's Planning Department on the northern extension of paths, such as the route to Mendocino College. Senior Planner Stump noted that the County's Planning Department was invited to sit on the Advisory Committee, however, they were understaffed and did not send a representative. City staff will continue communication with them to coordinate their planning with the City's. Associate Planner Lohse discussed the "A" route to Mendocino College as being a primary objective. Another route would run parallel with the railroad tracks. An alternate (back) route through the vineyards to Mendocino College would require an easement across valuable vineyard property. As the lands became more valuable, the route dropped February 17, 1999 Page 8 of 14 on the priority list. He reported speaking with Mr. Ford in he County's Department of Transportation and they are currently working on the circulation for the County. His staff is making a recommendation that the County include bicycle and pedestrian facilities that connect to those that the City has generated. There was discussion of why the Oak Street to Bush Street route, along the creek, is not a priority and it was noted the path would be very narrow and cause safety concerns. The formula that MCOG adopted for allocation of funds to cities in the County was discussed. It was noted that MCOG funds would not require matching funds from the City. Planning Commissioner Jennifer Puser discussed federal and state grant funds requiring 5% matching funds. MIS KellylAshiku approving the Planning Commission's recommended changes to the Bicycle and Pedestrian Master Plan, carried by the following roll call vote: AYES: Libby, Baldwin, Ashiku, Kelly, and Mayor Mastin. NOES: None. ABSTAIN: None. ABSENT: None. MIS Ashiku/Kelly adopting Resolution No. 99-33 approving the Negative Declaration and adopting the City of Ukiah Bicycle and Pedestrian Master Plan, carried by the following roll call vote:AYES: Libby, Baldwin, Ashiku, Kelly, and Mayor Mastin. NOES: None. ABSTAIN: None. ABSENT: None. Planning Commissioner Puser advised that Federal and State government funding sources have found that it is cheaper to allocate some of their transportation funding for bike paths, rail, and other modes of transportation other than highways. Prior to applying for any grant funds, a Plan must be in place, especially with the California Bike Lane Account. At the State and Federal levels, more money has been appropriated each year. At the local level, MCOG has more jurisdiction than ever before, and noted that 5% of this money will be allocated toward bike and pedestrian paths. It was her opinion that the Plan should be implemented within 20 years. 10d. Approval of Agreement with Mendocino County for Juror Parking and Authorization of the City Manager to Execute the Agreements Community Development Director DeKnoblough advised that, based upon prior direction by the City Council, staff pursued negotiations with the County of Mendocino and Mendocino County Courts to complete an agreement for the provision of juror parking within the Downtown. Obtaining an agreement with the County to provide parking for individuals visiting Ukiah in order to perform their jury duty obligation has been a long term goal of both agencies. The specific number of jurors requiring parking will vary from day to day and from trial to trial, however, the County has tracked jury participation through 1998 and estimated that the average weekly number of jurors should be approximately 42, but the actual daily number may vary. In accordance with the agreement, the County will provide the City with monthly reports of the actual number of jurors called and the City shall bill the County quarterly at the rate of $.50 per day per juror, which is based upon the County's attendance rate during 1998. The jurors would have instructions and a map outlining the areas where they can park. The area excluded would be the 90-minute time zones which that are bounded by Oak, Henry, and Clay Streets. The other parking around the perimeter of that core and long term or metered parking, is currently being used by the jurors and they can continue this use with their parking permit. He discussed the permitting of 19 parking spaces in parking lot C for the Grant Jury. Eric Labowitz, presiding Superior Court Judge, thanked staff for working with the County and the Court to work out an arrangement for juror parking. He noted that judges have wanted to have juror parking for years. It has been disruptive for jurors to leave the court to put money in parking meters or to move their vehicles. He noted that previously, some jurors parked in the commercial zones in the downtown area, taking away parking from merchants. He is very supportive of the new parking arrangement and hopes it will revitalize the downtown area. Discussion followed concerning parking problems in the downtown area involving employees parking in front of businesses and jurors utilizing parking spaces closer to the February 17, 1999 Page 9 of 14 Courthouse. Employees are encourage to park in parking lots and an agreement was made between the County allowing their employees designated areas in the parking lots. With these agreements in place, it was felt that parking problems are beginning to diminish. It was noted that with the new parking agreement, there should be less parking tickets, therefore a decrease in revenues. MIS Kelly/Libby approving agreement with County of Mendocino for juror parking within Ukiah Parking District #1 and authorizing the City Manager to execute the agreements, carried by the following roll call vote: AYES: Libby, Baldwin, Ashiku, Kelly, and Mayor Mastin. NOES: None. ABSTAIN: None. ABSENT: None. Recess: 8:45 p.m. Reconvened: 8:50 p.m. 10e. Ap=rove Issuance of a Request for Quotations for a Citywide Computer Hardware/Technology Needs Assessment and Plan MIS Coordinator Paulette Klingbeil advised that she is requesting City Council approval to issue a Request for Quotation (RFQ) for a Citywide needs assessment and plan specific to computer hardware and technology. Currently, the City of Ukiah, excluding the Police Department, utilizes computer hardware that is very much outdated. At least one third of the personal computers used by City staff are of the 486 class. The second third are the first generation Pentium class, and the remaining third is of the second generation Pentium class. Of the total computers in use, excluding Public Safety, approximately one-third of the total are connected via pier to pier networking. However, the PC's suffer such degradation of resources that it is more efficient for them not to log onto our network. There are minimal E-mail capabilities to both send and receive. Windows applications are almost non-existent, and use of the Internet by administrative staff is limited to a single machine. These handicaps severely impact our abilities to interact with residents, businesses, and other governmental entities as many will not use the postal service anymore, requiring electronic mail for communication instead. It was her opinion that a comprehensive analysis of the City's technological needs is necessary. Development of an overall picture of the requirements and desires of the various departments and incorporation of these components into an implementation plan will provide the most efficient resolution to this situation and eliminate misdirection and redundancy. Improvements will entail significant expenses and every aspect of the system must be evaluated prior to new purchases. She did not know what the cost for the assessment and plan would be, however, in speaking with a consultant, she was advised it would be approximately $10,000. An assessment and plan will enable the City to clearly see where we need to be, technology wise. City Manager Horsley advised that currently the City only has Internet service on one computer. Many agencies and business are only providing their information through the Internet. E-mail messages are received on that computer and a staff member has to retrieve all messages, then distribute them to staff. Before the City embarks on upgrading the system, an assessment of the current situation needs to be completed and the formation of a plan for the City to work toward in the coming years. Councilmember Kelly suggested staff contact the League of California Cities Library with regard to resources available from other cities concerning similar assessments and plans. She discussed the option of staff conducting a survey of needs rather than hiring an outside person. She commented on the recent upgrade of the Police Department's computer system. MIS Coordinator Klingbeil discussed the Police Department's upgrade and noted that mistakes were made and it has been costly to get back on track. It would cost less to have a staff member do the study, however, it would create a hardship on that person to attend to their daily work schedule in addition to completing the study. She recommended the consultant should not be a vendor. Discussion followed concerning the need to be on the cutting edge of technology. February 17, 1999 Page 10 of 14 Consensus was that an adequate assessment is vital and that the consultant not be a vendor. It was noted by staff that most staff members have basic computers, and do not have the capability to E-mail each other or log onto the Internet. It was noted that staff has signed an agreement that they will only use the Internet at City Hall for business purposes and not for their own personal use. The efficient use of sending documents via E-mail was discussed. MIS Kelly/Libby approving issuance of a Request for Quotations for a City-wide Computer Hardware/Technology Needs Assessment and Plan, carried by the following roll call vote: AYES: Libby, Baldwin, Ashiku, Kelly, and Mayor Mastin. NOES: None. ABSTAIN: None. ABSENT: None. 10f. Discussion of Cit_vwide Y2K Planning Report Assistant City Manager Flad updated the City Council on the progress of staff's Year 2000 (Y2K) compliance efforts. The Y2K Program is based largely on the compliance guidelines provided by the State of California Office of Emergency Services (OES), and the State of California Department of Information Technology (DOIT), and is divided into six action items: Training, Assignment of a Y2K Coordinator, Compliance Plan Development, Compliance Plan Implementation, Collaboration with External Service Providers, and Awareness and Communication. The recommendations of OES and DOIT were combined, adapted, and in some cases simplified to meet the specific needs of the City of Ukiah. A Y2K Task Force has been appointed which includes the City Manager, himself, and staff members from each department. He reported that Rick Paige, of Mendocino Emergency Services Authority, has provided training to staff. Mr. Flad reported that, as the Y2K Coordinator, he is responsible for coordinating internal and external communication, increased Y2K awareness, and to coordinate collaboration with other agencies. He discussed the Y2K Planning Calendar which includes Assessment, Compliance Evaluation, Prioritization of Critical Systems, Vendor Certification, Compliance Testing, and Contingency Planning. He also discussed post Y2K evaluations. Most of the inventory is complete and many items have been tested or proven to be Y2K compliant. They will now prioritize the service systems and will begin testing the more critical systems of the Police , Fire, Water, and Sewer Departments. Their goal is to have all systems Y2K compliant by mid-summer of this year. He reported that the City's Accounts Receivable program is not Y2K compliant and is currently being upgraded. He discussed the domino effect to other accounting systems in the City. A contingency sub-committee has also been formed to look at ways to manually override systems or have a contingency plan in place to be ready in case of an emergency. With the goal of providing safe and reliable service, the City will staff a Y2K Operations Center on New Years Eve and New Years Day. While staff is working to prevent any interruptions in service, personnel and contingency plans will be ready to implement rapidly should a problem occur. He advised that the City Manager has notified all Department Heads that no vacations will be allowed during the Y2K roll over period. He advised that both OES and DOIT recommend collaborating with community partners. Externally, staff is coordinating with the Chamber of Commerce Y2K Task Force, MESA and major service providers. Public forums have been conducted with good citizen response and more are planned. Staff will prepare press releases for the Ukiah Daily Journal and continue to work with MESA, the Chamber of Commerce, Mendocino County and local service providers to keep everyone informed. Patrick Bernstead, Ukiah resident and representative of the Red Cross, discussed preparation for Y2K with regard to disaster preparedness and mitigation. The Red Cross is advising residents to prepare for a week without services, however, with Ukiah's remoteness to other cities in California which supply Ukiah goods, he felt that a month would be more realistic. The Red Cross has initiated the Adopt-A-Neighbor Program and is working with Rick Paige, as well as getting people cross trained to be Red Cross/Disaster Action team members and be qualified to call in any resources Red Cross has that the City or County may not have. It would be good if the City had a contingency plan so that Ukiah could produce a minimal amount of electricity should P.G.&E. fail to supply electricity for February 17, 1999 Page 11 of 14 any period of time. The Red Cross would like to be actively involved, especially with the Operations Center Plan. They usually open the shelters and would like to have six different shelter areas available in Ukiah established. He felt that the Red Cross is not entirely in the loop of things in the community, but that is subject to change in the near future. Consensus of the Council was to approve the Citywide Y2K Planning Report. 10b. Consideration of Compensation for City Clerk Compensation and Approval of Budget Amendment Mayor Mastin inquired of the City Attorney if there would be any constraints with the City Clerk taking the minutes on this item. City Attomey Rapport advised that there would be no constraints as the City Clerk would not be making the decision. City Manager Horsley advised that in 1997, the City Council wrestled with the subject of how to compensate or increase the compensation of the City Clerk. At that time, the compensation for the City Clerk had not been increased for seven years. Much of the concern surrounding this matter related to the amount of time the City Clerk was in the office and available to the public, the fact that it was an elected position and what criteria would be used to determine a salary increase. In 1997, it was agreed upon by the City Council, City Manager, and the City Clerk that since the City Manager worked so closely with the City Clerk, that they would meet and discuss various issues. The City Manager would then present a recommendation to the City Council. At that time, Colleen Henderson was City Clerk and left the City prior to the annual discussion. Marie Ulvila has been City Clerk since June, 1998 and since that time she has proved to have excellent skills and demonstrated great professionalism. Many comments were received from the public regarding her quality of service. She is very innovative in her organizational skills and has prepared an operational manual for the City Clerk's Office. She keeps staff informed of matters and cooperates with staff members. The City employee units received 4% for the 1998 year, partly because they did not receive an increase for two years due to a budget crisis. The City Clerk's position did not receive an increase until last year when the City Council made a decision to keep the salary in the same range as an administrative secretary salary, on an equivalent hourly basis. This would require a Budget Amendment in the amount of $434 for the remaining of the fiscal year. Councilmember Libby advised that, as a new City Councilmember, she has found City Clerk Ulvila to be helpful and pleasant to work with. MIS KellylAshiku to introduce by title only Ordinance amending Chapter 3, Article 5, Section 350 of the Ukiah Municipal Code regarding City Clerk Compensation, carried by an unanimous Voice Vote. City Clerk Ulvila read the Ordinance by title only. MIS Kelly/Ashiku to introduce Ordinance of the City Council of the City of Ukiah Amending Chapter 3, article 5, Section 350 of the Ukiah Municipal Code Regarding City Clerk Compensation, carried by the following roll call vote: AYES: Libby, Baldwin, Ashiku, Kelly, and Mayor Mastin. NOES: None. ABSTAIN: None. ABSENT: None. 10c. Approval of Stipulated Order of Compliance and Agreement No. 99-01 for the Completion of Final Closure and Post Closure Maintenance Plans for the Ukiah ~olid Waste Landfill Deputy Director of Public Works Seanor advised that the Stipulated Order of Compliance and Agreement No. 99-01 which sets forth completion dates for the submittal of Final Closure and Post-Closure Maintenance Plans for Ukiah's Solid Waste Landfill is submitted for Council's approval. As required by Solid Waste regulations promulgated by the California Integrated Waste Management Board (CIWMB), final plan documents for closure and post-closure maintenance are to be submitted to the CIWMB two years prior to the anticipated closure date for the Landfill. The closure date for Ukiah's Landfill will most likely move to November 2000 from the established date of May 2000 because of potential delays to the completion of the pending Solid Waste Transfer Facility. Due to staff work February 17, 1999 Page 12 of 14 load and other higher priority projects, the process did not meet the deadline of November 1998. At the request of the Local Enforcement Agency (LEA), Staff submitted a schedule outlining new time frames for the submittal of the required plan documents. He discussed the time line for the Request for Proposal (RFP) and completing the documents. He noted that failure to comply with the deadlines contained in the Stipulated Order may lead to the imposition of a civil penalty. The Closure and Post-Closure Maintenance Plans are planning documents and their purpose is to provide a basis for the Landfill Operator to establish a detailed estimate of closure and post-closure maintenance costs which are certified by a registered engineer or engineering geologist. The City's Preliminary Closure and Post-Closure Plans were accepted by CIWMB on May 2, 1994. Staffs current estimates for closure and a 30 year post-closure maintenance costs are $1,586,200 and $2,402,230 respectively, in 1998 dollars. MIS LibbylAshiku approving the Stipulated Order of Compliance and Agreement No. 99-01 for the Ukiah Solid Waste Disposal Site #23-AA-0019, and authorizing the Mayor and City Manager to execute the document, carried by the following roll call vote: AYES: Libby, Baldwin, Ashiku, Kelly, and Mayor Mastin. NOES: None. ABSTAIN: None. ABSENT: None. 11. CITY COUNCIL REPORTS Councilmember Libby had nothing to report. Councilmember Baldwin advised that he has difficulty attending the Wednesday Chamber of Commerce meetings at 3:00 p.m. due to his work schedule. He requested another Councilmember be appointed to attend in his absence. Councilmember Libby volunteered to attend the meetings. He reported attending the Mendocino County Inland Water and Power Commission meeting. There was open discussion regarding purchasing the Potter Valley project. The Commission discussed whether they should spend over $100,000 on an Army Corp of Engineers' study or to encourage a study to raise the dam. He projected that the City Council will most likely need to discuss the matter in the near future. The Steiner Ditch was also discussed. He noted that the Federal Energy Regulatory Commission (FERC) will be releasing the Environmental Impact Statement (ELS) soon. It was reported that the Forest Service would like to control the level at Lake Pillsbury to protect the bald eagle habitat. Councilmember Kelly reported meeting with Mayor Mastin and Mendocino County Supervisors Shoemaker and Delbar today, identifying a number of issues that the group would like to look into. They will continue to meet on a monthly basis. They discussed tax sharing agreements and what their mutual interests are as well as their concerns for fiscal impacts. It is difficult to predict the effects on all parties and continued discussions are anticipated. There was also discussion of the 60 foot strip of property along Low Gap Road which is owned by the County and has been under consideration for a Skateboard Park site. The Skateboard Park Committee met and City staff members were present. P.A.L. (Police Activities League) has made available a 20'x50' indoor ramp area and they will work with the Skateboard Park Committee to set up a temporary facility indoors. Those using the area would pay a fee and become members of P.A.L. The fee would be shared by each group. She noted that Justin Capri, owner of the Freedom Skate Shop, set up a clay platform in his shop whereby kids could design their idea of a Skateboard Park. The clay model will be on display at the Civic Center. She noted that Jim Lacey has been assisting with the architectural drawings for the Skateboard Park. Mayor Mastin had nothing to report. 12. CITY MANAGER/DIRECTOR REPORTS None. February 17, 1999 Page 13 of 14 13. CLOSED SESSION 9:50 p.m. a. (~.C. §54957.6 -Conference With Labor Negotiator Employee Unit: Fire Unit Negotiator: Candace Horsley No action taken. b.G.C. _654956.8 - Conference With Real Property Negotiator Property: F.A.A. Building Owner: Community Air Negotiator: Candace Horsley Under Negotiation: Price and Terms of Payment No action taken. c. G.C. 6_54956.9 (b) - Conference With Legal Counsel Repardinp Pendin=_ Liti_eation - Significant Exposure to Liti_~ation, 1 matter No action taken. 14. ADJOURNMENT There being no further business the meeting was adjourned at 11:30 p.m. Marie Ulvila, City Clerk February 17, 1999 Page 14 of 14