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HomeMy WebLinkAbout2001-10-03 Packet CITY OF UKIAH CITY COUNCIL AGENDA Regular Meeting CIVIC CENTER COUNCIL CHAMBERS 300 Seminary Avenue Ukiah, CA 95482 October 3, 2001 6:30 p.m. 1. ROLL CALL 2. PLEDGE OF ALLEGIANCE e PROCLAMATION a. October as Domestic Violence Awareness Month 4. APPROVAL OF MINUTES a. Regular Meeting of August 15, 2001 5. 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. 6. 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. Adoption of Resolution Approving and Authorizing the Execution of Program Supplement No. 700 to Administering Agency- State Agreement for State Funded Projects No. 000049 b. Report to the City Council Regarding Acquisition of Services From Spencer Brewer for the Management/Production of the 2002 Sundays in the Park Concert Series in the Amount of $7,500 c. Award of Two Year Cc~ntract to Parker, Lucas & Associates, and Economic Development & Finance Corporation for Administration of the Ukiah Business Loan Program (#00-EDBG-738) in an Amount Not to Exceed $46,250 d. Award of Two Year Contract to the West Company for Micro-Enterprise Services Associated with the Community Development Block Grant Program (Revolving Business Loan Administration #00-EDBG-738) in an Amount Not to Exceed $81,445 e. Award of Contract to EBA Wastechnologies for Soil and Groundwater Investigation Services at the North Fire Station (1800 North State Street) in the Amount of $14,997.40 f. Award of Contract to Proseed for Landfill Erosion Control in the Amount of $17,800 g. Award Professional Consulting Services Agreement in the Amount of $31,811, to EBA Engineering to Prepare Construction Plans and Specifications for the Final Cover of the Ukiah Landfill 1 ag 1 h. Award Professional Consulting Services Agreement in the Amount of $5,000, Plus Actual Time-and-Expenses to Respond to RWQCB Comments, to EBA Engineering to Prepare the Engineered Alternative Analysis for the Ukiah Landfill i. Award Contract for Power Pole Inspection and Treatment to OSMOSE, Inc. in the Amount of $10,000 for Fiscal Year 2001/2002 and Renew Contract on a Year-by-Year Basis as Budgeted Until June 2005 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. UNFINISHED BUSINESS a. Consideration of American Red Cross Request for Waiver of Rent NEW BUSINESS a. Discussion of the City of Ukiah Gibson Creek Property and Access b. Approval of Cold Creek Compost as the Green and Wood Waste Processor for Solid Wastes Systems Transfer Station c. Adoption of Resolution Authorizing 2001-02 Grant Funding for Community Based, Non-Profit Organizations d. Discussion and Direction Regarding Willits By-Pass (Councilmember Larson) 10. COUNCIL REPORTS 11. CITY MANAGER/CITY CLERK/DIRECTOR REPORTS 12. CLOSED SESSION 13. ADJOURNMENT The City of Ukiah complies with ADA requirements and will attempt to reasonably accommodate individuals with disabilities upon request. PROCLA_M_ATION WHEREAS, violence against women and children continues to become more prevalent as a social problem because of the imbalance of power due to gender and age; and The problems of domestic violence are not confined to any group of people but cross all economic, racial, affectional preference, and societal barriers; and The crime of domestic violence defiles an individual's privacy, dignity, security, and humanity due to systematic use of physical, emotional, sexual, psychological, and economic control and/or abuse; and The impact of domestic violence is wide ranging, directly affecting women and children and society as a whole; and It is battered women themselves who have been at the forefront of efforts to bring peace and equality to the home; and Project Sanctuary in 2000, received over 1,400 domestic violence crisis calls, sheltered 234 battered women and children, furnished 2, 716 safe shelter bed nights, distributed food and clothing to 311 families, and assisted in filing over 1,700 temporary restraining orders, in addition to providing other supportive services. NOW, THEREFORE, I, Phitlip Ashiku , Mayor of the City of Ukiah, on behalf of my fellow City Councilmembers Phil Baldwin, Kathy Libby, Roy Smith, and Eric Larson, in recognition of the important work done by domestic violence prevention programs, do hereby proclaim October 2001, as DOMESTIC VIOLENCE AWARENESS MONTH and urge ali citizens to actively participate in the scheduled activities and programs sponsored by Project Sanctuary to work toward the elimination of personal and institutional violence. Dated: October 3, 2001 Phillip Ashiku, Mayor ga MINUTES OF THE UKIAH CITY COUNCIL Regular Meeting Wednesday, August 15, 2001 The Ukiah City Council met at a Regular Meeting on August 15, 2001, the had been legally noticed and posted, at 5:35 p.m. in the Civic Center Coun~ 300 Seminary Avenue, Ukiah, California. Roll was taken and Councilmembers were present: Larson, Smith, Libby, Councilmember absent: Baldwin. Staff present: Customer Archibald, Public Utility Director Barnes, Community Services Finance Director Elton, Assistant City Manager Fierro, Interim Fire Manager Horsley, Associate Planner Keefer, City Attorney :, Director Seanor, and City Clerk Ulvila. ~hiku. 'isor Adjourned to Closed Session: 5:35 p.m. ~i!iiii~,~:~,~=.~, 3. CLOSED SESSION ..... ~'~'~' ~ 3a, G,C, ~54957,6- Conference with Employee Negotiations: Fire Unit Labor Negotiator: Candace Horsley Reconvened' 6:32 p.m. 2. PLEDGE OF ALLE~ Councilmember Libby led the Ph 4. PRESENTATION 4a. Comm~ Sun Hi Mayor -term rt, and H~ Grace son Museum. House Guild in appreciation for their Is on behalf of the City of Ukiah, the Sun Ni introduced the commendat Guild, accepted the Commendation and eum Director Smith-Ferri, and thanked Council for Be. Mayor Day to Amen~ with appro read ,clamation designating August 26, 2001 as Women's Equality the great victory of wisdom over ignorance embodied by the 19th the Constitution and called upon the people of Ukiah to observe this day programs and activities. , President of the Ukiah Business and Professional Women's (BPW) accepted She introduced several of their Board members and thanked Council. Regular Meeting August 15, 2001 Page 1 of 9 6. INTRODUCTION OF EMPLOYEE 6a. Department of Public Works Civil Engineer: Tim Eriksen Public Works Director/City Engineer Steele introduced Tim Eriksen as the Civil Engineer. A significant portion of his work has been in the areas of traffic design, grading and paving design, and in the administration of constructio~ Tim Eriksen stated he is excited to be working for the City. 7. MINUTES 7a. Reqular Meeting of June 6, 2001 Councilmember Libby noted a correction to page 15, firs1 the third and fourth sentences be changed to "She felt requires applicants to fill out the application, without impression we're changing the Resolution to wrong in the past." She clarified that this minutes. The next two sentences should limits and felt the public has made it very clear a perception of "clickyness" if we rescind them. She dic the public." She further recommended that the last senteni read, "If they have any changes Resolution that that was don~iiiiiiii? the verbatim ~oncern for term limits and there ant that perception with should ~=nt." M/S Smith/Libby approving carried by the following Ashiku. NOES: Councilmember L~ None. , as amended; iith, Libby, and Mayor Baldwin. ABSTAIN' 7. MINUTE~ 7b. S M/S carried May~ . Mayor Ashiku appeal process. ~D of June 27, 2001, as submitted; ancilmembers Larson, Smith, Libby, and ncilmember Baldwin. ABSTAIN: None. q th d on Consent Calendar item 9f "Approval of Renewal of kiah Wholesale Lumber for a Portion of the Ukiah Regional that the Agreement is for a maximum of three years, versus the usual because the lumber company is looking to move from that site due to Business Park. Staff has been working with them regarding relocation. that the Ukiah Airport Commission met last night and they felt that if the on an annual basis, it would provide more incentive for them to move as possible. The Commission recommended that it be an annual, rather than a lease. Regular Meeting August 15, 2001 Page 2 of 9 It was the Consensus of Council to remove item 9f from the Consent Calendar and hear it under New Business item 12c. M/S Larson/Smith approving items a through e and item g of the Consent C~ follows: C. d. e. g. a. Approved Disbursements for Month of July 2001; b. Authorized Renewal of the Contract with Salvation Army to ;ional Services for Ukiah C.A.R.E.S. Program; Adopted Resolution 2002-03 Disallowing On-Street Parking Parking Zone Along Leslie Street; Authorized Sole Source Procurement by Execution Agreement with EBA Wastechnologies in an Amc Additional Soil and Groundwater Plume Definiti Awarded Bid for 2-Wheel Drive 172 Ton Pick- Harp $15,017.80; Awarded Bid for Various Pad and Pole $115,350.57 to Various Vendors. 4 to the $24,840 for Motors for the Sum of the Amount of Motion carried by the following roll call vote: AYES: and Mayor Ashiku. NOES' None. ENT: Councilmember Smith, Libby, None. 10. AUDIENCE Mayor Ashiku reported September and the City Attorney w~ raft an ITEMS uld be s~ iduled for a meeting in the issue. Paul Andersen, 309 Jones Street, community, Friends easement Io~ Street, fish hatchl Ci is located obtain the gate, the approval thn ate to th( City to explai on Jul, , several members of the son Creek, 'attempted to gain access to an to as the "Jim Nix property". A property and Councilmember Baldwin Manager. The group attempted to go met by Mr. Nix in a hostile manner and he The Friends of Gibson Creek would like the has access rights to the fish hatchery. Curtis, issue were al: and Albert Krauss addressed Council concerning the ~e public should have access to the property and the fish he opinion that there are serious problems with accessing the ;HED BUSINESS ;ion of Improvements to Thomas Plaza Director DeKnoblough advised that since the removal of the fountain, the City Council has discussed various improvements to replace it park usage and shade elements. A design has been prepared that attempts the central element of the fountain in an environment where people could enjoy Regular Meeting August 15, 2001 Page 3 of 9 a fountain with shade without obstructing other activities or events that may be occurring in the Plaza. Associate Planner Keefer designed a simple pool fountain with a design that could withstand any potential damage and also fit the current configuration of the Plaza so as to minimize costs. Tree species that are fast growing were selected. Should approve the proposal; staff would return with bids and specific costs for Council'~ Staff proposes to develop the Plaza in two phases; the first phase would int of trees and construction of a fountain in the first year. The second pha,, the remaining shade structures around the benches and the stage, a: water elements. Associate Planner Keefer explained that the proposed trees along State and School Streets and includes mcr continued to discuss the plan for a central fountain sum utilizes the existing pavilion and continuing the benches so as to carry a theme throughout the devices on the shade structures as a cooling Id include litional g! includ";i~~ting area'"~::~ trees. The design a treiii::§ type structure near ,ed the design for William French, Jr., 756 South Oak St., advise Plaza and felt there is a need for a historical element. H~ and trellis' noting that some people may not want to get of more trees in the ~sed misters near benches Jennifer Puser, 309 Jones St., as part of the Trees for the M 500 trees, 15 trees are desi on this project. Ordering the trees Millennium Project may have additi~ Arborist John Phillips determine the explained that state and includes ~ work with City staff for the Trees for the ~nded that Certified Daniel D~ 911, U perimeter Plaza they can to cam{ ,'e i:e Plaza and planting redwood trees along the )us. He expressed his opposition d its removal. Di~ camera in th~ the restrooms. out of G~ concerning the use of a surveillance explai the majority of vandalism in the Plaza occurs in staff's recommendation that further improvements to the Plaza be Reserves. Coum iber maintenai :osts. her concern with the misting elements and the also noted her concern with the abundance of trees proposed. Planner Ke, the shade of e explained that the misters would not be located over the benches but over res and near the walkway. Staff is considering planting grape vines at the so they can climb up and over the top of the trellis. As the plantings would become more of an architectural feature to the park. D sion continued regarding the proposed park design and phases for construction of Regular Meeting August 15, 2001 Page 4 of 9 the project. Councilmember Larson discussed his visit to the Healdsburg plaza. He also discussed the concept of the misting elements and noted that if they are properly instal~nd calibrated, they do not get people wet but provide a light fog above, and I ~e ambient temperature around a person by 20 degrees. '~:"::~'":~'~'~""~ ........... ":~"iii!!iiii?~iiii?~?:ii?~,,, Consensus of Council was to begin Phase 1 of the proposed desig~ rected staff to proceed with solicitation of bids. Staff should obtain consult~ with regard to tree species. Director DeKnoblough and Councilmember Larson than for his help on the project. Recessed: 7:47 p.m. Reconvened' 7:55 p.m. 11. UNFINISHED BUSINESS 11b. Discussion and Direction Regarding Draft Firi City Manager Horsley distributed the last page of the Exhibits that were not included Ihe Staff Report. She r committee has completed its init of the Draft Powers Authority (JPA) for :he Valley. made, based on the JPA S~ discus~ ireement identifies the :he Fire Sub- g a Joint :hanges have been ns. Councilmember Larson ex clearly, is the specific definitions of' language neces was formal inte~ culm agreed to, or understood and specific legally binding Board meeting of the District in which there to expedite it as much as possible. The and the consolidation and actual ipment, facilities, and everything is the a timeline in that respect. Mayor moving it along ~ committee has made tremendous progress in all the issues relative to the operation. At an earlier meeting in !e of the City employees had some concerns and questions providing any input relative to their concerns, or are el Larson stated that it is his understanding that the City's firefighters iat there didn't need to be an integration of the departments, and that the separate. He felt the current situation puts a strain on the Interim Fire the opinion that the District representatives and the other participants at level have made it clear that we are committed to that direction. member Smith expressed concern about the inclusion of the ambulance service Regular Meeting August 15, 2001 Page 5 of 9 and how that's going to work. He hopes that gets addressed in an open and positive manner. He is supportive of the City's commitment to move forward with the JPA. Mayor Ashiku voiced his opposition to binding the City to provide an agree~ advanced life support and those types of services if it's no longer a ben community and our taxpayers, in a cost effective way, or if we cannot of service that we were able to do in the past. for Councilmember Libby agreed with Mayor Ashiku's comments an~ look at the feasibility of the ambulance service. She voiced her sup Grebil has been doing. to Interim Fire Chief Grebil stated that he clearly Council that it wishes to combine the two de JPA is the option of choice. and that it is felt Mayor Ashiku stated that appreciates Chief Council's behalf but it needs to be clear to the fii an important service to this community to be able to br district. It's the most important cost effective thing that we able to serve them better. It is his doing something for the commu this together on oil's desire. This is ~out a consolidation of the ,ers to be District in Councilmember Smith nc City, not what's best for individuals what's best for the 's efforts. Councilmember Larson pointed out for the valley it., primary ne! lines at all, putting wh m~ firefighters, achieve that. If ti tries to focus on what's best belief that there is an attitude among the , and not thinking about jurisdictional mind that a big part of their work is not o to medical emergencies. A big part of ace are in conjunction with the emergency employees don't just think of themselves as paramedics and they have worked very hard to n appropriate role for them within this context or not, is secondary to Id consolidate fire fighting services in the valley. her surprise to see the Board composed of an even h( Grebil explained that they based their Board composition on a model By having an even number on the Board, Tracy has found that there ent to work through issues rather than be deadlocked. 700 E. Gobbi Street, stated that she is happy to see this coming together, she expressed her concern for the lack of a timeline. She inquired about the Regular Meeting August 15, 2001 Page 6 of 9 fiscal year budget. Interim Fire Chief Grebil advised that in July, the Board adopted its fiscal year budget. When the JPA comes about, there will be some savings and the budget can be a~ed Further discussion followed concerning the District and the proposed It was noted that any flaws noted in the agreement could be amended in the was a need to stress the commitment by the City Council for the JPA. 12. NEW BUSINESS 12a. Approval of the City of Ukiah Statement of 2001/2002 City Manager Horsley advised that the City Council Statement of Investment Policy on an annual Public Financial Management (PFM), has Memorandum attached to the Staff Report. Statement of Investment Policy. led a approve the ;s, Managing Director nges, as noted in the to the M/S Smith/Larson Approving City of Ukiah Statement of 2001; carried by the following roll vote: AYES: Coun( and Mayor Ashiku. NOES: Non, "Councilmember ment P~ dated July Smith, Libby, ,BSTAIN: None. 12. 12b. NEW BUSINESS Adoption of Resolution A Provisions of the Investme~ City Manager Horsley advised th~ 1) a meeting to six Investment meets ar a man( le the ght of pers( annual ;ort to the and Committee Staff ifications g would law. for reconsideration are: 2) a representative of the City's Financial s. The Investment Policy presently generally occur just once a year, thus e suitable timing for a relevant review of supported a more cost effective method of having them provide a presentation of the iuncil. staff provi Resolution 2002-03, Modifying the meeting dates and City of Ukiah Investment Oversight Committee. Discu~ it was significant gard to participation by a public member on the Committee and Monte Hill, the current public member, has been able to provide knowledge and good incentives to the Committee. lotion c~ ,d by the following roll call vote: AYES' Councilmembers Larson, Smith, ,or Ashiku. NOES: None. ABSENT: Councilmember Baldwin. ABSTAIN: Regular Meeting August 15, 2001 Page 7 of 9 12c. 9f. Approve Renewal of Lease Agreement with Ukiah Wholesale Lumber for a Portion of the Ukiah Regional Airport City Manager Horsley advised that it is staff's opinion that a minimal th. ar agreement would be appropriate. She noted that the Airport Commission was staff's discussion with the Ukiah Wholesale Lumber Company and Company is actively looking to relocate to another site. She explained:~,~~e Airpo~ Commission recommended this renewal be for one year ..... ,~'~i~,iiiiiii~!?~l~ii~!i~!i!i~i'~i?,i~,~,~ Discussion followed concerning the lease and it was noted that a ~'~'~'~:::~' ination cl~js included in the lease. It was the Consensus of Council that ~rovisi6~i~i.pcluded lease that a six-month termination notice could be given by ..... ~rty an~iii~t the term the lease is for three years. :=~,~:~:?~:: ..... M/RC Libby/Smith Approving renewal of Lease wi~,Ukiah Wholesale Lumbe~ for a portion of the Ukiah Regional Airport, as a carri~y the following roll cali vote: AYES: Councilmembers Larson Smith,~=::~ May iku. NOES: None. ABSENT: Councilmember Baldwin. ABSTAIN ...... ~:~'~'~"~':~'~'"~ 13. COUNCIL REPORTS Councilmember Larson reported funding is approximately $18 m consisting mostly of County City Manager Fierro re with industry representatives from some focus and goals for the comm~ ~at MCOG had a meeting ~as been meeting witt s MCOG's rep~ on e. Bell the total STIP optic committee and Assistant a couple meetings is a need to develop Councilmembe that gave a spee ]. On Au~ Larkspur San will board the M~ the christening of the Mendocino and be a christening of the Mendocino in festivities. The Mendocino Alliance ino as they did in Fort Bragg. NI construction he discussed pi negotiations. that Caltrans has approved the application for 9r. MTA has not purchased the property and ual meeting September 26 through 28 at South Shore Cities will be meeting next month and he will attend as the Councilm~ Libby reported difficulty in downloading the registration form of the NCPA I. On August 31, the Chamber will be sponsoring a seminar on time echniques. On September 7 P.G. & E. and State Senator Chesboro's office an energy efficiency workshop. She discussed the residential contractor reported that P.G.& E. offers financial incentives and she discussed the loan program. Regular Meeting August 15, 2001 Page 8 of 9 14. CITY MANAGER/CITY CLERK/DIRECTOR REPORTS City Manager Horsley reported that the garbage subcommittee, consisting of Mayor Ashiku and Councilmember Libby, will meet during the last week of August to =~for direction on the rates, transfer station issues, etc. She will provide materials in the meeting. She discussed the recent situation in the news whereby a person, the Mendocino County Mental Health Department, was confined to long period of time. The Ukiah Police Department has become ' 'sion of a Councilmember Larson expressed his concern with law e~ hospitals for longer periods of time for Mental Health w( growing problem for the City's public safety officers. H, made by all parties. waiting ive. This could be a of the efforts being Discussion followed concerning the issues. City Clerk Ulvila reported that she received a California City Clerk's Association for her attendance at Se; funds have been deposited into tht ip from the Northern n July. These During the past two weeks engine for accessing inform~ week. It is anticipated that the next few days. ~, which is a search is scheduled for next ~'s Web site within the Adjourned at 8: to sit as Reconv~ Ad :losed ;ion at 9:04 .pment Agency. 11 Th~ meeting was adjourned at 10:00 p.m. City Regular Meeting August 15, 2001 Page 9 of 9 j, ITEM NO. 6a AGENDA SUMMARY DATE: October 3, 2001 REPORT SUBJECT: ADOPTION OF RESOLUTION APPROVING AND AUTHORIZING THE EXECUTION OF PROGRAM SUPPLEMENT NO. 700 TO ADMINISTERING AGENCY - STATE AGREEMENT FOR STATE FUNDED PROJECTS NO. 000049 SUMMARY: The City of Ukiah has been-authorized to receive funding for its project to construct a Safer Route to School along the North side of Mendocino Drive, Specification Number 00-06, and Project No. RPL-5049 (010), EA: 01-280324. Staff is preparing the plans and specifications for this project to construct sidewalk, curb, and gutter along the Yokayo School frontage on Mendocino Drive. With approval of this program supplement, the City will be eligible to receive reimbursement in the amount of $46,000; the total amount of State funding for this project. The attached Program Supplement No. 700 is the mechanism by which the State transfers funds to the City for reimbursement of authorized project costs. Staff recommends adoption of the attached resolution and execution of the attached program supplement. RECOMMENDED ACTION: Adopt Resolution Approving and Authorizing the Execution of Program Supplement No. 700 to Administering Agency- State Agreement for State Funded Projects No. 000049. ALTERNATIVE COUNCIL POLICY OPTIONS: Elect not to proceed with the project and do not adopt resolution. Citizen Advised: Requested by: Prepared by: Coordinated with: Attachments: N/A Diana Steele, Director of Public Works / City Engineer,5 Rick Seanor, Deputy Director of Public Works~t2~J,,~ Candace Horsley, City Manager 1. Resolution for Adoption 2. Program Supplement No. 700 Ap p ROVED: ~ ~ ~u~'~'~,,,, Candac~ I--'lorsley, C~ AGprogSupp700.SUM Manager RESOLUTION NO. 2002- RESOLUTION OF THE CITY COUNCIL OF THE CITY OF UKIAH APPROVING AND AUTHORIZING THE EXECUTION OF PROGRAM SUPPLEMENT NO. 700 TO ADMINISTERING AGENCY- STATE AGREEMENT FOR STATE FUNDED PROJECTS NO. 000049 WHEREAS, the City of Ukiah has been authorized to receive state funding for its project to construct a Safer Route to School along the North side of Mendocino Drive, Specification Number 00-06, and Project No. RPL-5049(010), EA: 01-280324; and WHEREAS, the City of Ukiah has previously executed the Agency-State Agreement (Master Agreement) with an effective date of May 17, 1999; and WHEREAS, the Program Supplement must be executed between the Agency and the State prior to the Agency receiving state funding reimbursement for eligible project costs related to Project No. RPL-5049(010). NOW, THEREFORE, IT IS HEREBY RESOLVED, that the City Council of the City of Ukiah approves the execution of Program Supplement No. 700 and authorizes the Mayor to execute same. PASSED AND ADOPTED this 3rd day of October, 2001 by the following roll call vote: AYES: NOES: ABSENT: ABSTAIN: ATTEST: Phillip Ashiku, Mayor Marie Ulvila, City Clerk Resolution No. 2002- Page 1 of 1 PROGRAM'SUPPI.~.MENT NO. 700 to ADMINISTERING AGENCY-STATE AGREEMENT FOR STATE FUNDED PROJECTS NO. 000049 Date: September 11,2001 Location: 01-MEN-0-UKI Project Nm, her: RPL-5049(010) E .A. N~,,her: 01-280324 Locode: 5049 This PROGRAM SUPPLEMENT, effective 06/06/2001, is hereby incorporated into the Administering Agency - State Agreement No. 000049 for State Funded Projects entered into between the ADMINISTERING AGENCY and the STATE with an effective date of 05/17/99 and is subject to all the terms and conditions thereof. This PROGRAM SUPPLEMENT is adopted in accordance with Article I of the aforementioned Master Agreement under authority of Resolution No. approved by the ADMINISTERING AGENCY on (See copy attached). The ADMINISTERING AGENCY further stipulates that as a condition to payment of funds encumbered to this project, it accepts and will comply with the Special Covenants and Conditions set forth on the following pages. PROJECT LOCATION: Ukiah - Mendocino Drive from South Dora Street to near Garden Avenue - sidewalk TYPE OF WORK: Pedestrain walkway, and ADA ramps Estimated Cost' State Funds Matching Funds STATE .. $46,000.00 LOCAL OTHER $50,000.00 $4,000.00 $0.00 SO.Of CITY OF UKIAH STATE OF CALIFORNIA Department of Transportation By By Date Title Chief, Office of Local Programs Project Implementation Date I hereby certify upon my personal knowledge that budgeted funds are available for this encumbrance: Accounting Of fi ~ Date ~' //' (~)/ 50 1999 2660-101-042 99-3Q.QI~ 20.30.o~5~5 N 262040 042-T $46,000.00 46,0O0.00 Program Supplement 00-0049-700- SERIAL Page i of 4 01-MEN-O-UKI RPL-5049(010) 09/11/2001 · SPECIAL COVENANTS OR REMARKS 1. The ADMINISTERING AGENCY will reimburse the State for the ADMINISTERING AGENCY share of costs for work requested to be performed by the State. 2. This PROJECT is programmed to receive funding from the 1998 State Transportation Improvement Program (STIP), as amended. Funding may be provided under one or more components. A component(s) specific fund allocation is required, in addition to other requirements, before reimbursable work can occur for the component(s) identified. Each allocation will be assigned an effective date and identify the amount of funds allocated per component(s). This PROGRAM SUPPLEMENT has been prepared to allow reimbursement of 'eligible PROJECT expenditures for the component(s) allocated. The start of reimbursable expenditures is restricted to the later of either 1) the effective date of the Master Agreement, 2)the effective date of the PROGRAM SUPPLEMENT, or 3) the effective date of the component specific allocation. 3. STATE andADMINISTERING AGENCY agree that additional funds made available by future allocations will be encumbered on this PROJECT by use of a STATE approved Allocation Letter and Finance Letter. ADMINISTERING AGENCY agrees that STATE funds available for reimbursement will be limited to the amount allocated by the California Transportation Commission (CTC) and/or the STATE. 4. This PROJECT is subject to the timely use of funds provisions enacted by Senate Bill 45 (SB 45), approved in 1997, and subsequent CTC guidelines and State procedures approved by the CTC and STATE, as outlined below: Funds allocated for the environmental & permits, plan specifications & estimate, and right-of-way components are available for expenditure until the end of the second fiscal year following the year in which the funds were allocated. Funds allocated for the construction component are subject to an award deadline and contract completion deadline. ADMINISTERING AGENCY agrees to award the contract within 12 months of the construction fund allocation and complete the construction or vehicle purchase contract within 36 months of award. ~~ V ~, Program Supplement 00-0049-700- SERIAL Page 2 of 4 01-MEN-0-UKi 09/11/2001 RPL-5049(010) SPECIAL COVENANTS OR REMARKS 5. Upon ADMINISTERING AGENCY request, the CTC and/or STATE may approve supplementary allocations, time extensions, and fund transfers between components. An approved time extension will revise the timely use of funds criteria, outlined above, for the component (s) and allocation (s) requested. Approved supplementary allocations, time extensions, and fund transfers between components, made after the execution of this PROGRAM SUPPLEMENT will be documented and considered subject to the terms and conditions thereof. Documentation for approved supplementary allocations, time extensions, and fund transfers between components, will be a STATE approved Allocation Letter, Fund Transfer Letter, Time Extension Letter, and Finance Letter, as appropriate. 6. This PROJECT will be administered in accordance with the CTC STIP guidelines, as adopted or amended, and the STATE Procedures for Administering Local Grant Projects in the State Transportation Improvement Program'(STIP), the Local Assistance Program Guidelines, and the Local Assistance Procedures Manual. The submittal of invoices for project costs shall be in accordance with the above referenced publications and the following. 7. The ADMINISTERING AGENCY shall invoice STATE for environmental & permits, plans specifications & estimate, and right-of-way costs no later than 180 days after the end of last eligible fiscal year of expenditure. For construction costs, the ADMINISTERING AGENCY has 180 days after project completion to make the final payment to the contractor and prepare the final Report of ExpenditureS and final invoice, and submit to STATE for verification and payment. 8. Ail obligations of STATE under the terms of this Agreement are subject to the appropriation of resources by the Legislature and the encumbrance of funds under this Agreement. Funding and reimbursement are available only upon the passage of the State Budget Act containing these STATE funds. 9. Award information shall be submitted by the ADMINISTERING AGENCY to the District Local Assistance Engineer immediately after the award. Failure to do so will cause delay in processing the invoices for the construction component. As a minimum, the award Program Supplement 00-0049-700- SERIAL Page 3 of 4 01 -MEN-0-UKI 09/11/2001 RPL-5049(010) SPECIAL COVENANTS OR REMARKS information should have the following- Project number, project description, PPNO, date the project was advertised, award amount, bid opening date, award date and estimated completion date. Program Supplement 00-0049-700- SERIAL Page 4 of 4 ITEM NO. 6b DATE: October 3, 2001 AGENDA SUMMARY REPORT SUBJECT: REPORT TO THE CITY COUNCIL REGARDING ACQUISITION OF SERVICES FROM SPENCER BREWER FOR THE MANAGEMENT/PRODUCTION OF THE 2002 SUNDAYS IN THE PARK CONCERT SERIES IN THE AMOUNT OF $7,500 SUMMARY: Pursuant to the requirements of Section 1522 of the Municipal Code, staff is filing with the City Council this report regarding the acquisition of services from Spencer Brewer (dba: Laughing Coyote Productions) for the management and production of the 2002 Sundays in the Park Concert Series in the amount of $7,500. Spencer is one of the original organizers and has provided these services since the beginning of the series. The contracted amount has remained constant for the entire eleven years of the series. The event is funded entirely by private sponsorship, and the funds are held in a trust account that the City administers. RECOMMENDED ACTION: 1. Receive report regarding the acquisition of services from Spencer Brewer (dba: Laughing Coyote Productions) for the management and production of the 2002 Sundays in the Park Concert Series in the amount of $7,500. ALTERNATIVE COUNCIL POLICY OPTIONS: 1. N/A Citizen Advised: Requested by: Prepared by: Coordinated with: Attachments: N/A City Council Sage Sangiacomo, Community Services Supervisor Candace Horsley, City Manager and Larry W. DeKnoblough, Community Services Director 1. 2002 Contract Proposal from Spencer Brewer APPROVED' ~ I--~ ~ '"~'Candace Horsley, City'~ Vlanager P.O. Box 420 8233 Pinecrest Drive Redwood Valley, CA 95470 (707) 485-7664 · FAX (707) 485-7615 I).AOI)U(TIOH~ 500 Scotti Drive Bridgeville, PA 15017-2938 (412) 221-1166 · FAX (412) 221-3745 Proposal to Manage the 2002 Sundays in the Park Concert Series I propose to manage the 2002 Sundays in the Park Concert Series for the City of Ukiah to the same extent that I handled the project in 2001. I will coordinate all the acts, bookings of said acts, sound logistics, radio spots, radio & press releases, stage coordination, help on the poster layout, concert day opening speeches, fund raising, and general on site management at each concert. If a previously scheduled concert of my own occurs on the day of any of the SITP concerts, i will make ample arrangements. The terms are as follows: $1,500. to be paid on September 25, 2001 to Spencer Brewer. This covers any expenses in enlisting sponsors and the pre-work to begin the 2002' series. I will receive an additional $2000. on January 1,2002 to cover all costs in the booking, contracting and coordinating of all promotional work ups. On April 1st, an additional $1000. will be paid for the final pre-concert series work. An additional $500. per each of the six concerts, will be due on the day of each concert. If there are 7 concerts, the amount will be adjusted. Total: $?,500. Spencer Brewer, September 15, 2001 Accepted for the City of Ukiah- Date- AGENDA SUMMARY ITEM NO. DATE: October 3, 2001 REPORT SUBJECT: AWARD OF TWO YEAR CONTRACT TO PARKER, LUCAS & ASSOCIATES, AND ECONOMIC DEVELOPMENT & FINANCE CORPORATION FOR ADMINISTRATION OF THE UKIAH BUSINESS LOAN PROGRAM (#00-EDBG-738) IN AN AMOUNT NOT TO EXCEED $46,250 The City of Ukiah received $500,000 in economic development grant monies (#00-EDBG-738) from the State of California Department of Housing and Community Development for fiscal year FY2000/2001. The grant requires the hiring of an administrator to perform loan underwriting analysis, loan processing, program outreach, record keeping and the development of methods to service loan accounts. Staff conducted a Request for Proposals (RFP) process with a deadline of August 15, 2001, seeking qualified consultants to perform the host of administrative functions as part of the Ukiah Business Loan Program. Of the 13 firms contacted, only one qualified consultant, a collaboration between Parker, Lucas & Associates and the Economic Development & Finance Corporation, filed a proposal with the City. Staff has evaluated the services to be performed by the consultants and believes the collaboration has the necessary resources and expertise to appropriately administer the grant. Funds to pay for these administrative expenses are in the EDBG-738 grant monies received from the State of California. RECOMMENDED ACTION: Award a two-year contract to Parker, Lucas & Associates, and Economic Development & Finance Corporation for administrative services associated with the Ukiah Business Loan Program, in an amount not to exceed $46,250. ALTERNATIVE COUNCIL POLICY OPTIONS: 1. Elect not to approve contract and provide alternative direction to staff. Citizen Advised: Requested by: Prepared by: Coordinated with: Attachments: N/A N/A ///~ Albert t. fierro, Assistant City Manager(_,/l~ Candace Horsley, City Manager L/'" ~' 1. Proposed contract. 2. Request for Proposals for administrative services. APPROVED~~,~~~ Cah-~ace H6rs~y, ~ity~anager ATF:ASREDBG738ADMIN PROFESSIONAL SERVICES CONTRACT This Agreement is made and entered in Ukiah, California, on October 3, 2001 ("Effective Date"), by and between Parker, Lucas & Associates dba Community Development Services and Economic Development & Finance Corporation ("Consultants"), California corporations organized and operating under and in compliance with the laws of the State of California, and the City of Ukiah ("City"), a general law municipal corporation. RECITALS: 1. Consultants warrant and represent that they are consulting firms specializing in providing economic development and work force development services in Northern California. 2. Consultants maintain their own offices and have a substantial investment in their businesses in addition to the value of the personal services contributed by their shareholders and officers. 3. City requires Consultants' services, but will not exercise control over the manner or method by which they perform these services. 1. SERVICES PROVIDED BY CONSULTANTS. Consultants shall assist in the administration of the Ukiah Business Loan Fund Program funded by a Community Development Block Grant (Enterprise Grant #00-EDBG-738) to the City in accordance with the Proposal to Provide Program Delivery Services to the City of Ukiah, dated August 15, 2001, a true and correct copy of which is attached hereto as Exhibit A, and incorporated herein by reference. 2. TIME OF PERFORMANCE. Consultants shall provide these services commencing on October 3, 2001 and complete the services by September 30, 2003. 3. TERM. The term of this Agreement shall begin on October 3, 2001 and end on September 30, 2003, unless extended by mutual written agreement of the parties or terminated as provided in paragraph 9. 4. COMPENSATION. Ukiah shall pay Consultants as follows for services provided under this Agreement: Consultants shall provide all of the services listed on pages 7-8 of Exhibit A at hourly rates approved by City, not to exceed $18,000 for CDS and $28,250 for EDFC or a total of $46,250. For that not to exceed amount, Consultants shall provide all of these services until the total grant amount available for loans has been loaned, even if the charges for billable hours exceeds the not to exceed amount. 5. METHOD OF PAYMENT. Consultants shall submit bills on a monthly basis to City setting forth the services provided and the charges for those services. Within 30 days of receiving a bill, the City shall make payment to Consultants for approved billings, such approval not to be unreasonably withheld. 6. CONFIDENTIALITY. Consultants hereby agrees that it will not disclose or make any other use of information about the business methods, operations, costs, proposals, budgets, and projections of City or of any other information of a confidential nature it receives in performing services under this Agreement, including information submitted by applicants for business loans. Consultants may disclose such information if the disclosure is necessary to the performance of Consultants's services under this Agreement. 7. INDEMNIFICATION AND INSURANCE. 7.1 Indemnification. Consultants shall indemnify and hold harmless City and its officers, agents and employees from and against any claim, loss or damage, including the legal and other costs of defending against any claim of damage or loss by third parties, which arises out of the Consultants's performance under this Agreement, except for claims, losses or damages resulting from the sole and exclusive negligence or other wrongful conduct of the City or its officers, agents and employees. 7.2 Insurance. Consultants shall comply with the insurance requirements set forth in the attached Exhibit B, which is incorporated herein by reference. 8. RETURN OF DOCUMENTS. Upon termination of Consultants' services to the City under this Agreement, Consultants agrees to return all written and other materials, which are not matters of public record, furnished to it by City or loan applicants. Any documents created by Consultants as part of providing services under this Agreement shall be the property of City which shall own the copyright to same. Any and all such documents shall be furnished to City prior to or upon termination of this Agreement. 9. TERMINATION. This Agreement may only be terminated by City: 1) for breach of the agreement; 2) because funds are no longer available to pay Consultants for services provided under this Agreement; or 3) City has abandoned and does not wish to complete the project for which Consultants was retained. City shall notify Consultants of any alleged breach of the agreement and of the action required to cure the breach. If Consultants fails to cure the breach within the time specified in the notice, the contract shall be terminated as of that time. If terminated for lack of funds or abandonment of the project, the contract shall terminate on the date notice of termination is given to Consultants. City shall pay the Consultants only for services performed and expenses incurred as of the effective termination date. In such event, all finished or unfinished documents, data, studies, surveys, drawings, maps, models, photographs and reports prepared by the Consultants under this Agreement shall, at the option of City, become its property and the Consultants shall be entitled to receive just and equitable compensation for any work satisfactorily completed hereunder, subject to off-set for any direct or consequential damages City may incur as a result of Consultants's breach of contract. Consultants may terminate the Agreement on 15 days written notice to City. In that event Consultants shall be compensated and documents shall be handled as provided in this paragraph. 10. MODIFICATION OF AGREEMENT. City may, from time to time, request changes in the scope of the services of the Consultants to be performed hereunder. Such changes, including any increase or decrease in the amount of the Consultants's compensation, which are mutually agreed upon by and between City and the Consultants, shall be incorporated in written amendments to this Agreement. To be effective, all such changes as referred to in this section must be agreed upon in writing by both parties to this agreement. 11. ASSIGNMENT. The Consultants shall not assign any interest in this Agreement, and shall not transfer any interest in the same (whether by assignment or novation), without the prior written consent of City. 12. APPLICATION OF LAWS. The parties hereby agree that all applicable Federal, State and local rules, regulations and guidelines not written into this Agreement shall hereby prevail during the period of this Agreement. 13. INDEPENDENT CONTRACTOR. It is the express intention of the parties hereto that Consultants is an independent contractor and not an employee, joint venturer, or partner of City for any purpose whatsoever. City shall have no right to, and shall not control the manner or prescribe the method of accomplishing those services contracted to and performed by Consultants under this Agreement, and the general public and all governmental agencies regulating such activity shall be so informed. Those provisions of this Agreement that reserve ultimate authority in City have been inserted solely to achieve compliance with federal and state laws, rules, regulations, and interpretations thereof. No such provisions and no other provisions of this Agreement shall be interpreted or construed as creating or establishing the relationship of employer and employee between Consultants and City. Contractor shall pay all estimated and actual federal and state income and self-employment taxes that are due the state and federal government and shall furnish and pay worker's compensation insurance, unemployment insurance and any other benefits required by law for himself and his employees, if any. Contractor agrees to indemnify and hold City and its officers, agents and employees harmless from and against any claims or demands by federal, state or local government agencies for any such taxes or benefits due but not paid by Consultants, including the legal costs associated with defending against any audit, claim, demand or law suit. Consultants warrants and represents that it is a properly licensed professional or professional organization with a substantial investment in its business and that it maintains its own offices and staff which it will use in performing under this Agreement. 14. GOVERNING LAW. This Agreement shall be governed by and construed in accordance with the laws of the State of California and any legal action concerning the agreement must be filed and litigated in the proper court in Mendocino County. The parties waive any right they may otherwise have to contest jurisdiction or venue in Mendocino County. 15. SEVERABILITY. If any provision of the Agreement is held by a court of competent jurisdiction to be invalid, void, or unenforceable, the remaining provisions shall nevertheless continue in full force and effect without being impaired or invalidated in any way. 16. INTEGRATION. This Agreement contains the entire agreement among the parties and supersedes all prior and contemporaneous oral and written agreements, understandings, and representations among the parties. No amendments to this Agreement shall be binding unless executed in writing by all of the parties. 17. WAIVER. No waiver of any of the provisions of this Agreement shall be deemed, or shall constitute a waiver of any other provision, nor shall any waiver constitute a continuing waiver. No waiver shall be binding unless executed in writing by the party making the waiver. 18. NOTICES. Whenever notice, payment or other communication is required or permitted under this Agreement it shall be deemed to have been given when personally delivered, upon receipt, if sent by fax or overnight courier, or when deposited in the United Sates mail with proper first class postage affixed thereto and addressed as follows: Consultants City Community Development Services Attention: Jeff Lucas P.O. Box 580 Lakeport, CA. 95453 FAX: (707) 263-2225 Economic Development & Financing Corporation Attention: Madelin M. Holtkamp 655 Kings Court Ukiah, CA. Attention: Albert T. Fierro, Assistant City Manager City of Ukiah Ukiah Civic Center 300 Seminary Ave. Ukiah, CA. 95482 FAX: (707) 463-6204 FAX: (707) 468-0408 19. PARAGRAPH HEADINGS. The paragraph headings contained herein are for convenience and reference only and are not intended to define or limit the scope of this agreement. 20. DUPLICATE ORIGINALS. This Agreement may be executed in one or more duplicate originals bearing the original signature of both parties and when so executed any such duplicate original shall be admissible as proof of the existence and terms of the Agreement between the parties. WHEREFORE, the parties have entered this Agreement on the date first written above. Consultants COMMUNITY DEVELOPMENT SERVICES City By: By: Title: Title: ECONOMIC DEVELOPMENT AND FINANCING CORPORATION By: Title: EXHIBIT "A" REQUEST FOR PROPOSALS Program Operation Services For BusineSs Loan Fund and Microenterprise Program Due Date for Proposals August 15,2001 City of Ukiah 300 Seminary Ave. Ukiah, CA 95482 CITY OF UKIAH Request for Proposal (RFP) Program Operation Services for Business Loan Fund and Microenterprise Program 1. INTRODUCTION The City of Ukiah was awarded $500,000 in December of 2000 from the State of California Economic Enterprise Fund to establish a Business Revolving Loan Fund (RLF) and a Microenterprise Program. The purpose of these activities is to create economic activity and job expansion/retention. Ukiah has need for these resources to serve its business community and its low-moderate income residents. There is strong support for these programs among the business and financial community. The purpose of the Business Revolving Loan Fund is to enable the City to prOvide gap financing to Ukiah businesses in order to create/retain jobs, at least 51% of which must be oppommities for low moderate income persons. The program funds such activities as: Inventory purchase · Equipment acquisition o Real property acquisition & construction rehabilitation Furniture/fixtures/leasehold improvements Infrastructure/off-site improvements The purpose of the Microenterprise Program is to provide services to Ukiah businesses that have 5 or fewer employees including the owner(s) and Ukiah residents developing microenterpfises. The program must meet the CDBG national objective of primarily benefiting low-moderate income persons. Microenterpfise assistance activities include: Loan funds to provide for the establishment, stabilization and expansion of a microenterprise. Technical assistance, advice and business support services to owners of microenterprises and persons developing microenterprises. General support to owners of microenterprises and persons developing microenterprises. Support services include, but are not limited to, peer support programs, counseling, child care, transportation and similar services. The City is seeking proposals from qualified fh'rns, organizations or individuals to serve as the Program Operator for the Revolving Loan Fund and the Microenterprise Program. Those responding may propose to provide a portion of the services or all. The City's Economic Enterprise Grant funds are available as follows: Business Loans $342,950 Activity Delivery $ 46,250 Microenterprise Program $ 73,300 Grant Administration _$ 37,500 Total Grant $500,000 The City of Ukiah is responsible for the overall operation of the programs and the grant responsibilities. The City manages the programs through staff supervision of consultant contracts. ADE is under contract to the City to provide grant administration for this CDBG Economic Enterprise Grant. 2. SCOPE OF WORK Busness Loan Program The consultant will manage the day-to-day activities of the program and will be centrally involved in every phase of the program's activities. The consultant's duties will include such activities as: Establish program filing system and maintain record keeping Program outreach and marketing of the business loan program Meet with local financial institutions · Semen and assist loan applicants · Referral of ineligible loan applicants to other lenders · Solicitation of background and financial information from interested businesses · Loan underwriting analysis · Loan packaging · Coordination and presentation of loans to the Loan Committee · Loan processing and closing · Setup of loan servicing accounts · Hiring coordination with community p::trtnership/private industry council · Maintenance of all loan records · Performance monitoring and site visits to businesses · Infrastructure Loans-establish fair share payment and preparation of payment program · Servicing of existing business loan portfolios · Attendance at all HCD Economic Enterprise Fund workshops · Coordination wiffi Grant Administration Services · Compliance with all CDBG requirements Microenterprise Program~ The consultant will manage the day-to-day activities of the program and will be centrally involved in every phase of the program's activities. The consultant's duties will include such tasks as: Program Outreach and marketing of the microenterprise program Screen and assist program applicants Business Training Technical Assistance/hdividual Counseling Personal Development Training · Support Services · Assistance with microloans · Attendance at all HCD Economic Enterprise Fund workshops Record keeping Coordination with Grant Administration Services · Compliance with all CDBG requirements 3. PROPOSAL REQUIREMENTS Oualifications -- · Indicate which of the services the Consultant is proposing to provide. Provide a statement of the Consultant's qualifications to provide the services. -' General information on the Consultant - Experience in Northern California, including the Ukiah/Mendoc:;no region.. - Experience with similar projects, programs and services.~ - List at least three CDBG Economic Development projects of similar complexity and magnitude undertaken in the past five years and provide references and a phone number, email address (if available) for each reference. Scope of Work -- · Provide a statement of the Consultant's overall approach to the Scope of Work, and how you will perform each of the bulleted items. Provide any brochures or materials which illustrate the Consultant's provision of these services. Project Personnel · Provide resumes of key members of the proposed project team, and the function they will provide. Indicate availability of project personnel to provide the services in Ukiah and to be responsive to participants and potential participants in the Business Loan Program and the Microenterprise Program Cost of Services -- ' Provide the cost of providing the services, and the basis for the cost. An hourly rate schedule shall be included denoting rates charged per classification. .Conflict of Interest Statement _ · Provide a statement of any recent, current or anticipated contractual obligations that relate to similar work that may have potential to conflict with the Consultant's work on this project. ~I3'ksurance Documentation · Provide information regarding the types of insurance carried, specifically in the areas of general liability, professional liability, automotive and workman's compensation. Indicate the limits of overage on each policy. In addition, the Consultant must name the City Of Ukiah as an additional insured on all policies in force during the term of this project. Consultants that feel they cannot meet these minimum requirements should not submit a proposal.. 4. CONTRACT The Consultant selected will be required to sign a contract similar in form to the City's standard contract and supplemented by all CDBG federal and state overlay requirements. 5. SELECTION PROCESS The City staff will review the proposals submitted. The City of Ukiah reserves the right to select a finn and negotiate a contract based solely on the proposal submittal, and to select and compose a consultant team of its own choosing from those firms that respond to the Request for Proposals. The City may or may not conduct interviews with those frans judged the best qualified. 6. SELECTION CRITERIA The Consultant selected for this project should have demonstrated recent experience in the operation of a municipal business loan fund. In particular, experience with the CDBG Economic Enterprise FUnd Program is preferred. Selection shall be based on the following criteria: a) Consultant's understanding of the City's desires and general approach to the project. b) Consultant's experience with similar projects c) Consultant's experience in Northem California and the Ukiah/Mendocino County region. d) Qualification of the Consultant's staff members being assigned to this project. e) Demonstrated ability of the Consultant to perform high quality work, to control costs and to meet time schedules. f) Ability to work effectively with City staff. g) Familiarity and experience with CDBG. 7. CONDITIONS OF REQUEST a) The City of Ukiah reserves the right to reject any or all proposals received. b) The City will not be liable for any cost incurred in the preparation of the proposals. c) The submission of a proposal shall be prima facie evidence that the proposer has full knowledge of the scope, nature, quantity and quality of work to be performed. 8. SUBMITTAL DEADLINE One (1) original and (7) copies of the proposal must be received at the following address by August 15, 2001 at 5:00 PM. The proposal should be sent to the attention of: Albert Fierro, Assistant City Manager City of Ukiah 300 Seminary Ave. Ukiah, CA 95482 Any proposal received after the specified date and time will be automatically rejected and will not receive any further consideration by the City. Postmarks will not be accepted. 8. PROPOSAL CONTACT PERSON All questions regarding this RFP should be directed to Albert Fierro, Assistant City Manager, at (707) 463-6269 or via email at albertf~cityofukiah, com EXHIBIT B INSURANCE REQUIREMENTS Consultant shall procure and maintain for the duration of this Agreement insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance hereunder by Consultant, and its agents, representatives, employees or subcontractors. 1. Minimum Scope of Insurance. Coverage shall be at least as broad as: a. Insurance Services Office1 form number GL 002 (Ed. 1/73) coveting Comprehensive General Liability and Insurance Services Office form number GL 0404 coveting Broad Form Comprehensive General Liability; or Insurance Services Office Commercial General Liability coverage ("occurrence" form CG 0001). b. Insurance Services Office form number CA 0001 (Ed. 1/78) covering Automobile Liability, code 1 "any auto" and endorsement CA 0025. c. Worker's Compensation insurance as required by the Labor Code of the State of California and Employer's Liability insurance, if Consultant has employees who will directly or indirectly provide service or support Consultant in its provision of services under this Contract. 2. Minimum Limits of Insurance. Consultant shall maintain limits no less than: a. General Liability: $1,000,000 combined single limit per occurrence for bodily injury, personal injury and property damage. If Commercial General Liability Insurance or other form with a general aggregate limit is used, either the general aggregate limit shall apply separately to this Work/location or the general aggregate limit shall be twice the required occurrence limit. b. Automobile Liability: $1,000,000 combined single limit per accident for bodily injury and property damage. 1The Insurance Services Office CISO") is an organization formed by insurance companies to develop standard forms for different types of insurance. They number their forms. The reference to form number refers to a standard insurance policy for different types of insurance, such as Comprehensive General Liability C CGL") coverage which generally insures against claims for personal injury or property damage based on negligent acts of the insured. Commercial Liability insurance is another type of liability insurance covering a business against personal injury or property damage claims resulting from negligence. c. Workers' Compensation and Employer's Liability: Workers' compensation limits as required by the Labor Code of the State of California and Employer's Liability limits of $1,000,000 per accident. 3. Deductibles and Self-Insured Retentions. Any deductibles or self-insured retentions must be declared to and approved by City of Ukiah. At the option of City of Ukiah, either the insurer shall reduce or eliminate such deductibles or self-insured retentions as respects City of Ukiah, its officers, officials, employees and volunteers; or Consultant shall procure a bond guaranteeing payment of losses and related investigations, claim administration and defense expenses. 4. Other Insurance Provisions. The policies are to contain, or be endorsed to contain, the following provisions: a. General Liability and Automobile Liability Coverages. b. City of Ukiah, its officers, officials, employees, and voltmteers are to be covered as insureds as respects: liability arising out of activities performed by or on behalf of Consultant, products and completed operations of Consultant, premises owned, occupied or used by Consultant, or automobiles owned, leased, hired or borrowed by Consultant. The coverage shall contain no special limitations on the scope of protection afforded to City of Ukiah, its officers, officials, employees or volunteers. c. Consultant's insurance coverage shall be primary insurance as respects City of Ukiah, its officers, officials, employees and volunteers. Any insurance or self-insurance maintained by City of Ukiah, its officers, officials, employees or volunteers shall be in excess of Consultant's insurance and shall not contribute with it. d. Any failure to comply with reporting provisions of the policies shall not affect coverage provided to City of Ukiah, its officers, officials, employees or volunteers. e. Consultant's insurance shall apply separately to each insured against whom a claim is made or suit is brought, except with respect to the limits of the insurer's liability. f. Workers' Compensation and Employer's Liability Coverage. The insurer shall agree to waive all rights of subrogation against City of Ukiah, its officers, officials, employees and volunteers for losses arising from work performed by Consultant for City of Ukiah. g. All Coverages. Each insurance policy required by this Section shall be endorsed to state that coverage shall not be suspended, voided, canceled by either party, reduced in coverage or in limits except after thirty (30) days prior written notice by certified mail, return receipt requested, has been given to City of Ukiah. h. Acceptability of Insurers. Insurance is to be placed with insurers with a Best's rating of no less than A. i. Verification of Coverage. Consultant shall furnish City of Ukiah with certificates of insurance and with original endorsements affecting coverage required by this Section. The certificates and endorsements for each insurance policy are to be signed by a person authorized by that insurer to bind coverage on its behalf. The certificates and endorsements are to be on forms provided by City ofUkiah. Where by statute, City of Ukiah's workers' compensation- related forms cannot be used, equivalent forms approved by the Insurance Commissioner are to be substituted. All certificates and endorsements are to be received and approved by City of Ukiah before work commences. City of Ukiah reserves the right to require complete, certified copies of all required insurance policies, at any time. j. Subcontractors. Consultant shall include all subcontractors and insureds under its policies or shall furnish separate certificates and endorsements for each subcontractor. All coverages for subcontractors shall be subject to all of the requirements stated herein. ECONOMIC DEVELOPMENT & FINANCING CORPORATION ORGANIZATIONAL HISTORY Economic Development and Financing Corporation (EDFC) was formed in 1995 to respond to a key priority in the county-wide Overall Economic Development Plan which stated that the county needed a single point of contact and coordination for economic development activities. EDFC has a history of providing additional capacity to its member jurisdictions to help them in meeting their economic development goals. We provide assistance with economic development planning, business assistance and referral, access to our in-house loan funds and technical assistance to those accessing the Revolving Loan Funds of our member jurisdictions and regional financing pools. We also help with grant writing efforts for government and non-governmental agencies. We provide grant management services on a fee for service basis and help jurisdictions and non-governmental agencies to locate funds to complete their projects. EDFC has participated in successful proposals to: · California Department of Housing and Community Development Community Development Block Grant Program U. S. Department of Agriculture Rural Business Enterprise Grant Program Intermediary Relending Program · U.S. Department of Commerce Economic Development Administration · California Department of Technology, Trade and Commerce · U.S. Forest Service In addition, EDFC participates in state and regional economic development organizations in order to make their benefits available at the local level. We also maintain current economic data on Mendocino County and provide information and referral to businesses seeking help with the regulatory process. Madelin M. Holtkamp 139 Gardens Ave. Ukiah CA 95482 (707) 468-8275 PROFESSIONAL EXPERIENCE 1-98 to present Economic Development and Financing Corporation Executive Director Tasks include: · Grant writing and management Successful projects include: Community Development Block Grant Program (application preparation, marketing of loan funds, on-going monitoring of borrowers' business operations and job creation, reporting) with Cities of Fort Bragg and Ukiah and County of Mendocino USDA Rural Development, Economic Development Administration, U.S. Dept. of Commerce, U.S. Forest Service · General management of the agency, its contractors and employees · Operation, marketing and monitoring of agency loan funds · Budgeting and maintaining legal compliance · Agency planning · Preparation of county-wide Overall Economic Development Plan · Publicity for the agency and community outreach · Marketing of loan funds, preparation of loan packages, monitoring performance · Technical assistance to borrowers and other business owners · Business recruitment and preparation of incentive packages · Participation on behalf of the agency on various boards and commissions, including MendocinoWorks, NorCal IDEA, MPIC, Mendocino County Promotional Alliance · Preparation and presentation to various jurisdictions and agencies of information, analyses, programs, research · Contract negotiation and monitoring on behalf of the agency 7-94 to 12-97 Economic Development Associates Co-owner and Senior Associate A fn-m consisting of 5 associates with a range of skills that include: · economic development planning and implementation · financial management · grant preparation and management · marketing planning and implementation · employment development and referral to local and state training programs · business counseling in strategic, financial, marketing, and general business planning · facilitation services for business, communities, and community based organizations · grant preparation and management · interim management services for businesses · training provider in a variety of areas including marketing, sales and finance. Independent contractor to the City of Ukiah Redevelopment Agency and to Economic Development and Financing Corporation, the Mendocino County economic development corporation, performing a variety of tasks such as: · development of incentive programs for business owners, prepare and make presentations to City Finance Review Committee, Insuring compliance with Agency guidelines and policies, provide technical assistance and planning assistance to businesses, development of financing options for business, loan packaging, site assembly and negotiation with property owners, development of policies for Agency programs, management of Revolving Loan Fund development and management of Micro-Enterprise Center, a business incubator development of business recruitment plans, targeting of companies for recruitment · grant writing and management - prepared a successful Revolving Loan Fund application to CDBG, developed policies for RLF, secured bank parmerships and designed reporting system, providing grant management,, successful applications to U.S. Forest Service, HUD Rural Business Enterprise Grant program, Economic Development Administration, CA Trade and Commerce Agency REDIP program · planning and coordination of marketing efforts on a local and regional basis and preparation of grant applications in support of marketing programs · member of Overall Economic Development Planning Committee and Option 9 Review panel · member of Mendocino Tech-Prep Consortium and Vocational Education Council, working on creating on- the-job training opportunities for high school and college students. · founding member of Ukiah Valley Business/Education Roundtable, am association of business people and educators interested In creating mentoring opportunities and involvement of the business community in schools 6-89 - 5-94 West Company/West Enterprise Center Senior Business Consultant · provide technical assistance and consulting to business owners; general program development, develop and monitor loan fund policies, develop curriculum for self employment training course, teach self-employment training course, recruit and facilitate loan circles, package and service Individual loans, coordinate outside consultants for clients; grants research and writing, Marketing Lab development, strategic planning for businesses and organizations; participate in County economic development efforts, plan and deliver seminars and workshops, regular reporting to funders · Redwood Empire Small Business Development Center consultant · member of county Overall Economic Development Plan Committee and Option 9 review panel · attended State CERT meetings · member of Mendocino Economic Summit Steering Committee · Economic Development Professional Certification from National Development Council, Washington, D.C. · Completed Facilitation Training Course from Mendocino College EDUCATION English Lit., Beloit College, Beloit, Wisconsin Economic Development Professional Certification, National Development Council, Oct. 1992 Facilitation training course, Mendocino Community College Education program, Sonoma State University Community College teaching credential in Business COMMUNITY ACTIVTIES Elected to the Mendocino County Board of Education, Trustee area 5, at-large seat Member, Workforce Investment Board Member, Mendocino County Promotional Alliance Former member of Mendocino Private Industry Council Board 1984 o 1998, Ukiah Co-op Board of Directors, have held offices of president, secretary and treasurer and vice chair, chair of finance subcommittee 1988 - Advisory Committee Member for WEST Co. planning group Pro-bono facilitation and planning for local non-profit agencies and arts organizations School volunteer 1/2 day per week, working with children on creative writing, literature, reading in English and Spanish, and computers REFERENCES Available upon request. STATEMENT OF QUALIFICATIONS AND EXPERIENCE Parker, Lucas & Associates dba Community Development Services (CDS) is an experienced consulting firm specializing in providing economic development and work force development in rural Northern California. CDS provides assistance to county and city governments, Workforce Investment Boards, economic development corporations, Special Districts, community and business associations, small businesses, and project developers. Our areas of expertise include: economic development; Community Development Block Grant (CDBG) application preparation and grant management; revolving loan fund program design, acquisition, program delivery, and administration; business retention, expansion, and attraction activities; community coordination for Workforce Investment Boards; planning and permit assistance; and management of economic development planning and implementation activities. In the private sector, CDS provides direct assistance to businesses regarding permitting II and planning, site location, business financials and loan packaging, product andll II service marketing, and business planning and management. August 2001 l[ Community Development Services (CDS) is an experienced economic and community development consulting corporation consisting of Shareholders and Officers, Jeff Lucas and Dana Parker; Management Liaison, Nanci E. van Klaveren; Financial Consultant, Jim Bengson; Marketing Consultants, and Shannon & Rick Gunier of CPI Marketing. We are located at 4615 Work Right Circle at Lampson Airport in Lake County and provide services to the counties of Lake and Mendocino; the cities of Clearlake, Lakeport, Fort Bragg, and South Lake Tahoe; the Northern California Employment Network (NCEN); the Lake County Resource Center; and the Colusa County Partnership Center. EXPERTISE AND EXPERIENCE Community Development Block Grant (CDBG) Revolving Loan Fund design, acquisition, and management. CDS has prepared twenty-five revolving loan program grant applications on behalf of six government and economic development entities with a total of $10,347,000 in grant funds received. All of the applications, except one, have been approved. CDS currently manages over $7,500,000 in RLF programs. CDBG Loan Portfolio Management and Loan Packaging Activities, including financial review and analysis, preparation and presentation of loan packages, preparation and execution of loan closing documents, and ongoing loan servicing activities. Coordinating the Economic Development activities for the County of Lake, providing local design, coordination, and implementation since 1994. Providing Commercial Project Management, including direct assistance with planning, permitting, and scheduling issues on over 55 development projects resulting in over 1,500 jobs. Integrating Work Force Development Programs and Small Business Assistance Programs with local government to provide a continuum of services for businesses and employees. Accessing infrastructure improvement financing, including experience with Economic Development Administration (EDA), Rural Development (USDA), and Community Development Block Grants (CDBG). Developing and implementing community revitalization plans. Preparing and implementing business attraction and business retention programs. Preparing Comprehensive Economic Development Strategies and Strategic Training and Employment Plans on local and regional levels. CLIENTS and PROJECT EXPERIENCE Community Development Block Grant (CDBG) Programs Acquisition, management, and oversight of CDBG Revolving Loan Funds and Over-the- Counter funds, which includes grant application preparation; and loan underwriting, packaging, presentation, closing, and ongoing loan servicing for the following clients: County of Lake: City of Lakeport: City of Clearlake: County of Mendocino: City of Fort Bragg: City of South Lake Tahoe: County of Glenn: City of Oroville: Six CDBG grants totalling $2,175,250. Three CDBG grants totalling $1,500,000. Four CDBG grant totalling $1,800,000. Five CDBG grants totalling $2,116,000. Four CDBG grants totalling $1,756,000. Loan underwriting, packaging, presentation. Loan underwriting, packaging, presentation. Loan underwriting, packaging, presentation. County of Lake Design, development and administration of the Lake County Business Outreach and Response Team (BORT), a rural economic development corporation, which includes the Lake County Business Attraction Program. Coordinating Economic Development, Job Training and Small Business Development Center activities, project-by-project and implementing objectives, goals, and policies in the long term. Representing the County regarding economic development issues to appropriate federal, state and local economic development entities, and the management of cooperative economic development activities with the County of Lake and the cities of Lakeport and Clearlake. Targeted marketing for commercial, retail, light manufacturing, telecommunications, and tourism-related facilities. Preparation, submittal, and acquisition, on behalf of the County of Lake Special Districts, of two U.S. Department of Commerce, Economic Development Administration grants in the amount of $6 million. The fimds were applied to a major effluent and geothermal reinjection project totalling over $60 million. Accessing Old Growth Revolving Loan Funds and Rural Development Intermediary Relending Program Funds for business loans in Lake County in the amount of $1,250,000. Technical, consulting, and administrative support to the County Resource Manager (Geysers Reinjection Project), Department of Public Works (Clean Lakes Project), and Parks and Solid Waste Management (Recycling Market Development Zone). Acquisition and management of a Rural Economic Development Infrastructure Program (REDIP) of $500,000 for Blue Shield of California, and another in the amount of $300,000 for Work Right Products, Inc., generating over 250 jobs. Completed and implemented the annual Comprehensive Economic Development Strategy with Strategic Training and Employment Plan (CEDS/STEP) for submittal to the Economic Development Administration (EDA) on behalf of the Board of Supervisors for the years 1989 through 2001. Obtained CDBG technical assistance grants to conduct a Resort Revitalization Study, then completed the Study. Completed and submitted a marketing grant for targeted business attraction. Completion and submittal of commercial site survey and project specific feasibility technical assistance grants. Obtained agricultural marketing technical assistant grant and provided project management leading to USDA Rural Development successful grant approval to implement Lake County Farmers' Finest Program Obtained CDBG technical assistance grant and EDA grant for a total of $50,000 to pursue feasibility analysis for Performing Arts/Hotel/Convention Center project. Acquisition and management of five USFS grants for countywide revitalization efforts in cooperation with seven small communities and several county departments. Technical support to county staff with two U.S. Forest Service Community Development grants in support of the Clean Lakes program. Completion of regional Business Retention and Expansion Survey and coordination with statewide business cluster analysis. Completion of CalWORKs Job Creation Investment Fund application and subsequent program operation. Coordination with the Golden State Capital Network, a regional venture capital investment organization. North Central Counties Consortium (NCCC) Workforce Investment Board All Community Coordination tasks associated with Northwest Economic Adjustment Initiative, including assistance with the Career Center and Electronic Network funding applications, designing and managing the local proposal review process, coordinating JTPA/WIA and economic development activities, and chairing the State Community Economic Revitalization Team (SCERT) Commtmity Infrastructure Committee. Additional tasks include accessing retraining funds for several major projects, and coordinating the EcoSystem Technician Training Program. CDS also managed the CCOIS growth occupation survey and analysis in Colusa, Glenn, Lake, Sutter and Yuba counties, including conducting community meetings, occupation selection, survey completion, data input, data interpretation and final reporting for several years. Northern California Employment Network (NCEN) Presentation of grants on behalf of the NCEN at regional forums designed to better implement the statewide Work Force Preparation and Economic Development Act. Designed and prepared two proposals to strengthen the NCEN regional network of work force preparation service providers for a total of $1 million. Designed and implemented a regional CEDS interactive web page. City of Clearlake Job creation/training plan and highest and best use analysis of Pearce Field, an airport now designated for commercial/industrial use. Extensive assistance with first anchor tenant at the site including deal structuring, project planning and financing, permitting and management assistance. Assistance with accessing financing for infrastructure improvements necessary to develop the Clearlake Commercial Park. City of Lakeport Assistance with public financing packages as needed and assistance with HCD technical assistance programs. Provided financial management, performance reporting, equal opportunity and labor standards compliance, procurement, purchasing and close out services for the Blue Shield Community Development Block Grant infrastructure project in the amount of $450,000 generating 150 jobs. Preparation and submittal of CDBG Planning and Technical Assistance grant application to generate business retention and attraction strategy. City of Fort Bragg Assistance with deal structuring, commercial park development, and other related activities. County of Mendocino Consultation and assistance with county wide economic development program development and assistance to county staff regarding business retention, expansion, and attraction activities. Lake County Business Outreach and Response Team, an Economic Development Corporation. Design, acquisition, management, and implementation of USDA Intermediary Relending Program in the amount of $1,250,000. Administrative support and management assistance to BORT Board of Directors and Executive Director. Mendocino Private Industry Council Consulting and advising on Community Coordination tasks specific to Mendocino area needs. Mendocino Economic Development and Financing Corporation (EDFC) Business loan underwriting, loan presentation, and loan closing services. Glenn County On behalf of the Glenn County Human Resources Agency, consulting on strategic planning, infrastructure funding, job creation, and job training fimctions. On contract with Tfi County EDC provided assistance with HCD technical assistance business needs survey and loan program design to set up an RLF and Microenterprise program in the amount of $300,000. KNOWLEDGE AND EXPERTISE OF FUNDING SOURCES Since 1983, we have become proficient in working with the following funding entities: State Housing and Community Development Agency (HCD) for Community Development Block Grant (CDBG) technical assistance, economic development and infrastructure improvement grants and revolving loan funds. Local, regional, state and federal sources of Workforce Preparation funds. State Trade and Commerce Agency for Rural Economic Development Infrastructure Program financing, Small Business Development Center funding, and Job Creation Investment funds. Rural Development for technical assistance, programs, business and industry loan guarantees, infrastructure financing, and intermediary loan program acquisition and management. The Small Business Administration (SBA) for loan guarantees (7a and 504) and direct business assistance program funding for women and minority businesses. The Economic Development Administration (EDA) for infrastructure financing ($6,000,000) and technical assistance funds. The U.S. Forest Service (USFS) for community revitalization projects and EcoTech projects. Lake Community Bank, Westamerica Bank, Savings Bank of Mendocino, and National Bank of the Redwoods for conventional and guaranteed business loan funds. FEES FOR SERVICES Community Development Services (CDS) maintains a flexible fee schedule based on the size, duration and type of services rendered on behalf of our clients. We are desirous of developing long term consulting relationships with our clients. Our fee schedule includes a standard rate of $85.00 per hour for short term consulting and training services, $75.00 per hour for financial and loan packaging related services, and $65 per hour for long term economic development planning and implementation services. JEFF LUCAS, President & CEO Community Development Services (CDS) Summary of Professional Qualifications Mr. Lucas has been actively involved with economic development, job training, and business development since 1983. His expertise and experience include working successfully in both the public and private sectors and coordinating job creation activities with job training activities. Mr. Lucas currently serves as economic development specialist on behalf of the County of Lake. Jeffhas extensive experience in CDBG programs including preparing grant applications and in managing the CDBG Enterprise and Over-the-Counter Programs. Jeff prepares all the grant and loan program applications on behalf of CDS clients, specializing in revolving loan fund, infrastructure and community revitalization projects. To date, Mr. Lucas has authored over fifty grant programs resulting in the acquisition of over $30 million on behalf of CDS clients. Prior to establishing CDS in 1989, Mr. Lucas designed and implemented a successful Job Training Office in Lake County from 1983 through 1989. That office exceeded all federal employment and training performance standards under Mr. Lucas' management. The Small Business Development Center, an extension of the Job Training Office, is one example of his innovative ability to expand program services to meet community needs. Both programs continue to provide assistance to employees and businesses in Lake County. As Director of the Job Training Office, Small Business Development Center, and Economic Development Corporation, Mr. Lucas oversaw operations which brought in over $20 million for local governments and businesses. Since that time, Mr. Lucas has served as lead Economic Development Specialist on behalf of Lake County, assisting with the reorganization of local government, pursuing financing for job creation and infrastructure projects, managing revolving loan funds, and preparing the Comprehensive Economic Development Strategy with Strategic Training Employment Plans (CEDS/STEP) each year. During the above pursuits, Mr. Lucas prepared and conducted workshops and public meetings on the local level to business groups, Chambers of Commerce, City Councils and the Board of Supervisors. Mr. Lucas also prepared and conducted presentations and workshops at California Association for Local Economic Development (CALED) seminars, California Trade and Commerce Agency, Private Industry Council annual retreats, and Northern California Industrial Development Executives Association meetings. Mr. Lucas also chaired the Marketing Committee of that Association for two years. Education California State University, Sacramento -- B.A., Government National Development Council - Real Estate Financing DANA PARKER, Vice President & CFO Community Development Services (CDS) Summary of Professional Qualifications Ms. Parker specializes in CDBG administration. Her current work, and for the past eight years, includes the management of all CDBG revolving loan fund administrative activities. This includes the required quarterly, semi-annual and annual reporting to HCD, the coordination of grant cash requests between the entities and HCD, and the tracking of grant expenditures and job creation activities under each grant. Her work also includes staff training, office management, administrative support for community coordination and financing activities, preparation of business pro formas, and responding to business inquiries for technical assistance. Ms. Parker also handles personnel and management issues for CDS. As Manager of the Small Business Development Center of Lake County, Ms. Parker provided business information for start-up and existing small businesses along with scheduling training seminars and one-on-one consultations. Ms. Parker was responsible for the administrative and fiscal tracking and reporting of clients and funding sources. As Administrative Assistant to the Director of JTPA and the Small Business Development Center, Ms. Parker was responsible for fiscal tracking and reporting of the various fimding sources and the review of employer payroll records for reimbursement under the on-the-job training program. Ms. Parker was also the Office Manager for a combined construction company, retail lumber yard, self-storage rental, and shopping center business. She handled all the accounts payable/receivable, payroll, quarterly reports, and storage/shopping center leases. At the Konocti Unified School District, Dana was the Office Manager for the Lower Lake High School and then promoted to Executive Secretary to the District Superintendent of Schools. In these positions she was responsible for the management of student records, attendance reports, along with notification of school board meetings including distribution of agendas and official minutes. She coordinated all purchasing and attendance statistics from the five schools in the District for County and State reporting. Education Lower Lake High School, Lower Lake, CA Yuba College, Lake Campus - Business classes. NANCI E. van KLAVEREN, Management Liaison Community Development Services (CDS) Summary of Professional Qualifications Mrs. van Klaveren performs administrative assistant duties including, reception, grant reporting, word processing, loan prescreening, maintenance of countywide business mailing lists, typing and processing of all loan documents, as well as loan servicing. Mrs. van Klaveren has over five years experience in assisting with CDBG activities including grant preparation, grant reporting and tracking, and CDBG loan file maintenance. Her experience with economic development is essential to tracking day-to-day, in-house functions which allows CDS to expand and refine client services. Mrs. van Klaveren has over 29 years experience as an executive secretary, office manager, and administrative assistant. She has worked for entities varying in size from the Department of Defense and The Rand Corporation, to smaller companies such as a sound contracting company, software developer, and a high tech capital equipment company. Mrs. van Klaveren is well versed in all aspects of the secretarial field. Mrs. van Klaveren works closely with management where she is heavily relied upon for her mastery of secretarial, scheduling, and grant preparation skills. Mrs. van Klaveren is skilled in the use of IBM PC, Microsoft Word, Word Perfect, Quicken, Lotus, MortCare (loan servicing software program), with typing 100+ words per minute and 1 O-key by touch, along with excellent telephone and customer relation skills. Education Lakeview High School, St. Clair Shores, MI - graduated in 1973 with honors. Macomb County Community College - Business & Accounting JIM BENGSON, Financial Consultant Community Development Services (CDS) 10 Summary of Professional Qualifications Mr. Bengson has 24 years of broad experience as a banker. His banking career began at Crocker National Bank in San Francisco, and for 15 years he moved through various branches in increasing responsible lending and management positions. In 1977 he joined Bank of Lake County as a Senior Vice President. He became Chief Executive Officer of that bank, and when it was acquired by Westamerica Corporation, he served as Regional Vice President, Lake Region. Later, he was Senior Vice President of Valley Commercial Bank in Stockton, and then President of East County Bank in Antioch. With over ten years of experience utilizing CDBG business loan funds, Jim is a specialist in preparing gap financing packages. This includes doing the financial review and analysis, coordination of funds with all lenders and agencies, loan package preparation and presentation, and the execution of closing loan documents. Jim is an integral part of CDS' successful CDBG program management. Jim became an entrepreneur in 1986 when he started the company Training, Etc., which provided training and special services for financial institutions, as well as loan packaging and financial and management consulting for private enterprise. From 1987 to 1991 Jim served as a consultant to the Lake County Small Business Development Center, assisting clients in preparing and obtaining business loans in Lake and Mendocino Counties. He also consulted with small businesses on management and finance issues and assisted new business startups. For seven years, he was the General Manager of Allied Information Network, an international data service provider using satellite technology. In June 1999, he again started his own business of providing loan packaging and financial management consulting for private enterprise. Education University of North Dakota Mayville State University American Institute of Banking 11 SHANNON & RICK GUNIER CPI Marketing Summary of Professional Qualifications Shannon Gunier provides one-on-one marketing consultations to businesses in Lake County with the Small Business Development Center. Recently, Mrs. Gunier managed the startup and operation of the California Main Street Program in Lakeport for one year. She is creative, organized, and resourceful with diverse experience in public relations, meeting management, advertising, marketing, and graphic arts. Shannon is currently working with the Lake County Winegrape Commission as Executive Director. Under the auspices of the Department of Food and Agriculture, the Winegrape Commission's sole function is to market Lake County winegrapes to out-of-county wineries. Mr. & Mrs. Gunier, owners of CPI Marketing, are currently contracted by CDS to implement the economic revitalization program in the unincorporated communities along the Highway 20/29 corridor in Lake County. They provide the technical assistance to each community to assist with organization, economic restructuring, community design, community promotion, and comprehensive networking to increase local and community pride, revitalize deteriorating buildings, create a network that cooperates rather than competes for scarce resources and expertise, increase job creation, and increase community self determination. The Gunier's accomplish this by scheduling and guiding local community meetings and becoming active participants in the planning and vision of each community. They also publish a newsletter than brings all the communities together to share their revitalization plans and successes. Mr. & Mrs. Gunier, owners of CPI Marketing, coordinated and implemented direct mail marketing projects for Independent Stationers nationwide. They were responsible for marketing programs for dealers with annual sales volume up to $10 million. They also coordinated all aspects of advertising programs, including budgeting, ad insertion and tracking. Consecutively, they published direct mail tabloids and sales booklets from 35,000 to 100,000 monthly, scheduling the design, distribution and billing. They also coordinated semi-annual dealer meetings around the country. Education Rio Hondo Community College, Whittier -- Graduated 1975 AA Degree in Psychology REFERENCES 12 Charles Brown, Executive Director Northern California Employment Network 7420 Skyway Paradise, CA 95969 530-872-9600 Sharon Matzinger, Executive Director Lake County Career Center 55 First Street Lakeport, CA 95453 707-263-0630 Kelly Cox, County Administrative Officer County of Lake 255 North Forbes Street Lakeport, CA 95453 707-263-2580 James Kimbrell, General Manager Arcata Economic Development Corp. 100 Ericson Court, Suite 100 Arcata, CA 95521 707-822-4616 x 215 Richard Knoll, Community Dev. Director City of Lakeport 225 Park Street Lakeport, CA 95453 707-263-5613 Linda Ruffing, Community Development Director City of Fort Bragg 416 No. Franklin Street Fort Bragg, CA 95437 707-961-2823 John Turner, Manager Housing and Community Development P.O. Box 952051 Sacramento, CA 94252 (916) 327-2130 P.O. Box 37 Williams, CA 95987 530-473-3927 Karen Mantele, Assistant Planner City of Clearlake 14050 Olympic Drive Clearlake, CA 95422 707-994-8201 Charles Peterson, Executive Director North Central Counties Consortium 1215 Piumas Street, Suite 1800 Yuba City, CA 95991 916-822-7150 Charles Clendenin, Director USDA Rural Development 430 G Street, Agency 4169 Davis, CA 95616 530-792-5800 Jim Andersen, County Administrative Officer County of Mendocino 501 Low Gap Road Uklah, CA 95482 707-463-4441 Wayne Schell, Executive Director California Assn. for Local Economic Development 1022 G Street Sacramento, CA 95814 916-448-8252 Wilda Shock, Director Lake County Marketing Program 875 Lakeport Blvd. Lakeport, CA 95453 707-263-9544 Stewart Knox, Director Colusa Career Resource Center 13 AGENDA SUMMARY 6d ITEM NO. DATE: October 3, 2001 REPORT SUBJECT: AWARD OF TWO YEAR CONTRACT TO THE WEST COMPANY FOR MICRO- ENTERPRISE SERVICES ASSOCIATED WITH THE COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAM (REVOLVING BUSINESS LOAN ADMINISTRATION #00- EDBG-738) IN AN AMOUNT NOT TO EXCEED $81,445 The City of Ukiah received $500,000 in economic development grant monies (#00-EDBG-738) from the State of California Department of Housing and Community Development for fiscal year FY2000/2001. In order to administer the program, a micro-enterprise consultant must be hired in conformance with the grant requirement to conduct daily program activities, marketing, screening of applicants, and business training. Staff conducted a Request for Proposals (RFP) process with a deadline of August 15, 2001, seeking qualified micro-enterprise consultants for the Revolving Loan Program (RLP). However, of the 13 firms contacted, only one consultant, the West Company, responded to the request. The West Company is based in Mendocino county and his highly qualified to administer the micro-enterprise component of the RLP. Funds to pay for these consultant expenses are in the EDBG-grant monies received from the State of California. RECOMMENDED ACTION: Award a two-year contract to the West Company to administer the micro-enterprise component of the Revolving Loan Program as part of the Community Development Block Grant, in an amount not to exceed $81,445. ALTERNATIVE COUNCIL POLICY OPTIONS: 1. Elect not to approve contract and provide alternative direction to staff. Citizen Advised: Requested by: Prepared by: Coordinated with: Attachments: N/A N/A ~-' Albert T. Fierro, Assistant City Manag Candace Horsley, City Manager 1. Proposed contract. 2. Request for Proposals for administrative services. APPROVED' CanOe Horsleyi-C~ty ~nager ATF:ASREDBG738MICRO PROFESSIONAL SERVICES CONTRACT This Agreement is made and entered in Ukiah, California, on October 3, 2001 ("Effective Date"), by and between the West Company ("Consultant"), a non-profit California public benefit corporation organized and operating under and in compliance with the laws of the State of California, and the City of Ukiah ("City"), a general law municipal corporation. RECITALS: 1. Consultant warrants and represents that it is a consulting firm specializing in providing micro-enterprise development services in Mendocino County. 2. Consultant maintains its own offices and has a substantial investment in its businesses in addition to the value of the personal services contributed by its incorporators and officers. 3. City requires Consultant's services, but will not exercise control over the manner or method by which it performs these services. 1. SERVICES PROVIDED BY CONSULTANT. Consultant shall provide micro-enterprise services as identified and described in the Scope of Work portion of its Proposal for Program Operation Services for Micro-enterprise Program, dated August 15, 2001, a true and correct copy of which is attached hereto as Exhibit A, and incorporated herein by reference. This contract and the Program are funded by a Community Development Block Grant (Enterprise Grant #00-EDBG-738). 2. TIME OF PERFORMANCE. Consultant shall provide these services commencing on October 3, 2001 and complete the services by September 30, 2003. 3. TERM. The term of this Agreement shall begin on October 3, 2001 and end on September 30, 2003 unless extended by mutual written agreement of the parties or terminated as provided in paragraph 9. 4. COMPENSATION. Ukiah shall pay Consultant as follows for services provided under this Agreement: Consultant shall provides the services required by this Agreement for a not to exceed amount of $73,300 for micro-enterprise assistance and $8,145 for activity delivery, or a total of $81,445. 5. METHOD OF PAYMENT. City shall pay consultant $3,054 per month for micro-enterprise assistance, provided Consultant documents that it has provided not less than 61 hours of such assistance during that month; and $340 per month for activity delivery, provided Consultant documents that it has provided not less than 6.8 hours of such services during that month. Consultant shall submit monthly invoices documenting its services and City shall pay consultant at the agreed rate within 30 days of its receipt of satisfactory invoices, City's approval not to be unreasonably withheld. 6. CONFIDENTIALITY. Consultant hereby agrees that it will not disclose or make any other use of information about the business methods, operations, costs, proposals, budgets, and projections of City or of any other information of a confidential nature it receives in performing services under this Agreement, including information submitted by businesses and individuals requesting or receiving services provided by Consultant under this Agreement. Consultant may disclose such information if the disclosure is necessary to the performance of Consultant's services under this Agreement. 7. INDEMNIFICATION AND INSURANCE. 7.1 Indemnification. Consultant shall indemnify and hold harmless City and its officers, agents and employees from and against any claim, loss or damage, including the legal and other costs of defending against any claim of damage or loss by third parties, which arises out of the Consultant's performance under this Agreement, except for claims, losses or damages resulting from the sole and exclusive negligence or other wrongful conduct of the City or its officers, agents and employees. 7.2 Insurance. Consultant shall comply with the insurance requirements set forth in the attached Exhibit B, which is incorporated herein by reference. 8. RETURN OF DOCUMENTS. Upon termination of Consultant' services to the City under this Agreement, Consultant agrees to return all written and other materials, which are not matters of public record, furnished to it by City or loan applicants. Any documents created by Consultant as part of providing services under this Agreement shall be the property of City which shall own the copyright to same. Any and all such documents shall be furnished to City prior to or upon termination of this Agreement. 9. TERMINATION. This Agreement may only be terminated by City: 1) for breach of the agreement; 2) because funds are no longer available to pay Consultant for services provided under this Agreement; or 3) City has abandoned and does not wish to complete the project for which Consultant was retained. City shall notify Consultant of any alleged breach of the agreement and of the action required to cure the breach. If Consultant fails to cure the breach within the time specified in the notice, the contract shall be terminated as of that time. If terminated for lack of funds or abandonment of the project, the contract shall terminate on the date notice of termination is given to Consultant. City shall pay the Consultant only for services performed and expenses incurred as of the effective termination date. In such event, all finished or unfinished documents, data, studies, surveys, drawings, maps, models, photographs and reports prepared by the Consultant under this Agreement shall, at the option of City, become its property and the Consultant shall be entitled to receive just and equitable compensation for any work satisfactorily completed hereunder, subject to off-set for any direct or consequential damages City may incur as a result of Consultant's breach of contract. Consultant may terminate the Agreement on 15 days written notice to City. In that event Consultant shall be compensated and documents shall be handled as provided in this paragraph. 10. MODIFICATION OF AGREEMENT. City may, from time to time, request changes in the scope of the services of the Consultant to be performed hereunder. Such changes, including any increase or decrease in the amount of the Consultant's compensation, which are mutually agreed upon by and between City and the Consultant, shall be incorporated in written amendments to this Agreement. To be effective, all such changes as referred to in this section must be agreed upon in writing by both parties to this agreement. 11. ASSIGNMENT. The Consultant shall not assign any interest in this Agreement, and shall not transfer any interest in the same (whether by assignment or novation), without the prior written consent of City. 12. APPLICATION OF LAWS. The parties hereby agree that all applicable Federal, State and local rules, regulations and guidelines not written into this Agreement shall hereby prevail during the period of this Agreement. 13. INDEPENDENT CONTRACTOR. It is the express intention of the parties hereto that Consultant is an independent contractor and not an employee, joint venturer, or partner of City for any purpose whatsoever. City shall have no right to, and shall not control the manner or prescribe the method of accomplishing those services contracted to and performed by Consultant under this Agreement, and the general public and all governmental agencies regulating such activity shall be so informed. Those provisions of this Agreement that reserve ultimate authority in City have been inserted solely to achieve compliance with federal and state laws, rules, regulations, and interpretations thereof. No such provisions and no other provisions of this Agreement shall be interpreted or construed as creating or establishing the relationship of employer and employee between Consultant and City. Contractor shall pay all estimated and actual federal and state income and self-employment taxes that are due the state and federal government and shall furnish and pay worker's compensation insurance, unemployment insurance and any other benefits required by law for himself and his employees, if any. Contractor agrees to indemnify and hold City and its officers, agents and employees harmless from and against any claims or demands by federal, state or local government agencies for any such taxes or benefits due but not paid by Consultant, including the legal costs associated with defending against any audit, claim, demand or law suit. Consultant warrants and represents that it is a properly licensed professional or professional organization with a substantial investment in its business and that it maintains its own offices and staff which it will use in performing under this Agreement. 14. GOVERNING LAW. This Agreement shall be governed by and construed in accordance with the laws of the State of California and any legal action concerning the agreement must be filed and litigated in the proper court in Mendocino County. The parties waive any right they may otherwise have to contest jurisdiction or venue in Mendocino County. 15. SEVERABILITY . If any provision of the Agreement is held by a court of competent jurisdiction to be invalid, void, or unenforceable, the remaining provisions shall nevertheless continue in full force and effect without being impaired or invalidated in any way. 16. INTEGRATION. This Agreement contains the entire agreement among the parties and supersedes all prior and contemporaneous oral and written agreements, understandings, and representations among the parties. No amendments to this Agreement shall be binding unless executed in writing by all of the parties. 17. WAIVER. No waiver of any of the provisions of this Agreement shall be deemed, or shall constitute a waiver of any other provision, nor shall any waiver constitute a continuing waiver. No waiver shall be binding unless executed in writing by the party making the waiver. 18. NOTICES. Whenever notice, payment or other communication is required or permitted under this Agreement it shall be deemed to have been given when personally delivered, upon receipt, if sent by fax or overnight courier, or when deposited in the United Sates mail with proper first class postage affixed thereto and addressed as follows: Consultant City West Company C/o Sheilah M. Rogers 367 N. State Street, Suite 201 Ukiah, CA. 95482 Off: (707) 468-3553 FAX: (707) 468-3555 Attention: Albert T. Fierro, Assistant City Manager City of Ukiah Ukiah Civic Center 300 Seminary Ave. Ukiah, CA. 95482 Off: (707) 463-6269 FAX: (707) 463-6204 19. PARAGRAPH HEADINGS. The paragraph headings contained herein are for convenience and reference only and are not intended to define or limit the scope of this agreement. 20. DUPLICATE ORIGINALS. This Agreement may be executed in one or more duplicate originals bearing the original signature of both parties and when so executed any such duplicate original shall be admissible as proof of the existence and terms of the Agreement between the parties. 21. LII~IT OF CITY'S OBLIGATION. The parties understand and agree that the funds for this Agreement are provided by the United States Department of Housing and Urban Development ("HUD") under the CDBG (#00-EDBG-738). Any contract provisions required by HUD regulations in effect on the date of this Agreement are incorporated herein by reference. The City is only obligated to pay for services furnished by Consultant under this Agreement with grant funds. If, for any reason, said funds become unavailable to City, Consultant shall have no right to receive payment under this Agreement from any other City funds and City shall have no obligation to use any funds other than the CDBG funds to pay for Consultant's services under this Agreement. WHEREFORE, the parties have entered this Agreement on the Effective Date. Consultant City West Company City of Ukiah By: By: Title: Title: EXHIBIT "A" REQUEST FOR PROPOSALS Program Operation Services For Business Loan Fund and Microenterprise Program Due Date for Proposals August 15,2001 City of Ukiah 300 Seminary Ave. Ukiah, CA 95482 CITY OF UKIAH Request for Proposal (RFP) Program Operation Services for Business Loan Fund and Microenterprise Program 1. INTRODUCTION The City of Ukiah was awarded $500,000 in December of 2000 from the State of California Economic Enterprise Fund to establish a Business Revolving Loan Fund (RLF) and a Microenterprise Program. The purpose of these activities is to create economic activity and job expansion/retention. Ukiah has need for these resources to serve its business community and its low-moderate income residents. There is strong support for these programs among the business and financial community. The purpose of the Business Revolving Loan Fund is to enable the City to provide gap financing to Ukiah businesses in order to create/retain jobs, at least 51% of which must be oppommities for low moderate income persons. The program funds such activities as: · Inventory purchase · Equipment acquisition · Real property acquisition & construction rehabilitation · .Fumiture/fixturesfleasehold improvements · Infrastmcture/°ff-site improvements The purpose of the Microenterprise Program is to provide services to Ukiah businesses that have 5 or fewer employees including the owner(s) and Ukiah residents developing microenterpdses. The program must meet the CDBG national objective of primarily benefiting low-'moderate income persons. Microenterprise assistance activities include: Loan funds to provide for the establishment, stabilization and expansion of a microenterprise. Technical assistance, advice and business support services to owners of microenterprises and persons developing microenterprises. General support to owners of microenterprises and persons developing microenterprises. Support services include, but are not limited to, peer support programs, counseling, child care, transportation and similar services. The City is seeking proposals from qualified fmus, organizations or individuals to serve as the Program Operator for the.Revolving Loan Fund and the Microenterprise Program. Those responding may propose to provide a portion of the services or all. The City's Economic Enterprise Grant funds are available as follows: Business Loans $342,950 Activity Delivery Microemerprise Program Grant Administration Total Grant $ 46,250 $ 73,300 $500,000 The City of Ukiah is responsible for the overall operation of the programs and the grant responsibilities. The City manages the programs through staff supervision 'of consultant contracts. ADE is under contract to the City to provide grant administration for this CDBG Economic Enterprise Grant. 2. SCOPE OF WORK .Busness Loan.Program The consultant will manage the day-to-day activities of the program and will be centrally involved in every phase of the program's activities. The consultant's duties will include such activities as: · Establish program fling system and maintain record keeping Program outreach and marketing of the business loan program Meet with local financial institutions · Screen and assist loan applicants · Referral of ineligible loan applicants to other lenders · Solicitation of background and financial information from interested businesses · Loan underwriting analysis · Loan packaging · Coordination and presentation of loans to the Loan Committee · Loan processing and closing · Setup of loan servicing accounts · Hiring coordination with community p;:utnership/private industry council · Maintenance of all loan records · Performance monitoring and site visits to businesses · Infrastructure Loans-establish fair share payment and preparation of Payment program · Servicing of existing business loan portfolios · Attendance at all HCD EcOnomic Enterprise Fund workshops · CoordinatiOn wiffi Grant Administration Services · Compliance with all CDBG requirements _Microenterprise Progra~ The consultant will manage the day-to-day activities of the program and will be centrally involved in every phase of the program's activities. The consultant's duties will include such tasks as: Program Outreach and marketing of the microenterprise program Semen and assist program applicants Business Training Technical Assistance/Individual Counseling Personal Development Training Support Services Assistance with microloans Attendance at all HCD Economic Enterprise Fund workshops Record keeping Coordination with Grant Administration Services Compliance with all CDBG requirements .:3. PROPOSAL REQUIREMENTS ~)ualification.q -- · Indicate which of the services the Consultant is proposing to provide. · Provide a statement of the Consultant's qualifications to provide the services. -' General information' on the Consultant - Experience in Northern California, including the Uki~endocino region.. - Experience with similar projects, programs and services. ' - List at least three CDBG Economic Development projects of similar complexity and magnitude undertaken in the past five years and provide references and a phone number, email ad&ess (if available) for each reference. Scope of Work -- · Provide a statement of the Consultant's overall approach to the Scope of Work, and how you will perform each of the bulleted items. Provide any brochures or materials which illustrate the Consultant's provision of these services. Project Personnel · Provide resumes of key members of the proposed project team, and the 'function they will provide. Indicate availability of project personnel to provide the services in Ukiah and to be responsive to participants and potential participants in the Business Loan Program and the Microenterprise Program Cost of Services __ ' Provide the cost of providing the services, and the basis for the cost. An hourly rate schedule shall be included denoting rates charged per classification. Conflict of Interest Statement __ · Provide a statement of any recent, current or anticipated contractual obligations that relate to similar work that may have potential to conflict with the Consultant's work on this project. ~Insurance Documentation · Provide information regarding the types of insurance carried, specifically in the areas of general liability, professional liability, automotive and workman's compensation. Indicate the limits of overage on each policy. In addition, the Consultant must name the City Of Ukiah as an additional insured on all policies in force during the term of this project. Consultants that feel they cannot meet these minimum requirements should not submit a proposal. 4. CONTRACT The Consultant selected will be required to sign a contract similar in form to the City's standard contract and supplemented by all CDBG federal and state overlay requirements. 5. SELECTION PROCESS The City staffwill review the proposals submitted. The City of Ukiah reserves the right to select a fin~ and negotiate a contract based solely on the proposal submittal, and to select and compose a consultant team of its own choosing fi.om those firms that respond to the Request for Proposals. The City may or may not conduct interviews with those firms judged the best qualified. 6. SELECTION CRITERIA The Consultant selected for this projeCt should have demonstrated recent experience in. the operation of a municipal business loan fund. In particular, experience with the CDBG Economic Enterprise FUnd Program is preferred. Selection shall be based on the following criteria: a) Consultant's understanding of the City's desires and general approach to the project. b) Consultant's experience with similar projects c) Consultant's experience in Northem California and the Uki~endocino County region. d) Qualification of the Consultant's staff members being assigned to this project. ' e) Demonstrated ability of the Consultant to perform high quality work, to control costs and to meet time schedules. f) Ability to work effectively with City staff. g) Familiarity and experience with CDBG. 7. CONDITIONS OF REQUEST a) The City of Uldah reserves the fight to reject any or all proposals received. b) The City will not be liable for any cost incurred in the preparation of the proposals. c) The submission of a proposal shall be prima facie evidence that the proposer has full knowledge of the scope, nature, quantity and quality of work to be performed. 8. SIJB~TTAL DEADL~ One (1) original and (7) copies of the proposal must be received at the following address by August 15, 2001 at St00 PM. The proposal should be sent to the attention of: Albert Fierro, Assistant City Manager City of Ukiah 300 Seminary Ave. Uldah, CA 95482 Any proposal received after the specified date and time will be automatically rejected and will not receive any further consideration by the City. Postmarks will not be accepted. 8. pROpOSAL CONTACT PERSON All questions regarding this RFP should be directed to Albert Fierro, Assistant City Manager, at (707) 463-6269 or via email at alberff~eityofukiah, com EXHIBIT B INSURANCE REQUIREMENTS Consultant shall procure and maintain for the duration of this Agreement insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance hereunder by Consultant, and its agents, representatives, employees or subcontractors. 1. Minimum Scope of Insurance. Coverage shall be at least as broad as: a. Insurance Services Office1 form number GL 002 (Ed. 1/73) covering Comprehensive General Liability and Insurance Services Office form number GL 0404 covering Broad Form Comprehensive General Liability; or Insurance Services Office Commercial General Liability coverage Coccurrence" form CG 0001). b. Insurance Services Office form number CA 0001 (Ed. 1/78) covering Automobile Liability, code 1 "any auto" and endorsement CA 0025. c. Worker's Compensation insurance as required by the Labor Code of the State of California and Employer's Liability insurance, if Consultant has employees who will directly or indirectly provide service or support Consultant in its provision of services under this Contract. 2. Minimum Limits of Insurance. Consultant shall maintain limits no less than: a. General Liability: $1,000,000 combined single limit per occurrence for bodily injury, personal injury and property damage. If Commercial General Liability Insurance or other form with a general aggregate limit is used, either the general aggregate limit shall apply separately to this Work/location or the general aggregate limit shall be twice the required occurrence limit. b. Automobile Liability: $1,000,000 combined single limit per accident for bodily injury and property damage. ~The Insurance Services Office CISO") is an organization formed by insurance companies to develop standard forms for different types of insurance. They number their forms. The reference to form number refers to a standard insurance policy for different types of insurance, such as Comprehensive General Liability C CGL") coverage which generally insures against claims for personal injury or property damage based on negligent acts of the insured. Commercial Liability insurance is another type of liability insurance covering a business against personal injury or property damage claims resulting from negligence. c. Workers' Compensation and Employer's Liability: Workers' compensation limits as required by the Labor Code of the State of California and Employer's Liability limits of $1,000,000 per accident. 3. Deductibles and Self-Insured Retentions. Any deductibles or self-insured retentions must be declared to and approved by City of Ukiah. At the option of City of Ukiah, either the insurer shall reduce or eliminate such deductibles or self-insured retentions as respects City of Ukiah, its officers, officials, employees and volunteers; or Consultant shall procure a bond guaranteeing payment of losses and related investigations, claim administration and defense expenses. 4. Other Insurance Provisions. The policies are to contain, or be endorsed to contain, the following provisions: a. General Liability and Automobile Liability Coverages. b. City of Ukiah, its officers, officials, employees, and volunteers are to be covered as insureds as respects: liability arising out of activities performed by or on behalf of Consultant, products and completed operations of Consultant, premises owned, occupied or used by Consultant, or automobiles owned, leased, hired or borrowed by Consultant. The coverage shall contain no special limitations on the scope of protection afforded to City of Ukiah, its officers, officials, employees or volunteers. c. Consultant's insurance coverage shall be primary insurance as respects City of Ukiah, its officers, officials, employees and volunteers. Any insurance or self-insurance maintained by City of Ukiah, its officers, officials, employees or volunteers shall be in excess of Consultant's insurance and shall not contribute with it. d. Any failure to comply with reporting provisions of the policies shall not affect coverage provided to City of Ukiah, its officers, officials, employees or volunteers. e. Consultant's insurance shall apply separately to each insured against whom a claim is made or suit is brought, except with respect to the limits of the insurer's liability. f. Workers' Compensation and Employer's Liability Coverage. The insurer shall agree to waive all rights of subrogation against City of Ukiah, its officers, officials, employees and volunteers for losses arising from work performed by Consultant for City of Ukiah. g. All Coverages. Each insurance policy required by this Section shall be endorsed to state that coverage shall not be suspended, voided, canceled by either party, reduced in coverage or in limits except after thirty (30) days prior written notice by certified mail, return receipt requested, has been given to City of Ukiah. h. Acceptability of Insurers. Insurance is to be placed with insurers with a Best's rating of no less than A. i. Verification of Coverage. Consultant shall fumish City of Ukiah with certificates of insurance and with original endorsements affecting coverage required by this Section. The certificates and endorsements for each insurance policy are to be signed by a person authorized by that insurer to bind coverage on its behalf. The certificates and endorsements are to be on forms provided by City ofUkiah. Where by statute, City of Ukiah's workers' compensation- related forms cannot be used, equivalent forms approved by the Insurance Commissioner are to be substituted. All certificates and endorsements are to be received and approved by City of Ukiah before work commences. City of Ukiah reserves the right to require complete, certified copies of all required insurance policies, at any time. j. Subcontractors. Consultant shall include all subcontractors and insureds under its policies or shall furnish separate certificates and endorsements for each subcontractor. All coverages for subcontractors shall be subject to all of the requirements stated herein. EXHIBIT "A" PROPOSAL FOR PROGRAM OPERATION SERVICES FOR MICROENTERPRISE PROGRAM SUBMITTED BY WEST COMPANY AUGUST 15, 2001 MICROENTERPRISE.BUILDS COMMUNITY Over 600 individuals gathered in Lowell, Massachusetts for AEO's Tenth Annual Conference and Membership Meeting in May 2000. The conference theme, AEO 2000: Microenterprise Builds Community fit Lowell to a tee - a ciD' that was itself rebuilt through microenterprise. Training Galore The 2000 conference continued its reputation of excellent and plentiful training opportunities. More than 150 individuals attended one of seven pre-conference Microenterprise Training Institutes - daylong intensive trainings covering a wide variety of topic areas. The conference itself also offered over 50 individual wor 'kshop sessions in 11 different tracks. Inspiring, Motivating, Challenging Special conference highlights included inspiring and motivating keynote speeches by prominent and recognized leaders in the field. Jack Litzenberg of the Charles Stewart Mott Foundation delivered a keynote on microenterprise as a successful poverty alleviation strategy, inspiring conference participants with stories of individuals who pulled themselves out of poverty through microenterprise. Bob Friedman, Chair of the Corporation for Enterprise Development (CFED) and founding member of AEO, addressed the state of the microenterprise development field and challenged AEO members to think about how to create an infrastructure capable of supporting ten times the number of people currendy served. Elaine Edgcomb of the Aspen Institute, and board member of AEO, continued to challenge participants by raising the issues of growing the field to scale and establishing standards to which everyone commits. Conference attendees were also addressed by Massachusetts Senator John Kerry who spoke about his personal commit- ment to microenterprise and his efforts to support many federal programs aimed at microenterprise development. Conference Sponsors The 2000 conference could not have been possible without the generous support of the following sponsors: Bank One, Calvert Group, The Calvert Foundation, Calvert Social Investment Fund, Chase Manhattan Bank, Federal Home Loan Bank of Boston, Federal Reserve Bank of Boston, Fleet Bank, Key Bank National Association, and Levi Strauss Foundation. TORTIIJ.ERIA BARRON Lamberto Ban'on, Ukiah, CA Lamberto Barton has faced and overcome multiple obstades en route to achieving entrepreneurial success as Ukiah, California's premiere producer of fresh tortillas and tamales. The 49-year-old, who immigrated from Mexico in 1971, faced cultural, linguistic and market penetration challenges when he started his business in the rural, predominantly Anglo county to which he had moved. Fearing the U.S. banking system, he financed much of the difficult start-up phase ' ofTortilleria Barron by tapping into his children's savings of $1,000 and by continuing to paint houses three days a week in his former city of San Jose, 160 miles north of Ukiah. Personal obstacles, including a painful divorce and the loss of his uninsured trailer home, which burned down seven months after opening his shop, exacerbated his difficulties. "Early on, everything was very, very hard,"said Barron, whose command of English was limited at the time. "I was new to the area, and I needed capital that didn't exist. My wife had also been helping me with the business, so losing her hurt in more ways than one. Starting over again after the fire was extremely difficult - all that was left was my gloves!" Barron found sympathetic ears and assuring, knowledgeable voices in the offices of West Company. There he also found an organization willing not only to finance his business but also to work with him to develop a business plan, open new markets, and expand his product line. Barton, West Company Entrepreneur of the Year in 1997, used one of his loans to purchase equipment that allows him and his five employees to produce in excess of 500 tortillas per hour - capacity that became necessary as his business grew. Although he has now graduated to the formal financial sector to fttrther expand his business, Barron still turns to West Company. "I trust the people at West Comp.any," he said. "When I call on them, they are always there to help me with whatever I need." We~t Company Proposal to Deliver Services to Ukiah-Based Microenterprises QUALIFICATIONS Services to be provided West Company proposes to provide services to the City of Ukiah under the Microenterprise Program. Services and responsibilities will include: · Program outreach and marketing of the microenterprise program · Screening and assessment of program applicants · Business Training · Technical Assistance/Individual Counseling · Personal Development Training · Support Services · Assistance with accessing microloans · Access to Market · Asset Building · Networking · E.Commerce Assistance · Attendance at all HCD Economic Enterprise Fund workshops · Record keeping · Coordination with Grant Administration Services · Compliance with all CDBG requirements Statement of Qualifications General Information on West Company West Company promotes microenterprise as a strategy to increase economic self- sufficiency and social well-being for people with limited access to economic resources. West Company accomplishes this by providing business assistance and access to capital and by fostering public policy that supports microenterprise. · West Company Microenterprise Assistance City of Ukiah Experience in the UTaah/Mendocino region West Company has operated as a Mendocino County-based microenterprise development organization since 1988. Services are offered throughout the county from Ukiah and Fort Bragg offices, and through six Mendocino Works Emplo,vment Resource Centers. West Company specializes in services to microbusinesses, companies that can be capitalized with $35,000 or less that have 5 or fewer employees including the owner. Services are offered to microbusiness owners at all stages of business development and operations, from business feasibility through start-up, stabilization and expansion. According to California Department of Finance statistics for 1998 labor force and employrnent indicators, there are 1,668 businesses in Mendocino County with fewer than five employees. ~ Details of the county's microentrepreneur community and of West Company's the more than 400 businesses in the West Company portfolio are provided below, by industry and by sector. · 44% of the county's microentrepreneurs work in the service industry,. Among West Company clients, 43% (172 microentrepreneurs) operate microbusinesses in the service industry. Typical sectors for West Company clients include massage and body work, nutrition and health counseling, restaurants, tailoring and dressmaking, childcare, landscaping, accounting, technology consulting, and cosmetology. · Countywide, microenterprises in the trade industry account for 19% of the total. Among West Company clients, trade industries account for 41% (164 clients). West Company examples in this industry include bookstores, automotive service, imports, ceramics, music production, and arts and crafts production and sales. · 16% of the county's microentrepreneurs work in the areas of mining/utilities and construction (compared with 2% for West Company clients). In this industry, West Company clients have engaged in paving services, hardwood flooring, electrical contracting, and construction contracting. I California Department of Finance, Number of establishments by industry and employment size, 1998. (www.dof.ca.gov) West Company Microenterprise Assistance City. of Ukiah 5 % of the county's microentrepreneurs work in the areas of forestry, fishing, hunting, and agriculture. Among West Company clients, these industries account for 4%, equal to 16 microentrepreneurs. Examples in this industry include marine farming, farmers' markets, and specialty tree farming. Countywide, microenterprises involved in manufacturing account for 5%, compared with 8% for West Company clients (32 microenterprises). In this industry, West Company clients have engaged in saddle-making, beer brewing, furniture production, hemp products, and specialty clothing. Experience with similar projects, programs and services Since 1995, West Company has managed three Microenterprise Assistance contracts for the County of Mendocino County and three for the City of Fort Bragg CDBG/EDBG grants. (For Mendocino County, contact Tony Shaw, Economic Development Coordinator: 463-4441;, shawt~co.mendocino.ca.us; for City,' of Fort Bragg, contact Linda Ruffing, Community Development Coordinator, 961-2827, lmffig~mcn.org). Use of CDBG funds has been critical to West Company's abili~' to deliver consistent services to microbusiness o~vners and to follow those business owners as they stabilize and expand their businesses. West Company's Executive Director has been invited to present at annual CDBG conferences on the subject of nmning a CDBG microenterprise project. Microenterprise/small business activity, is now credited as being the number one job creation strategy in the United States. It is an important and growing segment of the Ukiah economy. Microenterprises and small businesses have the potential to add great diversity to the Ukiah economy. Microenterprises operate in small- scale manufacturing, retail, arts and crafts, tourism, technology, and professional services to name a few. Ownership of microbusinesses crosses economic lines. Many of these businesses have storefronts, but many are home-based, run by one individual or a family. In this era of welfare reform, the>' offer an option to low paying or nonexistent jobs. In Ukiah, several microbusinesses that began in garages graduated out of the microenterprise field entirely to create 6 to 35 jobs each. West Company has considerable experience in working with a number of microbusinesses in recent years including: Tortilleria Barron, Ukiah Brewing Company, A Touch of Magic, Topper's Beauty Salon, Mama's Magic Soaps & Herbal Delights, Morning Glory Child Care, Health · Matters, Elegancia Rodriguez, Sylvan Woods and Moonlight Framer. West Company Microenterprise Assistance Ci~ of Ukiah West Company is one of the veteran microenterprise development organizations operating in the United States. Now in its 13~h year of operation, West Company is acknowledged in the microenterprise field as a leader in its capacity, to create and deliver services to low-income populations starting and managing microbusinesses in a rural environment. Established in 1988 by a private foundation grant to address women's economic self- sufficiency, West Company has subsequently been funded by the Bank of America, Wells Fargo Bank, Humboldt Bank, The Charles Stewart Mott Foundation, Share Our Strength, the Ms Foundation Collaborative Fund and other private and public sources. West Company has successfully competed for private foundation imtiative grants that utilize microenterprise as a poverty alleviation strategy. Since 1991, West Company has been designated as a Women's Business Center under the U.S. Small Business Administration. In addition,. West Company has recently been axvarded one of only five grants in the United States to research, develop and test follow-up services to existing microbusinesses. West Company is a founding member of the Association for Enterprise Opportunity (AEO) and the California Association for Microenterprise Opportunity (CAMEO). The Executive Director serves on the Board of Directors of both of those trade associations. West Company is one of 45 microenterprise development organizations participating in MicroTest, a project to define performance measures for the microenterprise field. West Company staff.has a combined total of more than 78 years of microbusiness ownership and/or business management experience and more than 61 years of experience working with Iow-income populations. Current staff.has 47 years cumulative experience working as microenterprise development practitioners. West Company Microenterprise Assistance City of Ukiah SCOPE OF WORK Program Outreach West Company uses a broadcast approach to outreaching clients. Traditional outreach strategies including press releases and feature articles in local newpapaers, public service announcements placed on local radio stations, direct mail to West Company's client base and flyers placed in gathering places (Mendocino Works Emplo~vrnent Resource Center, Chamber of Commerce, banks). Presentations about services are made at community meetings and to service clubs. West Company staff integrates its outreach into Job Alliance programs, offering CalWORKS clients the microenterprise option. Staff also participates in community based forums on such topics as financing a business and sector specific marketing where new clients can learn of West Company services. Finally, current clients are one of our best referral sources. Screen and assess program applicants All West Company applicants attend a one- hour orientation to learn about the variety of services available from West Company and its strategic parmers. At orientation, a quick entrepreneurial survey helps clients to self-assess personal readiness for business ogaaership. Interested applicants who meet income criteha complete personal and business intake forms and are referred to the appropriate staff person or to an outside agency. The next step for participants who wish to become clients is to attend Reali~ Check. the first workshop in the "Building A Better Business" series. That workshop begins the business readiness assessment process. Core Services to Start-up Businesses: Business Training/Technical Assistance/Personal Development Training/Support Services/Access to Microloans West Company divides its services into (1) core services designed to write business plans and achieve start-up and (2) follow-up services to established companies working toward stabilization and expansion. The combination of services is comprehensive and addresses Financial Assistance, Management Assistance, Marketing Assistance, Loan Preparation and Packaging, Procurement and Internet Training. Core services include training, consulting, microloans and personal skills training. Access to markets through Flexible Business Networks and asset building through Individual Development West Company Microenterprise Assistance City of Ukiah Accounts constitute follow-up services along with a membership and networking program called the Commerce Caf6. Training - West Company's business development/management curriculum is delivered in a series of seven, 3-hour workshop modules entitled "Building A Better Business". It is organized into 2 assessment workshops, 4 core business plan workshops, with an additional session on personal finance. This format gives maximum flexibility in accommodating all stages of need for our clients, as the series can be entered at whatever level is appropriate. The workshops are designed especially for start-up business owners who want to research and analyze the feasibility of their business idea and develop productive tools and strategies. Participants learn how to: evaluated personal and business readiness; write a Mission Statement; identify and research markets; develop a marketing image and strategy; price their products or services; create break- even business feasibility analysis models and cash flow projections; and organize business records. The assessment workshops, Realim, Check and Starting A Business, are designed to allow the client an opportunity., to assess personal readiness for business ownership and to understand the key considerations for business feasibility... During Reali~ Check, participants review their personal perspectives on o~vning a business, evaluate their business skills, and take an in-depth look at income expectations, attitudes about money and income patching alternatives. Starting a Business includes creating a research workplan for doing business and financial research, writing a Mission Statement, and doing a break-even analysis. Reali~ Check and Starting a Business are offered throughout the counts.' on a rotating schedule. The core business workshops, Marketing I & II and Management & Finance I & II, are designed to cover the basic areas of a business plan: marketing, management and finance. Marketing I covers initial marketing research and analysis. Clients develop their Mission Statements and then focus on key areas of marketing including identifying target markets, competition and buyer motivation. Clients create a product or service benefits analysis, review market position, and create a plan for conducting market research. Marketing II covers planning, organization and strategies. After reviewing their target market and product or service benefit analysis, clients create a competitive marketing analysis, formulate advanced marketing strategies and sales projections. A more detailed look at market position is covered. It is at this juncture when e-commerce is introduced. West Company Microenterpfise Assistance City of Ukiah The Management & Finance I workshop introduces the concepts of business organization and financial research. A break-even feasibility model is created. Clients also address pricing issues, licenses and permits, and the basics of a business plan. Management & Finance I covers the financial information (start-up, cost of sales, operation expense) that needs to be identified prior to the preparation of financial statements and a cash flow projection. Management & Finance II provides an opportunity for clients to organize a business plan. Basic record-keeping, financial statements, cash flow and cash flow projections are covered. Clients also learn how to write an Executive Summary. Management & Finance II presents a "From Shoebox to Spreadsheet" component that gives assistance in the organization of financial information and the development of an Income Statement (Profit & Loss). This workshop also presents "The Cash Flow Game" which illustrates how to construct a cash flow projection. The Personal Finance module covers banking, budgeting and credit education. In it, participants learn: How to shop for a financial institution · An overview of banking, including savings accounts, checking accounts, and investments · Successful money management including establishing a monthly spending plan/budget, and making conscious, disciplined spending choices over time to fulfill a set of goals · At least three ways to track monthly expenses (personal/household cash flow) · The power of systematic savings, and how to begin a savings habit even with a very small income · The potential impact of outside influences on spending choices and current personal financial habits or attitudes · What is "credit" · The value of good credit, how to establish good credit · How to read a credit report · How to conquer credit challenges, and how to make a plan to re-establish good credit The "Building A Better Business" workshop series is supplemented through workshops on key business topics such as an e-commerce workshop entitled "What Business Do you Have Doing Business on the Web." West Company offers a "Small Business Taxes" workshop on managing and complying with tax laws, accounting principles, and welfare regulations xvhere appropriate. The workshop format is combined with individual technical assistance, in order to build business ' West Company Microenterprise Assistance City of Ukiah knowledge and understanding while also assisting the client in applying it to a specific business idea. IDA training also includes workshops on money management. Technical Assistance / Individual Consultinq - Along with offering the "Building A Better Business" series and one-of-a-kind workshops, West Company provides technical assistance through individual consulting. These consultations usually last one hour and occur ever3' 3-4 weeks for a period of 6 months to a year. Sessions may focus on a particular business issue, or be used to help the client develop a complete business plan and/or loan application. Clients are encouraged to combine individual consulting with the business development workshop series, in order to get the most out of the consultation time. Certain clients may be referred to a Small Business Development Center (SBDC) consultant for more advanced consulting or to receive advice in specialized areas, such as employee management, export opportunities, negotiating contracts and financial analysis. Industrx,-Specific Technical Assistance: Despite the success of microentrepreneurship as an anti-poverty strategy, many businesses fall far short of their potential. Low-income entrepreneurs lack access to critical business resources, including access to informal networks of industry insiders, the latest technological aides and the related abilit3' to keep current on market trends, and expert product development and marketing advice. Low-income entrepreneurs require a great deal of in-depth assistance in creating, distributing, marketing and delivering products/services that meet consumer demand. National research on low-income entrepreneurs has demonstrated that access to successful business owners experienced in the same industry is critical for microenterprise growth.: The Access to Markets demonstration sponsored by the Charles Stewart Mott Foundation also pointed to the need for industrs.'-specific assistance that would provide essential information on current market trends for particular industries. Low-income microentrepreneurs in rural Mendocino County lack access to such resources. West Company has been selected as one of only two microenterprise development organizations in California (and the only rural organization) to participate with the Aspen Institute in launching MicroMentor, a pilot project designed to address these needs.3 MicroMentor is a project of the Aspen Institute's Economic Opportunities Program. It will be an on-line, national- 2 Data from the Self-Employment Learning Project, The Aspen Institute, 1991-1996. Research for the International Labor Organization's Action Programme on Enterprise Creation for the Unemployed. 3 Funded by the Charles Stewart Mott Foundation, MicroMentor is currently in the planning stages and will launch in January 2002. West Company's Executive Director is a member of the MicroMentor Steering Committee. West Company Microenterprise Assistance City, of Ukiah scale mentormg program that connects the struggling, low-income microentrepreneur with an individual who has successfully navigated business ownership in the same industry. The project will also provide West Company with a complementary, advanced technical assistance component service to offer its clients. The long-term vision for MicroMentor is to use Internet technology to connect thousands of disadvantaged business owners to in-depth, industry-specific business development assistance. Through MicroMentor, West Company can provide Ukiah-based, Iow- income entrepreneurs with both technical ability, and the incentive to use it to cross geographic and technological boundaries in order to obtain the assistance they need. Mentored participants will learn directly from successful entrepreneurs who have the tools and the knowledge to render immediately applicable guidance. Participating mentors will benefit as well, both through their involvement with the prestigious Aspen Institute and through the opportunity, to connect with other mentors who work in the same business sector. Microloan Program - West Company addresses capital needs through its Microloan Program and referrals to other lenders. The purpose of West Company's microloans is to provide access to capital for individuals who do not qualify for loans from traditional lenders. The loan preparation program enables potential borrowers to assess their business development goals and evaluate their capital needs. The technical assistance, which is delivered in conjunction with the microloan program, becomes a form of collateral for the loans. Local bankers offer credit education seminars as part of the required loan preparation period. Loan approvals are based on a client relationship with West Company, in addition to credit history and available collateral. Upon completion of the loan preparation program, participants are eligible to apply for a West Company microloan up to $10,000 for a one-or-two-year term. · Individual Loans provides $250 to $5,000 loan coupled with required technical assistance. Credit education, cash flow projections, development and analysis of financial statements are required elements of the training and consuking prior to loan application. · Graduate Loans are available in the $5,001 to $10,000 range for clients who have successfully paid back a West Company loan and are in the expansion stage. Clients may be referred to financial institutions, SBA Microloan Program, or CDBG Revolving Loan Funds as well. . West Company Microenterprise Assistance City of Ukiah · Opportunity_, Loans provide access to capital to individuals needing immediate financial assistance for a discrete business use. Loan amount is from $100 to $250. The average number of loans in the Ukiah-based West Company portfolio is 7 ~vith an average of 3 new loans made annually. Clients are also prepared to access other lending sources including financial institutions, SafeBIDCO and pertinent revolving loan funds. Personal Development Training/Support Services - For disadvantaged entrepreneurs, personal readiness is as critical a need as business knowledge and entrepreneurial skills. Developing goals and learning how to balance work and family life are essential. For people who have lived in poverty, overcoming social barriers may, require long-term counseling, personal skills training, networking, and mentoring. West Company addresses this need through its NEW Beginnings peer support program. Networking Empowerment Workshops (NEW) Beginnings is a business support group for microentrepreneurs who are actively engaged in the development and start-up process of microbusiness ownership. TANF/CalWORKs clients are required to attend. The mission of NEW Beginnings is to develop peer support for business development. This is accomplished by providing a safe atmosphere to explore the attitudes and behaviors that inhibit one's abiliB; to focus on and achieve the goals established in each person's ISEP (Individual Self-Emplo,vment Plan). West utilizes interactive group discussion and positive peer pressure to encourage people to reach their full potential. Group meetings focus on goal setting and progress toward and or obstacles to goal achievement. Each participant's goals are recorded and the next steps are mapped. Clients report on their progress at each meeting utilizing the group as a sounding board for new ideas and problem solving. Group training is supported by individual counseling and referrals in such areas as housing assistance, post-secondary education, domestic violence, parenting, resource exchange, family dynamics and the Earned Income Tax Credit. Also incorporated into this program are communit3' resource referrals and guest speaker presentations on related topics including: stress management, dressing for success, public speaking and community, involvement. Since most clients attending NEW Beginnings are utilizing self- employment as a strategy to move themselves and their families from welfare-to-work, it is West Company Microenterprise Assistance City of Ukiah important for clients to have the opportunity to examine the influence poverty plays in their lives, and be willing to exchange poverty for self-sufficiency. Enrolling clients in the mission of self- sufficiency is of paramount importance to their future success. Child-care and transportation support services are made available to West Company TANF and TANF eligible clients through the Mendocino County Department of Social Services/Job Alliance program. As part of a case management strategy, other Iow-income clients are able to access child care and transportation stipends through North Coast Opportunities programs. Follow-up Services to Existing Businesses: Access to Markets/Asset Building/Networking/E.Commerce Access to Markets/Flexible Business Networks - Beginmng in 1998, West Company introduced the concept of accessing markets through network organizations, a variation of Flexible Business Networks. The Flexible Business Network strategy provides new opportunities for both existing and start-up microbusinesses. There are a varie~; of ways that small business owners can network for mutual benefit. Among the functions are peer support, purchasing power, access to markets, training and equipment, visibility, and leadership, and research and development. Peer support allows participants to exchange ideas and experiences, thus learning from each other. When several very small businesses pool their resources to purchase raw materials together, they are able to buy in larger quantities and obtain bulk discounts. Microbusiness owners often experience an inability to respond to new market niches and to expand import and export opportunities. By networking businesses that produce a similar product or complementary products, small businesses can access markets that none of them can reach alone. By pooling resources, a network of small businesses can train employees together and/or share pieces of equipment. By forming networks, microbusinesses increase their visibility and political clout by speaking with one voice. Finally, networks of microbusinesses can jointly research, develop and contribute to the production of products for niche markets. Asset Building/Individual Development Accounts - West Company, has incorporated an Individual Development Accounts (IDA) program into its services for low-income microentrepreneurs. IDAs are leveraged, dedicated savings accounts targeted for purchasing a West Company Microenterprise Assistance City of Ukiah first home, education or job-training expenses, or for capitalizing a small business. Bridge to Success currently has 17 account holders; **** live in the unincorporated areas of Mendocino County. At the outset, all account holders are TANF, TANF- eligible or Earned Income Tax Credit-eligible clients who are engaged in microbusiness development. West Company enrolls 6 - 8 IDA participants, county'-wide, every, six months. NetworkinefiE.Commerce/Commerce Cq[~ - In 2000, West Company introduced the Commerce Caf6 to a group of customers who had completed core services and opened their businesses. The Commerce Caf6 is a new concept in microbusiness associations that provides professional networking and skill building opportunities. The Commerce Caf6 is designed to be a "belonging" place for low-income entrepreneurs. Through the Caf6, microbusiness owners are able to access a wide range of follow-up services delivered to them at their business location, through after-hours networking activities and via on-line resources. West Company brings microbusiness owners into the Commerce Caf6 where they join other small companies operating throughout Mendocino County. Membership in the Commerce Caf6 is marketed as a professional development opportunity and provides benefits well beyond current follow-up services at West Company. Clients choose the services that best meet their topic and time needs. The Commerce Caf6 membership package has the following components from which clients choose: Monthly "For Your Information (FYI)" packets of printed material that consist of useful business information on a wide range of topics, for example: economic trends, changing markets, using the Web, securing government contracts, running a home- based business; the packets are accessible by mail, fax and West Company's website and e-mail · Member-only training through West Company's website on marketing, finance and management topics · Monthly technical assistance appointments by telephone or website to address business owners' particular issues · Technology training and coaching, including website design and e-commerce · Training for business linkages through websites and use of the Intemet · Annual site visit from a West Company business consultant · · Telephone check-ins with business coaches; a core of business professionals with 12 West Company Microenterprise Assistance City of Uldah specific trade knowledge and experience donating up to 10 hours/year to this activity · Telephone check-ins with West Company's personal development staff · Quarterly Commerce Caf6 member networking meetings to develop personal and commercial networks · Trade association activities such as visits to San Francisco Bay Area trade shows and participation in West Company's annual Celebrate Business microenterprise showcase · Facilitated meetings for specific market sectors to research opportunities for Flexible Business Network formation · Attendance at top/c-specific workshops as requested by Commerce Caf6 members and/or made available by West Company to address topics such as taxes and e- commerce · Access to West Company's IDA program Attendance on all HCD Economic Enterprise Fund Workshops This requirement will be honored. Record Keeping Client Data Collection and Management System: West Company's data management system design incorporates best practices as well as staff feedback. Serving more than 200 active clients each year requires a complex system of demographic and outcome tracking. The e,,dsting data system collects and tracks all indictors required by CDBG, and West Company is fully capable of and ~villing to comply with the reporting requirements. At intake, West Company staff collect the following demographic indicators: · Household income · Geographic location · Ethnicity and gender · Level of education · Employment/public benefit status · Health insurance status · Past business experience · Business goals 13 West Company Microenterprise Assistance City of Ukiah If a participant has a business at intake, additional information is collected, including: · Partnership status · Employee information · Business license · Business and industry classification · Fictitious business name statement · Start-up financing · Business plan · Financial information Currently, West Company collects follow-up data at six-, twelve-, and eighteen-month intervals. Follow-up data collected for client tracking includes any' changes in intake indicators and the following additional indicators: · Training status · Business expansion · Graduation from core training · Asset acquisition · Credit performance · Financing status · Business plan completion · Other pertinent information From intake and tracking forms, data is input on a weekly basis to a central database, which generates reports by activin', date, client number, and/or client name. Client activin, reports are produced monthly for program staff, and as required by funders. In recent years, West Company has strengthened its ability, to track client outcomes and program performance, recognizing that this is key to effective program management and accountability. West Company's participation in the MicroTest project has enhanced this process. MicroTest was initiated in 1997 to improve the quality of microenterprise services and the stability of microenterprise organizations over time by perfecting and promoting the use of performance standards to regularly measure performance. 4 Through a competitive process, West Company was selected to participate in MicroTest in 1999. This participation is enhancing West Company's ability to develop performance indicators, track client progress, and assess outcomes over time. As a MicroTest participant, West Company monitors a total of 73 performance indicators. I Nationwide, there are 50 microenterprise development organizations participating in MicroTest. 14 West Company Microenterprise Assistance City of Ukiah Organizational Computer Capacities West Company maintains an up-to-date computer system. All staff members are equipped with a computer that is less than three years old, and five computers are under six months old. All staff computers use the Windows 98 operating system. All versions of sofhvare are current, and upgrades are downloaded and/or purchased when they become available. Documents are created in Microsoi~ Word and Excel. All staff have access to both black/white and bubble-jet color printers. Staff utilize e-mail extensively for inter- and intra-office communication, sending shared documents as attachments for general information and edking. Communication sottware varies depending on individual preferencemeither Outlook Express or Netscape for e-mail, and Internet Explorer or Netscape browsers. The Ukiah office is connected to the Internet through DSL lines, which provide constant connection. Fort Bragg is connected to the Internet through local dial-up (56k modem). Because these systems are in place, and staff are accustomed to electronic communications, West Company will continue to reach its electronic management, communication, and reporting goals. Internal System of Checks and Balances Financial. West Company fiscal records are maintained under Generally Accepted Accounting Principles (GAAP). All accounting functions are computerized. A written policy and procedure manual assures internal control and consistency in all facets of record keeping and processing. Additional reports and special tasks are done via spreadsheets by exporting information from the accounting program to Excel. Financial reports are reviewed and approved by the Executive Director and by the Board of Directors. Data Collection. West Company's internal system of checks and balances controls for duplication and ensures confidentiality, in client tracking and reporting. Clients are assigned a unique four-digit client identification number upon intake to ensure that information for each client (demographics, training, technical assistance, credit activity, benchmarks, etc.) is tracked separately over time. At intake, clients sign their permission to share non-identi~ing information with West Company funders, community parmers, and West Company program staff. Reporting: Electronic reporting via the Internet is common practice at West Company. Electronic management and communication is a major component of daily operation, and reporting data to funders electronically in a timely and efficient manner is normal protocol. The addresses to which 15 West Company Microenterprise Assistance City of Ukiah electronic reports are sent are maintained securely in the sender's electronic Address Book, reducing any chance of misdirected electronic reports. Coordination with Grant Administration Services West Company worked harmoniously with ADE to submit the City of Ukiah 2000-2001 CDBG Economic Development Allocation proposal and will be able to coordinate with ADE for grant administration purposes. West Company also has experience coordinating with Community Development Services for grand administration. Compliance with all CDBG requirements Cost per client: Although not specified for the CDBG Microenterprise Assistance Program, the cost per client is well below the $35,000 maximum for the Business Assistance Program. The annual cost per client at West Company ranges from $1,700 - $7,300 depending on the range and duration of services accessed. Customers may avail themselves of a multitude of services over a long period of time. Loan clients, for instance, must agree to technical assistance meeting with consultants for the duration of their loan, which is typically 2 years. Businesses that are in the first year of operation often require considerable training and consulting from more than one staff. Description of how Pro~ram meets CDBG national objective requirements: West Company's mission is to increase economic self-sufficiency for people with limited access to economic resources. West Company clients must meet income criteria based on 150% of HHS poverty guidelines. Compliance with the national objective will be ensured through West Company's recruitment and assessment process. Applications for West Company's services require income information, income source, family size and other pertinent data. Fees are based on a sliding scale and income verification is required to qualify for low-income rates. Utilization of the limited clientele method is also ensured through referrals from the Mendocino County Department of Social Services Job Alliance Program. Description of how program meets federal overlay requirements including: N/A for Microenterprise Assistance West Company Microenterprise Assistance City of Ukiah Description of private equity_ requirements from owners for microenterprise loans: Not applicable PROJECT PERSONNEL See attached resumes and task matrix. All staff indicated in the matrix are available to provide services to Ukiah-based clients. COST OF SERVICES MicroTest was created to help microenterprise development organizations develop performance indicators and to determine the cost of doing business. MicroTest does not measure the cost of jobs created or retained, but rather the following measures: · Cost/person entering the program · Cost/training & TA client · Cost/client · Cost/assisted business West Clients $1,687 $1,316 $4,453 $7,267 For purposes of delivering services to Ukiah-based CDBG clients, West Company expects that: 60 clients will enter the program; 50 clients will receive training and TA; 20 jobs will be created/retained. Using the figures from MicroTest, the cost to assist 20 businesses to create or retain jobs would be $145,340. West Company is prepared to deliver the services within the indicated totals for Microenterprise Assistance ($73,300) and Activity Delivery ($8,145). Based on a twenty-four month contract period, West Company would charge the City of Ukiah accordingly: · Microenterprise Assistance $3,054/month (61+ hours/mo) · Activity. Delivery. $340/month (6.8 + hours/mo) Variations on the contract period would effectively revise the payment schedule. CONFLICT OF INTEREST STATEMENT No such conflict is anticipated at this time. INSURANCE DOCUMENTATION See attachment. Microenterprise Task Matrix ::: :: -:. : ::::::: :::.:::::::::::: .:: ====================== : i!i! iii:iiii{i:!ii .iiii!!::!ii:iiiiii:!ii ~i i!il :: iii! ':. ::. :i i:i iii : i! {i:ii i: ii:iii+: iiiiii.ii!ii!ii: :i{i iii::iii! :: :::::. :::::":: ::::::::: :::::::-: :::::'.: "::: : · : :::::::':: ::: ::::::::*':::: .: : :::.i!}iSiiiii{i!:!JSii:!i !!75{{ii}ii:iJiiii{!!!!!iJiiiiii {iZ:!i!i ii5:::2i:i!!!7: ::::::::::::::::::::: : :: :: ::ii J: !+i!ii?Yii ::!}i!Jiiii{i5!!;:ii:i :i2i:ii]:::: : ::: ::::::::::::::'::: :::: :: ::: : .:::::::::::::::::: ::::: ::'::::::: ::::. ::::::::. ii Sheilah M. Roger~ 7087 Black Bart Trail Redwood Valley, CA 95470 (707) 485-5827 sheilah~westcompany, org Experience Executive Director: November 1992-present Program Director: June 1989-October 1992 West Company, Mendocino County, CA Responsible for overall development, implementation and evaluation of microenterprise organization targeting low-income populations. Management of CDBG Economic Development/Microenterprise Assistance grants for County of Mendocino and/or City of Fort Bragg beginning in 1995 through 2001; on time submission of required program and fiscal reports; complete expenditure of CDBG funds; compliance with CDBG eligibility and national objective. · Lead all West Company employees to achieve the organization's mission within an environment that is supportive. · Plan for and raise funds from private and public sources; cultivate and manage relationships with funders. · Develop professional partnerships and collaborations with private and public entities. · Work at local, state and national public policy levels to include microenterprise as a poverty alleviation strategy. · Provide leadership to the field of microenterprise by participating on national and state boards and advisory committees. Owner/Caterer: 1985-1988 The Portable Feast and La Buona Cucina, Ukiah and San Francisco, CA Produced and marketed original line of entrees. Planned and catered a variety of corporate and social occasions. Purchasing/Mail Order Manager: 1982-1985 Real Goods Trading Company, Ukiah, CA Designed and managed systems for mail order division of alternative energy retail business. Developed inventory system for three retail stores and mail order division. Hired, trained, and supervised personnel Restaurant/Grocery Manager: 1975-1981 The Corner Store and The North Side Caf6, Ukiah, CA Co-managed expansion of lunch counter into natural foods caf6/gourmet grocery. Trained and supervised staff. Purchased groceries including over 100 cheeses, specialty foods, dairy, grains, and frozen foods. Supervised all functions of business operations. ' Sheilah M. Roger~ resume, page 2. Experience (continued) Degrees Cert~cation Professional Associations · · Professional · Presentations ~ : References :; Education Program Developer: 1968-1970 Allies for A Better Community, Chicago, IL Created compensatory education, summer learning, and after school programs in a multicultural, inner-city neighborhood. Promoted the organization. Recruited and trained volunteers. Enacted outreach from the community to the schools. Coordinated program with housing, child care, and health care leaders. Peace Corps Volunteer: 1965-1967 Riobamba, Ecuador Coordinated the development of diverse home industries into a marketing cooperative. Worked with local women and families to establish a successful women's economic development project to manufacture and market hand-crafted products. Master's Degree - International Administration, 1990 School for International Training, Brattleboro, VT Bachelor of Science with Honors - Retail Merchandising, 1964 Michigan State University, East Lansing, MI U.S. Certificate of Proficiency in Spanish (FSI 3+) California Association for Microenterprise Opportunity Oeounding/board member) Association for Enterprise Opportunity (founding/board member) Californians for Family Economic Self-Sufficiency California Reinvestment Committee Economic Development Committee Bank of America Rural 2000 Advisory Committee Microenterprise Works Campaign Advisory Group - AEO CAMEO annual and regional conferences, 1994-2000 California Department of Housing and Community Development conference, Montery, CA, 1998 Women's Entrepreneurship: East West Cooperation, Brijuni, Croatia, 1999 Appalachian Regional Commission, Tools for Entrepreneurship Conference, Cinncinnati, OH, 2000 CalWORKS Partnership Conference, San Diego, CA, 2000 Available upon request Toni Klein 2061 Wildwood Road Ukiah, CA 95482 707-462-3186 RI~SUMI~ 5 EXPERIENCE WEST COMPANY (Microenterprise Development Nonprofit) Ukiah, CA 1996 to Present: Business Development Director Responsible for implementing two CDBG contracts through the development and management of the business training and technical assistance programs, which include individual consulting, group trainings, workshops, and classes in collaboration with community partners such as Mendocino College. Coordinate the development of appropriate curriculum. Identify and develop collaborative opportunities with other organizations and agencies to leverage delivered services. Supervise the Loan Fund Manager and Business Development Manager and coordinate the program activities of the Ukiah and Fort Bragg office. Responsible for the marketing of West Company and Activity Delivery for both County of Mendocino and City of Fort Bragg CDBG Microenterprise Assistance programs since 1996. HIDDEN CELLARS (Premium Winery) Ukiah, CA 1985 to 1995: Marketing Manager Involved in a wide range of responsibilities relating to the marketing of premium wine. Worked with a marketing network of eight brokers and twenty-five distributors, as well as numerous sales people and accounts, providing information, marketing materials, event coordination and any other necessary support. Developed and produced all types of marketing materials, both in-house and working with outside design firms. Handled public relations and maintained media contact via samples, calls, letters, and press releases. Managed the Tasting Room and organized all trade tastings and competitions. Consulted with custom clients, helping them to develop label design and packaging for their products. Supervised all state and federal government compliance paperwork. THE LITTLE DAISY (Women's Wear Retail Chain) Oakland, CA 1975 to 1977: Sales Supervisor Responsible for the supervision of ten women's wear retail stores with a combined annual volume of seven million dollars and a staff of over one hundred employees. Hired and trained all management personnel and acted as liaison between the stores and the central areas of merchandising, operations, and finance. Particular duties included store expense budgets, sales projections, credit control, internal system audits, personnel, sales training and public relations. . 1967 to 1975: Women's Wear Buyer.. Purchased various categories of women's ready-to-wear in both the Los Angeles and New York markets. Responsible for a volume of about two million dollars and familiar with all phases of buying for a multiple store operation: annual buying plans, inventory control, sales and promotions, trade shows, catalogues, advertising and merchandising. MAC DOUGALL & SOUTHWICK (Department Store) 1965 to 1967: Department Manager and Assistant Buyer Seattle, WA EDUCATION UC BERKELEY: B.S. in Marketing MENDOCINO COLLEGE: Accounting; Microsoft Access and Excel Carol Steele 19201 Pine Tree Lane Fort Bragg, Ca 95437 (707) 964-5469 Experience: Loan Fund Manager Feb 1994-present West Company-Ukiah/Fort Bragg * Responsible for managing microloan program; provide Technical Assistance for all CDBG clients with West Company loans * Prepare and refer clients to Mendocino County and City of Fort Bragg CDBG RLF's * Maintain loan portfolio of 20 -30 loans * Establish and maintain working relations with traditional financial institutions and assist clients with loan packaging for other products * Conduct workshops re: credit, budgeting, asset building * Prepare monthly loan reports for Loan Fund Committee * Responsible for development of'new loan products Office Manager Apr. 1990-dan. 1994 North Coast Realty * Responsible for entire office operations * Responsible for completing all reporting including payroll * Maintained trust account * Worked closely with Board of Realtors Operations Supervisor Oct. 1960-0ct. 1989 Home Federal Savings * Supervised staff of five tellers and new accounts personnel * Oversaw daily branch operations * Updated staff regarding new policies and procedures * Assisted in the training and development of staff * Conducted interviews for new employees, conducted performance evaluations, counseling and terminations. * Prepared branch staffing and assisted with branch budget yearly. * Provided real estate/consumer loan information * Analyzed loan package submissions prior to forwarding to Loan Center * Participated in business development activities to generate deposit and loan growth. OUTSIDE ACTIVITIES * Member Soroptimist International of Fort Bragg * Director, Fort Bragg-Mendocino Coast Chamber of Commerce * Chair, California Job's Daughters Education and Loan Committee * Deputy Grand Guardian, International Order of Job's Daughters * Member California Board of Realtors Joy Calonico 707-459-8680 24811 Clover Road, Willits, CA 95482 iov@pacific, net HIGHLIGHTS of QUALIFICATIONS E-Commerce, Entrepreneur, Artist, Songwriter, Creative Writer Responsible, Dedicated Worker Self-Starter Independent Worker Highly Organized Excellent Communication Skills Effective Problem Solving/Decision Making Ability SKILLS E-Commerce Business Development & Web Sites Teaching, Training & Counseling Windows 98, Intemet, Web Design Wordprocessing, Desktop Publishing, Graphics Spreadsheets, Accounting, Database Presentation & Speaking Skills Advertising Display & Layout Creative, Business, Ad Copy Writing POS Display Graphics, Product Design MSWord, QuickBooks Pro, Excel, Corel Draw Telecommuting Creative Development Advertising & Promotion Business Management Marketing Consulting Accounting Bookkeeping Supervision Outside Sales EDUCATION and TRAINING Palisades High School, Pacific Palisades, CA Santa Monica College, Santa Monica, CA Cai State University, Northridge, CA Cai State University, Art Education UCLA, Extension Diploma AA Degree, Art Major BA Degree, Art Major Teaching Credential (Sub.) Business of Music WORK HISTORY 8/00- Present Technology Program Manager West Company, Ukiah, CA Since August, 2000, I have worked for West Company bringing e-commerce and technology to Iow-income, disadvantaged microentrepreneurs, including CDBG/'I'IG. The position is part of the Online Women's Business Center (OWBC) project. In addition to meeting SBA and OWBC requirements, other services include web site contributions, technical assistance and consultations to clients. One-on-one and group trainings and consultations are delivered, depending on client need. Clients anxious to utilize technology and e-commerce for their small businesses face barriers they cannot overcome without assistance, commonly referred to as the 'digital divide.' An assessment questionnaire, titled the E-Commerce Prep Packet, was created for clients to determine their readiness to step into e-commerce, and help them discover weak points in their experience and plans before taking this step. Through a pilot program, the Commerce Cafe, twenty-three (23) clients paid for membership and receive on-going support to expand their small businesses utilizing technology. Clients receive technology assistance and training through oral communication, videotape library, printed materials, the SBA Online Classroom, and via email. 6/99- 8/00 Entrepreneurial Venture SunFlix, Willits, CA Created my 3'~ small, online business featuring original reflective mobiles (not yet online). 1/97 - 6/99 Tobacco Use Prevention Educator (7'UPE) Mendocino County Youth Project, 14r~llits, CA Highlights of accomplishments include the Tobacco Teen Talk web site, collaborative efforts with students, faculty, administrators, Public Health, North Coast Tobacco Prevention Network (NCTPN), Mendocino County Office of Education (MCOE), and various community groups (American Cancer Society, Soroptomists, local hospitals, news papers, etc.), Project 4-Health cross-age teaching, several ad-spoof contests, readiness for cessation groups, tobacco use surveys (grades 6 through 12, both years), lose-a-chew and other class presentations and the Great American Smoke-Out (both years). 10/90 - 11/97 Art Teacher and Substitute Teacher Blosser Lane Elementary School, Wi#its, CA I taught 3~ and 4th graders, as well as special education students in grades 3 through 5. In addition to substituting, I taught art on an ELP grant, and submitted supplementary art proposals to further art in education. I also volunteered extensively, teaching art weekly and supporting classroom teachers in various ways. 9/96 - 10/96 Internet Businesses Baby Joy Toys & Art Search, Willits, CA ! started two small, home-based Intemet businesses, one original toy product line, and an art directory. Though both businesses were promising, neither generated sufficient income. In the mid-lggO's, conducting business on the worldwide web was premature. After three years, I sold joy. com, recouped my investment and took down the web sites. 1/93- 9/94 POS Display Design & Sales Advanced Manufacturing, Willits, CA The display division of AM&D was a new addition to this mainly sheet metal fabrication company. I worked with the Vice President of Design & Sales. Together we designed displays and packaging primarily for the wine and beverage industries. Within two years 75 employees were laid off, closing down this new division, and in 1995, AM&D was sold. 7/89- 9/92 Interactive Multimedia American Multimedia, Pantaray, Inc., Sassenrath Research Ukiah, CA One employer involved in cutting-edge computer technology created these three companies. I worked on various projects including CD soundtracks, advertising, marketing and promotion. I was promoted to Producer and coordinated video and photo shoots on location, solicited talent, and supervised staff for CD-ROM projects. Due to lack of funding, employees were laid off. REFERENCES Suzanne Matheson, Teacher Blosser Lane Elementary School 707-459-3232 Steve Jorgensen, Superintendent Willits Unified School District 707-459-5314 Kate Erickson Friend & Business Associate 707-964-0580 Tola Levison '"~1~ ........................................................... .......... Welfare to Work Program Manager i~~~i~i!i~:iiii~iiiiii i::i~ii::iii!i1998-present West Company Ukiah, Ca ~:i:!:~:~:i:i:~.:.~:!:i:i:~:i:i3i:i:i:i:i:i:i:i:i:i:i:~:~:~:i:i:!:~:~:5:5:~:~:~:i:i~i:i:i:i:i:i: :i: Welfare to Work Coordinator · Coordinates all program services for TANF and TANF eligible clients, including CDBG/Targeted Income Group · Deliver out-reach presentations at DSS (Department of Social Services) to welfare recipients. · Meet regularly with DSS staff to monitor progress of TANF clients working with West Company · Facilitate NEW Beginnings Peer Support group. · Welfare client assessment and referral · Deliver and manage Mott/Aspen client tracking survey 1996-1998 West Company Ukiah, CA Ameficorps* VISTA · Developed marketing plan for new Business Resource Group program targeting low-income women. · Developed marketing materials as needed. · Public speaking to various civic organizations. · Coordinate outreach services throughout the county · Fund raising. 1994-1999 Project Sanctuary (domestic violence safe house) Crisis Counselor I · Rape Crisis intervention. · On-going crisis counseling with clients in the shelter. · Telephone crisis line · Teaching proper parenting techniques. · Oversee clients living at shelter. Ukiah, CA ~~ 1989-1993 Mendocino College Ukiah, CA :!:i:i:i:i:i:i:i:i:!:!:i:i:i:i:!:i:i:~:i:i:!:i:i:~:i:i:i:~:i:i:i:i:i:i:i:i:i:i:i:!:!:i:i:i:~:i:i:i:i:i:!:i:!:~:!:i:i · Major: Horticulture. · Certificates in domestic violence and sexual assault intervention. 1~~ ii i i Ukiah Community Center Board of Directors, Workforce :!:i:i:i:i:!:i:!:!:i:i:~:i:!:i:i:i:i:i¢i:!:~:i:~:!:5:!:i:!:i:!:i:i:i:i:i:i:5:i:5:i:i:i:::i: Investment Act Task Force, National Women's Political Caucus, Welfare Reform Monitoring Group, Gardening and Grandchildren. 08103/2001 VALERIE C. PLUMMER 14590 S. Hwy. 101 · Hopland, CA; (707) 744-8811 · vb2cal@hotmail.com EDUCATION Macalester College, St. Paul, MN Bachelor of Arts May 1999 Majors: Communications Studies and Sociology Cumulative GPA: 3.7 Honors: Macalester Academic Commendation (four years); Honors in both Majors School for International Training: Australia, Melbourne · Studied Multiculturalism and its impacts in Australia · Completed independent research on migration patterns to Australia and current political trends surrounding immigration to Australia PROFESSIONAL EXPERIENCE Individual Development Account (IDA) Program Manager/Information Systems Manager West Company, Ukiah, CA July 2000-Present Responsible for administration, fundraising, recruitment and training for new Individual Development Account (IDA) program serving working low-income fam.ilies in Mendocino County; responsible for data management to comply with CDBG TIG client trackingand reporting for 2 CDBG contracts Americorps*VISTA Individual Development Account Program Associate West Company, Ukiah, CA July 1999-July 2000 · Collaborated with staff to design and implement asset-building program for low-income clients · Initiated and developed strategic funding relationships with loca financial institutions, service clubs · Developed participant guidelines, application and selection process, materials and program format · Conducted economic literacy and personal financial workshops to foster participant economic self- sufficiency Intern, Transitional Housing Program YWCA of St. Paul, MN January 1998 · Assisted staff in preparing, implementing and leading activities for single mothers in transition · Critiqued activities and events established for the Transitional Housing Program Volunteer, YWCA of St. Paul, MN · Instructed young adults in Maths and Sciences in after-school program · Assisted with development of career strategies program for adolescent girls · Developed, generated and executed large-scale mailing to local community organizations OTHER PROFESSIONAL AND VOLUNTEER EXPERIENCE Secretary, Board of Directors March 2000-Present Cloud Forest Institute, non-profit environmental education organization Co-Chair, Program Coordinating Committee June 2000-Present Family Self-Sufficiency Program of Mendocino County Service Assistant Coordinator Macalester College January 1996-May 1999 · Trained and supervised 20 student employees in Campus Store and Security Escorts · Coordinated student schedules and conducted employee evaluations Volunteer, Ecumenical Migration Center Melbourne, Australia April-May 1998 Collaborated with staff in developing assistance programs for recent immigrants, contributed to weekly staff meetings, provided administrative office assistance SKILLS Computer Skills: Microsoft Office (Word, Excel, Publisher, Access) · Internet Research Language Skills: Proficient in Spanish P.O. Box 1187*Ukiah, California 95482'707-468-1437'707-468-3553 OBJECTIVE: HIGHLIGHTS: EXPERIENCE: :I 5+ years working experience in non-profit organization(s) Fluent in Spanish MS Word, Excel, Access, and Publisher skills; computer literate-can quickly learn new software; Intemet skills. Database Management Self-motivated and assertive; dependable-can work without supervision. Well-organ/zed and efficient; able to handle multiple projects and priorities. Able to communicate and interact with individuals of all levels. An experienced team player, bringing enthusiasm and energy into group efforts. WEST COMPANY, Program Management Assistant/ Ukiah, Ca. 95482 Jan-01 to Present Latino Program Specialist Provide administrative support to Business Development Director and all Program staff Assist Information Systems Manager with program statistics/reports; grant reporting for 2 CDBG contracts Responsible for data entry of material from source documents to computer-connected terminal Examine, revise, and process input/output materials; ensure accuracy of data in master fries Conduct company orientations for both English and Spanish speaking clientele; receive visitors in person and over phone; answer questions regarding the department's activities or procedures and resolve complaints Process client intake; insure CDBG/TIG compliance Represent West Company in Latino community; conduct outreach to Latino population Translator WEST COMPANY, Administrative Assistant Ukiah, Ca. 95482 Provide administrative support to Business Development Director and all Program staff Assist Fiscal Manager in preparation of yearly company audits Database Management; perform as data entry/reporting specialist for client registry/query Provide Executive Assistant with program statistics/reports; grant reporting for 2 CDBG funders Conduct company orientations; receive visitors in person and over phone; answer questions regarding the department's activities or procedures and resolve complaints Prepare needed materials for workshops/trainings; make conference room reservations and arrangements Maintain company account and client filing system Prepare business correspondence/forms Translator Aug-99 to Promotion MENDOCINO CO. HEALTH CLINIC, Program Assistant Ukiah, Ca. 95482 Assist Leading Physician and department heads in daily operations and administration of department Perform as data entry specialist for patient accounts; production of billing reports Compile, analyze, and present Leading Physician with monthly census Instruct and train new personnel Coordinate/schedule staff appointments/events Operation of Medical/Medicare eligibility device equipment Assist supervisors/subordinates in identifying and resolving problems Create and implement program filing system Respond to written and telephone requests; receive patients and/or visitors in person or phone Translator Mar-98 to Jun-99 r' ' EDUCATION AND TRAINING: FIRST CARE OF M.C.H.C, Receptionist Operation of front line Operation of multi-line phone system; acted as switchboard operator Acted as liaison between physicians and patients Scheduling of appointments within as well as out of agency Maintain records/fries for new/established patients Operation of Medical/Medicare eligibility device equipment Responsible for opening/dosing of facility Translator Ukiah, Ca. 95482 Oct 1995 to Promotion MENDOCINO J.C., AS Business Management Ukiah, Ca. 95482 Pursuing AS in Business Management Continuing courses for BA degree in Business Administration/Public Relations MS Access, PowerPoint Financed 100% of college expenses through full-time employment in administrative field Expected date: Dec-01 MENDOCINO J.C., AA Liberal Arts Ukiah, Ca. 95482 Coursework towards BA degree in Business Administration/Public Relations MS Word Document Processing Interpersonal Communication/Public Speaking Financed 100% of college expenses through full/part-me employment in clerical/administrative field Jul-99 · , ~.ZEFE~NCES: ASSOCIATION FOR ENTERPRISE OPPORTUNITY, Oakland, Ca. 94612 Economic Development May-01 MENDOCINO CO. OFFICE OF EDUCATION, ROP Business Schod MS Excel Ukiah, Ca. 95482 Oct-OO SKILLPATH SEMINARS, The Indispensable Assistant Santa Rosa, Ca. 95403 Certificate of Achievement Aug-00 MS. FOI. YNDATION FOR WOMEN, Santa Cruz, Ca. 95065 10th Inst/tute on Wonoz and Trainirtg emet in ~ gra~sroots ~ leaders ~ t~ the United States tamb, b. am, Economic Development/Social Justice Jun-00 Available upon request Value Statement GRACE KERR 3345 Ackley F~oad .. Lakeport, CA 95453 Home Phone: (707) 262-1129 e-mail: kerrgracie@ Earthlink. net I have devoted all of my working years to mentoring those around me in the field of accounting and organizational procedures. My greatest joy in working is when I can create a harmonious environment that benefits my co-workers and shows profitable growth for my employers. My personal philosophy is to solve the problems, don't become a part of them. WORK HISTORY Fiscal Manager, West Enterprise Center- July 2000 - current Responsible for all inherent tasks necessry for the financial solvency of the organization. Including, but not limited to, preparation of all financial statements, payroll and financial grant compliance issues. Maintaining personnel records and payroll processing. Maintaining and upgrading fiscal policies providing protection for company assets as well as for the contributors/grantors. Fiscal management of two CDBG Economic Allocation contracts for the Microenterprise Activity component. Controller, Hopland Band of Pomo Indians - 1999 . 2000 Supervise fiscal staff and provide support for all departments within the tribal government structure. Duties include, but not limited to; budgeting, preparation of all financial reports, grant compliance, preparation of and maintenance of fiscal policies, liaison between Council, staff and auditors. Controller, Konocti Vista Casino & Bingo. 1998 - 1999 Responsible for all fiscal activity within the casino. Maintain all supporting data and insure Internal Control Standards are in compliance with NIGC MICS. In the absence of a General Manager, I also assumed the responsibility for Marketing and Human Resources. Fiscal Officer, Scotts Valley Band of Pomo Indians. 1996 - 1998 Maintained and supervised all activity related to the fiscal operations of the tribe. Perform all budgeting functions and assure compliance with U.S. Government Single Audit Act. Maintain all personnel files and related records. Prepare monthly financial statements for all grants and contracts. Complete and file all quarterly financial reports required by the various funding agencies. Self Employed 1990. 1995 Consultant/Support Technician. Provided complete conversion services to those companies wishing to computerize. Reviewed and recommended proper accounting procedures and programs. Installed software and trained personnel where appropriate. Provided on-going support for clients. Assisted in re-organization of office policies and procedures. Reconstructed company books when necessary and provided periodic reviews. Accountant/Manager, Cary Thornton & Company 1992 to Present Provide all bookkeeping functions through financial statements. All correspondence and inherent tasks needed to run a successful construction company. I continue to provide services to Mr. Thornton through direct modem connection to his office in Hawaii. General Manager/Fiscal Officer, Hawaii Glass Block 1990 - ~992 Responsible for all phases of operations including financial statements. Supervised office and sales staff. Implemented and maintained all policies regarding personnel, sales, marketing' and accounting. Production Secretary/Audito , Warner Bros./Lorimar Productions/Disney 1989. 1991 Production Secretary, Steven Spielberg "Joe vs The Volcano". Responsible for all crew and equipment movement, daily call sheets, purchasing and procurement. Assistant Auditor, Walt Disney Prod. "Parent Trap IV - Hawaiian Vacation". Assistant Auditor, Lorimar Productions, Richard Chamberlain, TV series "Island Son". Owner/Operator, Royal Feather Company 1984 - 1989 Maintained all financial records, inventories and related duties inherent with running a successful business. Provided lecturing and teaching to schools, private clubs and individuals interested in the cultural art of Hawaiian featherwork. Sold business to become full time parent/guardian for my grandson. Administrative Assistant, Hawaii Council on Alcoholism 1981 - 1984 Responsible for preparing RFP's, budget, client intake and referrals. Disseminate intervention information and community awareness. Prepared and maintained all Council financial statements. Coordinated fund raisers. INTERESTS & ACTIVITIES A member of Keehi Boat Club for nine years serving as club Secretary/Treasurer for three terms. I worked with the Adoption Circle of Hawaii and the State legislature in passing the bill that allowed opening the records for adopted children. I have made two trans-pacific crossings on sail boats and still love the water. I enjoy needlework, eggery and featherwork. I was Small Boat Liaison for Honolulu's office of Civil Defense for two years. During Hurricane Iwa and Hurricane Iniki I was in charge of notifying boats at sea of the impending danger. I also handled the 'rumor control' phone banks for CD. COMPUTER SKILLS Windows 95 and DOS. Winword, WordPerfect, Quatro Pro and Excel, Microsoft Publisher and some lesser known desktop publishing programs. Qualified Installer for One Write Plus, Peachtree Accounting; am familiar with Quicken and Quick Books, LTS, MIP, Real Wodd and Business Works. I have also used some custom designed accounting programs for construction and the film industry. Proficient with 10 key adding machine, copiers, saws, hammers and mai-functioning plumbing. Reference: Cary Thornton, Owner of Cary Thornton & Company (808) 847-7782 Beverly Rodriguez, Tribal Administrator- Dry Creek Rancheria, (707) 744-1349 Other references available upon request SSN# 568-52-0479 ,- ACORD. CERTIFICATE OF LIABILITY - o8/o',/o~ PRODUCER NorthWest Insurance Agency-UK 390 West Standley Street P. O. Box 359 Ukiah CA 95482-0326 Phone: 707-462-8615 Fax: 707-468-9541 ~ED nc. West Enterprise Center, ~201 367 North~tate Street, Ukiah CA 95482 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. INSURERS AFFORDING COVERAGE INSURERA: Everest National Insurance INSURER B: Hartford Insurance INSURER C: INSURER D: INSURER E: COVERAGES i THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT VVlTH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. AGGREGATE LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSRi GENERAL UABIUTY I POLICY E~-~-,-C~-V~ DATE {MM/DD/Y~ POMCY EXPIRATION LTR I TYPE OF INSURANCE POUCY NUMBER DATE (MM/DD/Y~ UMITS I EACH OCCURRENCE $1,000,000 I ~3 ICOMMERC;AL GENEP~J. LIABILITY 57SBZ~H7194 FIRE DAMAGE (Anyone fire) S 300 t' 000 I CLAIMS MADE ~-~ OCCUR MED EXP (Any one ~) $10,000 I X Business O~ers 11/01/00 11/01/01 PERSONAL&ADVINJURY $1,000,000 GENERAL AGGREGATE $ 2 ~ 000,000 GEN'L AGGREGATE LIMIT APPLIES PER: ................... PRODUCTS- COMPIOP AGG S excluded _ I POLICY ~---'~ PRO- JECT ~ LOC I AUTOMOBILE UABIUTY COMBINED SINGLE LIMIT ANY AUTO (Ea accident) $ ALL OWNED AUTOS BODILY INJURY I SCHEDULED AUTOS (Per person) HIRED AUTOS BODILY INJURY NON-OWNED AUTOS (Per accident) $ I PROPERTY DAMAGE (Per accident) GARAGE MABlUTY AUTO ONLY - EA ACCIDENT $ i I ANY AUTO OTHER THAN EA ACC $ AUTO ONLY: AGG $ EXCESS UABIUTY EACH OCCURRENCE $ J OCCUR F--'I CLAIMS MADE AGGREGATE $ I DEDUCTIBLE $ RETENTION $ . $ VVC STATU- j WORKERS COMPENSATION AND X TORY LIMITS %T~I- A EMPLOYERS' MABIUTY 3900008362011 01/01/01 01/01/02 E.L EACH ACCIDENT $1,000,000 E.L DISEASE - EA EMPLOYEE $ I, 000,000 l E.L. DISEASE-POLCYLIMIT $1 ~ 000 r 000 OTHER PROPERTY 50000 DESCRIPTION OF OPERATIONS/LOCA~ONSNEHICLES/EXCLUSlONS ADDED BY ENDORSEMENT/SPECIAL PROVISIONS Certificate holder is named as additional insured. : I -- City of Ukiah · ' 300 Seminary Ave *" Ukiah CA 95482 CERTIFICATE HOLDER I Y ADDFnONAL INSURED; INSURER LEI'rEm ACORD 25-S (7197) CANCELLATION MZSC-02 SHOULD ANY OF THE ABOVE DESCRIBED POUCIES BE CANCEM. ED BEFORE THE EXPIRATIOI~ DATE THEREOF, THE ISSUING INSURER WILL ENDEAVOR TO MAIL ~0 DAYS WRITrEN NOTICE TO THE CERTIRCATE HOLDER NAI IMPOSE NO OBUGATION OR UABIMTY OF REPRESENTATIVES. AUTHORIZED ~ Tins Gordon ©AC~D CORPORATIONI~ AGENDA SUMMARY ITEM NO. DATE: October 3, 2001 REPORT SUBJECT: AWARD OF CONTRACT TO EBA WASTECHNOLOGIES FOR SOIL AND GROUNDWATER INVESTIGATION SERVICES AT THE NORTH FIRE STATION (1800 NORTH STATE STREET) IN THE AMOUNT OF $14,997.40 On July 30, 1991, three underground fuel storage tanks were removed from the North Fire Station, once it was discovered these tanks were leaking petroleum into the ground. Removal of the tanks was conducted by Lee Howard Construction of Ukiah, in conformance with State of California demolition requirements. After the fuel tanks were removed, staff filed a claim with California Regional Water Quality Control Board, seeking reimbursement for ground water contamination removal and demolition costs, as provided under state law. As part of the reimbursement process, the State of California requires a comprehensive scientific soil and groundwater investigation be conducted to determine the lateral and vertical extent of contamination. In 1998, EBA Wastechnologies (EBA) was selected from several bidders to conduct a limited soil survey at the site; however, the State of California recently notified the City of the need for a more complete study, in order to be eligible to receive full reimbursement funding. Since EBA conducted the initial survey, is knowledgeable about the site, and has considerable expertise in this field, the sole source contract is appropriate. This work has been budgeted for FY 2001/2002 under account #100.1915.301.001 in the amount of $15,000. RECOMMENDED ACTION: Award contract for $14, 997.40 to EBA Wastechnologies for soil and groundwater investigation at the North Fire Station. ALTERNATIVE COUNCIL POLICY OPTIONS: 1. Elect not to approve contract with EBA Wastechnologies and provide alternative direction to staff. Citizen Advised: Requested by: Prepared by: Coordinated with: Attachments: APPROVED:\ ATF:ASRCDBE-800 - N/A Albert T. Fierro, Assistant City Manager Candace Horsley, City Manager 1. Proposed contract with proposal from EBA as Exhibit A. Candace Horsley, Ci Manager PROFESSIONAL SERVICES CONTRACT This Agreement is made and entered in Ukiah, California, on October 3, 2001 ("Effective Date"), by and between EBA Wastechnologies ("Consultant"), a California corporation, and the City of Ukiah ("City"), a general law municipal corporation. RECITALS: 1. Consultant warrants and represents that it is an engineering and environmental consulting firm, and that all services provided hereunder will be provided by professionals properly licensed by the State of California. 2. Consultant maintains its own offices and has a substantial investment in its businesses in addition to the value of the personal services contributed by its owners. 3. City requires Consultant's services, but will not exercise control over the manner or method by which it performs these services. 1. SERVICES PROVIDED BY CONSULTANT. Consultant shall provide soil and groundwater investigation services as identified and described in the Scope of Work portion of its Amended Cost Estimate for Soil and Groundwater Investigation - Ukiah Fire Station, dated August 13, 2001, a true and correct copy of which is attached hereto as Exhibit A, and incorporated herein by reference. 2. TIME OF PERFORMANCE. Consultant shall provide these services commencing on October 3, 2001 and complete the services on or by October 3, 2003. 3. TERM. The term of this Agreement shall begin on October 3, 2001 and end on or by October 3, 2003 unless extended by mutual written agreement of the parties or terminated as provided in paragraph 9. 4. COMPENSATION. Ukiah shall pay Consultant as follows for services provided under this Agreement: Consultant shall provides the services required by this Agreement for $14,997.40, subject to the assumptions and the conclusions set forth in Exhibit A. 5. METHOD OF PAYMENT. City shall pay Consultant within 10 days after its receipt of invoices from Consultant for amounts included in the invoice, provided City approves the charges contained therein, such approval not to be unreasonably withheld. Consultant shall not submit invoices more frequently than every 15 days. 6. CONFIDENTIALITY. Consultant hereby agrees that it will not disclose or make any other use of information about the business methods, operations, costs, proposals, budgets, and projections of City or of any other information of a confidential nature it receives in performing services under this Agreement. Consultant may disclose such information if the disclosure is necessary to the performance of Consultant's services under this Agreement. 7. INDEMNIFICATION AND INSURANCE. 7.1 Indemnification. Consultant shall indemnify and hold harmless City and its officers, agents and employees from and against any claim, loss or damage, including the legal and other costs of defending against any claim of damage or loss by third parties, which arises out of the Consultant's performance under this Agreement, except for claims, losses or damages resulting from the sole and exclusive negligence or other wrongful conduct of the City or its officers, agents and employees. 7.2 Insurance. Consultant shall comply with the insurance requirements set forth in the attached Exhibit B, which is incorporated herein by reference. 8. RETURN OF DOCUMENTS. Upon termination of Consultant' services to the City under this Agreement, Consultant agrees to return all written and other materials, which are not matters of public record, furnished to it by City or loan applicants. Any documents created by Consultant as part of providing services under this Agreement shall be the property of City which shall own the copyright to same. Any and all such documents shall be furnished to City prior to or upon termination of this Agreement. 9. TERMINATION. This Agreement may only be terminated by City: 1) for breach of the agreement; 2) because funds are no longer available to pay Consultant for services provided under this Agreement; or 3) City has abandoned and does not wish to complete the project for which Consultant was retained. City shall notify Consultant of any alleged breach of the agreement and of the action required to cure the breach. If Consultant fails to cure the breach within the time specified in the notice, the contract shall be terminated as of that time. If terminated for lack of funds or abandonment of the project, the contract shall terminate on the date notice of termination is given to Consultant. City shall pay the Consultant only for services performed and expenses incurred as of the effective termination date. In such event, all finished or unfinished documents, data, studies, surveys, drawings, maps, models, photographs and reports prepared by the Consultant under this Agreement shall, at the option of City, become its property and the Consultant shall be entitled to receive just and equitable compensation for any work satisfactorily completed hereunder, subject to off-set for any direct or consequential damages City may incur as a result of Consultant's breach of contract. Consultant may terminate the Agreement on 15 days written notice to City. In that event Consultant shall be compensated and documents shall be handled as provided in this paragraph. 10. MODIFICATION OF AGREEMENT. City may, from time to time, request changes in the scope of the services of the Consultant to be performed hereunder. Such changes, including any increase or decrease in the amount of the Consultant's compensation, which are mutually agreed upon by and between City and the Consultant, shall be incorporated in written amendments to this Agreement. To be effective, all such changes as referred to in this section must be agreed upon in writing by both parties to this agreement. 11. ASSIGNMENT. The Consultant shall not assign any interest in this Agreement, and shall not transfer any interest in the same (whether by assignment or novation), without the prior written consent of City. 12. APPLICATION OF LAWS. The parties hereby agree that all applicable Federal, State and local rules, regulations and guidelines not written into this Agreement shall hereby prevail during the period of this Agreement. 13. INDEPENDENT CONTRACTOR. It is the express intention of the parties hereto that Consultant is an independent contractor and not an employee, joint venturer, or partner of City for any purpose whatsoever. City shall have no right to, and shall not control the manner or prescribe the method of accomplishing those services contracted to and performed by Consultant under this Agreement, and the general public and all governmental agencies regulating such activity shall be so informed. Those provisions of this Agreement that reserve ultimate authority in City have been inserted solely to achieve compliance with federal and state laws, rules, regulations, and interpretations thereof. No such provisions and no other provisions of this Agreement shall be interpreted or construed as creating or establishing the relationship of employer and employee between Consultant and City. Contractor shall pay all estimated and actual federal and state income and self-employment taxes that are due the state and federal government and shall furnish and pay worker's compensation insurance, unemployment insurance and any other benefits required by law for himself and his employees, if any. Contractor agrees to indemnify and hold City and its officers, agents and employees harmless from and against any claims or demands by federal, state or local government agencies for any such taxes or benefits due but not paid by Consultant, including the legal costs associated with defending against any audit, claim, demand or law suit. Consultant warrants and represents that it is a properly licensed professional or professional organization with a substantial investment in its business and that it maintains its own offices and staff which it will use in performing under this Agreement. 14. GOVERNING LAW. This Agreement shall be governed by and construed in accordance with the laws of the State of California and any legal action concerning the agreement must be filed and litigated in the proper court in Mendocino County. The parties waive any right they may otherwise have to contest jurisdiction or venue in Mendocino County. 15. SEVERABILITY. If any provision of the Agreement is held by a court of competent jurisdiction to be invalid, void, or unenforceable, the remaining provisions shall nevertheless continue in full force and effect without being impaired or invalidated in any way. 16. INTEGRATION. This Agreement contains the entire agreement among the parties and supersedes all prior and contemporaneous oral and written agreements, understandings, and representations among the parties. No amendments to this Agreement shall be binding unless executed in writing by all of the parties. 17. WAIVER. No waiver of any of the provisions of this Agreement shall be deemed, or shall constitute a waiver of any other provision, nor shall any waiver constitute a continuing waiver. No waiver shall be binding unless executed in writing by the party making the waiver. 18. NOTICES. Whenever notice, payment or other communication is required or permitted under this Agreement it shall be deemed to have been given when personally delivered, upon receipt, if sent by fax or overnight courier, or when deposited in the United Sates mail with proper first class postage affixed thereto and addressed as follows: Consultant City EBA Wastetechnologies C/o Christine Scheib 825 Sonoma Ave, Suite C Santa Rosa, CA. 95404 FAX: 707) 544-0866 Attention: Albert T. Fierro, Assistant City Manager City of Ukiah Ukiah Civic Center 300 Seminary Ave. Ukiah, CA. 95482 FAX: (707) 463-6204 19. PARAGRAPH HEADINGS. The paragraph headings contained herein are for convenience and reference only and are not intended to define or limit the scope of this agreement. 20. DUPLICATE ORIGINALS. This Agreement may be executed in one or more duplicate originals bearing the original signature of both parties and when so executed any such duplicate original shall be admissible as proof of the existence and terms of the Agreement between the parties. WHEREFORE, the parties have entered this Agreement on the Effective Date. Consultant City West Company City of Ukiah By: By: Title: Title: Engineers & Environmental Consultants August 13,2001 EXHIBIT "A" Mr. Albert Fierro City of Ukiah 300 Seminary Avenue Ukiah, CA 95482 RE: AMENDED COST ESTIMATE FOR SOIL & GROUNDWATER INVESTIGATION UKIAH FIRE STATION 1800 NORTH STATE STREET, UKIAH, CALIFORNIA EBb4 Proposal No. 169-99 Dear Mr. Fierro: EBA Wastechnologies (EBA) is pleased to present this amended cost estimate to conduct a Soil and Groundwater Investigation at the City of Ukiah Fire Department located in Ukiah, California. The following presents a detailed scope of work and an estimated cost for the completion of the scope. SCOPE OF WORK The scope of work includes conducting a soil and groundwater investigation to determine the lateral and vertical extent of soil and groundwater contamination related to three underground fuel storage tanks formerly located at the subject property. The investigation will consist of installing eight soil borings for the purposes of obtaining soil and grab groundwater samples. A Work Plan for the aforementioned scope of work was prepared by EBA and submitted to the North Coast Regional Water Quality Control Board (NCRWQCB) for review and comment. The work will be conducted under the supervision of a registered Civil Engineer. All soil and grab groundwater samples will be submitted to a State-certified analytical laboratory for chemical analysis in accordance with the Work Plan. Following the completion of work, a Report of Investigation will be prepared detailing the conditions encountered during the investigation and evaluating the site for further work and/or closure with no further work required. COST ESTIMATE SUMMARY The estimated cost to implement the above scope of work is not-to-exceed $14,997.40. A detailed breakdown of the cost estimate is attached. Please note that since we sent the City of Ukiah the September 1999 cost estimate, costs for soil sampling and laboratory analyses have increased due to changes in State requirements. In response to your request that the cost be re-evaluated, EBA deleted any mark-up on subcontractors. Please note that the subcontractor mark-up covers EBA's insurance and overhead, as well as finance charges for payment of subcontractors prior to receiving payment L:~proposal, 1999', 169-99xsbcostrev2801 .doc 1 825 Sonoma Avenue, Suite C Santa Rosa, California 95404 www.ebawaste.com e-mail: info@ebawaste.com (707) 544-0784 FAX (707) 544-0866 Also in Southern California from the City. In view of the City's circumstances, EBA will absorb the insurance overhead for the Professional Liability, Pollution Liability and General Liability for the subconsultants, as required by the City (about 4% of the job cost) and will rely on rapid turnaround in payment to avoid bank finance charges (10%). We will also absorb internal accounting costs associated with subconconsulting billing and payment in this particular situation. ASSUMPTIONS For the purposes of developing the scope of work and the cost estimate, the following assumptions were made: · Permits for the borings will be required by the Mendocino County Environmental Health Department prior to the start of work. Soil and rinsate water generated during the drilling operations will be placed in labeled 55- gallon drums and stored onsite. Disposal of the soil and water is not included as part of this cost estimate. · A Report of Findings will be prepared following the completion of work and receipt of analytical testing results. CONCLUSIONS Throughout this project additional new information may become available. This new information may result in a change in the Scope of Work, which may result in a change in the cost of the project. EBA will notify the client when there is a change in the cost and will not proceed without prior approval of the changes from the client. Throughout the project, EBA will make every effort to reduce the cost of the project by negotiating with regulatory agencies to eliminate unnecessary procedures and/or analytical costs. Thank you for allowing EBA this opportunity to perform environmental services for you. Should you have any questions or comments regarding this cost estimate, please contact EBA at (707) 544-0784. EBA will implement this Scope of Work immediately upon the City's approval. Sincerely, EBA WASTECItNOLOGIES Christine Scheib, R.E.A. Senior Environmental Specialist CS/lde Enc: Detailed Cost Estimate L:\proposal\1999\169-99\sbcostrev2801.doc EXHIBIT B INSURANCE REQUIREMENTS Consultant shall procure and maintain for the duration of this Agreement insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance hereunder by Consultant, and its agents, representatives, employees or subcontractors. 1. Minimum Scope of Insurance. Coverage shall be at least as broad as: a. Insurance Services Office~ form number GL 002 (Ed. 1/73) coveting Comprehensive General Liability and Insurance Services Office form number GL 0404 covering Broad Form Comprehensive General Liability; or Insurance Services Office Commercial General Liability coverage ("occurrence" form CG 0001). b. Insurance Services Office form number CA 0001 (Ed. 1/78) coveting Automobile Liability, code 1 "any auto" and endorsement CA 0025. c. Worker's Compensation insurance as required by the Labor Code of the State of California and Employer's Liability insurance, if Consultant has employees who will directly or indirectly provide service or support Consultant in its provision of services under this Contract. 2. Minimum Limits of Insurance. Consultant shall maintain limits no less than: a. General Liability: $1,000,000 combined single limit per occurrence for bodily injury, personal injury and property damage. If Commercial General Liability Insurance or other form with a general aggregate limit is used, either the general aggregate limit shall apply separately to this Work/location or the general aggregate limit shall be twice the required occurrence limit. b. Automobile Liability: $1,000,000 combined single limit per accident for bodily injury and property damage. 1The Insurance Services Office CISO") is an organization formed by insurance companies to develop standard forms for different types of insurance. They number their forms. The reference to form number refers to a standard insurance policy for different types of insurance, such as Comprehensive General Liability C CGL") coverage which generally insures against claims for personal injury or property damage based on negligent acts of the insured. Commercial Liability insurance is another type of liability insurance coveting a business against personal injury or property damage claims resulting from negligence. c. Workers' Compensation and Employer's Liability: Workers' compensation limits as required by the Labor Code of the State of California and Employer's Liability limits of $1,000,000 per accident. 3. Deductibles and Self-Insured Retentions. Any deductibles or self-insured retentions must be declared to and approved by City of Ukiah. At the option of City of Ukiah, either the insurer shall reduce or eliminate such deductibles or self-insured retentions as respects City of Ukiah, its officers, officials, employees and volunteers; or Consultant shall procure a bond guaranteeing payment of losses and related investigations, claim administration and defense expenses. 4. Other Insurance Provisions. The policies are to contain, or be endorsed to contain, the following provisions: a. General Liability and Automobile Liability Coverages. b. City of Ukiah, its officers, officials, employees, and volunteers are to be covered as insureds as respects: liability arising out of activities performed by or on behalf of Consultant, products and completed operations of Consultant, premises owned, occupied or used by Consultant, or automobiles owned, leased, hired or borrowed by Consultant. The coverage shall contain no special limitations on the scope of protection afforded to City of Ukiah, its officers, officials, employees or volunteers. c. Consultant's insurance coverage shall be primary insurance as respects City of Ukiah, its officers, officials, employees and volunteers. Any insurance or self-insurance maintained by City of Ukiah, its officers, officials, employees or volunteers shall be in excess of Consultant's insurance and shall not contribute with it. d. Any failure to comply with reporting provisions of the policies shall not affect coverage provided to City of Ukiah, its officers, officials, employees or volunteers. e. Consultant's insurance shall apply separately to each insured against whom a claim is made or suit is brought, except with respect to the limits of the insurer's liability. f. Workers' Compensation and Employer's Liability Coverage. The insurer shall agree to waive all rights of subrogation against City of Ukiah, its officers, officials, employees and volunteers for losses arising from work performed by Consultant for City of Ukiah. g. All Coverages. Each insurance policy required by this Section shall be endorsed to state that coverage shall not be suspended, voided, canceled by either party, reduced in coverage or in limits except after thirty (30) days prior written notice by certified mail, remm receipt requested, has been given to City of Ukiah. h. Acceptability of Insurers. Insurance is to be placed with insurers with a Best's rating of no less than A. i. Verification of Coverage. Consultant shall fumish City of Ukiah with certificates of insurance and with original endorsements affecting coverage required by this Section. The certificates and endorsements for each insurance policy are to be signed by a person authorized by that insurer to bind coverage on its behalf. The certificates and endorsements are to be on forms provided by City of Ukiah. Where by statute, City of Ukiah's workers' compensation- related forms cannot be used, equivalent forms approved by the Insurance Commissioner are to be substituted. All certificates and endorsements are to be received and approved by City of Ukiah before work commences. City of Ukiah reserves the right to require complete, certified copies of all required insurance policies, at any time. j. Subcontractors. Consultant shall include all subcontractors and insureds under its policies or shall furnish separate certificates and endorsements for each subcontractor. All coverages for subcontractors shall be subject to all of the requirements stated herein. AGENDA SUMMARY ITEM NO. 6£ DATE: October 3, 2001 REPORT SUBJECT: AWARD OF CONTRACT TO PROSEED FOR LANDFILL EROSION CONTROL IN THE AMOUNT OF $17,800 The landfill erosion control project is required to be completed annually in accordance with the City's Annual Erosion Control Report approved by the Regional Water Quality Control Board (RWQCB). The City does not have the resources to complete the project with its own forces. The City distributed specifications through its informal bidding process to eight contractors. One proposal was received and opened by the City Clerk on September 26, 2001. Proseed of Philo, California submitted a total bid of $17,800 based on an estimated coverage of 10 acres of hydroseeding and four acres of straw cover. The Engineer's Estimate for the project is $16,000. The total bid amount of $17,800 exceeds the line item budget amount of $13,000 for work originally estimated at five acres. There are sufficient funds within the disposal site budget for hydroseeding the extended area which is being required by the RWQCB. continued on page 2 RECOMMENDED ACTION: Award the contract for Landfill Erosion Control to Proseed in the amount of $17,800. ALTERNATIVE COUNCIL POLICY OPTIONS: Council may choose not to award contract, however the City would then be in violation of its Annual Erosion Control Report approved by the Regional Water Quality Control Board. Citizen Advised: Requested by: Prepared by: Coordinated with: Attachments: N/A Diana Steele, Director of Public Works / City Enginee~ Rick Seanor, Deputy Director of Public Works~,L~ Candace Horsley, City Manager 1. Bid Proposal from Proseed APPROVED: t_~. Candace Horsley, anager Award of Contractto ProseedforLandfillErosion Controlinthe Amountof$17,800 O~ober3,2001 Page 2 If the bid is awarded, compensation for the performance of the work will be based on unit prices bid for contract item quantities actually applied. Bid totals are based on unit prices bid for contract items at estimated quantities, and therefore, the actual total paid to the contractor may be lower or higher than the bid total indicated. As with all construction projects there may be cost overruns by reason of unforeseen work or because actual quantities applied exceed estimated quantities. Policy Resolution No. 13 authorizes the responsible Department Head, with approval of the City Manager, to issue change orders not to exceed 10 percent of the original contract sum or $5,000 whichever is greater provided that no change exceeds the amount budgeted for the project. Erosion Control Bid Tabulation Hydroseeding Straw Cover (10 Acres) (4 Acres) Contractor bid per acre bid per acre Total Bid P roseed $1,540 $600 $17,800 Philo, CA AGLFhydroSeed2001 .SUM P.02 _CITY OF ,UKIAH - LANDFILL ERO,SlON CONTROL PROP,,OSAL F,,,ORM Item Descriotion Estimated Unit Price Amount Bid Quantity per Acre ,, for Item Hydroseeding Straw Cover with Tackifier 10 acres 4acres $,. ~'~:~.~:~ $, TOTAL BID: $_~~.~_~' ~ The undersigned declares he is familiar with the Items specified and has carefully checked the attached NOTICE TO BIDDERS and accepts full responsibility for any error or omission in the preparation of this bid. SlGNATURE$($] OF BIDDER The names of all persons interested in the foregoing proposal as principals are as follows: IMPORTANT NOTICE: if bidder or other interested person is a corporation, provide the legal name of corporation and also the names of the president, secretary, treasurer and manager thereof. If a co- partnership, provide the true name of firm and also the names of all individual co-partners composing the firm. If bidder or other interested person is an Individual, provide the first end last names in full. This bid is submitted by (check one): ~,~~ ~l~lndividual Owner Partnership, _. Co~oratlon~~her Tax Identlfi~tion Number:_~.~-~- ~ ~$peci~) Treasurer: Licensed In accordance with an act _ prpvid,.lng for the registration el, Contractors: License No. ' -'~ ~ /" ;~2 Legal Name of Bidder: _ Secretary:.. Manager: , ~ Go-Partner: ........... .,Co-Partner: .... i Phone Number~ ~-Ii~ Fax: ~:~'.~"" ~ Email:~~', ~ · O'ype or ~rint Name) / NOTE: If bidder is a corporation, the legal name of the corporation shall be set forth above together with the signature of the officer or officers authorized to sign contracts on behalf of the corporation; if bidder is a co-partnership, the true name of the firm shall be set forth above together with the signature of the partner or partners authorized to sign contracts in behalf of the co-partnership; and if bidder is an individual, his or her signature shall be placed above. If a member of a partnership, a Power of Attorney must be on file with the Department prior to opening bids or submitted with the bid;otherwise, the bid will disregarded as irregular and unauthorized. Address: Place of Residence: AGENDA SUMMARY ITEM NO. 6g DATE: October 3, 2001 REPORT SUBJECT: AWARD PROFESSIONAL CONSULTING SERVICES AGREEMENT IN THE AMOUNT OF $31,811, TO EBA ENGINEERING TO PREPARE CONSTRUCTION PLANS AND SPECIFICATIONS FOR THE FINAL COVER OF THE UKIAH LANDFILL The City of Ukiah will have a specified amount of time, after the date when waste is no longer received at the Ukiah Solid Waste Disposal Site (Landfill), to perform its "final closure" tasks. Work will include establishing temporary facilities and controls; construction of layers of the cap, drainage systems, site security, access roads, sedimentation basins; as well as revegetation and borrow area reclamation. The construction contract will total more than $3,000,000. The City, along with its consultant EBA Engineering (EBA), has been working with the Regional Water Quality Control Board (RWQCB) to determine what the layers of the final cap will be comprised of (i.e. a "prescriptive" cap or an "engineered alternative"). The City will solicit bids from general contractors experienced in landfill closures. Final design parameters outlined in construction plans and specifications will be necessary for the competitive bid process. Staff requested a proposal from EBA for providing the final design, plans and specifications, and other bid documents for the closure activities. EBA's proposal, dated Augst 20, 2001, is attached to this report. EBA proposes to perform the necessary work at an estimated cost of $31,811. EBA has been working with staff to obtain approval from the RWQCB of an "engineered alternative" cap for the Landfill as allowed by Title 27, California Code of Regulations (CCR) {}20080. It is estimated that construction of a prescriptive cap will cost over $2,000,000 more than the proposed engineered alternative cap. (continued on page 2) RECOMMENDED ACTION: Award professional consulting services agreement in the amount of $31,811, to EBA Engineering to prepare construction plans and specifications for the Final Cover of the Ukiah Landfill. ALTERNATIVE COUNCIL POLICY OPTIONS: Direct staff to solicit Statements of Qualifications and Cost Proposals from the professional community at large. Citizen Advised: Requested by: Prepared by: Coordinated with: Attachments: None. Diana Steele, Director of Public Works / City Engineer Diana Steele, Director of Public Works / City Engineering.5-. Candace Horsley, City Manager 1. F/Y 2001/2002 Budget Sheet 2. Proposal from EBA Engineering, dated August 22, 2001 APPROVED: ~_ "~to~~ Candace Horsley, (~ity Manager Page 2 AWARD PROFESSIONAL CONSULTING SERVICES AGREEMENT IN THE AMOUNT OF $31,811, TO EBA ENGINEERING TO PREPARE CONSTRUCTION PLANS AND SPECIFICATIONS FOR THE FINAL COVER OF THE UKIAH LANDFILL. October 3, 2001 After a final construction methodology is arrived at with the approving agencies, it will be necessary to finalize the design, and prepare construction plans, specifications, and technical documents for the competitive bid process. Work will include: · Attending meetings with the City and with regulators. · Preparation of Construction Drawings. · Preparation of Specifications, Construction Quality Assurance Plan, and a Cost Estimate. · Assisting in the Bid Process. Time is of the essence. The Taylor Drive Transfer Station opened to the public on September 24, 2001. RWQCB staff typically prefers to see construction of the cap accomplished within 180 days. In Ukiah's case this is impractical because of the rainy winter season, however it is in the City's best interest to be prepared to enter construction as soon as the weather allows. EBA's workload allows them to begin work immediately and anticipate completing the work in 16 weeks, depending on the necessary negations with the regulators. Staff recommends award of a professional services agreement for this work to EBA Engineering for several reasons. EBA has a long-standing history of performing work at the Ukiah Landfill for the City. Most recently, EBA prepared the Final Closure and Postclosure Maintenance Plan currently under review by the RWQCB and the California Integrated Waste Management Board (CIWMB). EBA has been working with staff for the approval of an engineered alternative cap, and will be deeply involved in its demonstration and acceptance. EBA is a leader in its field, performing work around the world, and has an excellent working relationship with the RWQCB. EBA has presented the City's position professionally at a number of negotiating and discussion sessions, and continues to advise staff regarding this complex process. ATTACHMENT 1 A'I-I'ACHMENT 2 ENGINEERINg' CIVIl & ~NVIRONklENTAL ~CN~INEER$ August 22, 2001 Ms. Diana Steel, P.E. Director of Public Works Public Works Department 300 Seminary Drive ' Ukiah, CA 95482-5400 Proposal for Engineered Alternative Analysis City of Ukiah LandFill Mendocino County., California P 135-01 Dear Ms. Steel: EBA Engineering is pleased to present this proposal to develop an engineered altemative cover · analysis for final closure of the LF}ciah Landrill. During landfill operations approximately two to three feet of intermediate cover was reportedly placed on all landfill areas upon reaching final grade. Title 27, California Code of Regulations (CCR) requh'es a minimum 2-foot thick compacted foundation layer underlying the low permeability layer of a final closure cover. The City proposes to utilize the in-place cover soil to meet the foundation layer requirements, but desires to compact only the top 1-foot. The Re~onal Water Quality Control Board, North Coast Region (RWQCB) has determined that this is considered a significant variance to the prescriptive standard and requested the City of Ukiah to develop an Engineered Alternative Analysis to demonstrate that the change is consistent with the performance goals of the prescriptive standard and affords equivalent protection against water quality impairment. Title 27, California Code of Regulations (CCR), §20080(b) allows the consideration and approval of engineered alternatives to the prescriptive standard when the prescriptive standard is not feasible and there is a specific eng/neered altemative that is consistent with the performance goals addressed by the prescriptive standard; and which affords equivalent protection against water quality impairment. In accordance with Title 27 CCR §20080(c), to establish that compliance with the prescriptive standard is not feasible, the discharger must demonstrate that the prescriptive standard is either unreasonably and unnecessarily burdensome and will cost substantially more then alternatives which meet the criteria in §20080(b); or is impractical and will not promote attainment of applicable performance standards. EBA proposes to develop a engineered alternative which includes (1) the site operational and L:~propo~alk2001 \13 5-01 ~ukaih Eng Alt. Itt. doc 825 Sonoma Avenue, Suite C Santa Rosa, California 95404 {707) 544-0784 FAX (707) 544-0866 Also in Southern California performance history of the landfill; (2) regulatory history and the reason for the prescriptive foundation layer; (3) the physical and mechanical properties involved; (4) economic properties of the preferred alternative; (5) an economic analysis of various alternatives, (6) a proposed scope of work to demonstrate the physical and mechanical properties of the preferred alternative; and (7) conclusions that are consistent with the performance goals addressed by the prescriptive standard and afford equivalent protection against water quality impairment, and therefore, meet the criteria of Title 27 CCR, Section 20080(b) for engineered alternatives. In addition, EBA will attend meetings (as directed by the City) with City and RWQCB staff to clarify elements of the engineered alternative. Deliverables will include two draft and two final reports. EBA is prepared to begin work immediately upon receiving written authorization to proceed. We estimate submittal of a draft report for City review three to four weeks following authorization. EBA estimates the cost to prepare the Engineered Altemative Analysis is $5,000. EBA will not exceed the cost estimate without written authorization. Because of the uncertainties associated in predicting the level of effort that may be required to respond to RWQCB comments regarding the engineered alternative, EBA proposes to provide this service on a time-and-expense basis in accordance with our enclosed Standard Schedule of Fees and Rates. EBA appreciates the oppommity to be of service to the City of Ukiah on this project. If you should have any questions regarding the information contained herein, please do not hesitate to contact our office at (707) 544-0784. Again, thank you for giving EBA the oppommity to provide engineering consulting services to the City of Ukiah. Sincerely, EBA ENGINEERING Vice President & Chief Geologist DFB/mc Attachments: EBA Standard Schedule of Fees and Rates L:'xproposalk2001 \I 35-01~aih Eng Alt. Itt.doc 2 ~A Engineering AGENDA SUMMARY ITEM NO. 6h DATE: October 3, 2001 REPORT SUBJECT: AWARD PROFESSIONAL CONSULTING SERVICES AGREEMENT IN THE AMOUNT OF $5,000, PLUS ACTUAL TIME-AND-EXPENSES TO RESPOND TO RWQCB COMMENTS, TO EBA ENGINEERING TO PREPARE THE ENGINEERED ALTERNATIVE ANALYSIS FOR THE UKIAH LANDFILL Typical closure of a landfill includes constructing a "prescriptive" cover over the site, comprised of several layers. The layers over the garbage include a two-foot thick layer of compacted earth, a one-foot layer of Iow permeability material such as clay, and a one-foot layer of topsoil that will support vegetation. The City's consultant, EBA Engineering (EBA), has been working with staff to obtain approval from the Regional Water Quality Control Board (RWQCB) of an "engineered alternative" cap for the Ukiah Solid Waste Disposal Site (Landfill) as allowed by Title 27, California Code of Regulations (CCR) {}20080. It is estimated that construction of a prescriptive cap would cost over $2,000,000 more than the proposed engineered alternative cap. The Landfill on Vichy Springs Road has been in operation since 1955. The Landfill is constructed in "cells," which are isolated volumes of waste completely surrounded by soil. It has been the practice to place cover on the cells at a thickness of two or more feet as the work progressed. One alternative that the City has proposed is to scarify the existing soil cover to a depth of one foot, mechanically recompact the disturbed soil, and utilize that compacted surface as the foundation layer for the Iow permeability clay and vegetative layers which follow. Preliminary discussions with the Regional Water Quality Control Board were promising, however; in its letter of December 4, 2000, RWQCB staff returned an opinion of their legal counsel that this method of construction would require processing as an "engineered alternative." (continued on page 2) RECOMMENDED ACTION: Award professional consulting services agreement in the amount of $5,000, plus actual time-and-expenses to respond to RWQCB comments, to EBA Engineering to prepare the Engineered Alternative Analysis for the Ukiah Landfill. ALTERNATIVE COUNCIL POLICY OPTIONS: Direct staff to solicit Statements of Qualifications and Cost Proposals from the professional community at large. Citizen Advised: Requested by: Prepared by: Coordinated with: Attachments: APPROVED: None. Diana Steele, Director of Public Works / City Engineer Diana Steele, Director of Public Works / City Engineer ~.)~ Candace Horsley, City Manager 1. FY 2001/2002 Budget Sheet 2. Proposal from EBA Engineering, dated August 22, 2001 Candace Horsley, Cit~Manager Page 2 AWARD PROFESSIONAL CONSULTING SERVICES AGREEMENT IN THE AMOUNT OF $5,000, PLUS ACTUALTIME-AND-EXPENSES TO RESPOND TO RWQCB COMMENTS, TO EBA ENGINEERING TO PREPARE THE ENGINEERED ALTERNATIVE ANALYSIS FOR THE UKIAH LANDFILL. October 3, 2001 Another possible alternative is recompacting the existing cover as stated above, and then adding an additional foot of cover before applying the clay layer. This of course, is incrementally more expensive than the alternative initially presented. Geotextile membrane products, which sandwich Iow permeability material between non-woven fabrics, are becoming accepted in the industry and can result in significant savings. As a part of developing the engineered alternative, it is necessary to verify the in-place conditions of the existing cover. At its last meeting Council approved a contract for the verification program. Concurrent with completion of the verification program, EBA would undertake a number of tasks to fulfill the requirements of Title 27 CCR, §20080(b) for engineered alternatives. Work will include: · Summarizing the operational and performance history of the landfill, the regulatory history and the reasons for a prescriptive foundation layer, and the physical and mechanical properties involved; · Providing an economic analysis of the preferred and other alternatives; · Specifying the scope of work necessary to demonstrate the equivalent protection afforded by the engineered alternative against water quality impairment; · Preparing a Final Report summarizing the suitability of the engineered alternative; · Attending meetings and corresponding with RWQCB as necessary. Staff recommends award of a professional services agreement for this work to EBA for several reasons. EBA has a long-standing history of performing work at the Ukiah Landfill for the City. Most recently, EBA prepared the Final Closure and Postclosure Maintenance Plan currently under review by the RWQCB and the California Integrated Waste Management Board (CIWMB). EBA is a leader in its field, performing work around the world, and has an excellent working relationship with the RWQCB. EBA has presented the City's position professionally at a number of negotiating and discussion sessions, and continues to advise staff regarding this complex process. EBA cannot anticipate the number of hours that could be required for negotiation and discussions with the RWQCB. EBA has therefore omitted this from their lump sum proposal, and has asked that this time be handled on a time-and-expense basis. Staff feels this is reasonable given our own experience with the process to date. ATTACHMENT 1 ATTACHMENT 2 £NG/NEER/N CIVIL & ENVIRONMENTAL ENGINEERS August 20, 2001 Ms. Diana Steel, P.E. Director of Public Works Public Works Department 300 Seminary Drive Ukiah, CA 95482-5400 Proposal for Final Closure Design City of Ukiah Landffil Mendocino County, California P 135-01 Dear Ms. Steel: EBA Engineering is pleased to offer this proposal to provide engineering services to provide final design, construction Plans and Specifications, and technical bid documents for the closure of the Ukiah Landfill. Our proposed scope of work, schedule, and budget for this project are described below. Proposed Scope of Work The general proposed scope of work includes providing construction drawings, specifications, and construction quality, control doctunents for closure construction; preparing an engineer's estimate of construction quantities and costs; and providing regulatory coordination. We have defined the following tasks to complete the scope of work based on our experience with these types of projects and our understanding of your needs. Task 1 - Project Meetings, Regulator), Coordination, and Administration Work in this task includes attending meetings with the City and regulators to obtain consensus on the design approach and to admires' ter the contract. We have assumed our project ~er will conduct three visits to the City over the course of the project for coordination meetings with City. or regulatory personnel. Deliverables: Background data and technical design memoranda may need to be provided in response to regulatory issues. 825 Sonoma Avenue, Suite C Santa Rosa, California 95404 (707) 544-0784 FAX {707) 544-0866 Also in Southern California Task 2- Constntction Drawings Work in this task includes preparation of a set of construction drawings. A preliminary list of drawings would include the following: · Cover sheet · Site Plan · Foundation Layer Grading Plan · Final Closure Grading & Drainage Plan · Perimeter Drainage Plan · Drainage Profiles · Sections · Landfill Cap Details · Miscellaneous Details (2 to 4 sheets anticipated) The plans would be submitted to the City at the 80 percent level for review. Following City review and comment, a 100 percent level of drawings would be stamped and transmitted to the City. For the purposes of this proposal, we assume that the City will direct EBA to utilize the most recent topographic base mapping for use in developing the construction drawings. Deliverables: - 80%, and 100% construction drawings. Final drawing set submittal will consist of two drawing sets and one set ofreproducibles. Task 3 - Preparation of Specifications; Construction Quality Assurance (CQA) Plan; and Engineer's Estimate Work on this task will include preparation of technical specifications and a final CQA manual. These shall be submitted for review in ~ form with the dm~ construction drawings at the 80 percent level of' completeness. After comments are received and addressed, final copies of these documents shall be transmitted to the City. The technical specifications will be prepared in a format compatible with that recommended by the Construction Specifications Institute. Based on the construction plans and specifications, a detailed estimate of all material and construction costs for the project will be developed based on quantity takeoff. This cost estimate, including itemized quantities and unit prices, will be used as a benchmark for Contractor's bids on the project. We assume that the City will be responsible for preparing the City ofUkiah's Standard Provisions, Notice to Contractors, Bid Instructions, Bid Forms, Bond Forms, and other contract documents necessary for bidding and contract management. For the purposes of this proposal we have assumed two draft copies of the bid documents will be submitted to the County for review and comment. Final bid documents will consist of a camera ready copy for publication by the County. \kBODEGAkI. X)RIVE~pmposalX2001 \I 35-01 kukaih pro Itt. doc 2 EB~ Engineering Deliverables: - 80% and 100% Technical Specifications - 80% and 100% CQA Plan Specifications - Final: a camera ready copy for publication by the City. Task 4 - Bid Assistance EBA will assist the City during the bidding process including attending a prebid meeting, answering applicable technical questions from bidders, aid in the preparation of bid addendums, if necessary, and assist in evaluating the final bids. Schedule EBA is prepared to begin work on this project within one week of receiving written authorization to proceed. We believe final bid documents can be ready for advertisement approximately 16 weeks following authorization to proceed. Cost Estimate The estimated cost for the final design scope of work is $31,811. An itemized breakdown of the estimated costs by task is presented in the attached Table 1, Cost Summary. EBA will not exceed the cost estimate without written authorization. Actual costs will be billed on a time-and-expense basis in accordance with our attached standard fee schedule. Closing EBA appreciates the oppommity to be of service to the City of Ukiah on this project. If you should have any questions regarding the information contained herein, please do not hesitate to contact our office at (707) 544-0784. Again, thank you for giving EBA the oppommity to provide en~neering consulting services to the City of Ukiah. Sincerely, EBA ENGINEERING Vice President & Chief Geologist DFB/mc Attachments: Cost Summary EBA Standard Schedule of Fees \XBODEGAq.DRIVEXproposaI~2001 \ 135-0 ! \ulmih pro ltr.doc 3 EB,~ Engineering ENGIIVEERIN CIVIL & ENVIRONMENTAL ENGINEERS STANDARD SCHEDULE OF FEES AND RATES Principal Engineer ............................................................................. $140.00 per hour Chief Geologist/Chief Engineer ........................................................ $105.00 per hour Senior Geologist/Senior Engineer ..................................................... $ 85.00 - $ 90.00 per hour Project Geologist/Project Engineer ................................................... $ 75.00 - $ 85.00 per hour Staff Geologist/Staff Engineer .......................................................... $ 60.00 - $ 75.00 per hour Survey: 3 Man Crew (incl. equipment) ............................................. $185.00 per hour Survey: 2 Man Crew (incl. equipment) ............................................. $145.00 per hour Environmental Specialist ................................................................... $ 45.00 - $ 60.00 per hour Senior Environmental Specialist ....................................................... $ 70.00 per hour Design Draftsperson .......................................................................... $ 60.00 per hour Wordprocessing ................................................................................. $ 42.00 per hour Clerical .............................................................................................. $ 40.00 per hour Administrative ................................................................................... $ 55.00 per hour Systems Manager .............................................................................. $ 60.00 per hour Depositions or court proceedings ...................................................... 150% of usual rates Subconsultants ................................................................................... Cost plus 15% Prints and materials ........................................................... 2 ............... Cost plus 15% Miscellaneous expenses .................................................................... Cost plus 15% Effective March 1998 ~:~^S~RS~:O~S~RA~S'~NO98. 825 Sonoma Avenue, Suite C Santa Rosa, CalifOrnia 95404 (707) 544-0784 Also in Southern California FAX (707) 544-0866 AGENDA ITEM NO.: DATE: SUMMARY 6i October 3, 2001 REPORT SUBJECT: AWARD CONTRACT FOR POWER POLE INSPECTION AND TREATMENT TO OSMOSE, INC. IN THE AMOUNT OF $10,000 FOR FISCAL YEAR 2001/2002 AND RENEW CONTRACT ON A YEAR-BY YEAR BASI'S AS BUDGETED UNTIL JUNE 2005. The Electric Department sent a Request for Quotation through the formal bid process to two specialized companies for the performance of Power Pole Inspection and Treatment in accordance with Public Utilities Commission (PUC) Guidelines for Electrical Utility Construction, General Orders 95 (Rules for Overhead Electric Line Construction), 128 (Rules for Construction of Underground Electric Supply and Communication Systems), and 165 (Inspection Cycles for Electric Distribution Facilities). Bids were received and opened by the City Clerk, April 4, 2001. The City Electric Department staff evaluated the bids. Osmose, Inc. of Phoenix, Arizona submitted the more acceptable and overall lower cost bid complying with the Electric Department's intent for the scope of this contract. The City Council approved the award of bid to Osmose, Inc. for the fiscal year 2000/2001 at the meeting of April 18, 2001. In the General Conditions of the bid the City has the option of extending the agreement on a year-by-year basis with a yet to be determined number of poles for each year. The price, terms and conditions are to remain firm up to and including fiscal year 2004/2005. The Electric Department elects to contract Osmose, Inc. as approved each budget year. The Electric Department budgeted $10,000 Power Pole Inspection and Treatment in the 2001/2002 fiscal year in account number 800.3728.250.000. Sufficient funds are available. RECOMMENDED ACTION: Award contract for Power Pole Inspection and Treatment to Osmose, Inc. for $10,000 in the 2001/2002 fiscal year and approve contract on a year-by-year basis until June 2005. ALTERNATIVE COUNCIL POLICY OPTIONS: Determine contract is not to be awarded and provide direction to staff. Citizen Advised: N/A Requested by: Stan Bartolomei, Electrical Supervisor Prepared by: Judy Jenney, Purchasing Assistant Coordinated with: Candace Horsley, City Manager ATTACHMENTS: None Candace Horsley,~City Manager ITEM NO. 8a DATE: October 3, 2001 AGENDA SUMMARY REPORT SUBJECT: CONSIDERATION OF AMERICAN RED CROSS REQUEST FOR WAIVER OF RENT SUMMARY: At the August 1, 2001 meeting of the City Council, the Mendocino County Chapter of the American Red Cross (ARC) requested a waiver of past due and future rent for the City's North State Fire Station facility through September 2001. The City Council approved deferral of the rent and requested a presentation of a fiscal recovery plan prior to considering the waiver request. The recovery plan was presented to the Council at the September 19 meeting, and the ARC again requested the past due rent be waived. The deferred rent through September 2001 totals $7,430. In September, the local ARC Board of Directors voted to rescind the charter. In a separate meeting of the membership, dissenting concerns were voiced. The American Red Cross Board of Governors is currently considering the issues. It is important to note, Red Cross officials and local volunteers are committed to providing services to our area and will continue to do so whether the charter is retained or a local Service Delivery Unit is established. The current discussion within the organization is about the best economic and efficient way to provide services. Staff is recommending the approval of the waiver request for past due rent through September 2001. The City of Willits, the City of Point Arena, local businesses, board members and citizens have contributed monetarily to reducing the current debt. The ARC reports the current deficit at $35,700. The City's waiver will certainly illustrate support toward this organization's financial situation. RECOMMENDED ACTION: Approve waiver of past due rent from the American Red Cross through September 2001 totaling $7,430. ALTERNATIVE COUNCIL POLICY OPTIONS: Determine waiver is not appropriate and direct staff to pursue collection. Citizen Advised: Requested by: Prepared by: Coordinated with: Attachments: American Red Cross City Council Sage Sangiacomo, Community Services Supervisor Candace Horsley, City Manager and Larry W. DeKnoblough, Community Services Director None APPROVED:'.--~ '~.~.,. Can(jace Horsl~;, C~y Manager AGENDA SUMMARY ITEM NO. 9a DATE: October 3, 2001 REPORT SUBJECT: DISCUSSION OF THE CITY OF UKIAH GIBSON CREEK PROPERTY AND ACCESS Vice-Mayor Baldwin and a group of citizens, 'The Friends of Gibson Creek', have requested that a discussion of the City's right-of-way and property on Gibson Creek be agendized. The City currently has a right-of-way on a road that follows Gibson Creek, and ends just past the remains of the City's old water reservoir where a fish hatchery once stood. Remnants of the fish hatchery consist of a few cement blocks on one side of the creek. Long time residents of Ukiah can remember with fond memories long hikes past this area and onto adjacent roads that lead up into the west hills along the ridge overlooking the valley. The majority of the trail was on private property, which for the most part was posted, and hikers were fairly respectful of private property with vandalism being at a minimum. In 1987 Jim Nix purchased the property that surrounds the Gibson Creek entrance from Standley Street. He found, after a year or two of ownership, that people were dumping their garbage at the entrance of the creek and also entering the Gibson Creek area to camp overnight in his family picnic spot. Trash was left on site and the road provided access to other portions of his property where he was making improvements. During the last 10 years Mr. Nix, as well as other property owners with property further up the mountain have experienced an increase in vandalism. Several youth went up on Mr. Nix's property and destroyed equipment and storage sheds that cost $28,000 to replace. Several other land owners have cabins adjacent to the main roadway and have experienced vandalism that includes burning down of structures, pushing out-houses over the edge of the cliff and destroying the inside of the cabins. Maintenance along the roadway and collection of trash from inconsiderate hikers is a constant problem. There are many people who would never dream of leaving trash on the trail or vandalizing buildings on private property along this roadway, however, it is the 5% who have little respect for private property who cause the costly damage. In 1988 Mr. Nix built a fence at the entrance to the creek and in the early 1990's the City posted a sign on the hatchery access gate and locked it to public access. (continued on page 2) RECOMMENDED ACTION: Discuss the issue of access to Gibson Creek and provide direction to Staff. Requested by: Vice-Mayor Baldwin; Friends of Gibson Creek Prepared by: Candace Horsley, City Manager; Dave Rapport, City Attorney Attachments: 1. City Attorney legal opinion and associated materials 2. Land Trust flier AP P ROVE D: jL:::~?/~~...~ Candace Horsley, C~.~anager 4/Can.ASRRedCr. 801 The issue before the Council is whether to allow public access to the City's right-of-way and to the small piece of City property that is a short distance from the Standley Street entrance. This property is only a 100' x 200' strip where the fish hatchery once stood. Many of us have traveled to other hiking trails, such as Fern Canyon and Pigmy Forest on the coast where the state owns the whole canyon and mountain area that are extremely beautiful. The major problem in the Gibson Creek instance is that the City only owns a smalll00'x 200' strip of land. Everything surrounding this property is privately owned. If the City allows access to this property, there will be those individuals who will walk to this site and enjoy the beauty of the creek. However, it is only logical to assume that many hikers will continue on up the creek as the City's property is only within a quarter mile of the road entrance. The significant issue is, how does the City keep the public on the small section of land that is truly the City's property? City Attorney Dave Rapport has written an opinion (Attachment 1), which states the City Council has the discretion to open the right-of-way to the public if it so chooses. He also delineates a series of potential liability, property rights and trespass issues that need to be addressed. The essential concern, if this right-of-way is open to the public, is how will the City responsibly and adequately prevent extensive vandalism to other properties since the City owns such a small piece within this whole canyon area. Some of the issues and possible actions to consider if the City is to protect itself and the property owners surrounding this area include: , A fence could be built to enclose the City of Ukiah property. This would not only be extremely offensive aesthetically, but with the steep slopes of the canyon, it is almost impossible to construct. , Patrols of the area could be instituted, turning individuals back at the borders of the City's property. This would be a monitoring effort by City of Ukiah Parks staff and would have to include weekend service. The associated costs seem impractical considering that there will be many hours when no one would be hiking the trail. Occasional patrol would be more reasonable but could easily be avoided by those individuals who do not want to be seen. 3. The Police Department would respond to reports of vandalism, trash dumping, fires and other trespassing complaints. The property owners could then submit a claim to the City for the cost of clean up or repair and it would be up to the City's insurance carrier to determine if the claim was valid. The City is self insured through the Redwood Empire Municipal Insurance Fund (REMIF). o The potential liability of possible injuries to both adults and children walking in the creek area where there are large boulders and extensive drops in elevation is an important reality and measures would need to be taken to minimize the risk. , Since Gibson Creek is one of the few year-round flowing streams within the City limits and contains fish that spawn annually, Fish and Game is currently performing a fish study of the creek. In fact, in 1930, the City Council closed the road to public use as it was concerned about damage to the creek. The City would need to consider the potential impacts to the creek from opening up this area. 6. Currently there is no parking area for more then two cars at the site. If the road was opened, an appropriate place for a parking pad will have to be determined. These are not in themselves insurmountable issues, but obviously it will require planning and analysis before changes to the status of the right-of-way are made. In speaking with Jeff Davis of REMIF, he relayed that there are several ways to view the liability of these types of situations depending on certain decisions the City makes. Some of the issues include: whether this area is a park versus a wild land area; are people going to be invited into the creek or told to stay out of the creek; and is the City going to sign the entire boundaries of the road and property. Depending on which set of circumstances are chosen, the immunities are very different. He also reminded Staff that REMIF does cover claims for inverse condemnation. Sonoma County residents have formed a Land Conservation non-profit corporation to raise funding for the purchase of large land tracks for public access. Their goal is allow the public to enter areas where the property is large enough to accommodate hiking and picnicking. The Inland Mendocino County Land Trust is a local organization that offers conservation easements to local landowners (Attachment 2). The easements allow property owners to voluntarily restrict the use of their land--protecting residential, agricultural or forestry uses while preserving natural features. Public access however is not required. VVhile these objectives have been discussed for some time, it had not been a high priority in the past, perhaps due to the fact that there is so much Bureau of Land Management land to the east and other large open tracks of state and federal land within Mendocino County. Considering the implications of opening this area to the public, staff could research other park systems for their policies and procedures and prepare cost estimates for operating and responsibly monitoring this area if the Council is interested in further information. Discussions and workshops regarding the possibilities of enhancing the efforts of the Inland Mendocino Land Conservation group could also be scheduled in coordination with Sonoma County, and Friends of Gibson Creek could provide input and information to the public. Law Offices Of RAPPORT AND MARSTON An Association of Sole Practitioners 405 W. Perkins Street P.O. Box 488 Ukiah, California 95482 e-mail: drapport@pacbell.net David J. Rapport Lester J. Marston Scott Johnson TO: FROM: DATE: SUBJECT: (707) 462-6846 FAX 462-4235 MEMORANDUM Honorable Mayor of the City of Uk'~embers of the Ukiah City Council David J. Rapport, City ^ttorne~ (~ September 10, 2001 ~ Gibson Creek Access QUESTION You have asked me for a legal opinion as to the City's rights of access to a property on Gibson Creek, which is commonly called the Fish Hatchery Grounds. I am informed that there is a long history of public use of the access in question. I also understand that the property owner has purportedly posted the property with a notice limiting the public's right of access. This opinion does not address prescriptive rights which may have arisen from historical use. An analysis of those prescriptive rights would require more information concerning that historic use than I can reliably develop at this point in time. Therefore, I have limited this analysis to the City's deeded access rights. CONCLUSION The City has an unrestricted right of way for a road 30 feet in width which runs from Standley Street to the Fish Hatchery property.~ Nothing in the City's deed suggests a limitation on its use of the road. The City Council has the discretionary authority to determine what use can be made of this road, including use by members of the general public. There may be limitations on the City's use of the fish hatchery parcel. I just learned there may be recorded documents that bear on that question. I won't have an opportunity to review those documents until the week of the City Council meeting. I will report at the meeting on the 1Apparently, the current alignment of Stanley Street, where it crosses Gibson Creek, is not within the City's deeded right of way. I am told that the deeded right of way of Stanley Street is slightly west of the current pave street and bridge. However, the current bridge and paved street have been in the current location for many years. I have not independently researched this alignment issue and I am not aware of any current challenge to the City's right to use Stanley Street in its current location as a public street or road. S:\U~Memos0 l\Council. NixEasement. OpinionRED.wpd September 27, 2001 Honorable Mayor of the City of Ukiah and Members of the Ukiah City Council September 10, 2001 Subject: Gibson Creek Access Page 2 results of that review. If the City opened the road to public use, it may have liability to the adjacent property owner, if the City's invitees trespass on and cause damage to that adjacent property or interfere with the adjacent property owner's reasonable use of his property. The road is surrounded on both sides by private property. It is not practical to fence the road or the fish hatchery parcel. There are indications that the City Council in the 1930's considered public use of the road a potential nuisance and a source of damage to the creek, which itself is located on and considered part of the private property, except where it crosses the fish hatchery parcel itself. The City's liability would depend on the extent of damage caused by the public use of the road, the City's knowledge of that damage, and the City's opportunity to take steps to prevent that damage before it occurs. ANALYSIS 1. The City's right to permit public use of the Fish Hatchery Road and Parcel. The City has recorded deeds for two interests in properties covered by this opinion. The first is a deed dated April 7, 1897, by Dale Crockett and Mrs. B.C. Crockett, his wife, granting a right-of-way for a road through their property to the City. The right-of-way is described as a 30 foot right-of-way, 15 feet on each side of a centerline described in the deed. According to a 1929 recorded survey map of all City streets and roads prepared by the R.E. Donohue, City Engineer, the centerline runs from Standley Street to the eastern boundary of the "Fish Hatchery grounds." I understand that the described road follows the existing dirt road which runs from Standley Street to that property. On those maps, the road is identified as "Fish Hatchery Road" and "Public Road to Fish Hatchery." The other is a deed dated January 22, 1913, from T.L. Carothers and L.I. Carothers, his wife, to the City of Ukiah, granting title to the City to a parcel of property on Gibson Creek which is roughly 100 feet by 200 feet and includes the northeastern corner of the Fish Hatchery building. This parcel has been assigned an assessor parcel number by the Mendocino County Assessor (AP number 1-030-4), and is identified on the 1929 survey map as a 100' x 200' City of Ukiah parcel. Since the City did not own the Fish Hatchery, when the easement was granted in 1897, the easement may be an easement in gross rather than an appurtenant easement. An easement is appurtenant when it is attached to the land of the owner of the easement and benefits him as the owner or possessor of that land. The land to which it is attached is called the "dominant tenement" and the land which bears the burden is called the "servient tenement." (See Witkin, Vol. 4, Summary of California Law (9th Ed. 1987), Real Property, Section 435, pp. 615-616.) An easement in gross is not attached to any particular land as dominant tenement, but belongs to a person individually. I(~_.) An easement in gross can be granted for a right of way. (See Civil Code §802.) Since there is no issue concerning succession to the easement, whether it is an appurtenant easement or an easement in gross is not important in this case. The principal difference between an appurtenant easement and an easement in gross is that an appurtenant easement runs with the land which is the dominant tenement. An easement in gross is personal to the grantee. The easement granted to the City under the 1897 deed is a right of way for a road. No limitation on the use of the road is expressed in the deed itself. Normally, if an easement is clear, a court will only look to S:\U~Memos01 \Council.NixEasement. OpinionRED.wpd September 27, 2001 Honorable Mayor of the City of Ukiah and Members of the Ukiah City Council September 10, 2001 Subject: Gibson Creek Access Page 3 the wording of the easement to determine its scope. VVhere there is ambiguity in a grant of an easement, a court can consider other evidence to establish whether the parties to the easement intended limitations on its use. (See Buehler v. Oreqon-Washinqton Plywood Corporation (1976) 17 Cal.3d 520.) Here, however, the deed purports to grant a right-of-way for a road without any express limitations. Moreover, the grant was made in 1897, which makes unlikely the prospect of finding admissible evidence that the parties intended to place limitations on the use of the road. In any event, even if the easement were susceptible of an interpretation that imposed some limitations on the City's use, that limitation would most likely be held invalid and unenforceable. In Wills v. City of Los Angeles (1930) 209 Cal. 448, the State Supreme Court struck down a provision in a deed granting a road easement to the City of Los Angeles, which prohibited the city from allowing a railroad to use the street. The court stated that the control of the streets of the city is a purely governmental process, involving the exercise of legislative authority under the police and other powers conferred by law. The court held that the limitation on the city's exercise of its legislative and governmental authority as contained in the deed was unenforceable under Civil Code §1441. That section makes any provision in a contract that is contrary to law unenforceable. (See, also, Big Sur Properties v. Mott (1976) 62 CaI.App.3d 99, 106, citing Wills with approval.) Accordingly, in my opinion, the City can use the road from Standley Street to the Fish Hatchery as any other City street or road. The deed grants to the City a right of way for a road which is clearly expressed and unlimited. Even if a court were to determine that the wording of the deed contained some ambiguity, it is unlikely that any evidence of a different intent exists over 100 years after the deed was signed. Even if some admissible evidence still exists of an intent to limit the City's use of the road, any such limitation would be unenforceable because it would unlawfully infringe on the authority of the City Council to determine the use of City streets and roads. The 1913 deed grants to the City fee title to the 100 x 200 sq. ft. parcel described in that deed. Nothing on the face of the deed limits the City's use of that parcel. I just learned that there may be another deed that imposes some limits on the City's use of the fish hatchery parcel. I won't have an opportunity to review those documents until the week of the City Council meeting. I will report at the meeting on the results of that review. I have not performed a thorough search of the County records. I have relied on documents that were provided to me by the City Engineer and others. If the City would like a reliable opinion concerning the chain of title as it may affect either this easement or the parcel, it should purchase a title guarantee or other title search by a title company. 2. The City's liability for the public's use of the road. The City Manager has asked whether the City could have liability to the owner of the underlying property crossed by the Fish Hatchery Road, if the City opens the road to the general public. The underlying property owner might complain that public use of the road and the Fish Hatchery property interferes with his use of his property or causes damage to his property. This interference could result from noise created by the public use or trespass by or vandalism from members of the public who gain S:~U~Memos01 \Council.NixEasement. OpinionRED.wpd September 27, 2001 Honorable Mayor of the City of Ukiah and Members of the Ukiah City Council September 10, 2001 Subject: Gibson Creek Access Page 4 access to the property by use of the road or the parcel. The easement runs along the top of the embankment on the north side of Gibson Creek, which drops off steeply from the edge of the road down to the creek. For most of its length until the road reaches the fish hatchery parcel itself, it is between 25 and 50 vertical feet above the creek bed. The road is cut into the bank on the north side of the creek, which goes steeply uphill from the edge of the road. It would not be practical or aesthetic to fence the road. The creek does not appear to be navigable which means the creek bed and riparian land belong to the owner of the property it crosses. On May 10, 1909, the City Council adopted an ordinance (copy attached) closing the road to motor vehicles. Minutes of the City Council from November 12, 1930, November 19, 1930, and July 15, 1931 (copies attached) indicate that the City Council was concerned that public use of the road after the demolition of the fish hatchery was causing damage to the creek and that the public should be excluded. Given that the road is surrounded by private property, public access to which could not be effectively blocked, opening the road to the general public clearly invites trespass to the surrounding private property. Possible causes of action available to the property owner against the City arising from this public access include dangerous condition of public property (Gov. Code §§ 830-831.8), inverse condemnation or nuisance. Both of these latter causes of action can be stated against a public entity, such as the City. (Gov. Code §905.1; Nestle v. City of Santa Monica (1972) 6 Cal. 3d 920, 937.) To recover in inverse condemnation, the property owner would have to establish that noise and other effects from public use of the Fish Hatchery road and parcel impact his property in a manner that is unique to that property. (See Richards v. Washinqton Terminal Co., 233 U.S. 546, 557.) He would also have to show that the effects unreasonably interfere with his use of the property and result in a diminution in the market value of his property. He may also have to show that the effects from current use are different and more severe from past public use, given the five year statute of limitations on inverse condemnation claims. (See Baker v. Burbank-Glendale Pasadena Airport Authority (1985) 39 Cal. 3d 862, 867.)2 Obviously, whether he could state such a claim would depend on the severity of the impacts on the underlying property from the public use of the Fish Hatchery Road and parcel. Both the dangerous condition of public property and nuisance causes of action would attempt to make the City liable for the conduct of third parties - the public users of City property. As to any such effort there are legal questions concerning the City's legal obligation to control the behavior of the public who uses City 2The City has owned the road since 1897, a date long preceding the current owner's ownership of the underlying property. Historically, substantial use has been made of the road and the parcel, including use by the general public. That use continued for more than five years. The current property owner could not recover under an inverse condemnation theory for impacts from the same or similar use, even if there were a significant period of time, when the public use was discontinued. Moreover, the existence of the road and the Fish Hatchery is undoubtedly already included in the market value of the property. Accordingly, in order to show a diminution in market value, he would probably have to show that the public use being made of the road and parcel is more damaging to his property than could be reasonably expected from a city owned road and parcel. S:\U~Memos01 \Council. NixEasement. OpinionRED.wpd September 27, 2001 Honorable Mayor of the City of Ukiah and Members of the Ukiah City Council September 10, 2001 Subject: Gibson Creek Access Page 5 property. See Housing Authority of San Francisco v. Superior Court (1993) 18 Cal. Rptr. 218, 223-237.3 That case dealt with claims by neighbors of a public housing project that people attracted to the area (not project tenants) committed criminal acts against them, such as assault, robbery, and burglary. The neighbors also complained about noise caused by tenants. The court held that the Housing Authority could not be liable for the criminal acts of third parties, unless some legal relationship existed between either the housing authority and the persons committing the crimes or the housing authority and the victims of the crimes. Without that legal relationship, the housing authority had no legal duty to attempt to control the behavior of the third parties. In the City's case, the City has no legal relationship to the property owner. However, members of the public could be considered "invitees," or persons using City property with its consent. VVhether this is sufficient to impose some duty on the City to control their behavior is not clear. In Housinq Authority, some neighbors complained about noise created by housing authority tenants. The landlord-tenant relationship created a legal relationship. Consequently, the court analyzed what duty attached to the housing authority as a result of that relationship. Citing Rosales v. Stewart (1980) 113 Cai.App. 3d 130, 134-135, the court noted that a landlord is under no duty to prevent a tenant from firing a gun on leased premises absent actual knowledge of the tenant's conduct plus an opportunity and ability to prevent continuation of that conduct. Accordingly, if being an invitee establishes a sufficient legal relationship to impose some obligation on the City to control the public in its use of the road and parcel, before the City could be held liable for the public's conduct, the property owner would have to establish that the City had actual knowledge of the conduct complained of and an opportunity and ability to prevent the continuation of that conduct. In this case, closing the road to public access would be one available means of preventing the conduct. That method has been used effectively for many years. Anther possible means might be to open the road to public access during specific time periods and assigning a city employee to monitor the public use during those times. REMIF should be consulted before the City Council decides to open the road and parcel to public use. D JR:can 3This decision was ordered not published, but contains a detail discussion of a public agency property owner's liability for the conduct of third persons. S:\U~Memos01 \Council.NixEasement. OpinionRED.wpd September 27, 2001 bids for constr~ot u!y made, the C ty Clerk as follow~ ~llV5.00 ion ~960 o00 .ded by Councilman station to be bY .r $960.OO. Mot od for two weeks. )efore the Council t that two or throe ~oved. ;gomery that the the sale of this..f ~unci! adjourned. ~ 'Y]~ City Cou:~ci] of the Ci~;F of Ukiah met in its cb. ambers ~he City Hall at 7:45 o'clock P.~,~. o,u the above date with the following members present: Councilman ?boreas, Bergstrom, .~ontgomery. Absent: Hilts. The minutes of the previous meeting of t~e Cotmcil held on ~ober 29 were read and approved. Councilman York introduced and moved the adoption of the g: RESOLUTION OF INTENTION. Be it reso!v~d by the City Cotu~oil of the City of Ukiah. ~0unty of Mendocino, State of California, that said Cotmcil ir~tends and unless good cause to the contrary is shown, will close, and abandon that portion of Spring Street and that part of ~treet lying between Sones and Mill Streets in said City due proceeding to that end had. Councilman Bergstrom seconded the motion, which was ~nanimousl y carried. The Superintendent: of Streets notice of the passage ~ this i~esolution shall be published in. the Dispatch-Democrat for 4 ~e issues and seven notices of sm~e shall be posted on these · of the City of , Decembe~ 16, 1930 was set as the date for hearing any protests ~lnst such abamdonment of said streets. On Motion made by Councilman Montgomery, seconded by Co~n~cilman and duly carried the sum of $5000.00 was ordered transferred the Public Utilities Depreciation Fund and placed to the credit Of the General Fund. ~ Motion made by Councilman Bergstrom, seconded by Core, cji.man that warrant //213 for $58,33, in favor of J. Elledge be ~ncelled and that a new warrant #213 A be drawn to take tho place ~f same. Motion carried. Mr. Wallach, the City'Engineer, was asked regarding the of work on gas and water main do~wn South Barnes. He stated they were working on same and it' would be finished very shortly. Mr. Wallach spoke regarding the matter of Attorney on the land he wished to sell to the City. Mr. Wallach that he had received a letter from Mr. WeaSels and asking to sign same. Mr. Wallach stated that he told Mr. Weasels he did not want to sign any report until he had thoroughly stigated same. Regarding electric light wanted by Mr. Groves on Lookout, matter was laid over for the present. Mayor Thomas stated that the owner of the Ray Apartments ~ked him if the City wou].d permit them to put a Master meter for in to measure all gas that came into the apartment building and e to them aud let them distribute same. l~e stated it would t $14.00 for master meter and ther~ the City could take ou4 seven meters in the apartment building, an(] use elsewhere. would be done with the un~erstar, diog that they would pay the full bill every month. Mayor Thomas stated if no ection he would tell them to· go ahead. The cotmcilmen thought be a fine plan. Mr. Hansen, the Health Officer was p.~'esent and stated he to speak about conditions at Orr Creek. He stated that the ions at Orr Creek were terrible from a health standpoint, menace to public health. Hoboes cmnpir, g there and used the for a toilet and that he thought measures s]muld be 'taken to up same at once. gr. Hansen stated that the City was practically free from all epidemics· Stated that he , Mr. Wel.lach and the Nurse wets working together looking after the healt~ of the City. Dr. H~nsen also sta~ed that t~e meeting he attended in t~e wa~ very instructive ~m] t~a~ ~e derived a lot of good from Mr. Wallach sta~ed that M Co~cilman Bergstrom, Doctor hEmself mad~ a Srip ~o Orr Creek and looked ~he situation ~nd tha~ he ~derstood ~hat Mr. Bergstrom had instructed ~. Sa~ders about what ~ould have to be done. Stated ~hat he been down there again to-day and he was in the act of ol~ It up then. ~l~ man told Mr. Wallach tha~ he was going t0 clean up the place and then m~ve away. Councilman Bergstrom sta~ed that a n~ber of alleys town were in bad shape, not clean and very ~ddy. He stated as long as they were City property they chould be graded up b~en care of as well as the streets. That people need work winter and might do consider of this work.to help them out. Mr. Bergstrom stated that he thou~t the City sho~d adv~ for bids for gravel. ~. Ford has a regular gravel b~s~ess will deliver gravel for $1.00 per yard and spread it. Mr. Wallach was instructed to look into the ~tter and back to the Board how much of this work im needed. Back yards were also reported in bad condition and Wallach was also asked to .look into this matter. Mr. Wallach also spoke on the matter of unemplo He stated that quite a few had applied to him for work. Mayor Thomas stated he had received a letter from Mayor of San Mateo regarding the unemployment situation and that they expected to have a conference of Mayors of the different tcwns at an early date regardtng~this matter. Regarding ~he road to reservoir ~. Wallach stated tha~ it would be about 18 or 26% grade over the City property. He sta~ that the fire tm~ck would not be able to go up However the brush could be cleaned edt so there would no~ be danger in case of fire. Regarding the old Fish Hatchery ~. Bergstrom stati that he thought it should be torn down completely and build a on the lower side and keep:all people out. ~o~cilm~ York stated that Mr. Ricker advised him the~ were considering using it again for a Fish Hatchery. wou~d see Mr.-Rlcker again and find out for sure what they wem going to do. City Treasurer Pierson stated that there wome li, now over six months past due.~ He stated that most of the~ were paid up. However se~al unpaid as yet. He was Seep after the delinquent on,es and take proper steps to force to pay or quit business. A representative of the Ukiah Electric Co. was pm regarding fire alarm system. Cost of same about $12000.00. Mayor Thomas stated that the Council did not see'their way cie to do anything this year, but that the matter would be taken under consideration. Mayor Thomas referred tho matter ~m to Councilman Montgomery and Councilman York. There being no furthe~· business the co~cil~adjourned. APPROVED City Count at 7;45 present: Absent: The minute: l~th were rea, Mayor nt hSuses had decided tment house ow~ City tions. He: e had been cleaned City and that ' ,. City S. Stated he i'of them were : lst of those th~ · Counc and ;thy condition in the g ~1: health ' Co~mcilms >Mr. Rlcker hs ~able to see Co~c f i~ ~&et them go up to do aws , Licens~ enses. He Stat )oft at thls m Ma yo r ~d he bill agal~s Mayop Mr. C~istens o'f tt~e dj flu 'held next City tlall an stated he wa i attend Motion that bh~ a~ representativ e ~is be at the old Ci with the Ci Be n '<~ Motion ~de by we accept the J ln the fence clean up s~e. Attest': _. from s' rust!on ov .... :c t e,d ~ : --'.-.ut he had! -~ .... of clean .... So ir:g to '] ".s!ieys a 'Jo stated z-. ,iraded up ~ :c cd work ~ at V;45 o'clock P.~.,.!. on the above date with the following present: Councilman T}~cmas, Bergstrom, York, Montgomery and Absent: Non.~. The ~nutes of the previous meeting of the council held on 12th wer~ read and approved as corrected. Mayor Thomas reported on the matter of gas meters for ,artment h~uses and stated that after a talk with Paul Anderson ;hey had decided not to put in the master meterm until the ~partmcnt house owners put thoir distributing system in. ~,. City Engineer Wallach reported regarding Orr Creek ions. He stated he was down there yesterday and that the Ild house had been torn down, rubbish all disposed of and practically g cleaned up there. ~ ~.hem out. ": ' b': City Engineer Wallach stated that the gas was in on South " :i ~ ~'~ and that the water would be in very shortly ':ould adv~ ! ::' · a~i City Engineer Wallach repel, ted o~ the condition of back ~-~ ~uslness ~s. Stated he ~ had asked some of the people to clean up and i' ~~~e of them were not disused to do so. He was asked to m~e up er and ~;llst ~f those that re~sed to clean up and repo~.t back to the  Councl~an Bepgatrom reported on the ~ondltlon of e ..... ~d Mr. .~ barn and ~ole on Main Street. Stated place was Ina very thy condition and water f~ucet leaking all the t~e, making ~~dhol~ in the yard all the time. S~atcd that people were · ~:-.k. ~:~ health part was referred to the health officer. l.:t'.er from Cotmcilman York st~te.d regarding the Fish Hatchery '_..~.ion and ' Mr. Ricker had not been in town this week and he had ." ~t:e unable to see h~. Co~cihnan Bergstrom stated that Mr. Donohue says we should .a''er. 10t them go up there again as the pollute tho water and iF - to do away wJ. th It ns a Fish Hatchery altogether ~ch stated ~ . .... .-property , .-o up thor, License Collector Pelpson was asked regarding delinquent · He Stated that he sent riel;ices to a~ delinquent c.~}'d not be ~ report at this meeting, but that none had come Mayor ~omas stated ho saw ~z'. Richardson regarding · '-~'rom st license ~d he stated he was not paying expenses, but agreed to · ~::~, build a" his bill against the City apply on this license. , Mayor Thomas stated he had received a communication ~r. C~istenson of. Pale Alto rcgarding the coherence of the . vised him ,ors Of tho different I,o~ns on the ~nomplo~ont situation. Meeting ,', ::.cry. Tha be held next Friday in San Francisco at 10 9~clock in the morning .':.~ ~hey wet, City Ilall and that he had been invited to attend. Mayor ~ stated he was ~able to go m~d would like some membe~ of co~cil attend this meeting. ~:,: ~ome lic :c..~: of the. Motion made by Councilman Borgstrom, seconded by Co~ci~an L~e was tel tgome~ that Bhe City Clerk, ~ed L. Bosworth attend this meeting ,~s r,o rotc. ~ representative of the City of ~lah. Motion ~anlmously ~is being the time set for opening of bids for sale of , ~e. was pre at the old City drear, ~he Com~ctl proceeded to open the bids ~L2300.00. file with the City Clerk as follows: ::.six way cl Mrs. Ellen A. McKinley $20.00 L~- :o ~aken" ~t Ben E. Vanderbup ~32.00 ::.,'~e~ X~ to Motion ~do by Councilma~ Milts, seconded by Co~cl. lman York we accept ~he bid of Ben.' E. Vanderbm. of $32.00 for bbc l~ber '' x~ ~ourncd' ~ln the fence on the road to the old dmnp, ho Bo tak~ down "~ ..clean up s~o. Motion carried. ~ ~!t of , ~ 931. following co and York..~ sealed Clerk .:'..'. [nth oep : ':: Z C . ;::.: 2','/,iI'd FOP~ ~ o the '~ ' i '< the ~mol111 : z,~,r tment s · .:'.:. to pay "C ~.? · !61 U]{iah, C.a].. July 15, 1951. Z~.~ 7'~ty ~ou.~cll of tho City of Uki~.~h met in its Chmnbers at the City ,t 7:30 ~clock P.!.,.~. on the above date ~i.th the following counci~nen CounciLmen Thomas, Hilts, YQrk, ~Joutgomery, Bergstrom. Absent: None. ~e minutes of the previous meeting of the City Cmmcil held on .Tulv 9th and approved. Claims as~inst the City for the month amounting to $14,542.4V were audited ,~nd allowed as sho,m~ by tho Clerk's Warrant Register. Councilman Hilts moved the adoo'tion of an Ordinance to fix the of money to be raised by taxat~bn to carry on the various departments City of Uki~ for the year ending J~e 30, 1932 and to pay the ~.or other ind,btedness of said City of ~,~.~. Counci~an ;rom seconded the motion and on roll call the motion was csrried and e Number 31~ was adopted by the following bore: ~es, Bergstrom, Montgomery, Hilts, York and q~omas. Noes: None ent: None. Demotte, Mr. McCabe, M~. Bernard and Mr' Geary were pre.~ent for diagonal park.lng on ~tate St. in front of their places of business. w~s laid over until the Cit~, Council could look into tho ~r. Hopper spoke -?o~a~ding the P.G.& E. locating on our ,".-mind at statlo,~ with their transformers, q~c Core, oil advlsed~him to matter up wi'lib the Cll;y At~om~ey. , Notion mad.~, by Cm. mcilm~n Borgshrom~ seconded by Councilm~ York that Clerk be ~uthoric~d to advertise for bids l.o be opened July 29, for the following ~i2~teat:~pm~mtx electrical cqnlement at 1 - i phase inSoor type automatic induction voltage regulator, e0 o~)~f~.~i=?xyo~ s40o, ~ooo.d~x vo~t~ ~so/~o, amps ooo/~oo. 7~ / !o~ boost and Regulator to be ~quipped with thr,~,~ phase ~20 volt operai;[ng '~ line drop compensator, contact maki~g voltmete.~,, limit switch other necessary ,?~'l;s for operation (.u'~ 2400 v.:,it Also three 6um'e~t transformers ~nd o~,e pote~,tial transfer.met ~ble for 9pe~atio~ wi~h the above re~alator. Al! l'.Jds to be F.O.B. Ukiah~ ca?z'.[ ed. ~:. ~' R'"Ca:'-~J~'~ the old Fish H,.~tcl~cr-.',~. }'otion made by Co~m~cilman seconded by Councilman, Filhs ~,liat U'~.~ Cih,, Clerk bo i~,~tru, cted , advcr.~.l~:c for bid~ ';o l,e opened July ~9, 1~] ~t S P.M. for a! ;? ~]',e old Fi.~ H~,tcl',ery sl~u~[:,~d '.Vest of Town on Gibson .~' ,eek, :."c serving the corrugated iron roofing and ro~ui?Ing the essful bidder to dispose ,~f the mtbbisb and to d~].iver corruga[:cd iron roofing to the Cit~ 0orporation ya~-d. Motion ed. ~.~ There being no fu:'thcr business appoaring the council OUl'~/Od. Attest: .1P.~ R 0 7EI): QiB_S(91 CRffK August 1, 2001 Ms. Candace Horsley City Manager City of Ukiah 300 Seminary Avenue Ukiah, CA 95482 Dear Ms. Horsley: We are writing concerning the current status of APN 1-030-04, in particular the right of the general public to access the City of Ukiah's easement to the fish hatchery. On July 23, 2001, we attempted to gain access to the fish hatchery located at APN 1- 030-04 using the City of Ukiah's easement located on APN 1-030-03. Although we were escorted by Councilman Phil Baldwin, with your approval, we were denied access to the easement and thus to the fish hatchery by Mr. Jim Nix, the owner of APN 01-030- 03. It is our understanding that the City of Ukiah has an easement to APN 01-030-04. As such, it is our understanding that the public has a right to access the easement in accordance with a long-established tradition of recreational walking in the area. The owner claimed to have an "arrangement" with the City of Ukiah that allows him to deny public access to the easement, thereby compromising Ukiah's deeded access to the fish hatchery. Therefore, we are requesting that the issue of the denial of public rights in connection with APN 01-030-04 be agendized for discussion and clarification at the next City Council meeting on August 15. We would greatly appreciate any information that you can provide in advance of the meeting. Please contact Paul Andersen at 467-1876 to discuss this matter further. Sincerely, Friends of Gibson Creek: Igor Zbitnoff Phyllis Curtis Patty Caouette Laura Fogg Paul Andersen Evan Johnson William French, Jr. Bruni Kobbe COMMENTS TO UKIAH CITY COUNCIL AND OTHERS CONCERNED ON August 15, 2001: Good evening members of the City Council and others present tonight. My name is Igor Zbitnoff and I come before you both to introduce myself and to ask you to perform for us in your role as public servants. By way of introduction I have had occasion to walk in the Western Hills some 500 times over a span of 50 years. I could wax eloquent about the delights of such an experience and do so in writing that I will share at an appropriate time. Tonight, however, I am here to raise the civility of a conversation to which I was party, a conversation that was reported in the July 31,2001, UKIAH DAILY JOURNAL. Much to my dismay, I found that one of the traditional approaches to the Western Hills was no longer available for my recreation or edification. I had been looking forward to Judy Pruden's discussion of the history of the Fish Hatchery. I was shocked to find that access via an approach to the Western Hills that I had used since being introduced to it in my Boy Scout days with Frank Crane, Bruce Crook, and Henry Brunges and most recently with delight and without incident on April 11, 1999, was now denied. Quite frankly I found the above-mentioned conversation confusing. Was it not reasonable to expect that a delegation of citizens, led by a city councilperson who had obtained the key to the gate from the city manager would have unimpeded access to the city's historic Fish Hatchery via the city's long established easement? For this reason I am bringing this conversation here to bring clarity as well as civility. Hence I am asking you, the City Council, our public servants, to research the matter of the easement deeded to the City of Ukiah to the Fish Hatchery. I look forward to your written response and to further conversation with you about this matter at a particular date in the near future, as well as to fuller attention to the needs of our community. Thank you for your attention and RSVP. IGOR ZBITNOFF 502 NORTH PINE STREET UKIAH, CA 95482 Tom Mon Pere 1129 W. Church St. Ukiah, CA. 95482 AUG 15 2001 CITY OF UKIAH CITY CLERK'S DEPARTMENT August 15, 2001 To Mayor and Ukiah City Council Members: The purpose of my letter is to express support for the Friends of Gibson Creek and their concern about the public easement along Gibson Creek. As long as I have lived here on the Westside (30 years) there has been a trail alongside the creek leading up to the city fish hatchery, as well as other locations in the hills. I hiked this area for several years prior to Mr. Nix purchasing the property in the 1980's. Once he attempted to fence it off and claim the area as his I would hike it early in the morning in order to avoid Mr. N'tx. I was aware that others did the same, because from time to time I would encounter others who were hiking up the creek. There has been a long established public use of that property and the City should support it so that the public can enjoy the city property in the west hills. This is an important resource for the citizens of Ukiah to enjoy, and the City should support it. For those of us living in the City the views of the valley and the opportunity to hike an area so close to the City provides positive benefits to many people. Please take action to support an easement for the public to visit City fish hatchery. Thank you for your attention to this matter. Sincerely, Tom Mon Pere General Remarks To Ukiah city Council: Loss of Traditional Wall(ways Albert Krauss City Resident allcrauss@paciEc.nct 462-9026 This city must address a very important quality of life issue in the Ukiah Valley. In earlier less legalistic, more friendly times, people around here had ready access to the countryside. As the region developed and new people arrived, up until very recently, there was still an ongoing sense of accommodation to the customs and habitual pathways in the land. But in the past few years, with an almost audible sound, the gates have been clanging shut on our city's residents, and the rule of the gated community seems to be descending upon us - only here, the community is being "gated out". I am touching on a generic problem which is going to be one of the core issues in litigation for the new century. And its not too soon for civic entities, cities, counties, states, to begin establishing new policies to help with our evolving community vision. For example, the entire east bank of the Russian River, with its dirt road just east of the riverine woodland, and extending the whole distance between Perkins and Talmage, was for generations an accepted public walkway. Only in the past year or so has that been completely cut off by corporate landowners at either end of the old roadway. Even Rogina Water is forced to come in from a back way. This is within Ukiah's jurisdictional area, and I believe the city has been derelict in allowing the new arrangement to stand unchallenged. Another instance: The city owns 16.42 acres of Doug fir woodland above San Jacinto Drive. Access to that parcel is considered to be from the end of a private road which extends from San Jacinto Ddve, though access could also be established from the end of Redwood Avenue. Any plan for trails on the ridges above the city would surely incorporate that city-owned parcel, yet the city currently is being denied access to its own roadway on Redwood Avenue by a defiant landowner living there. . Again, although beyond the city of Ukiah's jurisdiction, but still part of the genedc problem: the original homesite of Carl Purdy, with its so-called Purdy's Gardens, along with an entire landscape of mountain trails in the vicinity, in the hills beyond Mill Creek Road, is sealed off to the public by new deep pockets landowners. In sum, there is a sedous problem with access to the countryside from Ukiah's center. Instead of being obsessed with 'maximum buildout", a concept which simply looks at intensification of land values in terms of tax revenues, our Civic direction needs to be channeled towards quality of life issues. Why should we accept that those with the best funded elbows shall have an absolute right to hog the landscape by cutting off access to the scenery? In democratic ways, they can be required to share the views and the access, in exchange for whatever reasonable security it is they need. Also, of course, there are the issues of environmental degradation and geological instability in the Western Hills which must be addressed before private owners are permitted to inflict their personal fantasies in that area. The plopping of an upper bracket mansion on every mountain top is not really what the Amedcan dream is all about. HATCHERY Good evening members of the City Council and others present tonight. My name is Igor Zbitnoff, and I live on Pine Street here in Ukiah. Among other things I bring the experience of walking in the Western Hills some 500 times over a period of 50 years. I have spoken of the personal and community benefit of this practice elsewhere and will do so again when time permits. However, this evening I, as a citizen, will offer guidance to you, the City Council, our public servants concerning the matter before us, appropriate access to the city-owned Fish Hatchery site. I have found curious agreement and disagreement on this issue. First agreement: On July 23 of this year Jim Nix said the following about the Fish Hatchery site: "So, you know I think it'd be great to have a park up here." I couldn't agree more. With this in mind I offer these actions to be taken by the City Council: 1) Acknowledgment by the City of ownership of the easement 2) Acknowledgment by the City of its right to open access to the public 3) More research by the city attorney on the issue of prescriptive rights 4) More study of the whole of Gibson Creek using the General Plan as a guide 5) More study on the issue of creating a pocket park here, perhaps expanding the Gibson Creek Habitat Enhancement and Public Access Study to include this area. This should be done with public input. 6) In the interim opening the site on a limited trial basis. I think these actions are consistent with the city attorney's opinion. More importantly these actions will serve the community well. Now some disagreements: Once again quoting the above- mentioned Mr. Nix from 7/23: "And I'm the only one that's taken the time to clean it up and maintain it and try to keep the undesirables out of here." A couple things come to mind. For one thing I have done my best to honor the Western Hills. I've often carried a trash bag and picked up litter when I've been there. Furthermore I understand that a number of Ukiah citizens are looking to cooperate with Fish and Game in a Gibson Creek cleanup. I'll be there if I can. The other thing is the term "undesirable." Based on what happened on July 23rd I'd have to conclude that this included me. My intention with my presence in public areas has been to be a contribution to this community. That's what makes public areas work. Concerned, responsible citizens use them with respect and make them objects of community pride. To deprive such citizens of their rights in areas like this is an implicit invitation to real "undesirables." Their response to intermittent aggressive intervention to alleged trespass can be less than benign as we all know. I recently saw the graffiti on Mr. Nix's water tank. I don't think he commissioned an artist to do this. Finally a dream: I am sharing a photograph taken on July 23 that includes both Mr. Nix and Vice Mayor Baldwin. My dream is that someday the caption to this photograph will be, "Jim Nix aligns himself with "Councilman Baldwin and his merry band of Gibson Creek friends." Thank you for your attention. I urge you to act favorably on the 6 points of agreement I mentioned earlier. Ms. Judy Pruden Ukiah History Specialist REGEIVED Bldg. Preservation & Research ~ 304 South Hortense OCT 0 [I 001 Ukiah, CA 95482 707-462-4945 WITH OlTY OF UKIAH OCT. 3, 2001 ( my apology to Council for missing this meeting, due to recent events and the rescheduling of air travel I find myself at the San Francisco airport tonight) Dear City Council, There are landmarks or icons, such as a Grace Hudson painting or the Palace hotel, which become totally incorporated into our community's historic psyche. Gibson Creek is one of these kins of landmarks. It flows through the entire width of our town. For the last 140 years it has been hiked, explored and rediscovered by each generation of Ukiahians I have in the past led historical walking tours along Gibson Creek from its downtown channel to the Standley streeT canyon corridor. The contrast from a sterile trash-filled ditch to the remarkable beauty in the canyon provides thought-provoking discussions. The interest in Gibson Creek is about the integral part it has played in our development; from its naming by or for the Gibson family who farmed along its upper stretches, its water being dammed and piped into a city reservoir, its location as a famous fish hatchery and exhibition and its numerous mentions in local journals and memoirs. People love hearing Carl Purdy's des- criptions of the canyons natural environment or Bob McCowen's account of muddy clothes, a whipping and an afternoon spent playing in the creek. I am requesting Council to reopen this property and road on a limited basis. I believe, at this time, the area should only be open for educational purposes. A responsible party should be able to apply for permission to take an educational tour group on to property with the same accountability used for other city properties, which include opening and locking the gate, clean-up and monitoring behavior for disruptions or damage. I don't believe fencing is needed and a few post along the northern boundary would sufficiently mark the 30' wide road, and the 2000 sq. ft. lot. The last time I addressed Council on the historical importance of Gibson Creek was Nov. 28, 1988. my conclusion is the same, "the canyon-creek areas has always been and still is an integral part of community life of Ukiahians." October 2, 2001 The Mayor and City Council City of Ukiah 300 Seminary Avenue Ukiah, CA 95482 Honorable Mayor and Council Members, I would like to review my concerns with you again, regarding public access to the property along Gibson Creek and the west hills of the Ukiah Valley. First I would like to dommend the Friends of Gibson Creek for their good intentions of trying to provide access for the citizens of Ukiah and the public in general. However I feel that the severe impacts that would be felt from a move in this direction would far offset any good that would be gained by access to this small parcel of property. Fire danger is my primary concern, Historically there have been significant fires in the west hills every 10 to 20 years; 1929, 1948, and 1959. In consulting with C.D.F. I am told the west hills are designated as a high fire hazard area, and because of the many years since a significant fire the "fuel load" in the west hills is at a higher level than it has been since 1929. Allowing public access will only increase the danger of fire, and a fire would be destructive to habitat, life and property. I have personally put out fires started by trespassers on many occasions on my creek property, and neighboring property owners have lost structures to arson fires in past years. Additionally I am very concerned for the environment and natural habitat of the creek area. Not only do I feel the area should be preserved in its natural state, but the habitat for native species is a very valuable asset which should be protected. I have spent years working with local, and state agencies to clean up, and improve the natural habitat in the Gibson Creek area, and this has been a labor of love and an on going project with me for over 13 years now. Common sense would illustrate to the council and city, that a~er through research on the demand to allow public access into this fragile ecosystem, it would require the city to protect surrounding property and therefore the ecosystem on that property. The only way I can see that you could protect the area would be to fence the access and city property so that the public would have access only on city property and not the surrounding property. The security fencing would certainly detract from the esthetics, as well as disrupt the natural habitat and environment in the canyon. Gibson Creek is a fi.agile ecosystem, and I feel the fencing would be absolutely necessary to protect that fragile and unique ecosystem. The fencing would be the only way to keep the public from going onto the surrounding properties, and I am sure that the City of Ukiah would want to be a good neighbor and make sure that the public would not have access to private property. The small amount Qf land available to the city is another concern. There is approximately 1,700 square feet of useable land, and about 1,500 square feet is taken up by the road, leaving only 200 square feet for a park area. I feel that I have been a good steward of the land and improved and protected the ecosystem and habitat of Gibson Creek. The creek area is a very valuable and important part of the Ukiah area. I fbel allowing public access could damage or destroy a jewel that should be preserved in its natural state. amSincerely' es IL N~ GIBSON CREEK STATEMENT FOR CITY COUNCIL Comments by Albert Krauss alkrauss@pacific.net 462-9026 Honorable Mayor of the City of Ukiah Members of the Ukiah City Council 10/O3/01 Mr. Rapport, I think, has pretty much pointed the way to dealing with important aspects of the city's liability in his citations of cases involving the Housing Authority of San Francisco and Rosales vs. Stewart. The city may, at this time, want to consider the temporary expedient of defining a class of "invitees', as differentiated from a "general public", until such time as the larger picture can be fleshed out. However, the notion that preventing undesirable "conduct" by an undefined general class of invitees through the expedient of closing the road is an extremely negative option. Thinking only within the constraints of a fear laden liability box, with no possibility for a vision of the wider possibilities, is not worthy of this city. In my previous comments to the council, which are included in your packet of materials provided you for this evening's meeting, I referred to the larger context in which, "...our civic direction must increasingly take into account the thrust towards emphasizing community values and resources for long range use by present and future generations." How are we going to address the serious problem with access to the countryside from Ukiah's center? As our values evolve, and as the public awareness of the importance of good community planning grows, it behooves elected and appointed public servants to be very careful in their administration and adjudication of issues concerning the public welfare and interest. In the present case of the Gibson Creek/Fish Hatchery access issue, admittedly the situation on the ground lacks some important dimensions, including, most importantly, a long range plan for the city's relationship to its own natural resources. A task force or citizen committee could begin the process of assembling the plans for an eventual natural preservation and trail system. Over a number of years, for example, with attractive incentives and oversight, there could be developed a strategy combining conservation style easements, land trust arrangements, quid pro quo inducements for landowners, and the participation of community groups such as the present informal association of people calling themselves "Friends of Gibson Creek". Maintaining an affirmative but controlled access now could be an enabling prelude to such long-range considerations. GIBSON CREEK STATEMENT FOR CITY COUNCIL Comments by Albert Krauss alkrauss@pacific.net 462-9026 Any plan for trails on the ridges above the city would surely incorporate city-owned parcels, such as the 1 6.42 acre one above San Jacinto Drive, and the requisite conservation easements and land trust parcels would have to be strategized and assembled. Someone had something like this in mind, when they included the "Inland Mendocino County Land Trust, Incorporated" among your exhibits. I strongly urge you in your findings and deliberations to include this vision and ultimate intention, by empowering the beginnings of the process through the access issue before you. Finally, a few thoughts on an important undercurrent in all of this: We hear constantly about the threat to "private property rights". Mr. Rapport says that he has not at this time enjoined the question of prescriptive easements. But sooner or later you will have to take into consideration the powerful prescriptive easement established up that Canyon and all the way to the ridge tops and the "U' over all the generations of Ukiahans up until the last few moments in our history. We are entering a new era in which the primacy of "private property" is no longer the ultimate arbiter of community value. "Privacy" and "property" do have some overlap, but not an absolute one. In fact, to an excessive degree in the past couple of decades, there has been an almost hysterical confusion between privacy and private property. At root, all ownership of any property at all is by protective covenants called deeds granted by the larger community. The question of public access, in the larger sense, has always been a higher priority established by "eminent domain" when the public interest was shown to be adversely affected by private ownership rights- As I have said before," .... In democratic ways, private property owners can be persuaded to share the views and the access, in exchange for whatever reasonable security it is they need." Let's remember that even fence lines are European notions, not American ones. It was a clash of cultures when European settlers, with peculiar notions about deeded private property, encountered Native American tribalists who tended to view the entire countryside as the province of the Great Spirit. We just need to strike a fair balance. Octobe~ ~ , 200] To: City Council C~ty Manager City Attorney RE: Gibson Creek Public Access I am a concerned property owner of the land south of G'.'bson Creek~ Assessors parcel #]-040-02. I have owned th_~s prope .... ky fo:: o',.Te!~ 30 years. I also ha,~'e homes located both in and. out of the City of Ukiah, and have worked ".'._n this commun:ty for 50 years. I am writing this letter to voice my grave concerns in allow~_ng the general public to enter and cross private property to vJ. ew a ]00'X 200' parcel with a small piece of concrete wall as it's main showcase in the creek, (which could be illegal as outlined in the General Plan). In additien te the concrete wall there a.re ~oc~,~, rattlesnakes, and steep canyon walls. Encouraging access to th"s site would ultimately result in opening the door for a trespass rampage of the surrounding privately owned lands. I am quite familiar with the blatant disregard some J_ndividuals have fer p" '!. rate lands having endured numerous acts of vandalism dur~'ng tlne 30~- years I have owned property J_n the western hills. Hy p.reperty ~s clearly posted with ne trespassing signs and fences which s=._m-~ to mean li. ttle te semeone who decides that these deterrents do not apply to them. I must admit there has been some relief from excessive trespassing and vandalism during the time the canyon has been fenced and gated. The alert observation by other property owners in this area to meandering individuals (on at least one occasion) has also allowed the perpetrators of meaningless destruction to be apprehended. It appears that the City has its hands full with trying to maintain and deter vandalism in other areas of the park systems intended for the general public; Alex Thomas Plaza, the Golf Course and Vinewood Park just to name a few, and these sites are in heavily populated locations, not as secluded as the Gibson Creek site, certainly City records can bear witness to this fact. Another concern that must be addressed would be the provision in the General Plan that requires businesses and places of public interest to allow for adequate parking, not to mention the extra garbage or trash that would be generated by individuals visiting this site. The vandalism and trespass issues are a main concern to me having endured vandalism that ultimately becomes my financial responsibility. Some of the violations I have been exposed to are small fires that have been started on my property (fortunately, so far, they have been contained to a small area). Fireworks have been set off, numerous windows have been broken out (time and time again). Personal possessions have been randomly thrown about. A storage shed has been ripped apart with total disregard to even the smaller items housed on the property, destruction seemed to be the main goal. How do you explain this? I certainly can't; perhaps no control. I just continue to deal with it. Rarely, are the perpetrators of this destruction ever held accountable. The most recent vandalism in November of 2000 (Police report #00-3281) resulted in over $1,000.00 in damage. On this rare occasion the offenders were caught (due to the diligence of a neighboring property owner), however, I have yet to see any restitution in this matter, which always seems to be the case. I haste many concerns over the proposed access to the Gibson Creek area, namely, who will be assuming financial responsibility for the added problems this action will invite? In closing, I would like to ask that you respectfully consider this letter my request to deny general public access to this area. My past experience tells me that the liability for this action will fall on the laps of private property owners and we should have our concerns taken seriously. Should you have any questions regarding the contents of this letter or other concerns I might have, you are welcome to contact me. Thank you for your time and consideration in this matter. Submitted by: Gerald Duwe AP#I-040-02 (707 462-4927 OPEll LETTER TI TIlE CITY COilNCIL OPINION Iii 611lSgll CREEK FISH IIATCIIEItY Dear' City Council Members, Oct. 2, 2001 I would like to make a comment or two regarding the discussion about the Gibson Creek Fish Hatchery. I have lived in the Standley Street and Giorno Street area for over twenty-three years now. I consider our neighbor hood to be quite unique in its west side manor. During this time, I have kept a vigil eye on things that take place in our neighborhood and sometimes participate in its changes. I feel that this area is my home, my peacefulness and comfort spot. I have taken the time to set back and do some thinking about certain areas that could use improvements. I have willing taken upon myself to improve these areas to make them more eye pleasing as well as safe. For example, I have spent many hours on my own going behind Andon's Stadium and cleaning up the broken glass that lay in mass amounts behind the chain linked fencing. I know that I have picked up by hand well over a hundred pounds of broken glass over the last couple years and lugged this home and.disposed of it properly. On my trips along the back side of the stadium, I have found countless numbers of match books, cigarette lighters, some workable lighters as well as non working lighters. Much to my horror, I have found hypodermic n~dles and syringes and very carefully disposed of them, so no little children or animals should come in contact with such objects. I have also found back there other items that I don't care to mention in my letter to you. The list goes on quite lengthy. We have actually had people move in down in the creek area and take up residency. People staying there and wandering around, leaving there garbage and litter every where. Our local police department has been very kind in the removal of such people throughout the years. Yes it does happen in our neighbor hood, people living in the black berry bushes by Gibson Creek. It does give a person a not so calm feeling when this does happen. Not only that but we rely on our own instincts to take action to the ever present vandalism that takes place in the stadium itself. Many times we have called our local police to report teenagers tearing up the stadium, breaking lights and racing around the parking lot in their cars, tearing up the pavement and lawns. Through the course of time, I have personally spent a great deal of time up and down the creek, picking up broken glassand old cans, just plain garbage fi.om long ago as well as new trash and garbage that is thrown out on a regular basis. There are a great many joggers, walkers and such that come through this area everyday. Many walk their dogs, just like we walk our dogs. There is a big concern for our animals as well as our environment up here on Standley Street and Giorno Avenue. There are people that come through here on a daily basis and throw out their trash and just go on their way, with no consideration to the rest of us that live in the area. I must say with as many people that come through our area, I would hate to think of what would happen if the Gibson Creek Hatchery easement was actually opened up to the public. We are flooded with debris and garbage now with less people. Think about what would happen with an influx of mom people coming into our area to hike, walk or what ever. Not to mention those that get enjoyment out of trashing and vandalizing the property of others. I personally feel the neighborhood does not need this or want this to take place. I personally take the time and energy to work on the creek beds and haul out the debris and garbage from its depths. At the present time we have nice clean air to breath up here, we have very little noise to contend with, except the Stadium games, but those are happy sounds to my ears. People and children getting pleasure and exercise from something they like to do. That type of noise is not a bothersome noise. I address to the City Council Members to stop and consider the road conditions that lead up to the Gibson Creek area. The road is very narrow and some what twisty. We don't need more traffic coming and going: We don't need more auto pollution, we don't need more trash and garbage to pick up, we don't need to be more alert to who is entering our neighbor hood. Most of us are happy and content with our conditions at the present time. It doesn't matter how well something is maintained, there are always those individuals who will come along and leave behind a trail of garbage and litter to just blow around and make our beautiful canyon ugly. All you have to do is take a stroll around our city park and you will see the results of what people will do to its surroundings. There are many trash receptacles completely around the entire park, but where is the garbage and trash laying? It's laying everywhere but where it should be put, in the trash cans. People are just plain lazy and uncaring and will not pick up after themselves. I urge you all to take a stroll around our park, and you will then understand what I am talking about. Every time we walk our dogs around the park, we spend more time picking up litter and putting into the cans. I ask you, how pleasant of a stroll can that be. I have a very important statement about a crew of workers that maintain the back side of Andon's Stadium. Two years ago the grass and weeds became very high and thick, fire hazard to say the least. I called the City Hall to ask who was in charge of mowing down those high weeds. I got hold of a very nice man, I think his name was Sage. I talked at length with him about how I felt about our neighbor hood and the Stadium. Two days later there was the finest crew of men that came in and mowed, weed eated cleared and cleaned every where around the Stadium. I called that same day to commend the outstanding quality workmanship that the crew of men did. I must say that was quick responsive action on their part. They did an amazing outstanding job, and by golly they came back again and repeated the same outstanding job again, this year,without me mentioning this or calling the City. I wish I knew their names, because they deserve a great big '"'THANK YOU'" to all of them. A job well done. Some of the other neighbors commented on how wonder their work looked. People do take notice of nice things done for us in our area. To the City Council Members, I am sending you a sample of some of the debris that I recently picked up out of Gibson Creek on last Saturday, September 29,2001. That is just a tiny bit of debris that has been taken away from our creek. Our animals, our wild life and our people do not need to have such debris scattered about, whether it has been there for many years or if it is recently newly deposited debris. We don't need to be on a full time alert system looking out for people intruding on our properties that border along the creek. Thank you for your time in reading this letter. It is my personal opinion and what I personally feel about the situation on the Gibson Creek Fish Hatchery. Peggy Thompson 121 Giorno Ave. Ukiah, Ca 95482 State of California - The Resources Agency DEPARTMENT OF FISH AND GAME ht tp://www, dfg.ca.gov Central Coast Region Russian River Basin Planning P.O. Box 284 Healdsburg, CA 95448 GRAY DAVIS, Governor October 2, 2001 To: Jim Nix 7 Cherry Ct Ukiah, CA 95482 Re: Gibson Creek Stream Resources This letter is in regards to your request for information on aquatic resources on Gibson Creek, tributary to the Russian River in Ukiah. As you k~0~ DFG recently' completed a habitat survey for the purposes of identifying limiting factors to salmonid production and prioritizing restoration needs in cooperation with landowners of the Gibson Creek watershed. While our report is currently in the development form, we generally found that in the upper watershed, canopy levels, pool depths and water temperatures meet meet target levels, but pool frequency, spawning gravel suitability, and fish passage need improvement .Soon, you and the other landowners along the creek corridor will be receiving our report which documents the stream conditions in detail and makes recommendations for the improvement and enhancement of salmonid habitat. We look forward to working with you and the other landowners in the Gibson Creek watershed, on future restoration projects. Your concerns that opening up un-controlled public access to the Gibson Creek headwaters may jeopardize sensitive salmonid resources is shared by our Dept. It has been my observation, that without identified and maintained trails, garbage and restroom facilities, and provisions for routine patrol, that erosion, pollution and poaching will become issues that threaten the already sensitive ecosystem in Gibson Creek. It is my hope that these are concerns that are addressed by the County prior to public access being provided. I will forward this letter and your concerns to the District Biologist, Bryan Freele who represents the Dept. on these mattters. If you have any questions or need further information please contact me at the letterhead address or by phone at (707) 744-8704, or Bryan Freele, Mendocino District Fisheries Biologist., at (707) 277- 7052.. Robert Coeyq Watershed Planner CC' Bryan Freele, DFG We the undersigned would like to express our concerns about allowing public access to the west hills of the Ukiah Valley. Some of our concerns are the following: Fire protection, protecting the natural habitat, vandalism/contamination, protection of private property fights / trespassing, and providing parking. Print Name -- . /'- ]~ignatulf~ //' Mail Addtess¢ ~rint Name ; ' / -- ' ~ P~nt Name T~ ' ,.~.~ ~ S~,atu¢ 3 ' Mail Add~ss . ~t Nam~ - ~ ~il Addmss ~t Name ~ - :~- S~natu~ -J - - , ..... Mail A~ ' ' '~` '- ' P~t Name - n ~ - ' ' ' ' ' .... /I~ ~.~. ~ M.# Print Name ' ~- ' ~t~m Mail Addm Print N. ame ' Print Name Mail Address Mail Add;e,~.s ~. ~Signat¢ ' Print Name ' ' ' --'T- - ~ Signature ~-/~ Mail Addm'ss Print Name ~ ' ~'%~/~S~/~ture' _/ --.'~ -' Mail Ad'cire&s int Name ' Pr~? Name' - , - /' / ' ' Signature ' - - Mail Address Prin_.t Name ,., ' ~ P, -,.~g~re ,fi' ' -'~"'- Mail Address Print Name Signature Mail Address VVe the undersigned would like to express our concerns about allowing punic access to the-west hills of the Ukiah Valley. Some of our concerns are the fo/lowing: Fire protection, protecting the natural habitat, vandalism/contamination, protection of private property fights / trespassing, and providing parking. Print Name Print Name /Pf'~i Name - - ,! · Pnnt Name Print Na'r/e ~:r~t Name P~nt N~e print/Nama Signature Mail Address Mail Adflress Mail Address Mail Address Mail A~dmss , : ,. '--' (~ ~/ Mail Address Mail Address Print Na'rne - -- Sig}lature"-' -'-" ' Mail Address i& x _,~..~.~..,: :-x .~~...~._____. . -' ~ · ' /~nt Name ~ '1~ '~ Si~nat, uq~ ' .--. M~il Address 'Pri'm't~ai~e ' ',,C~ /Is~gt~ure q Mail Addre~ ri t Nama ' . / : ' atur.~. , , Mail Addre ~~N~t 1~4', ~5 ~~"~¢FI) _~P Vc, c> ~ 6V~,"~/z~ , ~rint NaNe . / ~ :-') , ~n&tdre ' , , Ma,iAddress We the undersigned would like to express our concerns about allowing public access to the-west hills of the Ukiah Valley. Some of our concerns are the fo/lowing: Fire protection, protecting the natural habitat, vandalism/contamination, protection of private property rights/trespassing, and providing parking. Print Name .J.. SignatUre "- Print Name ,., '~ "~ Sign~t,g~'"~ Mail Address Mail Ad~ress Mail Addres~ Moil Address print Name . Signatu~ ¢ J ~"2F'- Mail Address P~t Nam~ ' - ' '"' - ~ ~ ~ ~ ~ -" ' _ ', ~ , . ~ S~umt I M~il Address z . ~nnt Name-~ ," '- q'~-~ " Mail AddreSs ' Pnnt Name Print Name P~t Name Print Name Print Name Print Name ~/gnature ) Signator~.~ Mail Address ~M~ii ;Address - ., Mail A ddr~ss Mail Address ~' ~ ? Mail Add. ss Mail Mail A ~ ~ Mail ~mss ~ ~ai~ Address Mail ~d~ress _ We the undersigned would like to express our concerns about allowing public access to the west hills of the Ukiah Valley. Some of our concerns are the following: Fire protection, protecting the natural habitat, vandalism/contamination, protection of prfvate property rights / trespassing, and providing parking. Print Na/ne --~t N~.a, me Print Name Print Narr~ed~ P~nt N~me Mail Address ..... Mail Address ~---J~lai/Addresb ~¢ ~ Mail Addmss_ Mag Address Print Name. I~ '-3' ature Print Name Signa{~re Mail Address P~t Name ~ [) ~tum Mail A~mss Print Name Signature Print Name Signature Prin~ Name ' Signature Print Name Signature Print Name Signature Print Name Signature Print Name Signature Print Name Signature Print Name Signature Print Name Signature Mail Address Mail Address Mail Address Mail Address Mail Address Mail Address Mail Address Mail Address Mail Address Mail Address We the undersigned would like to express our concerns about allowing public access to the west hills of the Ukiah Valley. Some of our concerns are the following: Fire protection, protecting the natural habitat, vandalism/contamination, protection of private property rights / trespassing, and providing parking. Print Name Signature Mail AddresY P~t ~ame ....... Mail A~m~ P~ht N~me ' - " ~ii~ss Print Name . _ SJenature " Print Name S' ature~, Print Name ~Pflht iv~me ~nt Name Y~n~ ~me' Pdnt Name Signature .... ~. .Sic/nature . /'~.r ,',' .,:.-'. ' ,.,,/ , ,,/ ~ ,, ". ,.:-' ~.~!:1: ~- , ,s~ ,ature V ignature Print Name Signature Signature Signature Signature Mail Address M 'ail~Address . ...... Mail A~ss - - - //' MailAddmss - Mail A~mss Mail A~ x ': ~ / ~/ CC:' ,'~. ,> ~ "~ : :'. . , ~ :; ~/ Ad~s . , _ . ~. Mail AddmSS~ ~ ' '. Mail Add~ / - Mail Add~~ " Mail Add. ss Mail A~ss Print Name Mail Address Mail Address Mail Address Print Name Print Name Oe.t.lO, ~00! JOHN A. BEHNKE MYRNA L. OGLESBY FRANK SI-tAW BACIK BRIAN C. CARTER BRIAN S. MOMSEN GINEVRA K. CHANDLER PHILIP M. VANNUCCI LAW OFFICES OF CARTER, BEHNKE, OGLESBY & BAClK A PROFESSIONAL CORPORATION 169 MASON ST., SUITE 300 POST OFFICE BOX 720 UKIAH, CALIFORNIA 95482 October 2, 2001 TELEPHONE: (707) 462-6694 TELEFAX: (707) 462-7839 Ms. Candace Horsley City Manager City of Ukiah 300 Seminary Avenue Ukiah, CA 95482 Re: Jim and Anne Nix Property - Old Fish Hatchery Dear Ms. Horsley: Jim Nix asked me to put together a letter to you which addresses the facts and circumstances surrounding the old fish hatchery property and the access thereto. Both Mr. Nix and James Ronco, a title researcher, participated in locating the documents upon which this letter is based. In March of 1897, Mr. and Mrs. Dale Crockett deeded the fish hatchery parcel to T. L. Carothers in exchange for $5.00. The conveyance contained the following language: "It is understood that the lot above described is to be used for the purpose of a fish hatchery there to be established." A copy of that deed is attached as Exhibit "A" to this letter. Mr. Carothers was at that time president of the Town Board of Trustees. (See the Minutes of the 3/15/1897 meeting of the Board of Trustees attached as Exhibit "B" to this letter.) Carothers later deeded the fish hatchery property to the Town. Meanwhile, on April 7, 1897, in exchange for $5.00 in gold coin, the Crocketts deeded to the Town of Ukiah "a right of way for a road" through Crockett's property "to the east line of the Fish Hatchery grounds." The deed of a right of way for a road is attached as Exhibit "C" to this letter. Candace Horsley City Manager October 2, 2001 Page 2 Jim and Anne Nix, are the successors in interest to Crocketts. From the enclosed deeds and minutes of the Board of Trustees, it is apparent that the land conveyed by Crocketts was sold to the City and purchased by the City for use as a fish hatchery and the right of way was intended to serve as access to the fish hatchery. The deed of the right of way is not, however, expressly made appurtenant to a specific dominant tenement. In May of 1909, the Board of Trustees for the "Town of Ukiah City" adopted an ordinance prohibiting any motor vehicle traffic on the road to the fish hatchery. The ordinance is attached hereto as Exhibit "D". In September of 1930, the City Council, reacting to a report regarding "the Fish Hatchery Road" that people were using it as a dumping ground, adopted a motion to allow construction of a fence and a gate "and if necessary to post a sign to the public that the same was not a public road and mark 'Private Property' and 'Keep Out'." The City Council minutes from September 24, 1930 are attached hereto as Exhibit "E" There was further discussion of the Fish Hatchery grounds at the November 12 and November 19, 1930 council meetings concerning the possibility of either re-establishing the fish hatchery or tearing it down. (See Exhibits "F" and "G" attached hereto) Finally, on July 15, 1931, the Council adopted a motion to have the fish hatchery dismantled and the materials sold for salvage. (See Exhibit "H" hereto) By February of 1994, Jim and Anne Nix owned the property ~that the Crocketts had owned in the 1890s. The fish hatchery was a thing of the distant past, but littering was still a concern. On February 23, 1994, Rick Kennedy, acting in his capacity as Director o~ Public Works/City Engineer for the City of Ukiah, wrote to Jim and Anne Nix summarizing the then status of the matter. Mr. Kennedy's letter is attached hereto as Exhibit "I". For almost a decade the City and Mr. and Mrs. Nix have utilized a common lock arrangement at the gate across the Fish Hatchery Road just above Standley Street to limit access to the property owners and authorized City personnel. As emphasized in discussions between Mr. and Mrs. Nix and the City, and as referenced in the Kennedy letter, the creek itself is on private property and the access road is not intended to provide access to the creek. As a matter of expressed policy and historical fact, the Fish Hatchery Road has been treated as a private right of way owned by a public entity. Considering the circumstances surrounding the Candace Horsley City Manager October 2, 2001 Page 3 grant of easement Mr. and Mrs. Nix would resist any change or increase in usage of the fish hatchery road as an overburdening of the easement. Even a cursory inspection of the road, the former fish hatchery location and the surrounding property would demonstrate several reasons why public usage of the parcel and the road easement would be impractical and inappropriate. The former fish hatchery parcel lies in a steep canyon. Within the creek itself the remnants of a cement dam create a steep cliff face. The conditions are such that the City could not render the area safe for public use without dramatically changing it. The City parcel itself is so small that it would be difficult to keep members of the public from venturing onto the surrounding private lands. The narrow one lane access road is cut into a bank on the uphill side and drops rapidly off to the creek on the other. In addition to the physical limitations, as the former City engineer pointed out, the width of the easement granted is narrower than that required for public streets. The access off Standley Street is at a sharp angle. There is no available on or off street parking in the area of the intersection between Standley Street and the fish hatchery road. The City certainly has the right to limit access to property it owns such as the Fish Hatchery property and property it has an interest in such as the easement. For instance, the City does not have to give the public unrestricted access to the police chief's office. Additionally, private persons, either individually or acting in concert as members of the public, cannot obtain prescriptive rights against the City for the use of the City's Fish Hatchery parcel or the road accessing it. Citations to these principles can be provided if necessary. If you have any questions about the contents of this letter, do not hesitate to call. JAB/ale Encls. cc: Jim and Anne Nix Very truly yours, JOHI¢-,~, A. NKE l. Ie l[nbcnturc, (~.,. 'l'h,m~and Nine T. I~ Caro t~era: of t~e same County ...... thc party of ,he se~.d pan. WITNI.:~'eI~T}I: ]'hat the said par~y., of thc 6rat part. for ami i, con%ideratio, of thc ,,m of ?lye D,,llars Lawl'ul money ,,f th,: t',it~:d State, of America ,,, I'A~I= in han, I paid I)y the said par0r of the secon(I part. the receipt whereof is hereby acknowledged, dOelhy th,..~,. ],r.'~t'nt grant, bargain, sell. convey and confirm, unto the said i)ar~ ,,f the s,:c,,ntl i)aft, and to HIs - - . heirs and as.qignn forever, all that. certain lot and parcel ,,f land sit,ate, lying antl b~ing in the Count). of .Mendocino. State of California. ami lmt, ntled and i,artict,larl), described a., follow, to wit: Lying west of t~a ~own 02 VMta~ ¢1%y, about, one-bait at,tie in Section 19 and on ~It-~on Creel[ trod described ~ follows; lo~ln~ at. u poo; ~a~Xed l~Fol, a[a~dir~ on =:'.e :;orcI~ ba~ of Gibson CreeM at. a point. ~l~ ~=c~e~ ~]dl~ locat~ oy ,~. !r~ t;-,u~ca :/orth 'l]· ~ea~ ~0 fee~, ~ence Sou~ Z7· ~ea= 200 fee~ ~ence ~u~ 1~° gas: 100 fee:, ~.ence Norz~ 77e gas: 200 fee:, :hence ~'ort~ 13' ~es: 50 ~ee: to t~.e place of ~egiralng, said ~: Oel~ si~ua:e~ In Sec. 19 T. 1~ ~', R. 12 '~. ~ D. M. l: is ~ers:ood ~;~a: :~e lo: of p~:'~c:e of a 21~ ha:c~e~ :o be tne:e eatabllan~. *,r in · '-: d',~ .tad 'l,~:4,..thcr with all and singular the tenements, h,:rcdihunrnts ;mn,l .,ppurt(.n.mo..i th('rmmt,, l,eh,ngi,,K ,,r in anywise · tPl'crt.tininK, anti the reversion and reversions, remainth:r anti rcmaindur~, rcnt~, iqs,,c~ and pr,,fit~ th.'r,.o( T,, have anti tn hold. all and singular, thc said premises, t,,~,:thcr with thc .H)l,,~rt,:,,ancc~. unto th,. said part~ of ,he .,'o,,,d part an~ ~ls - heirs and a~sigr, s f,,r,'ver. l:, ~¥,tncss whereol, the said party -f th~ first part has h,'r,.unl,, s,.t ~S h:,,M ,,, I .ca! the ,I.,y and year hr.I.tl.,v. tvritteR. :4iquctl. s,';,letl anti th,lR'ert,d in th,. i)r,.s,:nce ';. G, PoaGe. . ........ X'l'\l'l-: ()F L'.'~,I.II:()RXIA~ C')[ XI"V()I.' MENI)()('iN¢)~ "~. ' ):, thi. _ -20:~, - - ,lay of YarC~ - - -- A. I). (),,e Thousand Nine ilundred and aoye~ -- . ~fore me ~'. s. ifa Norao' Public in and for said Count)' and State. residing th,.r, ,, duty o'mnfi~<i, mcd and sw.rn i,eraonally apl~ared ~ e ,,~. kn,,~, :,, me to ~: ~h,. p-rsona whose ,amel a~e sul)~cri~d m and who execu~l the within instrument and the y .,'kn,,, 1,'d~,.d I, me Ihat ~e~ executed the same. In wime~n whereo~, I have hereunto net my haml and a~x,M my o~cial heal at my o~ce in the County of Mrmh<inn. the day and year in thin certificate fret a~ve whiten. ..... -~,. ~. ~0~ ............................. ae~orae,t az tn, aequdat or x~on 6 u~on, ~e. 3, 191~, at ~5 ~n. pact k ~'cloc~ }.M. E.I. HO~ROOE, co~ Re~er, whereof ~ h~reb~ acknowled~ed~ ................ e~, unto t~ ~ai~ pa~ ....... of th~ se~nd part, ~ ' ~cino, ~tato of Califo~, and l~oun~d a~ Ukiah, California Sept. 24, 1.930. City Council of Ukiah met in its chambers at the City Hall at o'clock P.M. on the above date, with the following members present: Thomas, Bergstrom, Hilts, York and Montgomery. : None. minutes of the previous meeting of the Council held on September were read and approved. This being the time set for the opening of bids for regulator to in the new elctric sub station the Council opened the bids on iwith the City Clerk. There were two bids filed being those of the Electric Company and the Westinghouse Electric & Manufacturing The bids were as follows: '~'General Electric Company $1' 567.30 ~J~ Westinghouse Elect irc Mfg. Co. l, 568.00 Montgomery, ~,~, ~ unanimously carried that the bid of the /~~al Electric Company be accepted for $1567.~ and contract be ~~ed to them. Motion made by Councilman Bergstrom,seconded by ~ilman Hilts, that the p~ooosal of the General Electric Company to .~~h the re~lator 'as per' proposal accepted' by the c~uncil, that 'the ~be authorized to sign the contract ~s written On. the proposal '~~.. ~otion ~antmously ca~fed. ~i~A letter was read from the Department of Public Health, Sacramento -~~ing the re~lar annual convention off the health officers ~0~ia to be held in Long Beach October 6 - 8, 1930. After ~~cussion by the Board it was decided to' see the health officer and ~:,~t was possible fo~ him to go the City would pay his e~enses. ~,A bill f~om the Lea~e of California M~lctpalities for dues ~ting to $75 O0 was read The City clerk was tnst~cted to  k s~e up and report at the next meeting A communication from the Plumbing Inspectors Association of .rnia was read regarding pl~bing problems and requesting ng inspector to be p~esent at the annual convention at Fresno ~~e. 5, 6, and 7th. This letter ordered placed on file. $~.comm~ication from the Safety Conference of the ~e~ of Comme~ce ~ega~ding Unifo~ Traffic 0~dinance read and jAttorney Weasels submitted a petition signed by a number of ~~ty owners protesting against the construction and operation ~a Oas and 0il Station on the premises commonly kno~ as 602 ~h State Street. 'Attorney Weasels also spoke on the matter ~be~lff of the Complainants. Mrs. Collins, M~s. Gilmore and ~i0da were present and spoke regarding the matte~. The were assured that no pe~it would be granted. The ~11 was inst~ucted to see the pa~ties about to build the and advise him not to go ahead until he took the matte~ up ,.the Co,oil. The petition was ordered filed. A co~Icatfon received f~om C. E. Wallet of the Ukiah Electric was.' ~ead ~oti~g price~ on system of night police calls and of fi~e ala~ boxes to be installed in Uklah. On motion made Thomas, seconded by co~cilman Hilts .the matte~ was to Councilman York to look into the matt e~ and report at the Bergstrom submitted Plans and Specifications for the Sub station. Motion made by Councilman Hilts, seconded by Councilman Bergstrom and unanlmously carried that the plans and speci£icati, of Mr. Bergstrom be adopted. Clerk was instructed to have advertisement for bids published. Bids to be opened October Sth at S:O0 o'clock P.M. The City Clerk submitted a s~atement'showing the balances in different Fund Accounts as of August 31, 1929 and as of ^ugust 31, Mr. Sears was present and spoke regarding the Fish Hatchery He stated that the people were using it for a dumping ground and were polluting the water. He requested the right to put up a gate that road to close off that property. Motion made by Councilman Bergstrom, seconded by Councilman Hi and unanimously carried that Mr. Sears be allowed to construct a fence and gate , at his'expense, on that road to close off that and if necessary to post a sign to the public that same was'not public road and mark "Private Property" . "Keep out". Mr. Sears also spoke ~egarding look after the Fish Hatchery for City. He was advised that the council would look into the matter let him know later. Councilman Bergstrom reported that Mrs. Sabin had called on him and wanted to know if it would be possible for the City to install met~s'at her apartments. The City Clerk was instructed to find cost of slot meters and cost of installation. Regarding the bill of Oakland Construction Company for $3, The Clerk was ordered to draw two warrants for this bill as per of Oakland Construction Company. One for $2,338.48 in favor of Oakland Construction Co. and one for $1,0§4.82 in favor of N. & Son. Councilman Hilts introduced the following resolution and its adoption: "RESOLVED: That that part of Barnes Street, in the Cit of Ukiah, County of Mendocino, State of California, between Jones and Mill Street, described in that certain Resolution of Intention adopted at a regular meeting of the City Council on the 18th day 0f June, 1930, be, and the same is, hereby abandoned, vacated and as a public street." Councilman Bergstr~m seconded the motion . Motion was carried and resolution was adopted. Councilman Hilts moved the adoption of an Ordinance amendi~ Ordinance Number 268 -,regulating signs over sidewalks and streets of the City of Ukiah. Councilman York seconded the motion and 0R roll call the Motion was carried, and Ordinance No. 30~ was adopted the following vote: Ayes: Councilman Hilts, York and Thomas. Noes: Councilman Montgomery and Bergstrom. Absent: None. The Clerk was instructed to have the above Ordinance published issue in the Dispatch-Democrat. ,~ Regarding Pipe on Clara Street etc. the matter was laid ove~ the next meeting to get more information from the City Engineer. Councilman ~homas intreduc~dthe following Resolution , was seconded by Councilman Montgomery and unanimously carried. RESOLUTION ADOPTED IN HONOR OF SENATOR HANDY. V~EREAS, our Heavenly Father has, in his wisdom, taken from and removea from the scene of his earthly labors, our good friend associate, the Hon. Fred C. Handy, and ~EREAS, we realize that in the passing of Senator Handy we lost a valued friend, and that the City, community and District in he lived and for which he so long and so faitbfull~ labored, and~ fact, the entire State, have sustained an ireeparable loss: V~EREFORE, In honor of his memory, and in appreciation of and accomplishments:-- BE IT RESOLVED: and hereby e in this hou IT FURTHER R of the Counc led, and also t this 24th day eptember, 1930. at: There being Clerk of as per tkeir ~ept~do ~ side for construot: ly made, the Co~ Clerk as follow~~ ll 5.0o on ~960o00 ed by Councilmau station to be buil The City Couaci! of the City of Ukiah met in its chambers at City Hall at 7:45 o'clock P.~. on the above date with the 011owing members present: Councilman Thomas, Bergstrom, York .~ontgomery. Absent: Hilts. The minutes of the previous meeting of t~e Council held on ;ober ~9 were read and approved. Councilman York introduced and moved the adoption of the g: $960.00. Motio I RESOLUTION OF INTENTION. ! for two weeks. '~ Be it resolved by the City Cotu~oil of the City of Ukiah. fore the Council ~/C0unty of ~.!endocino, State of California, that said Council intends that two or threef.~ 0, and unloss good cause to the contrary is shown, will close, ~oved[ ,~ acate and abandon that portion of Spring Street and that part of ~ ~,~ope' ~treet lying between ~ones and Mill Streets in said City ~omery that the Ct~~ter due proceeding to that end had. tb.e sale of this f~~ __~ ~.~;~an~ously Counci~an Bergstrom seconded the motiOn,carried, which was mcil adjourned. . ~.:. ~ The Superintendent of S~roets notice of the asea e ~ thi ~c0nsecubive issues and seven notices of sm~e shall be posted on these  treets. ~~~.~~; , Decembe~ ~6, 1930 was set as the date for hearing any protests "~f ~U-~ '0~ ~aga~nst such abam~o~nent of said streets. , .~ . 0n ~,~otion made by Councilman Montgomery, seconded by Co~n~,~il~,~ ~rk and duly carried the s~ of $5000.00 was ordered transferred ~~om the ~blic Utilities Depreciation ~d and placed to the credit '~?_.?.' Motion mad~ by Councilman Bergstrom, seconded by Councilman ~~s that warrant ~213 for $58,33, in favor of J Ell~d~ be ;~$_ncelled and that a new warrant ~213 A be dra~ to take thc place ~og~ e s s ~?~ Mr. Wallach, the City Engineer, was asked regarding the -~ of work on gas and water main do~ South Barnes. He stated they were working on same and it would be finished very shortly. ~r. Wallach spoke regarding the matter of Attorney essels on the lanat he wished to sell to the Cit~'. Mr. Wallach ~ated that he had received a letter from Mr. WesSels and asking :~~ to sign s~e. Mr. Wallach stated that he told Mr. Wessels t he did not want to sign any report until he had thoroughly ,~:~,~'~ Regarding electric light wanted by Mr. Groves on Lookout, :.~ ~s matter was laid over for the present. ~ ~ ~,~ayor Thomas stated that the owner of the Ray Apartments ~,ked him if the City would permit them to put a ~aster meter for " '~$as in to measure all gas that c~e into the apaz. hment building and '~ ~~r~e to them and let them distribute same. ~e stated it would ~$0at about $14.00 for master meter and the~ the City could take tub ' ~e seven meters in the apartmeut building, aad use elsewhere. ~~s would be done with the un~erstandi~,g that they would pay ~0mptly the ~ll bill every month. Mayor Thomas stated if no ~bJection he would tell them to' go hhead. The co~mcilmen thought  t'would be a fine plan.  ~. Hansen, the Health 0f~icer was present and stated he to speak about conditions at Orr Creek. He stated that the ~$nditions at Orr Creek were terrible from a health standpoint, ~~ a menace to public health. Hoboes trouping there and used the ~$~eek for a toilet and that he thought measles should be taken to ~Slean up same at once. Mr. Hansen stated that the City was practically free from all epidemics. Stated that he , Mr. Wallach and the Nurse wers working together looking after the health of the City. Dr. Hansen also stated that the meeting he attended in the was very instructive ~;~8 that he derived a lot of good from Mr. Wallach stated that M Councilman Bergstrom, Doctor hLmself madd a trip to Orr Creek and looked the situation and that he understood that Mr. Bergstrom had instructed Mr. Satmders about what ~ould have to be done. Stated that he ha been down there again to-day and he was in the act of cleanl it up then· This man told Mr. Wallach that he was going to clean up the place and then mere away. Councilman Bergstrom sta~ed that a number of alleys town were in bad shape, not clean and very muddy. He stated as long as they were City property they chould be graded up taken care of as well as the streets. That people need work winter am! might do consider of this work.to help them out. Mr. Bergstrom stated that he thought the City should ad' for bids for gravel. Mr. Ford has a regular gravel b~siness will deliver gravel for$1.O0 per yard and spread it. Mr. Wallach was instructed to look into the matter and back to the Board how much of this work i~ needed. Back yards were also reported in bad condition and Wallach was also asked to look into this matter. Mr. Wallach also spoke on the matter of unemployment He stated that quite a few had applied to him for work. Mayor Thomas stated he had received a letter from Mayor of San Mateo regarding the unemployment situation and that they expected to have a conference of Mayors of the different tcwns at an early date regardtng'this matter. Regarding ~he road to reservoir ~0~. Wallach stated that it would be about 18 or 26% grade over the City property[ He stated that the fire truck would not be able to go up However the brush could be cleaned cdt so there would no~ be danger in case of fire. Regarding the old Fish Hatchery ~. Bergstrom stat, that he thought it shou3.d be torn down completely and build a on the lower side and keep.all people out. ~ouncilman York stated that Mr. Ricker advised him the~ were considering using it again for a Fish Hatchery. wou~d see Mr. Ricker again and find out for sure what they going to do. City Treasurer Pierson stated that there wome li, now over six months past due.~ He stated that most of the. were paid up. However se~al unpaid as yet. He ,.vas tol~ Seep after the delinquent on,es and take proper steps to fore. to pay or quit business. A representative of the Ukiah Electric Co. was pre regarding fi~e alarm system. Cost of same about $12000.00. Mayor Thomas stated that the Council did not see'their way to do anything this year, but that the matter would be taken under consideration. Mayor Thomas referred the matter ~ to Councilman Montgomery and Councilman York. There being no furthe~ business the codicil.adjourned. APPROVED Attest: Clerk of ~he City of Ukiah. - City Coun at 7;45 present: Absent: The mtnut~ 12th wero re~ ~'{ayor ~- h~uses : had decided r house o'.-. City Er s · He had bee~ cleaned .- .. City and that · ,.. City S. Stated he [' of them were i~st of those th · Coun and mmdho ~thy condition in the health part ' Co~mcilmr i~Mr. Ricker h unable to see Counci~ i~let them go up to do · , Lioens~ snses. He Sta ~ort at this Mayor and he bill agai~s , Nayo:' Mr. Christen~ o'f the diff~ next Frl City Hall an stated he w~ at tend ,. Motion ~,. that a' representativ This be at the old Ci with the Ci ~rs. Ben Motion made by we accept the '-:.~ln the fence clean up same. '~n bhe duod £z'om , Docto:, Han~ ~ t tua t i on :::,-, t he had .'~ of c!eanJ -~ 6oing to alleys !~e stated g:'aded up need work :hem out. should advel business ~-~ tt ~r and ,::emplo 3 :-.k. Uk[~,!:, Cal.'fornla, Nov ~9, ~:3': The City Council of the City of Uklah met In its cha~nbers at t);e City Hall at 7;45 o'clock P.M. on the above date with the following ~be~s present: Councilman Thomas, Bergstrom, York, Montgomery and .ts. Absent: Non,~. The minutes o£ the previous meeting of the council held on , . 12th were read and approved as corrected , ~{ayor Thomas reported on the matter of gas meters for ~pa~tment h~uses and state~ that after a talk with Paul Anderson '.hey had decided not to put in the master meter~ until the tpartment house owners put their distributing system in. City Enginecr Wallach reported regarding Orr Creek s. He stated he was do~m there yesterday and that the ~ld.house had been torn down, rubbish all disposed of and practically g cleaned up there. City Engineer Wallach stated that the gas was in on South and that the water would be In very shortly. City Engineer Wallach reported ca the condition of back 'lrds. Stated he ~ had asked some o£ tho people to clean up and of them were not disposed to do so. He was asked to make up list of those that refused to clean up and report back to the Councilman Bergstrom repo~,te~ on the condition of a barn and mudhole on Main Street. Stated place was in a very ilthy condition and water faucet leaking all the time, making · ~mudhol~ in the yard all the time. S~ated that people were complaining about weeds and debris on ~he sidewalks. The health part was referred to the health officer. ::fez. from Cotmcilman York stated regarding the Fish Hatchery :~ion and ~~ Mr. Ricker had not been in town this week and he had · t~c en unable to see him. · i .:er. 1~~ Councihr, an Bergstrom stated that Mr. Donohue says we should · ' ,.let them go up there again as the pollute the water and if .~ch stated ~sible to do away with it as a Fish Hatchery altogether ')' pz'ope~ty.~ . Co up ther~ c s He Stated that he sent noi;ices to a]l delinquent .:id not be '.$ ~'~ ' 'P at this meeting, bu~ that none had come. . Mayor ~omas stated he saw ~.. Richardson regarding · strom stat~~[ license ~d he stated he was not paying expenses, but agreed to ~r C' Mayor Thews stated he had rec · ~~ ' · ~istenson of Pale Alto regardingeived a c')r~unlcation the coherence of the vised him ~~y0rs o'f the different Lowns on the ~nemplo~ent situation Meeting ::'.cry. Thai'be held next Friday tn ~an F. z ancisco at lO 9'clock in the morning ~,j~he City Hall and that he had been invited to attend. Mayor ,: they we . ~s stated he was ~able to go m~d would like some membe~ of { ctl attend this meeting. :. ~ome llc~ll of the./ Motion made by Councilman Bergstrom, seconded by Councilman was told ~I tgomery that ~he City Clerk, Fred L. Bosworth attend this meeting ~.o fort a representative of the City of Ukiah. Motion unanimously :'o. was pre 12000.00. '.e~r way cl be taken .' _~tter ~ t~ adjourned. · ~lty of This being the thr. e set for opening of bids for sale of at the old City dm,p, She Co~mctl proceeded to open the bids Mle with the City Clerk as follows: Mrs. Ellen A. McKinley ,~20 O0 Ben F.. VanderbuP $32:00 ~otion made by Councilman ~ilts, seconded by Co~cilmau Yo~k we accept the bid of Ben'.' E. Vanderbup of $32.00 fo~ the l~be~ in the fence on the road to the old dmnp, he to take (]o~ up s~e. Motion caz.ried. Tho City Coumci]. of the City of Ukiah mot ~n its ct~ambers at the ' i ask them if ~ H~ii aL 7:45 o'clock P.M. on the ~bcve date with the following present: Councilman ~omas, Bergstrom, Montgomez.y, Yep',: ~nd Abeent : None. · , wh e n th e y ' ~ H!ckey both ..;a,~r and wsmt'' ~ ~e minutes of the p~'evious meeting of the council held on ~~er lOth, 1930 were read and approved ~ ~_~i!! to the ~'~ · : b.~. ~~ Dr. Hanse~ stated that the City was practically f~ee from all "script of his sss, except a x~a couple of cases of mumps. Stated he was down to · -. 21, 1930. .'Cohens J~ yard and Mr Cohen was very willing to ~ co-operate a:ljourned. ~ ~ntef E~ineer Anderson of the Gas..'z Plant stated that there was '~~ld boiler over at the water, plant not being used and would like to ~? the Regarding the ~tter of gas tanks laid over from last meeting }} n~de by Co~cilma Be~gst~om, seconded by Co~mcilma~ Montgomery the City Clerk be instructed to advertise for bids to bo opened '~y 7, l~31 at 8 P.M. for the following:  ~~ 2- 5,000 ~. ft. Rlv'~ted gas tanks 6~ dia. x 30' long, 1/2 and 5/8" heads. Equipped with I - llxl5 ~ole in head ~:~ 2 forged steel flanges. I - 4~ dial presses g~.Mge, designed per sq. in. work&rig p~ssure and built in accomdance with .,~M.E. Code for U~ired Pressure Vessels. F.O.B. cars ~i~, Calif. 0tlon carried. jRegarding the old Fish Hatchery: 'Motion made by Counci~an ~~, seconded b~ Councilm~ York that the City Clerk be ~ instructed ~~dvertlse fo~ bids ~o be opened Janua].y 7, 1930 at 8 P.M. .~~terial i9 the old,Fish Hatchery situ~ed West of town on Glbs~ ~] reserv~ the coz z~gated iron roofing and requt~ing the .~Oouncilman Montgomery introduced the following ~eso].ution and '~d its adopt ion: .~ Be IT RESOLVED by the C ti'y Co'a,e~l of the Ci~ of U . ~ ' ' ' ' - - y kiah, ~~ Re~olu~ion of In~n¢lo, adopted ag a ~e~1a~ meeting o~ ~he ,~~o~cfl on ~he 12~h d~y o~ Novembe~, 19~0. Couofh~ ~ovk ~~ed.~he me,ion. Motion w~ uanh~Ou~l~ ¢~'rted and resolution ?~~pted. '~. 0n motion duly m~,]e by Councilm~ Hilts r~l ............. -___ , seconded by Councllm~ ~ctlve positions s.et forth; for'.:th$'en~uin~'.;2~a~,'beg~n~iig J~uary  · Mo ~ion ~imously carried. P. 0rnba~, Clt2 Marshall and Chief of Police 8. Peirson, City Judge ' ~. H, IIansen, City Health Office~, McOowen Jr., City At tomney L. Bosworth, City Office Manager ~. Wallach, City Engineer, Building T~spec2or ~d Supt. Streets. .: ~ Crabbe, Ass't. SSree~ Supt. and pounc~,asSe~. .Motion made by councilman Borgstrom, :~e-conded by Co~milmm~ and unanimously ca~'ried that the head man of the Electric ~ Gas DepaA, tment and water depamtment be designated as ~gineers of theft, ~espec~ive depa~'.l;ments. .5 Motion made b'y Co~cilmn Montgomery, seconded by counai~nan Yoz'k y car~,led th~ followln~ porsons wome appointed ~u the i~ive positions et for~ for the er,~uing y~a~ beginning J~uary fop sealed bi by .Couuc i :>~ aw,ard for · ~ to the p,~,r tment s -~. to pay th~ ' ';~!? . the 'c~.ci 1 adj '~ City Cou,ci! of the City of UI,~I:J~ met in its Cho~ubors at {'i~e C!t-- i~t ?:SO ~'c!ock P.M. on the above date with hhe following counci]~:~en Councilmen Thomas, Hilts, York, Moutgomery, Bergstrom. Absent: None. The rainutes of the previous meeting of the Cit.r Cmmcil held on and approved. ' Claims against the City for the month amounting to $14,542.,17 w~rc :~lned, audited ,~nd allowed as sho,m~ by tho Clerk's Warrant Register. Councilman Hilts moved the adoo'tion of an Ordinance to fix the of money to be raised by taxat~bn to carry on the various departments City of Uki~ for the year ending J~e 30, 1932 and to pay the ~.or other indebtedness of said City of ~. Counci~an seconded the motion and on roll call the motion was csrried and Nm~ber ~l~ was adopted by the following bore: ' ~es, Bergstrom, Montgomery, Hilts~ York and q~omas. ~Nocs: None fbsent: None. Demotte, Mr. McCabe, I.$~. Bernard and Mr' Geary were present "for diagonal parking ca ~tate St. in front of their places of busio~a w~s laid ovee until the ,.it~ Counci~ could look into tho . Hopper spoke Pe:~a~ding the P.G.& ]~. locating on our ,"rmmd at statio.~ with Ch,:ir i;!'ans~op,nors. ~1c Collncil advised~hi:n to matter up wi I~h the Gl I;y A t bOz'[le]r. Notion made. by Councilm~n Bov~s~],om, seconded by Councilm~ York that Clerk be ~uthoriz~d to advertise for bids t.o be opened July 29, for the following zit~la~l::~9~pm~tx elentr:t,~al cqu!ement at t - I phase lnc]oor type automatic induction voltage regulate,,, 60 cyclesa prima~y ~ol~s 2400, secondary volts 180 360 - amps 33~/!66. 7~ / !5~ boost and lou'~r. / Regulate? to be 3q'utpped with th]~,~,~ phase 220 volt ooerattng , line drop compensal;or, contacb maki~:~g voltmete,, 1%mi% swit6h necessary p..~'~'i;s fop ope~'ation o~', 2430 ,.,olt Also three 6um,e~t t~.~ansfm,mez, s ~nd one potential transfc,~.mer for 9Pe~,ation with the above re~alator. All bJds to be F.O.B. Ukiah, C[',lif. ' . cacti ed. . R~d~:~,-1L'C the o].~ Fish H'.~t,~}~e~'.,,. ~"otton ,,ear b~-- C--,- ~" )rK, seconded o C , ~ , ~ ~ o~c .u 1 ;.,., -... : -,.. ,~ ~ ' ' ---~ '"~ -~:""- ~ ,.~ r.!.~. ~rl.a 11,~ ol,, l,L~~, r.~.i, cl.cry sl.~u~l~ed '.Vest of To,.,m on Olb~r:u ~k, :.'cs¢~'v!ng the corrugated iron roofln~ and ..... -,~ ..... · srul bludov ~o di~pos~ ,~r the mll)bl~b and t,o de]ive,, corrugal:ed iron roofing to the Cit~ Corporation ya;d. ' ,,o,ion 'tied. ~ There being no fur.her business appearing the council oDrn~d. Attest: 300 SE VE., UKI,%H, CA 95482-5400 · ADMIN. 707/463-6200 · PUSI_IC SAFEI~ 463-6242/6274 · · F~X, 707~463-6~04 · February 23, 1994 Jim and Anne Nix 7 Cherry Court Ukiah, California 95482 RE: STANDLEY STREET AND ACCESS ROAD Dear Jim and Anne: I want to thank you for your assistance in resolving the status of the existing access road that is located on your property and taking the time to meet with City Manager, Charles Rough and myself to discuss various issues concerning the access road and Standley Street. For the record, I wish to summarize the issues we discussed in our meeting of February 17, 1994. The access road is a dirt road which begins at Standley Street and terminates at the fish hatchery property and is north of Gibson Creek. This dirt road supposedly lies within a 30 foot wide right- of-way granted to the City of Ukiah for road purposes by the indenture dated April 7, 1897, and recorded in Book 63, Page 584 of Deeds in the Office of the Mendocino County Recorder. The apparent purpose of the right-of-way was to provide access to the hatchery for authorized personnel and not for the purpose of public access. This assumption is made because of the width of the easement' granted which is narrower than streets dedicated for the use by the public. ' A few years ago, you gated the access road just above Standley Road in an attempt to reduce trespassing onto your private property. The trespassing brought about constant problems with transients and teenagers, as well as littering, the dumping of appliances, and the defacing of private property. It was agreed that the City would post the gate for access by authorized personnel only and that a "common lock" arrangement would be established to permit access by the property owner and City personnel. Are Here To Serve" Jim and Anne Nix February 23, 1994 Page 2 It was emphasized that the creek is on private property and that the access road is not intended to provide access to the creek or its banks. The City acknowledges that the paved portion of Standley Street in the vicinity of the bridge crossing over Gibson Creek may not lie within dedicated easements. The City acknowledges the right of a property owner to fence his property and that the property owner has placed a fence along the south and east lines of Standley Street approximately 20 feet from the approximate paved centerline. This location was agreed to between you and myself based on the assumption that the City is entitled to a 40 foot easement as shown on an unrecorded map prepared in 1946 and signed by' the City Engineer. The City also acknowledges that the City Engineer has authorized you to fasten two fence posts to the bridge headwall. The City intends to have Standley Street surveyed to determine its physical location with respect to the dedicated easement. Should there be discrepancies between the physical location of the road and the easements granted for the road, it is advantages to both parties that easements be granted that fit the actual location of the road and those portions of the granted easement not fitting the actual location being abandoned. Your continued cooperation in this matter is most appreciated. Sincerely, Director of Public Works/Cig Engineer cc: City Council City Manager RHK:kk R:IXFW I.NIX AGENDA SUMMARY ITEM NO. 9b DATE: October 3, 2001 REPORT SUBJECT: APPROVAL OF COLD CREEK COMPOST AS THE GREEN AND WOOD WASTE PROCESSOR FOR SOLID WASTES SYSTEMS TRANSFER STATION The Transfer Station Agreement between the City of Ukiah and Solid Wastes Systems, Inc., requires that the City approve the processor of the green waste and wood waste that is received at the Transfer Station. At this point in time, Solid Wastes Systems (SWS) is requesting the City's approval of Cold Creek Compost Inc., of Potter Valley, a permitted facility within Mendocino County. Cold Creek Compost has been the City's contracted service provider at the landfill since July 1997, based on a bid process performed by the City. The price charged by Cold Creek at the landfill was $3.77 per yard or $26.39 per ton. Its terms with SWS at the Transfer Station are $2.86 per yard or $20.00 per ton for the first year. The difference is that SWS will now be transporting the waste to the Cold Creek site instead of Cold Creek picking it up at the transfer station, which was the arrangement at the landfill. SWS will reevaluate the service cost on an annual basis, but will only return to the City Council if there is a recommended change in service provider. Staff is recommending Council approval of Cold Creek Compost as the service provider for the Transfer Station green and wood waste. RECOMMENDED ACTION: Approve Cold Creek Compost as the service provider for the Transfer Station green and wood waste. ALTERNATIVE COUNCIL POLICY OPTIONS: Determine Cold Creek is not appropriate and direct SWS to return with alternative provider. Citizen Advised: Solid Wastes System Inc. Requested by: Prepared by: Coordinated with: Attachments: Cold Creek Compost, Inc. Candace Horsley, City Manager Candace Horsley, City Manager Solid Wastes System Inc. None Candace Horsley, City Manlger 4/Can.ASRProcessor..801 AGENDA SUMMARY 9c ITEM NO. DATE: OCTOBER 3, 2001 REPORT SUBJECT: ADOPTION OF RESOLUTION AUTHORIZING 2001-02 GRANT FUNDING FOR COMMUNITY BASED, NON-PROFIT ORGANIZATIONS In response to the City's solicitation, 18 entities applied (requests totaled $62,500)for the $30,000 available in 2001-02 grant funding to community based, non-profit organizations. These applications were reviewed by a committee composed of two Councilmembers and three staff members with recommendations to fund a portion or all of 11 programs. Though each of the petitions was worthwhile, those programs recommended were viewed to have greater limitations on funding sources, addressed health, safety, or welfare issues, would assist/impact the greatest number of needy residents, met needs of youth and seniors, were related to activities specifically requested by the City, or the agency had not received funding in the last few years. (Continued on page 2) RECOMMENDED ACTION: Adopt Resolution Authorizing 2001-02 Grant Funding for Community Based, Non-profit Organizations ALTERNATIVE COUNCIL POLICY OPTIONS: 1. Determine different funding amounts are appropriate, identify changes, and adopt revised resolution. 2. Determine no funds are to be allocated at this time, do not adopt resolution, and provide direction to staff. Citizen Advised: Requested by: Prepared by: Coordinated with: Attachments: Applicants Applicants ~~ Michael F. Harris, Risk Manager/Budget Officer Candace Horsley, City Manager 1. Resolution for adoption, page 1. 2. Summary of Committee recommendations, page 2. 3. Applications from: (a) American Legion, Lewis White Post 76, pages 3-5; (b) Big Brothers Big Sisters of Mendocino County, pages 6-14; (c) Boys and Girls Club of Ukiah, pages 15-23; (d) Community Care, pages 24-27; (e) Held-Poage Memorial Home & Research Library, pages 28-29; (f) Literacy Volunteers of America, pages 30-34; (g) Little Friends Preschool, pages 35-39; (h) Pacific Rim Club/Ukiah High School, pages 40-41; (i) People For People, Inc., pages 42-49; (j) Redwood Children's Services, pages 50-58; (k) Redwood Empire Aikikoi, pages 59-66; (I) Saturday Afternoon Club, pages 67-69; (m) Senior Companion Program, pages 70-81; (n) Special Olympics, pages 82-87; (o) Ukiah Community Center, pages 88-93; (p) Ukiah Moose Lodge #336, pages 94-104; (q) Ukiah Senior Center, pages 105-109; (r) Ukiah Valley Association for Habilitation (U.V.A.H.), pages 110-112. A PPROVED:,~/~,,.... ca-'~ace I--iorsl~y, ~'Cit~Manager October 3, 2001 Resolution Allocating Funds to Community Based, Non-profit Organizations Page 2 The Committee's consensus recommendation for funding is: ORGANIZATION American Legion, Lewis White Post 76 Big Brothers Big Sisters of Mendocino Co. Boys & Girls Club of Ukiah Community Care Held Poage Library Literacy Volunteers of America People for People, Inc. Senior Companion Program Special Olympics Ukiah Community Center Ukiah Senior Center PROGRAM FUNDED California Boys State Leadership/Mentoring Training Youth Care Scholarships Alternative Healthy Activities Microfilm One-on-one Adult Tutoring Long-term Care Ombudsman Senior Companion Special Olympics Aquatics Community Garden Project Subsidize Food programs AMOUNT 600 5,000 3,000 600 500 1,800 3,ooo 5,ooo 1,ooo 3,750 5,75o Total $30,000 The committee also discussed the program in general and expressed a desire to refine the parameters to solicit unique and significant projects. The members believed the City Council could identify specific areas of concern and encourage local entities to develop programs or projects to address these issues. The plans may be substantial and require a large percentage of the available funding. These proposals would be evaluated in the same context as all applications, but the committee felt this might stimulate new ideas for endeavors with a particular community goal or end result in mind. Further discussion of this matter would be agendized at a future meeting if the Council believes this is an approach worth pursuing. Staff recommends the City Council review the Committee's considerations and adopt the resolution with the allocations as recommended. mfh:ASRClTYCOUNClL 2001/1003CBO RESOLUTION NO. 2002- RESOLUTION OF THE CITY COUNCIL OF THE CITY OF UKIAH AUTHORIZING 2001-02 GRANT FUNDING FOR COMMUNITY BASED, NON-PROFIT ORGANIZATIONS WHEREAS, within the City of Ukiah there are many non-profit, community-based organizations which provide significant services to the citizens; and WHEREAS, these organizations are in need of financial assistance to continue serving their targeted populations; and WHEREAS, the City of Ukiah City Council desires to aid these agencies in light of their substantial contribution to the welfare of the City; and WHEREAS, the City of Ukiah General Fund has adequate capacity to fund $30,000 toward this effort; and WHEREAS, the City received 18 applications for funding under the Community Based Organization Grant Assistance Program for 2001-02. NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Ukiah does hereby authorize grant funding for 2001 second in the following amounts to the following organizations: ORGANIZATION American Legion, Lewis White Post 76 Big Brothers Big Sisters of Mendocino Co. Boys & Girls Club of Ukiah Community Care Held Poage Library Literacy Volunteers of America People for People, Inc. Senior Companion Program Special Olympics Ukiah Community Center Ukiah Senior Center PROGRAM FUNDED California Boys State Leadership/Mentoring Training Youth Care Scholarships Alternative Healthy Activities Microfilm One-on-one Adult Tutoring Long-term Care Ombudsman Senior Companion Special Olympics Aquatics Community Garden Project Subsidize Food programs AMOUNT $ 6OO $ 5,000 $ 3,000 $ 600 $ 500 $ 1,800 $ 3,000 $ 5,000 $1,000 $ 3,750 $ 5,75o Total $30,000 PASSED AND ADOPTED this 3rd day of October 2001 by the following roll call vote: AYES: NOES: ABSENT: ABSTAIN: Phillip Ashiku, Mayor ATTEST: Marie Ulvila, City Clerk _ Resolution No. 2002- Page 1 of 1 CITY OF UKIAH 2001 COMMUNITY BASED ORGANIZATION FUNDING REQUESTS COMMITTEE RECOMMENDATIONS September 24, 2001 Organization Request % prog Program/Project Committee Recommendations $ amount % of request American Legion, Lewis White Post 76 $1,500 100.0 California Boys State Program $600 40.00% Big Brothers Big Sisters of Mendocino $5,000 18.2 Leadership and Mentoring Training $5,000 100.00% County Program Boys & Girls Club of Ukiah $3,000 54.5 Youth Care Scholarships $3,000 100.00% Community Care $1,000 100.0 Alternative Healthy Activities for People $600 60.00% Diagnosed with both Developmental Disabilities and Substance Abuse Held-Poage Memorial Home & $1,000 27.8 Microfilm $500 50.00% Research Library (MCHS) Literacy Volunteers of America $1,800 100.0 One-on-one Adult Tutoring $1,800 100.00% Little Friends Preschool* $2,500 100.0 Computers for classroom $0 0.00% Pacific Rim Club/Ukiah High School $3,000 #DIV/0! Exchange Program with Meiser High $0 0.00% School People for People, Inc. $3,000 3.0 Long-term care Ombudsman $3,000 100.00% Redwood Children's Services $3,000 102.1 Recreation/activities room & cultural $0 0.00% opportunities Redwood Empire Aikikoi $5,000 35.9 Compassionate Prevention Awareness $0 0.00% Saturday Afternoon Club $1,500 25.0 Wheelchair ramp and landscape for $0 0.00% building Senior Companion Program $5,000 7.8 Senior Companion program $5,000 100.00% Special Olympics $1,000 40.8 Special Olympics aquatics $1,000 100.00% Ukiah Community Center $5,000 48.2~ Cleveland Lane community garden and $3,750 75.00% park Ukiah Moose Lodge #336 $1,000 66.7 Replace sound system $0 0.00% Ukiah Senior Center $18,000 33.5 Subsidize food program $5,750 31.94% U.V.A.H./Mayacama Industries $1,200 100.0 Fire alarm system $0 0.00% Totals $62,500 $30,000 Available funding $30,000 48.00% Available funding as percent of requests *Actual request is a range from $1,500 to $2,500 mfh:excelmiscsheets "' ~ CBOSUM:OOCOMREC Page 1 of I 9/25/01 8:16 AM CITY OF UKIAH COMMUNITY ORGANIZATION APPLICATION FOR FUNDING AUGUST 2001. The American Legion Application/Organization: Lewis White Post 76 Address: PO Box 46, Ukiah, CA 95482 Date: 09/12/2001 Executive Director: Harold G. Maxwell, Commander 485-5448 Phone: Name of Contact Person: Title of Contact Person: Adrian Rodriguez Adjutant Evening: 463-2364 Phone:Day: 462-6018 Profit xx Non-Profit Date Incorporated 30 Sept 1919 (please attach evidence) How long has your organization been in existence? 82 7'ears Does your agency have an Americans with Disabilities Act Plan? xx Yes No Project Title: ~ California Boys State Program. Project Location: Sacramento State University t Location(s) of additional facilities operated by your organization: Screening of candidates conducted at the Veteran's Memorial Hall on Seminary Lane. Description of total agency activities or services provided: The Lewis White Post 76 of The American Legion gives support to a number of youth organizations in addition to their regular veteran's services activities. "Boys State" is a nation-wide program that we would like to promote to a greater extent than we are presently able to fund. Amount requested: $ 1,500.00 Total Project Cost $. 1,500.00 -1- 7~0/I0 BgV.H 993MX~H 690;~H 8~9-98~-AOA 8~,'II I887~/~I/68 , e w Please describe in detail the project or activity you are requesting funding for. American Legion "Boys State" is a program known nationally for its Outstanding citizenship and government youth training. The program ia a week long couse put on at Sacramento State University in June of each year. High school students learn how to run a government, making and enforcing laws while running for various offices. The student elected "Governor" is sent to Describe to what extent your project will specifically affect, serve, and benefit City of Ukial~ residents and the specific needs within our City that your proposed project addresses. Program will provide excellent citizenship trining for our youth, the future leaders of our community. Our High School deserves to be able to send more than one or two boys per year. Describe how your program will coordinate with other agencies and organizations in providing similar services to this area, to compliment rather than duplicate their effods. Where in Mendocino County are similar services provided and by whom? The three largest cities in the county (high schools) all participate. Our high school is the largest. We should be sending more boys to better represent our city's youth and future leaders. Describe your proposed project budget (specify revenues, by sources, as well as expenditures, by type). Sponsor 5 boys at $300.00 each for a total of $1,500.00. This covers program entrance costs at Sacramento State University, travel costs, meals. . Describe the current sources of your organization's funding. At present, through donations and fund raising activities. All volunteer workers who make phone calls, travel to interviews and promote program at local high schools, postal expenses as well as advertising. , e if you have received funding from the City of Ukiah in pdor years, please indicate for what years and for how much. What is the average rate of pay for your hourly employees? All volunteer, no paid staff. Thank you for completing this applicationl 4:Can:Fu~.801 ~0/~0 39Vd 8~b§-~8~-LOL 8~.:II IO0~/gI/E,O Washington DC to compete in Boys Nation and eventually be named Boys Nation President. CITY OF UKIAH COMMUNITY ORGANIZATION .APPLICATION FOR FUNDING AUGUST 2001 _ArmlicafionlOrgani-=tion: Big Brothers Big Sisters Date: 9/14/2001 Address: 776 S State Street, Suite 107, Ukiah, CA 95482 ..Executive Director: Wendy Wall Phone: 463-4915 (Coast 964-1228) .Name of Contact Person: Wendy Moffatt .Title of Contact Person: Supervising Case Manager Phone: (Coast 964-1228) Profit X Non-PmfA Date Incorporated: 1974 (evidence attached) How I°n has our or anization been in existence? Since 1974 X___YeS __No Proiect Title=: Leadership and Mentoring Training Program Location: Ukiah __ 498 N. McPherson Street, Fort Bragg, CA 95437 _Description of total al~encv activities or services provided: See attached leaflet Amount requestea: $5000 _ Total Project Cos_t $ 27450 E:'d des 11 Please describe in detail the - pro,.,,t or activity you are requestin,.. Big Brothers Big Sisters (BBBS) are the lead agency in providing quality mentoring services in Mendocino County. Our agency is "quality assured" and certified by the California Mentoring Initiative. Our High School Mentoring Program matches students from Ukiah High School with local elementary school children. We are hoping to extend and broaden the scope of this program by offering a Leadership and Mentoring Training Program throughout the year. It will comprise two main components: On oin one-to-one and mu trainin /su ervision - this is a crucial element of our mentodng success. We offer comprehensive supervision for the mentor and the mentodng relationship that increases the success and the quality of the match. Leadership traininn, n_- We expect to be able to offer high quality leadership trai~ning to our mentors that will deepen and extend the individual supervision. This training will also be open to other a encies servi · · · be ~ ..... g. ng Youth ~n Uklah. It will .an asset budding trmmng, and ~11 g~ve the students an opportunity to explore and develop their own leadershi style and , . P discover how the qualities of leadershIp can enhance their work with children. . Describe to what extent our ro'ect will s ecificall affec serve our Ci that our ro osed ro'ect addresses. This program will increase the resiliency of students and children in Ukiah. It has been shown that Youth involved in mentoring programs are significantly less involved in 'risky' behavior, and make healthier choices. The leadership training, in which BBBS will take the lead role, will be open to the Boys and Girls Club of Ukiah, the leadership class at Ukiah High School and the youth tutors with Math Engineering Science Achievement (Mesa). The training will benefit all the student mentors, plus all the children they work with, thus spreading the effects throughout the community. We estimate that over 100 Ukiah residents will be served directly through this program, and that indirectly the benefits will increase many times. 3. Describe how. our ro ram will ?ordinate~with o-,~er a~-encies · Big Brothers-Big Sisters is the only Agency providing mentoring in Mendocino County, and as such is not duplicating services elsewhere. There is a leadership class at the Ukiah High School, and we are working with the staff to ensure that the program we offer is complimentary to the work they are doing. We will be es~:OT [0 ~T deS coordinating with the Boys and Girls Club and MESA in providing the leadership training. 4~m Revenue: Expenses: 5, Big Brothers Big Sisters of Amedca City of Ukiah (Pending) CPIA (Pending) Fund Raising United Way Total Revenue $5 000 $ 5ooo $6500 $5950 $5000 $27 450 Youth Supervision $11 200 Facilitator Costs $2 000 Training supplies and facility rental $500 Office Costs- Rent Insurance $1000 Phone $500 $250 Photocopying $500 Admin Costs $1500 Total Expenses $27 450 Describe the current sources of our or anization's fundin . Attached 6. If. ou have received lundin= from the CP,, of Ukiah in -,flor e lease Indicate for w~ ars 1995/1996 $3000 1999/2000 $3000 - $10.00 per hour, plus health benefits Thank you for completing this applicafionl /.LO/.. eq~,:OT *[0 t,[ ales Ompart ,m.en~ of ~he T~asu~y BIG BROT~n~$ AND $iST~S OF ~rDOCLN0 COUNT~, ~-~C. 202 $0UT~ ST_gTE STI{E~T' ' bY,_T~, CA. 95482 'Tha~-.k you :'or submitt!n~ the iaforzatlon shown below. ~e have made part of you~ fils. The chan~es ind!c~ted do Lot adversely affect your ~xe=ut sta. tus ... R!eas9 let us '.~uow 'about ~y future ch~Ee in the character. ~u~eze, zethod of o~erz~ion, aame or address of your organization. Tha~ you for your coopera:Icn. Sincerely yours, Dist~-!c% Di rec~r F' ro._._.~m k~/qDO-~ BIG AND BiG SISI~S, INC. BIG BROTHERS AND OF ~TDO¢~o C0UNT~, INC. -.., · ,'-.':-~'.. , ::..' .. . · ~ ~ · ...~' ....~' ~" O. Box 3600I, San' Frah~i~o, CA 94~02 "-'?--" ' '' I' :""-'.' · . ['. , '." .. t '' ' 9'd ,E~6~8-i, 95 LO;. Letter 976(DO)(L77) Sil~ers, 640 Ore. rd A~enm Ba~ed om infor~latkou supplied. =nd ~ssum£ng 2our operations be as stat~ ~ 2°ur ~pkk~tkon ~or recognition of exemption, we have dete~in~ you are exemp~ f~m Federal Lacome t~ ~der section ~Oi(c)~(~) o~ ~e Internal Revenue Code. We have ~her deta~ined you are not a prints fo~ticn the ~ -trig of secXXon ~Og(a) of ~e Code, became ~ou a~ ~ .~ ~ a~ mot liable for social se~rit~ (~) ~ea ~ess you file · ~iver of exemp~iom certificate ~ provided ~ ~e ~e~l Insur~ce Contributio~ Act. You ~r~ not liable far t~e ~es impose~ ~ince ~u are mot a pr!va~e fo~tiom. 7au are not subjec~ to the excise t~ ~der Chapter 42 of the Co~e. However, ~u ~re not automatically exempt f~m other F~eral excXme t~es. If 2ou h~ve ~uestio~ ~bout exci~e, emplo~ent, or ot~er F~er~l t~es. please let us ~ow. Dono~ ma7 de~ct oontri~tions to 7ou as p~vided in section 170 of the Code. B~uesxm. legacies, devises. ~r~sfe~. or gifts 2ou or for 2our use ars deductible for Federal estate ~d gift pu~oses ~f they meet the applicable provisions of sectlO~ 2!06. ~d 2~ of the' Code. If your pu~oses, character, or method of operation is ch~ged. please let us know so we c~ consider the effect of the change on youg exemp~ status. Also. you should imfo~ us of all chuges tn your n~d or address' Form woola ~oq a ~. up ~ a ~ of ~.~. for ~AIu~ ~ fll'e a ~u~ on t~e. 7~ a~ ~bJ~t {a ~ ~'~ ~lat~ ~ne~ ~e ~der section ~11 of ~e ~e. If ~u a~ ~bJ~% to ~il t~. ~q ~t file ~ ~e. .-, ..; ~ ~l~ ~ F~ ~T. ~ ~ letter ~ a~ not dete~in~g w~f'- ~ of ~r p~eat or p~ ~vitiee a~ ~lat~ tr~e or'',~j . . You need a~ e~lo~r identification nuaber even if ~u have no ~~. If ~ ~~r i~tlf!~ticn n~er ~'no~ enkered on ~r ~ica%i~. a. n~r v~l ~ ~X~ ta you ~d you ~ill be ~lJ~ of ~- ~~.~ ~ ~r ~ ~1 ~%u~ you file ~d In PleaJe kee.~ t~Lis determination letter tn 7our permanent reoor~Ll. ~lncerel7 D~scr~cc Director / · .: 8'd ~S8-~96 404 wool~ ;Jo~ eg~:Ol 10 ~] des G'd . . . :.~ ~-~-~c :=" ~ ~~ ~ ~ . ~ ~ ~'~ '~ ~ ~GS-~GG 606 ~ooT8 ~o~ eg~:OT TO ~T des OT 'd FY 01/02 FY 01/02 Budget iNCOME 8200 JUMP GRANT IJui-Sep) 8200-jUMP Gi~,NT (Oct-J.un) . . 8620 AODP - PM 8675 CAL ENDOWMENT (711-11130101) 8675 CAL ENDOWMENT (1.2101100-6130102) 8690 UN~T~D WAY ^~'OCATION 8670 UNITE_D WAY DESIGNATED DONOR YOUTHPORT 8690 U--NITI:__n WAY - SHY 8681 SAI F$ TO P~JBLIC . 8680 FUNDi~JSERS 8675 MENDOCINO COMM FOUNDATI ,ON , 8670 DONATIONS 8650 BIG BRos BIG SISTERS OF AMERIICA 8660 INT'EREST ~ TOTAL INCOME S^LAR;ES l - , ' Totai Salaries f4~226, 50,492 75, 708 90,010 2o,6o0 ' ' 42,000 371,286 1S5,000 BENEFITS ___ · ' Ti:~tal Benefits 48,735. 48,735 CONTRACT WITH CASA EVALUATIbN CONSUL. TANT (Cai-Endow) SUPPLIES, , , COPIER , ACTIVITY , -FUNDRAISING FINGERPRINTS,/CEI~TIFICATION . . _ POSTAGE --.-- "~"~'MPUTER ADVERTISING PRINTING -TRAk/EL 25,$37_ 16,500 3,425 800 20O 2,000 YOUTH TRAVEL Garden Pro'ect TRAINING . -DUES & MEMBERSHIPS ~CE UTILITIES RENT ._.__ AUDIT CONTRACTED SERVICES - MCYP Total Operating ExpeMes 2,3OO__ 1,000 5,480 3,000 1,800 16,850 125,327 TOTAL EXPENS, E$ , 329~0~,2 'Difference ( + or -) 42,224 , ,, 0% O% 0% O% 0% _ O% , -- 0% 0% 0% ,, ,JUL 8a/~ __ 'AUG _ SEP 25% 5CT _ NOV 42% __ DEC 50% JAN 58% "-EB M~R ~ 83% MAY --~'~~ ~u. lO~ O% 0% 0%' 0% -- 0% 0% ~ "o% o~ 0% 0% O% "o% o~ _ O% O~o '0% =, __ 0911312001 IT'd ~ZS8-~96 /..0/.. mooTa TJo-I e/.~ :01: TO ~T des CITY OF UKIAH COMMUNITY ORGANIZATION APPLICATION FOR FUNDING AUGUST 2001 Application/Organizatio~-%/S ':~ ~ ~Y(.S (['~,~ ~" die--Date: / Address: [~I~' [~, Name of Contact Person: (..;.~(,~'";- '~, ~"~ Title of Contact Person: Profit .~_, Non-Profit Date Incorporated How long has your organization been in existence? Does your agency have an Americans with Disabilities Act Plan? __ / Project Location."~_~' ~ ~,'~'v"~.S Location(s) of additional facilities operated.by your organization: Phone: .L(/~ ..-L~CO Phone: ~,~'-""/"~'~ (please attach evidence) Yes~X/ No Description of total agency activities or services provided: Amount requested: Total Project Cost -1- . . . ~ Application ~ City of Ukiah Non-Profit Community-Based Organization Grants Program Boys & Girls Club of Ukiah B&GCU YouthCare Scholarships September, 2001 Please describe in detail the project or activity you are requesting funding for. B&GCU YouthCare Scholarships will provide college scholarships to high school seniors who work a specified number of volunteer hours at the Boys & Girls Club of Ukiah. Hours will be determined by the amount of time a student has available to work and funds will be paid commensurate with hours worked. A minimum of 50 hours working at least once a week through the school year will be required for eligibility. Describe to what extent your project will specifically affect, serve and benefit City of Ukiah residents and the specific needs within our City that your proposed project addresses. B&GCU YouthCare Scholarships will allow at least eight Ukiah High School seniors (scholarship recipients will be determined by funding level) to earn college tuition while being trained to work in youth development-oriented projects, activities and events (such as sports, arts & crafts, challenge-based adventure activities, theater arts, entrepeneurial projects, holiday events.) The children of Ukiah will benefit as well because having more youthcare workers will allow the Club to increase enrollment; as well, more staff allows the Club to conduct more organized projects and activities. The Boys & Girls Club currentiy provides approximately sixty local children an affordable, safe, supervised and fun place to go during the crucial after school hours - from 2:00 to 6:00. B&GCU is also the only program serving another crucial need for Ukiah children: the Club is the only full-day, school-age youthcare program open dudng school holidays. Describe how your program will coordinate with other agencies and organizations in providing similar services to this area, to compliment rather than duplicate their efforts. Where in Mendocino County are similar services provided and by whom? B&GCU is coordinating efforts with Betty Bolton at Big Brothers Big Sisters (BBBS), with Cynthia Paiva at the MESA program at Ukiah High, and with Bob Dieffenbach at the Leadership and the Community Service programs at Ukiah High School. B&GCU and BBBS recently established a collaborative to bdng our respective organizations' resources together to better facilitate the BBBS teen mentoring program. MESA has agreed to provide paid academic tutors . . . . (specifically for children during the Homework Hour.) Bob Dieffenbach will support YouthCare Scholarships by encouraging seniors in the Leadership Program as well as the Community Service Program at Ukiah High School to apply. While teens do volunteer to work at the Club, it is sporatic and none commit to work an entire school year. Offering scholarships will help the Club train and then retain youthcare workers through the entire school year. We are unaware of any other similar work-for-scholarship type services being offered at this time. Describe your proposed budget (specify revenues, by sources, as well as expenditures, by type.) B&GCU is requesting the maximum funding the City can offer. Whatever funds are granted will be distributed to maximize the amount of students receiving scholarships. The following is our projected budget for B&GCU YouthCare Scholarships, based on receiving $3000 from the City of Ukiah: 4 scholarships @ $500 each .................. $2000 4 scholarships @ $250 each .................. ~;1000 TOTAL ................................................... $3000 B&GCU will provide and pay for applications, supplies, certificates of completion, letters of recommendation, as well as insurance, youthcare worker training and administrative support, totaling approximately $2500. Describe the current sources of your organization's funding. The B&GCU is a community-based non-profit organization with three pdnicipal sources of funding that cover the Club's overhead costs. We are funded by 1. individual donors, 2. by grants and 3. by fund-raising events. A small percentage of funding comes from membership dues. Grant funding allows the Club to extend services to more children, and grants allow us to launch new youth- development projects. If you have received funding from the City of Ukiah in prior years, please indicate for what years and for how much. The Boys & Girls Club of Ukiah received $4200 from the City of Ukiah in October of 2000. What is the average rate of pay for your hourly employees? Average rate of pay for employees is currently $10.48 per hour. That figure changes during holidays and summer as the Club hires lower wage, younger youth care workers. _WRITTEN CONSENT OF DIRECTORS ADOPTING BYI,A. WS We, the undersigned, are all the persons named as the initial directors in the Articles of Incorporation of Girls and Boys Club of Ukiah, a California Nonprofit Public Benefit Corporation, and, pursuant to the authority granted to the directors by these Bylaws to take action by unanimous written consent without a meeting, consent to, and hereby do, adopt the f6regoing Bylaws, consisting of fourteen (14) pages and a signature Page, as the Bylaws of this corporation. NAME Renee Kraft Hugh McAvoy SIGNATURE DATE -5 Michael Kisslinger Frances Pickford CERTIFICATE This is to certify that the foregoing is a mae and correct copy of the Bylaws of the co~o. ration n _dined in the title thereto and that such. Bylaws oI Directors of~~Oaj~~./' /~ were duly adopted by the Board . ///5. . . Date 15 iNTERNAL REVE~qTE SERVICE DISTRICT DIRECTOR 2 CU~ANIA CIRCLE MONTEREY PARK, CA 91755-7406 Date: GIRLS,AND BOYS CLUB OF I/KIA~t 759 S. STATE ST.,STE~ 63 I/KiAH, CA 95482 DEPARTMENT OF TIKE TREASURy Employer Identification Number: 68-0340783 · Case Number: 955318001- Contact Person: TYRONE THOMAS Contact Telephone Number:. (213) 894-2289 Accounting Period Ending: December 31 Foundation Status Classification: 170 (b) (1) (A) (vi) Advance Ruling Period Begins: December 07, 1994 A~vance Ruling Period Ends: December'~l,.1998 Addendum Applies: No. Dear Applicant: Based on information you supplie~, an~ assumin9 your operations will be as stated in your application for recognition of exemption, we have determined you are exempt from federal income tax under section S01(a) of the Internal Revenue Code' as an organization described in section S01(c)(3). Because you are a newly created organization, we arm not now makin~ a final determination of your foundation status under section 509(a) of the Code. However, we have determined that you can reasonably expect to be a publicly supported organization described in sections S09(a) (1) and 170(b)(1) (A) (vi). Accordingly, during an advance ruling period you will be treated as a publicly supported organization, and not as a private foundation. This advance ruling period begins and ends on the dates shown above. · . Within 90 days after the end of your advance ruling period, you must ' send us the information needed to determine whether you have met the require- ments of the applicable support test during the advance ruling period. 'If you establish that you have been a publicly supported organization, we will classi- fy you as a section 509(a) (1) or 509(a) (2) organization as long as YOU'continue to meet the requirements of the applicable support test. If you do not meet the public support requirements during the advance rulin~ period, we will classify you as a private foundation for future periods. Also, if we classify you a~ a private foundation, we will treat you as a private foundation from your beginning date for pu~.oses of section 507(d) and 4940. · . . Grantors and contributors may rely on our determination that 'you are not a private foundation until 90 ~ays after the end of your advance ruling period. If you send us the required information within'the 90 ~ays, grantors and contributors may continue to rely on the advance determination until we make a final determination of your foundation status. · . If we publisk a notice in the Internal Revenue Bulletin stating that we · · . Letter 1045 (D0/CG) GIRLS AND BOYS CLUB OF IIKLAH -2- will no longer treat you as a publicly supported organization, grantors and contributors may not rely on this determination after the date we publish the notice. In addition, if you lose your status as a publicly supported organi- zation, and a ~rantor or contributor was responsible for, or was aware of, the act or failure to act, that resulted in your loss of such status, that person may not rely on this determination from the date of the act or failure to act. Also, if a grantor or contributor learned that we had given notice that you would be removed from classification as a publicly supported organization, then that person may not rely on this determination as of the date he or she acquired such knowledge. If you change your sources of support, your pd~poses, character, or method of operation, please let us kzzOw so we can consider'the effec~ of the c~uaz~ge o~ your exempt status and foundation .status. If you amend your organizational document or bylaws, please send us a copy ~f the amended document or-bylaws. Also, 1%= US knew all chang~ in your nam= or address. Au of January 1, 1984, you are liable for social security taxes under the Fmderal Insurance Contributions Act on amounts of $100 or more you pay to each of your employees during a calendar year. You are not liable for the tax imposed under the Federal Unemployment Tax Act (FUTA). Organizations that are not private fou~ldations are not subject to the pri- vate foundation excise taxes under Chapter 42'of the Inter'al Revenue Code. However, you are not automatically exempt from other federal excise taxes. If you have any questions about excise, employment, or other federal taxes, please let us know. Donors may deduct contributions to you as provided in section 170 of the Internal Revenue Code. Bequests, legacies, devises, transfers, or gifts to you or for your'use are deductible'for Federal estate and gift tax purposes if they meet the applicable provisions of sections 2055, 2106, and 2522 of the Code. Donors may deduct contributions to you only to the extent that their contributions are gifts, with no consideration received. Ticket purchases 'similar payments'in conjunction with fundraising events may not necessarily qualify as deductible contributions, depending on the circumstances.- Revenue Ruling 67-246, published in Cumulative Bulletin 1967-2, on Page 104, gives ~uidelines regarding when taxpayers may deduct payments for admission to, or other~articipation in, fundraising activities for charity. You are not required to file Form 990, Return of Organization Exempt From Income Tax, if your gross receipts each year are normally $25,000 or less. If you receive a Form 990 package in the mail, simply attach the label provided, check the box in the'heading to indicate =ha= your annual gross receipts are normally.'$25,000 or less, and sign the return. .. If you are required to file a'return you must 'file it by the 15th day of the fifth month after the end of your annual accounting period. We charge a penalty of $10 a day when a return is filed late, unless there is reasonable Letter 1045 (DO/CG) GIRLS AND BOYS CLUB OF I/KIAH -3- cause ~or the delay. However, the maximum penalty we charge cannot exceed $5,000 or 5 percent of your gross receipts for the year, whichever is less. We may also charge this penalty if a return is not complete. So, please be sure your return is complete before you file it. You are not required to file federal income tax returns unless you are subject to the tax on unrelated business income under section 511. of the Code. If you are subject to this tax, you must file an income tax return on Form 990-T, Exempt Organization Business Income Tax Return. In this letter we are not determinin~ whether any' of your present or proposed activities are unre- lated trade or business as'defined in section 513 of the Code. You need an employer identificatio~ number even if you have no em~loyee_~. If az1 employer ide21tification number was ngt entered on your application, we will assi~ a number to you and advise you of it. Please use that z~umber ~z~ all return~ you file a~ in all ¢~~n~nce with the Internal Revenue Service. ' If we said in the heading of this letter that an addendum applies, the addendum enclosed is an integral part of this letter. Because this letter could help us resolve any questions about your exempt status and foundation status, you should kegp .i~ in your permanen~ records. If you have any questions, please contact the person whose name and telephone number are shown in the headin~ of this letter. Richard R. Orosco District Director ~.et~.er 104S '-~ OF CALIFORNIA -. 'ISE TAX BOARD .... 1286' :NCHO CORDOVA, CA. 95741-1286 )ecembe:= 7, '199~ In zepl¥ =e~e= ~o 3~O:G :JCA SILLS 'AKD BOYS CLUB OF UKIAH. HICHAEL KISSLIKGER $51WATSOK RD UKIAH CA 9548Z Pu=pose : CHARITABLE Code Sec%ion : 23701d Fo~m o~ 0=~aniza%ion : Cozpoza~ion Accoun%ing Peziod' Ending: December 31 You a=e exemp% E=om s%a%e Ezanchise cz income %ax unde= %he sec%ion o~ the Revenue and. Taxation Code in'ica%ed above. This decision is Based on in~ozmation you submi%ted an~ assumes ~ou= Pzesen% opeza%ions oon%inue unchanged 'cz con~ozm %o %hose pzopose4 ?ou= ~Plioa%ion. An~ change in opeza%ion, the=ac%er, cz puzpose ~ omganiza%ion mus% bm me~om%ed imme~ia%ely to %his o~ice so %ha% we may de%ezmine the e~eo% on ¥ouz exem~% s%a%us. Any change o~ name a~=ess also must be In the event cE a. chan~e in zelevan% s%atutoz¥, adminis%=ative, judicial case law, a change in ~edezal in~erpze%ation o~ ~edezal law in cases wheze ou= opinion is based upon such an in%%=pr%ration, o= a change in %he ma%ezial ~acts o= oi=cumstances ~elating %o you= application upon which this opinion is based, this opinion may no long%= be applicable. I~ is you= =esponsibility %0 be awa=e o~ these changes should they occu=. This Pa=a~aph constitutes w=i~%e.n advice, o~he= than a chie~ counsel ~uling, within the meaning o~ ~evenue and Taxation Code Section 21012 Ca)CZ) · You may b~ ~e~uiIed to ~ile Fo~m 199 (Exemp~ 0Iganiz~%io~ Annual In~o=mation ~etu~n) on o= be~o=e ~he 15~h day o~ the $~h month (4 1/2 months) a~te~ ~he close o~ you= accoun%ing, peIiod. See annual irish=ut%ions wi~h Eorms ~o= =e~uizemen%s. You are no% =e~uired eo 'Eile sta%e ~Zanchise or income tax unless you have income subjeoe %o-the un=elated Business income unde= Sec%ion 23731 o~ the Code. In this even%, ¥o~ a~e =e~ui~ed to Eile Fozm 109 (Exempt Ozganiza%ion Business Income Tax Ae%uzn) by lSeh day.cE %he 5%h month (~ 1/2 mon%hs) a~%e= the close o~ you= )ecemhe= 7, 199q ;IRL$ ~MD ~0¥$ CLU~ .0~ UMI~H. ~ ?~ge 2 ~nnu~l accountin~ peziod. the organization is incozpoza%ing, this appzoval will expize unless incozpozation is oomple%ea with the Seczeta=y o~ State wi%bin 60 days. Exemption ~=om ~ede=al income o= otb'e= taxes and othe= state %axes re~ui~es se~azate a~plications. .. A copy o~ this lette= has been sent to the 0~ice o~ the Seczeea=¥ o~ J AMAYA EX~PT 0~GAKIZATIOK UKIT CORPOAATIOK AUDIT SECTIOK Telephone (916) ~69-~171 : SEC[ETA~Y OF STA~.E [EGIST[Y OF CHA[ITABLE T[USTS From: Samuel N. Scovill To: Karen Yoast Dale: 9/14~2001 Time: 4:27:1813fyi Page 2 o! 5 CITY OF UKIAH COMMUNITY ORGANIZATION APPLICATION FOR FUNDING AUGUST 2001 Community Care: Developmental Disabilities and Application/Organization: Substance Abuse Proqram Date: 9/13/01 Address: 505 S. State Street Ukiah CA 95482 Executive Director: Cynthia Coale Phone: (707)468-9347 Name of Contact Person: Samuel N. Scovill Title of Contact Person: Substance Abuse Specialist Phone: (707)468-5132 Profit x Non-Profit Date Incorporated .. 19R4 (please attach evidence) How long has your organization been in existence? 17 years Does your agency have an Americans with Disabilities Act Plan? X Yes No Alternative Healthy Activities for People Diagnosed with both Project Title: Developmental Disabilities and Substance Abuse Project Location: 505 S. State Street Ukiah, CA 95482 Location(s) of additional facilities operated by your organization: Community Care 487 North State Street Ukiah, CA 95482 490 North Harold Street Fort Bragg, CA 95437 14642-C Lakeshore Drive Clearlake, CA 95422 Description of total agency activities or services provided: Community Care arranges help to enable people with disabilities or illnesses to continue to live independently at home. See attached Brochure: The Linkages Program helps anyone 18 or older with a disability who is at risk of institutionalization. Multipurpose Senior Services Program serves frail elderly persons (age 65+). Community Care HIV/AIDS Program serves individuals diagnosed with HIV or AIDS. The Supported Living Program helps individuals with developmental disabilities who are able to live in the community in their own homes and apartments. Home Care Coordination provides Case Management for people who can afford their own care. Respite Program provides help to primary caregivers of persons with developmental disabilities. Developmental Disabilities and Substance Abuse (DDASA) is a prevention/health education and direct services program that is designed to enhance long term alcohol and other drug abuse awareness for persons with developmental disabilities. Amount requested: $1,000 Total Project Cost: $1,000 From: Samuel N. Scovill To: Karen Yoast Date: 9/14/2001 Time: 4:27:18 PM Page 3 of 5 1 1 1 Please describe in detail the project or activity you are requesting funding for. People who have developmental disabilities, and also have substance abuse problems, are known to be socially isolated with poor communication and socialization skills. Many of these people have suffered sexual and physical abuse trauma resulting in post traumatic syndrome symptoms. In many cases their personalities are under developed. They suffer Iow self esteem due in part to the negative stigma attached to their condition. A high percentage, perhaps as high as 60%, of people with developmental disabilities tend to seek psychological relief by self-medicating with substance abuse. The New York State Independent Peer Review of "Best Practices" for the prevention and treatment of substance abuse(yr 2000) states that the top three most successful strategies are: 1) Education 2) Healthy Alternative Activities 3) Early Intervention. Healthy alternative activities attract people into programs for early intervention, to receive prevention and recovery education, and to learn how to substitute healthy clean and sober activities for destructive substance abusing behavior. !In the process, they also learn how to access fun and rewarding activities in the community. The Developmental Disabilities and Substance Abuse {DDASA) Program is proposing a project in the City of Ukiah of Healthy Alternative Activities to include contracting with music and art therapists to provide music and art groups, community outings to museums, theaters, and concerts, and social events. These are all activities where participants can practice appropriate clean and sober communication and social skills. Research indicates people are empowered and feel more in control of their lives by building a sense of community through these activities that decreases or eliminates destructive and illegal behaviors. Describe to what extent your project will specifically affect, serve, and benefit City of Ukiah residents and the specific needs within our City that your proposed project addresses. The substance abusing population, including those with developmental disabilities, is the source of a large drain on city and law enforcement resources. The presence of a large number of highly visible people on the street who are obviously substance abusers, and also disabled, impacts negatively on our sense of community. This project proposes building community by providing for those who are weakest, and have been most victimized. Describe how your program will coordinate with other agencies and organizations in providing similar services to this area, to compliment rather than duplicate their efforts. Where in Mendocino County are similar services provided and by whom? Ukiah can be proud that DDASA is currently the only program in California serving the special needs of this population. DDASA receives inquiries from around the state from other municipalities and non-profits seeking to establish a program like DDASA. No other programs in Mendocino County provide similar services to this population. (See attached DDASA Mission Statement) Item # 2 on the mission statement is to: "Maintain an ongoing consortium of related agencies who serve those with substance abuse problems and/or those with developmental disabilities. Some of the members of this consortium include Redwood Coast Regional Center, Area 1 Developmental Disabilities Board, and the Alcohol and Other Substance 2 From: Samuel N. Scovill To: Karen Yoast Dale: 9/14/2001 Time: 4:27:18 PM Page 4 of 5 , Abuse Department of the Mendocino County Health Department. DDAsA also works closely with the Probation Department and local law enforcemer~t agencies. Describe your proposed project budget (specify revenues, by sources, as well as expenditures, by type). Music/Art Contract Fees $600.00 Community activity admission fees 200.00 Clean and Sober Social Gathering 200.00 $1,000.00 Revenue Source: City of Ukiah = , , Describe the current sources of your organization's funding. DDASA's sole source of funding is the Redwood Coast Regional Center. This funding does not provide any money for the proposed activity. Community Care's funding is provided by The Department on Aging, Health Services, Office of Aids, Counties of Lake and Mendocino, United Way, Archstone Foundation, Area agency on Aging, City of Willits, and the Redwood Coast Regional Center. None of this funding provides for the proposed activity. If you have received funding from the City of Ukiah in prior years, 'please indicate for what years and for how much. 1995-96 $2,000.00 1996-97 $5,000.00 1997-96 $2,000.00 What is the average rate of pay for your hourly employees? $12.00/hour Thank you for completing this application! 4:Can: FundApp.801 From: Samuel N. Scovill To: Ka'en Yoast Dale: 9/14/2001 Time: 4:27:18 PM Page 5 of 5 DDASA VISION STATEMENT ., The Developmental Disabilities and Substance Abuse program (DDASA) envisions a healthy community where all people participate fully. MISSION STATEMENT DDASA is a direct service project established to create an system to enhance long term services for treatment and prevention of alcohol and other drug (AOD) abuse for people with developmental disabilities. To accomplish this, DDASA seeks to do the following: OBJECTIVES: · Provide people with developmental disabilities and substance abuse ~vith enhanced services to assist them toward a clean and sober lifestyle · M,'dntain an ongoing consortium of related agencies who serve those with substance abuse problems and/or those with developmental disabilities. Create and implement a training module to fill educational gaps for those who provide services to individuals with developmental disabilities and/or those who have, or are at risk of, substance abuse problems · Ensure that all agencies that come in contact with people with developmental disabilities are aware of the services DDASA and other related agencies. · Help existing agencies adapt mid enhance their services to meet the needs of people with developmental disabilities and substance abuse. · Review, revise, and improve those services as needed. Advocate for appropriate services to meet the unmet needs of people with developmental disabilities and substance abuse problems. CITY OF UKIAH COMMUNITY ORGANIZATION APPLICATION FOR FUNDING AUGUST 2001 HELD POAGE MEMORIAL HOME & RESEARCH LIBRARY Application/Organization: Date: ~,.-,~- ~ "o01 Address: 603 West Perkins St., Ukiah, CA 95482-4726 Executive Director: LILA J. LEE Phone: 462-6969 ( MCHS ) Name of Contact Person' JUNE C. McCLOUD Title of Contact Person: Researcher ~ Profit x Non-Profit Date Incorporated (In your Files from prior application) Phone: 462-6412 Dec. 31~ 1964 (MCHS) (please attach evidence) How long has your organization been in existence? Does your agency have an Americans with Disabilities Act Plan? x Yes __ Project Title: Newspaper Microfilm No Project Location: 603 W. PerkSns Location(s) of additional facilities operated by your organization: NONE We are headquarters for Mendocino County Historical Society. Description of total agency activities or services provided: Mendocino County Historical Research - Large genealogical section, early pioneer files, local history books, cemetery records, census records, mortuary records, obituaries, great registers, marriage records, etc. Assessment records, building plans, research on homes and buildings, Maps,etc. We have three microfilm readers, one Printer-Reader, Microfiche Reader and two computers. On going Pr°jec~tlo0 Amount requested: · 00 Total Project Cost $ '~600,oo I , , . Please describe in detail the project or activity you are requesting funding for. Continuing Proj eot: We need to fill in the missing years of Microfilm for the Ukiah Daily Journal. Describe to what extent your project will specifically affect, serve, and benefit City of Ukiah residents and the specific needs within our City that your proposed project addresses. This film provides local information compiled through the years to our local researchers and genealogists, as well as to staff doing research in answer to written requests. Describe how your program will coordinate with other agencies and organizations in providing similar services to this area, to compliment rather than duplicate their effo~s. Where in Mendocino County are similar services provided and by whom? Mendocino County Recorder's Office, ~enoocino County Library and the Sun House all refer people and forward correspondence to our library. We also work with the Family Center at the Church of Jesus Christ of Latter-Day Saints. . , Describe your proposed project budget (specify revenues, by sources, as well as expenditures, by type). 60 Rolls of film at $60 $ 3600.00 Project funds available 1000.00 ON GOING PROJECT. Describe the current sources of your organization's funding. Trust Fund, Donations and Memorials . If you have received funding from the City of Ukiah in prior years, please indicate for what years and for how much. 1996 $1500.00 2001 (Jan) 575 ;00 . What is the average rate of pay for your hourly employees? Everyone, including our director, is a VOLUNTF~R., (Ten Active Volunteers) NO PAY 4:Can:FundApp.801 Thank you for completing this application! - 7-9- CITY OF UKIAH COMMUNITY ORGANIZATION APPLICATION FOR FUNDING AUGUST 2001 Application/Organization: Date: ~ 1,: 1o Address: Executive Director: ./ Phone: Name of Contact Person: Title of Contact Person: Profit ;Z,, Non-Profit Date Incorporated Phone: '~' (please attach evidence) How long has your organization been in existence? Does your agency have an Americans with Disabilities Act Plan? '//,. Yes __ Project Title: Project Location: , ~,~-..',~.[,.-. Location(s) of additional facilities operated by your organization: No Description of total agency activities or services provided: Amount requested: $ Total Project Cost - 50-. . Please describe in detail the project or activity you are requesting funding for. . Describe to what extent your project will specifically affect, serve, and benefit City of Ukiah residents and the specific needs within our City that your proposed project addresses. . , . , Describe how your program will coordinate with other agencies and organizations in providing similar services to this area, to compliment rather than duplicate their efforts. Where in Mendocino County are similar services provided and by whom? Describe your proposed project budget (specify revenues, by sources, as well as expenditures, by type). Describe the current sources of your organization's funding. If you have received funding from the City of Ukiah in prior years, please indicate for what years and for how much. 7. What is the average rate of pay for your hourly employees? Thank you for completing this application! 4:Can:FundApp.801 - 3/-- -2- Response to Question #2: Literacy Volunteers of America (LVA), Ukiah Chapter, is the only local agency that provides individual tutoring in basic English speaking, reading and writing skills at no cost to the student. Typically, about one half of our students are lemming English as a second language. We solicit volunteer tutors and provide free training to them on how to tutor an adult on basic English skills. Our primary source of funding in the past has been grants from Masonite; this will no longer be a source of income for us. We have also received funding from the City and through the McLeitch foundation in the past few years. We operate on a very small annual budget. We have been in operation for over 25 years and have collected a number of resources for our students, including hundreds of books and two computers. Our organization is maintained almost completely by volunteers. The one paid person we employee is a part time office assistant. We have found this role to be critical in maintaining continuity with our tutors and learners. Without a person to maintain regular office hours, communication is inconsistent and delayed. We are concerned that we will not be able to continue this position without additional funding. REVENUE SERVICE DEPARTMENT OF THE TREASUP, Y 0 9 .~?R 1986 Literac.,' Alliance of !:encocino County 105 :~ooa.: ;~ain Ukia~, '2L c~5482 'EIN:" 23-7175501o{d Acco6nting' Peri Ending: ~.:ay 31 Form 990 Required: Yes Person to Contact: ?axpayer Service Representative Contact Telephone Number: (500) ~2,~-1040 Dear A~iicant: Eased on the information supplied, and assuming your operations w !1 be as stated in your application for recognition of exemption, we have deteruined you are e::empt from Federal income tax under section 501(c) (3) of the Internal Revenue Code. · ?-:e i~.ave further determined that you are not a. private foundation ~;ithin the meaning of section 509(a) oz the Code, oecause you are an organization described in section 509'(a)(1) and 170 (b) (1) (a) (vi) . : If your sources of support, or your purposes, character, or n%ethod - ~ o[ operat:on, change, please let us know so we can consider the effect o~ uhe chan%'e on your exen',pt status and foundation status. Also, you should inform, us of all changes in your name or address. As of january 1, 1984, you are liable for taxes under the Federal Insurance Contributions Act (social security taxes) on remuneration of Sl00 or :.~.ore you pay to each of your employees during a calendar year. You are not liable for the .tax imposed under the Federal Unemploy;aent '?a:.: Act (FUTA) . ' Since you are not a private foundation, you are not subject to the excise -a"es under Chapter 42 of the Code. However, you are not auto- :?.aticaily exer.;pt from other Federa.1 excise taxes.. If you have any cfuesticns about excise, employment, or-other Federal taxes, please let u s k now. Donors may deduct contributions to you as provided i~ section 170 o f the Co '~ - - · ~e. Bequests, ie~jacies, devises, trans,=ers, or gi~ts to you or ~or 5, o.-'- use are deductible for Federal estate and gift tax purposes if they ;?.est the applicable provisions of sections 2055, 2106, and 2522 of t',~e Coae. The Do:: checked in the heading of this letter snows whether you - - -';Is ForL~ 990, ~o r - . ua~ ~ ..... tun of Organization Exempt from Income Tax If Yen is checked, you are reguired to file Fort. 9c~0 only if your gross recei:~ts each year are normally more than $25,000. If a return is ~ ~t must be filed by the 15th day of the fifth month after the r equ i ~ 'C'C~, ~ ems of your annual accountinc~ period. '£he law impomes a penalty of $i0 a day, up to a maximum o~ $5,000, when a return is filed late, unless there is reasonable cause for the delay. · zc'x 36001, San Francisco, CA. 94102 Letter 947 (DO) (10-82 REVS~;UE SERVICE . DEPAR?~.iENT OF THE ?REASU.Ry / :.c,_.. a~e l:o~ requ!~'c~ To ~i!e Federal. inco:~e ta:,: returns unless ycu ~/e ~e.r~ to tile ta:: or, unrelatea Dusin'~SS inco.~.e under section ~I1 of /he CcGe. r_£ you are '.:,,b'ject to t'.~ · · - n_, tax, you taus% ~iie an lncon;e -etur~: on Foru 9$0-'i",E::~pt Organization Eusiness Inco,r,e Tax Return. rn tki$ letter, ~'e are not ~eter~inin~ whether any of your present or ;roFcse~ activities are unreiatea trade or business as defined in ~ecticn 513 of the Code. Phis' de~er:.'~ination !ettor is effective frou June 19, 1975, the date your ~r~anization was incorporated. You need an em~.loyer identification nul~ber even if you have no 3..np!oyees. if an employer identification number ¥:&s not entered on your :pp!ication, a number %.;ill be assigned to you and you will be advised of Please use that number on all returns you file and in all correspon- 5ence %;ith the Internal Revenue Service. Because this letter could help resolve any questions about your ~.~e~pt status and foundation status, you should kee~ it in your ~er~anent records." - If you have any questions, please contact the .person whose name and -eie'phone number are shown in the heading of this letter. , Sincerely yours, District Director 26001, San Francisco, CA. 94102 Lette~ qg7 ~DO] (10- CITY OF UKIAH COMMUNITY ORGANIZATION APPLICATION FOR FUNDING AUGUST 2001 Application/Organization: Address: Executive Director: Name of Contact Person: Title of Contact Person: Profit X/' Non-Profit Date Incorporated (please attach evidence) How long has your organization been in existence? Does your agency have an Americans with Disabilities Act Plan? ~/, Yes __ No Project Title: C_C,¢r,,?L~d~- S Project Location: ~0~',-, ~'~'or' Location(s) of additional facilities operated by your organization: Description of total agency activities or services provided: Amount requested: $ ~- ~' %C.~.~. Total Project Cost o Please describe in detail the project or activity you are requesting funding , Describe to what extent your project will specifically affect, serve, and benefit City of Ukiah residents and the speoific needs within our City that your proposed project addresses. . Describe how your program will coordinate with other agencies and organizations in providing similar services to this area, to compliment rather than duplicate their efforts. Where in Mendocino County are similar services provided and by whom? , , o Describe your proposed project budget (specify revenues, by sources, as well as expenditures, by type). Describe the current sources of your organization's funding. If you have received funding from the City of Ukiah in prior years, please indicate for what years and for how much. , What is the average rate of pay for your hourly employees? 4:Can:FundApp.801 Thank you for completing this application! LITTLE FRIENDS PRESCHOOL AND DAY CARE CENTER C/O TORI A BROWN 465 LUCE AVE UKIAH, CA 95482 DEPARTMENT OF THE TREASURY Employer Identification Number: 95-4532195 Case Nu,~ber: 955067020 Contact Person: HUGH RAMIREZ Contact Telephone Number: (213) 725-7002 Accounting Period Ending: December 31 Foundation Status Classification: 509(a)(2) Advance Ruling Period Begins: Febr~ary 19, 1.995 Advance Ruling Period. Ends: Dece~flDer 31, 1999 Addendum Applies: No Dear Applicant: Based on information you supplied, and assuming your operations will be as stated in your application for recognition of exemption, we have determined you are exempt from federal income tax under section 501(a) of the Internal Revenue Code as an organization described in section 501(c) (3) . Because you are a newly created organization, we are not now making a final determination of your foundation status under section 509(a) of the Code. However, we have determined that you can reJsonably expect to be a publicly supported organization described in section 509(a) (2) . Accordingly, during an advance ruling period you will be treated as a publicly supported organization, and not as a private foundation. This advance ruling period begins and ends on the dates shown above. Within 90 days after the end of )'our advance ruling period, you must send us the information needed to determine whether you have met the require- menus of uLe applicable support test during the advance ruling period. If you establish that you have been a publicly supported organization, we will classi- fy you as a section 509(a) (1) or 509(a) (2) organization as long as you continue to meet the requirements of the applicable support test. If you do not meet the public support requirements during uhe advance ruling period, we will classify you as a private foundation for future periods. Also, if we classify you as a private foundation, we will treat you as a private foundation from your beginning date for purposes of section 507(d) and 4940. Grantors and contributors may rely on our determination that you are not a private foundation until 90 days after the end of your advance ruling period. If you send us the required information within the 90 days, grantors and contributors may continue to rely on the advance determination until we make a final determination of your foundation status. Letter 1045 (DO/CG) LITTLE FRIENDS PRESCHOOL AND DAY -2- If we publish a notice in the Internal Revenue Bulletin stating that we will no longer treat you as a publicly supported organization, grantors and contributors may not rely on this determination after the date we publish the notice. In addition, if you lose your status as a publicly supported organi- zation, and a grantor or contributor was responsible for, or was aware of, the act or failure to act, that resulted in your loss of such status, that person may not rely on this determination from the date of the act or failure to act. Also, if a grantor or contributor learned that we had given notice that you would be removed from classification as a publicly supported organization, then that person may not rely on this determination as of the date he or she acquired such knowledge. If you change your sources of support, your purposes, character, or method of operation, please let us know so we can consider the effect of the change on your exempt status and foundation status. If you amend your organizational document or bylaws, please send us a copy of the amended document or bylaws. Also, let us know all changes in your name or address. As of January 1, 1984, you are liable for social security taxes under the Federal Insurance Contributions Act on amounts of $100 or more you pay to each of your employees during a calendar year. You are not liable for the tax imposed under the Federal Unemployment Tax Act (FUTA). Organizations that are not private foundations are not subject to the pri- vate foundation excise taxes under Chapter 42 of the Internal Revenue Code. However, you are not automatically exempt from other federal excise taxes. If you have any questions about excise, employment or other federal taxes please let us know. ' , Donors may deduct contributions to you as provided in section 170 of the Internal Revenue Code. Bequests, legacies, devises, transfers, or gifts to you or for your use are deductible for Federal estate and gift tax purposes if they meet the applicable provisions of sections 2055, 2106, and 2522 of the Code. Donors may deduct contributions to you only to the extent that their contributions are gifts, with no consideration received. Ticket purchases and similar payments in conjunction with fundraising events may not necessarily qualify as deductible contributions, depending on the circumstances. Revenue Ruling 67-246, published in Cumulative Bulletin 1967-2, on page 104, gives guidelines regarding when taxpayers may deduct payments for admission to, or other participation in, fundraising activities for charity. You are not required to file Form 990, Return of Organization Exempt From Income Tax, if your gross receipts each year are normally $25,000 or less. If you receive a Form 990 package in the mail, simply attach the label provided, check the box in the heading to indicate that your annual gross receipts are normally $25,000 or less, and sign the return. If you are required to file a return you must file it by the 15th day of Letter 1045 (DO/CG) L~TTLE FRIENDS PRESCHOOL AND DAY the fifth month after the end of your annual accounting period. We charge a penalty of $10 a day when a return is filed late, unless there is reasonable cause for the delay. However, the maximum penalty we charge cannot exceed $5,000 or 5 percent of your gross receipts for the year, whichever is less. We may also charge this penalty if a return is not complete. So, please be sure your return is complete before you file it. You are not required to file federal income tax returns unless you are subject to the tax on unrelated business income under section 511 of the Code. If you are subject to this tax, you must file an income tax return on Form 990-'r', Exempt Organization Business Income Tax Return. ~n this letter we are not determining whether any of your present or proposed activities are unre- lated trade or business as defined in section 513 of the Code. You need an employer identification number even if you have no employees. If an employer identification number was not entered on your application, we will assign a number to you and advise you of it. Please use that number on all returns you file and in all correspondence with the Internal Revenue Service. This determination is based on evidence that your funds are dedicated to the purposes listed in section 501(c) (3) of the Code. To assure your continued exemption, you should keep records to show that funds are spent only for those purposes. If you distribute funds to other organizations, your records should show whether they are exempt under section 501(c) (3) . In cases where the recipient organization is not exempt under section 501(c) (3), you must have evidence that the funds will remain dedicated to the required purposes and that the recipient will use the funds for those purposes. If we said in the heading of this letter that an addendum applies, the addendum enclosed is an integral part of this letter. Because this letter could help us resolve any questions about your exempt status and foundation status, you should keep it in your permanent records. If you have any questions, please co]~tact the person whcse name and telephone number are shown in the heading of this letter. Richard R. Orosco District Director Letter 1045 (DO/CG) CITY OF UKIAH COMMUNITY ORGANIZATION APPLICATION FOR FUNDING AUGUST 2001 Application/Organization~ ~(~P/ ~J~/~ ~ Executive Director: !LJ I//)~'~ I~'~I-~~ Name of Contact Pa rso~: &~'~' _~J~'~ ,~/~-J Title of Contact Person:~!j'~'J~~'~ ~ Profit V/ Non-Profit Date Incorporated Date: Phone: (please attach evidence) How long has your organization been in existence? Does your agen~ an Americans with Disabilities Act plao? Yes _v/ No Project Title:~'_...-, ~X/~.i')Y~' ~ ~{~t/'~t~ ~//~/~/~~ Project Location: Location(s) of additional facilities operated by your organization' Amount requested: ,~or services provided' "-" Total Project Cost 1. Please describe iD ¢leta, i! the projgct or activity yp,u are requesting funding 2. Describe to what extent your project will specifically affect, se~e, and benefit City of Ukiah residents a~d the s~ecific needs withi~oui City th~ your proposed prg~ect addregses. ~~ ~r ~~¢ ~~-' 3. be ho~ yoOr pro~a~ will coordinate with other agencies and , . organizations in providing similar services to this area, to compliment rather than duplicate their efforts. Where in Mendocino County are similar ~j~ii~,~ls P r°v'2~'~~ ~ ~~L~[r-~(~m ? ~1--~ Describe your proposed aroject budget (spe~i~ revenues, by so~s, as well as expendit~es, bytype).~ ~ 0.. ~t~,~,,¢ DeFori~e th~ cuEent sourco~ of y. ou~ orgaqi~at~o~s funding. 6. If you have received funding from the City of.Ukiah in prior years, please indicate for what years and for how much. !~_~ ! t'¢t {~_~ ~'~ -~ 7. What is the a, veragelrate of pay for ygur hourly employees? 4:Can:FundApp.801 Thank you for completing this application! -2- CITY OF UKIAH COMMUNITY ORGANIZATION APPLICATION FOR FUNDING AUGUST 2001 Application/Organization: People For People~ Inc. Date:. 5 September, 2001 Address: 499 Leslie St. # 8 Ukiah~ CA: 95482 Executive Director: Vance R. Oistad Phone: 468-5882 . Name of Contact Person: Vance R. Olstad Title of Contact Person: Executive Director Phone: 468-5882 . Profit X Non-Profit Date Incorporated January. !1, 1980 (please attach evidence) How long has your organization been in existence? 21 Years Does your agency have an Americans with Disabilities Act Plan? X Yes__ No Project Title: Long-term care Ombudsman Project Location: 499 Leslie St. #8 Ukiah~ CA. 95482 Location(s) of additional facilities operated by your organization: The Long-term care Ombudsman program is a field-based organization. We have a main office, however most of our work is done at the long-term care facilities. The facilities covered by the program in the City of Ukiah are located as follows: (SEE ATTACHMENT "A" FOR ADDRESSES.) Description of total agency activities or services provided: The Long-term care Ombudsman program is an advocacy program established to investigate elder abuse, advocate for residents rights and protect the elderly in Long-term care, such as Skilled Nursing facilities and residential care facilities. The program serves 3 Skilled Nursing facilities and 13 Residential care facilities and one Senior living facility in Ukiah, totaling 340 residents. Amount requested: $ 3000.00 Total Project Cost $99,205.00 CITY OF UKIAH COMMUNITY ORGANIZATION APPLICATION FOR FUNDING AUGUST 2O00 . See Attachment "B" For response to questions 1 - 7 Please describe in detail the project or activity you are requesting funding for. . Descdbe to what extent your project will specifically affect, serve, and benefit City of Ukiah residents and the specific needs within our City that your proposed project addresses. . Describe how your program will coordinate with other agencies and organizations in providing similar services to this area, to compliment rather than duplicate their efforts. Where in Mendocino County are similar services provided and by whom? . Describe your proposed project budget (specify revenues, by sources, as well as expenditures, by type). 5. Describe the current sources of your organization's funding. . If you have received funding from the City of Ukiah in prior years, please indicate for what years and for how much. 7. What is the average rate of pay for your hourly employees? 4:Can:FundApp.800 Thank you for completing this application! PEOPLE FOR PEOPLE, INC. LAKE AND MENDOCINO COUNTIES LONG-TERM CARE OMBUDSMAN APPLICATION FOR FUNDING AUGUST 2000 ATTACHMENT "A" Location of Additional facilities operated by your organization ,,SKILLED NURSING FACILITIES: Pleasant Care, Ukiah Convalescent Hospital, Valley View Skilled Nursing Center, 131 Whitmore Lane, Ukiah 1349 So. Dora Ave., Ukiah 1162 So. Dora Ave., Ukiah RESIDENTIAL CARE FACILITIES: Burtons Residential care home for the elderly, Cottage Grove Residential care home, Dalistan's I Residential care home, Dalistan's II Residential care Home, Holden Street Rest home, Holy Childs Residential care Facility, KUHL's Kare, Rome's Care Facility I, Rome's Care Facility II, Observatory Care Home, Silver Birches, Winkle's Care home, Vineyard View Care, Mountain View Senior Living, 79 Whitmore Lane, Ukiah 416 Grove St., Ukiah 224 Laws Ave., Ukiah 208 Scott St., Ukiah 611 Holden St., Ukiah 1074 Albright Place, Ukiah 1465 Elm St., Ukiah 1127 So. Dora Ave., Ukiah 1139 So. Dora Ave., Ukiah 270 Observatory Ave., Ukiah 101 So. Hortense St., Ukiah 1724 Lockwood Dr., Ukiah 610 Capps Lane, Ukiah 1343 So. Dora, Ukiah PEOPLE FOR PEOPLE, INC. LAKE AND MENDOCINO COUNTIES LONG-TERM CARE OMBUDSMAN 1. . Attachment "B" Response to questions 1 - 7 from page 2 Please describe in detail the project or activity you are requesting funding for. Long-term Care Ombudsman Program. Ombudsman visits all Skilled-nursing facilities in Ukiah, Mendocino County and Lake County weekly. We visit residential care facilities on a monthly basis. All though state regulation do not mandate this frequency of visits, unless there is a problem. We believe there is a need to insure the rights and dignity of our elderly, they deserve as much attention as possible. These regular visits are unannounced and serve several purposes. They give us the opportunity to evaluate each facility without their prior preparation to correct any problems. Secondly this allows our staff to develop a rapport with residents, gaining their trust, and also allows our staff to become familiar with the facility staff and administration, developing a working relationship. In doing this we then are better able to serve and advocate for the elderly residents, which is our primary concern. Our weekly visits help insure the cleanliness of the facility and of the residents. In addition to making weekly visits to facilities we also respond to calls for service and investigate complaints. One of the Ombudsman main priorities is to investigate suspected elder abuse. Our program provides Durable Power of Attorney for health care to all residents of skilled nursing facilities. All of the services of the Ombudsman are free and confidential. Besides monitoring and visiting facilities the Ombudsman work closely with families, hospitals and other organizations for the elderly making all possible efforts to solve problems and find solutions for the elderly, and for the families of those in long-term care or preparing to enter long-term care. Our program provides investigative and other assistance to allied agencies, such as the police department, district attorneys office, social services, and the public guardians to name a few. Describe to what extent your project will specifically affect, serve, and benefit City of Ukiah residents and the specific needs within our City that your proposed project addresses. In assisting the elderly of Long-term care we afford both the elderly and their families of the knowledge that they have some security and protection. Working with the goal of protecting the elderly and advocating for them before problems arise requiring the intervention of other local agencies. In turn the City of Ukiah has less expense and makes service available to others. Even if a problem occurred prior to entering long- term care and the victim is currently a resident of long-term care we will attempt to bring resolution to the situation, again saving the City of Ukiah valuable resources, freeing up law enforcement and other City of Ukiah agencies. In addition our program assists many of the elderly in Ukiah find much needed assistance out side of Long-term care. PEOPLE FOR PEOPLE, INC. LAKE AND MENDOCINO COUNTIES LONG-TERM CARE OMBUDSMAN Attachment "B" Continued Response to questions 1 - 7 from page 2 . Describe how your program will coordinate with other agencies and organizations in providing similar services to this area, to compliment rather than duplicate their efforts. Where in Mendocino County are similar services provided and by whom? Ombudsman is the organization who is charged with the responsibility of investigating elder abuse and advocating for the elderly in long-term care facilities in both Mendocino and Lake County. Upon initial report of abuse or neglect Ombudsman conduct an investigation and then work with other agencies, taking advantage of their specific fields of expertise to resolve problem or prosecute a criminal. In doing this we help eliminate duplicated efforts by many agencies, saving valuable time and resources. Naming a few agencies we work with on a regular basis, Ukiah Police Department, Mendocino and Lake County District Attorney's offices, Adult protective service, mental health, Public Guardians, Dept. of Health services, Community Care licensing, Senior Law Attorney, Regional Coast Resource Center and discharge planners. . Describe your proposed project budget (specify revenues, by sources, as well as expenditures, by type). See Attachment "C", Program 2001/2002 budget. . Describe the current sources of your organization's funding. See Attachment "C" . If you have received funding from the City of Ukiah in prior years, please indicate for what years and for how much. 2000/2001 $2,000.00 Volunteer program . What is the average rate of pay for your hourly employees? Our programs average rate of pay for employees is $10.00 per hour. ATTACHMENT "C" PEOPLE FOR PEOPLE, INC. BUDGET FOR FISCAL YEAR 2001 - 2002 ACCT. 4100 4110 4!50 4180 4190 4120 4220 CLASS iSOURCE OF REVENUE: I R [CALIFORNIA DEPARTMENT OF AGING Federal and State Funds iii(b) ar~ Vila Funds $ IR IUNITED WAY OF SLM I Increase ot $677.oo over last fiscal years grant award R I~nT. Ton~ and payments for services rendered R IREIMBURSEMENTS IFor mandated training, prepaid by Corporatmn R IMISCELLANEOUS RESTRICTED INCOME i est. interest on restricted acct. R IUNITED WAY DESIGNATED DONORS 5,600.00 $24,912.00 iS 65,685.00 7,120.00 '1 100.00 140.00 750.00 $ 75,795.00 PROJECTED REVENUE FOR UNRESTRICTED ACCOUNT ACCT. I CLA$_S ISOURCE OF REVENUE: 4!30 4140 4160 4i70 42OO I~NDP. AieINr=- " I~ds ;ais;~'[~'r~ugh sponsored events U IDONATIONS I Donations received not for services U ISPECIAL PROJECTS i Board designated specta! unde~aFJngs U iH',,ll~-~-~ iNCOME, Ui',iR~-~it-<t~i~--u iNVESTMENT U I FUND CARRYOVER~ ! Budgeted income Budgeted expense I$ 10,510.80 5,000.00 -I 1,300.00 6.600.00 $ 23,410.80 ATTACHMENT "C" ACCT. 6!!0 6120 6130 6140 6i50 6160 6180 6190 6200 6210 6220 6230 6240 6250 6260 6270 6280 6290 6300 6310 6320 OPERATING EXPENSES 2000-2001 iCLASS~ DESCRIPTION OF ACCOUNTS: R iLICENSES AhID PERMITS / g IINStJp. ANCE (OPEP..A~TING) REPAIRS i hiAiNTENANCE OFFICE SUPPLIES PRINTING I COPIES RENT (UKIAH) {UKIAH) TELEPHONE (800 NUMBER) I BOOKKEEPING CONSULTANT EMPLOYEE BENEFITS es I Salaries PAYROLL TAXES FEDERAL R ]PAYROLL TAXES STATE R ISCIF STAFF R ISCIF VOLUNTEERS R IVOLUNTEER EXPENSES R IADVERTISING R ITRAVEL STAFF VOLUNTEERS I ! R IDUES / SUBSCRIPTIONS 162301R ITRAINING STAFF 16340 I r~ ITRA, N,NG VOLUNTEERS 6360 6370 6380 6390 "' 7000 7010 7020 7030 9000 FUNDR~!S!NG B~NK CHARGES RESTRICTED MISCELLANEOUS EXFENSES EQUIPMENT EXPENDABLE NON EXPENDABLE CIATION EXPENSES OTHER EXPENSES TOTAL PROJECTED EXPENSES: $ $ $ $ $ $ 19 I$ $ BUDGET 30.00 2,600.00 200.00 1,200.00 102.00 i 50.00 5,398.80 800.00 850.00 3,000.00 68,000.00 5,300.00 800.00 1,400.00 75.00 400.00 250.00 5,500.00 350.00 150.00 !50.00 2,000.00 $ 500.00 $ 99,205.80 Form 1023 (Rev. March 1979) Department of the Treasury Internal Revenue Service Application for Recognition of Exemption Under Section 501(c)(3) of the Internal Revenue Code To be filed in the key dis- trict for the area in which lhe organization has its principal office or place 0! business. This application, when properly completed, shall constitute the notice required under section 508(a) of the Internal Revenue Code in order that an applicant may be treated as described in section 501(c)(3) of the Code, and the notice under section 508(b) appropriate to an organization claiming not to be a private foundation within the meaning of section 509(a). (Read the in- structions for each part carefully before making any entries.) The organization must have an organizing instrument (See Part II) before this application may be filed. Part I--Identification I Full name of organization 2 Employer identification number (If none, attach Form SS-4) People for Peo,~le, Inc. ,~o-L~ att~.ched 3(a) Address (number and street) 3. 70 Check here if applying under section: [] 501(e) L~. 501(f) 3(b) City or town, State and ZIP code J 4 Name and phone number of person to be contacted Ukiah, Ca] :fornia 95482 I Tom Meson (707) 462-1&71 5 Month the annual accounting period ends 6 Date incorporated or formed I 7 Activity Codes October 31 Jan. 11, 1980 I 575 I 166 I 149 8(a) Has the organization filed Federal income tax returns? . [] Yes ~] No If "Yes," state the form number(s), year(s) filed, and Internal Revenue Office where filed 8(b) Has the organization filed exempt organization information returns?. [] Yes ~ No i{ "Yes," state the form number(s), year(s) filed, and Internal Revenue Office where filed I~ ............................................ Part II.~Type of Entity and Organizational Documents (See instructions) Check the applicable entity box below and attach a conformed copy of the organization's organizing and operational documents as indicated, for each entity. ~-_] Corporation~Articles of incorporation, bylaws. [] Trust~Trust indenture. ~ Other---Constitution or articles, bylaws. Part IIl.~Activities and Operational Information What are or will be the organization's sources of financial support? List in order of magnitude. If a portion of the receipts is or wilt be derived from the earnings of patents, copyrights, or other assets (excluding stock, bonds, etc.), identify such item as a separate source of receipts. Attach representative cop~es of solicitations for financial support. 1. Government gr.~ 2. Revenue Sharing 3. Private grants 4. Donations 5. Fees for service Describe the organization's fund-raising program, both actual and planned, and explain to what extent it has been put into effect. (Include details of fund-raising activities such as selective ,nailings, formation of fund-raising committees, use of professional fund raisers, etc.) Plann-d fund-raising activities and business enterprises of the cor,.orat, ion will consist of: 1. A~]~cation for appropriate grants and ,ublic funds. A committee has be,n formed to ~re?are grant a~p]tcations. 2. Contractual arrangements with other organi, zations to orovl,!e servic-s. ~. Fe~s for service wi]] be received from individuals receividg individua] and grour, counseling. 7,. Donations will b~ solicited from ~p. rJ]v!dua]s, grou~s and ~,,~usinesses. 5. Other-fund raising events such as bake ss]es and garage sales. this ,3pplic,]t~on. including the accompanying; statements, a.d to the best ol my knowledge it is true, correct .md complete. (Signal,re) ' (Title or authorily of sign;}/) ................ (Date) 283-468-1 CITY OF UKIAH COMMUNITY ORGANIZATION APPLICATION FOR FUNDING AUGUST 2001 Application/Organization: Redwood Children's Services Date: 9/12/01 Transitional Housing Placement Program (THPP) Address: 1280 N. Bush St., Ukiah, CA 95482 Executive Director: Camille Schraeder Phone: 467-2000 Name of Contact Person: Patricia Gorden Title of Contact Person: Administrative Coordinator Phone: 468-5536 Profit X Non-Profit Date Incorporated: Nov. 151 1995 (Please attach evidence) How long has your organization been in existence? 6 years Does your agency have an Americans with disabilities Act Plan?_~_X Yes. No Project Title: Recreation/Activities Room & Cultural Opportunities Project Location' THPP - 1280 N. Bush St., Ukiah, CA 95482 Location(s) of additional facilities operated by your organization: Foster Family Care Agency (FFA) - 1201 Talmage Rd., Ukiah, CA 95482 FFA/Financial Office- 143 Spruce St., Ft. Bragg, CA 95437 Lakeport FFA- 1860 N. High St., Lakeport, CA 95453 Clover House Group Home - 570 Clover Dr., Upper Lake, CA 95485 Cross Roads Group Home - 9860 Middle Creek Rd., Upper Lake, CA 95485 Description of total agency activities or services provided: Redwood Children's Services provides social services, therapeutic support, in- home case management support, therapeutic milieu support for children in the Juvenile Justice System, Mental Health or dependency system and provides transitional housing for emancipating foster youth and probation youth. Amount requested: $ .3,000 Total Project Cost $ 2,939 RCS TRAN$i 0NAL HOU$ING PROG ]2so N. BU$H sT- IAH CA 954S2 !! September 12, 2001 To: City of Ukiah From: Redwood Children's Services/FHPP Re: Grant Application To whom it may concern, Redwood Children's Services, Transitional Housing Placement Program (THPP) provides transitional housing to youths ages 17 and 18, who are dependents or wards of the Superior Court and under the jurisdiction of either the Department of Social Services or the Probation Department. The goal of our program is to help our youth acquire skills and experience necessary to improve their chances of living successfully on their own, in the community. Participants live independently in apartments or host homes under the support and guidance of mentors. Services provided by RCS/THPP include visits to the residence, an independent living skills plan and assistance in seeking and holding employment. Participants receive life skills training, including training in shopping, banking, money management, time management, cooking, home management, transportation strategies, utilization of community resources, interpersonal relationships, and family planning. Participants may be involved in the program for a minimum of six months and maximum of two years. They are required to attend school, be employed and save 80% of their earned income. THPP provides extensive support staff and provides emotional support and crisis intervention on a 24 hour per day basis. The following are answers to the City of Ukiah's grant application. 1) Please describe in detail the project or activity you are requesting funding for. It is our desire to create an environment that is conducive to our goal of developing a safe and enriching community among our youth. Our THPP office is located residentially, near our available THPP apartments and Ukiah High School. This provides easy access to our facility and support services. With additional funding, we could transform our garage area into a recreation/art room and provide healthy, positive outlets that will help to build character and self esteem in our youth and improve their relationships with others. We would like to purchase games, a ping-pong or pool table and art supplies. This space is currently being used for donated furniture and household items for our THPP apartments and we truly need to rent a large storage unit for this purpose. Furthermore, additional funding would provide incentive opportunities for our youth to attend classes and activities (such as those offered through the City of Ukiah) to expand their cultural and vocational interests and give them the opportunity to become contributing members of our community. 2) Describe to what extent your project will specifically affect, serve, and benefit City of Uk/ah residents and the specific needs within our City that your proposed project addresses. With the winter months coming, this extra funding would provide an activity space for both THPP residents and community youth who are involved in the Independent Living Skills Program, funded through Mendocino County Children's Services and in collaboration with our program. THPP is the only Transitional Housing Placement Program for emancipating foster youth in Mendocino County. Our agency works with a population of high-risk youth who are extremely vulnerable to substance abuse and addiction~ Important factors to consider in the prevention and treatment of substance abuse are biological, psychological and environmental (social/cultural) factors. Addiction reflects a complex of despair, low self-esteem, and isolation. Our clients come from backgrounds where mental illness, neglect, physical and mental abuse are prevalent Drugs and alcohol often become the immediate solution to our clients' life long pain. Prevention is a huge challenge, and both prevention and treatment are a multi-faceted life long effort. The majority of our youth are involved in counseling and AA support programs. Through community support services, our youth are gaining insight, trust and support for their past wounding, and finding strength and hope for their futures. THPP is a new program and is still developing, but this program is a great benefit for our community as well. Statistics show that 40% of emancipated youth end up homeless or in the Criminal Justice System. Redwood Children's Services has experienced this first hand. They are youth who have little or no family support and lack the skills and self- esteem to seek out employment and helpful resources. Our program is aimed at preventing high-risk youth from a life ofhomelessness, drags and alcohol. We want our youth to be successful members of the community. 3) Describe how your program will coordinate with other agencies and organizations in providing similar services to this area, to compliment rather than duplicate their efforts. Where in Mendocino County are similar services provided and by whom. Our youth are aware of community programs such as The Youth Project and Red Velvet, and are encouraged to utilize their services; however, THPP is unique in that we are surrogate parents for our youth, 24 hours a day, 7 days a week. Like any concerned parent, we want to provide a safe, comfortable, nurturing and fun place for our youth to socialize as they are learning to step into an adult world; a place for them to come to at any time, and one that provides positive and stimulating influences for them, and their friends in the community. Our THPP program is special in that it is designed to prepare high-risk youth for independence upon emancipation. This is an important factor since many of these youth are at risk of becoming homeless or back in the system. THPP strives to help improve the future of our high-risk youth and the community by offering services, introducing our youth to educational and community resources to help them create a route of independence. It is important for us to be able to provide incentives to our youth who work diligently towards successful emancipation. 4) Describe your proposed project budget (specify revenues, by sources, as well as expenditures, by type). Proposed project budget Requesting $3,500 10' x 26' storage unit to clear garage area ........... $105 per mo. x 6 months = $650 (G&W Storage - includes $20 deposit on unit) 10' x 12' indoor/outdoor carpet (Mendo Mill) ..... $90 approximately Space heater (Mendo Mill) ................................... $50 approximately Ping-Pong Table (Big 5) ....................................... $149 approximately Art/Craft Supplies ................................................. $1000 (JB Art Supplies will give a 10% to 20% discount) City Recreation/Classes & Incentive oppommities (City ofUkiah & Ukiah Playhouse) .............. $1000 Total Cost $2,939 5) Describe the current sources of your organization's funding. Funding for our program comes from existing budgeted foster care funds, by way of federal, state or county. Because we are a non-profit program, our budget is limited to the immediate support of our youth and program staffing; therefore we do not have additional funding for recreational and cultural activities. 6) If you have ever received funding from the City of Ukiah in prior years, please indicate for what years and for how much. Redwood Children's Services & THPP have never received funding from the City of Ukiah. 7) What is the average rate of pay for your hourly employees? Our average rate of pay for THPP employees is $10 to $14 per hour and is based on numbers of youth in the program. Thank you for considering our Transitional Housing Placement Program for the City of Ukiah Grant Program. Please feel free to call us at 468-5536 if you have any questions regarding our application or program. Sincerely, Kelly Raitt, THPP Supervising Social Worker Pathcia Gorden, THPP Administrative Coordinator . Please describe in detail the project or activity you are requesting funding for. . Describe to what extent your project will specifically affect, serve, and benefit City of Ukiah residents and the specific needs within our City that your proposed project addresses. , Describe how your program will coordinate with other agencies and organizations in providing similar services to this area, to compliment rather than duplicate their efforts. Where in Mendocino County are similar services provided and by whom? . Describe your proposed project budget (specify revenues, by sources, as well as expenditures, by type). 5. Describe the current sources of your organization's funding. Ge If you have received funding from the City of Ukiah in prior years, please indicate for what years and for how much. 7. What is the average rate of pay for your hourly employees? 4:Can:FundApp.801 Thank you for completing this application! MAY-n2-1996 14:56 klASHBUP..I~,BRISCOE & ATTYS 916 44? 4781 P.29 , T e.~.. · .-.. :..; .~- ;~:- ~ .... .. _ " '. ':' .::'~'. ~-'- '~i~~~:~ :... .....~...~.,~ ..... .... .. :..~.. oF or' . 0~: ~e ~e of ~s con,flea is Redwo~ ~~cn's,Se~ices. ~ ~s ~~mdons a noapmfit p~Hc ~n~t co,ration ~d is not otg~z~d for ~e private g~n of ~y ~mon. It ~ or~z~ ~der th~ Non profit ~blic Benefit C0~m~on ~w for "~mble ~d public' P~se~. ~ s~~c ~~ for wM~ ~s ~~mfion is o~~cd ~ to: 1) Promote ~c self ~t~m of c~e~ faciH~te ~c h~y development of f~9ly rela~0~Mps ~d s~en~cn co~~ s~m for s~d f~y. 2) To provide ~~~ b~e~ com~~ semi,ye pIacement ~tem~ves, co~eHng, ~u~o~ ~d su~rt to cM~en ~d f~es. _ ~ The name and addr~s 'in tile State of Califomia of this corporation%_ ,initial agent for service of p~ is Camille Eugeaia S,,;chraeder, I/90I Van Atsdale Rd. Potter Valley CaIffomia 95469 FOUR: a) This c~rpomtion is organized 'and ope, aced excl~ively :for charitable and ed. uc~d. onaI purposes wirAia the meaning of Section 501(c)(3) of the Ink:nm! Revenue Code. · b) Notwithstanding any other ~)rovision of these .articles. the corporation shall not carry on any other activities not permitted to be catrie.d on (1) by a~ corporation exempt form federal income tax under Section 50i(c) (3) of the Internal Revenue Code or (2) by a corporation conu'ibutions to which are deductible under Section 170 (c) (2) of the Internal Revenue Code. (c) No substandai part of the activit/es of t. Ms corporation shall consist of carrying on propaganda, or otherwise ar, erupting to influence le~slatiom &ad the corporation shah not pam%ipate of interveae in any pohdcal Campaig-a MAY-02-1996 14:56 bJASHBUPI.I, BRISCOE ~ ATTYS I -. · ~ .f,¢---~, .4..w~... ARTIC2.~S OF DNCORPORATION OF 916 447 4781 P.29 '" :, ':~:-'-~:~ t.;:'~; k~:,~:.~,~-, a_; ..-~..""' '- ..-...... - ,--:,.. _,.~.'x..~.~ ~],,~'.r.. '~,:. .. · '. '..-,<:,.-..- .... -~ .... '., .: ...... '~,'~.~.., · / 0~: ~e n~me of ~s co~m~ou is Redwo~ ~~en's.Se~ices. ~ ~s ~~m~ons a noapmfit pubic ~n~t co.ration ~d is not ore.zed for ~e private grin of ~y ~mon. It ~ or~z~ ~der the Non profit ~btic Benefit Co.ration ~w for "ch~mble ~d pUbHc~ P~es. ~e s~~c ~~s for w~ ~s ~~mfion is org~cd ~ to: I) Promote ~c ~elf est~m of c~&e~ faciH~te ~e h~y development of f~91y relad0~Mps ~d s~en~en com~V supra for ~Md f~y. 2) To provide ~m~ b~e~ com~~ semi,ye pIacement Mte~ve~, co~eHng, ~u~fio~ ~d su~rt to c~en ~d ~e~ f~es. ~ The name and address 'in the State of corpomdon'~ ,inidal agent for service California of this of pro~ is Ca. Ifa Eugenia S,'Chraeder, I/901 Van Arsdale Rd. Potter Valley California 95'469 FOUR: a) This corporation is orgaz~ized 'and operated exclusively for charitable zud edu~tionaI purposes withia the meaning of Section .501(c)(3) of the In~ernat Revenue Code. b) No~vithsrandiag any other ~rovision of these .~rrictes. the corporation shall not carry on any other activi~e.s not permitted, to be mn-ie.d on (I) by a oarpotatiou exempt form federal income tax under Section 50i(c) (3) of the InternmI Revenue Code or (2) by a corporation contributions to which are deductible under Section I70 (c) (2) of the Internal Revenue Code. (c) No substantial part of the activities of this corporation shall consist of emU'Lug oti propaganda, or otherwise attempting to influence leg'islatiem axed the corporation shaft not participate of interveue in. ' _~_ . aay political c-ampai~ 916 447 4781 .... ....-.:. :.-,.-,-~;: :...~. ?.~-~,,..~. ,)~:::' ...-.., ...-.......-..~... ,-... (includ/.u~ the publishin~ or distribution of st~bmen~) on bchalf of ~uly clcldid~u~ for pubLic office. ' , . · The nanie~ and addresses of the p~i~Sons appointed to act as ~e initial Direanrs of this corporation are' Di~te Finn Bray Susan McConnell Tammy Graeber. Steve SkuIly Dick Knox 2100 R.idge Rd. Uki~ CA., 95.48;2 12600 Pow~l~onse P.d. Porte-'Valley, CA., %<469 3600 ~ $~~ :Rd., Ukiah Ca. ~5452 · :1300 East 8kIe RD.,-?o~t~'Valley, CA ~$46~ Fl[Xi The Properly of this corp~oa is irrcvo~ly dedicated to charitable snd educational purpos~ ~ no p~-t of the net .income or assem of the oq~aniz~tion shall ever inure tO the benefit of any Director, officer or member thereof or to the benefit of r~tiy lidv~ l~l-son on the dissolution or ~vindin~ up 'of the corpormioa, its asser.~ reniaining afte~ l~yment of, or ,. ,, 1~°vision f~ l~lym~ of, all debts and liab{Hties of this corpor~icul., shall be " dis~buted rna no~Frofit fund, founds, ion, or cori~oration ~vhich is ~id ope~d exclusively for charitable and educar, ion~ purposes z.,id which has established it~ tax-exempt suw~ under Section 501 (c) (3) of the Inte~nzI e Code. Dian~e~~Br~y,D~e-~ ~x -- -- --'-'- "' .... '- X.~ S~a~aa McConnel/. Directl~ · Tammy C. ma~ er, Director 916 442 4281 P.31 ·/-'~ '~ ...,..:i . ~.. %. ., · '..:..- ,. ~ We, the above-mentioned ini~i~ Directors cf r. his cot-po~on hereby ~on, ~~ ~~on ~ o~ ~ ~d de~. T~my ~~er, D~c' CITY OF UKIAH COMMUNITY ORGANIZATION APPLICATION FOR FUNDING AUGUST 2001 Application/Organization: Address: ~- ~, ~¢~ Executive Director: - Name of Contact Pemon: Title of Contact Person: Phone: Phone: Profit v'/ Non-Profit Date Incorporated (please attach evidence) How long has your organization been in existence? ~ Does your agency have an Americans with Disabilities Act Plan? Yes "'/, No Project Title: Ld~r~,iO~51o n~/z.~ ~/"~b,'~_,~//"z~ Project Location: ~0/ ~b~ ~~ ~¢~ k> ~./,,~ Location(s) of additional facilities operated by your organization: Description of total agency activities or services provided: Amount requested: $ ~/000. OO Total Project Cost $ i:~) '¢ (0, ¢0 Project Title: Compassionate Prevemion Awareness Project Location: City of Ukiah Locations of additional facilities operated by your organization: Ukiah Aikido, 901 South Oak, Ukiah, CA 95482 Description of total agency activities or services provided. Ukiah Aikido and Gymnastics offers Aikido and Gymnastics training to individuals and groups from ages two through adult. Amoum Requested: $5,000.00 Total Project Cost: $13,910.00 1. Please describe in detail the project or activity you are requesting funding for. Project will offer classes at Ukiah Aikido and Gynmastics for twenty to thirty, high risk, multi-cultural youth from 7-18 years of age. They will undergo training in both Aikido and personal protection that will help them develop body coordination, self- discipline, a positive respect and understanding of themselves and others. They will learn specific techniques of anger release, centering and alignment with right and helpful causes that will benefit the community in which they live. The classes will be offered once to twice a week for one year. 2. Describe to what extent your project will specifically affect, serve, and benefit City of Ukiah residents and the specific needs within our City that your proposed project addresses. Target youth are at risk of falling through the cracks and becoming hooked upon violent, self-destructive behavior. The project will reverse this by providing opportunities for participants to achieve: 1) higher levels of self-esteem and confidence as measured by better grades in school, decrease in problem behaviors, increased accomplishmem in sports, social activities, etc. 2) better health, body development 3) increased level of social skills 4) lowered stress and anxiety and increased acceptance 5) increased developmem of leadership traits 6) increased abstinence from smoking, drugs and alcohol 7) increased ability to work with peers from multi-cultural backgrounds. At risk youth are targeted for all of the above. 3. Describe how your program will coordinate with other agencies and organizations in providing similar services to this area, to compliment rather than duplicate their efforts. Where in Mendocino County are similar services provided and by whom? We will collaborate with other organizations such as Boys and Girls Club of Ukiah and SPACE and other multi-cultural organizations to bring children who are at risk and low income into this program. These are children tmable to afford or attend other organized activities. 4. Describe your proposed project budget. Budget is attached. More than half of our budget is represented by in-kind services. Budget includes Stipend for Director, Facility Rental, Cost for 30 participants, Assistant Instruction Fees, Office (Breakdown)/Outreach, Insurance, Registration and Uniforms. 5. Describe the current sources of your organization's funding. We perform yearly fundraisers and rely upon donations from the community at large. We are newly formed and it is difficult to get grants to qualify because we have not yet been granted fimds. 6. If you have received funding from the City of Ukiah in prior years, please indicate for what years and for how much. We have never received funding from the City of Ukiah. 7. What is the average rate of pay for hourly employees? $10.00 per hour. . Please describe in detail the project or activity you are requesting funding for. . Describe to what extent your project will specifically affect, serve, and benefit City of Ukiah residents and the specific needs within our City that your proposed project addresses. . Describe how your program will coordinate with other agencies and organizations in providing similar services to this area, to compliment rather than duplicate their efforts. Where in Mendocino County are similar services provided and by whom? . Describe your proposed project budget (specify revenues, by sources, as well as expenditures, by type). 5. Describe the current sources of your organization's funding. If you have received funding from the City of Ukiah in prior years, please indicate for what years and for how much. 7. What is the average rate of pay for your houdy employees? 4:Can:FundApp.801 Thank you for completing this application! -2- SECRETARY OF STATE'S OFFICE 1914429 CORPORATION DIVISION I., TONY MILLER, Acting Secretary of State of the State of California, hereby certify' That the annexed transcript has been compared with the corporate record on file in this office, of which it purports to be a copy, and that same is full, true and correct. IN WITNESS-WHEREOF, I execute this certificate and aSx the Great Seal of the State-of California this OCT 11 I~4 Acting Secrct~tt:v .f SEC/STATE FORM CE-107 (rEX, 2/94) ~" 9.4 25~7~ -1914429 FILED in 'i;~c o{Hce of the Secretary of Stale of the Sto'¢e of California OOf 5 1994 TOtlY MILLER, Acting Secretary el Slat~, · A 0~1 ~ fornia Public ~eneftt Corporation ARTZqr. F.$ OF NCO ORA ON The name of this Corporation is Redwood Empire Aikikai. Redwood Empire Aikikai is a Nonprofit Public Benefit Corporation, and is not organized for the private gain of any person. It is organic, ed under the California Nonprofit Public Benefit Corporation Law for charitable purposes. The specific purposes for which Redwood Empire Aikikai is organized are to educate the general public in A]~ido and other related art forms. ~ne means of providing such education includes, but is not limited to, sponsoring workshops, clinics, classes, seminars and conferences on Aikido, Self-Defense, Personal Development, and other related subjects, and by providing scholarships to these and similar even-ts. - The name and address in the State of California of the initial agent for service of process is: Hugh McAvoy, 782 Waugh Lane, Ukiah, California, 95482. a) Redwood Empire Aikikai is organized and operated exclusively for educational and charitable purposes within the meaning of Section 501(c)(3) of the Internal Revenue Code. b) Notwithstanding any other provisions of these Articles, Redwood Empire Aiklkai shall not carry on any activities not permitted to be carried on by: 1) a corporation exempt from federal income tax under Section 501(c)(3) of the Internal Revenue Code; or 2) a corporation contributions to which are deductible under Section !70(cX2) of the Internal Revenue Code. c) ~o substantial part of the activities of this corporation shall consist of carrying on propaganda, 'or otherwise attempting to influence legislation, and the corporation shall not participate or intervene in any political campaign on behalf of, or in opposition to, any candidate for public office. Rk'n~WOOD EMPIRE AIKIKAI ARTICLV. S OF INCORPORATION PAGE TWO The property of Redwood Empire Aikikai is irrevocably dedicated to educational and charitable purposes, and no part of the net income or assets of the organization shall ever inure to the benefit of any director, officer, or member thereof, or to the benefit of any private perso~ On the dissolution of Redwood Empire A~]~ai, its assets remaining after payment of all debts and liabilities shall be distributed to a nonprofit fund, foundation, or corporation which is organized and operated ex.clusively for educational and charitable purposes, and which has established its tax exempt status under Section 501(c)(3) of the Internal Revenue Code. The names and addresses of the persons appointed to act as the Initial Directors of Redwood Empire Aikikai are: Hugh McAvoy Michael Kisslinger Carol Marrington P.O. Box 513, Ukiah, CA 95482 2399 N. State St., Ukiah, CA 95482 P.O. Box 2, Ukiah, CA 95482 ~ SIGNATURE o^vo We, the above mentioned Initial Directors of Redwood Empire Aikikai, hereby declare that we are the persons who executed the foregoing Articles of Incorporation, which execution is our act and deed. Carol Marrin~ton PROPOSED BUDGET FOR COMPASSIONATE PREVENTION AWARENESS PROGRAM BUDGET for SlX Total Budget City of Ukiah In-Kind Funds MONTHS Grant January through June 2002 Project Expenses Stipend for Director $2,250.00 $1,250.00 $1,000.00 Facility Remal for Six $1,440.00 $1,000.00 $ 440.00 momhs Cost per Child for Six momhs $240.00 Total Cost for 30 children $7,200.00 $1,800.00 $5,400.00 Assistant Instruction Fees $720.00 $ 720.00 Office $300.00 $ 300.00 (Breakdown)/Outreach: Certificates $50.00 $ 50.00 Insurance & Registration (Per child) $35.00 Insurance & Registration $1,050.00 $1,050.00 for 30 Children for Six Months Uniforms (Gi's) Per Child $30.00 Uniforms (Gi's) $900.00 $ 600.00 $ 300.00 TOTAL: $13,910.00 $5,000.00 $8,910.00 CITY OF UKIAH COMMUNITY ORGANIZATION APPLICATION FOR FUNDING AUGUST 2001 Application/Organization: Saturday Afternoon Club Date: 9/14/2001 Address: PO Box 505, Ukiah CA 95482 Executive Director: Alice Oakley, President Phone: 467-8229 Name of Contact Person: Susan J Sparrow Phone: 467-8229 Profit X Non-Profit Date Incorporated: 1/16/73 How long has your organization been in existence? 97 years Does your agency have an Americans with Disabilities Act Plan? __ Yes _X No Project Title: Wheelchair ramp and landscape for building Project Location: 107 South Oak St., Ukiah, southwest comer Location(s) of additional facilities operated by our organization: none Description of total agency activities or services provided: We are a women's service club founded to promote literary, educational, social and civic betterment of the community. We sponsor programs through our meetings with guest speakers, entertainment, and forums open to all women. We are a sponsor to several programs, including Civic Light Opera, Nuestra Casa, Waldorf School of Mendocino. We own a historic building that we make available to all non-profits, government agencies, as well as rent out to the community at large. Our main service to the community is in maintaining and making available this valuable resource. Amount requested: $1500 Total Project Cost: $6000. 1. Please describe in detail the project or activity you are requesting funding for. For the past 2 years we have been looking at ways to make our building accessible to all peoples with disabilities. Because we do not want to alter the looks of this historic building, we have looked at the possibility of an electric lift like the one in the Ukiah Conference Center. Due to the cost, we have decided the best approach is a redwood ramp. It will be necessary to remove a 70 year old redwood tree that has begun to lift the front porch and affect our foundation. 2. Describe to what extent your project will specifically affect, serve, and benefit City of Ukiah residents and he specific needs within our City that your proposed project addresses. Providing a wheelchair ramp will enable all residents of the City to take advantage of public and private events, classes, benefits, and Club activities held at the building. City and county government agencies have been unable to use the building for meetings due to the lack of wheelchair accessibility. 3. Describe how your program will coordinate with other agencies and organizations in providing similar services to this area, to compliment rather than duplicate their efforts. Where in Mendocino County are similar services provided and by whom? While there are numerous buildings available in the area, the Saturday Afternoon Clubhouse is not only an historic building, it is centrally located and it is affordale. For 97 years this building has served the community, except the disabled population. 4. Describe your proposed project budget (specify revenues, by sources, as well as expenditures, by type). Permits: / ~. The project will involve the removal of a redwood tree. Work on front porch to join the ramp: $250 Landscape plants including a replacement tree: $500 Lumber and help with tree removal: We are negotiating with Mendocino Redwood · ' ' ' Products, who have expressed a willmgt~o~elp us. Construction: We are in contact with an Eagle Scout Troup who would do the construction work and get the approved plans. 5. Describe the currem sources of your organizations funding: Dues, remals, grants, donations, and fundraisers. See attached financial statemem. 6. If you have received funding from the City of Ukiah in prior years, please indicate for what years and for how much: None 7. What is the aveage rate of pay for your hourly employees? None Thank you for completing this application! SATURDAY AFTERNOON CLUB FINANCIAL REPORT May 1, 2000 - April 30, 2001 INCOME Rentals Classes Dues Fundraising General Building Piano Libraries 2000 Miscellaneous Loan Savings Phone refund Return cash from FR Total 12215.00 2306.27 575.00 311.00 1061.00 3398.00 113.00 4000.00 2000.00 59.07 150.00 26,243.34 EXPENSES Building Maintenance/supplies Garbage Water/electric Oil Repairs Building improvemems Taxes Insurance Phone (80%) Office expense - Advertising Loan payment Refunds of cleaning deposits Subtotal 2252.69 887.40 1816.52 785.16 775.21 10584.29 569.46 2761.00 478.10 375.15 1170.00 1525.00 23979.98 Club Office expenses Phone Supplies Donations Entertainment expenses Fundraiser expenses Subtotal Total 327.59 119.63 322.86 130.00 39O.24 588.92 1879.24 25859.22 Profit/loss 384.22 CITY OF UKIAH COMMUNITY ORGANIZATION APPLICATION FOR FUNDING AUGUST 2001 Application/Organization: Senior Companion ProgramDate: 9/10/01 Address: 413 North State Street: TTk-~ oh; cA 95482 Executive Director: Eileen Bostwick Phone: 462-1954 Name of Contact Person:' Title of Contact Person: Phone: ~Profit x Non-Profit Date lncorporated Corporation for National Service founded in 1993 Senior Companion Program, (please attach evidence) Administered through NCO Has been operating in Mendocino County since March, 2000 How long has your organization been in existence? Does your agency have an Americans with Disabilities Act Plan? X ...... Yes No Project Title: Project Location: Senior Companion Program 413 N~rth State Street, Ukiah, CA 95482 Location(s) of additional facilities operated by your organization' None Description of total agency activities or services provided: Eileen Foster through Bostwick directs both the Senior Companion Program and Grand Parent Program. Both projects are administered North Coast Opportunities the Amount requested: $5, ooo Qr Companion Pro~ram Only) Project Cost $6 3,9 7 4' o Senior Companion Program Please describe in detail the project or activity you are requesting funding for. Please see Pages 1-2 . Describe to what extent your project will specifically affect, serve, and benefit City of Ukiah residents and the specific needs within our City that your proposed project addresses. Please see Pages 2-4 , Describe how your program will coordinate with other agencies and organizations in providing similar services to this area, to compliment rather than duplicate their efforts. Where in Mendocino County are similar services provided and by whom? Please see Page 5 , Describe your proposed project budget (specify revenues, by sources, as well as expenditures, by type). Please see Pages 6-8 5. Describe the current sources of your organization's funding. Please see Page 9 . If you have received funding from the City of Ukiah in prior years, please indicate for what years and for how much. Please see Page 9 7. What is the average rate of pay for your hourly employees? Please see Page 10 4:Can:FundApp.801 Thank you for completing this application! Candace Horsley, City Manager 300 Seminary Ave. Ukiah, CA 95482-5400 Sharon Dory (707) 463-1410 660 Capps Lane Ukiah, CA 95482 Re: Senior Companion Program Grant Request for $5,000 I became acquainted with this program because I visit people who are alone and koolated due to age or illness. In an attempt to find someone to visit an elderly woman who lives alone while I was out. of town, I contacted numerous "Senior Services" agencies. What I found was that there are many agencies that provide '¥eferrals". But this is the only program that provides services to people who have 'Tallen between the cracks". Due to the dedication of those involved with the program in our community, it is being operated on a mini~ule budget. The program provides at least 31,200 hours of enriched quality of life within our community on an annual budget of less than $64,000. Each of the 15 program volunteers average 20 hours per week, 52 weeks per year. Not only are the lives of each of the 90 program patrons enriched, but the life experiences of the volunteers who are enabled to provide services through this program are enhanced as well When I attended the monthly volunteers' meeting in July, I was impressed with the enthusia~m of the program staff and volunteers~ They are serving people who are not ~ed through Ho~ice, but who are encountering similar issues and have identical needs. The Senior Companion Volunteers ex'pressed a need for training in dealing with negative attitudes and depression that they consistently encounter in the people they ~ .qerve. This grant request includes $1,000 for ongoing training to address these issue~ Since the program volunteers are all seniors, issues such as illness, family emergencies, and vacations arise. This grant request includes $4,000 to allow for one alternate Senior Volunteer position for one year. Frequently, the Senior Volunteer is the client's only social contact. In addition, clients ot~en depend upon their volunteer to get to the grocery store or to medical appointments. When a volunteer is ill or on vacation, or when there is an unforeseen emergency, there is currently no one to cover. I am writing this grant request as a volunteer. Normally, Senior Companion Program Director Eileen Bostwick would review the request before its submission. However, she is on leave until September 17, 2001. Since the grant request deadline is September 14, 2001, she will not have an oppommity to review this request before it is submitted. This program facilitates and encourages community involvement. It serves to enhance both the quality of life experience of volunteers and the health and safety of the clients. Thank you for your consideration in this matter, Sharon Dory, Volunteer Grant Request Writer 1. Please describe in detail the project or activity you are requesting funding for. The Senior Companion Program is administered through North Coast Oppommities, Inc. Currently, 15 Senior Companion Volunteers visit and mentor approximately 90 patrons in Mendocino County. The Senior Companion Program affords low-income, older individuals the oppommity to provide personal assistance and companionship to other older individuals through voluntoor s~rvice. All Senior Companion volunteers are age 60 or older. They serve adults with physical, emotional, or mental health limitations in an effort to achieve and maintain their highest level of independent living for as long as possible. The program especially focuses on older persons who have difficulty with daily living tasks. Senior Companion volunteers oRen assist their patrons with medical transportation, shopping, and other tasks. At an annual COst per volunteer of only $4,000, each volunteer spends an average of 20 hours per week providing supportive services. In addition to an hourly stipend ($2.55 per hour), senior volunteers receive training (including CPR); accident, personal liability, excess automobile insurance coverage; assistance with the cost of transportation (reimbursed at .20 per mile), an annual physical examination; recognition; newsletters, support and, meals (as feasible) during their assignments. These benefits serve to enhance the quality of life for the senior volunteers, as well as the quality of services rendered. The program is currently operating with 15 volunteers. However there are lengthy waiting lists for both potential volunteers and potential patrons. Senior Companion Program History in Mendocino County The Corporation for National Service, created in 1993, provides opportunity for individuals to improve their communities through service. The National Senior Service Corps provides oppommity for Americans age 55 and older to conm~bute their skills and experience within their communities. In Mendocino County, the Senior Companion Program (SCP) and the Foster Grandparent Program (FGP) are both administered through North Coast Oppommities under the Directorship ofEileen Bostwick. Eileen Bostwick, who has administered the FGP program for more than 11 years, applied for funds to implement the SCP as soon as funds were available from the state (in February, 1999). By November 1999, the Senior Companion Volunteer Coordinator was hired. Volunteers were selected and trained in February and March 2000. Eileen Bostwick has continued to function as Director of this program, even though she had a full-time job serving as FGP coordinator prior to the implementation of the SCP in Mendocino County. While she writes all of the grants to obtain funding for the Senior Companion Program, represents the program before the board, acts as community liaison, and personally supervises all staff, less than 3% of Senior Companion Program fimds are used to pay her salary and fringe benefits (See Page 10). 2. l)escribe to what extent your project wffi specifically affect, serve, and benefit City of Ukiah residents and the specific needs within our City that your proposed project addresses. Program patrons are disabled community residents whose needs are not being met through existing programdservices. The program provides low-income volunteers an opportunity to be of service within their community without incurring personal expense, They enjoy socializing with other volunteers and experience personal growth and satisfaction through providing supportive, individualized volunteer services to their patrons. The Senior Companion volunteers serve patrons in order to: a. Asfia in preventing or delaying institutionalization of adults with mental, emotional, and/or physical impairments who need outside assistance to achieve and maintain their fifllest potential to manage their lives; bo Provide care to households in which the burden of care for aged persons rests with household members who find it difficult to provide the level of support needed to prevent institutionalization; c. Assist t~nninally ill persons. Some example of Senior Companion activities include: a. Personal Care (1) (2) (3) (4) (5) (6) (7) (8) Feeding, dressing, grooming. Assisting client with walking, getting out of bed, getting to bathroom_ Assi~ .qJng with medical or physical therapy and/or monitoring medication. Accompanying a person to a doctor or nurse for treatment. Providing grief support. ~g in reality orientation/awareness. EncouraQng exercise,, taking walks with client, providing information on exercise or recreation. Providing transportation. b. Nutrition: (1) Preparing food, planning meals, doing light grocery shopping, labeling, and organizing food. (2) Providing health or nutrition information. (3) Accompanying client to a nutrition site. C. Social/Recreation (2) (3) (4) Providing companionship, talking, 1L~ening, cheering up, and playing games or cards. Providing peer rapport. Fostering client contact with family and friends. Accompanying client to a recreational or social event. d. Home Management (2) (3) (4) (5) (6) Light shopping, doing errands. Writing letters, reading, and filling out form~ Doing light housekeeping. Doing light gardening. Assisting with money management, helping budget funds. Making non-strenuous home repairs or weatherization improvement~ e. Information and Advocacy: (1) Providing information about, community services, eligibility for services. (2) Helping clients receive a needed service (food stamps, visiting nurse, Supplemental Security Income, Medicaid, Medicare, etc.) (3) Brining unmet needs to the attention of community leaders, volunteer stafl~ and other care providers. Respite Care Assisting homebound clients served by caregivers who are in need of respite care to prevent a breakdown in household capab'fiity. In addition, the S~ior Companion volunteers and our commumity at large benefit because volunteer participation: Encourages the volunteers to reco~tmize and take pride in the value of their .service to the community. Provides Senior Comp_anions opportunities to serve in leadership roles and develop leader~ skills that enhance the project. Acknowledges and values the strengths and skills of Senior Companions through insuring that assignments are challenging and match the their interests and abilities. The Volunteer Coordinator conducts field visits to patrons and annual reviews with each patron. This review provides oppommity to gather information to assess program needs and effectiveness. The Volunteer Coordinator informs the Program Director of issues/needs that arise, with both volunteers and patrons. Monthly training meetings provide a forum to identify and address issues encountered by Senior Companion volunteers. These issues are addressed through training, monthly meetings, and monthly newsletters. 3. Describe how your program will coordinate with other agencies and organi?ations in providing similar services to this area, to compliment rather than duplicate their efforts. Where in Mendocino County are similar services provided and by whom? No other comparable services are provided in Mendocino County. A free-person volunteer Advisory Council, recruited primarily from other local public human services agencies, is dedicated exclusively to serving the Senior Companion Program_ The Advisory Council works with the Program Director to explore resourceful ways to coordinate with other agencies that serve similar clientele; and to _enhance services, funding, and community awareness. The Senior Companion C~mmunity Advisory Group is comprised of people who are: } Knowledgeable of human and social needs of the community; } Comp_etent in the field of community service and volunteerism; } Capable of assisting with project assesgment, fund raising, public'ay, and program impact. )~ Interested in and knowledgeable of the capability of older adults; and )~ Representative of the demographics of Mendocino County. Member of the Senior Companion Advisory Council: 1~ Regularly attend and actively participate in meetings, ~ Actively engage in an on-going effort to assess chan~ng community needs and assist the program to meet those needs, } Advise of volunteer recmitmenffreco~wnition strategies, ~ Link the project with other community service resources, } Advise. on programming for impact, } Assess project accomplishments and impact, } Assist in developing non-federal resources, } Advise. on how trends in the community are affecting seniors, .~ Suggest ways the project can gain increased vira~bility/recognition in the community, } Help to draft an annual strategic plan, and set short- and long-range targets for fundraising. In addition, the Senior Companion Program Volunteer Coordinator works in cooperation with Social Services and other local agencie~ She serves as liaison with referring agencies and completes all required inter-agency paper work. 4. Describe your proposed project budget (specify revenues, by sources, as well as expenditures, by type). Salaries/Wages Director Volunteer Coordinator Total Sa!aries/VVages Item TOtals . SUbtota. lS ~ 'Totals ~se As % opera.o% !,323.00 2.07% 3.586.00 5.61% $ 4,909.00 7.67% Personnel Fringe Benefits Director FICA ~ 7:65% SU! $7,5OO*5.4% State Comp. Retirement @ .03% Health Insurance De~a! Life EAP LTD Total Director Fringe 10120 11.38 27.69 39.69 55.32 2.41 9,00 0.86 1.43 0.87 $ 249.85 Volunteer Coord. Fringe FI CA @ 7.65% SU! @ $7,000 St Comp Total Vol. Ceord. Fdnge Tota_! Perso_n_~e_! Fri_n_ge _Be_n Total Salaries.NVages & Fringe Ben. 274.00 194.00 75.00 793.00 ! ,2_4% 5,702.00 8.91% Consultants & Prof Fees Staff travel 2_,666_ _;67 mi! _e~_ ~ -3 800.00 1.25% __ Equipment Computer supplies/repairs $ 300.00 0.47% Supplies $ 300.00 0.47% Training Printing/Copying $ e:~4.00 1.01% Telephone/Fax $ 600.00 0.94% Postage & Delivery. $ - Rent & Utilities NCO Rent @ $79.95 Mo UHaul Storage @ 25 Mo Tota_! R_e _n_t/_ Ut_i!!ties Expense Category Volunteer Support Advertisement Recruitment, Videos Orientation/Training Mat. Total Vol. Support Cost for NCO Sponsorship CDA Gm~ Less Volunteer Support NCO Sponsorship fee @ .08 Cost for NCO Sponsorship ~ .08 Subtota! before Volunteer Exp. Volunteer Expenses (start-up Year) Stipends $2_:_55_ Hou__r!y _x !, _CH4_ _ hou_m Total Stipends Meals 3625 provided ~ $1.22 per meal, average Me_a! To~! Uniforms/Name Tags Insurance: Older Americans Volunteer Program Insurance package purchased through CIMA To*a! Insurance Recognition: Annual Rec. Luncheon, Certificates, Get Well/Birthday etc. Tot_a! R_ _ec~x:j_ nition Volunteer Travel 22,500 miles @ .2 per mile Total Volunteer Travel Item Totals Subtotals $ 63,974.00 $(51,179. CX;)) $12,795.00 39,933.00 4,423,00 $ 500.00 175.00 728.00 $ 4,500.00 $ 2_,! 89._00 Totals $ 1,258.00 ~ 1,002.00 $12,795.00 3:42_% Expense As % Of Operations ! .97% 1.57% 20.00% 62.42% 6,9!% 0.78% 0.27% 1.14% _ _ 7.03% New Volunteer Physical Exams $ 460.00 0.72% lnservice Meetings, Fingerprinting, Total Volunteer Expenses Tot.a_! Progra_m Cost_ 460.00 0.72% ~51,179.00 80.00% $63,974,00 !00,00% CDA Funds Non-CDA Funds City of Uldah Beulah Foundation Sout___h Uk_i_ah Rot_a_ry Willits United Methodi~ VVomen Total Non-CDA Funds Total Income $53,781.00 84.07% ~,ooo.~ $!68.__00 ~5.00 ~!0,193.00 $63,974.00 15.93% 100.00% 5. Describe the current sources of your organization's funding This grant request is to supplement funds already obtained through State and Federal grants. ~During the first full year of operation (7/30/00 - 6/30/01), CDA funds accounted for 84.07% of total funds. Even in its first full year of operation, this program managed to acquire 15.93% of its total budget from organizations that recognize, the double-edged effectiveness of the program in enhancing the quality of life for both program volunteers and patrons. (Please see preceding budget). 6. If you have recei'ved funding from the City of Ukiah in prior years, please indicate for what years and for how much. The Senior Companion Program has not previously received fimding from the City of 7. What is the average rate of pay for your hourly employees? ~Th~ S _~ai.'_or Co__mp_ _a_ni_'_on Vo!un_te~r Coord'mator is the program's only hourly ~mploye~. She is paid at the rate of $9.02 per hour. Following is a full disclosure of the program's total payroll expense: category ~nem r°%s Subtotats rotors Expense As % Of Opera~fons Salaries/Wages Director Salary Director Fringe Benefits FICA @ 7.65% $ SU! $7,~'5.4% $ State Comp. $ Retirement @ ,03% $ Hea!th ! n~.~J, rance $ Vision $ Life $ ~,P $ LTD Total Director Fdnge Total Director Salary & Fringe Benefits 101.20 11.38 27.69 39.69 55.32 2.41 9.00 0.86 1.43 0.87 $ 1,323.00 2.07% 249.85 $ 1,572.85 2.46% Volunteer CCoo~rdip~tor Payroll Volunteer Coord. Fdnge RCA @ 7.65% SU! @ $7, _oq0_ _ St Comp Total Vol. C~a.rd. Fdnge Total Vol. Coord. Pay & Fringe Ben Total SCP Payroll & Fringe Ben Exp. Total SCP Budget 274.000_ 194.00 75.00 $ 3,58.6.00 5.6!% 29.00 6.45% 5,701.85 8.91% $-'33,974.00 100.00% 10 CITY OF UKIAH COMMUNITY ORGANIZATION APPLICATION FOR FUNDING AUGUST 2001 Application/Organization: Address: /~ ~ ~ ~ ~ Director: ~ ~ Date: q-Ir.- O/ Phone: Name of Contact Person: ,_~) h ~..v ~ S h & ~ Title of Contact Person: ~ £~,(~. g; ..,r o_. e~{z3y'-- ~ Profit ~/Non-Profit Date Incorporated Phone: (please attach evidence) How long has your organization been in existence? Does your agency have an Americans with Disabilities Act Plan? ¥~es~ Project Title: .4b ~q? I~Q.', 0~1 Project Location: No Location(s) of additional facilities operated by your organization: Description of total agency activities or services provided: Total Project Cost $ ~ q-~O, -- , Please describe in detail the project or activity you are requesting funding for. , Describe to what extent your project will specifically affect, serve, and benefit City of Ukiah residents and the specific needs within our City that your proposed project addresses. , Describe how your program will coordinate with other agencies and organizations in providing similar services to this area, to compliment rather than duplicate their efforts. Where in Mendocino County are similar services provided and by whom? , Describe your proposed project budget (specify revenues, by sources, as well as expenditures, by type). 5. Describe the current sources of your organization's funding. o If you have received funding from the City of Ukiah in prior years, please indicate for what years and for how much. 7. What is the average rate of pay for your hourly employees? 4:Can:FundApp.801 Thank you for completing this application! Mcndocino County Special Olympic.? 2~35 ¥"isla Vcrdc Road, [_[kiah, (7/\ %482 · Phone/Fax: 707-468-1282 www.,:;() tic.oil[ 1. Special Olympics aquatics training. We have approximately 20 athletes that attend uatics training, four of which are in wheelchairs. We are in need of a pool chair to assist our wheelchair athletes in and out ofthe pool. We would also use the funding to help purchase bench warmer jackets. Training begins evenings in mid March, and takes place at the Ukiah High School pool, although the pool is heated the air is not. Our athletes have been very courageous battling the cold wind while getting in and out of the pool. 2. Special Olympics provides a year round sports program for children and adults with disabilities. At this time we have over 150 registered athletes within the City of Ukiah. Our program promotes physical fitness; helps build self-esteem, confidence and a feeling of accomplishmem. 3. There are no other programs in this area that provide sports for individuals with disabilities, until Special Olympics people with disabilities were not afforded the opportunity to participate in individual or team sports. We work along with Ukiah Valley Association for Habilitation and Redwood Coast Regional Center. At this time U V A H helps provide transportation for the athletes to get to basketball training in Redwood Valley and R C R C vendors the rental vans we use to get to our out of town competitions. 4. We would like to purchase equipmem for our aquatics program this coming year. Money used for our aquatics training and cornpetRb~ comes from the aquatic coaches Tiburon swim pledges. One Sunrise Quickie Breezee shower/pool chair approximately $850.00. Twenty bench warmer jackets approximately $80.00 each $1600.00. The use of the Ukiah High pool is an in-kind donation~ 5. Currem sources of fimding come from local fund ming. Such as on October 13,2001 we will be holding our first Soup-Off, the aquatic coaches recruit sponsors, and swim the Tiburon mile, we make and sell an athlete calendar, and we hold Tip-A-Cop events at local restaurants. 6. We received $1000.00 of grant money last year (2001). We used the grant money to help purchase Bocce Ball Uniforms. 7. Mendocino County Special Olympics is an all-volunteer program. Our aquatics program has 6 volunteer coaches and 6 assistants. Thank you for the opportunity to fill out this application. Created bx' the Joseph P. Kennedy Jr. Foundation .for the benefit o.f persons with mental retardation. INTERNAL REVENUE SERVICE DISTRICT DIRECTOR 2 CUPANIA CIRCLE MONTEREY PARK, CA 91755-7406 Date: ~D 0 6 ~9~ SPECIAL OLYMPICS NORTHERN CALIFORNIA INC 3480 BUSKIRK AVE STE 340 PLEASANT HILL, CA 94523 DEPARTMENT OF THE TREASURY Employer Identification Number: 68-0363121 Case Number: 956218004 Contact Person: TYRONE THOMAS Contact Telephone Number: (213) 894-2289 Accounting'Period Ending: December 31 Foundation Status Classification: '170 (b) (1) (A) (vi) Advance Ruling Period Begins: May 25, 1995 Ad,raDce Ru!i~g Period Ends: December 31, '1999 . Addendum Applies: No Dear Applicant: Based on information you supplied, and assuming your operations will be as stated in your application for recognition of exemption, we have determined you are exempt from federal income tax under section 501(a) of the Internal Revenue Code as an organization described in section 501(c) (3) . Because you are a newly created organization, we are not now making a final determination of your'foundation status under section 509(a) of the Code. However, we have determined that you can. reasonably expect to be a publicly supported organization described in sections 509(a) (1) and 170(b) (1) (A) (vi) . Accordingly, during an advance ruling period you will be treated as a publicly supported organization, and not as a private foundation. This advance ruling period begins and ends on the dates shown above. Within 90 days after the end of your advance ruling period, you must send us the information needed to determine whether you have met the require- ments of the applicable support test during the advance ruling period. If you establish that you have been a publicly supported ol~anization, we will classi- fy you as a section 509(a) (1) or 509(a) (2) organization as long as you continue to meet the requirements of the applicable support test. If you do not meet the public support requirements during the advance ruling period, we will classify you as a private foundation for future periods. Also, if we classify you as a private foundation, we will treat you as a private foundation from your beginning date for purposes of section 507(d) and 4940. Grantors and contributors may rely on our determination that you are not a private foundation until 90 days after the end of your advance ruling period. If you send us the required information within the 90 days, grantors and contributors may continue to rely on the advance determination until we make a final determination of your foundation status. If we publish a notice in the Internal Revenue Bulletin stating that we Letter 1045 (DO/CG) SPECIAL OLYMPICS NORTHERN -2- will no longer treat you as a publicly supported organization, grantors and contributors may not rely on this determination after the date we publish the notice. In addition, if you lose your status as a publicly supported organi- zation, and a grantor or contributor was responsible for, or was' aware of, the act or failure to act; that resulted in your loss of such status, that person may not. rely on this determination from the date of the act or failure to act. Also, if a grantor or contributor learned that we had given notice that you would be removed from classification as a publicly Supported organization, then that person may not rely on this determination as of the date'he or she acquired such knowledge. If you change your sources of support, your purposes, character, or method of operation, please. ~.~s..~ow.~o we can consider the effect of the change cn your'exempt status and foundation"status'.~ '..If.you. amend~your'~organizational document or bylaws, please send us a copy'of"the amended'document'or bylaws. Also, let us know all changes in your name or address. As of January 1, 1984, you are liable for social security taxes under the Federal Insurance Contributions Act on amounts of $100 or more you pay to each of your employees during a calendar year. You are not liable for the tax imposed under the Federal Unemployment Tax Act (FUTA) . Organizations that are not private foundations are not subject to the pri- vate foundation excise taxes under Chapter 42 of the Internal Revenue Code. However,. you are not automatically exempt from other federal excise taxes. If you have any questions about excise, employment, or other federal taxes, please let us know. Donors may deduct contributions to you as provided in section 170 of the Internal Revenue Code. Bequests, legacies, devises, transfers, or gifts to you or for your use are deductible for Federal estate and gift tax purposes if they meet the applicable provisions of sections 2055, 2106, and 2522 of the Code. Donors may deduct contributions to you only to the extent that their contributions are gifts, with no consideration received. Ticket purchases and similar payments in conjunction with fundraising events may not necessarily qualify as deductible contributions, depending on the circumstances. Revenue R=lln~ 67j246, published in Cumulative Bulletin 1967-2, on page 104, gives guidelines regarding when taxpayers may deduct payments for admission to, or other participation in, fundraising activities for charity. You are not required to file Form 990, Return of Organization Exempt From Income Tax, if your gross receipts each year are normally $25,000 or less. If you receive a Form 990 package in the mail, simply attach the label provided, check the box in the heading to indicate that your annual gross receipts are normally $25,000 or less, and sign the return. If you are required to file a return you must file it by the 15th day of the fifth month after the end of your annual accounting period. We charge a penalty of $10 a day when a return is filed late, unless there is reasonable Letter 1045 (DO/CG) SPECIAL OLYMPICS NORTHERN cause for the delay. However, the maximum penalty we charge cannot exceed $5,000 or 5 percent of your gross receipts for the year, whichever is less. We may also charge this penalty if a return is not complete. So, please be sure your return is complete before you file it. You are not required to file federal income tax returns unless you are subject to the tax on unrelated business income under section 511 of the Code. If you are subject to this tax, you must file an income tax return on Form 990-T, Exempt Organization Business Income Tax Return. In this letter we are not determining whether any of your present or proposed activities are unre- lated trade or business as defined in section 513 of the Code. You need an employer identification number even if you have no employees. If an employer identification, number was no~ entered o~ ~9ur application, we will assign a number to you and adviJe you of it. Please use that number on all returns you file and in all correspondence with the Internal Revenue Service. This determination is based on evidence that your funds are dedicated to the purposes listed in section 501(c) (3) of the Code. To assure your continued exemption, yo6 should keep records to show that funds are spent only for those purposes. If you distribute funds to other organizations, your records should show whether they are exempt under section 501(c) (3) . In cases where the recipient organization is not exempt under section 501(c[ (3), you must have evidence that the funds will remain dedicated to the required purposes and that the recipient will use the funds for those purposes. If we said in the heading of this letter that an addendum applies, the addendum enclosed is an integral part of this letter. Because this letter could help us 'resolve any questions about your exempt status and foundation status, you should keep it in your permanent records. If you have any questions, please contact the person whose name and telephone number are shown in the heading of this letter. Sincerely yours, Acting District Director Letter 1045 (DO/CG) CITY OF UKIAH COMMUNITY ORGANIZATION APPLICATION FOR FUNDING AUGUST 2OO 1 Application/Organization: Ukiah Community Center Date: September 13,2001 Address: c/o Ukiah Community Center 888 N. State St., Ukiah, CA 95482 Executive Director: Laura Golino de Lovato Phone: 462-8879 Name of Contact Person: Laura Golino de Lovato Title of Contact Person: Executive Director Phone: 462-8879 __Profit XXX Non-Profit Date Incorporated August 21, 1971 (please attach evidence) How long has your organization been in existence? 30 years Does your agency have an American with Disabilities Act Plan? __ Yes X No The UCC is not required to have an ADA Plan. However, we are committed to full access for person with disabilities and have an employment policy of accommodating disabled persons. We have been working with Communi~ Resources.for Independence to develop an ADA plan. Project Title: Cleveland Lane Communi _ty Garden and Park Project Location: City of Ukiah, off Cleveland Lane behind Sun House parking lot Location(s) of additional facilities operated by your organization: none Description of total agency activities or services provided: Programs provided by the Ukiah Communi~. Center include the Food Bank, Temporary Assistance Program, the Crisis Line, Homeless Prevention Program, Supportive Housing Program, Holiday Sharing Project, Injbrmation and Re. lkrral Services, and The Volunteer Center of Mendocino County (currently being expanded), clothes closet, employment training (thru partnerships with other agencies). Amount requested: $5,000 Total Project Cost: $10,384 le Please describe in detail the project or activity you are requesting funding for. The Cleveland Lane Community Garden and Park was begun in February 2001 after the Ukiah Community Center brought together imerested community members, neighborhood residents, volunteers and subcommittee members of the Mendocino County Hunger Task Force to idemify, plan and develop a community garden. The goal was to provide city residents with gardening space, create a venue for neighborhood and community development, provide fresh produce to UCC's Food Bank Program and to Plowshares, and create a hands on learning environment to educate our community members not only about gardening, but also about the connection between food production and hunger alleviation. The Ukiah Community Center negotiated with the City of Ukiah to use city property located behind the Sun House for this project, and also received a small grant from the City for this project. In April 2001 the cleanup of the site began. Both a park area (directly adjacem to Cleveland Lane) and the garden site (behind the Sun House parking lot) we cleared of brash, debris and trash by volunteers. The UCC established an account at the landfill on Vichy Springs Rd. to facilitate removal of trash and recycling of yard waste. Lampson Tractor and Mendocino Vineyard Company both donated staff and equipment to remove tree stumps and level the garden area. Throughout the spring, project volunteers cominued the cleanup and planning process. At the beginning of summer, planting began. There are currently 13 garden plots that are being worked, including a large "community plot" producing vegetables that are being brought to the UCC's Food Bank Program for distribution. Three additional plots are currently available, and there are plans tbr six more plots to be available in the spring of 2002. Donations of tools and supplies came from local vendors, individuals, and other agencies. Burpee Seeds donated a wide variety of seeds from the year 2000 line, and the cemetery district donated fill dirt for some raised beds. The City of Ukiah also facilitated the provision of water to the site. City residems who do not have garden space can access the garden portion of the project by either signing up for a plot, or by working on the community plot. City residents who want their own plot pay a $5.00 annual fee, and all participants sign a participation agreement (see attached). The park portion of the project is meant to be accessible to all city residents as a place to relax and enjoy outdoor space, similar to other parks in Ukiah. Residents of Olga Place and Cleveland Lane, especially children, have used to park area extensively due to its proximity to their houses and the small size of their yards. In addition to the participation of city residents, the Boys and Girls Club of Ukiah used the garden as a summer project, and several classes from the River Oaks Charter School will be working the community plot as part of their curriculum. This project has achieved its initial goal of transforming an abandoned piece of property that was a gathering place for homeless people and people using drugs and alcohol into a food producing, community building space that is also beautifying the area. Funding requested at this time from the City of Ukiah would again be used for water and insurance costs, but also would support an average of three hours per week for a Project Coordinator to oversee the project and its volunteers. This would provide the UCC with the opportunity to expand the project to include it as a permanent site for community service, rehabilitation and job training, to provide more thorough guidance and oversight to the project and its participants, to increase the number of agencies and their clients participating in the project and facilitate their participation, and to promote the project and increase its visibility and the number of participants. Describe to what extent your project will specifically affect, serve, and benefit City of Ukiah residents and the specific needs within our City that your proposed project addresses. Because the key participants in this project are residents of the City of Ukiah, this project directly and specifically serves those residents who are tending garden plots at the project site. In addition, the project serves the residents of the city who access the garden and park areas to take in the beauty of a growing garden, rest in the cool shade of the trees in the park area, and socialize with other community members. The project provides and will continue to provide fresh organic produce to those receiving food at the UCC's Food Bank program and at Plowshares, and the many agencies which receive fbod from our fbod buying program, such as MCAVN, the Ukiah Senior Center, and the Ford Street Project, to name a few. An additional and often undervalued benefit of this project is the donation of fresh flowers and foliage to the many people at rest homes, care homes and hospitals in our community. The project site will continue to be a venue for field trips and gardening classes and workshops. Gardening continues to be sited as a therapeutic tool for those recovering from illness, those with mental health issues, and has therapeutic benefits for all involved, including increasing social interaction. The Mendocino County Department of Mental Health brings many of its clients to the site as part of their treatment, and the site also provides those interested in volunteering in our community with an interactive and productive project. Describe how your program will coordinate with other agencies and organizations in providing similar services to this area, to compliment rather than duplicate their efforts. Where in Mendocino County are similar services provided and by whom? Coordination with other organizations has been underway since the project began, and continues. In addition to a number of community members and residents of both the adjacent neighborhood and the city, participation has come from the Mendocino County Department of Mental Health, the Alternative Service Program of Mendocino Lake Counties, the Boys and Girls Club of Ukiah, River Oaks Charter School, and the Mendocino County Hunger Task Force. The partnership has also included the Mendocino Environmental Center, Ukiah Farmers Market, Planting Earth Activation, and Ukiah Unified School District. Plans to include more members of the community in the project as it grows are in place. There are limited community gardening activities in the coastal area of Mendocino County, but because of distance issues, those projects are not available to Ukiah area residents. Some gardening projects are also being developed at schools within the Ukiah Unified School District, but participation in those projects is limited to students, parents and teachers at the school. The Cleveland Lane Community Garden and Park is currently the only community gardening project open to any resident in the city of Ukiah. 4. Describe your proposed budget (specify revenues, by sources, as well as expenditures, by OPe). Estimated Project Expenses (for one year) Project Coordinator ~$14/hr (incl ben.), avg. of 3 hrs/wk Water Insurance Publicity, outreach (donated by UCC ) Fencing, light equipment, small shed (donated) Tools, plants, seeds (donated) Total Estimated Project Expenses $2,184 $3,000 $3,000 $1,000 $1,000 $ 200 $10,384 Estimated Project Revenues (for one year) Cash donations Private Foundation grant City of Ukiah grant Participation fees (21 ~ $5.00 each) Publicity, outreach (donated by UCC) Fencing, light equipment, small shed (donated) Tools, plants, seeds (donated) Total Estimated Project Revenues $1,079 $2,OOO $5,OOO $ 105 $1,000 $1,000 $ 200 $10,384 Describe the current sources of your organization's funding. Contracts with the Mendocino County Department of Social Services for the Supportive Housing Program, MCDSS Shelter Grant, Federal Emergency Shelter Grant (thru the City of Ukiah), United Way, private donations, foundation grants, California State Department of Social Services, special events, Mendocino County Department of Mental Health, other. 6. If you have received funding from the City of Ukiah in prior years, please indicate for what years and for how much. (Please note - these are funds received directly from the City of Ukiah; pass through funding such as FESG or CDBG is not included.) 1988 $ 2,5OO 1989 unknow~q 1990 $ 3,500 1991 $ 2,500 1992 $ 5,000 plus utility discount 1993 $ 4,000 1994 $ 4,000 1995 unknown 1996 unknown 1997 unknown 1998 $ 4,460 1999 $40,000 (includes funding from the Redevelopment Agency) 2000 $15,000 (includes funding from the Redevelopment Agency) 2001 $ 1,000 What is the average rate of pay for your hourly employees? $9.54/hour plus benefits (including health, vision, personal leave, vacation, and sick leave) valued at 27% of wages. Name GARDEN REGISTRATION FORM Phone-home Address work City Age- 1. Have you ever had a garden before? Yes No 2. Didyouhaveagardenplotwithourprojectlastseason? Yes._. No_~ 3. If yes, would you like the same garden site location and plot this year? Yes No__ 4. If you would like the same or new garden site location, or are registering for the first time, please list your first and second choices. First site choice Second site choice 5. How many people will be gardening in your plot(s)? 6. Do you consider yourself an organic gardener (never use non-organic pesticides or chemical fertilizers)? Yes~ No 7. Please check areas you are most interested in volunteering for during the season. Note: Each plotholder is expected to volunteer two hours during the season to assist with site chores. staking plots site maintenance __phone committee construction projects __harvest festival fall cleanup 8. Plot fees: Prepayment is required and there is a limit of two plots per household. Special fees for limited income people are available by calling the project office. o Full-size plots ('~;;~;~) Half-size plots (;~ i~ ) # of plots @ ~'~/plot __ # of plots @g~/plot Tax deducl~ible contribution Total amount enclosed I (we) have read the community garden rules and regulations and understand that failure to meet the guidelines will result in loss of deposit and gardening privileges. signatures(s) 10. Please mail this form and your check or money order to the project office. Thank you. ._c~:~_ Ukiah Community Center 888 North State St. Ukiah, CA 95482-3410 CITY OF UKIAH COMMUNITY ORGANIZATION APPUCAT!ON FOR FUNDING AUGUST 2001 IY£IAH MOOSE LODGE #33%ate: SEI~T. Io~200I Application/Organization: CA. 95482 P.0 BOX ISI OR I282 SOUTH ~?,TATE ST LrKIAH~ Address: ADMIIISTRATOR BILL PATTERSON Executive Director: GOVERNOR JAMES D. SILVA Name of Contact Person: JAMES OR JOAN SILVA Title of Contact Person: COVERFOR 462-7806 LODG~; Phone: ~6,,p-2027 Phone: ~63-2027 Profit X Non-Profit Date Incorporated _ CH.~RTER I6 TH. DAy OF APRIL I966 (please attach evidence) 3 5 years How long has your organization been in existence? Does your agency have an Americans with Disabilities Act Plan? __ Yes ~__ No Project Title: Project Location: Location(s) of additional facilities operated by your organization: Description of total agency activities or services provided: OUR LHKIAH MOO iE BCDGE 0~'. AI(, ONGOING ~EGULAR DOES THE ?0LL~WI: G HAS ~YAH DII(~qER DANCES 0>~CE A 1,01'~TH ABOUT TEll] TIMES A YEAR EXCEPT t;',~ THE S~.2~ER, HAS A F~DRAIS~ BRE~FAST FOR THE SPECIAL ARE REOUESTIiD ~ YEAR AYD OTHERS A~~r~~s~$I ~-~ $i,000.oo" - ~500. 0 ' 005 I · 2~ UKIAH LODGE No. 336 P.O. BOX 151 UKIAH, CA 95482 THE LOYAI~ ORDER OF M00SE, WOM~.iI~ OF THE MOOSE DANCES FOR U.V.A.H. AND THE REPLACEMENT OF TtTE AGING BORROWED SOUND SYST~ USED FOR THE ABOVE· THIS OUR MAJOR PROJECT FO, R THE C0~;[MUNITY DURING THE YEAR A}~D RROVIDES A SAFE PLACE FOR UVAH AI',]D OTHER ORGANIZATIONS 3- TO OUR K},~0~LEDGE THIS SF~RVICE IS NOT PROVIDED ~ BY ANY OTHER 0RGA}~IZATION S AND IS ,~.]00RDINATED WITH SEVERAL OF THE GROUP HOMES I}[ THE AREA. 4. MONIES FROM EACH DIRrNER DANCE ~:~0LL OVER AND LET US BUY THE FOOD A}~D SODAS FOR THE }~EXT DAI"iCE. THERE IS LITTLE OR ?'0 PROFIT., THAT IS WHY ~fE ARE REQUESTI['~G HELP II~] REPLACIYG THE BORROWED SOU~D EQUIPMENT. · THE LOYAL 01{DER OF MOOSE IS ?UI~DED BY DUES OF ITS MEMBERS AND M0~,~IES F~0M ITS SOCIAL QUARTERS AND A~ RAFFLES AT THE LODGE AND DONATIONS FROM ITS MEMBERS. N.A. THERE IS ~.~0 PAID EMPLOYEES AT THE IrKIAH M00S[i LODGE. AS A SPECIAL ?,~0Ti:) TO ALL OF THE ABOVE. WE LET OUR LODGE TO BE USED BY MEMBERS FOR ?UNERAL SERVICES AND OTHER ORGANIZATIONS C,?,i A REQUEST BASIS . THE LOCAL HARL[i(Y 0W}~ERS Gi-ICUP WILL BE USII',iG THE LODGE ON OCT. 20TH. FOR A DAt"CE ?UI,[DRAISER TO BE~]~FIT DE-~BI~: THRASHER W:0 LOST _HER LEG IN AI,? ACCIDEYT 0~? JUNE 2I'~H 07 ?!'~IS YEAR. J "~ SILVA August 23, 2001 To all Interested Local Non-Profit Community Based Organizations: The City of Ukiah is pleased to announce that $30,000 has been appropriated from the 2001~'2 budget for the 'City's Non-Profit Community Based Organization Grants Program. We are requesting applications for funding of programs and projects that will benefit our community, which are not currently funded. Enclosed for your benefit is an application packet, which should be completed and submitted oo later than September 14. 2001, at 5:00 p.m. Since several groups are expected to apply and limited funds are available, it is suggested that each funding request be for a portion of the $30,000 available. Please be advised that only one application may be submitted per non-profit agency. A subcommittee comprised of two Councilmembers, the City Manager, and City staff will be reviewing all applications and will make a recommendation of funding allocations to the full City Council. The committee will give the highest points for a project/program that: 1) has a greatest limitation on funding resources; 2) addresses health, safety, and welfare issues; 3) has the greatest impact on the greatest number of needy residents; and 4) can show that efforts have been made to raise money in other ways. If you have any questions regarding the process or application, please do not hesitate to contact my office at 463-6213. Sincerely, (~'~' Candace Horsley ~ City Manager CH:ky Att. 4:Can:Lfum;I,801 300 sEMINARY AVENUE UKIAH, CA 95482-5400 Phone~ 707/463-6200 Fax~ 707i463-6204 Web'Adclress: www.cityofukiah.com , Please describe in detail the project or activity you are requesting funding for. e Descdbe to what extent your project will specifically affect, serve, and benefit City of Ukiah residents and the specific needs within our City that your proposed project addresses. . Describe how your program will coordinate with other agencies and organizations in providing similar services to this area, to compliment rather than duplicate their efforts. Where in Mendocino County are similar services provided and by whom? , Describe your proposed project budget (specify revenues, by sources, as well as expenditures, by type). 5. Describe the current sources of your organization's funding. . If you have received funding from the City of Ukiah in prior years, please indicate for what years and for how much. 7. What is the average rate of pay for your hourly employees? 4:Can:F~.801 Thank you for completing this applicationl ,,!xx,$ ~a!untumoD puc sanleA XI!ure~I o~ pa~!mmoD ~al~alS~N aSOOlAI qe!~lFl Ukiah Moose Lodge #336 P.O. Box 151 1282 S. State St. Ukiah, Ca. 95482 · P~ki Pe~ No. 93 t~ ~ ~ ~ ~ ~ .. 0 o Z . 0 OZ mOo oo o ' ~ ' 0 ~ ~ ~ .... ~0o O~ ~0 g ~ o g~ o o o ' ' '~ - OZ 0 o ~ ~o ~ o o8 ~ ~ o ox. ~~~ ~ x ~ ~Oo ~< Z 0 0 0~ Z o ~0 ~0 AUTUMN BALL SWAY TO THE MUSIC OF TI-IE WAYNE MILLER BAND SUNDAY, SEPTEMBER 23, 2001 1:00 P.M. TO 5:30 P.M. FINGER FOODS UKIAH MOOSE LODGE 1282 SOUTH STATE STREET 462-7806 PRE - SALE TICKETS AVAIhAB h [ -~ ~D0 · ~ § ~ o c~ 0 'State of California Bill Jones Secretary of State STATEMENT BY DOMESTIC NONPROFIT CORPORATION 1. DO NOT ALTER PREPRINTED NAME. IF ITEM 1 IS BLANK, PLEASE ENTER THE CORPORATE NAME AND NUMBER. C0517021 MU DUE DATE 10-31-OO O1265N UK[AH LODGE NO. 336, LOYAL ORDER OF nOOSE. [NCORPORATED PO BOX 151 UK[AH. CA 95482 This Space For Fil,nq Use Only ZIP CODE 3 MAILING ADDRESS CITY AND STATE ZIP CODE P.O. Box .ISI Ukiah, CA. 95482 4. CHIEF EXECUTIVE OFFICER/ ADORE. SS CITY AND STATE ZIP CODE Sa~es D, Siiva 2260 S, State St,: Ukiah, CA, 95h82 5. SECRETARY/ ADDRESS CITY AND STATE ZIP CODE Bill E. Patterson 285 San Jacinta Dr. Uktah, CA. 95482 CHIEF FINANCIAL OFFICER/ ADDRESS CITY AND STATE Lloyd W. Cramer 1260 S. State St.#D Ukiah, CA. 9~482 CHECK THE APPROPRIATE PROWS~ON BELOW AND NAME THE AGENT FOR SERVICE OF PROCESS: [ ] AN INDIVIDUAL RESIDING IN CALIFORNIA I I A CORPORATIOI~WHICH HAS FILED A CERTIFICATE PURSUANT ;(~, %EC ;K)N ~505 OF THE CALIFORNIA CORPORAI'IONS CODE ZIP CODE 8 ADDRESS OF THE AGENT FOR SERVICE OF PROCESS IN CALIFORNIA. IF AN INDIVIDUAL CITY ZIP CODE CA 9. ~-~ THIS CORPORATION IS NOT AN ASSOCIATION FORMED TO MANAGE A COMMON INTEREST DEVELOPMENT (PROCEED TO ITEM ! t ) 10. THIS CORPORATION IS AN ASSOCIATION FORMED TO MANAGE A COMMON INTEREST DEVELOPMENT UNDER THE DAVlS-STIRLING COMMON INTEREST DEVELOPMENT ACT. (PROCEED TO ITEM 10A AND 10B) 10A. BUSINESS OFFICE STREET ADDRESS OR PHYSICAL LOCATION OF DEVELOPMENT. INCLUDING NINE-DIGIT ZIP CODE lOB .HAME ~NL, ADDI3ESS O¢ THE MANAGING AGENT 1 t I OECLARE THAT I HAVE EXAMINED THIS STATEMENT AND TO THE BES~ OF MY KNOWLEDGE AND BELIEF. IT IS TRUE. CORRECT. AND COMPLETE. TYPE OR PRINT NAME OF SIGNING OFFICER Oi~ AGENT ORIGIN~,L S~GNATURE TITLE DATE SO-100 (REV. t i/99) --' lO ;~" App,ove0 by Secretary ct State CITY OF UKIAH COMMUNITY ORGANIZATION APPLICATION FOR FUNDING AUGUST 2001 Application/Organization: :?/~/o,~ ~c:)~ I © f C~/4~./~ Date: Address: ~-'//~ ~ Executive Director: Name of Contact Person: Title of Contact Person: Phone: Profit c-'""Non-Profit Date Incorporated Phone: C~ ' (please attach evidence) How long has your organization been in existence? ~ c~ ~,,A , Does your agency have an Americans with Disabilities Act Plan? //Yes Project Title: __ "'~ 0 d. c~ ¢ cb ~ y'~ --~_c, cb_~-2~ ~,~.~_. j. Project Location: ~/~--,/~ No Location(s) of additional facilities operated by your organization' Description of total agency activities or services provided: Amount requested: Total Project Cost $ '~' ~/ '~ c/~,~'~ -1- Please describe in detail the project or activity you are requesting funding for. The Ukiah Senior Center is requesting help to subsidize our Food Programs. In the last Fiscal year we had a $53,748.94 deficit within our food programs alone. At this time we have a $18,000 outstanding bill at Ritz Food from the last quarter of fiscal year 2000-2001 that we are unable to pay. Ritz is the primary source of food for our food program, and has stopped extending credit to us. We have now used all of our food resources up, or in plain words our cupboards are bare. To make matters worse our Federal grants (AAA) have been delayed for several months now, which means that there is not enough money to pay cash for food. The Seniors realize this and have started a group call the Treasure Hunters. This group has been searching the net for fimds, along with personally talking to local people/business and other organizations. In the last 2 months this group has brought in close to $4,000 fi'om doctor, lawyers, private citizen, The Elks, The Lions, retail stores and the seniors themselves. This volunteerism has educated and empowered the seniors to take control over their food program. It has also helped supplement the cash we now use to buy food. What we are looking for is help with the outstanding food bill of $18,000 so we can reopen our account at Ritz or another food distributor. I am the new Executive Director (2 months) and am working very hard at setting up protocols and monitoring the program to bring them within their budgets. In the past, the Center has absorbed these deficits by refinancing, using a line of credit and borrowing money. We are now fully extended, and face closing programs, cutting staffing, or in the worse case sernario closing the center itself. We need help now, and hope that the City of Ukiah will step forward with funding to help relieve the pressure of our outstanding debt and deficit. 2. Describe to what extent your project will specifically affect, serve, and benefit City of Ukiah residents and the specific needs within our City that your proposed project addresses. Incorporated as a non-profit in 1972, Ukiah Senior Center is a multi-service community-based organization with the purpose of enhancing and improving the quality of life for all Seniors in our Community. The Center provides numerous resources and social, health and recreational opportunities for Seniors and their families and caregivers. It is the intention and focus of all our programs to help local Seniors remain as independent as they can for as long as they can. The programs that have the highest impact on receiving support are: Home Delivered Meals Program: The Home Delivered Meals Program provided lunch and a friendly face to more than ninety homebound Seniors, five days a week, who are unable to prepare a meal for themselves. Meals are provided on a donation basis. No one will be refused services that are unable to contribute. Soups for Seniors: This is a new program, set to start October 1,2001. Unfortunately, hunger has no calendar or clock, and at the present time the Home Delivered Meals Program only provides meals Monday thru Friday. This Program will augment the food we deliver to keep homebound seniors with nutritious, easy to serve meals for weekends and holidays at no charge. Community Meals Program: Our daily Lunch Program is an opportunity for friends to come together and share a meal. Monday through Friday, at I 1:30 AM, a delicious, nutritious meal is served in Bartlett Hall. Meals are provided for Seniors on a donation Basis. Our "suggested donation" is $3.00. Non-Senior guests are welcome to dine for $4:00 per lunch. · Adult Day health Care Program: The Adult Day health Care provided day services for those who are recovering from an illness or struggling to maintain daily living skills. Ukiah Senior Center 1 Roughly 19% of the county's population are seniors. Within the next fire years they predict this rising to 25%. It is estimated that there are as many as 6500+ seniors in the Ukiah Valley Community. More and more seniors face the issue of diminishing capacity every day. This important service enables many to remain in their own home or come for meals and socialization and prevent the need for premature loss of independence and isolation. 3. Describe how your program will coordinate with other agencies and organizations in providing similar services to this area, to compliment rather than duplicate their efforts. Where in Mendocino county are similar services provided and by whom? The Senior Center works very closely with all of the other local advocacy organizations for Seniors. Many of those who make contact with the Center for help are already receiving services from another agency. Every effort is made to work closely with those agencies to ensure that the client's needs are met. There are, however, income and other eligibility criteria for most of the local service agencies for seniors. That leaves Ukiah Senior Center as the resource available to help those who are ineligible for other assistance due to income or other eligibility criteria. There are similar services offered by other Senior Centers in Willits, Round Valley, Ft. Bragg, Anderson Valley and point Arena. Describe your proposed project budget (specify revenues, by sources, as well as expenditures, by type). All moneys received will go directly into the food programs outstanding debt. Food Program 2000-2001 AAA (C1+C2) $ 65,485.00 Private Pay $ 1,139.75 Donati(ms $ 45,503.14 ADCFP $ 12,844.46 Payroll $' 47,336.45 Un/WC $ 7,380.36 Med/Den~m $ 5,967.28 Admin $ 22,182.42 Rent $ 27,720.0(] Food $ 63,830.48 Fees $ 1,233.95 Program Sup $ 814.08 Maintenance $ 195.96! Equip. Lease $ 2,060.311 Total $124,972.35 $178,721.29 Der~ $ (53,748.94] . Describe the current sources of your organization's funding. Food program: AAA, Private Pay, Donations, and ADCFP Other programs: Medi-cal, CCMC, MTA, RCRC and event revenue . If you have received funding from the City of Ukiah in prior years; please indicate for what years and for how much. · In 1998, we received $2500 from the City for improved pre-employment screening and training of in-home assistants for the elderly. In 1999, we received $3000 from the City to support the provision of information and Assistance services for Seniors, their families and caregivers. 7. What is the average rate of pay for your hourly employees? The average rate of pay for our hourly, on-site employees is $7.89 per hour, plus benefits. Ukiah Senior Center t State of California Bill Jones Sacramenlo, CA 94244-2300 .i' Secretary of State STATEMENT BY DOMESTIC NONPROFIT CORPORATION THIS STATEMENT MUST BE FILED WITH ,, CALIFORNIA SECRETARY OF STATE (SECTIONS 6210, 8210, 9660 CORPORATIONS CODE) THE $10 FILING FEE MUST ACCOMPANY THIS STATEMENT. COGG3??9 PB DUE DATE O8-31-96 UKIAH SENIOR CENTER, INC. 499 LESLIE ST UKIAH, CA 95482 01074N DO NOT ALTER PREPRINTED NAME. IF ITEM 1 IS BLANK, PLEASE ENTER CORPORATE NAME DO NOT WRITE IN THIS SPACE THE CALII~ORNIA CORPORATION NAMED HEREIN, MAKES THE FOLL~OWING STATEMENT 2.STREET ADDRESS OF PRINCIPAL OFFICE (IF NONE, COMPLETE 3-3B) qqq LeSL~f_ Sr. (DO NOT USE P.O. BOX NO.I 3. MAILING ADDRESS SC, mc SUITE OR ROOM ~UIT[ OR ROOM THE NAMES OF THE FOLLOWING OFFICERS ARE: 4. CHIEF EXECUTIVE OFFICER S. SECRETARY 6. CHIEF FINANCIAL OFFICER 2A. CITY AND STATE 3A. aA. STREET ADDRESS (SEE REVERSE SIDE) Nqq Le~J~{e 3¥. 6A. STREET ADDRESS (SEE REVERSE SIDE) kqq L¢~\~'e ,~. DESIGNATED AGENT FOR SERVICE OF PROCESS CITY AND STATE 4B. CITY AND STATE u~ac,.Y,, ~ 6A ZIP CODE 3B. ZIP CODE ZIP CODE q~q~2 5B. CITY AND STATE J 5C. ZIP CODE 6B. CITY AND STATE (ONE AGENT IS REQUIRED BY CALIFORNIA STATUTORY PROVISION. PLEAS[ READ ITEMS 7 AN{} 8 ON REVERSE SIDE OF FORM.) ZiP CODE 7. NAME 8. CALIFORNIA STREET ADDRESS IF AGENT IS AN INDIVIDUAL (DO NOT USE P.O. BOX) DO NOT INCLUDE ADDRESS IF AGENT IS A CORPORATION COMMON INTEREST DEVELOPMENT ASSOCIATION SEc,,ON ,3S0, ET SEQ., C,V,L COO[ 9. ~ THIS CORPORATION IS NOT AN ASSOCIATION FORMED TO MANAGE A COMMON INTEREST DEVELOPMENT (IF THIS BOX '5 CHECKED. PROCEED TO NUMBE-~ lO. THIS CORPORATION IS AN ASSOCIATION FORMED TO MANAGE a COMMON INTEREST DEVELOPMENT UNDER THE DAVIS-STIRLING ~ COMMON INTEREST D~VELOPMENT ACT. (IF THIS BOX IS CHECKED, COMPLETE IOA AND IDB.! lOA. BUSINESS OR CORPORATE OFFICE 108. NAME AND ADDRESS OF THE MANAGING AGENT DECLARE THAT IHAVE EXAMINED THIS STATEMENT AND TO THE BEST OF MY KNOWLEDGE AND BELIEF, I~T ISjTRUE CORRECT/AND COMPLETE. DATE TITLE TYPE OR PRINT NAME OF SIGNING OFFICER OR AGENT ' C~l/~ ln~ II~l~c~ SIGNATURE SECRETARY OF STATE CERTIFICATE OF STATUS DOMESTIC. CORPORATION I, BItJ. JONES, Secretary of State of the State of California, hereby certify: That on the 28th day of August , 19 72 U~IAH SENIOR CENTER, INC. became incorporated under the laws o/the State of California byfiling its Articles of/n- corporation in this office; and That no record exists in this office of a certificate of dissolution of said corporation nor'of a court.order declaring dissolution thereof, nor of a merger or consolidation which terminated its existence; and That 3aid corporation '~ corporate powers, rights and privileges are not suSPended on the records of this office; and That according to the records of this office, the said corporation is authorized to exer- cise all its corporate powers, rights and privileges and is in good legal standing in the State of California; and ~. That no information is available in this office on the financial condition, business activity or practices of this corporation. That sa±d corporation ±s organized under the General Non-Profit .Corporation Law. IN WITNESS WHEREOF, I execute this certificate and affix the Great Seal of the State of California this 9th day of May, 1995 BILL JONES Secretary of State SC-C/SI'ATE r--ORM CE-112 (REV. I-g5) 94 25216 ds CITY OF UKIAH COMMUNITY ORGANIZATION APPLICATION FOR FUNDING AUGUST 2001 Application/Organization: Address: ,~'--(~ y ~,,S~ ._ Executive Director: g Name of Contact Pers'o~ Titlo o~ Contact ~orsom ~~.¢~ ~rofit ~ ~on-~rofit Dato Incorporatod Date: ,one: Phone: (please attach evidence) How long has your organization been in existence? Does your agency have an Americans with Disabilities Act Plan? ~Yes __ Project Title' ¥"_~ / Project Location' No Location(s) of additional facilities operated by your organization: Description of total agency activities or services provided' Amount requested: $ /~0' C6 Total Project Cost $ )/,2z¢',,~.. C_~ 1. Please describe in detail the project or activity you are requesting funding for. , 2. Describe to what extent your project will specifically affect, se~e, and b~n~lit City of Uki~h r~sidents .nd th~ specific needs within our City that your proposed project addresses. 3. Describe ho~ your program will coordinate with other ~genoies organizations in providing similar se~ices to this area, to compliment rather than duplicate their effo~s. Where in Mendocino County are similar se~ices provided and by whom? 1 Describe your proposed project budget (specify revenues, by sources, as well as expenditures, by type). . . Describe the current sources of[your organization's fundin_a. If you have received funding from the City of Ukiah in prior years, please indicate for what years and for how much. . What is the average rate of pay for your hourly employees? 4:Can:FundApp.801 Thank you for completing this application! WHAT IS U.V.A.H. The primary purpose of U.V.A.H. is to help people with disabilities meet their full potential as individuals and productive citizens in our community by providing a wide range of services, a supportive environment, and by educating and involving the community in an effort to integrate people with disabilities into community life. At present, U.V.A.H. has three programs to achieve these objectives. 1. The Rural Adult Program (RAP) is a day training service for people with developmental disabilities. RAP provides training in self-care, domestic skills, community awareness, recreation/leisure skills and vocational development, enabling people to maximize their independence. 2. Mayacama Industries is a vocational training program serving people with disabilities. Mayacama Industries provides work training, job placement and support services, enabling people to maximize their work skills, habits and earnings in community-based employment. 3. Interpreter Services is a service that is available to people who need assistance in communicating. The service provides Spanish speaking interpreters. We are co-sponsored by the Ukiah Unified School District and accredited by the Commission on Accreditation of Rehabilitation Facilities. Referrals are accepted from individuals and private or public agencies. U.V.A.H. is working toward developing and implementing progressive training concepts which involve people with disabilities more and more in the normal life styles and activities of the community. This direction is intended to help achieve the purpose of helping people meet their full potential as productive citizens in our community. For more information about U.V.A.H. programs and services, please call us at (707) 468- 8824. ITEM NO. 9d AGENDA SUMMARY DATE' October 3, 2001 REPORT SUBJECT: DISCUSSION AND DIRECTION REGARDING WILLITS BY-PASS-- COUNCILMEMBER LARSON The Mendocino Council of Governments (MCOG) has scheduled an item on their agenda for Monday, October 1,2001, to discuss additional construction support funding for the Willits By- pass. Caltrans Director Rick Knapp, is proposing a delay to the construction schedule allowing more time to fund the project. Councilmember Larson, the City representative to MCOG, would like to discuss this item with the Council. RECOMMENDED ACTION: Discussion and direction to MCOG representative. ALTERNATIVE COUNCIL POLICY OPTIONS: N/A Citizen Advised: Requested by: Prepared by: Coordinated with: Attachments: N/A Councilmember Larson Candace Horsley, City Manager 1. MCOG Staff Report APPROVED: ~. Candace Horsley, City Manager 4/Can. AS R By- Pass. 801 MENDOCINO COUNCIL OF GOVERNMENTS STAFF REPORT Attachment # 9 Regular Calendar MCOG Meeting 1011101 TITLE: WILLITS BYPASS DELAY REQUEST SUBMITTED BY: Phil Dow, Executive Director DATE: 9/24/01 BACKGROUND: ~ ~ Caltrans District 1 Director Knapp is proposing a schedule delay to the Willits Bypass project. Please see attached correspondence dated September 4, 2001. In effect, Caltrans is proposing that construction and construction support funding be reprogrammed from 2003/04 to 2004/05. Caltrans argues that this would be a more realistic time frame, given the status of the environmental work to date. Caltrans proposes that this schedule change be submitted in conjunction with the 2002 RTIP this fall. I am placing this item on the agenda as a separate item for discussion, allowing Caltrans to provide information to MCOG regarding the need to delay this project. I did not want to .have this schedule change lost in the shuffle of approving the rest of the RTl? items · ACTION REQUIRED: None. ALTERNATIVES: None identifie, d. RECOMMENDATION: None. This is an informational item only. DEPARTMENT OF 'T/LANSPOI;['I'a'I'ION DISTKICT 1, P.O. BOX 3700 EUREKA, CA 95502-3'700 TDD Phone 707/445--6463 Phone: 707/445-6445 September 14, 2001 Mr. Phil Dow Executive Director Mendocino Council of Governments 367 N. State Street, Suite 206 Ukiah, CA 95482 Dear Phil: As we discussed on September 4, Caltrans will request of the California Transportation Commission (CTC) that the Willits Bypass be delayed in. conjunction with adoption of the 2002 STIP. We are proposing a delay of 16 months, 'which equates to a "Ready to List" for advertisement date of July 2005. 'While we are reluctant to delay the project, we want to assure that the expected delivery is realistic. I want to emphasize that Caltrans is strongly committed to the project. An Administrative Draft of the Environmental Impact Statement/Report was transmitted to the Federal Highway Administration (FHWA) in June 2001 for its review. We are awaiting formal comments so that we can complete the Draft and release it to the public. We hope to receive its comments within the next month. Once received, we expect to be able to release the Draft within one month. Please share this information with your Council. If you wish to discuss this, please call me. Sincere~ RICK KNAPP District Director c: Gordon Logan, Willits City Manager Atta~.hment B Page I of 2 PROJECT $CI{EDULE CH.~GE D!st-Co-l~tc-PM_ O1-Men-lO1-,T43.5/51.3 _ ]~A,,, 01-262000 _PPNo._0125F CURRENT PKOGKAMMBD DBLIVEP, Y COlv~T FOK R. TL: PKOPOSED RB¥ISION TO DELIVEKY COMlvlITMENT FOP, KTL: ... 7/.2005 1, WHAT WAS THE KBASON FOP, TI-lB'CHANGE? Ia November 2000, the adm~istralive Draft ~IR/BI$ revering full-lea~th ~lt~m.~tives w~ nearly complete. However, $40- $170 mill~on additiorm] funding wa~ needed lo fully fund ~ r~o of 4-1aze freeway almm;/ives. A~ ~h~ 11/16/00 PDT m~'tlnll, we presented concepts for phased itllm'natives tlmt were portio~ of the planned alternatives which could be initially and lenglhy 2-1~ floodway viaducts. Tho revenge w~ xeceived wa~ not' Supl~tliv~ of~l~ phased al~niative conce~, so reev~ th~ ¢o~c1~ ~d pr~os~i m~,,~inlg ~ aorth~ly portion of the ~1~-~ valley att~st/v~s i~ order to mor~ ~losely conform to programmed funding. Five more monit~ w~r~ needed to Wt'lt~ adde~ to the teck~oal studlc~ and to g~t concurrence on h'uncating thc valley alternatives ii, ore, project spomors. Duri~ final preparation ofthc Admi~istratlvc Draft E~, Dis~ic~ and management clc~'iclzd to clint[~ the TSM Akema~ive from 6a'ther considexat~on because it did not itttaln tho project's ptlrpose mid nasd, MoliLfylng th~ document to reflect this change r~quired one more month. The Draft I~IR/EI$ was sent FI-IWA in lunc 2000. · Two. lye more monuhs are ~eeded to provide mllple time to c~mplete PA&ED Which includ~ the Biological Assessmc~ Opinion Process ~nd Phase II azcheol0sical investigations between draft and final BIR/EIS, Thz original schedule did no~ provide sufficient time for the complexity cf this p~oc~ss, The proposed schedule shows a delay of 18 montl~ for PA&ED, but only a l ~-month delay for RTL, We aznic~ miudng ~ dest~ cud .pe.,?'~?g ~m~,m~ir~d l~y l~f~rmi~g ris~ d~n ~ e~rl coor~;~. ' ' , ihe valley ~rnatives hss ear. l~ red the ma~mi~,~. ^~ ........ Y. . lion with resource aSeuc~. Trun~atin~ tvorabl¥ U~ ~he conocl~ gr _ uced __ ~.---- ~,,,av~mnmen~ u~p~:m 'and the re~ourcc a~encics h~e rc~d Wc h:v~ ~o begun wor~ng ~im non-profit mltigati~ b~k derelicts to assis~ with cud fl~e nti~on negotiable~ with resource ~ies. This PCti. p~opoies ~ 16 month d~hy of RTL from ~ 200~ 2005. ,, e WhEN WAS TI-~ CHANGE DIscOvERED (INCLUDE DATE)? The nc~ for a sche, dnle ch~e was rcco~nL~cd fix De~emb~r 2000. Time was need~I to compline additional work on ~ cngin~rh~g and t~chnical studies tc more accurately ostimat~ the chm~ required. ItFEA. T WAS DOLCE TO PR~NT OR MINIMIZE THE DELAY? Tho proposed schedule was 8en~ ~ ~t ~m o~r f~al ~ ~ ~n pros~ ~ D~ ~~ h or~r ~ ~~ d~ys, ~e ~ sched~e i~ora~s some ~k s~ and ~ ~ ~k ~ e~led ~si~ to ~vi~ mapg m right ~w~' ~d ~d~ si~ submi~Is ~SS) m ~ ~ ~ ~ wo~d o~c ~ ~ss~l~ BS~ for ~e sou~ v~ey in~h~ ~ ~ S~m~ 2001. Wc ~w bc~ ~d pr~~ ~gi~e~g ~out ~ ~S of d~l~ t~ ~h~c ~e. Attachment B Page :~'~f 2 FOP, STIP PROJBCTS, WHEN D~ ~ D~S~CT D~CUSS T~$ W~H T~ RTPA O~ CO~ ~NSPORTATION CO~$IONS ST~F? E~L~ T~ K~ OK ~SPO~TATION CON~S~ION~ ~ACTION. k~ACH ~~EN CO~PO~~~ / CO~~~ON. 2001'd~g a P~ Mee~ ~is ~ ~~ ~n ~ .~c Exe~flve D~c~r afMC~ ~d Ci~ M~r of W~i~ on S~m~ 4, 2~1. Wc ~clpatc ~prov~ of~ so~l~ oh~go at MCOG% Bo~d ~a~g on Oom~r 1, 2ool. FOR SHOPP PRO~~. ~N D~ T~ D~T~ DIS~S8 T~S ~ ~ PROG~ ~~OK? ~~ ~ PK~~ ~SO~'S ~C~ON. DOCENT PROG~ ~SOK'S CONCb~NCE, N/A 6. I$ A. cOST CHAN0.E KEqUIRED? [ ] YES ?. IS A SCOPE CItANGE,,KBQUIKED? [ Ix]No PMCS, PYR8 SCREEN - PYP$CAN revision or with cl:angcs circled (23~M ~crlplan ~ be .p~red ~ .,;eded. .PMC~ ~ontat~ d~ /~r ,~ad~r~.,,