HomeMy WebLinkAbout2001-04-04 Packet in appreciation for her dedicated service to the City of Ukiah.
VVHEREAS, Bette Fairbalrn began work at the Sun House v~th Curator Suzanne
Abel- Vidor in 1986 and is retiring from her position as Museum Assistant at the Grace
Hudson Museum on May ~ 200~ after l~ years of loyalandsteadfast service; and
VVHEREAS, Bette has wilIinglygone '~above and beyond the cai/o/duty"in meeting
the needs and requests o/Museum sta~, docent~ and volunteers~ and worked effecn'vdy and
efficiently ~vith the Community Semices Director and City staf~ and
VVHEREAS, Bette has consistently ~orked ~vith inspiration, enthusiasm, and
dedication; and
V/HEREA S, Bette has guidedh undreds of localschoolchildren on tours through the
Sun House and educated them about the lives and ~vork of Grace andJohn Hudson; and
VVHEREAS, ~ette has generously shared the talents and abiIities o/her husband~
Bob, during instalIation of exhibits and other Museum functions; and
WHEREAS, Bette has continuaIl7 exhibited courteous and helpful behavior to
visitors of the Grace Hudson Museum and has consistentIy demonstrated the utmost
professional behavior while working v~ll alI groups and individuals,, and
VVHE)~EAS, Bette has maintained an ongoing rapport and open communications
~vith members of the Sun House GuildBoard o/Trustees and the Endowment Boar~. and
~VHEREAS, Hette has consistent[y met the many chal[enges of working v~th al/types
o/people and stilI maintained her special sense of h umor and/orthrigh tness.
ArO V~, THEREFORE, I, Philh'p Ashiku, Mayor of the City of Ukiah, on behalf of
my fellow Councilmembers~ Phil Baldwln, Kathy Libb~ Roy Smith, and Eric Larson, all
City of Ukiah staf~ and the peopIe of the City of Ukiah, do hereby commend you, Betre
Fairbairn, for your commitment to the cuItural enhancement of our citizens and your
dedication to the legacy of Grace Carpenter Hudson, John Hudson, and Pomo Indian
Philh'p Ashiku, Mayor
in appreciation for her dedlcatedservice to the City of U~iah.
~rHEHEAS~ Lee Madsen began her Iong andgIorious tenure with the City of U&iah
in 1957~ in the t~inance Department as the City's point position of Customer Ser~ce and
Cashier,. maintaining the quality wor& ethic exhibited by the SnelIFamily, andsetting new
standards for the term ~ar ExceIIence": and
WIIEREAS~ throughout her employment v~ith the City, Lee ~vas ot~en the h'rst
person a City of Uhiah customer would encounter~ offering a friendly smile~ an
understanding ear, or a gentIe jo~-e! and
VVHEI~EA~ Lee ~s Iongstanding reputation of ta~u'ng ~at extra moment to discuss the
weather with a Senior Citizen, provide a tissue to a desperate Mom, attempt an expedient
transaction during a t~vo year o[d~s temper tantrum, fee~'ng a ~cooIu'e "to our lCgs and other
puppies who enter our doors~ or act as buffer v~th the occasional excited individual v~ith
grace and ease, ~iII be remembered long past her departure: and
~IIEREAS, Lee will be remembered for her consistent and predictable presence,
being an impeccable and exacting ~provider of change'~ her informative andhelpfulnature,
and balancing daily to the penny,, and
VVI-IEREAS~ Lee has now joined the ranI~ of retirement to enjoy the fruits of her
Iabors~ join DeI in many days of roads less traveled and pursue her passion for precious
moments v~th famiIy and beloved pets.
NO V~ THEREFORE~ L PhilAshi&u, Mayor of the City of U&iah, on behalf of my
fellow Councilmembers, Phi:Baldwin, Kathy Libby, Roy Smith, andEric Larson, all City
of UIciah staf~ and the people of the City of UIcia~, do hereby commend you~ Lee Madsen,
for your exempIary conduct on behalf of the citizens of U~iah in your commitment to
excellent and personal customer service as an admired City of U[u'ah employee, v~sh you ali
the happiness of Iife, and hope your retirement dreams come true.
of Ukiah Comm~~en dationMAispresen tedL~SE °nN this 6th day of April 200I, to
PhilAshi~u, Mayor ~
ITEM NO.
3c
DATE' April 4, 2001
AGENDA SUMMARY REPORT
SUBJECT: PRESENTATION ON THE 2001 YOUTH BASKETBALL PROGRAM
SUMMARY: The 2001 City of Ukiah Youth Basketball Season has come to a close. Nearly
800 youth from inland Mendocino County participated in the program. The program was
well received by players, parents, coaches, and sponsors. Staff will give a full report and
present additional information on the success of the program at the Ukiah City Council
Meeting on April 4, 2001.
RECOMMENDED ACTION'
1. Receive staff presentation.
ALTERNATIVE COUNCIL POLICY OPTIONS'
1. N/A
Citizen Advised:
Requested by:
Prepared by:
Coordinated with:
Attachments:
N/A
Candace Horsley, City Manager
Sage Sangiacomo, Community Services Supervisor ~
Candace Horsley, City Manager and
Larry W. DeKnoblough, Community Services Director
None
Ca'dace Horsley~ Ci~
Manager
CITY OF U KIAH
2001 YOUTH BASKETBALL PROGRAM
General Information:
The City of Ukiah operates one of the largest youth basketball programs in
Northern California. The 2001 Youth Basketball Program served 800 boys and
girls (3rd grade through high school) from the Ukiah Valley and surrounding
communities. The 800 participants were dispersed among 79 teams. The
program began with practices in late November of 2000 and game play started in
January of 2001. The program wrapped up in mid-March. Each team is
assigned a single 1hr practice slot a week throughout the season. A total of eight
league games are schedule and teams are encouraged to organize additional
practice games. League games are played on weekends with up to 4 gyms in
use at a single time. The program utilizes gyms operated by Ukiah, Willits, Potter
Valley, and Anderson Valley School Districts, Trinity School, Deep Valley
Christian School, Coyote Valley Tribe, City of Willits, and the Mendocino County
Fairgrounds. The program had an operating budget of $31,081 and is part of the
City's General Fund. The revenue collected from sponsors and participants
completely covers operating expenses.
League Philosophy:
The philosophy of the league is to promote participation in basketball in a fun and
safe environment, to develop fundamental skills and to teach the rules of the
game. By participating we hope that the players learn sportsmanship and display
respect for other players, coaches and officials.
Staff and Volunteers:
The program is administered by the City of Ukiah Community Services
Department's Recreation Division and includes Larry DeKnoblough, Gina Greco,
Jonathon Graves, and Sage Sangiacomo. In addition, we used over 100
volunteer coaches and assistant coaches. We hired over 25 referees,
scorekeepers, and gym supervisors. All staff and volunteers go through a
mandatory orientation.
Demographics
Of the 800 participants in the program, 488 were boys and 312 were girls. The
majority of those participating were in grades 3 through 6. However, there are an
increasing number of participants in the upper grades. By region, the program
served 310 participants from within City limits. Sixty-one percent of the
participants reside outside of the City of Ukiah. See attached table.
Fees
Participant fees: $35 per player; $5 sibling discount.
Sponsorship fees: $125 per team.
Sponsor benefits include: company name on team shirts, plaque with team
photo, and a thank you listing in the City of Ukiah Recreation Guide.
Scholarships
Thanks to the $5000 grant from the Ukiah City Council, need based scholarships
were available to participants. Sixty-six scholarships ranging from $10-$35 were
approved for this season. Approximately 1 in 12 participants qualified for a
scholarship. A total amount of $2005 was allocated for basketball scholarships.
See attached table.
Asset Building Component
Our youth sport programs are among the first wave of recreation programs to
incorporate a youth asset-building component. The component's goal is to
ensure youth have fun while participating. A healthy sporting experience for
youth can promote positive: character development, self-esteem, social skills,
sense of belonging, physical fitness and sportsmanship. We incorporate this
information in staff and volunteer meetings and disseminate information to the
participants and parents.
Future Challenges
*Keeping participant fees Iow. Fees are contingent on sponsors, equipment
costs, staff wages, and the availability of funds for need-based scholarships.
*Acquiring enough gym space. Currently, staff struggles each year to
accommodate the increased space needs of the growing program.
DEMOGRAPHICS OF THE
2001 YOUTH BASKETBALL PROGRAM
Region Boys Girls Totals
City of Ukiah 187 123 310
Ukiah Valley* 188 140 328
Hopland 28 10 38
Anderson Valley 36 3 39
Potter Valley 17 27 44
Willits 32 9 41
Totals 488 312 800
*The Ukiah Valley includes participants from communities directly adjacent to the
City of Ukiah, including Talmage, Redwood Valley, Capella, and Russian River
Estates. It does not include participants residing within the city limits of Ukiah.
Grade Level Boys Girls Totals
3/4 139 98 237
5/6 170 120 290
7/8 69 52 121
High School 110 42 152
Totals 488 312 800
NEED BASED SCHOLORSHIPS GRANTED
FO':~ 2001 YOUTH BASKETBALL
Grade Level Totals
3/4 13($375)
5/6 25($780)
7/8 8($190)
Hicjh School 20($660)
Totals 66($2005)
MINUTES OF THE UKIAH CITY COUNCIL
Regular Meeting
Wednesday, March 7, 2001
The Ukiah City Council met at a Regular Meeting on March 7, 2001, the notict
had been legally noticed and posted, at 6:47 p.m. in the Civic Center CI
300 Seminary Avenue, Ukiah, California. Roll was taken and
Councilmembers were present: Larson, Smith, Libby, Baldwin, and
present: Customer Service Supervisor Archibald, Public
Community Services Director DeKnoblough, Finance Director
Manager Fierro, City Manager Horsley, City Attorney
Works Director Seanor, Public Works Director/City En! '
2. PLEDGE OF ALLEGIANCE
Vice-Mayor Baldwin led the Pledge of Allegiance
3. RIGHT TO APPEAL DECISION
Mayor Ashiku read the appeal process.
and
Clerk
4a
following~
Staff
les,
4. CONSENT CALENDAR
M/S Smith/Larson approving
a. Awarded Contract for Kenm
Preparation of Drinking
Sanitary Survey for the
b. Awarded Bid to Hertz/Big 4
Wood/Brush Chipper in the Am~
Amendment;
c. Received R~ Regardin!
Californ General
Forest~ a Porti( the Ukiah
a through c of the
s to
~sment in Con
Is for
follows:
Services for
with Watershed
Model BC1230A Diesel
5 and of Related Budget
of Lease Agreement with the State of
Behalf of the California Department of
Moti~ by the roll call
B~
5. AUDI
S: Councilmembers Larson, Smith, Libby,
ABSENT: None. ABSTAIN' None.
IMMENTS ON NON-AGENDA ITEMS
came ;ss Council.
Public
formati~
S~
ization City Manaqer to Negotiate and Enter into a Professional
Services Agreement to Provide Digital Orthophotogra~h¥ an~
letric Mapping Services and Approval of Related Budget Amendment
Engineer Steele explained that implementing a geographical
(GIS) system for the City of Ukiah has been identified in the Goals and
staff is moving towards its implementation. Recently staff solicited
for Digital Orthophotography and Plannimetric Mapping Services. A thorough
process was completed and staff is recommending award of the contract to 3Di.
Regular Meeting
March 7, 2001
Page 1 of 9
She introduced 3Di's Project Managers Ron Sluggett and Brett Hazell.
Brett Hazell, Project Manager proposed for this project and also 3Di's Regional Director of
Mapping Services, provided a presentation regarding the work product. He di.,'.he
services offered including surveying, aerial photography, and mapping for u
semi urban areas, and rural areas. Rau and Associates will complete the
will target points on the ground and then survey them. He discussed for::::~=
completing aerial photography that will be produced by a calibrated ma taken
at 3,600 and 9,000 feet above ground. He discussed the scale of Iea
contour model with regard to drainage, mapping buildings', street
and existing hydrology (water) features. The digital orthophotog[aphy~age
can be used in concert with other topographical maps. Ima~,~i~ also isplayed
Web site. He discussed the layers of a digital file, geogra ¥"'i ation, and the image
and feature data of the job. He advised that training?ii~':'City st~ff for use of the work
product would take about two days
Discussion followed with regard to aspects
assist in determining the needs and requirements
noted that once the City purchases the system, the
information produced. 3Di will store the original film in the
the City upon request.
~ow the system will
as sewers. It was
retain the right to all
provided to
M/S Baldwin/Libby author
Professional Consulting
Orthophotography and PlannimE
exceed $72,121, and approval of
expenditures in accounts 100.3001.8(
$6,800, $1,600,
the Enginee! '
AYES:
AB~
and enter into a
the 2001 Digital
compensation not to
budget increasing
.000 and 820.3901.800.000 by
accommodate the increased GIS cost between
carried by the following roll call vote:
, and Mayor Ashiku. NOES: None.
Sa
6a. Discui
Customer
Ukiah
being
a( ;ased in{
The anal,
percentage
sunset date
to the Ukiah C.A.R.E.S. Program
Archibald advised that the Staff Report identifies how the
am will last given different sets of circumstances. Eight
to Council, some address increased benefits and some
longevity of the program for this report presumes that no additional
electric revenues will be added to the Public Benefits Fund beyond the
January 1, 2002. The three portions of the CARES program consist of
assistance that is allowed once a year, monthly discounts to senior
and monthly discounts to non-senior households. She provided Council with
the program since it began in October 1998.
Regular Meeting
March 7, 2001
Page 2 of 9
Marketing of the program has expanded and improved, with the goal of reaching as much
of the community as possible. Staff has recently made a presentation to the management
staff of the Mendocino County Department of Social Services and more are to be
scheduled to other local agencies. At Council's request, information is reported toj de
costs for weeklong Cable TV commercials that would enhance the marketi~ii~i
program.
She advised that eligibility is determined for all portions of the pro!
current Federal Poverty Income Guidelines (FPIG). She continued
is calculated. If the income were to be increased by either Cou
proposed level or 200% of the FPIG, staff believes that Pa6,icil
reduce longevity of the program funds. She discussed the e,~ii~narios
Terry Poplawski, 612 Walnut Avenue,
program. With Masonite's impending closure
assistance. Expanding the program would be
across the board rate reduction.
of the
,ility
in
to expand the CARES:~
people needing
than providing an
Councilmember Baldwin voiced his appreciation to staff
report. He felt it should be the
utility rates progressive and pro,
whether or not the state ext~
Scenario #7 with the plan
any remaining Public Benefits Func
We should increase the program to
funding available.
of the City and
h assistance to Iow in(
ram. He
prog the
Lch
that
in their
the City's
as possible,
consideration of
set date and to use
y sound practices.
be feasible with the current
Finance
beyond
that
intent specified for use of these funds
City
it doe
now, you
to the Public Utilities Commission (PUC),
even if the funds are held for 10 years from
atters than what is required under the law.
four ways in which the Public Benefits Funds can be spent
promote energy efficiency and energy conservation, to
generation, research programs to fund to discover and
gy, and funding for Iow income programs.
Larson inquired if there is justification for advertising on Cable TV to
can't afford to pay their electric bill but apparently can afford Cable TV.
Baldwin discussed how some people spend their money on Cable TV as
9nt because they cannot afford a vacation, or more expensive forms of
He felt advertising on Cable TV would be a way of reaching out to those
Regular Meeting
March 7, 2001
Page 3 of 9
people in need of assistance by providing them with information on services available.
Councilmember Libby inquired as to the efforts of staff to reach the public regarding the
programs available. ' ....
Ms. Archibald explained that staff continues to try to improve ways ~n
customers who have pending financial problems and information is
programs with notices that go out to the households. She noted that S'
develop a routine for contacting nursing homes and other agencies
about the programs available. She made a presentation last m~
staff of the Mendocino County Department of Social Services a~:d
about the programs so they could inform their staff that has
residents, Informational flyers are also provided to
agencies,
Discussion followed with regard to a review of
Staff that the participation would triple no m;
$21,000 or to 200%. It just determines eli¢
JS
the
to
of
ity development
anos. It was noted by it increased from
Mayor Ashiku stated that it is important to note, that the
surcharge into its operating
discussed the Public Benefits C
rates as they come forward
noted that the City is only
benefit of this program and other b
community. He discussed using
exchange of light bulbs that would
He also
solar panels
additional
regardi
recof
as
well.
is not included on th{
and felt the cil
as to how
e for ol
absorbed the
bills. He
look at the new
is disbursed. He
spect of the intended
it that would benefit the
programs to such as an
would continue each month.
ate what SMUD is doing with regard to rooftop
long-term dependency and need for
pursue Staff's recommendation
to apply twice a year. He also
could be realized by employing other
should be progressive in the rate structure as
entire
Assistance
he guidelines are the same for all three portions of the
ire of the monthly discounts, and the fact that they are on
levels are expected to be reported and verified for an
getting onto the program. The Temporary Emergency
Iion is somewhat different in that regard. She continued to discuss this
ram.
with regard to Masonite laying off over 260 workers by May 2001, and
may need assistance with their utility bills.
Libby noted that none of the scenarios presented demonstrate continued
Regular Meeting
March 7, 2001
Page 4 of 9
funding past the year 2002. She felt that Scenario #5 provides the most help to seniors,
increases assistance to the non-seniors, and provides assistance to a maximum of $300
more than once a year. She felt it important to look at the program again in six months to
evaluate the impacts of the program, especially if more people are using the prog
Libby/Ashiku approving Scenario #5 as follows: Maintain Income Guid ~at
M/s
net household income of 150% of Federal Poverty Income Guidelines Increase':::':::'
Senior month discount to first 120 kWh free, Increase non-senior m( to first
100 kWh free, Increase Emergency Assistance to $300 maximum m(
(not to exceed a maximum of $300), and to Increase costs to admini~
of program. ..
Councilmember Larson noted the lack of a graduated I:
in Scenario #5. At a higher income threshold, the ben{
He preferred that the City focus its benefits on the
fixed income. He expressed interest in exten
exploring conservation programs, such as bu,
be left open for experimental programs and that we s
TV. The City should make improvements to marketing
~ncomes and seniors o~"'i
into the future and
that options
dvertising to Cable
ram.
Councilmember Baldwin felt th~
discussed the federal poverty
guidelines is hurting re!
other programs such as
increasing the subsidy.
funds should be
almost unlivable.
we should
,nces,
now. He
meeting these
of the funds for
ition to significantly
Mayor Ashiku responded that it redu
capacity you
City, and
to increas~
increas
~r
benefit to
~ome of
:i system, reduces how much
', thereby the cost base of rates throughout the entire
He ,art of the money from this fund be used
that eme~ ~ can be provided, and perhaps
that are m( y. Additionally, some of that money can
are intended. He felt it is important that
want the City to continue this charge. He felt
~ublic in matter, and then commit to a plan that depletes
supportive of Scenario #5 as a reasonable alternative.
Council net
the resource.
;mber Bal
::~!!!!!!!!'!!!? ..... motion lended to
think Scenario #5 goes far enough. He suggested the
Je Council revisiting the CARES program every six months.
dku to amend the motion to include a provision that the program be
six months.
motion and the Public Benefits Charge continued.
er Horsley advised caution, as there might be a lot of changes with financial
in the next couple years regarding the electric utility.
Regular Meeting
March 7, 2001
Page 5 of 9
Motion carried by the following roll call vote: AYES: Councilmembers Larson, Smith, Libby,
Baldwin, and Mayor Ashiku. NOES: None. ABSENT: None. ABSTAIN: None.
7. NEW BUSINESS
7b. Approval of Expansion of Contract with Richard Ruff for
Services for Ukiah Regional Airport Terminal Remodel and
Amendment
Community Services Director DeKnoblough advised that for sew
and the Council have discussed the need to completely a remo~!ii?~',i?~and
Terminal and Administration building at the Airport. However,..~.due to ~i~:ial lim
the Airport Enterprise Fund has been unable to undertake proje~ii?Recently
need has been increased, as the Airport staff has had
Building because the current terminal building fails
Airport staff and tenant businesses. He discussed
with the Americans with Disabilities Act
economic development or business recruitm~
of food service, which has been a long time goal of the
has recently become aware of an opportunity
Administration (EDA) to fund a maximum of 60% of the totaI
the Ukiah Regional Airport
the Federal Rural Develo
utilized to provide gap financi
the Flight Service
the~b~sic space needs
rades needed to compl~:~:~
~n difficult to conduct
!larly the recruitment
Manager Don Bua
Economic Development
grade costs of
grant funds,
that could be
In order to proceed with the Pre-a
and design schematics and cost
necessary to secure a limited contracl
City expand the
preliminary
the project be defined
o accomplish this, it will be
He recommended that the
Ruff for the Civic Center Addition, to include
I. Mr. Ruff's proposal is $4,500.
Discu~
use
was
in the southern portion of the City to
pment of a transit center at the Airport
Mr. DeKm
El
that staff has worked with Mr. Ruff to develop a draft design
flexibility in designing office space and receiving areas for
of transportation. He explained that the project includes a
entire facility.
regarding making the terminal ADA assessable.
'er Bua explained that there is a reserve in the Airport Enterprise Fund of
$120,000 and the balance will increase by the end of the fiscal year. It is
the Airport Reserve Fund will be able to save $100,000 and then borrow
for a long-term loan through RDA, at a rate of 3% for 40 years. The Airport
Fund has shown that it can generate enough money to make those payments.
Regular Meeting
March 7, 2001
Page 6 of 9
He continued to explain how the Flight Service Building is currently utilized.
City Manager Horsley explained that the draft design includes space for a food service
business and a pilots lounge area. Staff would like to plan for an airline, which th~ii~ink
will eventually come to Ukiah, and be flexible enough to change the design dep~~ii~n.
the needs of the airline. :,::~,~,i?,!i!i',ili'~i????.':~':' .... ~"~!!:~iiiii ii
Councilmember Larson expressed concern that there be a me~
investment through Airport revenues and that there be access to
the
Councilmember Smith explained that t the last MTA Board meeting,:~'~Ee was seh
and an offer to the owners will be made shortly. The site is ! outsi'~i~i~e City l
at the northern part of town. MTA would still like to deve~iiii~'~:~ral site at the railroad
M/S Smith/Libby approving contract expan~$i $4,5~ii',i?~ith Richard Ruff fo:;
architectural services for Ukiah Regional ~~ii~.minal~:~,~:,~ el, and approving
amendment to the 2000/2001 budget incre~'~ e~~~::~:'in::~{~:e 600.5001.250.00
account by $4,500. '::~::~:~ ~ ~
Councilmember Baldwin advised at he would vote "no" o~=:~otiQ~bause he feels
a more modest and cost ~ ~.ing project is in order'?~??::~
C~ Manager Horsley ,at th~ ns woul~,~:e coming to the City
Council for review.
Motion carried by the following roll cai
and Mayor '.S' Councilmei
· ~rs Larson, Smith, Libby,
Baldwin. ABSENT: None. ABSTAIN' None.
8. COl
Counci
Larsol
atives to
would be c(
meeting and
Station.
It will
.ported attendi~ meeting and a presentation on the
made. There is a probability that we will be
that has already been committee, which
the next augmentation. MSWMA met in an emergency
.d a grant request that will fund a two-year reuse facility at the Willits
of the grant will be to divert any usable or saleable items
ide for an employee for the duration of the grant to start a
ng these
nt
Smith reminded everyone of the Main Street Program's recognition
ild on March 15. At their last meeting, the Main Street Board of Directors
by the Chamber of Commerce for merger of two organizations.
Board of Directors decided that the proposal would not benefit the Main
and they are considering writing a letter asking for additional input from the
Commerce. He reported attending a MTA Board meeting and they are
a north Ukiah site.
Regular Meeting
March 7, 2001
Page 7 of 9
Councilmember Libby inquired of Councilmember Larson regarding an update of the Call
Boxes and if they have been implemented.
Councilmember Larson explained they should begin installing the Call Boxes
or summer. There was some discussion at MCOG concerning the amoun'
would be used, since many people call from their cell phones.
Councilmember Libby reported that she attended an EDFC meet
Director Madeline Holtkamp has contacted the Trade and Comm~
the Masonite facility and to see if they could help to bring an
There will be a Board training meeting on the finances and
a re-lending loan program of $480,000 from USDA.
portfolio of EDFC and their revolving loan program.
She attended the Project Sanctuary open houst
Center is moving forward and they meet a
tive
n May
[ional money to the
light, ommunity Recreation
month.
·
Vice-Mayor Baldwin reported that he has a school-ork
Russian River Watershed Council meeting this Saturday
access to funding and since the Ci' is considering a
may be prudent to attend. He lhat Council discuss
applicability of ordinances cu~ 'ning wood
issue becomes more troul leofwi
distributed a letter from Suzanne P
stoves. He recommended looking
and Cloverdale. He also had an arti~
and opposition
~nflict and cannot attend the
do have
~ssian River, it
meeting the
As the energy
stove pollution. He
the issue of wood
of Petaluma, Healdsburg,
Internet access to goof off
'cars that he provided Council.
Mayor
own
coast. He is
concerning the
to
meeting and they are projecting the
California, even though we have our
le problem may affect Ukiah and there is a
Friday he attended an energy forum on the
docino County Employers Council on March 16
state of the utility crisis in California, and anything they can do as
1
City
Task Force,
scheduled
Eureka
the M~
ER RECTOR REPORTS
Horsle, uired if any Councilmember is interested in sitting on the Hunger
ey meet on a monthly basis from noon to 1:30 p.m., with their next meeting
An invitation to the Redwood Regional Logging Conference in
Seltzer St. Patrick's Day celebration were received. She distributed a copy
press release and letter that was sent to the City yesterday. She also
for the March 8, 2001 workshop regarding the Fire Department JPA.
also received from the Ukiah Firefighters Association. The meeting will take
the Ukiah Valley Conference Center at 4:00 p.m. She inquired of Council if it
Regular Meeting
March 7, 2001
Page 8 of 9
would be appropriate to send a letter, under the Mayor's signature, to the Ukiah Daily
Journal thanking them for their coverage of the City's 125th anniversary.
Consensus of Council expressed their appreciation to the Ukiah Daily Journal
news coverage.
City Clerk Ulvila reminded Council that the deadlines for submittin,
Economic Interests are due on April 9, 2001.
Adjourned to Closed Session at 8:25 p.m.
Reconvened at 11 '10 p.m.
10. CLOSED SESSION
a. G.C. §54957.6 - Conference with Labor N~
Employee Negotiations: Electric Unit
No action taken.
b. G.C. §54956.9(a)- Conference with Leg
Litigation (Name of Case: Ruelle vs. City of Ukiah,
Case No. SCUKCVCV0083733)
No action taken.
Existing
County Superior Court
c. Public Employee
Consensus of Council ap
11.ADJOURNMENT
There being no further business, the
~%
City
mt
for the Manager.
was adjourned at 11 '10 p.m.
Marie Ulvi Clerk
Regular Meeting
March 7, 2001
Page 9 of 9
MEMO
TO:
Honorable Mayor and City Councilmembers
FROM: City Clerk Marie Ulvila
SUBJECT: City Council Meeting Minutes: March 8, 2001
DATE: March 30, 2001
The draft minutes of the March 8, 2001 Special Meeting of the City Council
and Ukiah Valley Fire District will be sent to you on Monday, April 2, 2001 for
review.
Memos: CC 3/30/01 - Minutes
AGENDA
SUMMARY
ITEM NO. 6a
Date: April 4, 2001
REPORT
SUBJmCT: NOTIFICATION TO COUNCIL REGARDING THE AWARD OF BID FOR 5,000
FT. OF 750 MCM ALUMINUM, 600V, SINGLE CONDUCTOR CABLE TO G.E. SUPPLY IN
THE AMOUNT OF $6,878.23.
In compliance with Section 1522 of the City of Ukiah Municipal Code,
this report is being submitted to the City Council for the purpose of
reporting the acquisition of material costing more than $5,0000 but less
than $10,000.
A Request for Quotation (R.F.Q.) through the informal bid process was
sent to nine suppliers. Seven bids were received and opened by the
Electric Department on March 14, 2001, at 1:00 p.m. The bids were
evaluated by Staff, G.E. Supply was the lowest bidder. A purchase order
was issued in the amount of $6,878.23 including tax and freight.
This cable will be placed in warehouse stock for planned future projects
and has been budgeted in the 2000/01 Fiscal Year in Account Number
800.3646.690.000. Sufficient funds are available.
RECOMMENDED ACTION: Receive and file report regarding the award of bid
to G.E. Supply for the sum of $6,878.23.
ALTERNATIVE COUNCIL POLICY OPTIONS: N/A
Citizen Advised: N/A
Requested by: Stan Bartolomei, Electrical Supervisor
Prepared by: Judy Jenney, Purchasing & Warehouse Assistant
Coordinated with: Cand~ce Horsley, City Manager
Attackunent: Bid results~
Candace Horsley, ~ity Manager
BID RESULTS
750 MCMALUMI~, 600V, SINGL~ CONDUCTOR CABL~
G.E. Supply
Consolidated Electric Distribution
Western State Electric
Stephen, McCarthy & Associates
Wesco
Intraline
Pirelli Cable Corporation
$6,878.23
$7,063.23
$7,281.35
$7,730.75
$8,201.55
No Bid
No Bid
ITEM NO. 6B
DATE: April 4, 2001
AGENDA SUMMARY REPORT
SUBJECT: NOTIFICATION TO COUNCIL REGARDING THE AWARD OF BID FOR THE
PURCHASE OF ELECTRIC METERS TO WESCO IN THE AMOUNT OF $6,378.91.
In compliance with Section 1522 of the City of Ukiah Municipal Code,
this report is being submitted to the City Council for the purpose of
reporting the acquisition of material costing more than $5,0000 but less
than $10,000.
A quotation was requested for the purchase of 196-FM 2S ABB electric
meters.
ABB meters and software were determined by City Staff to be the best
application for the needs of the City. The meters will be placed in
warehouse stock for new services and the continuing meter change out
program.
Wesco is the sole supplier for ABB meters, (ABB policies for
distribution, see attachment). A purchase order was issued to Wesco in
the amount of $6,378.91 including tax and freight. They have been
budgeted in the 2000/2001 Fiscal Year in Account Number
800.3650.690.000. Sufficient funds are available.
RECOMMENDED ACTION: Receive and file report regarding the award of bid
to Wesco in the amount of $6,378.91.
ALTERNATIVE COUNCIL POLICY OPTIONS: N/A
Citizen Advised: N/A
Requested by: Stan Bartolomei, Electric Supervisor
Prepared by: Judy Jenney, Purchasing & Warehouse Assistant
Coordinated with: Candace Horsley, City Manager
Attachments: ABB DZ~bution Policies
APPROVED: ~~ ~ ..~_~~ ~
Candace Horsl~y,/City Manager
ABB Network Partner
ABB Power T&D Company Inc.
Information Systems Division
201 South Rogers Lane
Raleigh, North Carolina 27610-2107
USA
Tel: +1-g19-212-4700
Fax:+1-919-212-4717
FacsimileTransmittal
TO:
CC;
From:
City of Ukiah, California
Pat Corrigan
Date: 8/29/97
Total pages including this one:
Telefax: 7074672811
Direct Line:
Telefax:
+1-919-212-5071
+1-919-212-4717
SUBJECT: Single Distribution
To the Honorable Board of the City of Ukiah, CA:
We do not have multiple channels of distribution for our metering product lines. We tried using
multiple channels at one time, but the 'result was extreme difficulty coordinating effective
service and support back to the operations departments of our many public power customers.
In public power metering, service and support have always been critical issues but they are
even more so today. We know our metering operations customers very well and we know that
they operate with a very high level of integrity. At the end of the day, they are the keepers of the
cash register of our industry.
By keeping close tabs on our distributors we are able to achieve a higher confidence that our
distributors are property supporting our public power customers; thereby preventing mistakes
and misunderstandings. Modern electricity meters produced today (like our Alpha Meter) can
hold measurement accuracies anywhere from five to twenty times better (closer to true 100%)
than the older electromechanical meters. They can also offer much more information about the
quality and diagnostic natures of the electricity at the service point. However, excellent
technical and commercial support are essential to succesful use of the new metering
technology.
_ectfully,/~
Patrick Corrigan
Marketing Manager
Electronic Metering
,.-' 300 ~.'.t6.V~., UKIAH, CA 95482
AUG 29 '9? 14:55 FR ABB ROGERS LANE 919 212 4717 TO 917074672811 P.02/02
ool zJJ i~ uu.J~ ~ v, -~w, ~.~.-~ ..............
· Al)MIN. 707/463-6200 ·
4634242 I FI~E 463-6274
:
August 25, 1997
ABB POWER T a D
201 $. Rogers Ln.
Raleigh, NC 27610
Attn: Pat Con'iga.n
Re: ABB-New Generation Alpha Plus Meters
As per our City Municipal Code, un&r Article 2 - Bidding Procedures, we are required to solicit
bids/proposals fi.om a minimum of three suppliers/distributors,
We request your assistance in providing us with three supplier/distributors in Cali£omia ~nd/or
Oregon, Washington, Nevada or Arizona.
#1 Company Name
Contact
#2 Company Name
Address,
Contaot
~3 Company Name
Address.
Contact .
Thank you for your assistance.
Judy Je~ey~ublic Utilities
707/467-2825, F~: 707/467-28
AUG 25 '97 12:51
7074~72811 PPlGE . 81
** TOTAL PAGE.02 **
ITEM NO. 6 c
DATE: April 4, 2001
AGENDA SUMMARY REPORT
SUBJECT: Award of bid for various pad mount transformers in the amount of $48,978.18 to various
vendors.
A Request for Quotation was written to purchase 4 different size transformers. Requests through the formal
bid process were sent to 10 suppliers. Five bids were received from four suppliers, and opened by the City
Clerk on March 22, 2001 at 2:00 p.m. The bidders were:
1. G.E. SUPPLY CO.
2. WESCO
3. WESTERN STATES ELECTRIC (Bidding on both Cooper & Pauwels)
4. WRATHALL & KRUSI
Bids were evaluated on price, delivery time, load losses and availability of circuit protection. The bids are total
cost, including tax and shipping. Based on staff's evaluation the lowest compliant bidder for each unit is as
summarized in the attached table. The transformers will be placed in warehouse stock and will be charged out
on a project by project basis. Adequate funds for this purchase are budgeted in Account No.
800.3646.690.000.
RECOMMENDED ACTIONS: Award bids totaling $48,978.18 as follows: Two - 75 KVA pad mount
transformers to Western State Electric for $9,039.36, one - 150 KVA and three - 300 KVA pad mount
transformers to Wesco for $24,190.56 and two - 500 KVA pad mount transformers to Wrathall & Krusi, Inc.
for $15,748.26.
ALTERNATIVE COUNCIL POLICY OPTIONS:
Reject all bids and provide direction to staff.
Citizen Advised: N/A
Requested by: Stan Bartolomei, Electric Supervisor
Prepared by: Judy Jenney, Purchasing & Warehouse Assistant
Coordinated with: Candace Horsley, City Manager
Attachments: Bid Tabulation
Approved: t~~~.~_~~_x
~andace Horsley, Cit~Manager
H
0 0 0 0
ITEM NO. 6d
DATE: April 4, 2001
AGENDA SUMMARY REPORT
SUBJECT: REPORT TO COUNCIL CONCERNING THE REPLACEMENT OF A HEATING AND AIR
CONDITIONING UNIT AT THE GRACE HUDSON MUSEUM BY ASHFORD HEATING AND
COOLING IN THE AMOUNT OF $7,598.62
Pursuant to the requirements of Section 1522 of the Municipal Code, staff is filing with the City
Council this report regarding the replacement of a heating and air conditioning unit at the Grace
Hudson Museum by Ashford Heating and Cooling in the amount of $7,598.62.
Ashford's current maintenance contract for HVAC services with the City of Ukiah provides for the
replacement of units within the original contract bid process. Funds for this purchase have been
budgeted in the 100.6150.800.000 account.
RECOMMENDED ACTION: Receive report regarding the replacement of HVAC unit at the Grace
Hudson Museum by Ashford Heating and Cooling in the amount of $7,598.62
ALTERNATIVE COUNCIL POLICY OPTIONS:
1. N/A
Citizen Advised: N/A
Requested by: N/A
Prepared by: Larry W. DeKnoblough, Community Services Director
Coordinated with: Candace Horsley, City Manager
Sherrie Smith-Ferrie. Museum Director
Attachments: N/A
Candace Horsley, ~lt anager
LD/ZIP
MuseumHVAC.ASR
ITEM NO. 8a
DATE: April 4, 2001
AGENDA SUMMARY REPORT
SUBJECT:
CONSIDERATION OF ALTERNATIVE WAYS TO APPOINT PLANNING
COMMISSIONERS.
SUMMARY: During the budget hearings last June, and again in July, 2000 during Planning
Commission appointments, the City Council had brief discussions about alternative ways to appoint
Planning Commissioners. On July 19, 2000, Councilmember Baldwin proposed that each
Councilmember should be able to select a Commissioner rather than continue with the current
rotational selection process. He felt that this would reduce or eliminate frequent decisions by the
Council to overturn Planning Commission decisions. The Council concluded the discussion by
directing staff to bring the item back in the spring for discussion and possible action prior to the
three (3) Planning Commission appointments due in June 2001.
In January of this year, the City Council interviewed a number of prospects and selected Mr. James
Mulheren to fill Councilmember Larson's vacated position on the Planning Commission. During this
process, the Council heard from the Mendocino County Employers Council (MCEC), who
requested that consideration be given to amending the Ukiah Municipal Code to allow the
appointment of a person who lives outside the City limits. The MCEC noted that many business
owners and employees within the City do not live in the City Limits, and that they should have the
opportunity to serve the community on the Planning Commission. After discussing this proposal,
the Council again decided not to take immediate action, and directed staff to bring the item back
in the spring for further discussion and possible action.
Staff recommends that the Council discuss and consider alternative approaches to appointing
Planning Commissioners, and provide direction to staff.
RECOMMENDED ACTION: Discuss and consider alternative approaches to appointing Planning
Commissioners, and provide direction to staff.
ALTERNATIVE COUNCIL POLICY OPTION: Do not discuss and consider alternative approaches
to appointing Planning Commissioners, and continue with the current selection process.
Citizen Advised: N/A
Requested by: Vice Mayor Baldwin
Prepared by: Charley Stump, Director of Planning and Community Development
Coordinated with: Candace Horsley, City Manager
Attachments:
1. City Council minutes, dated July 19, 2000
2. City Council minute_s~ted January 17, 2001
APPROVED:'~~ '~
Candace Horsley, City M~nager
Council was elected to make these decisions. However, this issue has been around for
nearly eight years and he is supportive of an advisory vote of the public.
Discussion followed concerning various Skateboard Park sites identified by the
Skateboard Park Committee. Some Councilmembers were of the opinion that Council
should be able to make a decision on the matter without going to the voters. The issue of
having a Skateboard Park in a residential area was discussed.
City Manager Horsley advised that the Low Gap Road property may be available for a
Skateboard Park and staff will continue to investigate the matter.
Dottle Copeland, 1240 North Pine Street, residing across the street from Vinewood Park,
noted that the people at the meeting were objecting to having all of the skateboarders
coming to their neighborhood, and they wanted to keep Vinewood Park as a neighborhood
park. She suggested the concept of having more than one skateboard facility 0in the City.
Eric Larson, Chairman of the Planning Commission, advised he attended the meeting at
Vinewood Park and discussed the complexity of a Skateboard Park. He was of the opinion
that the person suggesting that the issue go before the voters said it more in the context of
a threat if the City decided to construct a Skateboard Park in Vinewood Park. In most of
the Skateboard Committee meetings, it has been voiced that a skateboard park would not
be welcomed in residential areas. He felt it is Council's job to find a less impacted area for
the site.
PLANNING COMMISSIONER SELECTION PROCESS
Councilmember Baldwin stated that it makes sense that each Councilmember should
individually select a Planning Commissioner versus the current rotational selection process
whereby each Councilmember nominates and all Councilmembers vote on a candidate.
He inquired if Council passed a resolution at their next meeting, when would the matter be
effective?
City Manager Horsley advised that an Ordinance would need to be introduced, then
adopted at a subsequent meeting. Council would then adopt a Resolution and then, as the
Planning Commissioner's terms expire, it would become effective.
Councilmember Baldwin further discussed his concept that as a Councilmember is
elected, they appoint their own Planning Commissioner. This would not be a rotational
process. He felt the current process leads to very frequent decisions by Council to
overturn Planning Commission decisions.
Eric Larson, 123 Clara Avenue, explained that five years ago'he was appointed to the
Planning Commission by a Councilmember who's philosophy was different than his. He
felt he was appointed to the position because of his involvement in the community. It was
his opinion that land use decisions are not primarily political in nature and that it is
important to have a variety of perspectives on the Planning Commission.
Councilmember Baldwin suggested the matter be revisited after the November election.
Empire Municipal Insurance Fund;
e. Awarded Bid for Purchase of Liquid Polymer-Emulsion SW-057 to Polydyne, Inc. for the
Sum of $10,800;
f. Received Notification to the City Council Regarding the Purchase of a Digital Copier
from The Systems Network, in the Amount of $6,426.75;
g. Awarded Bid for Two Gorman-Rupp T4A3-B 4"x4" Self-Priming Centrifugal Pumps to
Thomas and Associates for the Sum of $15,316.00 Plus Tax;
h. Adopted Resolution No. 2001-38 Waiving the 60-Day Notification Requirement for
Establishing a County Facility in the City (400 Talmage Road), Pursuant to
Government Code §25351;
i. Approved Funding for Inland Water and Power Commission for Preparation of a
Participation Agreement with the Sonoma County Water Agency in an Amount Not to
Exceed $1,000;
j. Approved Notice of Completion for Civic Center Roof Overlay, Specification No. 00-1;
k. Awarded to Other Than Low Bidder the Acquisition of Forklift to Accurate Forklift in the
Amount of $19,153.
Motion carried by the following roll call vote: AYES: Councilmembers Larson, Smith, Libby,
Baldwin, and Mayor Ashiku. NOES: None. ABSENT: None. ABSTAIN: None.
8. AUDIENCE COMMENTS ON NON-AGENDA ITEMS
Gather Lowenstein, 748 South Oak Street, discussed code violations at 744 South
Street with regard to the accumulation of assorted garbage at this location and that the
violation has not been abated.
9. PETITIONS AND COMMUNICATIONS
9a. Consideration of Letter From Mendocino County Employers Council
City Manager Horsley advised that the City received a letter from Al Beltrami, Executive
Director of the Mendocino County Employers Council, requesting that the City Council
consider appointing a Planning Commissioner who lives outside the City limits.
Albert Beltrami, Executive Director of the Mendocino County Employers Council,
discussed the letter to Council dated December 18, 2000, and felt that it is a serious
concern with regard to the City's future relationship with the area around the City limits. On
behalf of the Employers Council, he proposed that Council consider one of the
appointments to the City's Planning Commission not be a resident of the City. The
Employers Council has found that many business owners and employees within the City
live outside the City boundaries. He felt it has become more and more difficult for the City
to find individuals for appointment to various commissions.
Discussion followed with regard to the Mendocino County Employers Council proposal.
The concept of establishing a regional planning authority to address both County and City
issues was briefly discussed. Setting restrictions or parameters for appointment of a non-
City resident was addressed. It was noted that several Planning Commission terms will
expire in June and it may be worthwhile to explore changes in the current appointment
process. Concern was expressed that a non-resident would not be interested in protecting
January17,_2001 ) ~~/~~~ ~
the interests of citizens of Ukiah.
Councilmember Baldwin proposed that the matter of changing the procedure for
appointment to the Planning Commission should be brought before Council in March for
consideration. In this way, any changes to the procedure would be implemented by June
when terms expire, and would affect the tenure of existing Commissioners if adopted.
It was the consensus of Council not to direct Staff to pursue amending the ctjrrent
Ordinance with regard to appointment of the Planning Commission at this time.
8. AUDIENCE COMMENTS ON NON-AGENDA ITEMS
John Young, 610 Donner Lane, spoke to Council about an ongoing problem with an
individual at 614 Donner Lane who is operating a business out of his home. He discussed
safety concerns with the large vehicles blocking the view of stop signs and also with noise
issues generated by the large trucks.
10. NEW BUSINESS
10a. Adoption of Resolution Making Appointment to the Planning Commission
Mayor Ashiku discussed the appointment process.
Councilmember Libby explained that there is a need to work on the disharmony that
seems to exist between the City Council and the Planning Commission. She expressed a
need to create a Planning Commission that is affective and can work well with the City
Council. She voiced her support for Brenda Levaditis to be appointed to the Planning
Commission.
M/S Libby/Larson nominating Brenda Levaditis to fill an unexpired term on the Planning
Commission; motion failed by the following roll call vote: AYES: Councilmember Libby.
NOES: Councilmembers Larson, Smith, Baldwin, and Mayor Ashiku. ABSENT: None.
ABSTAIN: None.
,
M/S Smith/Ashiku nominating James Mulheren to fill an unexpired term on the Planning
Commission.
Councilmember Baldwin discussed his views concerning changing the appointment
process for the Planning Commission.
Motion carried by the following roll call vote: AYES: Councilmembers Smith, Libby, and
Mayor Ashiku. NOES: Councilmembers Larson and Baldwin. ABSENT: None.
ABSTAIN: None.
M/S Smith/Ashiku adopting Resolution No. 2001-39 making appointment of James
Mulheren to the Planning Commission to fill the unexpired term of office that expires June
30, 2001, carried by the following roll call vote: AYES: Councilmembers Larson, Smith,
Libby, Baldwin, and Mayor Ashiku. NOES: None. ABSENT: None. ABSTAIN: None.
Regular Meeting
January 17, 2001
Page 4 of 1J.
March 27, 2001
Fellow Council Members:
It is time to consider an alternative Planning Commission appointment process. When this
issue was broached in Council discussion on several previous occasions members suggested it be
agendized. And so it is.
I suggest the drafting of an ordinance to take effect January 1, 2002, which will provide each
Council member the courtesy of appointing one City Planning Commissioner to serve a concurrent
term with that Council member.
Nothing in this proposal is to disparage the efforts of current Planning Commissioners who
have diligently served this community with progressive insight. These current Commission
members merit the opportunity to see through several critical General Plan implementation
measures, most vital being a new Hillside Development Ordinance and commercial development
Design Review program. The remaining nine months before this change takes effect provide that
time.
The process under which we now labor is awkward and demeaning. Obviously, there are
differing visions of how Ukiah should grow and change. We often are afraid to admit this fact.
Presently, committed and talented volunteers of differing word views are forced to submit their
names, undergo a dubious public interview process, and then await a Council vote which often
proves embarrassing, but always proves politically telling.
Let's face our differences about land use honestly. Let's terminate the current clumsy process
in favor of one that will increase trust and communication between Council and Commission.
Thank you for considering this proposal.
Si e'Yt
ITEM NO. q0~
DATE: April 4, 2001
AGENDA SUMMARY REPORT
SUBJECT: CONDUCT PUBLIC HEARING REGARDING ADOPTION OF RESOLUTION
APPROVING COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) APPLICATION FOR UKIAH
VALLEY CULTURAL/COMMUNITY CENTER
Over the last two years staff, with Council direction and input, has been cooperating with the Ukiah
Valley Cultural and Recreation Center (UVCRC) Committee for the development of a community
facility. The UVCRC Committee consists of representatives of the City, County of Mendocino, Ukiah
Unified School District, and several non-profit community based organizations such as Nuestra Casa
and Boys and Girls Club. The City is represented by Councilmember Libby and the Community
Services Director.
The location of the project was selected based upon the availability of the property, which is being
offered by the School District as part of the development of the new elementary school. Should the
project go forward as proposed, the UVCRC site will ultimately contain approximately 20,000 square
feet of community space including a full size gymnasium and several recreation and classrooms. In
addition to the School District property, the UVCRC Committee has been successful in securing up to
$1,000,000 in Tobacco Fund money from the County of Mendocino. Committee Chairperson, Dr.
Marvin Trotter, will provide a detailed presentation of the project including a historical update at the
April 4th Council meeting.
(Continued on Pa.qe 2)
RECOMMENDED ACTION: Open Public Hearing, receive project presentation by UVCRC
representative, and continue Public Hearing to April 12
ALTERNATIVE COUNCIL POLICY OPTIONS:
1. Determine April 12 is inappropriate date for Public Hearing and continue to alternative date.
2. Determine application for CDBG General Allocation funds on behalf of UVCRC is inappropriate
at this time and move to deny request for participation by City.
Citizen Advised: UVCRC Committee
Requested by: UVCRC Committee
Prepared by: Larry W. DeKnoblough, Community Services Director
Coordinated with: Candace Horsley, City Manager
Karen Yoast, Executive Assistant
Michael F. Harris, Budget Officer
Attachments: 1. Proposed Resolution
APPROVED:~~,,
Candace Horsley, Cit~ Manager
LD/ZIP[
CDBGRecCenter. Asr
This item is being submitted to the Council at this time as the UVCRC Committee has requested the
City, on behalf of UVCRC, submit an application to the State Housing and Community Development
Department (HCD) for $1,000,000 over two years of CDBG General Allocation funds for project
construction. The deadline for application submittal is April 13th and it is required that a public hearing
to review the application and adopt the authorizing Resolution (Attachment #1 ) be conducted prior to
submittal to HCD. The Council should note that the Committee's request is for two years which would
obligate the City's CDBG allocation of $500,000 per year for that time period and thus preclude any
other Community Facility grant requests, such as the homeless shelter, from being submitted.
As the Committee's request was received after the regular Council agenda packets had been
distributed, the public hearing is being added as an urgency item. Notice on this item was published
in the Daily Journal on April 3rd, however, due to the late date of its submittal and in order to allowfor
better opportunity for public review, staff is recommending that Council open the Public Hearing, allow
Dr. Trotter to proceed with UVCRC's presentation, and then continue the Public Hearing to a special
meeting in the afternoon April 12th. This will provide City and UVCRC staff adequate time to complete
the substantial application prior to the continued Public Hearing and time to address any changes that
may result from the Public Hearing.
DRAFT RESOLUTION NO. 2001-
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF UKIAH
APPROVING AN APPLICATION AND CONTRACT EXECUTION FOR FUNDING
FROM THE GENERAL/NATIVE AMERICAN ALLOCATION OF THE STATE
COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) PROGRAM
AND AUTHORIZING THE EXECUTION OF A GRANT AGREEMENT
AND ANY AMENDMENTS THERETO WITH THE STATE OF CALIFORNIA
FOR THE PURPOSES OF THIS GRANT
WHEREAS, the Community Development Block Grant (CDBG) Program will assist local entities in
providing assistance to very Iow, Iow, and moderate income persons (Targeted Income Group); and
WHEREAS, the City of Ukiah has joined with the Ukiah Redevelopment Agency, Ukiah Unified
School District, County of Mendocino, Ukiah Valley Cultural and Recreation Center Committee, Ukiah
Boys and Girls Club, and numerous non-profit community based organizations to develop a facility which
will enhance the community's ability to provide services to the Targeted Income Group; and
WHEREAS, this facility is proposed to be located on the new elementary school site near the
southern boundary of the City's corporate limits; and
WHEREAS, local fund raising efforts are currently underway to provide a substantial portion of the
construction and operational costs for the facility; and
WHEREAS, the City of Ukiah desires to facilitate the financing of this project through an
application from the Community Facilities portion of the CDBG program.
NOW, THEREFORE, IT IS HEREBY RESOLVED, by the City Council of the City of Ukiah as
follows:
1) The City Council has reviewed and hereby approves a CDBG application for up to
$1,000,000 through a two year funding cycle for construction of the Ukiah Valley Cultural
and Community Center;
2) the City Manager is hereby authorized and directed to act on the City of Ukiah's behalf in
all matters pertaining to this application; and
3) if the application is approved, the City Manager is authorized to enter into and sign the
grant agreement and any amendments thereto with the State of California for the purposes
of this grant.
PASSED AND ADOPTED this 12th day of April 2001, by the following roll call vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
ATTEST:
Phillip Ashiku, Mayor
Marie Ulvila, City Clerk
DRAFT Resolution No. 2001-
Page I of I
AGENDA
ITEM NO: 9a
DATE: April 4, 2001
SUMMARY REPORT
SUBJECT:
ADOPTION OF RESOLUTION APPROVING CO-SPONSORSHIP OF RUSSIAN
RIVER UNLIMITED APPLICATION FOR URBAN STREAMS RESTORATION
GRANT
SUMMARY: Staff has been approached by Russ/an River Unlimited to co-sponsor a grant
application for funds offered by the State of California Water Resources Department. Our office
alerted Russ/an River Un//rn/tedof this grant once it sought out our assistance on issues concerning
clean up of the river. The grant proposal totals $193,532. If the grant is approved, the City Of
Ukiah would become the fiscal receiver of all grant funds. The fiscal receiver is responsible for all
financial transactions and management of the grant monies, in accordance with State of California
regulations. The City will receive $10,588 as administrative compensation under the provisions of
the grant proposal. Insurance indemnification will be provided by Russ/an River Un//rn/tedto
protect the City from any general liability exposure claims. The purpose of the grant will be for
river clean-up, community education, and restoration of the Russian River. Staff believes this is an
excellent opportunity to assist in the river cleanup and restoration efforts and recommends
participation.
RECOMMENDED ACTION: Adopt resolution approving co-sponsorship of California Water
Resources grant.
ALTERNATIVE COUNCIL POLICY OPTIONS: Direct staff to pursue other options.
Citizen Advised:
Requested by:
Prepared by:
Coordinated with'
Attachments:
N/A
Russian River Un/ira/ted
Albert T. Fierro, Assistant Ci~ Manager
Candace Horsle¥, City Manager
Resolution for adoption
Can~ace I~orsley, City/V~nager
RESOLUTION NO. 2001
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF UKIAH
APPROVING CO-SPONSORSHIP OF AN APPLICATION BY £/J$$/AN £/I/_F£ L/IVI/A4/)"£D FOR
AN URBAN STREAMS RESTORATION GRANT, OFFERRED BY THE CALIFORNIA
DEPARTMENT OF WATER RESOURCES AND APPROVING THE CITY OF UKIAH AS FISCAL
RECEIVER FOR ALL FINANCIAL MAI-I'ERS ASSOCIATED WITH SAID GRANT
WHEREAS, the California Department of Water Resources, Division of Local Assistance, Urban
Streams Restoration Program has announced the availabilily of funds for grants; and
WHEREAS, said grants are intended to help solve flooding and erosion problems in a way that
provides environmental enhancement; and
WHEREAS, the City of Ukiah has proposed to co-sponsor a grant application with
River Un/im#e~; and
WHEREAS, the City of Ukiah has concluded the project proposed for funding with the grant
funds would be environmentally beneficial and categorically exempt from requirements for
environmental documentation preparation under Class 4; and
WHEREAS, the City Of Ukiah considers the prospects of receiving a grant to be reasonably
likely,
NOW, THEREFORE, BE IT RESOLVED: the City of Ukiah approves the joint application with the
£ussiczn giver Un/irn#ec/for an Urban Streams Restoration Program grant, and if offered such
a grant, Candace Horsley, City Manager of the City of Ukiah is authorized to accept and sign
any contract for administration of the grant funds, Rebecca Kress, £us~iczn River Un/irn#ed
Manager will develop a work plan for the project, and Gordon Elton, Finance Director of the
City of Ukiah will submit invoices to the Department of Water Resources for all activities carried
out under the work plan for the grant contract.
PASSED AND ADOPTED this 4'h day of April 2001 by the following roll call vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
Phillip Ashiku, Mayor
ATTEST:
Marie Ulvila, City Clerk
ITEM NO. 9~
DATE: April 4, 2001
AGENDA SUMMARY REPORT
SUBJECT: RECEIVE AND FILE THE AUDITED FINANCIAL STATEMENTS FOR
FISCAL YEAR 1999/2000
Stephen Herr, CPA of Davis Hammon & Co., Certified Public
Accountants, conducted the audit of the City of Ukiah's financial
statements for the year ended June 30, 2000. Davis Hammon & Co. has
audited the City's financial statements for a number of years and
therefore has a good understanding of the City's operations. This
continuity also provides the financial statements with a similar
presentation from year to year. Mr. Herr will attend the Council
meeting and answer any questions the Council may have.
The financial report is divided into several sections:
REPORT
Table of Contents
General Information
Independent Auditors' Report
Combined Financial Statements
Notes to Financial Statements
Enterprise Funds Combining Statements
Single Audit and Other Compliance Report
Compliance and Internal Control Information
Report on Appropriations Limit Worksheets
Supplemental Information
Ukiah Redevelopment Agency Audit Report
Paqes
i-ii
iii
3-4
5-10
11-24
25 -29
30-33
34 -41
42 -43
44 -46
47-58
Independent Auditors' Report
The auditors' opinion, titled "Independent Auditors' Report," is
unqualified. This means that, in the auditor's opinion, the overall
(Continued on page 2)
RECOMMENDED ACTION: Receive and file the City of Ukiah financial
statements for the year ended June 30, 2000, audited by Davis
Hammon & Company.
ALTERNATE COUNCIL POLICY OPTIONS: None
Requested by: Candace Horsley, City Manager
Prepared by: Gordon Elton, Finance Director
Attachments: 1. Schedule of Combining Funds
Note: Bound copy of the City of Ukiah Financial Statements for FY
1999-2000 was forwarde~der separate cover
APPROVED: ~_ ~~~ ~
Ca~dace Horsley, qity Manager
financial statements present fairly, in all material respects, the
financial position of the City as of June 30, 2000.
Combined Financial Statements
As a whole, the City is fiscally sound. The audited financial
statements present a summary level for the General Fund, Special
Revenue Funds, Debt Service Funds, Capital Project Funds, Enterprise
Funds, Internal Service Funds, and Trust and Agency Funds as well as
a listing of the totals for the General Fixed Assets and General
Long-term Debt Account Groups. This summary is an overview from
which only generalized conclusions should be drawn. In addition,
Combining Statements of the Enterprise Funds are included on pages
25-29. The general ledger maintains many more funds than are
identified in the audited financial statements. Attached is a
schedule of the funds that are combined into the funds identified in
the audit report.
Notes to Financial Statements
In addition to the financial statements themselves, the "Notes
to Financial Statements", which begin on page 11, provide important
additional information about the financial condition of the City and
the manner in which business is conducted. Note 1, Summary of
Significant Accounting Policies, discusses the City's policies
regarding how various assets, liabilities, revenues and expenses
will be recorded in the financial statements. Note 2, Legal
Compliance - Budgets, discusses the budget process. Note 3,
Deposits and Investments, discusses the types and amounts of the
City's investments. Note 4, Receivables, provides information
concerning estimated utility receivables, allowances for
uncollectible accounts and property tax receivables. Note 5, Fixed
Assets, lists the amount of changes and balances in the General
Fixed Asset Account Group and the fixed assets of the Enterprise and
Internal Service Funds. Note 6, Risk Management, provides some
information regarding the City's types of insurance coverages and
the deductibles the City pays before coverage begins. Note 7,
Capital Leases, and Note 8, Long-term Debt, identify the commitment
for future lease and debt obligations. Note 9, Interfund
Assets/Liabilities, lists amounts owed between funds. Note 10,
Other Required Individual Fund Disclosures, lists the portion of
fund balances that are reserved or designated for specific purposes,
funds that have deficit fund balances, and funds whose expenditures
exceeded their budgets. Landfill Closure and Post-closure Costs,
Note ll, discusses the funds set aside for closure and post-closure
costs and the calculation of the City's future obligation for these
costs. Note 12, Contingencies, discusses the possibility that
various legal actions or future grantor decisions may have a
financial impact on the City. Note 13, Service Contracts,
identifies agreements the City has entered into for provision of
various services. Note 14, Segment Information - Enterprise Funds,
identifies where the required information related to enterprise
GE :Audit99. agn Page 2
funds is found. Note 15, Joint Powers Agreements, identifies the
joint powers agreements the City has entered into. Note 16,
Deferred Compensation and Note 17, Employee Retirement Systems,
discuss the retirement options available to City employees and
various costs associated with the plans.
Enterprise Fund Combininq Statements (pages 26-29)
These schedules provide asset, liability, equity, revenue,
expense and cash flow information for each of the nine enterprises
in the City. The nine enterprises within the City are: Electric,
Street Lighting, Water, Disposal Site, Sewer, Airport, Parking
District, Golf, and Conference Center.
Sinqle Audit and Other Compliance (pages 31-32)
The Single Audit requirement applies when assistance from the
Federal Government reaches certain levels. The Single Audit report
is presented in a standardized format required of all recipients of
significant federal funding. This report identifies each grant
award, receipts or revenue and disbursements or expenditures for
each grant.
Compliance and Internal Control (pages 34-41)
The Compliance and Internal Control section is the area where
the auditors report on compliance in accordance with government
auditing standards, compliance with general federal requirements,
and on internal control structure. The '~Schedule of Findings and
Questioned Costs" (pages 38-41) indicates: 1) The auditors express
an unqualified opinion on the general purpose financial statements
of the City; 2) One new reportable condition, #00-1, Bank
Reconciliations, and two continuing conditions, #99-1, Miscellaneous
Accounts Receivable and #97-2, Reconciliation of Fixed Assets were
disclosed during the audit; 3) No instances of noncompliance
material to the financial statements of the City were disclosed
during the audit; 4) No reportable conditions were disclosed during
the audit of major federal award programs (Single Audit) for the
fiscal year; 5) The auditors express an unqualified opinion on the
compliance for major federal and other award programs; 6) No
instances of noncompliance material to major federal and other award
programs were disclosed during the audit; 7) Three programs were
tested as major programs: Federal Emergency Shelter Grants Program
(U.S. Dept. of Housing and Urban Development); Community Development
Block Grants Program (U.S. Dept. of Housing and Urban Development)
and State Transportation Improvement Program (State of California
Dept. of Transportation); 8) The threshold for distinguishing major
programs was $300,000.00; and 9) The City was determined not to be a
low-risk auditee. Management responses, for each issue the auditors
raised, are included in the audit report.
Reportable condition #00-1 had to do with completing bank
reconciliations in a timely manner. Procedures are in place that
are anticipated to produce timely bank reconciliations by the end of
the fiscal year.
Prior year finding #99-1 had to do with reconciling the
miscellaneous accounts receivable subsidiary ledgers with the
GS~AUDIT99. AGN Page 3
general ledger. Improvement is necessary in identifying the
differences that occur between the subsidiary and the general
ledger. When a new financial system is procured, an automated
interface between the subsidiary and general ledger is anticipated.
This automation will assure the consistency between the ledgers. In
the interim, procedures to improve the resolution of differences
between the subsidiary and general ledgers are being implemented.
Prior year finding #97-2, related to recording changes in fixed
assets, was restated. This finding identifies that the services
obtained from the vendor providing fixed asset record keeping are
not as complete or timely as they could be. When new financial
management software is purchased, fixed asset record keeping is
expected to become an internal process.
Prior year compliance finding #99-2 had to do with certain
costs of a police officer charged to the COPS More '96 grant when
these costs were not grant eligible. The finding was resolved and
no similar finding was noted during the current year audit.
Report on Appropriations Limit Worksheets (pages 42-43)
In accordance with League of California Cities guidelines, the
auditors performed a review of the appropriations limit work papers
prepared by City staff. Based on the limited procedures performed,
the auditors noted no exceptions.
Ukiah Redevelopment Agency (pages 48-58)
The Ukiah Redevelopment Agency financial records are included
in the statements labeled "City of Ukiah" as well as presented
separately at the end of the audit report. This presentation is
required under the generally accepted accounting principle of
~reporting entity" which states that any entity which the City
Council controls a majority of must be included in the City
financial statements (Note IA, page 111).
Additional Information
At June 30, 2000, the City was in a better financial position
than was anticipated when the FY 1999/2000 budget was adopted. This
improved position was seen in the improved financial picture
presented in the mid-year budget amendment adopted at the January
17th meeting. Staff will make a presentation at the Council meeting
to further explain the financial results of fiscal year 1999-2000.
Recommended action
Staff recommends receiving and filing the audited financial
statements for the year ended June 30, 2000.
GS~AUDIT99. AGN Page 4
100
110
115
131
140
142
143
2OO
201
2O3
2O4
2O5
2O6
2O7
210
25O
27O
28O
290
300
301
302
303
330
332
333
334
335
340
341
345
618
960
962
150
966
120
698
965
575
678
696
697
26O
9OO
910
915
920
940
General Fund
General Fund
Special General Fund
General Fund Reserve
Equipment Reserve Fund
Schedule of Combining Funds FY 99-00
Special Revenue
Park Development Fund
National Science Foundation
NEHI Museum Grant
Asset Seizure
Asset Seizure (Drug/Alcohol)
Health & Safety Education Fund
Federal Asset Seizure
Supplemental Law Enforcement Services Fund (SLESF)
Community Policing Grants
Local Law Enforcement Block Grant Fund
Traffic Safety
Special Revenues
Signalization Fund
Storm Drain Fund
Bridge Fund
2106 Gas Tax Fund
2107 Gas Tax Fund
2107.5 Gas Tax Fund
2105 Gas Tax Fund
1998 STIP Augmentation Fund
Federal Emergency Shelter Grant
Community Development Block Grant
Economic Development Block Grant Revolving Loans
Community Dev. Comm. Fund
SB325 Reimbursement Fund
S.T.P.
Off-System Roads Fund
Flood Damages
Community Redevelopment. Agency Fund
Redevelopment Housing Fund
Debt Service
Civic Center Fund
Redevelopment Debt Service
Capital Projects
Capital Improvements
Fixed Asset Fund
Redevelopment Cap Improvement Fund
Internal Service Funds
Garage Fund
Public Safety Dispatch Fund
Purchasing Fund
Billing Enterprise Fund
Expendable Trust Funds
Downtown Business Improvemt
Special Deposits
Worker's Compensation Fund
PERS Reserve Fund
Liability Fund
Payroll Posting
64O
641
650
651
652
67O
679
95O
Attachment #1
Agency Funds
San District Revolving Fund
U.V.S.D. Special Fund
Special San District Fund (Cap Imp)
REDIP Reserve Account
REDIP Sewer Enterprise Fund
Ukiah Solid Waste Billing
M.E.S.A.
General Service
55O
555
8OO
801
8O6
810
815
Electric Enterprise
Lake Mendocino Bond Interest/Redemption
Lake Mendocino Bond Reserve
Electric Fund
Electric Revenue Fund
Public Benefits
Electric Reserve Fund
Electric Rate Stabilization Fund
Water Enterpries
820 Water Fund
830 Water Reserve
840 Special Water Fund (Cap Imp)
66O
661
664
665
666
667
Solid Waste Disposal Enterprise
Sanitary Disposal Site Fund
Preclosure Project Reserve
Disposal Closure Reserve
Refuse/Debris Control Enter,
Disposal Site Post Closure Reserve
Landfill Self-Insurance. Trust
500
610
612
615
620
Sewer Enterprise
1957 Sewer Bond Interest & Redemption
Sewer Service Fund
City/District Sewer Fund
City/Dist Sewer Replace
Special Sewer Fund (Cap Imp)
310
315
32O
6O0
6O3
Airport Enterprise
Special Aviation Fund
Airport Capital Improvement
Airport Clear Zone Fund
Airport Fund
Hangar/Site Improvement Fund
22O
23O
53O
Parking District Enterprise
Parking. District #1 Operation & Maintenance
Parking. Dist. #1 Revenue Fund
Pkg. District #1 Bond Interest & Redemption
695
8O5
410
Other Enterprise Funds
Golf Fund
Street Lighting Fund
Conference Center Fund
89 Total Funds
Combining Funds FY 99-00
Attachment to Audited Financial Statement Agenda Item #
A copy of the City of Ukiah Financial Statements Together with
Tndependent Auditors' Reports for the Year Ended 3une 30, 2000, is
available for review at the Ukiah Civic Center, 300 Seminary Avenue.
can be found in the Press Packet located on the counter.
Tt
ITEM NO. 9c
MEETING DATE: April 4, 2001
AGENDA SUMMARY REPORT
SUBJECT:
DISCUSSION OF CITY IMAGE IN RELATION TO HIGHWAY 101 AND NORTH
STATE LITTER REMOVAL- (VICE-MAYOR BALDWIN)
Vice-Mayor Baldwin has requested a discussion at the Council level regarding litter along
Highway 101 and North State Street. A letter from Vice-Mayor Baldwin is included for
Council information.
RECOMMENDED ACTION: Council discuss litter removal on Highway 101 and North State
Street and provide direction to staff.
ALTERNATIVE COUNCIL POLICY OPTIONS: N/A
Citizens Advised:
Requested by:
Prepared by:
Coordinated with:
Attachment:
N/A
Vice-Mayor Phil Baldwin
Candace Horsley, City Manager
N/A
1. March 27, 2001 letter from Phil Baldwin
Approved:
-
Candace Horsley, Manager
4:Can:ASRUtter.301
March 27, 2001
Fellow Council Members,
Regarding litter. Something's going on here but we "don't know what it is." Or do we?
Littering of our highways has not been worse in my lifetime. Whether we believe the act of littering
is that of a rebel, an idiot, or a child, the increasing amount of Highway 101 litter within our city
limits and at the vital North State Street 101 exit to Ukiah radically impacts tourist image of our
town, just as it affects our own psyches.
I argue it is time for this Council to formally call on Caltrans to keep the Ukiah sector of the
State highway free of litter or remove the free advertising signs for groups saying they sponsor
litter removal as part of the "Adopt" a roadway program. The Caltrans response will determine if
we need further action, possibly legislation in Sacramento,
Equally depressing is the northern gateway to Ukiah, where two chain link fences on both sides
of State Street trap the litter (at the bowling alley and truck stop), reminding one of the approach to
Weedpatch or Tobacco Road. It is irrelevant that this is beyond our city limits. The image serves
to tar and feather us. Therefore, we should consider joint City and County eminent domain action
to take both small strips of land and to care for them properly. If they are already in public hands,
then shame on us (and the County).
ITEM NO. 9d
MEETING DATE: April 4, 2001
AGENDA SUMMARY REPORT
SUBJECT: ACCEPT PUBLIC UTILITY EASEMENTS FOR MINOR
SUBDIVISION 00-43 AND AUTHORIZE MAYOR TO SIGN MAP
SUMMARY:
Minor Subdivision 00-43 was approved at the City Engineer's meeting held
November 21, 2000. This Minor Subdivision divided one parcel into three
parcels situated along the east side of North State Street. The resulting parcels
are .42 acres, .74 acres and .77 acres in size, and are located at 955 North State
Street, opposite the intersection with Magnolia Street.
The applicant has a buyer for Parcel 1. The purchaser has submitted a site
development permit to the City, which is currently being reviewed by the
appropriate departments. The site development review process cannot be
completed and a permit issued until the Parcel Map is recorded. The Parcel Map
cannot be recorded until the public utility easements are accepted by the City
Council and the Map signed by the Mayor.
Due to a position vacancy and vacation schedules, Staff was not able to compile
a complete package in order for this report to be distributed to Council in the
routine manner. A complete Agenda Summary Report along with the necessary
attachments will be distributed prior to the scheduled Council meeting. Applicant
has pursued completion of this item in a timely and orderly manner and Staff
feels it is appropriate to accept the forthcoming Agenda Summary Report, so that
the item may be heard at this meeting.
RECOMMENDED ACTION: Accept Public Utility Easements and Authorize
Mayor to Sign Map.
ALTERNATIVE COUNCIL POLICY OPTIONS: The Council may elect to direct
Staff to affect additional changes to the Parcel Map and return to Council at a
later date.
Citizens Advised: Leo Cortina, applicant
Requested by: Rick Seanor, Deputy Director of Public Works
Prepared by: Diana Steele, Director of Public Works/City Engineer
Coordinated with: Candace Hor~ey, City Manager
APPROVED:~,(~__~-~.~_ Candace Horsley,~ity (~'''''' Manager
ITEM NO. 9e
MEETING DATE: April 4, 2001
AGENDA SUMMARY REPORT
SUB.,1ECT:
DISCUSSION AND APPROVAL FOR SHARING EXPENSES FOR FIRE
CONSOLIDATION CONSULTANT SERVICES
The Council has approved the creation of a subcommittee to finalize discussions on Fire
consolidation services for the Ukiah Valley. The goal of the two meetings will be to
discuss and address any concerns, issues, and suggestions that will be offered by the
participants. It would be desirable and extremely helpful to have a neutral and trained
facilitator to assist the group in reaching it's objectives. Chief Dan Grebil has forwarded to
me information regarding such services from the firm of Meyers, Nave, Riback, Silver, and
Wilson. They would provide the consultant/facilitator role at the meetings and the
expertise needed to create a Memorandum of Understanding (MOU) in connection with
the establishment of a Fire Service consolidation document.
This firm, and specifically Elizabeth Silver, provided the facilitation services for the City of
Tracy and surrounding District area when they consolidated several years ago. We have
received high praise in her ability to mediate, facilitate, and bring consensus to the issues
and concerns of any parties involved in the consolidation. During the negotiations on the
MOU, the City Attorney will be representing our position, and the District will be using the
services of the County Attorney.
Included in the packet is an engagement letter with the Ukiah Valley Fire District Board to
retain the services of Ms. Silver that will be considered by the District Board on April 11.
The service agreement with Ms. Silver consists of two subcommittee meetings and
drafting of the MOU. She has boilerplate language for such a document from previous
agreements that will reduce the drafting time considerably. It is proposed that the
expenses for the facilitation of the two meetings, for up to six hours at less then $700 per
agency, be split between the City and District on an equal basis. If Council is interested in
these services, staff is recommending approval of the 50/50 split of expenses contingent
on the District Board's acceptance of the engagement letter. Once approved, we will
immediately begin working with Ms. Silver to calendar the first subcommittee meeting.
RECOMMENDED ACTION: Council discuss consultant services for Fire Service consolidation
and authorize 50/50 split with Fire District for two meetings.
ALTERNATIVE COUNCIL POLICY OPTIONS: Do not approve consultant services fee.
Prepared by:
Coordinated with:
Attachment: 1.
· -\
Approved ~_~~~,,
Candace Horsley, Cit~
4:Can:ASRFireCon.301
Candace Horsley, City Manager
Chief Dan Grebil
Engagement letter and profile of Ms. Silver
Manager
meyers
flove
ribc~clc ;ilver g wil3on
Contact Us
7~tm~.__O_f_..U_se
Fee .d_bQck_
Santa Rosa Group
Main Office Santa Rosa Office
777 Davis Street 401 Mendocino
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San Leandro, CA 94577 Santa Rosa, CA 95401
ph: (510) 351.4300
fx: (510) 351.4481
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m e y e r s n a v e rib ck silver & wilson
About the Firm
Attorney Profiles
Elizabeth H. Silver
Shareholder
emaih e hs m~_,_m_pyersn ave. com
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Libby Silver is one of the founding shareholders of
Meyers Nave. Dudng her 25 years of practicing
public law, she has represented a number of cities
and other public agencies in labor, personnel and retirement matters. Ms.
Silver has provided advice to the firm's clients regarding the employer's
duty to bargain under the Meyers-Milias-Brown Act and has defended
agencies in actions brought to compel arbitration under the California
Arbitration Act. She has represented a number of public agencies in
headngs before civil service boards and arbitrators involving disciplina~/
appeals by employees, including suspensions and terminations. Ms.
Silver recently represented a charter city in a 19-day interest arbitration
after successfully litigating the scope of the arbitrable issues. She has
provided advice to public employers regarding both independent
retirement systems created by charter and the Public Employees
Retirement System.
Ms. Silver has also represented public entities in connection with different
issues involving tax and revenue issues. She provides advice to our
clients on Proposition 218's requirements regarding taxes, assessments
and property-related fees and charges. She has prepared ballot measures
for voter approval, including a 1996 measure to - grandfather - an existing
maintenance assessment under Proposition 218; a 1997 measure to
approve a city-wide park assessment; an excise tax for emergency
medical services; and an excise tax for perk and trail maintenance.
Ms. Silver often advises clients regarding issues arising under the
Cortese-Knox Local Government Reorganization Act of 1985. She has
represented cities in a number of large annexations. She recently
successfully represented a city in negotiations with a county pursuant to
Rev. & Tax. Code section 99(e) regarding the amount of property tax to
be transferred to the city upon annexation.
Ms. Silver has also represented cities in land use matters. She
represented one city throughout the process of preparation, adoption and
implementation of a specific plan for a 4000-acre area. Her representation
included the successful defense of an action challenging the adequacy of
the EIR under CEQA and the specific plan under the State Planning and
Zoning ~ preparation of five development impact fees, including a
program for credit and reimbursement for oversizing infrastructure; and
http ://www. meyersnave.com/attomeys_pro file.asp?I D=Silve-7122000-161257
3/22/01
Imlq'Io~uoa~oa'oneu~aKatu'^~t/:d;;q
r' - -r ................................ r' ......... ,~ ............
A graduate of Northwestern University, Ms. Silver received her J.D.
degree from the University of California, Hastings College of Law in 1974.
She has been a speaker at the League of California Cities - Mayors and
Councilmembers Conference, the Annual Conference, the City Attorneys -
Spring Conference and Continuing Education Seminar on Personnel
Matters, the League's Employee Relations Institute, the Financial
Management Seminar and numerous other conferences.
Related Practice Areas:
· Labor & Employment Law
· Revenue & Taxation
Articles and Opinions:
· Proposition 11 - Sales Tax Sharinq A.qreements (November 1998)
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UOS[I/V~ ~ .IOAllf~ ')I31~QI~l' '9Aekl '$.IO,~OlAI
meyers
n a v e rJback silver & wiJso
professional law corporotion
777 Davis Street, Suite 300
San Leandm, California 94577
Telephone 510.351,4300
Fax 510.351.4481
www..meyersnave.com
FAX TRANSMISSION COVER SHEET
TO:
Dan Grebll, Chief
Ukiah Valley Fire District
Office Phone: 70748,3-6570
FAX No: 707-462-2938
DATE: March 26, 2001
CLIENT NO: 905
FROM:
Elizabeth H. Silver
By: Rebecca J. Aiimorong
Engagement of Legal Services
NO, OF PAGES SENT (Including This Sheet): 8
HARD COPY TO FOLLOW? Yes
ADDITIONAL COMMENTS:
TH~' DOCUMENTS ^CCQIv~,N,ITINc.~ THI~ P~ ~~!~ ~ ~~ IN~R~ON BELONGING
~CH ~ ~RK P~ ~ ~y ~~, ~E ~O~ ~ ~ ~LY F~ THE U~e OF T~ ~S~.
~. MO~ IF ~ ~ NOT ~G ~ ~C~. Y~ ~ ~y NOTJ~D ~T ~ USE, DJSCL~U~,
D~U~ Or TNI$ ~~ON 1S ~TLY PRO~ FY~ ~ ~C~ ~ ~$MISSION IN E~O~
' ~ED~TELT N~ ~E ~ER BY ~P~E TO ~ FOR ~ ~~ OES~I~ OR ~RN
IFYOU NAV~ NO? I~ AJ, A,. OF THE pA~ Pf=__P~._l~ ~Ui, LL Ma. 3~H.,4-&~i AS ~(;aON AS POSSIBLE.
. ,
·
m e y e r s I n a v e riback silver & wilson
prefes:le~al I~w cerpsrillel
Elizabeth 14, Silver
Attorney at Law.
$t0,35t.4300
Via Facsimile
PERSONAL AND CONFIDENTIAL
March 26, 2001
Dsn Grebil, Chief .
Ukiah Valley Fire District
I500 $. State Street
Ukiah, CA 95482
I~E: Engagement of Legal.Services
Dear Dan:
Thank you for retaining Meyers, Nave, PJback, Silver & Wilson to represent the Ukiah Valley Fire District,
We appreciate the opportunily to serve as your lawyers and look forward to working with you.
This letter sets forth our a, greement concemiqg lhe legal se~ces we will provide and our ~ arrangements
for those services. Please read this entire agreement before signing and returning it to us.
1, ,.qcope of Engagement. We will provide the legal services re. asonably required to provide advice
and consultation in connection with the establishment of a Joint Powers Autllority for fire services and
related maffers. Our work is limited to such services. We will also provide iegsl services for additional
ma~ers that you request of us, provided we agree to perfon'n that additional work. A letter confirming such
additional work shall bring such work within the scope of this agreement.
2. Fees and Personnel. As compensation for our services, our fees will be based on our current
standard billing rate for the personnel performing services under this agreement at the time such services
are rendered. Our standard billing rates for attorneys, paralegats and lega! assistants are attached as
Attachment 1.
I will be the Shareholder in charge of representing your interests, If other attorneys and/or paralegals
and/or legal assistants sre assigned to work on your matter, the then current houdy rates of those
individual will be utilized, This agreement retains the legal services of our law firm and not of a particular
attorney.' Hourly rates are subject to re~"onable change, usually at the beginning of each year.
l,~st Bcry 0~ J
777 II,vis .%eet Suite 300 · Son Lean&e, Call,fda ~4577 · 'ld~ 51e.351_43~0 · ~x 510.3'q.4481 · w~.meyar~.~e.corn
S~cbon, Cdi~omlm
Ea.,~ Gmbi~
March 26, 2001
Page 2
3. Disbursements and Expenses. In sddition to hourly fees, we may incur out-of-pocket expenses
related to your represents§on, Cur Statement of Fee and Biling Information, which sets forth the details
of our disbursement and expense policy, is affached (Attachmpnt
4, Billing and Payment Responsibilities, We will send monthly statements which are due within 30
days of receipt, if you have any questions about an invoice, please promptly telephone or write me so ti~at
we may discuss these matters. Our Statement of Fee and Billing information sets forth the details of our
fee and billing policy.
5. Termination of Services, You may terminate our services at any time by written notice. After
receNin§ such notice, v,e will cease providing services, We will cooperate with you in the orderly transfer
of all related files and records to your new counsel,
We may terminate our.services at any time with your consent or for good. cause. Good cause exists if (a)
an), statement is not paid within 60 days of its date; (b) you fail to meet any other obligation under this
agreement and continue in that failure for 15 days after we send written notice to you; (c} you have
misrepresented or failed to disclose material facts to us. refused to cooperate with us, refused to follow our
advice on a material maffer, or otherwise made our reFesenta§on unreasonably difficull; or (d) any other
circumstance exists in which ethical rules of the legs{ profession mandate or permit terminatien, including
situations where a conflict of interest ad~e~. If we terminate our services, you agree to execute a
su~titution of attorneys promptJy and otherwise cooperate in effecting thai termjn~on.
Termination of our services, whether b7 you or by us, will not relieve the obliga'don tD pay for services
rendered and costs incurred before our services formally ceased.
6, Insurance. During the term of this engagement, this law firm shall take out and maintain general
[lability and property damage insurance in the amount of $1,000,000; professionaI errors and omissions
insurance, in an ~mount of $2,000,000 per occurrence; and :$4,000°000 aggregate, which insurance may
not be canceled or reduced in required limits of liability, unless et least ten days advance written notice be
given to you.
7. No Guarantee of Outcome. Any comments made by us about the potential outcome of this
mawr are expressions of opinion only and am not guaranl~,,s or promises about any outcome or resu~.
8. Entire Agreement; Full UnderstanciJng; Modifications in Writing, This lea, er oontains our entire
agreement about our representation, Any medications o~" additions to this letter agreement must be made
in writing.
g, Joint Representation, Our firm maintains of counsel egreements with certain leg~ specialists.
Because these individuals are deemed independent contractors under the applicable provisions of the tax
Dan Gr~bO
M~.'~-h 26, 2001
F~e3
laws and not employees of the firm, it is necessary that you consent D dual representation by the firm and
the specialist in the event the matter which you have engaged us to handle requires the use of that
specialist. This arrangement has no effect whatsoever on the cost of your legal services, rather it is an
ethical requirement that we disctose this fact and that you consent. You are consenting by signing this
letter,
10. Conflicts. Our firm represents many public agencies in California. Since 1986, we have
represented over five hundred public clients, including numerous cities, redevelopment agencies, special
districts, counties and other public entitles, and we are accepUng new engagements all the ttme. 1! is
virtually inevitable that we will work on projects from other clients having different governmental or political
objectives, beliefs or views from the Ukiah Valley Fire District.
In view of the fact that the Ukiah Valley Fire District is a public entity, this letter confirms that the services
which we are rendering to you are limited in scope and for the benefit of the Ukiah Valley Fire Distdct only.
Meyers, Nave performs a variety of professional services for its clients and it is possible that we will
represent public agency clients which am adverse to you on otfler matters. To avoid potential problems,
you agree that you expressly waive any actual or potential c~nflicts ~at might adse from such
representation, that you will not attamp~ to disqualify Meyers, Nave on such matters, and that our firm is
free to represent its clients on such matters.
By signing this letter and returning it to us, you acknowledge that we have discussed these matters and
you confirm that the Ukiah Valley Fire District does not object to our representation of clients on matters
where their legal, governmental or political obj~cUves and/or positions may be different from or adverse to
those of the Ukiah Valley Fire District, and that th~ Ukiah Valley Fire District waives any conflict of interests
wiih respect to our representation of such clients with differing legal, governmental or political interests.
You further confirm that t~he Ukiah Valley Fire District w'~ not assert any conflict of interest concerning such
representation or attempt to disqualify this firm from representing such clients notwithstanding such
adversity. While you would certainly be free to terminate our relationship, you agree that this firm
nonetheless would be free to represent such clients even on those matters which you consider adverse,
and that you waive any conflict of interest in connection therewith.
Needless to say, these acknowledgments do not permit our firm to represent another client in opposing the
spec~c project for which you engage us without your specific written consent.
You m~y wish. and we encourage you. to consult legal counsel regarding the effect of this conflict waiver.
We would request that you review this letter carefully and, if it is consistent with your understanding of our
respective responsibilities, please so indicate by returning a signed copy of this letter to me at your earliest
FROM }t:'Y:RS t,:AV~, ~,T=^O',' SILVER ~ iV[LSON DDN~ B, 2s 0! ls 20/~T, ~
~ ~ ...... ,,~,~=, ~ ," " ~ ,/~ ,o 10/~0,4860:
Dan Grebil
Mam~ 26, 2001
Page 4
convenience. Enclosed is an additional copy of this letter which you should rel;ain for your records. Again,
we thank you for allowing us lhe opportunity to serve as your lawyers.
Very truly yours,
MEYERS, NAVE, RIBAOK, SILVER & WILSON
Elizabeth H. Silver
Shareholder
c: Billing Department
Enclosures: Attachments 1 and 2
Client copy of Engagement Letter
These terms are accepted and agreed
to as of the date of this letter.
By:
Title:
.... ~., :AC.~., '~: .~'~ '20/87 ' q' ~8/?:0, 486010267t P 6
ATTACHMENT 1
MEYERS, NAVE, RtBACK, SILVER & WILSON
RATE SHEET
Sr. Shareholder $250
Shareholder $22,5
Sr. Associate $200
Associate $175
Paralegal $125
Legal Assistant $125
~100
Law Clerk
Other
$ 50
Hourly rates set forth above are reviewed and amended annually in January of each year,
R009(359~
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MEYERS, NAVE, I~IBACK, SILVER & WILSON
STATEMENT OF FEE AND BILLING INFORMATION
The following is a general description of our fee and billing policies. These general poIicies may be
modified by ne specific engagement letter or agreement to which this summary is attached.
Professional Fees, Our fees for professional services are based on the fair value of the services
rendered. To help us determine the value of our services, our attorneys and parategals maintain time
records for each client and mawr. Our afforneys and paraJegal~ are assigned hourly rates which are
based on years of experience, specialization, training and level of pro~ssiona'~ attainment. We adjust our
rates periodically {usually at the beginning of each year) to take into account inflation and the increased
experience of our professional personnel.
To keep profe~ional fees at a minimum, tegal work that does not require more experienced attorneys will
be performed, where feasible, by attorneys with lower biJJing rates. Of course, the quality of the work is
paramount, and we do not ~cdfice quality to emnomy.
Before undertaking a particular assignment, w~ will, if rv~ucst~, provide you with a fee estimate to the
extent possible. Estimates am not poesible for ~me matters, however, and cannot be relied on in many
ol~ers because the scope of our wok will not be clear at the outset. When a fee estimate is given, it is
only an estimate; it is not a maximum or m;nimurn fee quotation. The actual fee may be more or less than
the quoted estimate.
Ratalner. Our normal practice is to require a retainer t~ cover a portion of the anticipa~d attorneys' fees
and costs. Any retainer will be placed in the firm's trust account. At the conclusion of our services, we will
return to our client any unapplied retainer, after d~ucting payment for c!~arges billed or to-be-billed for
services and any remaining out-of-pocket expenses.
Billing And Payment Procedures. Unlass other arrangements ara made at lhe time of the engagement,
invoices will be sent monthly, Invoices for outside services exceeding $100 may be billed separately.
Occasionally, however, we may defer billing for a given month or months if the accrued fees and costs do
not warrant current billing or if olfier circumstances would make it appropriate to defer billing.
Our inveices contain a bdef narrative description of the work performred; if requested, the initials of the
attorney who performed the work will appear on the statement. The invoice will include a line item
reflecting in.house administrative costs. The firm's in-house administrative costs include, but are not
limited to, duplicating, facsimile charges, telephone charges, E-mail, postage, mileage and other
administrative expenses. We have determined that the most effective method of accounting for these
administrative costs is to cha~je a fiat 8% of l~e professional fees incurred.
MEYERS, NAVE, P, tBACK, SI~,vz. & WILSON (MON) 5.26' 01 t8' 20/ST. ~' 1 o,~O,.. 4850102671. :~ 8
The firm will be reimbursed for all outside services Incurred in the course of providing legal services to our
client(s). Outside services will include, but are not limited to, all third-party exp~nses, delivery charges,
travel expenses, outside research services, filing fees, expert witness and expert consultant fees. To
defray the firm's costs for administering these services, there will be an additional cost advance charge of
2% for all outside services of $100 or more.
If you have any questions regarding an invoice, the billing manager, controller or shareholder in charge are
available to answer your questions. For any unras~ved matters, the Bar Association has an arbitralJon
mechanism that can be used to resoJve such matters.
Late Payments. Statements for services are payable upon presentation and, in ail events, within thirty
(30) days after receipt. Occasionally a client has difficulty in making timely payments. To avoid burdening
those clients who pay their statements promptly with the added costs we incur as a resuI'~ of late payments,
a late charge will be assessed on statements not paid within thirty (30) days. The maximum monthly late
payment charge will be 1.5% per month, in the unlikely event we are required to institute tega]
proceedings to collect fees and costs, the prevailing party wilt be entitled to reasonable attorneys' fees and
other costs of collection.