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HomeMy WebLinkAbout1999-02-17 PacketITEM NO. 3a MEETING DATE February 17,1999 AGENDA $1,,IMMARY REPORT SUBJECT: INTRODUCTION OF NEW EMPLOYEE MICHAEL TODD, FIREFIGHTER/PARAMEDIC The Fire Department is pleased to introduce to the City Council and the community Michael Todd who has recently been appointed to the position of Firefighter/ Paramedic. Mike lives in Santa Rosa. He has been a firefighter for six years, and a paramedic for two years. He most recently came from Rincon Valley Fire Department. Mike became interested in firefighting as a career after visiting a friend at Bodega Bay Fire Department. Mike considers firefighting a "lifestyle, not a job". He also brings experience in construction which can be very valuable fighting fires. Mike was recently married to Heather and has two children: Michael (little dude) who is 7 and McKenna, 2. His hobbies include surfing, weightlifting and baseball. RECOMMENDED ACTION: Warmly welcome Michael Todd as a new employee of the City of Ukiah. ALTERNATIVE COUNCIL POLICY OPTIONS: N/A Requested by: Roe M. Sandelin, Fire Chief Prepared by: Roger A. Sprehn, Fire Captain Coordinated with: Candace Horsley, City Manager Attachments: None APPROVED BY: ,~'"~, a~~c~ i-~c~'rsl~y, Cly Manager PROCLAMATION WHEREAS, the citizens of Ukiah stand firmly committed to promoting reading as the catalyst for our students' future academic success, their preparation for America's jobs of the future, and their ability to compete in a global economy; and WHEREAS, Ukiah has provided significant leadership in the area of community involvement in the education of our youth, grounded in the principle that educational investment is key to the community's well-being and long-term quality of life; and WHEREAS, Read Across America, a national celebration of Dr. Seuss' birthday on March 2nd, promotes reading and adult involvement in the education of our community's students. NOW, THEREFORE, I, Jim Mastin, Mayor of the City of Ukiah, on behalf of my fellow City Councilmembers, Kristy Kelly, Phillip Ashiku, Phil Baldwin, and Kathy Libby, do hereby call upon the citizens of Ukiah to assure that every child is in a safe place reading together with a caring adult on the evening of March 2, 1999; AND BE IT FURTHER RESOLVED that this body enthusiastically endorses Read Across America and recommits our community to engage in programs and activities to make America's children the best readers in the world. Date: February 17, 1999 Jim Mastin, Mayor 3b MINUTES OF THE UKIAH CITY COUNCIL Regular Meeting Wednesday, February 3, 1999 The Ukiah City Council met at a Regular Meeting on February 3, 1999, the notice for which had been legally noticed and posted, at 6:30 p.m. in the Civic Center Council Chambers, 300 Seminary Avenue, Ukiah, California. Roll was taken and the following Councilmembers were present: Councilmembers Libby, Baldwin, Ashiku, and Vice-Mayor Kelly. Mayor Mastin arrived at 8:30 p.m. Staff present: Public Utilities Di...r:....~or Barnes, Community Services Director DeKnoblough, Finance Director...~iiiiii~}ton~iiiiii~sistant City Manager Fled, City Manager Horsley, Fire Department~EUS C~li~"=~' Hutton, Public Works Director Kennedy, City Attorney Rapport, ~:.t.~ing '~i~~i!ii?::.S...awyer, Deputy. Director of Public Works Seanor, Fire Captain Woo~:~h, and..,'~:.~i~iii~!i~Ulvila. 2. PLEDGE OF ALLEGIANCE Councilmember Baldwin led the Pledge of ":~::!:!:!:!:i:!::::':" ' 3a. PRESENTATION: Introduction Of New E~i~i!i?~!::~Mike Todd, Firefighterl .... ::..:::::::..' - .:::::::::::::::::::::::::::::::::::::::::: City Manager Horsley advised that Mr. Todd..:~?:::.:..an Jnju~ii~iiiii~iii~bable to be present. 3b. PROCLAMATION: Februarv as~ii~i~.-'.-'::i~ij~i!~...Month?i!..'.::'.'.ii d . :-'..:.:.: -.~.:..-.:.:.:....:.:~....:.:.:.: -.;.:,:.-...-.,............... Vice-Mayor Kelly read the proclamat~i~' es~g..~atr~ii~~ as Black History Month. LaCretia Peoples received the p~'matia~iii~'nd tha..n:.:~d Council. She invited everyone to attend the play at the UkJah.~!~rs T~{er sch.~led for February 10 and 11, 1999. ..:.:.:.:.:.- ................. ,................ ................. :.:.:,,-.:.:,:. · ~.;;: :::::::::::::' .i; ::.: .......... ::::iii 4. APPRO~ALICORREG~IO'.N OF .............................. =================================================== ~ ====================================================== ...... Council~~iii.L....ibby i~~i~ed a correction to page 5, last paragraph, to indicate that coun~ii~6~.. "::~:~:~:~:~:~:~=~:~:~:?"~ ...... "No". Baldwm~s~et~was She also recommended a correction to ================================================== ======================================================== page 10, thJrd:~'~~i~.p.....h, thir'~ii~?~'~e to read: "He advised that he will be attending a Northern Cat.~ii~i~~ Assc~:~i~!i¥~n (NCPA) meeting later in the month." ...... .-.-,.,-.-.* ...... :::::::::::::::::::::::::::::::::::::::::::::::::::::: Vice-..:~!':~:~,or Kelly re~~~'"'~d a correction to the first sentence of page 4 as follows: "H~::ii~pressed his co~~:?~Jnce the County is working on a Redevelopment District in th~i~i!~rea and are Jnter..:~'ted in anything the City is planning in that area. He would like to ~iiii~prised of wha....t..-'iii~e City Js doing." ~.::~:~:~:~:~:..':~:~:.::~:..':~:~:~::.. _.:.~:~:_.':~:~::.' ~!~!i~i,~~in to approve the minutes of the Regular Meeting of January 20,1999, ~t~il;.t~i~.~.~?i~Orrections, carried by a unanimous Voice Vote of the City Council present. =====================================================..- Ab~'~:~f~::::'Mayor MastJn. 4. APPROVAL/CORRECTION OF MINUTES b. Special Meeting of January 22, 1999 MIS Ashiku/Baldwin to approve the minutes of the Special Meeting of January 22, 1999, February 3, 1999 Page 1 as submitted, carried by a unanimous Voice Vote of the City Council present. Absent: Mayor Mastin. 5. RIGHT TO APPEAL DECISION Vice-Mayor Kelly reviewed the appeal process. 6. CONSENT CALENDAR Councilmember Baldwin inquired as to the processing of claims through REMIF and how resolution of a claim is determined. -':;~ .... ..:~:~:i:!:i:. ..::!:i:i:!:!:!::" .:!~:i:i:~:i.. -':':':':':':" City Manager Horsley explained that REMIF submits re...ports to.,~iii~:.j.~i!~~'' Risk Manager concerning their investigations of claims and, likewise,;=~;~City'~iii~~i~.a, tions of claims are submitted to REMIF. After an investigation is c~i;~ted, they will pay the claim. There is continued dial~e betw...~::" ~i~i!i~!i~.'..d... City..::~:.~:ff regarding the processing of claims, tiiiii.i.!ii!i.- ........ :::::::::::::::::::::::::::::::::::::::::::::::::: Councilmember Baldwin referred to Item 60, i~i~!!~~....d..ment .... Trainin~':::::~wer, and inquired of Staff as to the effects on the public re~l~?~i!~i::~..f, ive story structure being located at the Civic Center complex. He felt the Oii~ C6:~/g:::i].~ili'~::.aesthetically pleasing site in the City and that the Training Tower wo.~[...d.-::i~e a de~i~i~iii~at. He questioned the need for training at such a height a:Q~i!i!ii!~i~...d, if th~?=!~i~i;~g Tower could be considered a temporary structure, should:~!!!~::~i~i~le Iocati.~i~*be found in the future. Fire Captain Woodworth, Acting ~i~ct C .h..~i~;'for'i~iii~¥ng Tower, advised that the Training Tower will be 42 feet..:iG~i~i~ieight...~i::ii~:6 repo~:~";'(hat the Planning Commission reviewed the project, public in~i!~s ta .k..:~;i and se~'ral sites were considered. .......... . Z'Z':'Z':':';' .'Z:::::Z:~:" ===================== .-,-.-.-.-.,~ ,......... ......... .:i:.~E:~:i:i:~' '"' ........ · :.:.:.:.:.:.:.:.. ..:.;.:.:.:.. Fire EMS ...Coordinator..,Hut~!~ advi¢~!'iiii.h.:a.~t:iiii¢~!~::'Training Tower needs to meet the specific.a...:.t...~::.set by ..~iiiii~ii~.'".e. Fire ~!i~!i~iiiii~ffice in order to qualify the Ukiah Fire Depart ii ? ! ..Sea¢ ili iiii scue Site. This will benefit the entire area and draw claS'§~ii~ii~¢~. FO'~:. ~i~(~...t:.:.is the standard height for a Training Tower and will assist in tl~'~!i!iiii~!~::..of ~i!~!i~:~?operations, as well as a full range of training opportunitie~:.,.ii::i~iii~iii~¢uing::~]'e through windows. Having the Training Tower on site will .g....i~?:~""i~i:i~8~!i~~.~nt ~;bre credit with the Insurance Service Office (ISO) and will aff~"better fire ir~~!.!~tes for businesses. He discussed the construction of the Tra.!:.~i!~:~ Tower, notin~i~iii~ii~i!~i~:~dular. ..:,:;.: -.,.:...:.:.:. ::::::::::' .:::::::::::::, ;:::::::::. q~i~iilManager Hors....:~¢~ explained that it was originally thought that the Training Tower ~]i~: be Iocated.:;~ii~he North State Street Fire Station during the time when the City i~...d.....th.e...:.:,::~¢ifbn. When the Station was no longer manned by the Fire Staff, ~~~i~i.~;~e made for the volunteers to come to the Civic Center facility for training. T~81i~i~!::iiSt'~te Street Fire Station is currently leased to the American Red Cross. MIS AshikulLibby to approve Items a-d of the Consent Calendar, as follows: a. Rejected Claim For Damages Received From Norma Noble and Referred to Joint Powers Authority, Redwood Empire Municipal Insurance Fund; b. Awarded Bid For Supply and Construction of Two Pre-Engineered Metal Buildings to February 3, 1999 Page 2 Rainbow Construction in the Amount of $66,000; c. Awarded Contract For Construction of Fire Department Training Tower, FD 98-1, to Crane of Ukiah, Inc., in the Amount of $37,880; d. Approved Agreement With Ornbaum Enterprises For Appraisal of a Portion of Assessor's Parcel No. 001-020-09, Ukiah Players Theater. The motion carded by the following roll call vote: AYES: Councilmembers Libby, Baldwin, Ashiku, and Vice-Mayor Kelly. NOES: None. ABSTAIN: None. ABSENT: Mayor Mastin. 7. AUDIENCE COMMENTS ON NON-AGENDA ITEMS John Beatty, Sol Dial Sound, discussed the new sound s.~stem h~iiii~.t:.a..!i~!~:"in the Council Chambers. Consensus was that the new system is w.~king gt.:'.~liiiiiiiii!i!ii!ii?:::~ .... :'::; 8. NEW BUSINESS ,¢¢iiiii?" 8a. Procurement of Independent Auditor $~ices B~:i:'nning 1998199 and Subsequent Years =========================================== ':=~i~?:i~?=i?:?:i::ili:=i::?:i? .... · .,.:.:·;.:,:,:,-.- - Finance Director Fitch advised that the Staff Re~ii~~.o. ted to Council explains the background of audit services for the City as well as..:..S-:'~ii~~mendations to extend the current contract with Daws Hammon & Company:~=.-Whet~!~~g. ii:;.t..0 the marketplace for audit services, some important considerations:.:~..o..u.!:d be: 1. Would another audit firm have greater ..k:~!~=:Lof gove'~~"""accounting or more expertise in interpreting and applyinglii~:'~ili~ii!~.p...ted a.C-'~unting principals';> ,.:: .,..::~:. ,?;.' ::::::::::::::::::::::::::::::::::: ..;.:.:.=.. __ __ · 2. Does the auditor's familiarity with tb~ii:;~ccous~ii~:~ii~i~i~ii~hd procedures of the City cause the auditor to become less::::¢i~ical o..r=~i!¢~s o6~~¢?He explained that since the same audit firm has been use.,d.,i::~r the ~.e.'.'!~rs, they.:...i!i~ave had more continuity than the Finance Department staff, ..=~{i~ the.~'mber o[ii~ars each staff member has been employed with the City. .=iiiiiiii?~ .... =:~i==!::iiiiii?:?' ;::::::::::;::::=:, . ,.::::::::=:::' 3. Would t~e fee paid by.=~.e. ~i~:y to Da~i~ii~~:;nd Company be comparable to what other a~it:.firms w.~i~!!~ge? ~iii!ii~,iii!~,!iiii!i~¢!~i~i~!ilii::i::=:~ 4. wo~i~iii~iiiii~ firm::-:~i:i~'~i~iii~'-:=.p;ovid'~?=!~i~=:'::';ame audit services =================================================== ==================================================== He explain;~ii~ii{ii~:...e."='~i~:::~::i~i~"":'":::i~::~:~ii~i~:;:~:==" a?ii?~~'!i~nd':~"::' ;~":¥~'::=" concerns for the 1999,2000 year, in addition to the impacts O..e?;~!~i!!i~!~.e....vidin~?:i;~i::~'iance and orientation when changing auditors. He did not iS~'changing auditors outweighed the impacts to the City and S¢ii~y a changi'~ii~ij~8~. He noted the current contract was a 5-year contract with Davj~i!i:Rammon & Co. !~ii!~.~i~y have been with the City for a total of 15 years. ........ · :-:-:-:.: C.'~cilmember Lib~¢= inquired if the contracts are always for five years or if they could :: .................... = ........................... . .... .;.=:i!iii.'='.:='i::" :::::::::::::::::::::::::::::::::::::: . ..::::::::::::::~'- ::::::::::::::::::::::::::::::::::::::::::::: .......... ........................ · ======================.' ~i!~~iii~~=~ Fitch advised that the contract could be any length of time, however, =================================================================== arf:~BBiilt'"~i!i.f.'iffn, when determining their price, will consider the length of the contract to decide the impact of start-up costs when considering their time to complete the audit. MIS Baldwin/Ashiku to extend the audit services contract with Davis Hammon & Co. for fiscal year 1998/99 and four subsequent years, carried by the following roll call vote: AYES: Councilmembers Libby, Baldwin, Ashiku, and Vice-Mayor Kelly. NOES: None. February 3, 1999 Page 3 ABSTAIN: None. ABSENT: Mayor Mastin. 8b. Consideration of Reimbursement of Expenses for Planning Commissioners City Manager Horsley discussed the survey of 63 Northern California cities, prepared by Risk Manager Harris, with regard to reimbursement of expenses of Planning Commissioners. She noted that the City doesn't usually conduct such a large survey, however, after consulting with the League of California Cities and other sources for information, staff was informed that a survey on this subject was last conducted in 1986. She advised that 38 cities (60.3%) indicated no payments to Planning Comm......J.~ioners and 25 (39.7%) provided compensation ranging from $25 to $100 per.~onth,.::~iii~e discussed reimbursement of bonafide expenditures and noted tha. t City s..t.-~ii?ii~:~[i~il-i~greement that these types of expenditures should be reimbursed by t~?~:.C., ity. :~i~i~:..provides use of a copier or provides copies for Commissioners up~iiii~'quest...iiiii~:. '"....~~nts for Io..~':'"~: distance phone calls by Commissioners could be m~J~ using th~!ii~i{'~!i~i~l rates..~i~i'h its phone contractor. Other valid expenses should b~!i~rned..:i~::~taff; '~..:~iii~~ii!~i?the City maintains several other citizen volunteer advis~iii~.:o....d~ and if Coun'~iii~i~::~:iike to compensate other groups, criteria should be est~!~i!i~ii!i..-to determine w~'~:~' and why compensation could be given to any volunteer bodyiiii~i~;:.by the City Council. Planning Commission Chairperson Judy Pru.d.:~:~..a..,dvise~!~i~{ii~ii~lanning Commission discussed the matter of compensation a.t::?:i~ii~iiiiiii~.t..:,,meeti~!i?iiiiiiiii~i~ough none of the Commissioners were opposed to receiv.i:D~?~i~!~~i~....n.., theyl;;~i~, however, voice their interest in the allocation of funds to aJi~v th~!ii~ii~!~~::i~:t~i?Planners Institute and to further their education by attending trai~:~g matters. She noted that the only type of training currently b.u..- ~'eted i~ii~'r atten~:~' at the Planners Institute and it is the only training that Planni~iii~Smmi.~.i~;:)ners re:~ive. She noted that this does not occur each year and depend~iii!~ bud~i!i!~restrai~::!:'' She discussed the attendance by Commissioners at the Ins.ti.talking'since l~iii!~!~:~:~:~:~i~iiiiiiii? .... She re~~i!~:.t...all tl~!!~~i~..S...ioners":::i~{?:i~'~;i, due to the heavy responsibility of issues such as 'J:~!~iii~..n.d the":~ii~.ted issues involved with planning, training is one of their top prioritie~?::i?~ii~!!~:.a..de if money were available, that it could be put into a training..f.'~i?ililili~!i::r.:eport~ii~i!::::~he has attended training sessions in Sacramento, which she?:::i~¥~iiii~~i~::.,to fu':~'er her expertise in areas of planning and historical prese.r...~fi'on. She f~i~ii!~ii~e Commission's suggestions indicate their commitment to give::?:i~!~ City effectiv~.!ii~.iiii~0fessional decisions. If Council chooses to dispense a m.o..:~ly stipend, sh~ii~L~:~:~ested the money be saved to pay for additional training s~ions. The CommiSsioners voiced their concern that they do not want to take away ::::::::::::::::::::::: ..:.:.:.:,:. [~!i!i:!he money b:~eted for attendance at the Planning Institute, but that additional ~~Y~::be allo~"for further training. She discussed the tight budget of the Planning She discussed the Planning Commission's review of new development projects that do not get reviewed by the City Council. The Planning Commission does not get recognized by the community or businesses for its efforts in the planning process, but instead the City Council may receive invitations to grand openings, whereas the Planning Commission is excluded. She found the exclusion and lack of recognition to be somewhat hurtful, February 3, 1999 Page 4 considering the time and effort contributed by the Planning Commissioners. The Planning Commission sees all the commercial projects, whereas the City Council may see them if the decision of the Planning Commission is appealed. It was her hope that this message be relayed to the community and they see the Planning Commission as an important decision making body for the City. City Manager Horsley advised that she has discussed the matter of training with Planning Director Sawyer and he has advised that there are numerous training opportunities available for the Planning Commission. She explained that the Planning..:~?itute costs approximately $1,200 per person to attend, whereas there arei!i~..t, raini~:i!~pportunities available that are located closer to Ukiah and cost less to atten~iiiiiiii!?~ii!ii?:~:..:~::ii?" ..iiii:.. ..:::::: :::!:!:~:~:~:~:~:~:i:i-':':~:i:~:~:.:::" Planning Director Sawyer advised that seminars,~ii~ii~i~ffere~:.:.iii~~..u..t the year..~[; various locations in Northern California and gave .~ii~'rief des:~i'i(~ii~;....~i!i~.'s.:..avai!..a.~i~. He explained that the Planners Institute has been ~i~ in S.o..~;~rn Ca'i:i~i~i!!i~iii~i~us years. In a typical year, they try to send two Plan~i~?~ii~~issioners t0'=;~i!i~i~te. If the Institute is located nearby, they try to include ot~iii~~issioners or st'~"members. Over the years, he has made an effort to keep the P.l~iii~ii~p....:artment budget very trim and the Planning Commission has been very un.~st~~iiii!ii!!iit~..:was his opinion that it would greatly benefit the Planning Commissioners:.:t~..be abl~ii~ii!~~i~additional seminars Planning Commissioner Eric Larso~?i:~:~3 C:i~iiiii~~..e...¢:~essed the importance of continuing education for Planning Co~'issione~i:'Wi[~-ii~~iiii~:' planning matters. Having attended the Planners Institute, he~::~nd it tdli!~'e very ~~tional and inspiring, learning about planning related subjec~iiiii~ netWOrking w[t..~?other planners from communities throughout the state. He woulcj~!!i!i~"to see!!i~e Plannit' staff be able to attend these types of programs, as well. He s~g~:ed the ~i~iii~g~i~i~::~et aside a budgetary amount and let the Plann?~ii~:ommiss[....O..~iii~iiii~e fundS~i~ii~!i~~ purposes at their discretion, noting that the Pla~iii~miss"ii~ii~~!y has ~::!::~i!~=~etion of how budgeted funds are allocated. He reco~~ii.g.iving":~iii~i~i~:i~g Commission the discretion to decide what training they would 'i'i~ii~iii~..n..d, su~j~ii~iii~;approval of the City Council. It was his hope that the City Coun~i!ii~i~iii~.flexil~¥~ii~ili~:~pport the efforts of the Planning Commission and Planning ~~i~ii~ii~..impr"~ their ability to make important decisions for the City. FranEili~cMichael,.~:::::::::~.. Uk'ii~ilili~i~'el ........ d that he served five years on the Planning Commission as..~:ll was also a City~ii~o~hcilmember. He hardily endorsed spending money on training p::.~!ams. The Pla~i'ng Commission needs to learn how to do their job better and ~uraged the su.p...~:h of the City Council. He felt an important issue to consider is that ~ii~y one.g~" of volunteers and not all volunteer groups, it may cause a problem. ~iii~i~?~iii~i!~'nning Commission as the second most critical entity representing the ~~ii~iiii~"'~:{h the City Council being first and foremost. He estimated that 80% of the City Councilmembers in the state are former Planning Commissioners and felt it is a good training ground for those eventually considering a City Council position. He recommended the City Council put money in the budget for a stipend for the Planning Commission and, if possible, for all commissions of the City. He also encouraged Council to support and pay for additional training. February 3, 1999 Page 5 Planning Director Sawyer explained that the Planners Institute is the only training that is included in the budget for the Planning Commission. The current Planning Commissioners have each attended the Institute once. Once all Commissioners have attended, they then rotate by seniority. This fiscal year's budget has $2,500 allocated towards the Planners Institute. He would like to see a preference on training sessions as they come up through the year. Vice-Mayor Kelly inquired if repeat visits to the Planners Institute would be preferable to other types of training available. She also inquired if the Commission pre..f...~red to have a fund for training and they be able to designate their preferred trai~i~g, b...e....iii~?:~:~e Planners Institute or elsewhere. ~:~:~:~:~:~;~"':"=' ....... ;~:~:~;~;~ .... Planning Director Sawyer preferred to leave two ..~:ing C~i~i~i?:.-.s..eats open.:~.{:'.~: attend the Planners Institute in addition to having a~!ii~ount ay~ii!;~l~;i~iii~ii~E..o..rt tr .a..i.~i~:g sessions throughout the year. Currently, the moneyi?i~.dget.e..:~!ii~n only":~~~::'the Planning Commission Chairperson Pruden, s.B~~iiiiii~:.:..behalf of the Planning Commission, advised they would like to be able to ..~{-'"i~nd'":~i~i~i!i~ssions, depending on each Commissioner's particular interest with r..e.~..a.~d to pl~:~ii~ili~ers. This would be in addition to the money allocated to attend:~t~ii~al Plan~!ili!~'itute. Discussion followed concerning alloc, a~i~ fund~!!ili!~iiii~!i~:.dg~ii:~for the Planners Institute and also determining what additiona;i~:!::~mounti~f fur~:~ili~~' be needed to attend other ......... i:i:i'.:':i:~:i:i:i:~:~::::"..:::'-' seminars and training during the::~y~:r for th~?:~ommi.s'"~=i~'hers. It was noted by Planning Director Sawyer that Planning D....~ment?:~ff has .n..~{:~ participated in training during the past five years due to budge~ii~:istraint~!iiii'Howe¥.:~i:" staff does keep abreast of issues through the.::!;..nternet. Con.~n~ of thel ~ncilli~¥{:"that it is important for staff to receive training a~i~-~.rther ed.~ii~!i~s well. !i!i!~i~i~ii~:~s budgets were discussed .-::::::::i::::!:!:!:!:i:!:i:i::. .:i:!!i:!:!!!:!:!:!:!:!:i!!:i:i!!:i:!ii:i:!:!~!i!i!:!..-.-.:.:-:.:+'.-- ' Council~~iliBaldwi~::::if:~i!~?~:~there is some trepidation of addressing a stipend for the Plannir~:~!:iiii~~i:s. sion"::~iiii~, that some communities do pay their Planning Commission..e..:..r:...~iiiiii!~ili~i~....ning "~i~ii:~sion is the second most significant representative body in !~iii~:;i{~:;:~'"~!!:i~!iii!~.e v~i~e of a stipend would make a statement to the citizens and other' communiti~iii~~iihow Ukiah values planning for the future. · .-......:. =============================================== ..::~:~:~:~:: ============================================ q~!On by Baldwin t.~;i;pa~ a stipend of $100 per month to all Planning Commissioners, o~i!and above the f~:d set aside for conferencing. ~~::died f....o.r....~!::il~, of a second. :::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::: =========================================================================================== C:~~i~'"~er Libby thanked all of the citizens who sit on the volunteer committees and commissions. She felt each committee is very important and the individuals volunteer their time to the community. She felt that staff is gathering ideas to show these volunteers how much we appreciate the time they give to their community. Councilmember Ashiku voiced his appreciation for the service of all volunteers on City February 3, 1999 Page 6 committees and appreciates the hard work that the Planning Commissioners perform. He felt the City should make an investment in the Planning Commission and staff's education and would like to address that matter at budget time. He recommended staff come back to Council with an overall strategy plan which would employ other concepts for training in addition to the Planners Institute and the costs involved. Councilmember Libby recommended information be provided regarding the other committees and commissions with regard to their budgeted expenses. ..:::,. ..::!:!:!:!:!::. ,.:.:,:.:.:.:.:.. Vice-Mayor Kelly was supportive of budgeting additional funds f~:furth~i~ining of the Planning Commission, over and above what is already budgeted f?~i!~A::~i~::~ners Institute. She expressed the difficulty in determining a dollar am~..t at tl~i~i!i~ii~ili.P,-.'~referring to look at other training needs for the Planning Department a.~!i~i~, staff...;i!~i~~i;~g the surv.e..~i~: a number of cities pay $25 per meeting, which would~i!~ount amount could be included in a budgeted training i~.d to basis. She preferred to have staff analyze this rec~~~'ion and to r~~!i!{~ining opportunities available during the year. Staff could':~{~iiii~g this research '~'i~d analysis back to Council at a later date for their consideratio:~i~iiiiiiiiiii!iiiiiiiiii!iiiiiiiiiiiiiiiii!ii~:i::~ ...... Councilmember Baldwin discussed the Cit~iii.:..Coun~i~!ili!!!~i~iiii!iiiia volunteer group approximately 30 years ago. He reminded C..~iii~.t. with a":~~ii!~'0uncil raise in pay, it is apparent that the Council does no.t.:~i~::iii~i!i~~iiii.a..s a ~i~':teer body. He felt an argument for a significant stipend is tb~{~i'i is im..."~~ii~:~:.c..:i:t-'i~n panel of the Planning Commission be able to question staff.::i~ll and.~;[ b~i!i~ii~iiii~ii~)uppet of staff. He felt it is important to make a statement to theiii~mmur~' and to,i~"'appreciation for how valuable the Planning Commission is to.:~ii~bture.~:?Ukiah..~ith few appeals coming to the City Council, it is evidence of the t~ugh ~ of the::~i!~nning Commission. :i~i~iii:i!i~:::" .:!:iii!i!iiiiii!iiiii: -';'":'"'" ,:.::~ :~:~:~:~:~:~:: .~:~:~:~:~:~:~:~:~:~:~:~:~ ................. :~iiii::?:::::i!! .... 8c. Dis~Ssion Reo~i'~i'Amenali~:~?!~ii~i"i~ Ukiah Purchasing Policy City M~~iiiiLH. orsl'~iiiii!~~d that'::::~:~cilmember Libby has requested that this discussi~!~i~ii~.f..0re (~:~iii!~ii~i.S meeting. She noted that Staff has included the City of Ukiah Pu~~!~:r. oced'~ii~i~iii~b~:.staff report for background information as well as the informat!..,.o...~iii~i~..b., y C~:~ii~'ember Libby. ..... :::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::: .... ,,;,:.:~,:,.? Coun~!:.l.i~ember Li~iii~ii~.:.e.d that her reasoning for requesting the City Purchasing Proc..~:Ures be chan~iiii~i~i~' benefit the citizens of Ukiah. The City has a $32 million an~l budget and the~ii~'e'~!~ral Fund spends approximately $6 million annually. The more .-i:!:.~!:!:!:~:~: .,!:~:!:i:~' ~y we can circula.t."~:,and keep in our community, the more money comes back to local ........ ,.::i:i:i:~:.:" ~~nment. If go..~nment has more money to operate, then the necessity for revenue ~~i:~n aimed:~i{ii~kiah citizens can be lessened. She felt the citizens are overburdened ~iii~i~ii~:~ and anything we can do to ease this is our responsibility. At the same showing our support for local businesses. She felt that the amount of money that stays in the community will be far more than what a local preference will cost. She has looked into this matter and there are many cities and counties that have a local preference and she would like to see the County adopt the same policy. She will propose a motion, if Council agrees on the proposal, that the City send a letter to the Mendocino County Supervisors from the Ukiah City Council asking them to adopt a similar policy February 3, 1999 Page 7 countywide. City Manager Horsley advised that she has asked City Attorney Rapport to conduct research on this matter. City Attorney Rapport advised that he has not completed his research but called the California Purchasing Association in Sacramento and they will send him any legal opinions that have been produced by jurisdictions which provide this preference. The research he has completed suggests that it is legally controversial; it raises issues un.....d..i~r the Equal Protection Clause, the Commerce Clause, the Privileged Immunitiesili::,C. lauseiiiii~:~d there are a couple of State cases that state very clearly that, if there is a p..:~~nt requirement that applies to a jurisdiction that requires it to take th~::i~.w, est ~~i~te bidder, then a preference such as this would violate that direction. ~i!~'ii::~:~pear~iiiii~iii~~r... Cities whe~' their city charter requires that bidding over a cert~i~:'amoun.t.~i~::'a~~ii~Jhe IQ~t responsible bidder. It comes up under the Stateiii~blic C..'~i:~'acts Works projects have to be over a certain amount ~iii~a~::{o be award~!!~"..~!i~?i'°west responsible bidder. The policy which Councilmem~!iiii~!~iii~:..roposes woul~==::~:~cept that. ..::i:i:!:!~:!:i:i:i:i:!.';:!:!:i:!:~ ~:!:i:!:!:!:!:!::.. The Ukiah Municipal Code would need to be amend~!::'ir?~~::i..this proposal to go into effect, noting that the City's Code currently re...q.....uj.r...':~s-- -'"'=?""'~""that"~ii~i!i~..arded to the lowest responsible bidder. That exception wou.I..di::ili~iiii~..o, be cr"~~iiiii~" the Code for this procurement practice to be effective. H~iiii~ii~~iiiii~igation'il;~::i~:ihis procedure in San Francisco that went to the 9th Circuit~i::i!~i~:~rt a~!ili~i~~.e...:~:~:G~rt. Basically, the Equal Protection cases seem to say that if t~::"sole p,.:~o~iii~!i~!i~i~ference is to benefit local businesses, and discriminate against.-"i~on-resi~nt busi~~'S, then that is not a legitimate public purpose that can be fost.~i~iii~ith a~ili~al ordig~ce. You have to find that you are somehow trying to equalize~:ii.ii~!§:propo.d..."i~ate b..u...~ns that local businesses air, as compared to non-resident.b....?~i~sses..~i~ii~:.C.....i~iii~nted to proceed with this policy they would ha.v.:~!ii~.e., find so~!i~ii~p,.ortio~ii~~:'"~ that resident businesses have to bear that no~i~~..t:..busir~~i:.~.:.t, and i:~i~iiii!i~;' City is equalizing by giving this preference to local ~i~~s. "::~:~:~:~:~ .......................................... · =================================================== ..... · -.-.-.-.-. ........... .---.-.-.-.-.-.-.- ..... ...... ~i::iiiiiiiii::iiiiiiiiiiiii::iiiiiiiiiii!::!i::~ ..... ============================================================================= .... · ...:.:.:.:.:.:.:.....-.........:,:.:.:.:,:.:,..;, =================================================== He advised th~iii~~ii~esear~iii~~' to be done with regard to the Commerce Clause. He discus~iii~~iii~iii~.tenti'~iiii!i~roblems among businesses in unincorporated areas of Me~::~ino Cour~i!!i~i~::i~:the board of Supervisors enact such a policy. He would pref~i~' conduct furth~iii~~,h before the City Council makes a decision, and if the City C.o...:~Cil is in agreern~ht":~!:;~;~5 enact such a policy, to articulate findings that would be d,~hdable. .:~ii~?iii:::?' ======================= .......-..-. ............. .:.:.:.:.:. :.:.:.:-:.:.:.:.:.:.:.:.. ..::;:;:::::-' :::::::::::::::::::::::::::.;::::..:..:::.. ~~.i!.memb.e.~::ii~i~by advised that she spoke with Shasta County, City of Bedding, and ~iiii~~iii~':~hasing Departments who have had a preference for many years and h:~iiii~ii~'untered any legal problems with their policy. She recommended the City enact a 5% preference, not to exceed $5,000, for the businesses within Mendocino County, when bidding on City of Ukiah bids. Frank McMichael, Ukiah, felt that Councilmember Libby's proposal is very valid and noted he is aware of other jurisdictions which have a preference clause. Those cities who have February 3, 1999 Page 8 enacted this policy have not had any major challenges, other than the San Francisco case was mentioned by City Attorney Rapport. He discussed the advantages of conducting business with local businesses rather than out of town businesses, such as problem solving, call back times, and that local businesses would be in closer contact to the City. He acknowledged that local businesses who are awarded bids may strive harder to fulfill their contract since their local reputation is on the line. He felt it is appropriate to help small local businesses. Councilmember Ashiku advised that this concept upsets his concept of a f.r.....~ and ope, n market. Should Ukiah enact such a policy and if Santa Rosa enactsli..'.s..uch ..a..ii!~:i*icy, Ukiah s businesses will be affected when bidding on project~ in the...~.i~:.~.:...t...~!!ii~)sa area. He expressed the need to clarify the terms "local vendor" ~iii~..oted ii~ii~ii!~:inance provided in the Council packet. It could mean a local small ~i::~sses ~;_~i~iiiii~ii~e local W.~ Mart store. There is a need to have the informatio.~ii!~:~-esente..d, ii~::'(~:~!iii~.a..ntifie.d.~::ii?:' Councilmember Libby clarified that the 5% prefer~i?~i?:g..O...t-"iii~ exceed $5,"~!iiii~i~ only apply to bids over $100,000. She felt that the mone~)::i~~ii~.uld remain in tl~'~':':~0mmunity would far exceed what a 5% preference would cos~t."iii~iii~i~i~......::..She explained that Lake County has a preference clause and when Ukial~iii~!~si~':~~ii!~ia:..on their projects, they lose to Lake County businesses. The preference..~.:C..!~..use wili::~&i~iii{~i!i~i~.,c..ulate money in the Ukiah community and help local businesses,..,,:~iii~{ ~y keepi~ii~ii~:~ney in Ukiah it will bring more money into local g~vernment`?:~ii~ii~ii~!~i~!~:~i!~!~!~iii!iiii~i~!i~i!~i~i?~iiiii~ii~i~.`.., ii;:i!!!!!ii!i!!i ..... Councilmember Baldwin expressed.~ii~'eed follicle ~i~iiii~'local business ownership, noting that the other cities did no.t.:.:~!§e the ¢~:~notatiG~::':6f'""local business", which would allow a giant corporation to be .~!i:dere.d...i:~i~?iocal ve~or. The wage policy of vendors is of significant interest to him a .n..:~iii~i~' wou!:~iiiii~.'.ke to s....9~ii!i~ wage policy that would guarantee all workers of the local busin~ receiv~!~!~iii~ii:v-i .n~!i~'age'' ..:.:.. ...-.:,:::.:;:;;::.. :::.:::::.. ::::::::::::::::::::::: :::::::::::::::::::::::::::: ..;~' · ..::iiiiiiii~i~iiiii~i~!iii::.. ..::?: :. ============================================ Councii~~r LilS~iiiii?~~r..ed to ::~:~!~'"' the wage rate issue separate from the "::i:!:!:~:i:!:!:!:~:i:!:!:i:!:!:i:i:~:!:!:!:!:i:!::., '::!:i:!:~..:~:~:!:!:!:!:!:!:i:i:i:!:~:!:~:i:!:!::.,. preferen~ii~!~ii::i~.....She e~!~.ii~.er concern with imposing a wage rate structure on a "Mom and P'~!~iiii~:~..e...ss co'~~iiii~?:businesses in the community that employ a larger number of pe.0.:~!iiii!i!!i~i!i..r.....ecor~'~~ the City Attorney conduct further research on the preferen~::iiii~~!~i~i~::i~like t~:~i~e the City and Mendocino County adopt a preference ======================================================= ,;.:...:.; ==================================================== .,::i:i:i:i:~ :!:i:i:i:i:i:i:~-'~:~:~:i:i:i:!:i:i:i:i:!:i::" ..::!:!:!:!:!" · ;;:::::::;::. ':;;:;:::::: ===================== ..:,:.:.:.:.:. Vi~ayor Kelly felt ~t":":~rther analysis needs to be obtained regarding the amount of m~y this represen..~~:, as well as definitions, in order to make a sound decision on the ~r. She recom~ded reviewing bids from the previous year to see how many times ~ii~.r:..ence w.o...u..!~!!~'ave made a difference. She supported the philosophy of supporting i~=i:i:i:~!~~::i' while considering the wisdom of asking Ukiah citizens to financially s~~i:ii~th'esses and to have the City's funds be used in this way to subsidize local businesses, compared to other ways that Ukiah might otherwise spend those funds. Councilmember Ashiku reviewed some of the more recent bids in the City in which local contractors were awarded the contract. He wondered what the outcome may have been if the City had imposed a 5% preference. He supported the concept of supporting local February 3, 1999 Page 9 businesses, however, there is a need for a full understanding of its implications and how it would work for the City. City Manager Horsley explained that Staff could contact cities who have this type of policy to get an understanding of how it has been working for them. Additionally, the legal issues regarding the matter need to be evaluated, as well as the cost to the City in previous years related to bids and the preference issue· Staff could also review bids that were awarded to businesses out of the Ukiah area which local bidders bid on, that would fall into the 5% preference .... · ..::¢~!!!i!ii::' ..:.:.:.:.:.:.:.. City Attorney Rapport advised that with regard to any:. Public ~~.s...~i~i~'tracts with the City, the State Labor Code requires the City, in the con~t~t, req~ii~ii~ii~ontractor to pay comparable wages. Richard Shoemaker, local contractor and memb~!i~of the.::~docin'~ii~~ii!iB~ of Supervisors, advised that the preference issue is ve~i~~'"~t and has a":i~i~!{i!~¥~'e, but is difficult,issue to struggle with. He felt it is importani~i~ii!~mine the definitiC~' of a "local business and the importance of looking at the mat. t.-~ii~~!~,,. He discussed a County bid which was awarded to a Nape based contract~i::"h0~:......"':~!iii~j..r subcontractors were Ukiah based· This contractor bid against a U...k,.i'-a-'h contr~i~ii~::i~had subcontractors outside Uendocino County. ":'":~:~:~:~:~:~ .... '":~iiii!i::i::iiiiii~::i?:i!ii::i::ii::ii!i:::;~ .... City Attorney Rapport clarified that..~:~cilm.~~iii~ii~ii~ili~:quest basically excludes any Public Works contract which w..~:ld be s~6iect"::~i~ii~ii!i~'blic Bidding Requirements under State law. Therefore, the.::p.....~'.:~ferenc~?~lause ~6~¥~:'"not apply to any large Public Works contract. Those affec.t.~ii~:ould ::~i::'contra..c....{i~::for supplies, services, and local purchasing contracts that are.:~i~:'subje~iii~ the St~i:.~' Iow bidding requirement. .- ..:::::::::::::.. :~:~:~:~:~:' ,.,.,.-...-.-,-.-.-.-,-.-.-.-...-.-..,.,-.-.-.-.-,..-........ Council~b.er Bald~..'~i?~~ that S~iii~iii~i~ently adopted a "living wage policy" and felt the~::iiii~~,ce ci~iii~i~....,"living:~i~i~:~'' policy" are tied together. He would be · '"..~.:..!~:::?:ii::~::ii~i:'.'ii'i!~i~i!ii:;i~i~!~::~!~::~!=:. '.::i~:;:::.ii:..i!i::iiii::i::~::~!::?:~i~ii::~::i::~ii!i~...~. ,, · . ,, . . support~&~:~..f......e....rence .c..'laus.e.'~i~he knew living wages were being paid by contractors. ================================================== ====================================================== ==================================================== ======================================================== ==================================================== ================================================== City Manager:.::i~i~!i~dvise~;:iii~!i!~:~e will contact the City of San Jose regarding their .::!:!:!:!::~ 8d.?.ii[.i?~pproval of !~i~?~nnual Report To The California Integrated Waste Ua~gement Board..i~'l~a) on Progress In Reducing Solid Waste ~.~i.btY Public Wo.~ Director Seanor reported that the 1997 annual report to the ~iii~rnia Integr9~;: Waste Management Board (ClWMB) was prepared by Mike ;,:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.: ~~~y;......M....a....~~;bf the Mendocino Solid Waste Management Authority (MSWMA). Mr. ~~ii~!!~i~i:epared all AB 939 reports to the State Waste Management Board. He r~~ii~!{:;~t a previous City Council meeting, Council requested that MSWMA update the Waste Generation Study. He explained that the 1996 diversion rate was 26.9%, based on a previous waste generation study in 1991· The diversion rate identified in the 1997 study is 37·8% which is a substantial improvement compared to the previous report. He recommended Council approve the Annual Report and authorize submittal of this report to the CIWMB. February 3, 1999 Page 10 He discussed the procedure the City may take to receive a time extension for meeting the AB 939 requirements. A time extension of one or more years may be granted to any city or county if: a.) They city is making a "good faith effort" to implement the source reduction, recycling and composting programs identified in its source reduction and recycling element and b.) The city submits a "plan of correction" that demonstrates that the city will meet the requirements before the time extension expires. Mike Sweeney, Mendocino Solid Waste Management Authority (MSWMA), advised that the State requires that the City Council submit this report and noted the repo~!i!.~cludes the Waste Generation Study which was undertaken to more fairly prese..=~:..t, the...~;ial recycling rate of the City. The law, as written, requires the City 9f Ukiah.~ii~:~iiii~'0% in the year 2000. He advised that the only escape from that law..=['~?~i~;~requ~ii~ii~.re time in which to meet the 50% mandate, in which case the qualit~ii~ii::~:~ effor~ii~ii~ municipal.i.~ makes will be looked at by the Waste Board hope that the City Council will keep a close eye on i~. recy~!ii~::"issue~::~i~!~iii~nty and the City because unless 50% is achieved, th~~e:~:~:"be coming ~j:~.~¢~uncil. Staff and MSWMA are proceeding in ways to ass'~~/~jdents, businesses, and the to chi v. higher cyo ing r t s, or.mph sis is multifamily dwellings in the City. Americorp work~ ~~~A are assigned to that specific kind of outreach. He showed Council ~:.:.~ple of~:~'~~~'tional door hanger "::~::" which Americorp is in the process of attachi~[~?~ge~ apadment dweller in the City, written in English and Spanish~==~=~~~=..they h~e complete information about recycling programs. He also d~bute.~==~~j~='that MSWMA prepared specifi~lly for apadment recycling c~iners =~t~?as'~~~te information is provided and contamination is minimized...:~?:~?:' ~=~?" , ::~:~:~:~:~:~:j:;::" Councilmember Baldwin ,n~d if s~:ller resi~ntial units, such as duplexes and .~:~:~:~.::~:~::' .,:::::::::~:::::::: ..:~::~:~:~:~:~::-' triplexes, a~e pa~ of the [:~Y~!hg bin ~am~;;;~::~ ========================= ~::::~:; ...... ....,........,.....,... ....... :.:. <.~. ~B~::~::~dv~se~:~::~a~?:l~?:~::~epends o~:'::Whether each tenant has their own garbage se~i~ 0'~::~~]~ on ~:~~:~.:.,..When they refer to a multi-family complex, they are referring to"{~~plexe'~{~?~ a centralized dumpster. Extra effod needs to be focused on th~~i~nts. "::~::~?~? .... ..::~:~:~:~:~::::.,- ..... :t::~:~:j:~:~:~:~:~:~:~:~:~:~:~:~:~:~:j:~:~:~:~:,. '.:::. MIS ~GILibbY~:~~~::.the 1997 Annual Repod to the CIWMB on progress in redq~ solid waste a~~st MSWMA to fo~ard the repod to the CIWMB, carried by the~llowing.:::::~:~:~:~:~ roll call .......... ..... :~t~{'' AYES: Councilmembers Libby, Baldwin, Ashiku, and Vice- ~br Kelly. NOES;~::~?:None. ABSTAIN: None. ABSENT: Mayor Mastin. :?:~??:~:??:~?:. ===================== :::::::::::::::::::::::::::: ..::::::::::-' Libby repoded attending an Economic Development and Financing ~~~~BFc) meeting where the main discussion referred to attending trade shows to t~ to bring new business and indust~ to Mendocino County. They found that the three most striving industries in the state are software, telecommunications, and ente~ainment (by the use of computers). She attended the Redwood Empire Division of the League of California Cities meeting in February 3, 1999 Page 11 Cloverdale with Vice-Mayor Kelly. The 1999 League priorities are revenue based protection, revenue return, infrastructure funding, the 2000 census process, and the Social Security mandate. She reported that the League plans to oppose any attempt of Congress to mandate new employees into the Social Security System. There was a very informative speaker at the dinner who spoke about her experience going through the Police Academy. Councilmember Baldwin reported attending a Russian River Watershed Community Council meeting. He conferred with Councilmember Ashiku and Mendocino County Supervisor Richard Shoemaker, who were also in attendance, and they u~ated him on the proceedings of the organization. Good news was announce~!i~..by th..e..iii~:~y Corps of Engineers that they have been granted $6 million to conduct a st.:u.'~ii~:~' impacts of the Eel River diversion. The Russian River Watershed Co~.unity ~~iiiiiii.S.. on the verge of deciding who is going to be an official member of t.~!i!?~uncil a.'."~i!i~:.~ii~i:!.l have voti.~: rights. This is an extremely controversial issue, p~i~:arily be.¢~(~:':'"::i~i!!~iiii~..o, up c.a..!l¢~:g themselves "public members", in addition to the co~.versy..:~¢~:~oundi~"~i~~~i~¢~ted officials will be ex-officio or whether they will be voti~!.!~~S. Their with a demonstration of a computer cataloging s~;:~i?~.t..was used on t'~'~"Klamouth River which projected and stored water flow inform.~iij~i:i:iii!ii:i¢ii!ii:i:iiii!i%~ .... . ..::~:i:~S:" "::!:!:!:.::.::i:!:'.':.::!:~:!:i:i:i::'.'.:.'.':!:!:!:~:i ~.. · .::.*:::::::;-' :::::::::::::::::::::::::::::::::::::::::::::::::: Councilmember Ashiku had nothing to report,.,.ii:,::;:ii'iiii.. .... ~?:!iiiii?i!iiiiiiiiiiiiliiiiiiiiiiiiiiiiiiiiiiiiiii~!~: ..... Vice-Mayor Kelly attended the Redwo.~!i!~i~[i!~!~i.'...s..:ionl. m~i!~g!~ of the League with Councilmember Libby in Cloverdale. S~?~0und:¢~iii~i~ili~.t..~ii!~hief of Police to be very informative and he stressed the ..:~i~ficulty/:i~'cru':i~i~iiii!~;:"'keeping qualified Police Department staff. He also spoke .o..f..~::!~'e possi~i"lity of ~ili~¥~';"regional recruitment effort so that different jurisdictions are .n:~iii~i~aling;;:~fficers fr~' one another. The next Redwood Empire Division meeting will ~?eld at..~bow !:9~ii~n April 10, 1999. .:~:M:~:~::' .~;i~.. :~:~:~:~:~ .... .:i::iiiii!iii!i!iiiiiiiiii:;~:~ ............... ~ii::i!iiiii¢i:;~ .... She repo~¢i:..w..atching.,t:.~ii!i~ii~ing vid~'i'~i}~i:ice Officers on how to work with mental health .:~ii~i!?~i~hen {~iiiii~iiii!situatiO:~i~ii::ii~'ere their behavior becomes enough of a problem"i'~i~i:i~~unit~?i~!:!~!i~:,,Officers are called to the scene. She was impressed with the tap(~:~ii~i~i~.t.a bal~~i~m presented the tape. She discussed other efforts within the cou~ii~ii~::r....ess n~i~i!!i~alth and law enforcement concerns. p, .:.-.:.:4~.- '-:.:.:-:-:.:.:.:.:.:-:.: '-:.;-:.-.:.:.:.:.:.:.:4.. ol~ce.::¢l~ef William'Siii~ii~::i:~that all Officers of the Ukiah Police Department have seen both..::¢~es and though'!?ii~i.~'re helpful. Currently a joint lesson plan is being developed as::;~h of a grant prog~:.~?~le felt there will most likely be a County-wide training program a~i!~ble in the near.::¢ture which would include law enforcement as well as fire fighting ~:nnel ..... ~iiiiiii?: .... ::::::::::::::::::::::::::::::::: ..::::::::::::-' ::::::::::::::::::::::::::::::::::::: ~i~~i~i~;?reported the electric car is going to be available to the City this week a:~8!!~iii[~i!~8~:~duled to drive it Friday. She attended a MCOG meeting and they passed the formula that was previously discussed about the additional funding that came to MCOG as a result of the reauthorJzation of ISTEA. Initially, Jt was thought they would get $8.2 million, but Jt has now been reduced to $7.826 million. The net result is that Ukiah will receive $980,000 instead of the $1 million first anticipated for local streets and road. She reported that MCOG will be going out for RFP for the new contract for the administrators February 3, 1999 Page 12 for MCOG and hope to finalize this process by May 3, 1999, with the new contract to begin July 1, 1999. She reported that Mary Hiatt will not reapply and plans to return to LAFCO. She distributed a MCOG Newsletter to Councilmembers. She reported meeting with the Recreation Center group today and they are working hard to put together the proposal for CYA funds to build a youth serving facility. One of their concerns is that they need to have clearly identifiable land to build on because the identified site is the Montgomery Ward site, which is still up for discussion and negotiation. They feel they would like to have a back-up site whereby the commitments could be clearer in case they wound up with the money and no place to put tb:e., buildi~i~i:'''' One of the suggestions proposed is to ask the City to commit the a.vailabili~!i~i;..t~!!i~:roperty behind Oak Manor School as a back-up site, since that is owned..i~.e..e an~ii~ii~..the City. Kathy Hopper, grant writer, has indicated that any other pi~iii~¥ prope~ii~i~ii~ib.e substitut.e..~? If a more appropriate piece of property became avail~i~, howe.v.e'."~?~t proposal to have actual property owned by the City. ~ii~e advi.s..~:~:~that weekly at noon at the NCO office and everyone isi!ii~i.'.ted.~::attend. 10. CITY MANAGER/DIRECTOR REPORTS .... ~ilili?iliiiiiii?iiiiiiii!?!iiiiiiiiiiii~ ..... City Manager Horsley reported attending the Fir~!i!ih'el~:~i~~iii~.p..preciation Dinner an, d noted that Councilmember Ashiku and Mayor Ma..st.i~:..wereai: !ili !ii Udanc . Ev ryon s spirits were very high and many awards w..~ !~!~9ted. S'~ii!~:~ed that the City of Ukiah Employees Credit Union Dinner ~!~l.!~.~?:::~.!~.i.i~.i.i~:~.brua~iiii~i!!:' 1999. She reported that MTA voted to Si e to NCF . MTA is proceeding with that agreement.a~:' NCRA~iiii§ going ~~'rd. NORA is proceeding with ..::J:i:i:i:~:!:i:i:i:i~ ..::i:::~:i" .j:{:~:j:~ their RFP for their business pla.n:.:i~iii~i~Ch is..:.t..~bir next S[~'P in receiving GTC funding. They are also recruiting for their G~al MaQ~:er PoSi~i~. .,...,..-.......-... ......... .,.-...-.,..,-.,..,.... ..:.:.:.:.:.:.:.. ..::!::,. .-,":::::::::;::,. ::::::;:::; She note..d....::i~..d, ing a le...t.~ii~ii.~jke Sw~!~!.i~:~king him for all his efforts on the Waste Charact"~l~~. Stud~!!i~~:.it has ::~::~::~"'a tremendous difference in what the City's ............ Richard..;.:..~~i~iiii~".~-.e..sse~i!iiii:~,,e Council concerning a Closed Session item. He apolo.g..:i.~:"'.~'~ if his C~~ii.i.~ere off the mark", but if they are relevant, he would app.r....~te Council's ~i~:iion. His concerns related to the possibility that Council is c0:~)~ering authorizatii~ ~"a settlement with regard to the Redwood Business Park and a...i~ili~ffer, as part of...~i~at settlement which would include the relocation of an existing b:~i~ss from the .C...~nty. He urged Council to find different ways to accomplish this and ~iii!i~e....this ty;~iii~i~::'requirement in the settlement, or to come to an agreement with the "::i:i:~:~:~:~':,:i:i:i:i:i:i:i:~:!:i:~:~:~:~:~:~:~:i:F':"' ==============================================. . ...,....:.:.:.:.....,.... 8:30 p,rn, - Mayor Mastin arrived at the meeting. 8:31 p.m. - Council adjourned to Closed Session. February 3, 1999 Page 13 11a. G.C. §54956.8 -Conference with Real Property Negotiator Property: A.P. No. 180-110-01 & 02 Owner: City of Ukiah Redevelopment Agency Negotiator: Candace Horsley Under Negotiation: Terms and Conditions No action taken. 11b. G.C. §54956,9(b) - Conference with Legal Council Regarding Anticipate~ Litigation -Significant Exposure to Litigation, 1 matter .... No action taken. ' ~::i':~::.. 11c. G.C. ~$4957.6 - Conference With Labor Necl. ~i!~tor EmplOyee Unit: Fire Unit Negotiator: Candace Horsley No action taken. 11:30 p.m.- The City Council Reconvened from bein~ no further business the meetin~.,~a!~!?Ad..journe~ii~!!~il~!!i!~'p.m.":':": "'""~':'"':'~'"'"'"':':':"':':~'"- There · ,'i'i'i::' . :i i i" '..:::::::::::::::::::::::::::::::::: Marie Ulvila, City Clerk ======================= ::;::::5: ::::::::::::::::::::::::::::::::::::::::::::::::::::::::: ':~:: i~:: .... :::::::::::.:.: .... ":'::i:i:i:!:~:i:[:i:~:i:!:!:i:!:i:i:i:i:i:i:i:i:i::.. · -:.-.-.-.- !:i:i:i:!:!:!:~:!:!:i:!:!:!:i:i:i:i:i::" · ::::::::::::.' :::;:;::'.:: ====================== ............ .::::::::::: '.:::::::ii .... 2:i:i:i:!:!::' ::::::::::' ..i:i:i:i:i:i:i:~ ::::::::::. ::i!!!!!!i? .:.:.:.:.:. .:.:.:.:.:.:.:.:.: .:::::::::: :iiiiiiiii!iiiiiii~iiii..............' ........... 'i:~:i:[:~:~:i:~:~:i:i:i:~:i:[:i:i:~:~:i:i:~:~:~:i:i:i:i:i:i:i:~:[:i:i:i:~:~:: .... February 3, 1999 Page 14 ITEM NO. 6a DATE February 17, 1999 AGENDA SUMMARY REPORT SUBJECT: REPORT OF DISBURSEMENTS FOR THE MONTH OF JANUARY 1999 Payments made during the month of January 1999, are summarized on the attached Report of Disbursements. Further detail is supplied on the attached Schedules of Bills, representing the four (4) individual payment cycles within the month. Accounts Payable check numbers: 12550-12649, 12753-12844, 12846-12930, 13051-13125, 110248 Payroll check numbers: 12650-12751, 12752, 12845, 12931, 12932-13050 Direct Deposit numbers: 4455-4631 Void check numbers: 110574-110578 This report is submitted in accordance with Ukiah City Code Division 1, Chapter 7, Article 1. RECOMMENDED ACTION: Approve the Report of Disbursements for the month of January 1999. ALTERNATIVE COUNCIL POLICY OPTIONS: N/A Appropriation Requested: N/A Citizen Advised: N/A Requested by: Candace Horsley, City Manager Prepared by: Gordon Elton, Director of Finance Coordinated with: Kim Sechrest, Accounts Payable Specialist Attachments: Report of Disbursements APPROVED: ~ i ~.~ . ~. Ca~c~e Horsley, ~;ity namer AGENDA.WPD/krs CITY OF UKIAH REPORT OF DISBURSEMENTS REGISTER OF PAYROLL AND DEMAND PAYMENTS FOR THE MONTH OF JANUARY 1999 Demand Payments approved: CheckNo. 12550-12649, 12753-12844, 12846-12930, 13051-13125, 110248 FUNDS: 1 O0 General Fund 9122,607.80 660 110 Special General Fund 661 141 Museum Grants 665 142 National Science Foundation 9186.00 670 143 N.E.H.1. Museum Grant 93,115.00 675 150 Civic Center Fund 678 204 Federal Asset Seizure Grants 679 205 Sup Law Enforce. Srv. Fd (SLESF) 923,804.51 695 206 Community Oriented Policing 942,589.73 696 220 Parking Dist. #10per & Maint 9344.78 697 250 Special Revenue Fund 91,975.00 698 260 Downtown Business Improvement 9735.05 800 300 Gas Tax Fund (2106) 917,133.86 801 303 Gas Tax Fund (2105) 95,185.58 805 332 Federal Emerg. Shelter Grant 99,960.27 806 341 S.T.P. 820 410 Conference Center Fund 95,314.69 900 550 Lake Mendocino Bond 91,673.75 910 575 Garage 91,687.38 920 600 Airport 917,344.47 940 610 Sewer Service Fund 950 61 I Sewer Construction Fund 960 612 City/District Sewer 964,903.76 962 615 City/Dist Sewer Replace 965 652 REDIP Sewer Enterprise Fund 966 Sanitary Disposal Site Fund Sanitary Disposal Replace Refuse/Debris Control U.S.W. Billing & Collections Contracted Dispatch Services Public Safety Dispatch MESA (Mendo Emerg Srv Auth) Golf Warehouse/Stores Billing Enterprise Fund Fixed Asset Fund Electric Electric Revenue Fund Street Lighting Fund Public Benefits Charges Water Special Deposit Trust Worker's Comp. Fund Liability Fund Payroll Posting Fund General Service (Accts Recv) Community Redev. Agency Redev. Housing Fund Redevelopment Cap Imprv. Fund Redevelopment Debt Svc. PAYROLL CHECK NUMBERS 12650 - 12751 DIRECT DEPOSIT NUMBERS 4455 - 4544 PAYROLL PERIOD 12/24/98 - 1/9/1999 PAYROLL CHECK NUMBERS 12752, 12845, 12931, 12932-13050 DIRECT DEPOSIT NUMBERS 4545 - 4631 PAYROLL PERIOD 1/10/1999 - 1/23/1999 VOID CHECKS NUMBERS 110574-110578 TOTAL DEMAND PAYMENTS TOTAL PAYROLL VENDOR DEDUCTION CHECKS TOTAL PAYROLL CHECKS TOTAL DIRECT DEPOSIT TOTAL PAYMENTS (92,274.60) 91,670.37 9134,915.59 92,725.40 9735.74 92,454.10 91,352.98 928,831.26 94,744.25 9154,509.15 99,086.50 92,917.00 928,071.16 912,162.44 9325.00 9110,364.95 935.04 92,714.55 991.44 9813,993.95 967,995.39 9178,214.62 9196,880.43 91,257,084.39 CERTIFICATION OF CITY CLERK This register of Payroll and Demand Payments was duly approved by the City Council on City Clerk APPROVAL OF CITY MANAGER I have examined this Register and approve same. CERTIFICATION OF DIRECTOR OF FINANCE I have audited this Register and approve for accuracy and available funds. 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OOOOOOOO ooo ~HHHHH H ~ H~H~ B O ooo m ~o o Z% ~0 O~ U% m 0 O~ H~ H~ ~ 0 0 0 H~ ~ ~ oo m~ ~ o I II -- ~ O ~ ~ ~ ~ ~0 OH ~ ~ ~o mm m~ 0 oo H~ oo o o L~O H~ ~o o 0 i 000 000 oo0 0~~~ o ~~0o~ 0 o00o00oo0 o oo0oo00oo o oo00o000o o ooooooooo ~0~ ~ o0oo0 o oo0oo 0 UUUUU ~ ~ HHHHH ~ 00000 0 0 00000 0 0 000 000 u') L,O U") Ch 0'~ 0'"~ 0"~ 0~ 0'~ OOO OOO o 0 t-.,I 00 000 ooo o 0~0~ ~ 0~0~ 0 ~0~ ~ 0 000000000 0 000000000 0 000000000 0 0~00~0~ 0 ~~~0~ 0 000~00000 0 0~0~0~ o H 0 0 0 0 0 0 · · 0 o 0 · 0 OOOOO O ~ ~~ ~ O o~o o 0 oo~oo o o ~o~0o o o HHH~ ~ m mmm ~o ~o~ H 000o~ ~ o ~~0 ~ o 0oo oo0 ooo ooo ~mmo ooo mmmo ~ 0 ~ gHHH H~ m H 0~ ~0 ~ H H HHHHHHHH DDDDDDDD HHHHHHHH 00000000 HHHHHHHH [.~H U% Hr./] 0H ~ ~ ~ H 0 O % ~ H N 0 Om H I OO B HHH N ~ ~HHH ooo ~mmm HUUU o~o O0 O0 O4O4 O0 O0 O0 00000 0 0 00000 0 0 000 000 o 0 U OO~OO OO~OO OO~OO 000~0 ~OO O ~~O OOO~O O OO~O ~ ~ H HHX~ ~ ooo ooo 000 o~o · ~0 UUU~ o ~ 0 ~0 ~ ~~ o °~ ~ H ~ ~ f,~ m H [.z.i ~ ~o F-z-] I~% H H ~,..] r,~i D ~z,.] r,~ [z..] %H [--iH~ [Z~ I~ %U _~4 oo HH o ~ o o o o O~ ~o U · o > I I I U Id .. 0 0 E~ ~ ~0 ~0 H ~~ O0 0000 0000 O0 0000 0000 O0 0000 0000 O0 0000 O0 O~ ~ ~ O0 O0 O0 O0 O0 O0 O0 O0 O0 O0 O0 O0 ~~ O0 0000 0000 O0 0000 ~ 0000 O0 0000 0 ~o oo ~~ 0~oo ~ ~o~ ~ .... __ .... ~ oo00 o~ 00o~ ~ ~~o ooo ~~o 0 ~H~ NH ~ ..... __ ...... oo oo oo OO OO oo OO oo oo OO o ~ 0 o~ o~ oo o~ oo .. . O0 O0 ~ 0 ~ 0 o ~ o ~0 ~o ~o ooo 0,. . ~ ~ ~ 0oo~ ~ ~~ UOO ~o~ U ~o00~ ~ o~ ~ ~~ D~o ~oo~ o uooo oo× H~ ~~ 0 O~ ~ ~omo ~ oo ~o o~ OO ~ ~o oo ~ ~ ~o oo ~ ~ ~ OO · ~0. ~oo ~ ~o~ o~ mo~ o~ ~ o ~o ~o i~o o ~ H ~o ~ H~'NI D4 ~ · 0 ~ 0 0 0 U ITEM NO. 6b DATE: FEBRUARY 17, 1999 AGENDA SUMMARY REPORT SUBJECT: DENIAL OF CLAIMS FOR DAMAGES RECEIVED FROM MARC MITCHELL AND CANDI SNOW AND REFERRAL TO THE JOINT POWERS AUTHORITY, REDWOOD EMPIRE MUNICIPAL INSURANCE FUND The claim from Marc Mitchell was received by the City of Ukiah on January 22, 1999 and alleges damages related to a power surge on January 15, 1999 at 901 North Pine Street. The claim from Candi Snow was received by the City of Ukiah on February 4, 1999 and alleges damages related to a false arrest on August 5, 1998 at 300 block of West Mill Street. Pursuant to City policy, it is recommended the City Council deny the claims as stated and refer them to Redwood Empire Municipal Insurance Fund (REMIF). RECOMMENDED ACTION: Deny Claims for Damages received from Marc Mitchell and Candi Snow; and Refer Them to the Joint Powers Authority, REMIF. ALTERNATIVE COUNCIL POLICY OPTIONS: Alternative action not advised by the City's Risk Manager. Citizen Advised: Requested by: Prepared by: Coordinated with: Attachments: Yes Claimant Michael F. Harris, Risk Manager/Budget Officer Candace Horsley, City Manager 1. Claim of Marc Mitchell, pages 1-2. 2. Claim of Candi Snow, pages 3-4. APPROVED: Candace Hor;sieYl- City, Manager mfh:asrcc99 0217CLAIM NOTICE OF CLAIM AGAINST THE CITY OF UKIAH, CALIFO 77'~is claim must be presented, as prescrfbed by Parts 3 and 4 of Division 3.6, of Title State of California, by the claimant or by a person acting on hi.s/her behalf. RETURN COMPLETED FORM TO' 1. CLAIMANT'S NAME: CLAIMANT'S ADDRESS: , . 1 CITY OF UKIAH Attn: City Clerk 300 Seminary Avenue Ukiah, California 95482 Mh'~c Number/Street and/or Post Office Box Home Phone Number State ,~AN 2 2 ~ · CITY 0F UKIAH CITY CLERK'S DEPARTMENT Zip Code. / I Work Phone Number PERSON TO WHOM NOTICES REGARDING THIS CLAIM SHOULD BE SENT (if different from above): Name Number/Street and/or Post Office Box City DATE OF THE ACCIDENT OR OCCURRENCE: S. PLACE OF ACCIDENT OR OCCURRENCE: ~0 t I~J , Pt/{')'~-- 5 ( , . Telephone State Zip Code GENERAL DESCRIPTION OF THE ACCIDENT OR OCCURRENCE (Attach additional page(s), if more space is needed): 1~ I/u)~/~ ~-U ~--~ ~/'JY.J¢~---/~ -7--E-~'/.~¢ 'ccJ '7~ ~ cOoJ. 7. NAME(S), if known, OF ANY PUBLIC EMPLOYEE(S) ALLEGEDLY CA USING THE INJURY OR LOSS: Si WITNESS(ES), if known (optional.): Name a. Address Telephone b, 1 DOCTOR(S)/HOSPITAL(S), if any, WHERE CLAIMANT WAS TREATED: Name Address Telephone b, 10. GENERAL DESCRIPTION OF THE INDEBTEDNESS, OBLIGATION, INJURY, DAMAGE OR LOSS so far as it may be known at the time of presentation of the claim: ~'7 ~ ~ r..~ ¢ o(_z?(2 ~--~-~_~-kj'~ ,~i (~ 11 STATE .TH, E,AMOUNT CLAIMED if it totals less than ten thousand dollars '$10 000 as · , '~ .. , ;:.,., .... ( , ~) of the date of presenta'fJo'n of'the claim', Including the estimated amount of any prospective injury, damage or loss, insofar as if may be kno.wLi.aI the time of the presentation oF the claim, together with the basis of computation of the ' a-~obht'claimed (f.o£ com'putation use #12 below). However, ff the amount claimed exceeds ten thousand ~ 'dollars ($10,000),' h'o""dollat: amount shall be included, but you must indicate whether the jurisdiction over the ....... claim would be in Municipal or Superior Court. -" or Applicable Jurfsdic"b'on 12. THE BASIS OF COMPUTING THE TOTAL AMOUNT CLAIMED IS AS FOLLOWS: a. Damages incurred to date: Expenses for medical/hospital care: Loss cf ea,"n, ing~: Special damages for:. Genera/damages: b. Estimated prospective damages as far as known: Future expenses for medical and hospital care: $ Future loss of earnings: $ Other prospective special damages: $ Prospective general damages: $ $ $ $ This claim must be signed by the claimant or by some person on his/her behalf. A claim relating to a cause of ad/on for death or for injury to the person or to personal property or growing crops shall be presented not later than six (6) calendar months or 182 days after the accrual of the cause of action, whichever is longer. Claims relating to any other causes of action shall be presented not later than one (1) year after accrual of the cause of action. $1GNA TURE OF CLAIMANT(S) Received in the Office of the City Clerk this NOTE: This form of claim is for your convenience only. Any other type of form may be used if desired, as long as it sa~'sfies the requirements of the Government Code. The use of this form Is not intended in any way to advise you of your legal rfghts or Io interpret any law. ff you are in doubt regarding your legal rights or the interpretation of any law, you should seek legal counsel of your choice at your own expense. Rev. 3~1 ~98 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 CANDI SNOW claiman Vo FEB 4 1999 CITY OF UKIAH CITY CLERK'S DEPARTMENT CITY OF UKIAH, UKIAH POLICE DEPT UKIAH POLICE OFFICER DAN LOCKART, UKIAH POLICE OFFICER JOHN LEWIS, UNIDENTIFIED POLICE OFFICERS DOES 1-20 CLAIM FOR FALSE ARREST FALSE IMPRISONMENT AND NEGLIGENCE (Govt Code §§ 910, 950 et seq ) TO; TO; City of Ukiah Clerk of City Council Ukiah Civic Center 300 Seminary Avenue Ukiah, California Candi Snow hereby makes claim against the City of Ukiah and Police Officer Lockart (#438), Police Officer John Lewis, Chief of Police John Williams and Does 1-20 1. Claimant is represented by Philip DeJong, Attorney at Law, 532 South Main Street, Ukiah, California. 2. Claimants Post Office Address is 625 North State Street Apt 43, Ukiah, California 95482 3. Notices concerning the claim should be sent to claimant's attorney's address as follows Philip DeJong Attorney at Law 532 South Main Street Ukiah, California 95482 4. The Date and place of the incident giving rise to claim are as follows A. The incident occurred on or about August 5, 1998 B. The incident occurred at the 300 block of West Mill, Ukiah, California 5. The circumstances giving rise to this claim are as follows: On August 5, 1998, claimant was driving home from visiting a friend when she was overwhelmed with self destructive thoughts and feelings. Claimant has been diagnosed with bipolar, borderline and dissociative disorder and at all times herein mentioned was under professional care for these conditions. Claimant has been able to maintain herself in the community on an out patient basis. Claimant pulled her automobile over and called her therapist, Mimine Ambrois fi-om the phone booth there and advised her of her mental state. She spoke with her for some time and indicated that the only agency available for immediate intervention would be the Ukiah Police Department. Ms. Ambrois then telephoned the Ukiah Police Department and fully advised them of claimant's mental health problem 10 I1 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 and requested that the Ukiah Police assist claimant in getting acute psychiatric care at the County Mental Health Psychiatric Unit. Instead of assisting claimant in getting mental health services, Ukiah Police Officers Lockart and Lewis, acting within the course and scope of their employement, intentionally, with gross negligence and without probable cause, and at~er being informed that this was a mental health emergency, arrested claimant for violation of Penal Code {}647(0, public intoxication. Claimant was then transported to the Mendocino County Jail instead of the psychiatric thcility. When claimant arrived at the Mendocino County Jail, she was exhibiting the same psychiatric symptoms which gave rise to her call to her therapist. The nurse at the jail, Alice Carlson, acting in the scope and course of her employment with California Forsensics Medical Group, a California Corporation, and a contractor of the County of Mendocino for medical and psychiatric services at the jail, denied claimant psychiatric treatment and placed her in a "safety cell". The safety cell at the Mendocino County Jail consists of a concrete room completely devoid of any furnishings. A hole covered by a metal grate is provided to meet biological needs. Claimant was placed there without clothing except for a cloth covered rubber wrap. Claimant remained in this bare cell for approximately 28 hours without receiving her medications or receiving any form of mental health treatment. Alice Carlson, having previously been on staff at the psychiatric facility, was familiar with claimant. In spite of claimants previous mental health history, Alice Carlson, Califomia Forensics Medical Group and the Sheriff of the County of Mendocino, intentionally, with gross negligence and reckless indifference to her welfare continued to deprive claimant of needed acute mental health services and continued to house her in the safety cell in the jail rather than transfer her to the psychiatric facility. As a consequence, claimant was severely injured and suffered lasting physical and mental/emotional injuries. Additionally, claimant suffered severe mental and physical anguish, pain and suffering during her arrest and subsequent incarceration. 6. The claim of claimant is in an amount that would place it within the unlimited jurisdiction of the Superior Court of the State of California. Dated: February 3, 1999 Attorney for Cal~di Sno~aimanl~ ITEM NO. 6~ DATE: FEBRUARY 17, 1999 AGENDA ~UMMARY REPORT SUBJECT: APPROVAL OF CITY COUNCIL ACTION DATES WITHIN THE SCHEDULE FOR FISCAL YEAR 1999-00 BUDGET Staff has prepared a schedule for the annual City of Ukiah Budget Process which identifies the key elements and time frames of the program. The budgeting process is lengthy and intense. The end result is the distribution of resources to meet the goals and objectives of the community. As in previous years, a session with the City Council is included in the process to provide an opportunity to review the progress made relative to last year's City Council goals and objectives and discuss directions and policy issues to be addressed in the upcoming fiscal year. This year this activity is scheduled for the regular Council meeting of April 21. Also, three days during the last week in June are set aside for the actual budget hearings with the intent of budget adoption prior to July 1. Staff believes the schedule properly delineates the time necessary to complete the tasks associated with this effort and earmarks appropriate opportunities for City Council action. Staff recommends the City Council approve the dates of April 21 for the goals session and June 22-24 for the budget hearings. RECOMMENDED ACTIONS: Approve the dates of April 21 for the goals session and June 22-24 for the adoption hearings relative to the Fiscal Year 1999-00 Budget process. ALTERNATIVE COUNCIL POLICY OPTIONS: . . Citizen Advised: Requested by: Prepared by: Coordinated with: Attachments: Determine proposed dates are not appropriate, identify changes, and direct Staff to adjust time frames. Determine Council participation in the process should be modified, identify revisions, and direct Staff to prepare new schedule. NA NA Michael F. Harris, Risk Manager/Budget Officer Gordon Elton, Finance Director, and Candace Horsley, City Manager 1. Fiscal Year 1999-00 Budget Schedule, page 1. APPROVED: ~. Candace Horsley, CityI~nager mfh:asrcc99 0217BUD DATES February 4 March I March 22 March 22-April 6 April 7-13 April 15-27 April 21 April 23 April 29 May 3-7 May 10-14 May 15-20 May 25-June 4 June 7-10 June 11-14 June 16 June 22-24 mfh:9900budget BUDSCH CITY OF UKIAH FISCAL YEAR 199912000 BUDGET SCHEDULE FEBRUARY 1, 1999 ACTION Budget worksheets (revenue and expenditure) distributed to Departments. Departments submit Goals and Objectives to City Manager Departments submit proposed budgets (revenue and expenditure) to Budget Team (Risk Manager/Budget Officer and Director of Finance). Review of Department budget submittals and calculation of allocations by Budget Team; individual Departmental budget reviews with Budget Team. Total budget requests reviewed and tallied by Budget Team. Individual Department budget reviews with City Manager and Budget Team. At regular City Council meeting, Council consider current/projected goals and objectives; provide direction as to priorities and policies for completion of budget; set dates for budget hearings. Projected year end actual worksheets (with March figures) distributed to Departments. Departments submit projected year end actual figures. Preliminary budget figures completed by Budget Team. Preliminary budget numbers finalized by City Manager and Budget Team. Final individual Department budget reviews with City Manager and Budget Team. Proposed draft budget completed, copied, distributed to departments for final review and comments to Budget Team. Final department comments considered by Budget Team, final draft budget completed and produced for distribution. Final draft budget submitted to City Council with Agenda Packet and to Ukiah Valley Sanitation District by separate distribution. Final draft budget available for public review at Library and Civic Center counter. City Council continue regular meeting to specific dates and times for Budget Hearings. Three days of City Council (including Redevelopment Agency and Ukiah Valley Sanitation District) Budget Hearings held and Budget Adopted. ITEM NO. 6d DATE: February 17, 1999 AGENDA SUMMARY REPORT SUBJECT: ADOPTION OF RESOLUTION WAIVING THE 60-DAY NOTIFICATION REQUIREMENT FOR ESTABLISHING A COUNTY FACILITY IN THE CITY, PURSUANT TO GOVERNMENT CODE {}25351 SUMMARY: The Mental Health Services Department of Mendocino County has requested a waiver from the 60-day notification requirement, as established by Government Code {}25351, to lease property within the City limits at 317 and 345 North State Street. Government Code [}25351 provides for such a waiver if the City Council adopts a Resolution to this effect. (Continued on page 2) RECOMMENDED ACTION: Adopt the Resolution waiving the 60-day noticing requirement pursuant to the provisions contained in Government Code {}25351. ALTERNATIVE COUNCIL POLICY OPTIONS: 1. Do not adopt the waiver Resolution, thereby require the County to wait 60 days to lease the property located a 317 and 345 N. State Street. Citizen Advised: N/A Requested by: Beth Martinez, Interim Director, Mental Health Services Department Prepared by: Robert Sawyer, Planning Director Coordinated with: Candace Horsley, City Manager Attachments: Resolution Martinez Letter Candace Horsley, City, Manager Page 2 As described in the attached letter, the Mental Health Services Department wishes to lease the subject property for their Adult Day Treatment Program. They would like to begin providing services at this location as of April 1, 1999, and indicate that without the subject waiver, the County is at risk of losing the office to another prospective tenant. The site for this facility consists of the two northernmost office/retail fronts of the brick- facade, two-story commercial office/retail building located at the northeast corner of North State and Smith Streets, diagonally across the corner from the Palace Hotel. The building consists of four ground floor commercial units, wherein three are currently vacant (including 317 & 345 N. State), and one houses the Visual Identity Printing Company. This location previously housed a private Adult Day Treatment Program administered by Behavioral Health Services. It is zoned for commercial use, and lies amidst a commercially developed area. Accordingly, staff can find no reason to oppose the County's use of this site in the manner described, and, therefore, believes that the 60- day noticing waiver is in order. Without the waiver Resolution, the County would simply have to wait the 60 days otherwise required by State law before entering the lease and occupying the building. RESOLUTION NO. RESOLUTION OF THE CITY COUNCIL OF THE CITY OF UKIAH WAIVING THE 60-DAY NOTIFICATION REQUIREMENT FOR ESTABLISHING A COUNTY FACILITY WITHIN THE CITY LIMITS, AS REQUIRED BY GOVERNMENT CODE §25351 WHEREAS, 1. Government Code {}25351 requires that a County notify a City in advance of its intent to locate a County facility in the incorporated area; and 2. Government Code [}25351 further requires that said advance notification occur at least 60 days prior to use and occupancy of the County facility, unless the City Council waives the notification requirement by Resolution; and 3. The Mental Health Services Department of Mendocino County has requested a waiver of the 60-day notification requirement to lease property at 317 and 345 N. State Street for the purpose of housing their Adult Day Treatment Program; and 4. The granting of the waiver will enable the Mental Health Services Department to lease the property and establish the treatment facility by April 1, 1999, thereby avoiding loss of the property to another prospective tenant; and 5. The property located at 317 and 345 N. State Street is zoned for commercial use; lies amidst a commercial district; and has previously been used for a private Adult Day Treatment Program, thereby making the site compatible with the intended County use, and not detrimental to any City code, policy, or anticipated use of the subject site. NOW, THEREFORE, BE IT RESOLVED that the City of Ukiah grants the County of Mendocino a waiver of the 60-day notification requirement so as to lease the property at 317 and 345 N. State Street in a timely manner in order to house their Adult Day Treatment Program. PASSED AND ADOPTED on February 17, 1999, by the following roll call vote: AYES: NOES: ABSTAIN: ABSENT: Resolution Page 1 of 2 Jim Mastin, Mayor ATTEST: Marie Ulvila, City Clerk Resolution No. Page 2 of 2 Administration 860 North Bush Street Ukiah, CA 95482 Phone (707) 463-4480 FAX (707) 463-5443 Ukiah Mental Health Center 860 North Bush Street Ukiah, CA 95482 Phone (707) 463-4303 FAX (707) 463-5443 COUNTY OF MENDOCINO MENTAL HEALTH SERVICES Beth Martinez, M.P.A. Interim Director Psychiatric Health Facility Inpatient Services 860 North Bush Street Ukiah, CA 95482 Phone (707) 463-4396 FAX (707) 463-5445 Coast Mental Health Center 790-B South Franklin Street Ft. Bragg, CA 95437 Phone (707) 964-4747 FAX (707) 961-2698 January 29, 1999 City Council City of Ukiah 300 Seminary Avenue Ukiah, CA 95482 FEB I 1999 CITY OF UKIAH CITY CLERK'S DEPARTMENT Re: County Lease of 317 and 345 N. State St. Agenda Item for Next City Council Meeting Honorable Council Members: The County of Mendocino wishes to lease the property at 317 and 345 N. State Street for use by the Mental Health Department's Adult Day Treatment Program. This location previously housed a private Adult Day Treatment Program administered by Behavioral Health Services. By way of this letter, we hereby request that the City Council adopt a resolution waiving the 60-day notification requirement (reference Government Code Section 25351). Your cooperation in granting this request will enable the Mental Health staff to begin providing services in this location as of April 1, 1999. In the absence of such waiver, the County is at risk of losing the office to another prospective tenant. Thank you for your cooperation in this matter. If you have any questions, please feel free to contact me. Yours truly, rtinez, MP~_~ Interim Director lO C. Joyce A. Beard, Clerk of the Board Pete Halstad, Director of General Services ITEM NO. 6e DATE: February 17, 1999 AGENDA SUMMARY REPORT SUBJECT: APPROVE CONTRACT WITH PRESERVATION SERVICES FOR THE PREPARATION OF AN UPDATED HISTORICAL AND ARCHITECTURAL RESOURCES INVENTORY SUMMARY: Staff recently interviewed three qualified consulting firms who responded to our Request For Proposals (RFP) for the preparation of an updated Historical and Architectural Resources Survey. All three of the firms were from out of the area, and were recommended by the State Office of Historic Preservation. We would have solicited local assistance, but there are no qualified local firms or individuals in this very specialized discipline. While all three (3) of the candidate firms were highly qualified and eager to take on this important project, Preservation Service of Sacramento was the unanimous choice of the interview panel. Preservation Services has extensive experience with conducting historical and architectural surveys, and have both public and private sector experience. Additionally, the consultants use advanced graphic presentation technology, have worked in Mendocino County, and are familiar with the our community. The contract amount is set at a not-to-exceed $10,000 level, which the City Council provided for in the 1998-99 budget. Section 1522 (C)(2) of the Ukiah Municipal Code requires the City Council to approve all contracts of $10,000 or more. RECOMMENDED ACTION: Approve the contract with Preservation Services for the preparation of an updated Historical and Architectural Resources Survey. ALTERNATIVE COUNCIL POLICY OPTION: 1. Do not approve the contract and provide direction to staff. Appropriation requested: N/A Citizen Advised: N/A Requested by: Planning Department Prepared by: Charley Stump, Senior Planner Coordinated with: Candace Horsley, City Manager and Bob Sawyer, Planning Director Attachments: 1. Contract 2. Excerpt from 98-99 budget APPROVED: Candace Horsley, City Man~er CITY OF UKIAH AGREEMENT FOR PROFESSIONAL SERVICES PREPARATION OF A HISTORICAL AND ARCHITECTURAL RESOURCES SURVEY This agreement shall be considered a contract, and is entered into on by and between the CITY OF UKIAH, a general law municipal corporation, hereinafter referred to as "CITY" and P.S. Preservation Services, a sole proprietorship, hereinafter referred to as the "CONSULTANT." PREMISES The purpose of this agreement is the preparation and completion by CONSULTANT of a Historical and Architectural Resources Survey, more particularly described in CONSULTANT's bid proposal, dated February, 1999, referred to as Exhibit "A", and attached to this agreement. CITY may retain independent contractor to perform special services for CITY or any department thereof. CONSULTANT is willing and able to perform duties and render services in preparation and completion of such Survey which has been determined by the City Council to be necessary for the welfare of residents of the CITY. CITY believes the provision of these services to the residents is in their best interests, and CONSULTANT agrees to perform such duties and render such services as outlined below: AGREEMENT CITY and CONSULTANT agree as follows: ARTICLE 1 SERVICES OF CONSULTANT 1.01 CONSULTANT shall provide those technical, expert, and professional services as described in Exhibit "A," which consists of the Bid Proposal from P.S. Preservation Services, which is attached hereto and incorporated herein. CONSULTANT shall provide such services within the time limits described below. 1.02 The absence, omission, or failure to include in this agreement items which are considered to be a part of normal procedure for a Historical and Architectural Survey of this type or which involve professional judgement, shall not be used as a basis for submission of inadequate work or incomplete performance. 1.03 1.04 1.05 1.06 1.07 1.08 2.01 2.02 2.03 CITY relies upon the professional ability and stated experience of CONSULTANT as a material inducement to entering into this agreement. CONSULTANT understands the use to which the CITY will put their work product and hereby warrants that all findings, recommendations, working papers, and plans, shall be made and prepared in accordance with generally accepted professional practices. When the agreement calls for the preparation of documents and the Historical and Architectural Survey, they shall be in a form acceptable to the City. CONSULTANT shall bear the expense of all printing and reproduction costs until final reports are accepted by the CITY, at which time CONSULTANT shall turn over to CITY all documents. The delivery of any documents and the Historical and Architectural Survey subsequent to contract execution shall be consistent with the Bid Proposal identified as Exhibit "A." Extensions of the product delivery dates may be made only upon written consent by the CITY. Time is of the essence and of the utmost importance in the performance of the agreement. CONSULTANT shall deliver one (1) copy of the Administrative Draft Historical and Architectural Survey, seven (7) copies of the Draft Historical and Architectural Survey, and fifteen (15) copies of the Final Historical and Architectural Survey. One (1) copy of a camera-ready version of the Draft and Final Historical and Architectural Survey shall be submitted with the required number of copies listed above. CONSULTANT shall be responsible for attendance and participation at one (1) Planning Commission meeting, and one (1) City Council meeting. CONSULTANT shall perform any additional services as may be required due to significant changes in general scope of the project. Such additional services shall be paid for by supplemental agreement and shall conform to the rates of payment specified in Article V below. ARTICLE II SERVICES OF CITY CITY shall provide any information as to its requirements for performance of the agreement not already contained in Exhibit "A." Upon request, CITY shall provide CONSULTANT any information in its possession or reasonably available to it that consultant may need to perform services under this agreement. CITY will examine the required work products submitted by CONSULTANT and will communicate with CONSULTANT within ten (10) regular working days of 3.01 3.02 3.03 3.04 3.05 4.01 4.02 5.01 receipt regarding the adequacy and acceptability of said products. ARTICLE III TERM OF AGREEMENT The term of this agreement shall be pursuant to the proposal submitted by CONSULTANT as contractor's bid response and in accordance with paragraph 1.05 above. This agreement may be extended on its same terms and conditions for a period not to exceed sixty (60) days, upon written agreement between the City Planning Director and CONSULTANT. The execution of this agreement by the CITY shall constitute the CONSULTANT'S authority to proceed immediately with the performance of the work described by Exhibit "A." All work by CONSULTANT shall be completed pursuant to exhibit "A" and paragraph 1.05 above. CONSULTANT shall not be held responsible for delays caused by circumstances beyond its control. CONSULTANT acknowledges that timely performance of services is an important element of this agreement and will perform services in a timely manner as provided in paragraph 1.05 above and consistent with sound professional practices. If CITY requests significant modifications or changes in the scope of this project, the time of performance shall be adjusted appropriately. The number of days of said extension shall be the final decision of CITY. ARTICLE IV COST OF SERVICES CONSULTANT has been selected by the CITY to provide services described in Exhibit "A," attached hereto and incorporated herein by reference, for which compensation shall not exceed $10,000.00. Cost overruns or failure to perform within the maximum compensation ceiling established in 4.01 above shall not relieve CONSULTANT of responsibility to provide those services specified in Exhibit "A." ARTICLE V PAYMENT FOR SERVICES CITY shall pay CONSULTANT for work required for satisfactory completion of this agreement in amount to be determined in accordance with the method described in paragraph 5.02 below. 5.02 Payment scheduling: Total payment for the professional services as outlined herein shall be paid in one (1) lump sum at the completion of the project, and shall not exceed $10,000.00. TASK PRODUCT SCHEDULE COST Task 1: Kick-off meeting and To be completed development of Memorandum of MOU within 4 weeks $307.50 Understanding (MOU) of contract execution Task 3: Reconnaissance To be completed Task 2: Familiarization None within 4 weeks of contract $247.50 execution To be completed Task 4: Conduct of Survey and Administrative Draft within 4 months preparation of Administrative Draft Survey Document of contract Survey Document execution $6,720.00 To be completed Task 5: Meeting with City Staff Draft Survey within 1 month and Preparation of Draft Survey Document of meeting with Document staff $1,050.00 To be completed Task 6: Planning Commission and as directed by City Council Meetings None City Staff $450.00 To be completed Task 7: Preparation of Final Final Survey within 1 month Survey Document Document of City Council $0 meeting Direct Costs None N/A $1,160.00 Estimated Total None N/A $9,935.00 TOTAL CONTRACT NOT TO EXCEED ................................. $10,000 5.03 5.04 5.05 6.01 6.02 7.01 7.02 8.01 Payments to CONSULTANT shall be based on itemized invoice submitted by CONSULTANT. Payments will be made by CITY within thirty (30) days of receipt of CONSULTANT'S invoice. If CITY substantially alters the scope of work to include additional analyses or tasks, the total payment and cost of services may be changed by amending the agreement. ARTICLE VI PROJECT INSPECTION AND ACCOUNTING RECORDS Duly authorized representatives of the CITY shall have right of access to the CONSULTANT'S files and records relating to the project included in the agreement and may review the work at appropriate stages during performance of the work. CONSULTANT must maintain accounting records and other evidence pertaining to costs incurred, which records and documents shall be kept available at the CONSULTANT'S California office during the contract period and thereafter for three (3) years from the date of final payment. ARTICLE VII DISPOSITION OF FINAL REPORTS All original Documents and Historical and Architectural Survey materials, together with such backup data as required by this agreement shall be and shall remain the sole property of CITY. CONSULTANT'S attention is directed to the required notice under Government Code Section 7550, which states in part that "any documents or written reports prepared as a requirement of this contract shall contain, in a separate section preceding the main body of the document, the number and dollar amounts of all contracts and subcontracts relating to the preparation of those documents or reports if the total cost for work by non-employees of the public agency exceeds $5,000.00." ARTICLE VIII TERMINATION OF AGREEMENT At any time CITY may suspend indefinitely or abandon the project, or any part thereof, and may require CONSULTANT to suspend the performance of the service. In the event the CITY abandons or suspends the project, CONSULTANT shall receive compensation for services rendered to date of abandonment and 8.02 8.03 9.01 suspension in accordance with the provisions of Sections 5.01, 5.02, and 5.03 herein. It is understood and agreed that should CITY determine that any part of the work involved in the program is to be suspended indefinitely, abandoned, or canceled, said agreement shall be amended accordingly. Such abandonment or cancellation of a portion of the program shall in no way void or invalidate this agreement as it applies to any remaining portion of the project. If, in the opinion of the CITY, the CONSULTANT fails to perform or provide prompt, efficient, and thorough service, or if CONSULTANT fails to complete the work within the time limits provided, CITY shall have the right to give notice in writing to CONSULTANT of its intention to terminate this agreement. The notice shall be delivered to CONSULTANT at least seven (7) days prior to the date of termination specified in the notice. Upon such termination, CITY shall have the right to take CONSULTANT'S studies, maps, plans, and reports insofar as they are complete and acceptable to CITY, and pay CONSULTANT for his performance rendered, in accordance with Sections 5.01, 5.02, and 5.03 herein, prior to the delivery of the notice of intent to terminate, less the amount of damages, general or consequential, which CITY may sustain as a result of CONSULTANT'S failure to satisfactorily perform his obligations under this agreement. ARTICLE IX RESPONSIBILITY FOR CLAIMS AND LIABILITIES HOLD HARMLESS: The CONSULTANT shall, to the fullest extent permitted by law, indemnify and hold harmless the CITY, its officers, and employees against and from any liability, damages, losses, expenses, and costs (including but not limited to attorney's fees), brought for, or on account of, injuries to or death of any person or persons including employees of the CONSULTANT, or injuries to or destruction of property, arising out of, or resulting from, the performance of the work described herein, provided that any such liability, damage, loss, expense, or cost is caused in whole or in part by any negligent or intentional wrongful act or omission of the CONSULTANT, any subcontractor, anyone directly or indirectly employed by any of them, or any for whose acts any of them may be liable. CONSULTANT shall have no duty to indemnify or defend CITY under this paragraph if the damage or injury are caused by the active negligence or willfully wrongful act or omission of CITY or its officers or employees. CITY agrees to timely notify CONSULTANT of any such claim and to cooperate with CONSULTANT to allow CONSULTANT to defend such a claim. 10.01 11.01 12.01 13.01 13.02 13.03 14.01 ARTICLE X INSURANCE CONSULTANT, at its expense, shall secure and maintain at all times during the entire period of performance of this agreement, insurance as set forth in Exhibit "B", attached hereto, and incorporated herein by reference. ARTICLE Xl GENERAL COMPLIANCE WITH LAWS It is understood and agreed that the CONSULTANT will comply with all federal, state and local laws and ordinances as may be applicable to the performance of work under this agreement. ARTICLE Xll INDEPENDENT CONSULTANT The CONSULTANT, in accordance with its status as an independent contractor, covenants and agrees that it will conduct itself consistent with such status, that it will neither hold itself out as nor claim to be an officer or employee of the CITY by reason hereof, and that it will not by reason hereof, make any claim, demand, or application to or for any right or privilege applicable to an officer or employee of the CITY including, but not limited to, worker's compensation coverage, unemployment benefits, and retirement membership or credit. ARTICLE Xlll SUCCESSOR AND ASSIGNMENTS The CITY and the CONSULTANT each binds itself, its partners, successors, and executors, administrators, and assigns to the other party to this agreement, and to the partners, successors, executors, administrators, and assigns to such party in respect to all covenants of this agreement. Except as stated above, neither the CITY nor the CONSULTANT shall assign, sublet, or transfer his interest in this agreement without the written consent of the other, however, the CONSULTANT reserves the right to assign the proceeds due under this agreement to any bank or person. In the case of death of one or more members of the firm of the CONSULTANT, the surviving member or members, shall complete the professional services covered by this agreement. ARTICLE XlV EXTENT OF AGREEMENT This agreement shall consist of this agreement, the bid proposal submitted by P.S. Preservation Services dated February, 1999, identified as Exhibit "A", as 14.02 15.01 16.01 attached hereto and incorporated herein, and the insurance requirements set forth in the attached Exhibit "B." This agreement constitutes the whole agreement between the CITY and CONSULTANT and any other representations or agreements are superseded by the terms of this agreement. ARTICLE XV PARAGRAPH HEADINGS The paragraph headings contained herein are for convenience and reference only and are not intended to define or limit the scope of this contract. ARTICLE XVl NOTICE Whenever a notice to a party is required by this agreement, it shall be deemed given when deposited with proper address and postage in the U.S. mail or when personally delivered as follows: CITY: City of Ukiah Civic Center 300 Seminary Drive Ukiah, California 95482 ATTN: Charley Stump, Senior Planner CONSULTANT/ CONTRACTOR: P.S. Preservation Services P.O. Box 191275 Sacramento, CA 95819 ATTN: John and Bonnie Snyder, Principals 17.01 ARTICLE XVll DUPLICATE ORIGINALS This agreement may be executed in one or more duplicate originals bearing the original signature of both parties and when so executed and such duplicate original shall be admissible as proof of the existence and terms of the agreement between the parties. ARTICLE XVlII FORUM SELECTION 18.01 CONSULTANT and CITY stipulate and agree that any litigation relating to the enforcement or interpretation of the agreement, arising out of CONSULTANT's performance or relating in any way to the work shall be brought in Mendocino County and that venue will lie in Mendocino County. CONSULTANT hereby waives any right it might otherwise have to seek a change of venue based on its status as an out of county corporation, or on any other basis. IN WITNESS WHEREOF, the parties hereto have caused their duly authorized officers to execute this agreement in duplicate the day and year first above written. CITY OF UKIAH Candace Horsley, City Manager Date CONSULTANT/CONTRACTOR John Snyder, Principal P.S. Preservation Services IRS IDN Number Date Bonnie Snyder, Principal P.S. Preservation Services IRS IDN Number Date APPROVED AS TO FORM' David Rapport, City Attorney Date EXHIBIT "A" Preservation Services City of Ukiah Historical and Architectural Resources Survey P.S. Preservation Services P.O. Box 191275 Sacramento CA 95819 Phone 916.736.1918 Fax 916.455.8871 / Proposal for Architectural and Historical Resources Survey TABLE OF CONTENTS I. PROJECT STATEMENT ............................. 1 II. PROFESSIONAL QUALIFICATIONS ..................... 2 III. WORK PROGRAM ................................. TASK 1: TASK 2: TASK 3: TASK 4: TASK 5: TASK 6: TASK 7: 3 "KICK-OFF" MEETING ..................... 3 FAMILIARIZATION ........................ 3 RECONNAISSANCE ........................ 3 CONDUCT NEW SURVEY .................... 3 A. DEVELOPMENT OF CONTEXT STATEMENT ...... 4 B. CRITERIA ............................. 4 C. MOU ................................ 5 D. FIELD SURVEY ......................... 5 E. EVALUATE SIGNIFICANCE ................. 6 F. HISTORIC DISTRICTS ..................... 6 G. PREPARE ADMINISTRATIVE DRAFT SURVEY REPORT .............................. 6 H. STREAMLINING ........................ 6 1. MOU .............................. 6 FINALIZE SURVEY REPORT .................. 7 A. MEET WITH CITY STAFF .................. 7 B. PREPARE DRAFT SURVEY REPORT ........... 7 ATTEND PLANNING COMMISSION AND CITY COUNCIL MEETINGS ................... 7 PREPARE FINAL SURVEY REPORT 7 IV. REFERENCES/LIST OF SIMILAR PROJECTS ................ 8 EXHIBIT 1, PROPOSED BUDGET EXHIBIT 2, RESUMl~S EXHIBIT 3, SAMPLE WORK PRODUCTS P.S. Preservation Services February 1999 / -// Proposal City of Ukiah Historical & Architectural Resources Survey I. PROJECT STATEMENT The City of Ukiah is planning to prepare a Historical Preservation Ordinance and desires a historical and architectural survey to identify the "truly historical" resources in the city. A previous survey, conducted in 1984-85 generated a list of resources which, while it has served the city as an important resource document, was never officially adopted by the city and does not fulfill its present needs. The city is now looking for a survey that will be incorporated into the ordinance and serve as a planning tool. Given changes in environmental law, the survey also needs to be updated in order for Ukiah to address its needs under the California Environmental Quality Act (CEQA). CEQA states that "...a project with an effect that may cause a substantial adverse change in the significance of an historical resource is a project that may have a significant effect on the environment." A "historical resource" is a resource listed in or eligible for the California Register of Historical Resources (applicable regulations became effective on January 1, 1998). Because the California Register may include resources that have been identified by historical resources surveys, comprehensive and current historic inventories have become critical planning tools. On October 26, 1998, revisions to the CEQA guidelines became law. Consequently, the procedures for determining effects on historical resources became far more complex and now cover a wider range of resources. If the City of Ukiah were responsible for a CEQA project it would need to reliably know if, or on what basis, resources eligible for the California Register may be located on or near a project site. P.S. Preservation Services proposes to furnish the City of Ukiah with a historical resources survey conducted in accordance with the standards for the California Register. The survey will evaluate all buildings and historic districts within the survey group according to California Register criteria, in conformance with the California Office of Historic Preservation's (OHP) Instructions for Recording Historical Resources. The P.S. team will record each resource on the appropriate historical resource inventory forms (DPR 523 1/95 series) for submittal to OHP for certification of the survey and its results. This approach will provide the City of Ukiah with a list of California Register properties that will not require reevaluation should compliance with the California Environmental Quality Act (CEQA) be required for any of the properties. In addition to serving as a planning tool, this product will allow the City of Ukiah to use the survey to fulfill the some of the requirements of CEQA in cases where a proposed project may have a effect on a significant historical resource. If the list were only city-approved, without OHP review and certification, the resources affected by the project would still need to be evaluated for their significance under CEQA before project effects could be assessed. Absent CEQA/Califomia Register compliance, the city would lack the basis for informed decision- making, and could be vulnerable to litigation. Because the professional expertise of the P.S. team has been recognized by the Office of Historic Preservation (OHP), we propose to develop and execute a Memorandum of Understanding (MOU) with OHP that will provide latitude in recording buildings, and to have Proposal for Architectural and Historical Resources Survey this MOU in place prior to initiating field work. Such an MOU would allow the qualified P.S. team to make judgments regarding the integrity of buildings. Normally, survey procedures require completion of a DPR 523A Primary form and a DPR 523B Building-Structure-Object (BSO) form. However, under the proposed MOU, those resources that the survey professionals judge to have clearly lost integrity, or those judged to be non-contributive elements within historic districts, would require only a Primary be completed. This would allow considerable savings of time and money in both data collection and report preparation. In addition, if the 1984-5 survey utilized the old DPR 523 form, then for properties that have not substantially changed since completion of the earlier survey, the MOU would allow for simple updating of information on a Continuation Sheet (DPR 523L) without the need to complete a new Primary or B SO form, again saving substantial time and money. II. PROFESSIONAL QUALIFICATIONS The key members of the P.S. survey team are Bonnie Snyder and John Snyder; each satisfies and exceeds the Secretary of the Interior's "Professional Qualifications Standards" for Architectural History or History (48 FR 44738-9). The following is a summary of the professional qualifications of our firm and its principals. Full resum6s can be found in Exhibit 2, attached. P.S. Preservation Services (P.S.): Formed in 1987, P.S. Preservation Services is a consulting historic preservation firm offering a wide range of services: historic architectural surveys; Historic American Buildings Survey/Historic American Engineering Record documentation; historic structure reports; paint analysis/color service; materials conservation; and historic interiors. P.S. Preservation Services, a woman-owned sole proprietorship, brings together the skills and qualifications of Bonnie W. Snyder and John W. Snyder, representing 35 years of training and experience. Both have achieved national recognition by professional organizations in historic preservation. John recently received the California Council for the Promotion of History's 1998 Award of Distinction for "long-term contributions in the field of architectural history and dedicated statewide commitment in promoting historic preservation of buildings and bridges." P.S. has served as both prime and subcontractor for a wide variety of clients throughout California and other states. Principal, Bonnie Snyder holds an M.S. degree in historic preservation from the University of Oregon (1986), with a specialization in historic paint analysis and materials conservation. Co- Principal, John Snyder holds an M.A. degree in architectural history from the University of California, Davis (1975), with a specialization in 19th-century California architecture. Each has subsequently undertaken specialized training in several areas of survey, preservation and conservation, and have both lectured and published on numerous aspects of architectural and engineering history, and historic preservation. The P.S. principals have completed Section 106 compliance for the Federal Highway Administration throughout California and Nevada, as well as for the U.S. Army Corps of Engineers, the Federal Aviation Administration, the U.S. Forest Service, the Bureau of Land Management, the Federal Transit Administration, and the Surface Transportation Board in seven states. In addition, P.S. has completed CEQA compliance for public and private clients throughout California. These activities have included major historic architectural surveys involving thousands of buildings. John Snyder managed the statewide inventory of historic bridges, which surveyed more that 22,000 bridges statewide, and directed the drafting of both of the Programmatic Agreements executed to date in California by the Federal Highway Administration: for the statewide bridge seismic retrofit program, and for the historic Feather River Highway. As a member of the Sacramento Select Committee on Historic Preservation, John is currently engaged /-/3 P.S. Preservation Services February 1999, Page 2 Proposal for Architectural and Historical Resoumes Survey in assisting the city in refining and finalizing the results of its latest survey, developing city preservation areas, and in developing its new preservation ordinance. III. WORK PROGRAM TASK 1. "Kick-off" Meeting P.S. architectural historians will attend a "kick off" meeting with City of Ukiah staff to discuss the project. The process for updating the historic inventory must be established within the first few weeks of the contract. P.S. will work closely with city staff to ensure that the needs of Ukiah are being addressed, and that the budget is being put to the best possible use. P.S. will consult with the Office of Historic Preservation, including field review as appropriate, to develop the Memorandum of Understanding discussed above in Project Statement. Meeting Schedule: Within 2 weeks of start of contract MOU Development: Within 4 weeks of start of contract TASK 2. Familiarization P.S. architectural historians will thoroughly review the 1984-85 Architectural and Historical Resources Inventory Report to assess the work which has already been accomplished and that which still needs to be undertaken. Schedule: Within 4 weeks of start of contract TASK 3. Reconnaissance P.S. architectural historians will tour Ukiah in general, and the resources listed in the existing Inventory Report to establish a framework and context for the distribution and extent of significant resources. High priority groupings will become evident during this initial survey effort. P.S. architectural historians will develop a strategy for undertaking the intensive survey effort in consultation with Ukiah Planning Division Staff. Schedule: Within 4 weeks of start of contract TASK 4. Conduct New Survey Rather than merely providing a survey or list of structures that the City of Ukiah can use for planning purposes, P.S. Preservation Services will supply the city with a survey that is conducted in a manner consistent with the established standards, including National Register Bulletin 24 Guidelines for Local Surveys: A Basis for Preservation Planning and the Secretary of the Interior's Standard and Guidelines for Identification (48 FR 44720-23). Regulations for California Register of Historical Resources state that historical resources evaluated as significant in a historical resource survey may be listed in the California Register ff they meet the California Register's criteria and it the survey itself meets the following (minimal) standards of resource recordation: P.S. Preservation Services /-/4- February 1999, Page 3 Proposal for Architectural and Historical Resources Survey Resources are documented using the DPR form 523 recordation format; The survey is conducted within the framework of a research design or statement of objectives; · Evaluation of the significance of survey resources uses criteria that are consistent with the California Register; · Evaluation of the significance applies the California Register criteria within historic context; · Complete current ownership information is provided for historical resources included in the survey; · Survey results are submitted to the local government entity for a 90-day comment period with said comments included in the nomination materials. P.S. can draw from its vast survey experience to perform the City of Ukiah survey according to these standards. John and Bonnie Snyder will be responsible for this task. John Snyder has been successfully surveying historical resources since the 1970s, Bonnie since the late 1980s. Together they bring nearly 35 years of collective experience to this job. The benefit of their experience is that the final product is achieved quickly and efficiently because recordation efforts are tightly focused and both significance evaluations and district boundaries are made with decisiveness and consistency. A. Development of Context Statement It is imperative that a thorough context statement be developed prior to evaluating the properties. A good context statement will discuss the history of Ukiah, its development as a city, its economic bases and when they changed, the events important to its development and growth, as well as its architectural development. Such a context statement is the framework in which the historical structures and districts are evaluated. Their historical significance is judged through their relationship to the context in which they were created. The 1984-85 survey included a context statement that reviewed Ukiah's history and discussed its architecture. While the architectural discussion seems quite thorough, the history section of the context needs some additional research. P.S. architectural historians will utilize secondary resources as much as possible to fill out the historical context for Ukiah. Schedule: Within 8 weeks of start of contract B. Criteria The criteria outlined in the RFP prepared by the City of Ukiah are very similar to those of the California Register. In following the Regulations for California Register of Historical Resources and the Instructions for Recording Historical Resources, P.S. will utilize the criteria of the California Register, to wit: (1) [The resource] is associated with events that have made a significant contribution to the broad patterns of local or regional history, or the cultural heritage of California, or national history; P.S. Preservation Services /--/)'- February 1999, Page 4 Proposal for Architectural and Historical Resources Survey (2) It is associated with the lives of persons important to local, California, or national history; (3) It embodies the distinctive characteristics of a type, period, region, or method of construction, or represents the work of a master or possesses high artistic values; or (4) It has yielded, or has potential to yield, information important to the prehistory or history of the local area, California or the nation. Significance also requires that the resource meet the test of integrity. "Integrity is evaluated with regard to the retention of location, design, setting, materials, workmanship, feeling, and association. It must also be judged with reference to the particular criteria under which a resource is proposed for eligibility. Alterations over time to a resource or historic changes in its use may themselves have historical, cultural, or architectural significance." C. MOU As briefly mentioned earlier, the Califomia Office of Historic Preservation's Instructions for Recording Historical Resources requires that professional historical architectural surveys record resources with a Primary Record (DPR 523A) and an appropriate evaluative form: BSO Record (DPR 523B), or a District Record (DPR 523D). This extensive documentation effort can only be achieved economically for a large scale project like the City of Ukiah survey if professional resources are not expended on redundant or unnecessary efforts. P.S.' proposed solution to this challenge is to execute the MOU with the Office of Historic Preservation as previously discussed. As mentioned, the benefits of this approach are that the structures that would normally have to be included in the survey, but that lack integrity because of alterations or for other reasons, can be treated in a shorthand method wherein only Primary (DPR 523A) forms are completed. Further, properties previously surveyed on the prior DPR 523 form, and that have not substantially changed since the 1984-5 survey, can be simply updated on a Continuation Sheet (DPR 523L). D. Field Survey Based on the information assembled, an informed field survey of each parcel within the study group will be undertaken. Field analysis includes the physical examination and evaluation of each property, augmented by additional research as necessary. Each property will be photographed and evaluated by P.S. architectural historians who meet the Secretary of the Interior's Professional Qualification Standards: John Snyder and Bonnie Snyder. Particular care will be taken to verify the presence of significant alterations or other conditions that could affect California Register eligibility. Guided by the California Register criteria, and the provisions of the MOU, the field crew will evaluate the architectural, historical and cultural resources in the study group, and make preliminary recommendations regarding which resources should undergo additional documentation efforts on the state forms. The required photography may be undertaken by the conventional film/print method or by digital scanning of conventional negatives. The advantage of digital imaging is that photo processing costs are greatly reduced, photographs do not have to be numbered and mounted by hand, and first- generation reproductions may be made as often as necessary from any computer/printer with access to the data. P.S. proposes storing the digital images onto CD-ROM to facilitate their accessibility. P.S. Preservation Services February 1999, Page 5 Proposal for Architectural and Historical Resources Survey For work in California, P.S. typically utilizes a database-driven computerized version of the California SHPO's DPR-523 form utilizing HistoryMaker 4, a FileMaker Pro-based application that is cross-platform compatible with both PC and Macintosh. (For work in Nevada, P.S. developed a royalty-free FileMaker database-driven computerized version of the Nevada SHPO's Historic Property Inventory (HPI) form, which will be provided for distribution by the Nevada SHPO.) Black-and-white or color 35mm negatives are scanned using a Minolta Dimage scanner, while maps are produced at varying scales using Delorme Street Atlas 4.0~ software or USGS quadrangle map software. E. Evaluate Significance The P.S. architectural historians have extensive experience in applying California Register of Historical Resources criteria for eligibility. The application of criteria for eligibility is prepared in item B.10 of form DPR 523B for individual buildings, or in item D.6 of form DPR 523D for districts. It is critical that the significance statement carefully apply the criteria, because this information is often vital in judging whether or not a project will adversely affect the character- defining features of an historical resource. F. Historic Districts While Task 4 is being implemented, resources are concurrently evaluated for potential district status. When a district is identified, a District Record (DPR 523D) will be prepared. G. Prepare Administrative Draft Survey Report P.S. will prepare a report that includes a discussion of the methodology used, a historical context, the results of the intensive field survey, and the completed appropriate California historic resource inventory forms (DPR 523 1/95 series). The significance evaluations will be reflected in the completed inventory forms. H. Streamlining Typically, OHP requires an intensive survey effort to be recorded on a minimum of two pages, a Primary Record (DPR 523A) and an evaluative record (DPR 523B or D). We propose some methods to streamline the presentation of the information, and thus to achieve more meaningful survey effort for the amount of money budgeted. 1. MOU Use of the MOU to eliminate unnecessary documentation and evaluation of non-significant resources. P.S. Preservation Services /-17 February 1999, Page 6 Proposal for Architectural and Historical Resources Survey 2. Treatment of Districts District contributors that are not individually significant can be printed out four to a page ff scanned images of standard photography is used, or two to a page with standard photographic prints. The photographic images, along with the supporting data can be printed onto Continuation Sheets (DPR 523L) when the District Records (DPR 523D) are prepared. Consequently, Primary Records (DPR 523A), and BSO Records (DPR 523B) for district contributors would only be necessary when they are considered individually significant and require more extensive evaluation in their own right, and Continuation Sheets (DPR 523L) with updated information may suffice for buildings previously surveyed (as provided for in the MOU). Work Product: Schedule: Administrative Draft Survey Report Within 4 months of start of contract TASK 5. Finalize Survey Report A. Meet with City Staff Following completion and submittal of the Administrative Draft Survey Report, the P.S. team will meet with City staff to discuss the report and determine any required changes to format, content, or findings. Schedule: Within 2 weeks of submittal of Administrative Draft B. Prepare Draft Survey Report After meeting with City staff to determine appropriate changes, P.S. will prepare and submit a formal Draft Survey Report. Work Product: Schedule: Draft Survey Report Within one month of meeting with City staff TASK 6. Attend Planning Commission and City Council meetings Following submittal of the Draft Survey Report, P.S. will attend Planning Commission and City Council meetings at which formal action is taken to adopt the Survey Report and its findings, in order to provide support and answer any questions from the public. Schedule: As scheduled by City TASK 7. Prepare Final Survey Report After receiving comments from the city on the Draft Survey Report, P.S. will prepare, reproduce, and submit the required number of copies of the Final Survey Report. Work Product: Schedule: Final Survey Report Within one month of receipt of comments on Draft Completion of the survey effort will yield a report that can be submitted to OHP for certification, giving the city a planning tool adequate for CEQA decisions regarding the resources surveyed, and that will form a basis for both the enactment of a Historical Preservation Ordinance, and for future survey efforts. P.S. Preservation Services February 1999, Page 7 Proposal for Architectural and Historical Resources Survey IV. REFERENCES/LIST OF SIMILAR PROJECTS: Roberta Deering, Preservation Director, City of Sacramento, 1231 1 Street, Sacramento CA 95814, (916) 264-8259. Project: Sacramento survey update and revision Carol Roland, Sacramento Heritage Inc., 1231 I Street, Sacramento CA 95814, (916) 653-9514. Project: Walking Tours of Sacramento's Historic Architecture Hal Turner, Cultural Resource Section, Environmental Services Division, NDOT, 1263 South Stewart Street, Carson City NV, (702) 888-7666 Project: 1-95 and Bridge Street Bridge Replacement Survey, Winnemucca Project: McCarren Boulevard Widening Survey, Sparks Project: Crystal Bay Enhancement Project, Crystal Bay Project: Haskell Street Widening Survey, Winnemucca Carol Roland, Sacramento Heritage Inc., 1231 I Street, Sacramento CA 95814, (916) 653-9514 Project: Walking Tours of Sacramento's Historic Architecture Deborah Harmon, Environmental Branch Chief, Caltrans District 1, 1656 Union Street, P.W. Box 3700, Eureka CA 95501, (707) 445-6416 Project: Willits Bypass Survey, Willits Mara Melandry, Environmental Branch Chief, Caltrans District 4, 111 Grand Avenue, P.O. Box 23660, Oakland CA 94623-0660, (510) 286-5582 Project: 1-280 Transfer Project Survey, San Francisco Gary Ruggerone, Environmental Branch Chief, Caltrans District 5, 50 Higuera Street, San Luis Obispo CA 93401-5415, (805) 549-3182 Hollister Bypass Survey, Hollister Bryan Apper, Environmental Branch, Caltrans District 6, 1352 West Olive Avenue, P.O. Box 12616, Fresno CA 93778-2616, (209) 422-4347 Project: Highway 180 Gap Project Survey, Fresno P.S. Preservation Services February 1999, Page 8 Proposal for Architectural and Historical Resources Survey EXHIBIT 1 PROPOSED BUDGET Task 1, "Kick-Off" Meeting/Develop MOU, plus Task 3, Reconnaissance 3 hours @ $82.50/hr 6 hours travel @ $10/hr Task 2, Familiarization 3 hours @ $82.50/hr Task 4, Conduct New Survey, Prepare Administrative Draft Survey Repo~l. 80 hours @ $82.50/hr 12 hours travel @ $10/hr Task 5, Finalize Survey Report 12 hours @ $82.50/hr 6 hours travel @ $10/hr Task 6, Attend Planning Commission and City Council Meetings 4 hours @ $82.50/hr 12 hours travel @ $10/hr Direct Costs Mileage Lodging Per diem Film, processing $ 247.50 $ 60.00 $ 247.50 $6,600.00 $ 120.00 $ 990.00 $ 60.00 $ 330.00 $ 120.00 $ 560.00 $ 240.00 $ 260.00 $ 100.00 Estimated Total COST NOT-TO-EXCEED TOTAL $9,935.00 $10,000.00 P.S. Preservation Services /-Z5 Februray 1999 Proposal for Architectural and Historical Resources Survey EXHIBIT 2 a~su~gs P.S. Preservation Services Februray 1999 JOHN W. SNYDER Co-Principal P.S. Preservation Services P.O. Box 191275 Sacramento CA 95819-1275 (916) 736-1918 Fax (916) 455-8871 E-mail: John_Snyder @ macnexus.org EDUCATION M.A., History of Art./Architectural History, University of California, Davis, 1975. B.A., History of Art, with Distinction, California State University, Dominguez Hills, 1973. CREDENTIALS Califomia Community College life credential, Fine and Applied Arts and Related Technologies. AWARDS California Committee for the Promotion of History 1998 Annual Award of Distinction for "long-term contributions as a pioneer in the field of Architectural History and dedicated statewide commitment in promoting Historic Preservation of Buildings and Bridges." EMPLOYMENT/PROFESSIONAL ACTIVITIES Co-Principal, P.S. Preservation Services, August 1987-present. Chief, Historic Architectural Specialty Branch, California Department of Transportation, July 1995-August 31, 1998. Chief, Architectural & Historic Studies, California Department of Transportation, September 1977-June 1995. Staff Architectural Historian, City of Seattle, May 1976 - September 1977. Member, California State Historical Building Safety Board, January 1990- present. Member, Sacramento Select Committee on Historic Preservation, 1997- present. Member, Board of Directors, Sacramento Heritage, Inc., 1998-present. SELECTED SPECIAL TRAINING Disaster Management, Association for Preservation Technology International/National Park Service, 1995. Preparing Agreement Documents, Advisory Council on Historic Preservation, Sacramento, 1994. Introduction to Federal Projects and Historic PreserVation Law, Advisory Council on Historic Preservation, various locations, 1977, 1981, 1984, 1990. Seismic Retrofit of Historic Buildings, Association for Preservation Technology International/National Park Service, 1991. The Art of Testifying, Caltrans, 1991. /-22- Resum6 John W. Snyder Documentation and Assessment Techniques, Association for Preservation Technology Intemational, 1988. The Impact of Building Codes on Historic Buildings, California Preservation Foundation, 1988. Substitute Materials Workshop, Western Chapter, Association for Preservation Technology International, 1987. History/Doctrine/Philosophy of Preservation Technology, Association for Preservation Technology International, 1987. Glazing/Faux Finish Workshop, Association for Preservation Technology International, 1986. Paint Analysis and Conservation, Association for Preservation Technology International, 1985. Practical Precepts for Preservation Practices, Advisory Council on Historic Preservation, 1985. Seismic Retrofit of Historic Buildings, California Preservation Foundation, 1984. Successfully Rehabilitating Historic Buildings, National Park Service, 1984. Hazardous Waste/Planning Project Development, Caltrans, 1984. Reusing Old Buildings: Preservation Law and the Development Process, Conservation Foundation/National Trust for Historic Preservation/American Bar Association, 1983. Historic and Archaeological Preservation, Federal Highway Administration, 1980. Community Preservation Workshop, National Trust for Historic Preservation, 1979. PUBLICATIONS Book Review: Santa Fe: The Railroad Gateway to the American West, Volume One, Chicago-Los Angeles-San Diego, in Railroad History, 1996. Preserving Historic Bridges. Washington, D.C.: National Trust for Historic Preservation, 1995. Book Review: Historic Highway Bridges of Michigan, in IA: The Journal of the Society for Industrial Archeology, 1995. Book Review: Landmark American Bridges, in IA: The Journal of the Society for Industrial Archeology, 1995. "The Consulting Engineer and Early Concrete Bridges in California," Concrete International, May 1994. "Historic Preservation and Hazardous Waste: Legacy of the Industrial Past," APT Bulletin: The Journal of Preservation Technology, 24, 1-2, 1993. Book Review: California Railroads, in Railroad History, No. 169, Autumn 1993. Book Review: Sacramento-San Joaquin Delta, California: Historical Overview, in The Public Historian, 15, 2, Spring 1993. "Interior Finish Analysis," with Bonnie Parks, in Roland, Carol W., Historic Structure Report, Assistant Keeper's Dwelling and Keeper's Dwelling, Point Sur State Historic Park. Sacramento: California Department of Parks and Recreation, 1991. Book review: Recording Historic Structures, with Bonnie W. Parks, in IA: The Journal of the Society for Industrial Archaeology, 1991. "The Consulting Engineer and Early Concrete Bridges in California," Proceedings of the 3rd Historic Bridges Conference, Columbus, Ohio State University, 1990. Book Review: Street Railways and the Growth of Los Angeles: Horse-Cable-Electric Lines, in IA: The Journal of the Society for Industrial Archeology, 16, 2, 1990. "Los Feliz Legacy Expanded," Hash Point, October-December 1990. "Railroad Vernacular: The Santa Clara Station," Perspectives in Vernacular Architecture, III, ed. by T. Caner and B.L. Herman. Columbia: University of Missouri Press, 1989. "The Planning and Development of Atascadero," The Working Paper Series, Society for American City and Regional Planning History, December 1989. Page 2 Resum6 John W. Snyder "The Southern Pacific Builds a Bridge--The Saga of the Martinez-Benicia Bridge," Railroad History, Autumn 1989. "Popularized 'Restoration'," with Bonnie W. Parks, in "Opinion" column, APT Bulletin: The Journal of Preservation Technology, 1988 "Femdale Saves Its Bridge," California Preservation, October 1987. "Power Plant at Fork of Tule," Los Tulares, September 1986. "The California Historic Highway Bridge Survey," TRB Newsletter, May 1986. "The Liberty Bell - A Great American Diner," California Preservation, January 1986. "John Leonard," American Public Works Association Reporter, June 1985. "Caltrans Restores Stations," California Preservation, January 1985. "Buildings and Bridges for the Twentieth Century," California History, Fall 1984; extensively quoted in The Humboldt Historian, March-April 1986. "The Bridges of John B. Leonard, 1905-1925," Concrete International, June 1984. "A Brief History of the California Avenue Station," Santa Clara County Business, March/April 1984. "Life In The Fast Lane: Preservation vs. Transportation in 1983," California Preservation, October 1983. PAPERS AND GUEST LECTURES "Bridge Preservation Strikes Gold in the Golden State: Preserving Bridges on the Historic Feather River Highway," Transportation Research Board Summer Meeting, San Diego, July 1998; Transportation Research Board Annual Meeting, Washington, D.C., January 1998. "Historic Transportation Systems," California Preservation Foundation "What is a Cultural Resource" series, 1992; and 15th Annual California Preservation Conference, 1990. "Historic Uses of Asbestos in Building," California Preservation Foundation, 1992; San Francisco Chapter, American Institute of Architects, 1991; Society of Architectural Historians, 1990; Association for Preservation Technology International, 1990. "Disaster Management: The Other Side of the Story," Association for Preservation Technology International, 1991. "On the Topic of Hazardous Waste and Historic Preservation," Association for Preservation Technology International, 1991. "Atascadero: A Marriage of Garden City and Beaux Arts Planning," first joint meeting of the Northern Pacific Coast and Southern California Chapters of the Society of Architectural Historians, 1991; 12th Annual Conference on Public History, National Council on Public History, 1990; and Society for American City and Regional Planning History, 1989. "Project Review for Historic Buildings: The Caltrans Approach," California Department of Parks and Recreation, 1991. "The Consulting Engineer and Early Concrete Bridges in California," Third Historic Bridges Conference, Ohio State University, 1990. "Early Reinforced Concrete Bridge Technology in California, 1889-1919," Society for the History of Technology, 1989. "Southern Pacific Stations of the San Francisco Peninsula: Style Development in a Microcosm," Society for Industrial Archaeology, 1989; American Railroad Conference, 1988. "Historic Photos as an Aid to Paint Analysis," with Bonnie W. Parks and Alfred Staehli, Association for Preservation Technology International, 1988. "Rehabilitating Historic Railroad Stations on the San Francisco Peninsula," Department of Architecture, University of Oregon, 1987; Transportation Research Board of the National Research Council, 1987. Page 3 /-Z 4- Resum6 John W. Snyder "19th and 20th Century Architectural Achievement and Its Relationship to National Trends, Highlighting Specific Contributions of Selected Ethnic Groups," with Aaron A. Gallup, in lecture series, "Ethnic Contributions to California Life," International House, University of California, Davis, 1987. "Railroad Vernacular: The Santa Clara Station," Vernacular Architectural Forum, 1987; Society of Architectural Historians, 1986. Chair, "Raikoads and Architecture in the Intermountain West," Society of Architectural Historians, 1987. "Timber Truss to Concrete Box Girder: The History of California Bridges, i860-1940," lecture series, "Architecture of the West, 1850-1950," University of California, Davis, 1986. "The Career of John B. Leonard," American Society of Civil Engineers, 1986; Humboldt County Historical Society, 1986. "Life in the Fast Lane: Transportation and Preservation Issues and Policies in the 80s," Society of Architectural Historians, 1985. "Historic Overview of Concrete Development in the West," National Park Service/California State Office of Historic Preservation/Association for Preservation Technology International, 1984. "The California Historic Bridge Survey," California Committee for the Promotion of History, 1984. "From Boston to California: The Richardsonian Romanesque Design of the San Carlos Railroad Depot," Society of Architectural Historians, 1984. "The Bridges of John B. Leonard, 1905-1925," American Concrete Institute, 1983; Transportation Research Board of the National Research Council, 1983; Society of Architectural Historians, 1981. "Architectural Elements of Logging Railroads," California Historic Logging Raikoad Symposium, 1980. "Aspects of Western American House Construction and Decoration, 1880-1889," to the Northern Pacific Coast Chapter of the Society of Architectural Historians, 1975. MAJOR SECTION 106 HISTORIC RESOURCE SURVEYS Nevada DOT projects in Sparks, Winnemucca (2), and Crystal Bay, Nevada. [ 1997-8] Conrail, Norfolk Southern, and CSX Railroad bridges and buildings in Ohio and Indiana, in connection with the Norfolk Southern/CSX acquisition of Conrail; National Register eligibility for buildings and bridges. [ 1997] Southern Pacific Railroad bridges and buildings in California, Nevada, Texas, and Colorado, in connection with Union Pacific/Southern Pacific Railroad merger; National Register eligibility for various lines, buildings, bridges and tunnels. [ 1996] Southem Pacific Railroad Dumbarton Cutoff; National Register eligibility for line and bridges. [ 1996] Reno-Cannon Intemational Airport Expansion; National Register eligibility determination for Robert Steele Farm. [ 1991] Southern Pacific West Oakland Shops and Yards, S.P. Oakland Station and 16th Street Tower, Interurban Electric Railway bridge and shop building. [ 1990] California Historic Bridge Inventory. Survey of 23,000 highway bridges, resulting in National Register eligibility determination for 190 bridges. [ 1984-1987] Atascadero, California; National Register of Historic Places eligibility determined for town plan of Atascadero. [ 1987] Sierra Railway, Stanislaus and Tuolumne Counties, California; National Register eligibility determined for Sierra Railway, Oakdale to Tuolumne City. [ 1986] Interstate 280 Transfer Project, San Francisco, California; National Register of Historic Places eligibility determined for 23 individual buildings, two districts. [ 1983] Page 4 Resum6 John W. Snyder State Highway 82, Santa Clara, Califomia; National Register of Historic Places eligibility determined for ten individual buildings, one district. [1981] State Highway 198, Springville, California; National Register of Historic Places eligibility determination for hydroelectric complex, composed of dams, ditches, tunnels, penstock, siphons, powerhouses, bridges, roads. [1980] State Highway 156, San Juan Bautista, California; National Register of Historic Places eligibility determined for historic district with period of significance from 1803 to ca. 1910. [1979] HISTORIC AMERICAN BUILDINGS SURVEY (HABS)/HISTORIC AMERICAN ENGINEERING RECORD (HAER) DOCUMENTATION Missouri-Kansas-Texas Railroad bridges and culverts, Dallas, Texas (HAER, Level II). lin progress] Cosumnes River Bridge, Sloughhouse, California (HAER Level II). [In progress] Old Fair Oaks Bridge, Fair Oaks, California (HAER Level II). [In progress] Humboldt River Bridge, Bridge B-1656, Winnemucca, Nevada (HAER, Level II). [in progress] Western Pacific Railroad Overhead, Bridge G-225, Winnemucca, Nevada (HAER, Level III). [ 1998] Southern Pacific Shop Buildings, Caflin, Nevada (HAER, Level II). [ 1998] Southern Pacific Sacramento River Bridges, California (HAER, Level II). [ 1998] Southern Pacific Tunnels, Donner Summit and Cascade lines, California and Oregon (HAER, Level II). [1998] Amphitheater and Club House, San Carlos, California (HABS, Level IH). [ 1997] Southern Pacific West Oakland Shops Historic District; Interurban Electric Railway 26th Avenue Junction Bridge; Southern Pacific Oakland Depot and Tower; Wempe Brothers Warehouse; all in Oakland, California (HAER/HABS, Level II). [ 1993-6] Drew-Sherwood House, Elk Grove, California (HABS, Level I). [ 1995] Dry Creek Bridge on Cook Road, Ione vicinity, California (HAER, Level III). [ 1995] Red Bank Creek Bridge on Rawson Road, Red Bluff vicinity, California (HAER, Level III). [ 1995] Deetjen's Big Sur inn, Big Sur, California (HABS, Level IH). [1995] interurban Electric Railway Bridge Yard Shop, Oakland, California (HABS, Level II). [ 1995] Santa Fe Railway Stanislaus River Bridge, Riverbank, Stanislaus and San Joaquin Counties, California (HAER, Level III). [ 1994] Salt River Bridge, Humboldt County, California (HAER, Level II). [1992] Yuba River Bridge at Parks Bar, Yuba County, California (HAER, Level II). [ 1992] Tower Bridge, Sacramento County, California (HAER, Level II). [ 1992] Middle Fork Stanislaus River Bridge, Tuolumne County, California (HAER, Level II). [ 1990] Southern Pacific Depot at San Jose, California (HABS, Level II). [ 1989] Carter-Vilas House, Ceres, California (HABS, Level HI). [ 1989] Hiouchi Bridge, near Crescent City, California (HALER, Level II). [ 1989] Salinas River Bridge, Chualar, California (HAER, Level III). [ 1989] T.J. Young Cottage, Santa Barbara, California (HABS, Level IH). [ 1987] Albert Hayman Cottage, Santa Barbara, California (HABS, Level III). [ 1987] Larco Building, Santa Barbara, California (HABS, Level III). [ 1987] V.E. Wood Auto Building, Santa Barbara, California (HABS, Level III). [ 1987] Sierra Railway near Sonora, California (HAER, Level III). [ 1986] Tule River Hydroelectric Complex, Tulare County, California (HAER, Level III). [ 1986] Sperry Corn Elevator, Stockton, California (HAER, Level III). [ 1986] Carroll Overhead Bridge, near Altamont, California (HAER, Level II). [ 1986] Page 5 Resum6 John W. Snyder Southern Pacific station at Santa Clara, California (HABS, Level III). [ 1985] Gianella Bridge over Sacramento River, Hamilton City, California (HAER, Level II). [19851 Llagas Creek Bridge, Gilroy, California (HAER, Level III). [ 1985] Pacheco Creek Bridge, near Gilroy, California (HAER, Level III). [ 1985] South Fork Trinity River Bridge, Humboldt and Trinity Counties, California (HAER, Level II). [ 1985] Arthur T. Baldwin House, Yuba City, California (HABS, Level III). [ 1985] Seven houses in North Broadway Park Historic District, Santa Ana, California (HABS, Level IV). [ 1984] San Roque Canyon Bridge, Santa Barbara, California (HAER, Level II). [ 1983] Los Angeles Union Passenger Terminal, Los Angeles, California (HABS, Level IH). [1983] Van Duzen River Bridge, Humboldt County, California (HAER, Level II). [ 1982] San Antonio Creek Bridge, Santa Barbara County, California (HAER, Level II). [1981] James White House, Oakland, California (HABS, Level HI). [ 1979] Mahoney House, Oakland, California (HABS, Level IH). [ 1979] W.H. Quinn House, Oakland, California (HABS, Level IH). [ 1979] Greek Orthodox Church, Oakland, California (HABS, Level IH). [ 1979] House at 716 Castro Street, Oakland, California (HABS, Level HI). [ 1979] NATIONAL REGISTER NOMINATIONS Sacramento Hall of Justice, Sacramento, California. [In progress] Northwestern Pacific Railroad Depot, Willits, California. [In progress] Theodore Judah School (with Annette Deglow), Sacramento, California. [ 1998] Sacramento City College Annex and Extension Historic District, Sacramento, California. [1993] Nevada Northern Railway East Ely Yards and Shops Historic District, East Ely, Nevada. [1993] Union Pacific Railroad Kelso Depot, Kelso, California. [1992] Merrium Apartments, Sacramento, California. [ 1990] State Theatre, Oroville, California. [ 1990] Museum of Art, University of Oregon, Eugene, Oregon. [ 1986] Southern Pacific Depot, San Carlos, California. [ 1984] Southern Pacific Depot, Santa Clara, California. [ 1984] Joseph Hamilton Farm, Oakville, Oregon. [ 1983] Alexander-Acacia Bridge, Larkspur, California. [ 1983] Gianella Bridge over Sacramento River, Hamilton City, California. [ 1982] "I" Street Bridge, Sacramento, California. [ 1982] Tower Bridge, Sacramento, California. [ 1982] Van Duzen River Bridge, Humboldt County, California. [ 1981] Benjamin Wilcox House, San Juan Bautista, California. [ 1981] HISTORIC STRUCTURES REPORTS TEAM PARTICIPATION 80 historic Caltrans houses, Pasadena and South Pasadena, California. [ongoing] Southern Pacific Depot, Merced, California. [ 1987] Santa Fe Depot, Hanford, California. [ 1985] Southern Pacific Depot, Madera, California. [1985] Southern Pacific Depot at Burlingame, California. [1984] Southem Pacific Depot at Santa Clara, California. [ 1984] Southern Pacific Depot at San Carlos, California. [ 1984] Page 6 /-2 7' Resum6 John W. Snyder Page 7 PAINT ANALYSIS Historic Houses in Pasadena and South Pasadena, Calfomia [ongoing] Bidwell Mansion, Chico, California. [ 1998] Southem Pacific Depot at Colfax, Calfomia. [ 1995-6] Old Governor's Mansion, Sacramento, Calfomia. [ 1994-5] Southern Pacfic Depot at Sacramento, California. [ 1994] Santa Fe Depot at Riverbank, California. [ 1993] Will Rogers Barn, Will Rogers State Historic Park, Malibu, California. [ 1992] Marconi Receiving Station, Marconi State Historic Park, Marshall, Calfornia. [1991] Jack London Cottage, Jack London State Historic Park, Glen Ellen, Calfomia. [ 1990] Southern Pacific Depot at Millbrae, California. [ 1989] Keeper's and Assistant Keepers' Quarters, Pt. Sur Light Station California. [ 1989] Pacific Electric Railway Depot, Lynwood, Calfomia. [ 1989] Transbay Transit Terminal, San Francisco, California. [ 1987] Historic YMCA Residence Hotel, San Francisco, California. [1987] Historic house at 237 West State Street, Pasadena, California. [1987] Howard Longley House, South Pasadena, California. [ 1987] Page & Dimmick Building, Oakland, Oregon. [ 1987] Aurora Colony, Aurora, Oregon. [ 1986] Southern Pacific Depot at San Carlos, California. [1985] Southern Pacific Depot at Buflingame, California. [ 1984] Southern Pacific Depot at Santa Clara, Calfornia. [ 1984] Southern Pacific Depot at Menlo Park, California. [ 1984] Southern Pacific Depot at Atherton, California. [ 1984] Southern Pacific Depot at Davis, California. [ 1984] RESUME BONNIE WEHLE SNYDER P.S. Preservation Services P.O. Box 191275 Sacramento, California 95819 Phone 916.736.1918 Fax 916.455.8871 EDUCATION M.S. in Historic Preservation, 1986 Historic Preservation Program School of Architecture and Allied Arts University of Oregon Eugene, Oregon Two years post-baccalaureate in Interior Architecture 1981-82, 1983-84 Department of Interior Architecture School of Architecture and Allied Arts University of Oregon Eugene, Oregon B.A., Sociology, 1963 Wellesley College Wellesley, Massachusetts EMPLOYMENT/PROFESSIONAL ACTIVITIES Member Sacramento Commission of History and Science. June 1998 to present. Founding President Friends of Sacramento Memorial Auditorium. 1997 to present. Co-author with Paula Boghosian Sacramento's Memorial Auditorium: Seven Decades of Memories. 1997. Member Citizens' Advisory Committee for the Rehabilitation of Memorial Auditorium 1992-present. Principal, P.S. Preservation Services Historic Structures Reports; HABS/HAER Recordation; National Register Nominations; Historic Resource Surveys; Historic Interiors; Materials Conservation; Paint Analysis/Color Service. August 1987-present. / Bonnie Wehle Snyder Page 2 Associate Environmental Planner (Architectural History) California Department of Transportation Technical surveys for compliance with National Historic Preservation Act, National Environmental Policy Act, California Environmental Quality Act, and California Public Resources Code; technical preservation of State-owned historic buildings, newsletter. February, 1988- May, 1996. Preservation consultant Preservation of historic structures and interiors, historic paint analysis, materials conservation, historic architectural research. 1984-1987. Adjunct Professor, Department of Architecture Historic Preservation Program, University of Oregon Five-week course on historic paint analysis and research, January and February, 1987. Consultant, Hampton Court Palace Materials conservation work related to March, 1986 fire in Wren Wing. London, May, 1986. Researcher/writer Booklet on historic paint research in ful£fllment of grant from National Park Service through Oregon State Historic Preservation Office, 1985-86. Graduate Teaching Fellow, Department of Architecture University of Oregon, Eugene, Oregon Reading assignment research, student advising, exam writing and grading, development of retrieval system for professor's files, 1983-85. Chairman, Historic Preservation Committee Henderson County Historical Society Conducted seminars on historic preservation at Henderson County Junior College, Athens, Texas, November, 1982-June, 1983. PUBLICATIONS Walking Tours of Sacramento's Historic Architecture, Sacramento Heritage, Inc. 1998. Sacramento's Memorial Auditorium: Seven Decades of Memories, with Paula Boghosian. Sacramento Memorial Auditorium Book Project, 1997. "Linoleum" in Twentieth-Century Building Materials: History and Conservation, ed. Thomas C. Jester, National Park Service, 1995. "Floorcloths to Linoleum: The Development of Resilient Flooring" in The Interiors Handbook for Historic Buildings, Vol. II, 1993. Book review: Recording Historic Structures, with John W. Snyder in IA: The Journal of the Society for Industrial Archaeology, 1991. "The History and Technology of Floorcloth Manufacture," APT Bulletin, The Journal of Preservation Technology, No. 3 & 4 1989. "Popularized 'Restoration,'" with John W. Snyder, in "Opinion" column, APT Bulletin, The Journal of Preservation Technology, vol. XX, no. 1, 1988. Bonnie Wehle Snyder Page 3 Aurora Blue: Identifying and Analyzing Interior Paint in an Oregon Utopia, ca. 1870, Technical-Cultural Booklet Number Two Historic Preservation Program, University of Oregon. Funded: National Park Service/Oregon State Historic Preservation Office. Published: School of Architecture and Allied Art, University of Oregon, 1986. AWARDS AND HONORS Sacramento County Historical Society Publication Award for Sacramento's Memorial Auditorium: Seven Decades of Memories, January, 1998. 1986 Historic Preservation League of Oregon Publication Award for Aurora Blue: Identifying and Analyzing Interior Paint in an Oregon Utopia, ca. 1870 Presented at Governor's Conference on Historic Preservation, Coos Bay, Oregon, October, 1986. SPECIAL TRAINING COURSES Documentation and Assessment Techniques APT Pre-conference Training Course Boston, Massachusetts, October, 1988. Historic Building Codes California Preservation Foundation San Francisco, California, September, 1988. Introduction to Federal Projects & Historic Preservation Law General Services Administratio, San Francisco, California, June, 1988. History/Doctrine/Philosophy of Preservation Technology APT Pre-conference Training Course Vancouver, B.C., October, 1987. Glazing/Faux Finish Workshop Association for Preservation Technology, Western Regional Chapter, 1986. Apprenticeship in paint research and analysis Ian C. Bristow, RIBA London, April-May, 1986. Workshop on Paint Analysis APT Pre-conference Training Course San Francisco, September, 1985. Architectural Conservation Summer School West Dean College, West Sussex, England July 1985; July, 1984. Bonnie Wehle Snyder Page 4 Etruscan Foundation Architectural Preservation Summer Program Rehabilitation of 13th-century Italian farmhouse. Rosia, Italy, June, 1984. CONFERENCES ATTENDED Association for Preservation Technology Winnipeg, September, 1996. New Orleans, October, 1991. Montreal, October, 1990. Chicago, Illinois, October, 1989. Boston, Massachusetts, October, 1988. Victoria, B.C., October, 1987. Austin, Texas, October, 1986. San Francisco, September, 1985. Toronto, September, 1984. Interiors for Historic Buildings Conference II Washington, D.C. February, 1993. California Preservation Conference Berkeley, May 1998. Sacramento, May, 1994. Long Beach, June, 1993. Los Angeles, June, 1989. Palo Alto, June, 1988. Coronado, June, 1987. Governor's Conference on Historic Preservation Coos Bay, Oregon, October, 1986. Society of Architectural Historians Sacramento, October, 1996 (Northern Califomia Chapter) Albuquerque, April, 1992. Chico, California, October, 1988 (Northern Pacific Coast Chapter) San Francisco, April, 1987. Yreka, California, October, 1986 (Northern Pacific Coast Chapter) Pittsburgh, April, 1985. "Past Meets Present" Conference on Museum Interpretation National Endowment for the Humanities New York City, October, 1984. PAPERS AND GUEST LECTURES "Sacramento's Memorial Auditorium" Presented at: Art Deco Society, 1997. Discovery Museum, 1997. Sacramento Historical Society, 1998. /- 32_ Bonnie Wehle Snyder Page 5 "History and Conservation of Linoleum" Presented at Association for Preservation Technology Conference, Winnipeg, Manitoba, September, 1996. "Floorcloths to Linoleum: The Development of Resilient Flooring" Presented at Interiors for Historic Buildings Conference II Washington, D.C. February, 1993. 'q'he Etiwanda Windbreaks: A Vernacular Landscape" The North Pacific Coast Chapter, Society for Architectural Historians, Berkeley, California, Spring, 1990 "Cobblestone Architecture of the Pomona Valley" With Aaron Gallup Presented at the Building the West: Vernacular Architecture West of the Rockies Reno, Nevada, September, 1989. "Historic Photos as an Aid to Paint Analysis" With John W. Snyder and Alfred F. Staehli Presented at the Association for Preservation Technology Conference, Boston, Massachusetts, October, 1988. "Victorian Floorcoverings" For Historic Preservation League of Oregon's Winter lecture series, Portland, Oregon, February, 1987. "From Floorcloths to Linoleum: The Technology and Development of Oil-Coated Floor Coverings" Presented at the Association for Preservation Technology Conference, Austin, Texas, October, 1986. and at the Northern Pacific Coast Chapter meeting of the Society of Architectural Historians, Yreka, California, October, 1986. "Paint Colors in Aurora, Oregon" Guest lecture, Interior Architecture Design Department of Interior Architecture University of Oregon, February, 1986. "Paint Analysis" Guest Lecture, "Preservation Technology" Department of Architecture University of Oregon, April, 1985. /-3.3 Proposal for Architectural and Historical Resoumes Survey EXHIBIT 3 SAMPLE WORK PRODUCTS 1. Sample Primary Record (DPR 523A), with scanned photograph 2. Sample Building, Structure, and Object Record [BSO] (DPR 523B) 3. Sample Continuation Sheet (DPR 523L) in connection with BSO Record 4. Sample District Record (DPR 523D) 5. Sample Continuation Sheet in connection with District Record, with scanned photograph 6. Sample Sketch Map (DPR 523K), using scanned map 7. Sample large-scale map produced on Delorme software 8. Sample small-scale annotated rural map produced on Delorme software 9. Sample small-scale urban map produced on Delorme software P.S. Preservation Services Februray1999 /--3 ~ Page Pl. P2. 1 of 28 Resource Name or #: (Assigned by recorder) Amboy Townsite Other Identifier: IXC Fiberoptics Project Location: [] Not for Publication [] Unrestricted a. County San Bemardino and (P2b and P2c or P2d. Attach a Location Map as necessary.) b. USGS 7.5' Quad Cadiz, Ca/if. Date 1956 T ;R ; 1/4 of c. Address: National Old Trails Highway City Amboy d. UTM: (Give more than one for large and/linear resources) ; mE/ e. Other Locational Data (Enter Parcel #, legal description, directions to resource, elevation, etc., as appropriate) 1/4 of Sec ; B.M. Zip mN Parcel No. P3. Description (Descrbe resource and its major elements. Include design, materials, condition, alterations, size, selting, and boundaries) Amboy is a remote and isolated desert community, consisting today of a few scattered buildings ranging in age from the turn of the century to the 1970s; the bulk of the buildings are less than 50 years old. The largest grouping of related buildings are those that comprise Roy's Cafe and Motel, most of which have not yet reached 50 years of age, and one of which--the cafe-is highly modified from its period of initial construction. Buildings are of wood frame or concrete block construction. Wood frame residences at a former highway maintenance station at the west end of town date from 1949 and 1956. The oldest extant buildings in Amboy are a wood frame former railroad section house (ca. 1900), and the frame-and-stucco original school (1903, relocated ca. 1958). The alignment of historic Route 66 traverses the length of the town, as does that of the Burlington Northern Santa Fe (former Atchison, Topeka and Santa Fe) Railroad. P3b. Resource Attributes: (List attributes and codes) HP5-Hotel/Motel P4. Resources Present [] Building [] Structure l-l Object [] Site []District P5a. Photograph or Drawing (Photograph required for buildings, structures, and objects) HP37- Highway/trail [] Element of District [] Other (Isolates, etc.) P5b. Description of Photo: (View, date, accession #) Overview, Roy's Cafe & Motel, Amboy (View toward north). Photo No: 1-24, 9/30/97 P6. Date Constructed/Age and Sources: [] Prehistoric [] Historic [] Both 1883-1952; see bibliography P7. Owner and Address Walter W//son, P.O. Box 66-H, 6666 Old National Trails Highway, Amboy CA 92304 P8. Recorded by: (Name, affiliation, and address) P.S. Preservation Services, P.O. Box 191275, Sacramento CA 95819-1275 P9. Date Recorded: 1/13/98 P10. Survey Type: (Describe) Intensive survey P11. Report Citation: (Cite survey report and other sources, or enter ~none") Attachments [] NONE [] Localion Map [] Sketch Map [] Conlinualion Sheet [] District Record [] Rock Art Record [] Building, Structure, and Object Record [] Linear Feature Record [] Artifact Record [] Archaeological Record [] Milling Sta~on Record [] Photograph Record [] Other: (List) DPR 523A {1/95} HistorvMaker 4 Page 2 of 8 NRHP Status Code Resource Name or #: (Assigned by recorder) Pumping Station No. 2 B1. Histodc Name: Sewage Pumping Station 2 B2. Common Name: Sump 2 B3. Odginal Use: Stormwaterpumping B4. Present Use: Stormwaterpumping BS. Architectural Style: Beaux-Arts Classicism B6. Construction History: (Construction date, alterations, and date of alterations) 1926: "Bond Sewer" addition by City Engineer A.J. Wagner. 1927: three new pumps and ancillary debris screens. 1935: river outfall extension and new 12-pile dolphin. 1938: rear addition and additional pumps by City Engineer Fred Klaus. 1952: pump 7 rebuilt. Date unknown: new control room addition at south side. blindinc/ of south side windows. B7. Moved? [] No [] Yes [] Unknown Date: Odginal Location: B8. Related Features: Riveted steel discharge piping and river outfall (subsurface). B9a. Architect: J.W. Rowell, Sacramento Dept. of Public Works b. Builder: B10. Significance: Theme: Municipal lnfrastructure Area: Sacramento Period of Significance: 1914-38 Property Type: Public Utility Building Applicable Criteria: C (Discuss importance in terms of historical or architectural context as defined by Iheme, period and geographic scope. Also address integrity.) The development of Sacramento's sewer system in the 19th century was one of ad-hoc design and construction, which began as early as 1853. Early sewers were simple redwood plank box designs, and were confined to the small commercial core of the city. Following a series of disastrous floods between 1850 and 1862, the flood-prone city, located at the confluence of two major fiver systems, adopted a city-wide drainage plan in 1864 which included recommendations for sewers. These continued to be built on an as-needed basis as the city slowly expanded, and an adequate system remained high on the city's priorities as the century tumed. Population growth and city expansion in the first years of the 20th century underscored the need for a modern system. It remained for George N. Randle to undertake the design and oversee construction of this system. Bom in Colusa on July 1, 1871, Randle graduated from Washington College in 1892 with a degree in civil engineering. He moved to Sacramento arount 1895, and to a nine-year employment with the state Department of Public Works. Resigning that position, he moved briefly to Hawaii to work on the facilities of the McBryde Sugar Company plantations. Upon his return to Sacramento in 1905, Mayor M.R. Beard appointed him City Engineer. In this position, Randle extended and modernized the city's water and sewer systems, including the construction of Pumping Station No. I with a pumping capacity of 107 million gallons per day. While the design and construction of Pumping Station No. 1 answered the city's needs with a modem steam-powered plant housed in a tastefully-designed Beaux-Arts building and represented Sacramento's initial development of a modem municipal infrastructure, continued growth and other events quickly revealed the need for a second pumping plant. Planning and design for this second unit began under Randle, though it would be completed after he left office in 1912. (see Continuation Sheet) B11. Additional Resource Attributes: (List attributes and codes) HP9 - Public Utility Building B12. References: Sacramento City Council Minutes, 1906, 1907, 1912, 1913, 1914. (Sketch Map wilh north arrow required.) "George N. Randle," obituary, The Sacramento Bee, June 24, 1936. Pacific National Fire Insurance Company album, maps revised 1942, Sacramento Archives. Museum and Collection Center. B13. Remarks: Threats to resource: construction of Sump 2A by City of Sacramento. B14. Evaluator: John W. Snyder Date of Evaluation: 10/8/97 (This space reserved for official comments.) DPR 523B (1/95) HistoryMaker San Buenaventura Research ASS<x~ates Page 4 of 8 Resource Name or #: (Assigned by recorder) Pumping Station 2 Recorded by:John W. Snyder Date 10/8/97 [] Continuation [] Update B10 (continued) No. 2.) On August 4, 1914, two years after Randle had left his post as City Engineer, the City Commission passed a resolution directing the acquisition of land for construction of a sewage and drainage system for the "recently annexed territory" south of Broadway (then Y Street). This system was to include Pumping Station No. 2. Actual design of the new pumping station was at the hand of J.W. Rowell, one of staff at the city Department of Public Works; no other information on Rowell has been uncovered. Following the lead established by Randle with Pumping Station I (and which would be echoed by Willis Polk with his design for the P.G.&E. power station on Jibboom Street, and by George C. Sellon with his design for the city's Water Treatment Plant on Jibboom Street in the early 1920s), Rowell produced a fine Beaux-Arts design, more refined than Randle's earlier effort and one that would compare well with the similar work of Polk and Sellon. Rowell drew more directly from classical and Baroque sources for detail and massing than had Randle, to produce a building at once imposing and inviting in character. Construction took place in late 1914-early 1915. When completed, the entire system consisted of Pumping Stations I and 2, storm sewers, and levees to protect Sacramento from the ravages of floodwaters. The two pumping stations functioned to process and transfer water from the city's drainage system to its eventual flow back into the Sacramento River. The fact that that portion of Sacramento protected by the system never again suffered from flooding (though there were to be many close calls) attests to the success of the concept and design. Today, Pumping Station 2 retains a high degree of architectural and technological integrity. Its original pumps from 1914, and the three additional pumps installed in 1927 and 1938 remain in service, as does the system of wet well, debris screens, and original dveted piping in manifold and discharge. While the building was enlarged by the new rear addition in 1938, that design and materials used in that addition reflected and respected Rowell's odginal design; the addition has achieved histodc significance. While some alterations have occurred, most notably the replacement of the original entry doors and blinding of south side windows in the original building caused by placement of the new control room, nonetheless the building retains a very high degree of integrity of location, design, materials, workmanship, feeling, and association. Though integrity of setting has been compromised by construction of a water treatment plant just north of Pumping Station 2 in the 1950s, the park-like setting that greets one approaching the building from the front remains as it always has been, and the water treatment plant is largely out of view until one stands at the rear or at the north side of the property. As a fine example of Beaux-Arts Classicism in use for municipal buildings in the first two decades of the 20th century, and as a largely intact example of early 20th century storm water pumping technology, Pumping Station 2 appears to meet National Register criterion C at the local level of significance. B12 (continued) Peak & Associates, Inc., "Determination of Eligibility and Effect for the Remaining Brick Sewer Mains, City of Sacramento, Califomia," August 1, 1997. Pumping Station No. 2 Design Drawings, J.W. Rowell, designer, 1914; A.J. Wagner, City Engineer, 1926; Fred Klaus, City Engineer, 1938. Willis, William L. History of Sacramento County, California with Biographical Sketches. Los Angeles: Historic Record Co., 1913. Rick Batha, City of Sacramento, Department of Utilities, personal communication, September 26, 1997. I Page 3 of 28 NRHP Status Code Resource Name or #: (Assigned by recorder)Amboy Townsite DI. Historic Name: Amboy D2. Common Name: Amboy D3. Detailed Description (Discuss overall coherence of the district, its setting, visual characteristics, and minor features. List all elements of district.): Amboy is a remote and isolated desert community, consisting today of a few scattered buildings ranging in age from the turn of the century to the 1970s; the bulk of the buildings are less than 50 years old. The largest grouping of related buildings are those that comprise Roy's Cafe and Motel, most of which have not yet reached 50 years of age, and one of which-the cafe--is highly modified from its period of initial construction in 1947. Buildings are of wood frame or concrete block construction. Wood frame residences at a former California Division of Highways maintenance station at the west end of town date from 1949 and 1956. The oldest extant buildings in Amboy are a wood frame former railroad section house (ca.1900), and the frame-and-stucco original school (1903, relocated ca.1958). The alignment of historic Route 66 traverses the length of the town, as does that of the Burlington Northern Santa Fe (former Atchison, Topeka and Santa Fe) Railroad. D4. Boundary Description (Describe limits of district and attach map showing boundary and district elements.): Extending along the alignments of National Old Trails Highway (historic Route 66) and the Burlington Northern Santa Fe Railroad (former Atchison, Topeka & Santa Fe Railroad) comprising a rectangle from approximately the grade crossing of highway and railroad on the west to the easternmost buildings on the east, and from the south side buildings fronting the railroad on the south to the northemmost point of the airstdp on the north. D5. Boundary Justification: This boundary includes all extant structures within Amboy and encompasses all areas of Amboy's historical development. Significance: Theme Railroad/Mining/Highway Area Period of Significance 1883-1948 Applicable Criteria N/A Discuss district's importance in terms of its historical context as defined by lheme, pedod of significance, and geographic scope. Also address the integrity of lhe dislrict as a whole.) Amboy began life as the location of a section station on a transcontinental railroad. Over the years, its continued existence was inextricably linked to transportation and to mining, both of which lacked stability. The first mapped appearance of Amboy occurred in 1883, with its establishment as a siding on the Atlantic and Pacific Railroad. While it is located near the halfway point between Needles and Barstow, it was to remain merely a section point on the railroad, rather than a major engine or passenger terminal. D7. References (Give full citations including the names and addresses of any informants, where possible.): Sec continuation sheet. D8. Evaluator: John W. Snyder Date:l/13/98 Affiliation and Address: P.S. Preservation Services, P.O. Box 191275, Sacramento CA 95819-1275 DPR 523D (1/95) Histo~yMaker 4 San Buenaventura Research Associates Page 15 of 28 Resource Name or #: (Assigned by recorder) AmboyTownsite Recorded by: John W. Snyder Date 1/13/98 [] Continuation [] Update A 16. Photographs The Amboy Section House, though modified and with its intedor stripped, may nonetheless meet the National Register cdtedon D for the potential to yield information important to history: its double-roof system was a conscious design choice intended to provide relief from the scorching summer heat of the Mojave. Briefly, the building is a one-story wood-framed house on a post-and-pier foundation, with a gable roof. Exterior siding is channel rustic, and doors and windows have plain surrounds. Entry was off a cut-in porch, and there is a lean-to addition at the rear. The building utilizes a double roof system, with a second gable roof carried about 18 inches above the pdmary roof on wood posts. This roof system provided shade and air circulation above the pdmary roof, providing for passive cooling from the desert sun; the attic area was vented in both gable ends as well. The interior of the Section House has been stripped, with only interior walls remaining. Likewise, all doors and window sash have been removed. This building lies outside the project APE. Supplemental Photograph or Drawing Desc~ption of Photo: (Vbw, date, accession #) Amboy Section House (View toward northwest). Photo No: 1-6, 9/30/97 DPR 523L (1/95) HistoryMaker 4 Page 28F Resource Name or # (Assigned by recorder) Amboy Townsite, lg77 *Drawn By: Roger Goss *Date: 6/1/77 DPR 523K (1/95) HistoryMaker 4 irwin ~rump ,Westend ecrest Kramer J~ rde~ Bern~-rdi Yucca J San LUiS F Solana 1997 Mag 8.00 Fri Feb 05 13:36 1999 Scale 1:2,000,000 (at center) 20 Miles I 5O KM I Mountalm ~er Afton /berry Springs Valley ~d~ Project Location ,nin Desert Quinta pr[ngs Sprin~s~ Riverside ecca guanga Mountain lchita )rre Juli~ Salton Ci s ReServation. I una , Im Seele, ® £or -- Major Road Major Highway ~--~lnterstate/Limited Access [] Point of Interest · Small Town Large City City Cadiz Palms Rivi( =ssex Chubbuck ~"~Vidal Junction Center )ltville County Boundary State Boundary Water Population Center -- River/Canal erry Lake Havas, arke Dam Poston Bouse _,sit Growler Dome Amboy Resources ed Regeneration Station Former Highway , ~ ///~~ Roy's Cafe and Motel, I Maintenance S~ ~ .=y~,~J 1903 School chloride flaker plant Historic Route 66 Burlington Northern Santa Fe Railroad Railroad Section Ho~ Possible former RR Bunkhouse [Depot (site) [~ [Church and rectory[ · · "4 © 1997 Dcl.onlle Strcet Atlas USA 4.0 ® for Macintosh (800)452-5931 Mag 15.00 Fri Feb 05 14:49 1999 Scale 1'15,625 (at center) 1000 Feet I 500 Meters I I · Local Road Major Connector Railroad Small Town Airfield Intermittent River WE 1907 D¢l.ornlc Street Atlas USA Il]NEB WAY ~ 6 TH 04' %~ ' VAL LEj \ I / /. 7 TH [Pumping Station £ FARK I~TH CAPRI WAy ALVINA ~ IRCHWDDD LN · Mag 15.00 Fri Feb 05 13:52 1999 -- Local Road Land Scale 1:15,625 (at center) State Route Water 1000 Feet i '{nterstate/Limited Access ~ City Park I 500 Meters I I Railroad Population Center I n Point of Interest Sand/Rock & Park/Reservation -- River/Canal ARI] Al L 1IV . . County Boundary EXHIBIT "B" Preservation Services INSURANCE REQUIREMENTS CONSULTANT shall procure and maintain for the duration of the contract insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder by the CONSULTANT, his agents, representatives, employees or subcontractors. ae B · MINIMIIM SCOPE OF INSURANCE Coverage shall be at least as broad as: . Insurance Services Office from number GL 0002 (Ed. 1/73) covering Comprehensive General Liability and Insurance Services Office form number GL 0404 covering Broad Form Comprehensive General Liability; or Insurance Services Office Commercial General Liability coverage ("occurrence" form CG 0001). . o Insurance Services Office form number CA 0001 (Ed. 1/78) covering Automobile Liability, code 1 "any auto" and endorsement CA 0025. Worker's Compensation insurance as required by the Labor Code of the State of California and Employers Liability insurance, if CONSULTANT has employees who will directly or indirectly provide service or support CONSULTANT in his provision of services under the Agreement. MINIMUM LIMITS OF INSURANCE CONSULTANT shall maintain limits no less than: General Liability: $1,000,000 combined single limit per occurrence for bodily injury, personal injury and property damage. If Commercial General Liability Insurance or other form with a general aggregate limit is used, either the general aggregate limit shall apply separately to this project/location or the general aggregate limit shall be twice the required occurrence limit. . Automobile Liability: $1,000,000 combined single limit per accident for bodily injury and property damage. o Workers' Compensation and Employers Liability: Workers' compensation limits as required by the Labor Code of the State of California and Employers Liability limits of s:\u\docs95\ins.exh February 13, 1997 Ce D · $1,000,000 per accident. DEDUCTIBLES AND SELF-INSURED RETENTIONS Any deductibles or self-insured retentions must be declared to and approved by the City of Ukiah. At the option of the City of Ukiah, either the insurer shall reduce or eliminate such deductibles or self-insured retentions as respects the City of Ukiah, its officers, officials, employees and volunteers; or the CONSULTANT shall procure a bond guaranteeing payment of losses and related investigations, claim administration and defense expenses. OTHER INSURANCE PROVISIONS The policies are to contain, or be endorsed to contain, the following provisions: 1. General Liability and Automobile Liability Coverages a o The City of Ukiah, its officers, officials, employees and volunteers are to be covered as insureds as respects; liability arising out of activities performed by or on behalf of the CONSULTANT, products and completed operations of the CONSULTANT, premises owned, occupied or used by the CONSULTANT, or automobiles owned, leased, hired or borrowed by the CONSULTANT. The coverage shall contain no special limitations on the scope of protection afforded to the City, its officers, officials, employees or volunteers. b . The CONSULTANT's insurance coverage shall be primary insurance as respects the City of Ukiah, its officers, officials, employees and volunteers. Any insurance or self-insurance maintained by the City of Ukiah, its officers, officials, employees or volunteers shall be excess of the CONSULTANT's insurance and shall not contribute with it. C · Any failure to comply with reporting provisions of the policies shall not affect coverage provided to the City of Ukiah, its officers, officials, employees or volunteers. d, The CONSULTANT's insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the limits of the insurer's liability. 2. Workers' Compensation and Employers Liability Coverage s:\u\docs95\ins.exh February 13, 1997 2 . The insurer shall agree to waive all rights of subrogation against the City of Ukiah, its officers, officials, employees and volunteers for losses arising from work performed by the CONSULTANT for the City of Ukiah. Ail Coverages Each Insurance policy required by this clause shall be endorsed to state that coverage shall not be suspended, voided, canceled by either party, reduced in coverage or in limits except after thirty (30) dayS' prior written notice by certified mail, return receipt requested, has been given to the City of Ukiah. Fe ACCEPTABILITY OF INSURERS Insurance is to be placed with insurers with a Best's rating of no less than A:VII. VERIFICATION OF COVERAGE CONSULTANT shall furnish the City of Ukiah with certificates of insurance and with original endorsements effecting coverage required by this clause. The Certificates and endorsements for each insurance policy are to be signed by a person authorized by that insurer to bind coverage on its behalf. The certificates and endorsements are to be on forms provided by 'the City of Ukiah. Where by statute, the City of Ukiah's workers' compensation- related forms cannot used, equivalent forms approved by the Insurance Commissioner are to be substituted. Ail certificates and endorsements are to be received and approved by the City of Ukiah before work commences. The City of Ukiah reserves the right to require complete, certified copies of all required insurance policies, at any time. SUBCONTRACTS CNSULTANT shall include all subcontractors as insureds under its policies or shall furnish separate certificates and endorsements for each subcontractor. All coverages for subcontractors shall be subject to all of the requirements stated herein. s:\u\docs95\ins.exh February 13, 1997 3 o,'T' o o o ITEM NO. 6 f DATE: Februar_v 17, 1999 AGENDA SUMMARY REPORT SUBJECT: AWARD OF BID FOR LIQUID FERRIC CHLORIDE TO KEMWATER FOR THE SUM OF $320.00 PER DRY TON REPORT: Each year it is necessary to purchase approximately 150 tons of liquid ferric chloride for use at the wastewater treatment plant. Liquid ferric chloride is used as the primary coagulant in the advanced wastewater treatment process. Total quantities are an estimate of annual usage. Orders are placed on an as needed basis by wastewater treatment plant personnel. Requests for Quotations through the formal bid process were sent to nine chemical suppliers. Three bids were returned and opened by the City Clerk on February 9, 1999. The bid from Kemwater for $320.00 per dry ton is the Iow bid. There are currently no local suppliers for this chemical. Staff recommends that the bid be awarded to Kemwater for $320.00 per dry ton which equates to an annual estimated cost of $48,000.00. $122,000 was budgeted in the Sewer account 612-3580-520 for the purchase of chemicals. RECOMMENDED ACTION: Award the bid for Liquid Ferric Chloride to Kemwater for the amount of $320.00 per dry ton. ALTERNATIVE COUNCIL POLICY OPTIONS: Reject bids and refer back to staff. Citizen Advised: N/A Requested by: Darryl L. Barnes, Director of Public Utilities Prepared by' George Borecky, Water/Sewer Operations Superintendent Coordinated with: Candace Horsley, City Manager Attachments: Tabulation of bids Candace Horsley, City'~anager 0 0 O ~3 13_ 0 ITEM NO. 6_ct DATE: February 17, 1999 AGENDA SUMMARY REPORT SUBJECT: AWARD OF BID FOR ANNUAL CONTRACT FOR CHLORINE PRODUCTS TO SIERRA CHEMICAL COMPANY FOR THE SUM OF $54.49 FOR 150 POUND CYLINDERS AND $279.00 FOR ONE TON CONTAINERS REPORT: Each year it is necessary to purchase chlorine products in 1 50 lb. and 1 ton cylinders. Chlorine is a chemical necessary to meet State of California Water Quality standards and is used in the daily operations of the water and wastewater treatment facilities. A Request for Quotatio~ for the purchase of chlorine products on an as needed basis was written for firm unit prices within one year from date of award. Bid packages were mailed to five suppliers. Three bids were returned and opened by the City Clerk on February 9, 1999. Sierra Chemical Company is the Iow bidder with a bid price of $54.49 for 150 lb. cylinders and $279.00 for 1 ton cylinders. This equates to a total annual cost based on estimated usage of $20,619.90 plus container deposit and demurrage. Funds for the purchase of chlorine products are budgeted in account numbers 612.3580.520 and 820.3908.520. There are currently no local qualified suppliers for this chemical. RECOMMENDED ACTION: Award bid to Sierra Chemical Company for the amount of $54.49 for 150 lb. cylinders and $279.00 for 1 ton cylinders. ALTERNATIVE COUNCIL POLICY OPTIONS: Reject bids and refer back to staff. Citizen Advised: N/A Requested by: Darryl Barnes, Director of Public Utilities Prepared by: George Borecky, Water and Sewer Operations Superintendent Coordinated with: Candace Horsley, City Manager Attachments: Bid Tabulation APPROVED: Candace Horsley, City'Manager IAI ITEM NO, 6h DATE: February. 17, 1999 AGENDA SUM. MARY REPORT SUBJECT: APPROVAL OF LEASE AGREEMENT WITH M.P. MOUNTANOS FOR LEASE OF AIRPORT HANGER AND AUTHORIZATION FOR THE CITY MANAGER TO EXECUTE AGREEMENT The firm of M.P. Mountanos has submitted an application for lease of an existing corporate hanger at the Ukiah Regional Airport. The hanger has become available as a result of a lease termination by the previous leaseholder, Retech Corporation. Retech, a subsidiary of Lockheed-Martin Corp., recently determined to cease flight operations from its Ukiah plant and subsequently terminated its lease effective February 1,1999. Upon receiving the notice of termination, City staff posted a notice of availability and notified all parties whom had filed a lease interest card with the airport staff. In response staff received a single application for hanger occupancy by Mr. Mountanos. The Mountanos firm is owned by Mark and Linda Mountanos and operates several local businesses including the Coffee Critic. They also have operations outside Ukiah which require them to fly to and from Ukiah on a regular basis. (Continued on Paae 2) RECOMMENDED ACTION: Approve lease and authorize City Manager to e~(ecute agreemen~-s. ALTERNATIVE COUNCIL POLICY OPTIONS: 1. Determine lease requires revision and approve as revised. 2. Determine approval of lease is inappropriate at this time and move to deny. Citizen Advised: Requested by: Prepared by: Coordinated with: Attachments: 1. Proposed Lease N/A M.P. Mountanos Larry W. DeKnoblough, Community Services Director Candace Horsley, City Manager Michael Flad, Assistant City Manager Don Bua, Airport Manager APPROVED: Candace Horsley, C~y Manager LD2 Montanos.asr The proposed lease is in the monthly amount of $600 per month for the first five years of the lease. There are no increases proposed during the first five years in lieu of several improvements to be completed by the tenant. The improvements include paving the west and north side of the hanger for parking and access, construction of an ADA compliant restroom in the hanger, installation of landscaping with automated irrigation on the west and north sides of the hanger, and painting the hanger exterior. The value of these improvements exceeds $20,000 including an estimated $16,000 for paving costs. Commencing in year six, the lease amount will increase to $800 per month and an additional $50 per month for each subsequent year of the lease. A schedule of the base lease rate and subsequent escalators is illustrated on page two of Attachment #1. The term of the lease is proposed for ten years commencing on March 1,1999 and terminating on January 1,2009 with an option for renewal contingent upon terms and conditions to be agreed upon at the time of renewal. Staff believes the proposed lease is an opportunity to backfill an existing facility with an airport related user which will not create any net increase in airport related impacts. The lease will also provide essential revenues and improvements to one of the Airport's primary hanger facilities. Staff is recommending approval of the lease as proposed and authorization for the City Manager to execute the agreement. LEASE AGREEMENT This Lease, made this 1st day of February, 1999, by and between the City of Ukiah, State of California, acting by and through its City Council, hereinafter referred to as "Lessor" and M.P.Mountanos, a California corporation, hereinafter referred to as "Lessee." RECITALS; ~ 1. Lessor has the authority contained in Government Code 37380, 37389 and 37395 to lease municipal and airport property. 2. Under Government Code section 37389 the Lessor has the authority to lease airport property for a term not to exceed fifty (50) years for the construction and maintenance of hangars and related purposes. 3. Lessee intends to lease airport property and a hangar from Lessor to maintain an airplane storage hangar. LEASE AGREEMENT 1. LEASE. ..The parties hereto agree that on the terms and conditions hereinafter expressed, Lessor does hereby let to Lessee and Lessee does hereby hire from Lessor the real property and improved hangar located at the Ukiah Municipal Airport, more accurately identified in Exhibit "A" and known as "the leased premises." 2. TERM. · The term of this lease shall commence on the date indicated above, and shall continue in effect for a period of ten (10) years, expiring at midnight on January 1, 2009. Lessee shall have the right to extend the lease under the terms and conditions defined in this agreement for an additional ten (10) years providing Lessee provides written notice of intent to renew to Lessor no later than thirty (30) days prior to expiration of the original term of this agreement. Upon expiration of the second consecutive term, Lessee may also extend this lease for a third consecutive ten year period contingent upon terms and conditions to be agreed upon by both parties at that time, and providing Lessee provides written notice of intent to renew to Lessor at least thirty (30) days prior to expiration of the second term. 3. RENT. 3.1 Amount. As rent for the term hereby demised, Lessee agrees to pay to Lessor the sum of $600 per month for the use of said property for the first five years of this agreement. Commencing on January 1, 2005 and each subsequent year thereafter the rent shall increase according to the following schedule: January 1, 2005 January 1, 2006 January 1, 2007 January 1, 2008 January 1, 2009 $800 per month $850 per month $900 per month $950 per month $1000 per month Should Lessee renew this lease in accordance with the terms and conditions defined in Paragraph 2. Terms, of this agreement shall increase commencing on January 1, 2010 by 5% annually. 3.2 When due; late fees and interest. Rent shall be due on the fifth (5th) day of each month and shall be considered delinquent if not received by the Lessor's Finance Department located at 300 Seminary Avenue in Ukiah by 5:00 p.m. on the tenth (10th) day of the month. Lessee shall pay a late fee of $10, if the payment is delinquent. In addition, Lessor may charge Lessee interest on the unpaid portion of the delinquent payment until paid in full as provided in Ukiah City Code section 2051. 3.3 Payment of taxes and assessments. Lessee shall also pay any real property, possessory interest or personal property taxes, and assessments imposed on the leased premises, property located on or affixed to the lease premises or as a result of the lease, use or ownership of the leased premises. 4. USE AND IMPROVEMENTS. 4.1 Condition of the leased premises. Lessee hereby agrees to accept the use of the leased premised in "AS IS" condition, understanding that Lessor makes no representations as to the condition of the premises or its suitability for the uses contemPlated by Lessee. Lessee assumes the obligation at its own expense to remove and properly dispose of any toxic or hazardous substances that may exist on the premises, if such substances are found to exist on the premises and must be removed in order for Lessee to make use of the leased premises. Lessee represents that it has made a thorough inspection of the premises and has undertaken to repair or adequately warn of any conditions on the premises that might constitute a hazard or danger to persons using or present on the leased premises. 4.2 Use of Hangar. Lessee shall use the leased premises exclusively for the storage of aircraft and related purposes. If Lessee fails to use the Leased Premises for such purposes for a period Cf ninety (90) days, the lease shall terminate and Lessee shall restore possession to Lessor. Lessee shall keep the hangar neat and orderly, and clear of all cans, rags, boxes, excess aircraft parts, and other items. Lessee shall not interfere with the use of the airport by others and shall not maintain or allow a nuisance on the Premises. 4.3 Improvements and modifications. Within year one of this agreement Lessee agrees to complete the following improvements to the hanger and surrounding leased premises: provide fully automated landscaping on the north and west sides at a minimum width of six feet; provide paved surface to the approval of the City Engineer to the west and north side at a minimum width of twenty feet; install handicapped accessible restroom within the hanger facility; paint the hanger exterior. Should Lessee fail to complete 'said improvements by January 1, 2000 rent for the leased premises shall be increased by $150 per month and shall be retroactively effective to February 1, 1999. Lessee shall not initiate any improvements or alterations to the leased premises without the prior written approval of Lessor through its City Manager or his or her designee. 4.4 Maintenance and repair. Lessee agrees to keep the premises and all improvements in good repair and order and to bear the £u~i cost for all maintenance and rePair of the leased premises and all Lessee installed improvements. 4.5 Storage or use of toxic or hazardous substances. Lessee shall not dispose or permit the disposal of hazardous or toxic substances on the leased premises. If any hazardous or toxic substances are disposed of or released on the leased premises during the term of this lease, Lessee shall assume the entire obligation to clean up any such substances and shall fully indemnify, defend and hold harmless the Lessor and its officers, agents and employees from any claim, damage, loss, liability, cost or expense of any nature whatsoever arising out of the release or disposition on the leased premises of any toxic or hazardous substance. 4.6 Permits. Lessee shall acquire any necessary or . required permits from the appropriate regulating body for the use of the leased premises. 4.7 Compliance with laws. Lessee shall insure that no alcoholic beverages are possessed or consumed on the leased premises at any time. Lessee shall not use or permit the leased premises to be used except in full compliance with all rules, regulations, laws or ordinances of the City of Ukiah and the State of California, and the Federal Government. 4.8 Utilities. Lessee shall furnish at its sole ex- pense all utilities necessary for use of the leased premises, in- cluding, but not limited to, water, sewer service, electricity, natural gas, and garbage collection. 5. ASSIGNMENT. Lessee .will not assign this Lease or any interest therein and will not let or sublet the said premises or any part thereof without the written consent of the Lessor. Lessor may terminate this lease and recover possession of the lease premises, including any improvements which become the property of the Lessor upon termination of the lease, if any assignment occurs in violation of the terms of this paragraph. "Assignment" includes both voluntary assignments and assignments that occur involuntarily or by operation of law. 6. INDEMNIFICATION AND INSURANCE. 6.1 Indemnification. Lessor shall not be liable for and is free from the cost of any damages for personal injury or _property damage resulting from the use made by Lessee of the leased premises, any defective condition or faulty construction of the .leased premises existing at the time of letting or arising thereafter and Lessee covenants and agrees to indemnify and save harmless said Lessor and-its officers, agents and employees from and against any and all claims, liability, loss, cost, or other obligation, including reasonable attorneys' fees, on account of or arising out of Lessee's use of the leased premises. 6.2 Liability insurance. Lessee covenants and agrees during the life of this Lease at Lessee's sole expense to comply with the requirements of Exhibit B, Insurance Requirements for Lessees (No Auto Risks), attached hereto and incorporated herein by reference. 7. TERMINATION. Failure to pay rent, when due, or to comply with any other provision of this lease shall constitute a material breach of the lease and furnish grounds for termination of this lease. Any action taken or suffered by Lessee as a debtor under any insolvency or bankruptcy laws, including the filing of a voluntary or involuntary petition in the United States bankruptcy court, any assignment for the benefit of creditors or the appointment of a receiver shall constitute a breach of this lease. In such event, Lessor shall have the right to terminate this lease and retake possession of the lease premises and any improvements which upon termination of the lease become of the property of Lessor. Lessor or Lessee shall have the right to terminate this Lease · on ninety (90) days' prior notice of termination. If Lessee has not breached the lease at the time the lease terminates and Lessor determines to relet the premises to non- governmental persons or entities for hangar purposes, Lessee shall have a right of first refusal to relet the Premises on the same terms and conditions the Lessor offers to such other persons or entities, if Lessee notifies Lessor that it wishes to exercise such right within ten (10) days of the date it is notified by Lessor that Lessor intends to relet the Premises. 8. HOLDING OVER. Holding over by the Lessee after the termination of this lease shall not constitute a renewal or extension thereof or give the Lessee any rights hereunder or in or to the leased premises. 9. INSPECTION. The Lessor and its authorized representatives shall have the 7 right, at any reasonable time during the term of this lease, to enter upon the leased premises, or any part thereof, to inspect the same and all buildings and other improvements erected and placed thereon. 10. ATTORNEY'S FEES. In any legal action to enforce any of the terms of this Lease the prevailing party shall pay the other party its reasonable costs and attorneys' fees. 11. TIME OF ESSENCE. Time is of the essence of this agreement. 12. WAIVER. · City's waiver of any default in Lessee's performance of any condition of this 'Lease, including the obligation to pay rent, shall not constitute a waiver of remedies available for a subse- quent breach of the same or a different condition of this Lease. Acceptance of subsequent rental payments from Lessee or its as- signees shall not constitute a waiver of the failure of Lessee to pay rent or obtain prior approval to an assignment of this Lease. 13. NOTICES. Any written notice required hereby shall be deemed given and received when personally served or placed in the United States mail, with proper first class postage prepaid, and addressed as follows: TO LESSEE: M.P. Mountanos 1361 Lowrie Ave. So. San Francisco, 94080 City Manager Ukiah Civic Center 300 Seminary Avenue Ukiah, CA 95482 14. PARAGRAPH HEADINGS. Paragraph headings are included for the convenience of the parties and are not intended to define or limit the scope of this Lease. 15. PREVIOUS AGREEMENTS. Any and all existing statements or agreements, whether oral or written, or renewals thereof, between the parties hereto, covering the same subject matter, are hereby canceled and superseded by the terms of this Lease, and such prior agreements, statements or understandings shall have no further force or effect. 16. DUPLICATE ORIGINALS. This Lease may be executed in one or more duplicate originals bearing the original signature of both parties and when so executed any such duplicate original shall be admissible as proof of the existence and terms of this Lease. Entered on the date first written above. CITY OF UKIAH ATTEST: By: City Clerk LESSEE By: Its: ITEM NO. 8a DATE: FEBRUARY 17, 1999 AGENDA SUMMARY REPORT SUBJECT: CORRESPONDENCE FROM FORT BRAGG DISPOSAL AND SOLID WASTES OF WILLITS, INC. REGARDING LANDFILL HOURS OF OPERATION At its meeting of October 7, 1998 the City Council determined that the landfill would be opened for commercial haulers in the old service area from 7:00 to 8:00am and for haulers in the new service area from 8:00am. By letters of January 19 and 22, 1999, Fort Bragg Disposal and Solid Wastes of Willits, Inc. have requested this matter be reconsidered by the City Council and they be afforded the opportunity to discuss the issue with the Council, as the waste facilities permit allows haulers to enter the landfill at 7:00am. Staff recommends the City Council discuss whether it wishes to place this item on a future meeting agenda and provide direction to staff. RECOMMENDED ACTION: Determine Whether Matter of Landfill Hours Available for Solid Wastes of Willits, Inc. And Fort Bragg Disposal Is to Be Agendized at Future City Council Meeting and Provide Direction to Staff. ALTERNATIVE COUNCIL POLICY OPTIONS: 1. Determine this matter is not to be considered and remove item from agenda. 2. Determine additional information is required prior to consideration of this matter and remand item to staff with direction. Citizen Advised: Requested by: Prepared by: Coordinated with: Attachments: N/A Fort Bragg Disposal and Solid Wastes of Willits~ in~ ~___.~, , Michael F. Harris, Risk Manager/Budget Officer~L.~-J Rick Kennedy, Director of Public Works and Candace Horsley, City Manager 1. January 19, 1999 letter from Fort Bragg Disposal, page 1. 2. January 22, 1999 letter from Solid Wastes of Willits, Inc., pages 2-3. 3. Excerpt of the October 7, 1998 City Council meeting minutes, pages 4-6. 4. Resolution No. 99-6 setting the landfill fees, hours of operation, and policies and procedures adopted on August 5, 1998, pages 7-13. APPROVED: ~~_ _ ~ ~~'~, ~.., Candace Horsley, ~ty ~anager mfh:asrccg9 0217SVVD Fort Bragg Disposal RO. Box 2720 Fort Bragg, California 95437 707/964-9172 A Waste Management Company January 19, 1999 City of Ukiah 300 Seminary Ave. Ukiah, CA 95482-5400 JAN 2 5 i999 CITY OF UKIAH DEPT. OF PUBLIC WORKS RE: Ukiah Landfill Time Dear Mr. Seanor: It has come to my attention that the City of Ukiah recently held a meeting considering the opening of the Landfill at 7:00 AM for Solid Waste of Willits and Fort Bragg Disposal. I also understand it was denied. If Fort Bragg Disposal had been aware this meeting was taking place, possibly we could have attended or sent a letter expressing our need for the earlier entry. The driver that is leaving from Fort Bragg, leaves in the dark, and now that winter is here returns in the dark. The roads are icy, and Highway 20 is dangerous. As I understand, the landfill does not want to accept refuse after 2:00 PM from us, and in the summer, when my driver has other jobs to do besides haul over the hill, he is entering after that time. Please reconsider for at least one of the trucks to enter at 7:00 AM with the Ukiah refuse haulers. It would also help lessen the congestion at 8:00 AM, when the other trucks are entering and particularly on Tuesdays when the public traffic is so heavy at 8:00 AM. Thank you for your consideration. erely, -- I.'-' a division of Empire Waste Management WILLITS SOLID WASTF_.S tvENDOCINO SOLID WASTES BIO-WASTE COMPOSTING SOLID WASTES RECYCLING CENTER WlLLITS. LAYTONVlLLE COVELO. REDWOOD VALLEY Solid Wastes of Willits, Inc. Post Office Box 1425 · Willits, California 95490 January 22, 1999 Rick Kennedy Public Works Director City of Ukiah 300 Seminary Ave. Ukiah, CA 95482 Re: Landfill Hours Dear Rick, I just recently had a discussion with Sherry Robison, from Fort Bragg Disposal about the Ukiah landfill and the recent decision by the Ukiah City Council's not to allow access to the landfill before 8:00 am. Sherry told me she was not aware of the meeting of October 7, 1998 where the Council voted to keep the hours the same. As you know, I was aware of the meeting, I felt that I need not be present becaUse the issue of ardving a hour ; landfill should not be a problem. Unfortunately this was not the case. The access to the landfill before 8:00 am continues to create roll-off (industrial) ddvers and Fort Bragg Disposal. On any give y, our roll-off driver will have to dump 3 to 4 boxes. With open hours of only 8:0Oam to 3:30 pm, doeS not allow us ample time to complete our route schedules. In most cases, through the summer time, we have to keep full boxes on the truck or in the yard because of this tight schedule. We don't believe alloWing us access an hour earlier in the morning will contribute to any hardShip on neighboring properties. Already refuse haulers in the Ukiah area can use the landfill at 7:00 am. Since our commercial and residential trucks typically dump only once per day, not having access before 7:00 am is not an issue. Only after a holiday would it be convenient to have access before 8:00 am for all of our trucks. What I am suggesting is access to the landfill at 7:00 am for just our roll-off trucks, (3 sometimes 4 trucks) be allowed. Days following a holiday would increase the need ONE-STOP RECYCLING & DISPOSAL TOO! (707) 459-4845 . 800-MY GARBAGE (694-2722) · FAX: (707) 459-0175 to dump as many as 8 to 9 trucks, but this only occurs a few times a year. In discussing this issue with Fort Bragg Disposal, it appears they only need to dump one or two trucks at 7:00 am per day. I would like to request a headng before the Ukiah City Council so that Fort Bragg Disposal and myself can appeal to the Council our concerns and ask for a reconsideration. If l need to provide any additional information or pursue a different process, please contact me at your earliest convenience. I look forward to your reply. Sincerely yours, Gerald W. Ward President/CEO GWW/jw Eric Larson, 123 Clara Avenue, advised that he does business at the end of Clay Street and reported that this area floods about one foot deep each year. This location is directly north of the proposed project. He felt that the scope of the engineering study takes into consideration the entire area. Ralph Gomes, 679 Marshall Street, felt there is a serious safety hazard near the location of the culvert with children playing near the culvert. The property owners have obligated funds to correct the problems and he solicited Council's support of the project. Public Comment Period Ended: 9:30 p.m. MIS Malone/Ashiku determining that the Petitioner's proposal to underground Cleveland Lane's open channel is appropriate and authorized Staff to proceed with field survey work, design, and preparation of Engineer's Cost Estimate for future presentation to the City Council, carried by the following roll call vote: AYES: Councilmembers Ashiku, Kelly, Mastin, and Mayor Malone. NOES: None. ABSTAIN: None. ABSENT: Chavez. 8b. Public Hearing To Consider Certification Of The Supplemental Environmenta I Impact Report, Adoption of Appropriate Findings, And Approval Of Th~'J Pro_iect For The City's Proposed Modification To Its Solid Waste Facilitie,~ Perrhit For The Ukiah Municipal Solid Waste Landfill Located At The Te~T~inu~ of Vichy Springs Road i, Adoption Of Resolution Certifying The Supplemental Environmental Impac~ Report ii. Adoption Of Resolution Makinq CEQA Finding,- Mayor Malone acknowledged receipt of a litter presented to Council at the meeting from Mr. Gilbert Ashoff, owner of Vichy Springs Resort. Recessed: 9:31 p.m. Reconvened: 9:36 p.m. Public Works Director Kennedy reported that on September 22, 1998, the "Response to Comments" and "Supplemental Environmental Impact Report" (SEIR), for the City of Ukiah Landfill permit revision were distributed to the City Council for review. A poll of the Council revealed that all Councilmembers, with the exception of Councilmember Mastin, had reviewed the report. Public Works Director Kennedy advised that the City proposes to modify its 1996 Solid Waste Facilities Permit for its Municipal Solid Waste Landfill to allow the exceptance of a daily peak or maximum of 295 tons of refuse per day instead of the current permitted daily maximum of 190 tons of refuse per day. The current permitted daily average of 190 tons per day would remain the same. The proposed permit modifications would also amend a condition of the Landfill operations allowing commercial garbage trucks from the new service area (Willits and Fort Bragg) access to the Landfill between the morning hours of 7:00 a.m. to 8:00 a.m. as is currently available to the commercial garbage vehicles servicing the old service area (City of Ukiah, Ukiah Valley, Redwood Valley, Potter Valley, and Boonville). He advised that the California Environmental Quality Act (CEQA) requires governmental entities who are considering a Project to make informed project decisions which consider the potential environmental consequences that may result by reason of Project implementation. On May 6, 1998, the City Council authorized the preparation of a Draft Supplemental Environmental Impact Report (DSEIR) for the purpose of identifying and analyzing any environmental consequences that may result by reason of the implementation of the proposed permit modifications not previously addressed in the certified Final Environmental Impact Report (FEIR) and adopted amendment to the EIR. The DSEIR was prepared by the consulting firm of ESA and was circulated for a 45 day public review and comment period beginning on June 29, 1998. He discussed the original EIR and the evaluation of the issues, responses to comments from those documents, as prepared by ESA. Subsequent to Certification of the EIR by the City Council on February 7, 1996, but prior to the public hearing conducted by the California Integrated Waste October 7, 1998 Page 9 Management Board (CIWMB), the CIWMB staff notified City Staff that the Draft EIR did not assess the noise effects associated with the proposed daily maximum capacity of 295 tons per day. On September 2, 1997, the Cities of Willits and Fort Bragg, and adjacent unincorporated County areas began directing their waste stream to Ukiah's Landfill. The resulting increase in disposed waste caused the City to occasionally exceed its permitted maximum daily tonnage. The City has elected to augment the noise analysis performed for the original EIR to include an updated assessment of noise impacts resulting from the daily maximum disposal of 295 tons per day. He reported that the SEIR concludes that there are no significant environmental effects anticipated as a result of the proposed permit modifications. It also concludes that the new entrance alternative could reduce noise impacts at the adjacent Vichy Springs Resort that would be associated with the Project. He recommended that the City reject the alternative access road from further consideration due to its potential impacts to the Vichy Springs Subdivision area and the potential impacts to biological resources, slope stability, and down stream water quality. Discussion followed concerning the types of trucks hauling to the Landfill in addition to the hours of operation. Staff and Council discussed the analysis and evaluation of the SEIR, along with ESA consultant Paul Miller, who was also in attendance. The number of trips per day on the road to the landfill and the hours of operation were discussed. The environmental impacts to the Gun Club property and surrounding areas, as well as cost to construct the alternate route to the Landfill, were evaluated. It was noted that the Landfill is expected to close in one year and seven months. City Attomey Rapport advised that, in regards to the FEIR which was part of a law suite, there was a challenge to it procedurally, and the court upheld the findings of the FEIR. The court, therefore upheld the Supplement and the findings as being supported by the evidence in the record. Public Hearing Opened: 10:10 p.m. Judy Pruden, 304 S. Hortense, advised that she is an advocate of the promotion and protection of historical resources in the Ukiah Valley and expressed her concern for Vichy Springs Resort. She discussed the Landfill's hours of operation and its impact on Vichy Springs Resort, voicing her objection to the increased tonnage and truck hauls on the road past the Resort. She commented that the noise from the trucks makes it difficult to hear conversations while at the Resort. She recommended the City establish the Transfer Station. Jerry Ward, owner of Solid Wastes of Willits, felt the increased hours would benefit his company. He felt the hours of operation at the Landfill should allow his company to enter at 7:00 a.m. Public Hearing Closed: 10:16 p.m. Discussion followed among Staff and Council concerning noise impacts to those properties near the Landfill. The hours of operation, as it relates to trucks hauling from Willits and Fort Bragg was addressed, especially as it relates to extended period of noise for those staying at Vichy Springs Resort. It was noted that Vichy Springs Resort has been in existence longer than the Landfill. MIS Malone/Ashiku Adopting Resolution No. 99-19 Certifying Final Supplemental Environmental Impact Report (SEIR) for a Revision to the Solid Waste Facilities Permit For The Ukiah Landfill As Adequate and Complete, carried by a roll call vote of all AYE: Ashiku, Kelly, Mastin, and Mayor Malone. NOES: None. ABSTAIN: None. ABSENT: Chavez. Discussion followed concerning the proposed Resolution making findings, and recommended revisions were discussed in consultation with the City Attorney. October 7, 1998 Page 10 MIS Malone/Mastin Adopting Resolution No. ~, Including Recommended Changes, Making Findings Pursuant to Public Resources Code Section 21081 and California Environmental Quality Act ("CEQA") Guidelines Section 15091 in Connection With The Decision to Submit an Application to the Local Endorsement Agency and the California Integrated Waste Management Board to Amend The Solid Waste Facilities Permit For The City Of Ukiah Solid Waste Disposal Site At The End of Vichy Springs Road in Mendocino County, carried by a voice vote of all AYE: Kelly, Mastin, and Mayor Malone. NOES: Ashiku. ABSTAIN: None. ABSENT: Chavez. MIS Malone/Mastin Approving the revised "Mitigation Monitoring and Reporting Plan" as amended for the City of Ukiah Landfill Permit Revision", carried by a voice vote of all AYE: Kelly, Mastin, and Mayor Malone. NOES: Ashiku. ABSTAIN: None. ABSENT: Chavez. MIS Malone/Mastin Approving the Project and directing Staff to implement the Project by submitting an Application to the LEA for Modification to the Landfill's Solid Waste Facility Permit, carried by a voice vote of all AYE: Kelly, Mastin, and Mayor Malone. NOES: Ashiku. ABSTAIN: None. ABSENT: Chavez. 11. CITY COUNCIL REPORTR Vice-Mayor Mastin noted some revisions to the City Council's Committee Assignments and directed the City Clerk to make the appropriate revisions. He discussed attending the annual League of California Cities meeting and obtained information at the Recycling Workshop regarding the recycling of grass clippings. He discussed the matter with Mike Sweeney, who will follow through with the recommendations. This will increase the City's recycling percentage. Mayor Malone advised there will be a meeting of the water JPA tomorrow at 7:00 p.m. 12. CITY MANAGER/DIRECTOR REPORTS City Manager Horsley distributed a letter she wrote regarding animal control. She reported that grinding of pavement for Perkins Street Reconstruction Project will begin on Monday. She briefly discussed the hours of operation and the possibility of entrances to some businesses needing to be closed during the grinding and paving process. 13. CLOSED SESSION Mayor Malone announced the Closed Session agenda as follows: G.C. §$4956.8 - Real Estate Negotiation.- i. Conference with Real Property Negotiator Property: Assessor's Parcel No. 003-330-66 Negotiating Party: Ryan Under Negotiation: Price and Terms of Payment The City Council adjourned to Closed Session at 10:54 p.m. The Council reconvened from Closed Session at 11:45 p.m. No action was taken. 13. ADJOURNMENT The meeting was adjourned at 11:45 p.m. Marie Ulvila, City Clerk October 7, 1998 Page 11 1 2 5 6 7 8 9 10 11 12 13 1,/ 15 16 17 18 19 20 21 23 24 25 26 27 28 RESOLUTION NO. 99-6 RESOLUTION OF THE CITY COUNCIL OF THE CITY OF UKIAH SETTING FORTH THE FEES AND CHARGES, HOURS OF OPERATIONS, AND POLICY AND PROCEDURES AT THE UKIAH MUNICIPAL SOLID WASTE FACILITY (LANDFILL) ALL TO BE EFFECTIVE AUGUST 6, 1998 AND REPLACING RESOLUTIONS 95-8, 97-52 AND 98-06 WHEREAS, the City Council of the City of Ukiah from time to time establishes new fees and charges pursuant to Article 1, Chapter 6, Division 4, of the Ukiah Municipal Code, and establishes hours of operation, policy and procedures to be observed at the Ukiah Landfill and such fees, charges, hours of operation, policy and procedures are to be adopted by resolution by the Ukiah City Council; and WHEREAS, many changes have been made with the adoption of Resolutions 95-8, 97-52, and 98-06; and WHEREAS, it is proposed that revisions be made to certain fees and charges; and WHEREAS, the City Council desires to combine all current provisions established by the adoption of Resolutions 95-8, 97-52, and 98-06 into one resolution. NOW, THEREFORE, BE IT RESOLVED that the following fees, charges, hours of operations, policy and procedures are hereby adopted and/or readopted for the Ul<iah Solid Waste Disposal Facility and Resolution Numbers 95-8, 97-52, and 98-06 are hereby replaced and voided: A. The Ukiah Landfill Service Area 1. The Ukiah Landfill service area includes the entire County of Mendocino excluding the service area of the South Coast Landfill which is generally defined as the City of Point Arena and its County environs. 2. When reference is made to the "old" service area it shall mean that service area from which solid waste was generated and delivered to the Ukiah Landfill prior to September 1,1997. The "old" service area includes the City Resolution No. 99-6 Page 1 of 7 .. '--j 1 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 23 24 25 26 27 28 B, of Ukiah and the County environs of Ukiah valley, Redwood Valley, Potter Valley, Boonville, and Hopland. 3. When reference is made to the "new" service area it shall mean that portion of the County of Mendocino not belonging to the "old" service area from which waste was generated and delivered to the Ukiah Landfill after September 1, 1997. The "new" service area includes the Cities of Willits and Fort Bragg, and the County environs of Caspar, Albion, Laytonville, and Covelo. Prior to September 1, 1997, waste from the "new" service area was delivered to the Wiilits Landfill. Fees and Charges 1) Minimum gate fee .................................. $6.35 2) 3) 4) 5) 6) Compacted waste delivered by the City of Ukiah's Franchised Garbage Collector. Fee includes the Mendocino Solid WasteManagement Authority (MSWMA) surcharge ................... ~63.00 per ton Compacted waste delivered by franchised or permitted garbage collectors serving those portions of the County of Mendocino within the "old" Service area. Fee includes the MSWMA surcharge ........................... $71.50 per ton Compacted waste delivered by the franchise or permitted garbage collectors serving the waste customers within the "new" service area. Fee does not include MSWMA surcharge which will be added to stated fee ........................ $64.50 per ton Solid Waste delivered in compacted form in a vehicle or container having a compaction device or has been compacted and transferred to another vehicle. Fee includes the MSWMA surcharge ........ $72.00 per ton Solid waste delivered in a loose uncompacted state by self-haulers, City of Ukiah's Franchised Garbage Collector, County of Mendocino franchise or permitted garbage collectors serving the "old" service area, and the City of Ukiah City Departments. Fee includes the MSWMA surcharge ............ $12.65 per cubic yard Resolution No. 99-6 Page 2 of 7 C~ 1 $ 5 6 ? 8 9 10 11 12 15 15 16 17 18 19 7) 8) Solid waste delivered in a loose uncompacted state by the franchised or permitted garbage collectors serving customers within the "new" service area. Fee does not include MSWMA surcharge which will be added to stated fee ........................... $64.50 per ton Solid waste diverted from disposal and recyclable materials. An MSWMA surcharge is not applied to these items. Fees are as follows: a. TIRES . Automobile, pickup and motorcycle tires, 18 inch wheel size or less in lots of five (5) or less .............. $ 3.10 per tire . Truck tires greater than 18 inch in wheel size in lots of five (5) or less .............. $10.25 per tire . Farm and light construction/ tractor tires ..................... $52.00 per tire . Large earthmover (loaders and scrapers) tires ................. $150.00 per tire . Bulk delivery of tires six (6) or more, automobile pickup and motorcycle .......... $25.75 per cubic yard . Bulk delivery of sliced/ shredded or split tires .......... $25.75 per cubic yard b. Major appliances. These items are accepted only if the compressor systems, lubrication lines and/or freon systems are completely removed. , Refrigerators, freezers and other similar refrigeration appliances ............... $15.75 each 2. Washers (clothes or dishes) ........... $15.75 each 3. Dryer (clothes) ..................... $15.75 each 4. Kitchen ranges .................... $1 5.75 each 5. Water heaters ...................... $15.75 each 6. Appliances similar to above ............ $15.75 each Resolution No. 99-6 3 of 7 .~--4 Page 1 5 6 ? $ 9 10 11 12 13 14 15 16 17 19 20 21 22 23 2~ 25 26 27 C. Do c. Miscellaneous metals ............... $12.65 per cubic yard d. Yardwaste . Generated within the Ukiah City limits, and delivered by the City of Ukiah's Franchised Garbage Collector ............................. No Fee 2. Delivered by all others ........... 83.75 per cubic yard e. Woodwaste. Must be clean, unpainted, unprocessed ....................... 83.75 per cubic yard Miscellaneous recyclables, for which bins have been provided in front of the Gate House ................................. No Fee Hours of Operation . Open to the public from be 8:00 a.m. to 4:00 p.m., five (5) days per week, Tuesday through Saturday and closed on nationally recognized holidays observed at the Ukiah Landfill. . Open to franchised or permitted haulers serving the "old" service area: a. Mondays from 8:00 a.m. to 3:30 p.m. b. Tuesdays through Fridays from 7:00 a.m. to 4:00 p.m. c. Saturdays from 8:00 a.m. to 4:00 p.m. d. Days following Holidays observed at the Landfill - 6:00 a.m. to 4:00 p.m. 3. Open to franchised or permitted haulers serving the "new" service area. a. Mondays from 8:00 a.m. to 3:30 p.m. Tuesdays through Fridays from 8:00 a.m. to 4:00 p.m. Saturdays from 8:00 a.m. to 4:00 p.m. . Landfill Maintenance Hours (maintenance work by City Crews or hired contractors and consultants). a. Mondays from 7:30 a.m. to 4:30 p.m. Tuesdays through Fridays from 4:00 p.m. to 6:00 p.m. Emergency hours may be extended due to emergency. As permitted by the current Solid Waste Facilities Permit Policy and Procedure 1. An annual fee of 83,500 shall be charged to the Cities of Fort Bragg and Willits to help offset additional expenses that are occurred by reason of Monday openings. This fee shall be due on September I for 1997 and 1998. Resolution No. 99-6 Page4of7-- tC) --- 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 2O 21 22 23 24 25 26 27 28 . . . o . The permitted or franchised garbage collectors/haulers serving waste customers within the "new" service area shall be prohibited from utilizing the Ukiah Landfill prior to 8:00 a.m. Monday through Saturday. Self-haulers shall be charged a "mixed rate" of $19.00 per cubic yard for loose loads containing non-separated recyclable materials or other materials specified for diversion from landfilling mixed with solid waste which is to be landfilled. Self-haulers are defined as haulers other than franchised or permitted commercial garbage collector/haulers serving the "old" and "new" service areas. Materials classified as recyclable or designated for diversion from the Landfill will be those specified from time to time by the City Manager, and posted at the entrance to the Landfill facility, and for which appropriate collection bins and/or specific drop-off areas are designated ahead of the Landfill dumping pad. The City Manager reserves the right to add, delete, or otherwise modify at any time the list of materials designated as recyclable or to be diverted. Fees charged are subject to appeal by the payor to the City Manager and City Council on the condition that the payor immediately registers a protest with the Disposal Site Gate Attendant. Fees thus paid shall be received under protest and shall be upheld pending a decision on the merit of the appeal. Any landfill customer may protest the calculation of the fee charged at the gate and appeal the amount of the fee by taking the following steps: , Complete and sign a fee protest form available from the Gate Attendant. 2. Pay the amount of the fee. Any fee paid after a protest form is properly completed and filed with the Gate Attendant shall be deemed to have been paid under protest and will be refunded without interest, if the protest is upheld on appeal. The City will send all notices to the customer's mailing address as stated on the form, unless the customer furnishes the City Clerk with written notice of an address change. Reference herein to the City Manager includes his or her designee, if any. The City Manager shall review the protest form and make a decision concerning the protest within 15 working days from the date on the form. The City Manager may, but is not required to, consult with the landfill customer and/or the Gate Attendant. The City Manager shall notify customer of the decision. If the protest is denied in whole or in part, the City Manager shall provide the customer with a written explanation and a notice that the customer may appeal the City Manager's decision to the City Resolution No. 99-6 Page 5 of 7 -'[ [. "' 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15: 16 17 18 19 2O 21 22 23 24 25 26 27 28 Council by filing a request for appeal with the City Clerk within 10 days of the date on the City Manager's decision. The City Council shall hear the customer's protest at its next regularly scheduled meeting that occurs not sooner than 10 days from the date of the request is filed with the City Clerk. The City Clerk shall notify the customer of the time and date of the hearing. The customer may appear personally or submit written comments to the City Council. At its meeting, the City Council shall hear from the customer or consider his or her written submission and from the Director of Public Works, or any of his or her Staff as he shall deem appropriate. The City Council shall make a final decision for the City after conducting its hearing and shall record its decision in its minutes. The City Clerk shall provide the customer with a copy of the portion of the approved minutes containing the City Clerk's decision within 10 days after the City Council has approved the minutes. The City shall make any refund awarded by the City Manager or the City Council to the customer within 10 working days from the date of the decision. . All volumes computed in cubic yards will be rounded to 1/10 cubic yard increments. . The Landfill shall be closed for business for the following nationally recognized Holidays: a. New Year's Day b. President's Day c. Memorial Day d. Labor Day e. Independence Day f. Columbus Day g. Veterans Day h. Thanksgiving Day i. Christmas Day BE IT FURTHER RESOLVED that all fees, charges, hours of operation, and policy and procedures adopted or readopted herein shall be effective August 6, 1998. III III /// /// /// /// Resolution No. 99-6 Page 6 of 7... [ ?.. -- 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 PASSED AND ADOPTED thi of August, 1998, by the following roll call vote: AYES: NOES: ABSENT: ABSTAIN: Councilmembers Chavez, Ashiku, and Vice-Mayor Mastin. None. Councilmember Kelly, and Mayor Malone. None. s'tin, Vice-Mayor ATTEST: Marie Ulvila, City Clerk Resolution No. 99-6 Page7of7_l.~ - AGENDA SUMMARY ITEM NO. 9a DATE: February 17, 1999 REPORT SUBJECT: REPORT ON THE CITY OF UKIAH LOW INCOME ASSISTANCE PROGRAMS At the regular City of Ukiah City Council meeting of September 2, 1998 council authorized the City Manager to launch the expanded City of Ukiah Emergency Low Income Assistance Program and Senior Citizen Low Income Discount Rate Program to assist Iow income customers with their electric charges on their City utility bills. The first recipients of the programs submitted applications in late October, 1998 and new approvals have been reported on a daily basis ever since. To date, 85 Senior Citizens have qualified and are receiving their first 50 kWh free with the Senior Citizen Low Income Discount Rate Program (a $6.02 credit monthly). In addition, the Emergency Assistance Program has assisted a total of 43 households during the first quarter, providing a benefit amount of $8,020.27. Prior to the development of the City of Ukiah Programs, R.E.A.C.H. reported assisting a total of 58 households for the entire year of 1997. If the new City program progresses at the same rate of 43 households per quarter, we'll expect to assist 172 households a year, three times as many families previously helped. RECOMMENDED ACTION: Receive and file report. ALTERNATIVE COUNCIL POLICY OPTIONS: None Acct. No. (if NOT budgeted): N/A Acct. No.: 806.3765.250 Appropriation Requested: N/A Citizen Advised: N/A Requested by: N/A Prepared by: Patsy Archibald, Customer Service Supervisor ~__~.. Coordinated with: Candace Horsley, City Manager Attachments: none APPROVED: ~r'~-- ~__~~ ~, Candace Horsley, City ~anager PA: Iowinrpt. agn'99 ITEM NO. 9b DATE: Februa~ 17, 1999 AGENDA SUMMARY REPORT SUBJECT: DISCUSSION OF ALTERNATE SITE FOR RECREATION CENTER GRANT PROPOSAL The Recreation Center Committee is working with several agencies to prepare a grant proposal for one-time monies to construct a recreation facility. The funds are through the State's Juvenile and Gang Violence Prevention, Detention, and Public Protection Act of 1998, which is being administered by the Department of the Youth Authority (DOYA). The deadline for submittal of the grant is in March 1999. One of the requirements of the grant is that there be a specific site identified for the recreation center construction. The group will be meeting with the School District on Tuesday to discuss the possibility of earmarking other school facilities besides the Montgomery Wards site for the grant proposal. City staff will be meeting with the recreation center representatives and in communications with the grant writer on Tuesday or Wednesday prior to your City Council meeting, to determine if there is a need for the City to also offer an alternative site as a back-up to any site the School District may be offering. We will be presenting this information at your Council meeting. Staff is also in contact with DOYA representatives to determine their criteria. RECOMMENDED ACTION: After discussion, Council determine if there is an alternative site that can be used for the purposes of the Department of the Youth Authority grant application. ALTERNATIVE COUNCIL POLICY OPTIONS: 1. Determine there is not an alternate location available for siting of the recreation center. Citizen Advised: N/A Requested by: Recreation Center Committee Prepared by: Candace Horsley, City Manager Attachments: None. candace Horsley, City M~nager 4/Can. ASRRec.99 ITEM NO.: !0a DATE: February 17, 1999 AGENDA SUMMARY REPORT SUBJECT: ADOPTION OF RESOLUTION APPROVING THE NEGATIVE DECLARATION AND ADOPTING THE CITY OF UKIAH BICYCLE AND PEDESTRIAN MASTER PLAN SUMMARY: On May 4, 1994, the City Council conditionally approved the KMART Use Permit, and imposed condition No. 23, requiring KMART to contribute $36,250 to an "Air Quality Offset Fund" that would be used to "pursue measures maintaining appropriate air quality levels." Later that year, the Council unanimously decided to use the KMART air quality off-set funds on both a Bicycle and Pedestrian Master Plan for the City ($19,800), as well as grant matching money towards implementing the Plan ($16,450). The funds were received from KMART in 1998, and the City hired a professional transportation planning firm to assist in the preparation of this important Plan for our community. With the guidance of an ad-hoc Advisory Committee, and the benefit of two successful community workshops and input from the City's Traffic Engineering Committee, the consulting team prepared a comprehensive action oriented plan for improving and enhancing our local bicycle and pedestrian facilities. After undergoing a very positive public hearing before the City Planning Commission, the Bicycle and Pedestrian Master Plan is ready for City Council adoption. (continued on page 2) RECOMMENDED ACTION: 1) Incorporate the Planning Commission's recommended changes to the Plan; and 2) Adopt the Resolution which approves the Negative Declaration and adopts the Bicycle and Pedestrian Master Plan. ALTERNATIVE COUNCIL POLICY ACTION: 1. Do not adopt the Resolution and provide direction to staff. Public Notice: Publicly noticed in the Ukiah Daily Journal Requested by: Planning Department Prepared by: Charley Stump, Senior Planner and Dave Lohse, Associate Planner Coordinated with: Candace Horsley, City Manager and Bob Sawyer, Planning Director Attachments: . . 3. 4. 5. Resolution approving the Negative Declaration and adopting the Bicycle and Pedestrian Master Plan Negative Declaration Planning Commission Staff Report, dated January 27, 1999 Planning Commission minutes, dated January 27, 1999 List of Planning Commission recommendations APPROVED;, ~ce Horsley, City h~nager Overview of the Plan The Plan establishes specific goals and objectives for improving and enhancing bicycle and pedestrian circulation patterns within the City. It also includes recommendations for new biking and pedestrian facilities, the upgrading of existing facilities, the linkage with existing or proposed County biking and pedestrian facilities, and the creation of safety education programs. It also contains an implementation and financing strategy designed to ensure that the specific projects and programs can be financed primarily through State and Federal grant funds. The major recommendations contained in the plan include the following: A pedestrian/bicycle path along the Northwest Pacific (NWP) railroad right-of-way from Ford Street to Norgaard Lane. . The creation of a pedestrian/bicycle lane along the Clay Street-Peach Street-Gibson Creek corridor through the NWP railroad station redevelopment site, which would also connect the City's west-side neighborhoods with neighborhoods located on the east side of Highway 101. . The extension of existing bicycle lanes on Gobbi Street, which would provide a continuous bike path from Oak Manor Drive to Dora Street. . The creation of a signed bike route that would run in a north-south direction through the west side of Ukiah. . The completion of bicycle lanes along Orchard Avenue as part of the proposed extension of this street to Brush Street. o The establishment of a Downtown Pedestrian District, with improvements designed to encourage walking in this area. 7. A Citywide program to connect "missing links" in the sidewalk system. o The enhancement of pedestrian safety, and the provision of safe connections between pedestrian-friendly areas that are separated by large, heavily-trafficked streets (i.e. State Street) by the improvement of major pedestrian street crossings. . The establishment of bicycle and pedestrian safety enhancement programs for children and other persons who ride or walk within the City. 10. The hiring of a part-time transportation planner or using in-house staff to implement the Plan. Financing The Improvements The City of Ukiah has historically invested approximately $10,000 annually in bicycle and pedestrian facilities in the form of sidewalk and bike lane construction and maintenance. The Plan proposes to substantially increase this amount by utilizing State and Federal grants. These funds can cover up to 85% of the total cost for all the improvements envisioned in the Plan. VVhile these funding sources are extremely competitive, the City will be in a good position to compete with an adopted Master Plan detailing specific improvements and their estimated costs. Financing Plan Short Term (Years 1-5) Year Total Costs TEA-21 State/Regional Local/Private 1999 $400,000 $240,000 $100,000 $60,000 2000 $530,000 $318,000 $132,500 $79,500 2001 $260,000 $156,000 $65,000 $39,000 2002 $74,000 $44,400 $18,500 $11,100 2003 $36,000 $21,600 $9,000 $5,400 Total $1,300,000 $780,000 $325,000 $195,000 Percentage 100% 60% 25% 15% Staffing Implications The Plan suggests two alternative ways in which to successfully implement the Plan. Ideally, a part-time transportation planner would be hired to pursue grants, monitor improvements, etc. It is unknown exactly how much time would be needed to dedicate to the position, but it is assumed that it would involve a considerable amount of funds. Alternatively, the duties of implementing the Plan could be divided between the Planning and Public Works Departments. However, the Director of Public Works is concerned about this option, because of the current workload and priorities of the Public Works Department. This issue does not require resolution prior to the adoption of the Plan. Once the Plan is adopted, staff will define the amount of time and costs associated with the two alternatives, and discuss the matter further with the Council at a later date. Planning Commission Review On January 27, 1999, the City of Ukiah Planning Commission conducted a public hearing, and received a very positive response from those in attendance. After identifying a number of minor typographical error's, and agreeing on both word changes and small modifications to the Plan, the Commission voted unanimously to recommend its adoption to the City Council. A complete listing of the Planning Commission's recommendations are included with the Agenda Summary Report as Attachment No. 5. Staff supports the Planning Commission's suggested changes, and recommends that the City Council incorporate them into the document prior to taking action on the Resolution adopting the Plan. Conclusions Staff and the Planning Commission are very pleased with the Draft Bicycle and Pedestrian Master Plan, as well as with the positive response it has received from the public. The Plan is very comprehensive, and its implementation is segmented into both short and mid-long term time periods. The financing strategy for improvements relies on State and Federal grants for the majority of funding, which is realistic because the available funds at both levels has been dramatically increased in the recent past. The preparation and adoption of the Bicycle and Pedestrian Master Plan implements a major component of the City General Plan, and is a significant step towards improving our local bicycle and pedestrian facilities and promoting alternative transportation within the City. 6 7 8 9 10 11 12 13 14 15 16 17 18 19 2O 21 22 23 24 25 26 27 28 RESOLUTION NO. RESOLUTION OF THE CITY COUNCIL OF THE CITY OF UKIAH APPROVING THE NEGATIVE DECLARATION AND ADOPTING THE BICYCLE AND PEDESTRIAN MASTER PLAN WHEREAS, on May 4, 1994, the City Council conditionally approved KMART Use Permit application 93-32, and imposed condition No. 23, requiring KMART to contribute $36,250 to an "Air Quality Offset Fund" that would be used to "pursue measures maintaining appropriate air quality levels"; and WHEREAS, in late 1994, the Council unanimously decided to use the KMART air quality off-set funds on both a Bicycle and Pedestrian Master Plan for the City, as well as grant matching money towards implementing the Plan; and WHEREAS, the City Council determined that this use of the funds would satisfy the purpose and intent of condition No. 23 imposed on the KMART Use Permit, and would be in the best interest of the citizens of Ukiah; and WHEREAS, the City hired the professional transportation planning firm of Whitlock & Weinberger (W-Trans) to prepare the Bicycle and Pedestrian Master Plan; and WHEREAS, a number of community workshops were conducted to receive input from the public regarding existing and future bicycle and pedestrian facilities within the City; and WHEREAS, on January 27, 1999, the City Planning Commission conducted a public hearing, and after considerable positive input from the general public, voted unanimously to recommend City Council approve of a Negative Declaration and adoption of the Bicycle and Pedestrian Master Plan; and WHEREAS, on February 17, 1999, the City Council conducted a public hearing to consider the Negative Declaration, the merits of the Bicycle and Pedestrian Master Plan, and the comments and recommendation of the City Planning Commission; and RESOLUTION NO. Page 1 of 2 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 2O 21 22 23 24 25 26 27 28 WHEREAS, the City Council finds that the Negative Declaration is adequate and complete, and fulfills the requirements of the California Environmental Quality Act. NOW, THEREFORE BE IT RESOLVED that the City Council of the City of Ukiah hereby approves the Negative Declaration, and adopts the Ukiah Bicycle and Pedestrian Master Plan as recommended by the City Planning Commission, and included as Exhibit "A." PASSED AND ADOPTED on February 17, 1999, by the following roll call vote: AYES: NOES: ABSTAIN: ABSENT: Sheridan Malone, Mayor ATTEST: Marie Ulvila, City Clerk RESOLUTION NO. Page 2 of 2 CITY OF UKIAH NEGATIVE DECLARATION DATE: APPLICANT: PROJECT: LOCATION: December 22, 1998 City of Ukiah - Public Works & Planning Departments Master Bicycle and Pedestrian Plan Citywide DESCRIPTION OF PROPOSAL: The project involves the preparation of a comprehensive Citywide Bicycle and Pedestrian Master Plan. The Plan contains goals and objectives, a discussion of existing conditions, a circulation strategy, design and performance standards, an implementation strategy, and a discussion of potential funding sources. The major recommendations contained in the plan, and those which are analyzed in this Initial Study include developing a pedestrian/bike path along the NWP railroad right-of-way from Ford Street to Norgaard Lane; the creation of a pedestrian/bicycle corridor along Clay Street - Peach Street - Gibson Creek corridor through the NWP station redevelopment site; the extension of bike lanes on Gobbi Street from Oak Manor Drive to Dora Street; the creation of north-south signed bike route along the west side of Ukiah; the creation of bike lanes on Orchard Avenue from Gobbi Street to Ukiah High School via Brush Street; formalization and improvements to the downtown pedestrian district; the development of a Citywide program to provide sidewalks on "missing links"; and the development of pedestrian street enhancements on key corridors to connect the most vital pedestrian activity areas. ENVIRONMENTAL SETTING: The City is densely urbanized, yet contains unique environmental resources such as mature trees and natural creeks. ENVIRONMENTAL ANALYSIS: The project is a Master Plan that identifies possible future capital improvements projects to improve and enhance bicycle and pedestrian facilities in the City of Ukiah. As such, it is fully recognized that future environmental review will occur with each development project if and when they are proposed. As a result of this Initial Study, no significant adverse environmental impacts were identified because none of the conceptual improvements involve development in sensitive environmental settings, and none would degrade the quality of the local environment. FINDINGS SUPPORTING A NEGATIVE DECLARATION: . Based upon the analysis, findings, and conclusions contained in the Initial Study, the project does not have the potential to degrade the quality of the local or regional environment. . Based upon the analysis, findings, and conclusions contained in the Initial Study, the project will not result in short-term impacts that will create a disadvantage to long-term environmental goals. . Based upon the analysis, findings, and conclusions contained in the Initial Study, the project will not result in impacts that are individually limited, but cumulatively considerable. . Based upon the analysis, findings, and conclusions contained in the Initial Study, the project will not result in environmental impacts which will cause substantial adverse effects on human beings, either directly or indirectly. . The potentially significant impacts resulting from this project would be mitigated to levels that are not considered to be significant if the recommended mitigation measures are adopted. STATEMENT OF DECLARATION: After appraisal of the possible impacts of this project, the City of Ukiah has determined that there is no substantial evidence that the project will have a significant adverse impact on the environment, and further, that this Negative Declaration constitutes compliance with the requirements for environmental review and analysis required by the California Environmental Quality Act. This Negative Declaration and associate/al' Initial Study may be reviewed at the Ukiah branch of the Uendoci. i. po)C..~unty~rary at 105~ North,)~la...[g Street, Ukiah, or at the City of Ukiah Planning Department, u I. BACKGROUND INFORMATION . Name of Project Proponent: City of Ukiah Public Works & Planning Departments 2. Address of Project Proponent: 300 Seminary Avenue, Ukiah, CA 95482 3. Name of Project: City of Ukiah Master Bicycle and Pedestrian Plan 4. Assessors Parcel Number(s): N/A . . Date of Initial Study Preparation: December 24, 1998 ~iame of Lead Agency: City of Ukiah Planning Department . Address and Phone Number of Lead Agency: (707) 463-6200 300 Seminary Avenue, Ukiah, CA 95482 . Project Description: (see the detailed proiect description on page 2 of this Initial Study). 9. Person(s) Responsible for Preparing Initial Study: Planner Master Bicycle and Pedestrian Master Plan INITIAL STUDY PROJECT DESCRIPTION The project involves the preparation of a comprehensive Citywide Bicycle and Pedestrian Master Plan. The Plan contains goals and objectives, a discussion of existing conditions, a circulation strategy, design and performance standards, an implementation strategy, and a discussion of potential funding sources. The major recommendations contained in the plan, and those which are analyzed in this Initial Study include the following: 1. A pedestrian/bike path along the NWP railroad right-of-way from Ford Street to Norgaard Lane. 2. The creation of a pedestrian/bicycle corridor along Clay Street - Peach Street - Gibson Creek corridor through the NWP station redevelopment site. 3. The extension of bike lanes on Gobbi Street from Oak Manor Drive to Dora Street. 4. The creation of north-south signed bike route along the west side of Ukiah. 5. Once Orchard Avenue is extended to brush Street, the completion of bike lanes on Orchard Avenue from Gobbi Street to Ukiah High School. 6. Formalization and improvements to the downtown pedestrian district. 7. A Citywide program to provide sidewalks on "missing links." 8. Pedestrian street enhancements on key corridors to connect the most vital pedestrian activity areas. 9. The proposed Master Plan also includes policies for the establishment of programs to teach children and other persons how to walk and bike safely within the City of Ukiah. Master Bicycle and Pedestrian Master Plan INITIAL STUDY WI LL THE PROJECT RESULT IN THE FOLLOWING ENVIRONMENTAL EFFECTS: 1. EARTH / SOILS: Unstable earth conditions or changes in geologic structures. Disruptions, Displacements, Compaction, or overcovering of soil. Change in topography or ground surface relief features. The destruction, covering, or modification of any unique geologic or physical features. Any increase in wind or water erosion of soils, either on or off the site. Changes in deposition or erosion of beach sands, or changes in siltation, deposition, or erosion that may modify the channel of a river, stream, inlet, or bay? Exposure of people or property to geologic hazards such as earthquakes. No Not Significant Significant Unless Mitigated Significant No Apparent Mitigation Cumulative Impacts Master Bicycle and Pedestrian Master Plan INITIAL STUDY WI LL THE PROJECT RESULT IN No Not Significant Significant Cumulative THE FOLLOWING Significant unless No Impacts ENVIRONMENTAL EFFECTS: Mitigated Apparent Mitigation 2. WATER: a. Changes in the currents, or the [~ [~ [~ [~ [~ course of water movements, in either fresh or marine waters. b. Changes in the absorption rates, ~ drainage patterns, or the rate and[~ [~ [~ ~ [~ amount of surface runoff. c. Alterations to the course or flow of [~ [~ [~ [~ [~ flood waters or ground waters. d. Change in the amount of surface [~ [~ [~ [~ [~ water in any water body or any discharge into surface water. I e. Any degradation or alteration of [~ [~ [~ [~ [~ surface water quality, including but not limited to temperature, dissolved oxygen or turbidity. f. Alteration of the direction or rate of [~ [~ ~ ~ [~ flow of ground water. g. Change in the quantity of ground ~ water, either through direct additions[~ [~ [~ ~ [~ or withdrawals, or through interception of an aquifer by cuts or excavations. h. Change in the quality of ground [~ [~ [~ [~ [~ water. i. Substantial reduction in the amount of [~ [~ [~ [~ [~ water otherwise available for public water supplies. j. Exposure of people or property to [~ [~ [~ [~ [~ water related hazards such as flooding or tsunamis. Master Bicycle and Pedestrian Master Plan INITIAL STUDY WI LL THE PROJECT RESULT IN NO Not Significant Significant Cumulative THE FOLLOWING significant Un,ess No ~mpac~s ENVIRONMENTAL EFFECTS: Mitigated Apparent Mitigation :3. PLANT LIFE: a. Change in the diversity of species, or numbers of any species of plants including trees, shrubs, grass, crops, and aquatic plants. b. Reduction of the numbers of any unique, rare, or endangered species of plants. c. Introduction of new species of plants into an area, or in a barrier to the normal replenishment of existing species. d. Reduction in acreage of any agricultural crop. Master Bicycle and Pedestrian Master Plan INITIAL STUDY LL THE PROJECT RESULT IN No Not Significant Significant Cumulative THE FOLLOWING Significant Unless No Impacts ENVIRONMENTAL EFFECTS: Mitigated Apparent Mitigation 4. ANIMAL LIFE: a. Change in the diversity of species, or [~ number of any species of animals [~ [~ [~ [~ including birds, land animals, reptiles, fish, insects, and bethnic organisms. b. Reduction in the number of any [~ [~ ~ [~ [~ unique, rare, or endangered species of animals. c. Introduction of new species of [~ J~ ~ [~ [~ animals into an area, or in a barrier to the migration or movement of animals. d. Deterioration of existing fish or wildlife [~ [~ [~ ~ [~ habitat. 5. NOISE: a. Increase in existing noise levels. [~ [~ ~ ~ ~ b. Exposure of people to severe noise Master Bicycle and Pede=,;.Han Master Plan INITIAL STUDY WI LL THE PROJECT RESULT IN NO Not Significant Significant Cumulative THE FOLLOWING Significant Unless No Impacts ENVIRONMENTAL EFFECTS: Mitigated Apparent Mitigation 6. LIGHT AND GLARE: a. Production of new light and glare. b. Reduction of solar exposure or adverse impacts to existing solar collection facilities. 7. LAND USE: a. Substantial alteration of the present or planned land use of a given area. 8. NATURAL RESOURCES: a. Increase in the rate of use of any natural resources. Master Bicycle and Pedestrian Master Plan INITIAL STUDY WI LL THE PROJECT RESULT IN No Not Significant Significant Cumulative THE FOLLOWING Significant Unless No Impacts ENVIRONMENTAL EFFECTS: Mitigated Apparent Mitigation 9, RISK OF UPSET: a. A dsk of an explosion or the release ~ of hazardous substances, (includingL~ ~ [~ [~ [~ oil, pesticides, chemicals, or radiation) in the event of an accident or upset conditions. b. Possible interference with an ~ emergency response plan or~ ~ [~ [~ [~ evacuation plan. 10. POPULATION: a. Alterations in the location, distribution, ~ ~ [~ ~ ~ density, or growth rate of human populations. 11. HOUSING: a. Will the proposal effect existing [~'"~ [~ [~ ~ [~ housing or create a demand for new housing? Master Bicycle and Pedestrian Master Plan INITIAL STUDY WI LL THE PROJECT RESULT IN NO Not Significant Significant Cumulative THE FOLLOWING Significant Unless No Impacts ENVIRONMENTAL EFFECTS: Mitigated Apparent Mitigation 12. TRANSPORTATION: a. Generation of substantial additional [~ [~ [~ [~ [~ vehicular movement? b. Effects on existing parking facilities, [~ [~ [~ [~ [~ or demand for new parking facilities? c. Substantial impact upon existing [~~ [~ [~ [~ [~ transportation systems? d. Alterations to present pattems of ~ circulation or movement of people [~[~ [~ [~ [~ and/or goods? e. Alterations to waterborne, rail, or air [~ [~ [~ [~ [~ traffic? f. Increase in traffic hazards to motor [~ [~ [~ [~ [~ vehicles, bicyclists or pedestrians? g. Degradation of the level of service ~ ~...-' (LOS) of any intersection toan[~ [~ [~ [~ [~ unacceptable level? Master Bicycle and Pedestrian Master Plan INITIAL STUDY WI LL THE PROJECT RESULT IN No Not Significant Significant Cumulative THE FOLLOWING Significant Unless No Impacts ENVIRONMENTAL EFFECTS: Mitigated Apparent Mitigation 13. PUBLIC SERVICES: a. Will the proposal have an effect upon, or result in a need for new or altered government services in any of the following areas: 1. Fire protection? [~' [~ [~ [~ [~ 2. Police protection? [~ [~ [~ [~ [~ c oo,s? 4. Parks & recreation facilities? [~ [~ [~ [~ [~ 5. Maintenance of public facilities? [~' [~ [~ ~ [~ 6. Other governmental services? [~ [~ [~ ~ [~ 14. ENERGY: a. Use of substantial amounts of fuel or [~ [~ [~ [~ [~ energy? b. Substantial increase in demand upon [~' [~ [~ [~ [~ existing sources of energy, or require the development of new energy sources? Master Bicycle and Pedestrian Master Plan INITIAL STUDY 10 WI LL THE PROJECT RESULT IN No Not Significant Significant Cumulative THE FOLLOWING Significant Unless No Impacts ENVIRONMENTAL EFFECTS: Mitigated Apparent Mitigation 15. UTILITIES: a. Will the project result in a need for new systems or substantial alterations to the following: 1. Potable water? [~ [~ [~ [~ [~ 2. Sewerage? [~ [~ [~ [~ [~ 3. Transmission lines? [~ [~ [~ [~ [~ 16. HUMAN HEALTH: a. Creation of any health hazard or [~ [~ [~ [~ [~ potential health hazard? b. Exposure of people to any existing f health hazards? [~' [~ [~ [~ Master Bicycle and Pedestrian Master Plan INITIAL STUDY 11 WI LL THE PROJECT RESULT IN No Not Significant Significant Cumulative THE FOLLOWING Significant Unless No Impacts ENVIRONMENTAL EFFECTS: Mitigated Apparent Mitigation .17. AESTHETICS: a. Obstruction of any scenic vista or view open to the public, or create an ~' ~ ~ ~ [~ aesthetically offensive site open to public view? .18. RECREATION: a. I mpsct upon the quality or quantity of ~ [~ [~ ~ [~ existing recreational opportunities? '19. CULTURAL RESOURCES: a. Alteration or destruction of a [~ ~ [~ [~ ~ prehistoric or historic archaeological site? b. Adverse physical or aesthetic effects [~ [~ [~ ~l [~ to a prehistoric or historic building or structure? c. Cause a physical change that would ~ [~ ~ ~ ~ effect the unique ethnic cultural values? Master Bicycle and Pedestrian Master Plan INITIAL STUDY 12 WI LL THE PROJECT RESULT IN No Not Significant Significant Cumulative THE FOLLOWING Significant Unless No Impacts ENVIRONMENTAL EFFECTS: Mitigated Apparent Mitigation 20. AIR: a. Violation of any State or Federal air ~1 [~ [~ [~ [~1 quality standard. b. The creation of objectional odors. [~ [~ ~ [~ [~ c. Alteration of air movement, moisture, ~ or temperature, or any change inL~ [~ [~ [~ [~ climate, either locally or regionally? Master Bicycle and Pedestrian Master Plan INITIAL STUDY 13 1. EARTH/SOILS: The Ukiah Valley is part of an active seismic region that contains the Maacama Fault, which traverses the valley to the east and north of the City. According to resource materials maintained by the Ukiah Planning Department, the projected maximum credible earthquake along this fault would be approximately 7.4 magnitude on the Richter scale. According to information compiled by the U.S. Department of Conservation, the potential project sites reviewed in the proposed Master Bicycle and Pedestrian Plan are underlain by a variety of"urban" soil types, which consist of naturally occurring soils that have been mixed with fill deposits. None of the sites contain known unique geologic or physical features, or areas of instable soils. a. Impacts: Soils on the various project sites incorporated in the Master Plan have been substantially altered by the introduction of dirt and other fill materials over many years, and there are no definable soil types or formations that are expected to cause adverse impacts or be irreversibly affected by the minor grading activities or other modifications to soils (disruptions, displacements, compactions, or overcovering) that would be needed to construct the improvements listed in the Plan. This determination is based on the fact that the majority of new pedestrian or bicycling facilities would be constructed over existing pavement or in public street rights-of-way that would link gaps between existing sidewalks and bike paths. Other proposed bicycle and pedestrian improvements would be developed as part of larger Citywide roadway projects that involve engineered improvement plans. Potential environmental impacts resulting from these projects will be analyzed at the time the formal plans are completed. The Master Plan may lead to the development of new bike paths over several larger areas of the City that are currently not paved, including the proposed "rails with trails" path next to the Northwest Pacific Railroad tracks, and a proposed bike path linkage between Bush Street and Ukiah High School. The development of these areas would result in minor grading and overcovering of soils, but both of the projected areas are regularly used for foot traffic and maintenance vehicles and have already been substantially compacted. Therefore, no substantial adverse impacts to soils are anticipated. Furthermore, the Master Plan is a policy document that would establish a priority and the conceptual designs and locations for the development of the pedestrian and bicycle facilities described earlier. It does not contain exact project locations or technical specifications, and detail environmental review of these projects will be performed during the development phase for each of these improvements. Master Bicycle and Pedestrian Master Plan INITIAL STUDY 14 b. Mitigation: None required. 2. WATER: Potential project sites would be located next to or over sections and tributaries of Doolan Creek, Gibson Creek and Orr Creek, which all flow east from the hills to the west of Ukiah to the Russian River. a. Impacts: The potential project sites included in the Master Plan span long areas that cross over or abut existing creeks and tributaries in the area, and additional grading and paving activities associated with the development of pedestrian and bike improvements could cause additional drainage into these creeks. However, no significant adverse impacts to water movements, absorption rates, drainage patterns, or the rate of surface runoff in affected areas is expected since the actual development in these areas would be over existing paved areas or would require only minor grading and paving activities to construct new paths or sidewalks. It is also anticipated that there would be no degradation or alteration of existing surface water quality since new paths would not cause any additional motor vehicle use, which would be the most prolific polluter over paved areas. There would also be no substantial increases in the amounts of ground water, the direction of its flow or alteration of its quality since the majority of pedestrian and bike facilities would be located on existing pavement on public streets, with drainage moved to existing storm drains adjacent to these streets. b. Mitigation: None required. 3. PLANT LIFE: Resources maintained by the Planning Department reveal no known plant species within potential project areas that are included in Federal or State listings as rare, threatened or endangered. a. Impacts: The majority of the pedestrian and bicycle improvements proposed in the Master Plan would be located on paved areas and would have no impacts to existing plant life in the City of Ukiah. Additionally, the proposed pedestrian and bike path proposed for the areas adjacent to the railroad tracks would not affect existing vegetation since there is none due to the maintenance of the railroad right-of-way. The bike path link proposed for the area between Bush Street and Ukiah High School would run within the driplines of existing oak trees, but would be constructed over an area that is already compacted by foot traffic and maintenance vehicles, and no substantial impacts to these trees is anticipated. The development of additional pedestrian and bike facilities would also include the planting of more trees to provide shade and visual enhancements, but any trees located along such facilities would be required to comply with Municipal Code requirements for street trees and/or trees that are native or adaptable to the Ukiah Valley area. Therefore, it is not anticipated that a substantial number of exotic tree species would be introduced within City limits. b. Mitigation: None required. Master Bicycle and Pedestrian Master Plan INITIAL STUDY 15 4. ANIMAL LIFE: According to the Natural Diversity Data Base prepared by the California Department of Fish and Game, there are no known rare, threatened or endangered animal species within potential project areas. a. Impacts: The majority of the potential projects would be developed on existing pavement, and would not cause any adverse impacts to wildlife in those areas. The development of new pedestrian and bike paths would require some minor grading and paving in certain areas, but these activities would be limited to open areas located away from streams, mature trees and other concentrations of animal habitat, and no substantial impacts to wildlife would be caused by these improvements. b. Mitigation: None required. $. NOISE: The development of additional pedestrian and bicycle facilities would increase the number of persons using existing or proposed rights-of-way, which would cause minor increases in ambient and incidental noise occurrences. a. Impacts: The construction and use of additional pedestrian and bicycle facilities would cause more persons to pass through affected areas, and a minor increase in incidental noise is anticipated. However, noise occurrences would be caused primarily by occasional conversations between users, which would generally cause only minor and short-lived disturbances. Additionally, most of the proposed conceptual improvements would occur within existing street rights-of-way, where existing vechicle noise would dominate the minor sounds resulting from human conversation. b. Mitigation: None required. 6. LIGHT AND GLARE: The proposed pedestrian and bicycling facilities would not create additional sources of light or glare. a. Impacts: The proposed pedestrian and bicycle improvements would not cause additional sources of glare since the standard paving materials (i.e. asphalt or cement) that would be used are generally nonreflective. These improvements would not cause additional sources of light either since pedestrian or bike paths along existing roads would be illuminated by existing streetlights, and new bike paths in unlighted areas would be not be lit at all. b. Mitigation: None required. 7. LAND USE: The potential project areas are located on lands with a variety of General Plan land use designations and Zoning Districts since these projects are City-wide in scope. a. Impacts: The lands that would be affected by the potential pedestrian and biking projects are designated with a wide variety of General Plan land use designations, but the General Plan is highly supportive of improving both pedestrian and bicycling facilities Citywide. In fact, the proposed Master Master Bicycle and Pedestrian Master Plan INITIAL STUDY Plan is being prepared, in part, to implement the goals and policies of the General Plan that require such improvements. The proposed projects would also extend through multiple Zoning Districts, but such facilities are permitted uses in all of these districts. Furthermore, it is not anticipated that the improvement of existing pedestrian and bicycling facilities, and the development of new ones, would cause substantial impacts to existing land uses since most of these facilities would be developed on existing paving or in existing rights-of-way. Additionally, new paths would be developed in areas that are already trafficked by foot traffic or other recreational users, and the development of paved paths would enhance the existing uses. b. Mitigation: None required. 8. NATURAL RESOURCES: The construction of. the proposed pedestrian and bike facilities would utilize asphalt, cement and other materials made from natural materials or alloys. a. Impacts: The proposed pedestrian and bicycling would require the use of asphalt, cement and other materials made from natural resources, but the amounts needed to complete these projects is not significant and none of the materials are rare or uncommon to the area. b. Mitigation: None required. 9. RISK OF UPSET: The development of the proposed pedestrian and bike facilities would link or extend existing facilities, and introduce bike paths into areas devoid of such facilities. a. Impacts: The development of the proposed pedestrian and bike facilities would not require the use of hazardous or explosive materials, and would not expose persons to such risks. In addition, there is nothing to indicate that the development or use of these facilities would interfere with an emergency response or evacuation plan; in fact, the linkage and expansion of such facilities may actually extend the range of emergency vehicles by providing all-weather surfacing in previously unpaved areas. b. Mitigation: None required. 10. POPULATION: The current population for the City of Ukiah is approximately 15,015 persons, with a projected annual growth rate that is less than two percent (2.0%) per year. a. Impacts: The proposed pedestrian and bike projects would have no direct impact on increasing or decreasing the population for the City of Ukiah since the projected facilities would have no direct growth-inducing qualities. Enhancement of pedestrian and biking facilities could improve the quality of life by providing safer routes and improved air quality, but it is not anticipated that these effects would be sufficient by themselves to cause more persons to move within City limits. b. Mitigation: None required. Master Bicycle and Pedestrian Master Plan INITIAL STUDY 11. HOUSING: The proposed projects would not require the construction of new housing or the reduction of existing housing stocks. a. Impacts: The proposed pedestrian and biking projects would enhance existing facilities and develop new facilities, but would not require the demolition of any existing housing or the construction of any additional housing. b. Mitigation: None required. 12. TRANSPORTATION: The proposed pedestrian and bicycle facilities that would be constructed as part of the Master Plan would require some modifications to existing and proposed roadways. a. Impacts: The proposed pedestrian and biking enhancement projects would improve sidewalks and bike paths, and develop new recreational bike paths, which would theoretically contribute to a reduction in the number of vehicle trips within the City of Ukiah. In addition, the majority of this development would occur within existing rights-of-way and would not require major expansion or alteration of existing transportation systems or alterations to waterborne, rail or air traffic. Some of the proposed projects could require that existing vehicle lanes be reduced in width to accommodate wider pedestrian and bicycle facilities, but none of the proposed pedestrian or biking projects would require the capacity of these roads or area intersections be reduced. In fact, it is anticipated that the proposed improvements would actually serve as "traffic calming" measures that would effectively slow traffic without reducing capacity of area roads or intersections. The full implementation of the programs in the Master Plan would also induce some persons to walk or bike instead of driving motorized vehicles, contributing to at least an incremental decline in the projected number of new vehicle trips anticipated as the City and its environs become more populated. One of the primary goals of the Master Plan is to provide safer routes for both pedestrians and bike riders, and none of the proposed projects would create traffic hazards. It is not anticipated that the number of accidents that occur between motor vehicles, pedestrians and bicyclists would increase as a result of the proposed improvements, because pedestrians and bicyclists would now have defined facilities, and would no longer have to "share" the road with cars and trucks. b. Mitigation: None required. 13. PUBLIC SERVICES: The proposed pedestrian and bicycle projects would be located within the City of Ukiah, where all public services are available. a. Impacts: None of the proposed pedestrian and bike projects would affect existing government services directly, or result in the need for substantial new or altered services. The proposed bike trail(s) along the railroad right-of-way and between Bush Street and Ukiah High School could require minor increases in maintenance costs. However, if and when City deciscion makers approve future detailed plans for these improvements, the cost for future maintenance will be factored in the discussions, and if the projects are approved, maintenance costs will be allocated to the appropriate departments through the budgetary process. Master Bicycle and Pedestrian Master Plan INITIAL STUDY The development of additional pedestrian and bicycle facilities would also require regular police patrols and emergency response to areas of the City that do not now require such efforts on a regular basis. However, the development of the facilities would also enhance such patrols and emergency responses by increasing access and eliminating barriers to areas, and therefore no substantial increases in staffing levels or other costs are anticipated. b. Mitigation: None required. 14. ENERGY: The development of the proposed pedestrian and biking projects would require that fossil fuels and other energy sources be used during construction, but no long-term impacts to such fuel sources are anticipated. a. Impacts: It is anticipated that the development of the proposed pedestrian and biking projects would require the use of fossil fuels and other energy sources (i.e. electrical) during development, but no long-term usage would be required since these facilities would encourage energy-efficient travel by foot or bicycle. b. Mitigation: None required. '1,5. UTILITIES: The proposed pedestrian and biking projects would not require new utility systems to be constructed. a. Impacts: The development of the proposed pedestrian and biking projects may require minor modifications to existing utility systems if power poles, manholes or other infrastructure has to be moved or removed to provide access. However, it is not anticipated that such access would require major alterations to existing electrical, water and sewer lines since the majority of these lines are already located in rights-of-way. b. Mitigation: None required. '16. HUMAN HEALTH: The proposed pedestrian and bike projects would increase the number of persons that walk and/or ride bicycles, and a minor increase in the number of accidents between pedestrians, bicyclists and motor vehicles is anticipated. a. Impacts' The enhancement of existing pedestrian and biking facilities and the development of additional facilities will cause an increase in the number of persons that walk and/or ride on such facilities. This increase in use will not cause an increase in the number of accidents between the same improvements would increase the safety of using such facilities. In fact, it is likely that the percentage of accidents between pedestrians, bicyclists and motor vehicles will actually decline by a substantial amount. b. Mitigation' None required. Master Bicycle and Pedestrian Master Plan INITIAL STUDY 17. AESTHETICS: The majority of the proposed pedestrian and biking projects would result in few aesthetic impacts due to the fact that they would be located within developed right-of-way. New pedestrian and biking trails would cause changes to the aesthetic values of affected areas, but the lack of major structures would result in minimal aesthetic effects. a. Impacts: The majority of the proposed pedestrian and bike projects would occur within existing rights-of-way, and few aesthetic impacts would result from their development. In fact, it is likely that the development of these facilities would enhance existing rights-of-way since some of the projects would gaps in existing sidewalks and provide room for additional landscape planter areas. The development of new pedestrian and bike paths would not substantially alter existing viewsheds since these facilities would be located next to, or within, areas that are already used by the public. In fact, the development of paved trails would result in a more defined travel route that could protect other areas from the more detrimental effects of this informal use, and could encourage the planting more trees or other landscaping in areas that are largely devoid of vegetation. b. Mitigation: None required. 18. RECREATION: The proposed pedestrian and bike projects would create direct recreational benefits by providing safer paths for walking or riding, and by linking various parks and other recreational areas. a. Impacts: The proposed pedestrian and biking projects would improve and expand the walking and riding facilities that currently exist in the City of Ukiah, providing safer opportunities to recreational users. In addition, the proposed pathways would link many of the existing parks and recreational fields located at local schools, which would increase opportunities for persons that do not drive to use such facilities. However, it is not anticipated that major impacts to existing recreational facilities would occur since there is no evidence that the projected increase in users would be large. b. Mitigation: None required. 19. CULTURAL RESOURCES: There are no known historical, archeoiogical or cultural resources located on any of the proposed project sites. a. Impacts: There are no known historical, cultural or archeological resources on any of the proposed project sites, and the development of pedestrian and bike facilities would, therefore, have no significant adverse impacts to such resources. b. Mitiqation: None required. Master Bicycle and Pedestrian Master Plan INITIAL STUDY =o 2-2/ 20. AIR QUALITY A. Settinq- Air Basin Characteristics The concentration of a given pollutant in the atmosphere is determined by the amount of pollutant released and the atmosphere's ability to transport and dilute the pollutant. The major determinants of transport and dilution are wind, atmospheric stability, terrain, and sunshine. In Ukiah, the combined effects of moderate winds, clear skies, frequent atmospheric inversions that restrict vertical dilution, and terrain that restricts horizontal dilution, result in a relatively high potential for air pollution. The project site is situated in the northeast portion of Ukiah, which is located in the fiat and narrow Ukiah Valley. The presence of the mountains on both the west and east sides of the valley create the terrain that tends to restrict the horizontal east-west movement of pollutants. The dominant wind direction in the Ukiah Valley is from the northwest to the southeast. Wind speeds in the central portion of the community are moderate, with wind speeds of 4 mph or less occurring over 60 percent of the time. VVhile the potential for air pollution is high in the Ukiah Valley, the actual pollutant levels are relatively Iow due to the lack of upwind sources and the relatively Iow level of development in the local air basin. Table l: Federal and State Ambient Air Quality Standards Pollutant Ozone Carbon Monoxide Nitrogen Dioxide Sulfur Dioxide PM-10 Lead Average Time Federal Standard State Standard 1-hour 0.12 PPM 0.09 PPM 8-hour 1-hour Annual 1-hour Annual 24-hour 1-hour Annual 24-hour 30-day Avg. Month Avg. 9.0 PPM 35.0 PPM 0.05 PPM 0.03 PPM 0.14 PPM 50 ug/m3 150 ug/m3 1.5 ug/m3 PPM = Parts per Million I uglm3 = Micrograms per cubic meter 9.0 PPM 20.0 PPM 0.25 PPM 0.05 PPM 0.5 PPM 30 ug/m3 50 ug/m3 1.5 ug/m3 B. Air Quality Standards The Federal Clean Air Act Amendments of 1970 established National Ambient Air Quality Standards for six "criteria pollutants." These include photochemical ozone, carbon monoxide, sulfur dioxide, nitrogen dioxide, Master Bicycle and Pedestrian Master Plan INITIAL STUDY particulate matter, and lead. California then adopted its own Clean Air Act in 1977, creating separate and stdcter air quality standards. Each standard is shown as a duration of time for which a specific contaminant level cannot exceed. The standards are designed to protect the public from health hazards, visibility reduction, soiling, nuisance, impacts to agricultural crops, and other forms of air quality damage. D. Existing Air Quality in Ukiah The Mendocino County Air Quality Management District (MCAQMD) operates a monitoring site in Ukiah measuring concentrations of PM-10. Prior to August 1988 the District also monitored several gaseous pollutants in Ukiah. In August of 1992, the Distdct again established a multi-pollutant monitoring site in Ukiah for gaseous pollutants, which measures ozone, carbon monoxide, nitrogen dioxide and sulfur dioxide. Air quality in Ukiah meets all Federal and State air quality standards with the exception of the State 24-hour PM-10 standard. This standard was exceeded on 3 days in 1990, 2 days in 1991, 0 days in 1992, and 2 days in 1993. Sources of PM-10 include field buming, dust from unpaved roads and grading operations, combustion, and automobiles. 54 of the 58 counties in California are designated non-attainment for PM-10, which means that most of the California air basins exceed the permitted 24-hour concentration. The State Air Resources Board (ARB) does not require an Attainment Plan for jurisdictions that violate the PM-10 standard. Ozone is one of the most serious pollutants affecting the State, and 30 of the 58 counties are designated non- attainment. While Mendocino County is in attainment for ozone, the Ukiah (east Gobbi Street) sampling station has shown a steady increase in the annual hours of ozone levels exceeding the 40, 50, and 60 parts per billion thresholds since 1993. Additionally, the 80 ppb (State standard = 90 ppb) threshold has been exceeded twice over the past 4 years. However, based upon 1993- 1995 data, the ARB has assigned Ukiah an "Expected Peak Day Concentration" (EPDC) level of 74 ppb, which means that any values above 70 ppb would be excluded from the designation process as extreme concentrations (Marcella Nystrom, ARB, personal communication, 4/24/97). Regardless of the attainment designation and the EPDC status, ozone remains as the pollutant of primary concern to the Mendocino County Air Quality Management District. The major sources of ozone precursors are combustion sources such as, factories, automobiles, and evaporation of solvents and fuels. Other State cdteda pollutants measured in Mendocino County have routinely had maximum concentrations well below the applicable Federal or State standards. The only other pollutant of concem is Carbon Monoxide (CO). Carbon Monoxide (CO) is an odorless, colorless gas whose pdmary source is automobiles. Concentrations of CO measured in Mendocino County have never exceeded State or Federal standards, and current maximum concentrations measured in Ukiah are well below the applicable standards. E. Criteria for Determining Impacts and Their Significance The following criteria were used to determine whether or not the project would cause significant adverse air quality impacts: 1. Would the project cause or contribute substantially to existing or projected air quality violations? 2. Would the project result in exposure of sensitive receptors (i.e. individuals with raspatory diseases, the Master Bicycle and Pedestrian Master Plan INITIAL STUDY young, the eldedy) to substantial pollutant concentrations? 3. Would the project cause the exceedance of a Federal or State air quality standard? F. Short-term Construction Related Air Quality Impacts Construction activities create a wide range of emissions, ranging from exhaust from heavy equipment to the air bound organic gases from solvents, insulating materials, caulking materials, and "wet" pavement. However, while these emission may contribute to the accumulation of substances that undergo the 'photochemical reaction that creates urban ozone (see discussion of cumulative impacts below), they are not regarded as significant short-term impacts. The major short-term construction related air quality impacts resulting from the proposed project would be due to dust generated by equipment and vehicles. Fugitive dust is emitted both during construction activity and as a result of wind erosion over exposed earth surfaces. Construction dust impacts are extremely variable, being dependent upon wind speed, soil type, soil moisture, the type of construction activity and acreage affected by the construction activity. The highest potential for construction dust impacts would occur during the late spring and summer, and eady fall months when soils are dry. The proposed project includes grading activities at various locations. It is anticipated that the grading activity, particularly if performed dudng the dry summer months, would produce a small amount of short-term particulate matter (PM-10). These small particulates are respirable particulates which in large enough concentrations can increase the risk of chronic raspatory disease, and can alter lung function in children and the elderly. It can also rise into the lower troposphere and contribute to the production of ozone. VVhile not regarded as significant because of its short duration and the limited size of the project site, the dust could create nuisance impacts by traveling to neighboring residential areas. Staff is able to conclude that while the project does not in and of itself meet significance criteria listed in Item "E" above in terms of the production of PM-10, it could cause considerable nuisance impacts, and would contribute to the accumulation of particulate matter in the local air basin. Mitigation Measures to Address Short-term Construction Related Impacts and the Accumulation of PM-10 in the Local Air Basin It has been determined by the City Planning Department, in consultation with the Mendocino County Air Quality Management District on past similar projects, that the following mitigation measures are feasible, and would successfully eliminate or reduce the identified short-term construction related, and cumulative air quality impacts resulting from the production of (PM-10). . Low emission mobile construction equipment, such as tractors, scrapers, and bulldozers shall be used for earth moving operations. 9. Individual project sites shall be routinely watered to control dust, particularly during windy days. 10. Employ construction activity management techniques, such as: extending construction period; reducing the number of pieces of equipment used simultaneously; increasing the distance between emission sources; reducing or changing the hours of construction; and scheduling activity during off-peak hours. Master Bicycle and Pedestrian Master Plan INITIAL STUDY All streets affected by the individual projects shall be routinely swept to control dust and silt during all phases of construction. 12. Reduce traffic speeds on all unpaved road surfaces to 15 miles per hour or less. Suspend all grading operations when wind speeds (as instantaneous gusts) exceed 25 miles per hour. 13. All trucks shall be routinely cleaned of mud and debds prior to leaving the construction site. 14. All inactive soil piles shall be completely covered. H. Ozone and Carbon Monoxide It is not anticipated that the proposed bicycle and pedestrian improvements would cause exceedences of either the State or Federal ozone and carbon monoxide standards. In fact, the project will encourage the use of alternative modes of transportation that do not utilize combustion engines. In this light, the project is viewed as beneficial rather than adverse to the quality of the local air. I. Cumulative Air Quality Impacts In terms of cumulative air quality impacts, it is not anticipated that the project would contribute to the accumulation of Reactive Organic Gases (ROG) and Oxides of Nitrogen (NOX), Carbon Monoxide, or particulate matter. During site preparation and construction activities, emissions from scrappers, bulldozers, and other heavy mobile equipment, as well as dust generation will add to existing pollutant levels, but the contribution of these pollutants will be short-term and minor. 21. MITIGATION MONITORING: AB 3180 requires "all public agencies" to adopt a monitoring program whenever they adopt an EIR or "mitigated" Negative Declaration. The City of Ukiah fulfills the requirements of AB 3180 for this project by tying imposed mitigation measures to routine field inspections. The field inspectors will report progress and/or compliance to the City Environmental Coordinator. The Environmental Coordinator will work closely with the Director of Public Works to ensure overall timely compliance of all mitigation measures during all phases of project construction. In this way, City staff can effectively monitor the implementation of mitigation measures. A copy of the draft Mitigation Monitoring checklist is included as an attachment to this Initial Study. Master Bicycle and Pedestrian Master Plan INITIAL STUDY 24 22. MANDATORY FINDINGS OF SIGNIFICANCE: Al Potential to Degrade: Does the project have the potential to degrade the quality of the environment, substantially reduce the habitat of a fish or wildlife species, cause a fish or wildlife population to drop below self sustaining levels, threaten to eliminate a plant or animal community, reduce the number or restrict the range of a rare or endangered plant or animal species, or eliminate important examples of the major periods of Califomia history or prehistory? YES I~I NO Be Short Term: Does the project have the potential to achieve short-term, to the disadvantage of long-term, environmental goals? (A short-term impact on the environments one which occurs in a relatively, bdef, definitive period of time. Long-term impacts will endure well into the future). YES I~ NO Ce Cumulative: Does the project have impacts which are individually limited, but cumulatively considerable? (A project may impact on two or more separate resources where the impact on each resource is relatively small, but where the effect on the total of those impacts on the environment is significant). YES I~ NO D. Substantial Adverse: Does the project have environmental effects which will cause substantial adverse effects on human beings, either directly or indirectly? YES [~ NO Master Bicycle and Pedestrian Master Plan INITIAL STUDY 25 23. DETERMINATION: On the basis of this initial evaluation: I find that the proposed project COULD NOT have a significant effect on the environment, and a NEGATIVE DECLARATION will be prepared. I find that although the proposed project could have a significant effect on the environment, there will not be a significant effect in this case because the mitigation measures described within the initial study have will be incorporated into the design of the project or required by the City of Ukiah. A NEGATIVE DECLARATION will be prepared. I find that the proposed project MAY have a significant effect on the environment, and an ENVIRONMENTAL IMPACT REPORT shall be required. Senior Planner / Environmental Coordinator Title Charles Stump Print Name Date Master Bicycle and Pedestrian Master Plan INITIAL STUDY 26 Master-'icycle and Pedestrian M Initial Study ~ter Plan MITIGATION MONITORING CHECKLIST Mitigation Measure 1. Prior to construction activities, an appropriate geotechnical investigation, including subsurface exploration shall be performed. The analysis shall be conducted by a registered engineering geologist or geologic engineer. Field and laboratory data should be analyzed to provide the pertinent geotechnical information for the project, as determined by the City Engineer. 2. Apply soil erosion control measures, designed by a registered civil or geotechnical engineer to exposed sloped areas after cut and fill operations. 3. If, dudng site preparation or actual construction, any cultural resources are discovered, all work shall be halted immediately, and the City shall engage the services of a qualified professional archaeologist to perform a field reconnaissance, and to develop a mitigation program if deemed necessary. Monitoring Responsibility City Engineering Department City Engineering Department City Planning Department Master Bicycle and Pedestrian Master Plan INITIAL STUDY Monitoring Schedule and Timing Geotechnical Study required prior to construction activities To be monitored during routine inspections at various construction phases Monitored during all phases of site preparation and construction Implementation Verification Signature/Date 27 Mitigation Measure 4. Low emission mobile construction equipment, such as tractors, scrapers, and bulldozers shall be used for earth moving operations. 5. Individual sites shall be routinely watered to control dust, particularly during windy days. 6. Employ construction activity management techniques, such as: extending construction period; reducing the number of pieces of equipment used simultaneously; increasing the distance between emission sources; reducing or changing the hours of construction; and scheduling activity during off-peak hours. 7. All affected streets shall be routinely Swept to control dust and silt during all phases of construction. 8. Reduce traffic speeds on all unpaved road surfaces to 15 miles per hour or less. Suspend all grading operations when wind speeds (as instantaneous gusts) exceed 25 miles per hour. Monitor..4 Responsibility City Engineering Department City Engineering Department City Engineering Department City Engineering Department City Engineering Department Monitoring Schedule and Timing Monitored during all phases of construction Monitored during all phases of construction Monitored during all phases of construction This improvement shall be completed prior to the completion of the Brush Street Road improvements. Monitored during all phases of construction · ,Jlementation Verification Signature/Date Master Bicycle and Pedestrian Master Plan INITIAL STUDY 28 Mitigation Measure 9. All trucks shall be routinely cleaned of mud and debris prior to leaving the construction site. 10. All inactive soil piles shall be completely covered. Monitor. j Responsibility City Engineering Department City Engineering Department Monitoring Schedule and Timing Monitored during all phases of site preparation and actual construction Monitored during all phases of site preparation and actual construction · plementation Verification Signature/Date Master Bicycle and Pedestrian Master Plan INITIAL STUDY 29 RESOURCE.~ USED TO PREPARE THIS lit, rIAL STUDY . . . . . o . . . City of Ukiah General Plan and associated EIR, 1995 The Linkage Between Land Use, Transportation and Air Quality, State Air Resources Board, 1993. Ozone Data Summary (1992-1995), Ukiah-East Gobbi Street Monitoring Station, State Air Resources Board, Apdl 5, 1997. California Air Pollution Control Laws, 1996, 1997. Natural Diversity Data Base, Department of Fish and Game, 1995. Preservinq California's Natural Heritage: A Bioreqional Guide to Land and Water Conservation, The Resources Agency of California, 1998. Soil Survey of Mendocino County, U.S. Department of Agriculture - Soil Conservation Service, 1991. FEMA Flood Insurance Rate Maps for the City of Ukiah, various panels and dates. U.S.G.S. Topographical Map - Ukiah Quadrangle, 1975. Master Bicycle and Pedestrian Master Plan INITIAL STUDY 27 CITY OF UKIAH PLANNING REPORT AGENDA 7A ITEM: , ,, DATE: January 27, 1999 DATE: January 22, 1999 TO: City of Ukiah Planning Commission FROM: City of Ukiah Planning Department SUBJECT: Bicycle and Pedestrian Master Plan APPLICANT: City of Ukiah PROJECT SUMMARY: Approval of the proposed Bicycle and Pedestrian Master Plan would establish specific goals, objectives and policies for improving circulation systems and facilities for bikers and walkers, as well as providing a direct means of implementing various provisions of the Ukiah General Plan. The Master Plan also recommends a variety of specific projects for new biking and walking facilities, the upgrade of existing facilities, the linkage of these facilities with County biking and walking facilities, and the creation of safe bicycling and walking programs for children and other bikers and walkers. Finally, the Master Plan includes an implementation and financing strategy for the effective implementation of projects and programs contained in the plan. LOCATION: The project site encompasses the entire City of Ukiah; specific projects are shown on Figure 4 (Proposed Bikeway System) and Figure 5 (Proposed Pedestrian Projects) of the Master Plan. DEPARTMENT RECOMMENDATION: The Planning Department recommends that the Planning Commission recommend APPROVAL of the Negative Declaration prepared for the Bicycle and Pedestrian Master Plan to the City Council. The Planning Department further recommends that the Planning Commission recommend APPROVAL of the City of Ukiah Bicycle and Pedestrian Master Plan to the City Council. ENVIRONMENTAL DETERMINATION: The City of Ukiah has determined the project is not exempt from the provisions of the California Environmental Quality Act (CEQA), and an Initial Study was prepared to analyze potential adverse environmental impacts. As a result of this environmental study, no significant adverse environmental impacts were identified because none of the conceptual improvements included in the Master Plan involve development in sensitive environmental settings, and none would degrade the quality of the local environment. Planning staff also noted that the proposed Master Plan identifies future capital improvement projects that would improve and enhance bicycle and pedestrian facilities within City boundaries. As such, it is fully recognized that a comprehensive environmental review will occur with each development project as they are implemented. ~~~- GENERAL PLAN DESIGNATION: Various ZONING DISTRICT: Various PROJECT DESCRIPTION: The final draft of the proposed Master Plan was prepared by a professional transportation planning firm, with review and supervision of Planning Department staff. However, the content of this plan has been largely guided by public comments received from the community through public input to a citizen-based advisory committee and comments received at two public workshops. The Master Plan was also reviewed by the City's Traffic Engineering Committee (TEC), and includes specific changes recommended by this committee. The Master Plan is broken into five sections that describe the goals and objectives of the plan; the existing conditions of bicycle and pedestrian facilities; a proposed circulation strategy; the range of design and performance standards that would be used; and an implementation and financing strategy for future implementation. Each of these sections is briefly described below: Section 1: Goals and Objectives Sections 1.2 and 1.3 of the Master Plan include specific goals, objectives and policies for a Bikeway Plan component and a Pedestrian Component, respectively. These components are designed to more concisely describe proposed projects and anticipated results, which include the following: . A pedestrian/bicycle path along the Northwest Pacific (NWP) railroad right-of-way from Ford Street to Norgaard Lane. . The creation of a pedestrian/bicycle lane along the Clay Street-Peach Street-Gibson Creek corridor through the NWP railroad station redevelopment site, which would also connect the City's west-side neighborhoods with neighborhoods located on the east side of Highway 101. , The extension of existing bicycle lanes on Gobbi Street, which would provide a continuous bike path from Oak Manor Drive to Dora Street. . The creation of a signed bike route that would run in a north-south direction through the west side of Ukiah. . The completion of bicycle lanes along Orchard Avenue as part of the proposed extension of this street to Brush Street. o The establishment of a Downtown Pedestrian District, with improvements designed to encourage walking in this area. 7. A Citywide program to connect "missing links" in the sidewalk system. . The enhancement of pedestrian safety and provision of safe connections between pedestrian-friendly areas that are separated by large, heavily-trafficked streets (i.e. State Street) by the improvement of major pedestrian street crossings. . The establishment of bicycle and pedestrian safety enhancement programs for children and other persons that ride or walk within the City. This section also includes a description of the major recommendations of the plan and the relationship between this plan and other bicycle and pedestrian projects within City boundaries, as well as a description of the major issues facing the City of Ukiah as it improves its bicycling and pedestrian facilities. Specific recommendations and issues discussed in this portion of the plan include existing safety problems and solutions, access to likely biking and walking destinations, potential enhancements to area quality of life, and an effective implementation program. These issues are addressed in goals, objectives and implementation policies for the improvement of bicycle/pedestrian safety and education; citywide access for bicyclists and pedestrians; the improvement of the quality of life for all Ukiah residents; and, the establishment of an effective strategy for the implementation of the Master Plan. Specific goals, objectives and implementation policies are also established in this section for a proposed Bikeway Plan, including the improvement of bicycle safety conditions and the creation or improvement of bicycle training programs, and the provision of a comprehensive bicycle access system throughout the City. The Bikeway Plan also contains goals, objective and policies for improved bicycle access, including the establishment of a comprehensive bikeway system and the improvement of bicycle parking and support facilities. Planning criteria, classifications, system components and mapping for the proposed bikeway are also analyzed in this section. An analysis of a proposed Pedestrian Plan is also included in this section of the Master Plan, including goals, objectives and policies similar to those for the proposed Bikeway Plan. Planning criteria, classifications, system components and mapping for the Pedestrian Plan are also included in the analysis. Section 2: Existing Conditions This section of the Master Plan provides a description of the existing bicycle and pedestrian facilities in the City of Ukiah, including primary activity areas, potential opportunities and constraints, and a review of bicycle and pedestrian needs. Also discussed in this section are relevant legislation and policies; the required components for an effective Master Plan; a description of bicycle parking facilities; connection of biking and walking paths with a multi-modal transit center; problems with public street crossings; problems with sidewalk continuity; and, the provision of shade trees over bicycle and walking routes. Section 3: Circulation Strateov Sections 3.1 through 3.4 of the Circulation Strategy discussion describe the creation of a citywide bikeway system, a description of proposed bikeway improvements, and a description of bike parking improvements and other support facilities. Section 3.5 of the circulation strategy discussion specially describes proposed pedestrian improvements. These include the establishment of a Downtown Pedestrian District and an Arterial Street Crossing Program, a program to complete continuous sidewalks, and a list of pedestrian street improvements that would enhance walking on existing and future sidewalks. The last three portions of the circulation strategy discuss safety education programs for bikers and walkers, community and employer outreach programs, and general safety improvements to biking and walking systems. Section 4: Range of Design and Performance Standards This section of the Master Plan describes existing bicycle design standards, including the adoption of standards that would provide a more uniform development strategy for improvement projects once they are actually designed and constructed. The adoption of these standards is also required for the majority of grant funding applications. Also included in this portion of the plan is the provision of monitoring, maintenance and security standards that would ensure performance standards are implemented and maintained through the life of a project. Section 5: Implementation and Financing This portion of the proposed Master Plan was written with the knowledge that many of the recommended projects and programs would be too expensive for the City to fund directly, and a major component of this section includes a breakdown of projected costs and funding requirements for both Short Term (1-5 years) projects and Mid-Long Term (6-20 years) projects. This analysis includes the likely sequence of projects, based on priority, competition for funding, the timing of larger public improvement projects (i.e. street construction or widening) and development projects, and the overall economy. It also includes a comprehensive description of potential funding sources for bicycle and pedestrian improvement projects, including federal, state and regional grants and examples of locally-funded projects and programs that could be used to implement bicycle and pedestrian improvements. The financing discussion also provides an annual breakdown of anticipated funding sources for short term projects through the year 2003 (see Table 9 on page 58 of the Master Plan). CONCLUSIONS: The Planning Department concludes that the proposed Bicycle and Pedestrian Master Plan provides a realistic, comprehensive and consolidated implementation strategy for General Plan goals and policies relating to bicycle and pedestrian use. Specifically, the implementation of the projects and programs proposed in the plan would provide safer, citywide circulation opportunities for persons that walk or ride bicycles on a regular or occasional basis, and enhance the overall quality of life for all residents of the City by reducing vehicle traffic and its detrimental effects. Staff further concludes that the implementation and financing strategy proposed in the Master Plan is realistic, and would be effective in providing grant funding for many of the specific projects and programs listed in the plan. ATTACHMENTS: . Negative Declaration/Initial Study for the Bicycle and Pedestrian Master Plan City of Ukiah Bicycle and Pedestrian Master Plan (dated January, 1999) ACKNOWLEDGMENTS: The following personnel prepared and reviewed this Planning Report, respectively: late Planner ~ector BICYCLE & PEDESTRIAN MASTER PLAN,PC MINUTES CITY OF UKIAH PLANNING COMMISSION January 27, 1999 MEMBERS PRESENT Eric Larson Mike Correll Joe Chiles Jennifer Puser Judy Pruden, Chairman OTHERS PRESENT Rick Seanor, Deputy Director of Public Works STAFF PRESENT: Charles Stump, Senior Planner Dave Lohse, Associate Planner Catherine L. Elawadly, Recording Secretary MEMBERS ABSENT: None The regular meeting of the City of Ukiah Planning Commission was called to order by Chairman Pruden at 7:04 p.m. in the Council Chambers of the Ukiah Civic Center, 300 Seminary Avenue, Ukiah, California. Roll was taken with the results listed above. 3. SITE VISIT VERIFICATION Chairman Pruden drew attention to the Planning Commissioners that no site verification was required for the regular meeting of January 27, 1999. 4. APPROVAL OF MINUTES - Regular Meeting of December 9, 1998 On A MOTION by Commissioner Correll, seconded by Commissioner Puser, it was carried by an all AYE vote of the Commissioners present to approve the minutes of December 9, 1998 meeting, as submitted. 5. COMMENTS FROM THE AUDIENCE ON NON-AGENDA ITEMS No one from audience came forward. 6. APPEAL PROCESS Chairman Pruden read the appeal process to the audience. For matters heard at this meeting, the final date for appeal is February 8, 1999. 7. PROJECT REVIEW 7A. .Bicycle and Pedestrian Master Plan, initiated by Plannin~l Department staff an,~ _ore_Dared with consultant assistance. The plan details a Citywide strate._qy for MINUTES OF THE PLANNING COMMISSION Page 1 January 27, 1999 improving existing bicycle and pedestrian facilities, as well as suggesting new facilities and improvements to enhance bicycle and pedestrian opportunitie,~ throughout the City. Senior Planner Stump reported that the purpose for the January 27, 1999, Planning Commission meeting was to not only recommend approval of the Master Bicycle and Pedestrian Plan Negative Declaration, but to also recommend approval for the proposed Bicycle and Pedestrian Master Plan to the City Council. Mr, Stump gave a brief introduction of the proposed Bicycle and Pedestrian Master Plan's origination and financial sources. He stated that funding for the proposed project came from the K- Mart project, when it was approved. Thero was an air quality mitigation measure imposed requiring a contribution of certain funds to go towards a project which would help the City address air quality problems. He reported it was a lengthy process to determine where and how the funds would be appropriated as well as to define a specific project. At the direction of the City Council, the proposed project became known as the Bicycle and Pedestrian Master Plan. Associate Planner Lohse gave a brief overview on the Bicycle and Pedestrian Master Plan's committee work and public process in connection with the Plan's early objectives and implementation strategies. He stated the early Plan's origination began prior to the City Council's recommendation when a group of concerned citizens, mainly composed of bicycle advocates, requested the Council consider a bicycle and pedestrian project. No such plan objectives regarding bicycle and pedestrian issues and concerns had ever been fully addressed within the City's General Plan's goals and policies. He stated in the early stages of the Plan's initiation, the project consisted mainly of an advisory committee, composed of all interested private citizens, staff from certain public agencies, and staff from both the City and the County, who attended and participated in bicycle and pedestrian plan meetings. Eventually, after both short and long term evaluation and informational studies involving a variety of pertinent bicycle and pedestrian problems and deficiencies, the advisory committee recommended to the City Council that a Bicycle and Pedestrian Master Plan be implemented. Steve Weinberger, Project Manager/Consultant for the initial bicycle and pedestrian study, Whitlock & Weinberger Transportation, Inc., presented the Planning Commission with a general outline of the Plan's objectives, guidelines, and implementation strategies to include: . . Goals and Objectives a. Public Safety & Education b. Greater Citywide Access 1. Class I Bike Paths, Bicycle and Pedestrian Master Plan 2. Class II Bike Lanes, Bicycle and Pedestrian Master Plan 3. Class III Bike Routes, Bicycle and Pedestrian Master Plan c. A Higher Quality of Life d. Establish An Effective Implementation Strategy 1. Program Education 2. Program Enforcement 3. Engineering/Funding Existing Conditions a. Existing Bicycle Facilities and Activity Areas MINUTES OF THE PLANNING COMMISSION Page 2 Janua~ 27,1999 b. Co ( Figure 1, Bicycle Activity Corridors, Bicycle and Pedestrian Master Plan) Existing Pedestrian Facilities and Activity Areas ( Figure 2, Pedestrian Activity Areas, Bicycle and Pedestrian Master Plan) ( Figure 3, Pedestrian Facilities, Bicycle and Pedestrian Master Plan) Opportunities and Constraints Need Analysis Recreational Needs Computer Needs Accident Analysis Relevant Legislation and Policies Bicycle Parking Transit Center Public Crossings Sidewalk Continuity Shade Trees . Circulation Strategy, Design, and Performance Standard.- 1. Circulation Strategy a. Bicycle Circulation Strategy b. Creating a Bikeway System C, d. f. g. h. Design a. b. C. d. ( Figure 4, Proposed Bikeway System, Pedestrian Master Plan) Description of Proposed Bikeway Improvements, ranking: 1. Northwestern Pacific Rail Trail, City Limits 2. Clay-Peach-Gibson Creek Corridor, Oak Manor to McPeak 3. Gobbi Corridor, Oak Manor to Dora 4. Western Bikeway (Helen-Gardens-McPeak-Barnes-Todd-Hazel- Grove-Spring, Washington to High School & Orchard-Brush Corridor, Gobbi to High School Bicycle Parking and Other Support Facilities Description of Proposed Pedestrian Improvements 1. Downtown Pedestrian District 2. Arterial Street Crossing Program 3. Missing Links 4. Pedestrian Street Enhancements (Figure 5, Pedestrian Projects, Bicycle and Pedestrian Master Plan) Bicycle and Pedestrian Safety Education Programs Community and Employer Outreach Other Safety Improvements and Performance Standards Existing Bicycle Design Standards and Classifications General Design Recommendations Class I, II and III Bikeway Design Guidelines/Standards Other Facilities , . I m plementation Strategy a. Project Implementation . Potential Funding Sources a. Project Cost and Funding Breakdown, short & long term MINUTES OF THE PLANNING COMMISSION Page 3 Janua~ 27,1999 Tables 5 & 6, Bicycle and Pedestrian Master Plan, outline project description, cost, and potential funding sources. Fund availability can be obtained by the City of Ukiah from local, regional, state and federal sources. Historically, the City of Ukiah has invested approximately $10,000.00 a year in bicycle and pedestrian facilities. The list of recommended bicycle and pedestrian projects for this area would cost approximately 2.7 million dollars. Mr. Weinberger also included in his general outline presentation, the major recommendations contained in the Plan, based upon analytical Initial studies, to include · . A pedestrian/bike path along the NWP railroad right-of-way from Ford Street to Norgaard Lane; . The creation of a pedestrian/bicycle corridor along Clay Street - Peach Street - Gibson Creek corridor through the NVVP station redevelopment site; . The extension of bike lanes on Gobbi Street from Oak Manor Drive to Dora Street from Oak Manor Drive to Dora Street; 4. The creation of north-south signed bike route along the west side of Ukiah; o Once Orchard Avenue is extended to Brush Street, the completion of bike lanes on Orchard Avenue from Gobbi Street to Ukiah High School; 6. Formalization and improvements to the downtown pedestrian district; 7. A Citywide program to provide sidewalks on "missing links;" , Pedestrian street enhancements on key corridors to connect the most vital pedestrian activity areas; . The proposed Master Plan also includes policies for the establishment of programs to teach children and other persons how to walk and bike safely within the City of Ukiah. Mr. Weinberger also commented on the accident analysis, based on statistics provided by the City of Ukiah. There has been an average of 11 pedestrian related and 20 bicycle related accidents Citywide each year for the last four years. Based on information provided by the California Highway Patrol, the expected number of accidents in Ukiah, considering the current population and average number of accidents per capita in the State, should be approximately 8 pedestrian related and 6 bicycle related accidents. The City of Ukiah has a higher than average accident history for both pedestrians and especially bicyclists. He reported to the Planning Commission how the project progressed, once the project's analytical studies were completed on the various existing conditions, as well as how the study group established the criteria for each project. Essentially, a list was developed for each subsequent project condition in the initial study and scored according to the criteria based on proximity of schools, proximity of parks and recreation, and proximity to employment centers. Other project criteria included projects that resolved safety issues and projects that connected activity areas. MINUTES OF THE PLANNING COMMISSION Page 4 Janua~ 27,1999 After each project was scored, five top projects were formulated, which are referred to above as the Northwesten Pacific Rail Trail, Clay-Peach-Gibson Creek Corridor, Gobbi Corridor, Western Bikeway, and Orchard-Brush Corridor. Additionally, the pedestrian projects focused on the down town area with the intent that people can utilize and benefit from the existing downtown facilities, amenities, and street systems. A list was comprised of additional improvements and enhancements to the existing downtown pedestrian facilities and amenities as well as to other pedestrian designated areas. Other improvements associated with the pedestrian project include shade tree plantings, crosswalk amenities, and the implementation of the Arterial Street Crossing Program, which primarily focused on State Street crosswalks as well as other uncontrolled crosswalk locations throughout the City. An inventory was taken of uncontrolled pedestrian crosswalks in locations where vehicles do not have a stop sign or traffic signal. A recommendation was made by the project managers of the top ten locations where crosswalk enhancements could be made. The project managers also identified sidewalk missing links, which will be beneficial to the project when it is time to make the pedestrian improvements. Mr. Stump reported a concern of City Engineer Kennedy regarding the Plan's suggestion that the Planning and Public Works become responsible to monitor and implement the programs. Mr. Kennedy feels that his staff will not have the spare time to assist in this effort. Accordingly, he supports the alternative in the Plan to hire a part-time transportation planner to oversee the proposed programs and Plan implementation. PUBLIC HEARING OPENED- 7:27 p.m. Valerie Law, 2501 Twining Road, Talmage, stated she is a bicycle advocate who uses the bicycle as her primary mode of transportation to and from work. She has been involved with the bicycle and pedestrian program since its inception, and she complimented everyone who was involved with the Plan's development. Susan Knopf, 460 Todd Road, Ukiah, inquired as to why the Plan did not include a walking lane around the outer parameters of Todd Grove Park. She further stated that the absence of a designated walking lane presented a potential hazard not only to the recreational walkers, but to the vehicle drivers. Mr. Weinberger reiterated that the project advisors and committee members tried to include as many Plan projects that would allow maximum use for the majority of participants. General discussion followed regarding park enhancement, should a walking lane be implemented around Todd Grove Park. Steve Turner, 161 Barbara Street., Ukiah, stressed the importance for compliance of all safety issues and conditions associated with implementation of the Bicycle and Pedestrian Master Plan. He suggested that the Plan provide for downtown bicycle parking as opposed to designated bicycle parking located a distance from the downtown area. He praised the portion of the Plan that calls for a bicycle/pedestrian north-south corridor along the Northwest Pacific Railroad (NPR) right-of- way, which would include the west-east corridor at Clay Street-Peach Street-Gibson Creek through the NWP railroad station redevelopment site. This project would provide an alternative route from bicycling on State Street. He stated that the existence of a north-west corridor and the east-west corridor would greatly enhance the City's bicycle/pedestrian use. He further suggested that the MINUTES OF THE PLANNING COMMISSION Page 5 Janua~ 27,1999 above-referenced east corridor project be expanded to connect at the newly proposed River Development Park, as an additional bicycle/pedestrian alternative enhancement opportunity. He also requested that proportional ADA curb cuts at intersections be included in the pedestrian portion of the Plan, based on specific continuous routes, rather than having curb cuts on one side of the intersection and not on the other. Mr. Turner noted the Mendocino Council of Governments (MCOG) distributed unexpected federal SB 45 funds, in which the Cities and County are eligible for $380,000 of bicycle and pedestrian funds to make improvements. Other possible funding includes the State's newly expanded bike lane account and the new T 21 funding, which makes the Bicycle and Pedestrian Master Plan a great opportunity. He expressed his concern, as part of the Plan's pedestrian enhancement options, to include pocket parks and benches, where people can stop and rest. Mr. Turner commented on his bicycle commute on State Street, and proposed that the County extend its bike lane into the City's bike lane at the Washington and Hastings intersection where it would T up to Dora Street, west of the railroad project or even further west to Airport Boulevard. Jim Rickel, Studio Three, 111 West Perkins Street, Ukiah, questioned Mr. Weinberger's bicycle/pedestrian statistical accident report, and expressed his concerns regarding pedestrian and driver safety issues included in the Plan's safety options, improvements, and enhancements. Mr. Weinberger replied that some of the potential street enhancements include ADA ramps, 6 to 8 foot wide sidewalks, some buffering between pedestrian and vehicles such as use of bike lanes, parking and landscape buffers, pedestrian and vehicle traffic studies, continuously connected sidewalks, street shade trees, wider crosswalks with a zebra-striped pattern, demand response to pedestrian calls where traffic signals exist, street lighting, and removal of unwanted utility poles and other street impediments. He also commented on the downtown pedestrian district enhancements to include, replacement of the existing red painted crosswalks with stamped colored concrete, ensuring clear paths on sidewalks, different colored street trees at intersections as opposed to different colored street trees along the corridor, bulb outs at the curbs, proper maintenance to sidewalks, and the planting of additional shade trees. Mr. Rickel reported that there are only two newspaper racks in the downtown area, which adequately comply with City's Ordinance regarding newspaper racks. He also reported on his observations of pedestrians in the roadway in the downtown area, and the Plan's need to accommodate potential hazards of pedestrians in unmarked roadways. Steve Ford, Traffic Engineer, County of Mendocino, Ukiah, stated that it was his understanding that the City incorporates no bikeways on State Street within the City limits. It is also his understanding that the proposed Plan intends to remove any existing bikeways from State Street to Dora Street, or to other corridors as an alternative for bicycles to avoid the congested and dangerous traffic on State Street. He inquired whether the Public Utility Commission (PUC) and/or NWP railroad would authorize a MINUTES OF THE PLANNING COMMISSION Page 6 Janua~ 27,1999 right-of-way down the entire length of the railroad for a Rail Trail as an alternate route for bicycles. He further inquired if there were alternative bicycle/pedestrian routes in the Plan, should some of the recommended routes not be approved. Mr. Weinberger stated that the proposed Rail Trail right-of-way will meet the PUC requirements. Chairman Pruden inquired about the bicycle racks on Mendocino Transit Authority (MTA) vehicles. Mr. Turner stated that there are existing bicycle ranks on buses, but no bicycles are allowed on the buses within the City because of the dangerous conditions created when the buses turn corners. Ms. Pruden further inquired if the bicycles on MTA buses would be allowed once the transit center becomes operational for buses at the railroad center. Mack Ford, Redemeyer Road, Ukiah, thanked the City for the improvements to Perkins Street, as he is a part-time bicycle commuter. He expressed concern regarding the rough conditions of the railroad track crossings on Perkins Street, and proposed that the Plan provide provisions for improvement at this location. PUBLIC HEARING CLOSED: 8:08 p.m. Chairman Pruden commended Commissioner Puser for her work on the Bicycle and Pedestrian Master Plan. Commissioner Puser inquired about the Plan's draft which incorporated a closing down of Perkins Street between School Street and State Street in front of the Mendocino County Courthouse for pedestrian use only. Mr. Stump replied that both the City Planning and Engineer Departments examined this proposal and found that the potential impacts on traffic could be significant. There would be a need for an extensive traffic study prior to adoption of the Plan. It was noted that copies of the Bicycle and Pedestrian Master Plan are available to the public for review and/or purchase at various locations within the City. Commissioner Larson commented on the proposed Plan, and his proposed Plan modifications, comments, and questions are referenced below: Comment 1' a. On page 3, there is a reference in the last paragraph to the Element to the General Plan. b. It is an element comprised of two other elements and the word element should not capitalized. Comment 2: a. On pages 1 and 19, there is reference to open farm and range land, and the City residents having access to such property and should be referenced in the Plan as open space. MINUTES OF THE PLANNING COMMISSION Page 7 Janua~ 27,1999 b. Private land owners and businesses would not appreciate their farm and range land being used by City residents for recreational purposes. Comment 3: a. On page 1, in reference to the second to the last paragraph, wording should be included to state that the Plan has the potential to save money by not having to widen or build new streets. Comment 4: a. On page 6, enforcement of the bicycle and pedestrian laws is a critical factor to emphasize. b. The notion that the Plan's implementation, will automatically increase bicycle and pedestrian activity and decrease the amount of accidents by ten percent (10%) is an optimistic observation. Comment 5: a. On page 11, there is reference to Class I bicycle paths being combined with the sidewalk system. b. What does a 5 foot horizontal separation involve? Mr. Weinberger replied that when situations involve a sidewalk that is located in the street right-of- way, where there is at least 5 feet or more of landscaping separating that sidewalk from the street, this situation is classified as a path. Comment 6: a. Page 17 and the map on page 18, classifies Class II bicycle lanes on Walnut Avenue. b. Class II bicycle lanes should be classified on Grove Street and not on Walnut Avenue. c. Class II bicycle lanes are omitted from the Plan on Gobbi Street and Hastings Road. Comment 7: a. On page 21, there is reference to the younger bicyclists who ride on the wrong side of street. b. The reference to younger should be changed to many. Comment 8: a. On page 25, there is reference to the California Department of Transportation (CALTRANS) as the agency who controls most of the federal and state funding. b. This reference is no longer true, given the SB 45 funding and should be deleted from the Plan. c. SB 45 directs seventy-five percent (75%) of the funding to MCOG who then allocates various percentages to bicycle and pedestrian projects. d. Does SB 45 funding give more local control over bicycle, pedestrian, and safety funding? b. ,Are there additional funds which may be obtained through CALTRANS? Mr. Weinberger replied that federal SB 45 funding has given the decision making process to the local transportation planning agency, which in this case is MCOG. MCOG decides where the money is to be spent and CALTRANS assists in the implementation of the proposed projects for the State highways. There is no money to be gotten through CALTRANS because there are other programs MINUTES OF THE PLANNING COMMISSION Page 8 Janua~ 27,1999 including the T 21 funding, which is related to bicycle projects. The local transportation planning agency does not have to go through CALTRANS for funding, but can directly apply for funding from the funding sources available. Comment 9: a. On pages 30 and 31, there is no reference in the Plan to the Riverside Park Project. Comment a. 10: On page 33, the Plan calls for narrowing of the travel lanes along Orchard down to 10 ~ feet to accommodate 5 foot bicycle lanes, which may not be approved by the City Engineer. Comment a. b, 11: There is reference in the Plan to developing the railway corridor in several large segments. Is there any Plan flexibility to include an extension of the railway corridors from Ford Street to Clara Avenue as well as to other heavily used bicycle and pedestrian corridors by connection of the missing sidewalk links? Mr. Stump replied that when it comes time to pursue the railway corridors for bicycle and pedestrian facilities, there will be another opportunity to refine the railway concepts. He stated, that at this time, there is no intent to prioritize a particular project. Comment a. 12: It seems logical to extend as an alternative route the Orchard Class II Lane, or at least on a Class III Lane basis, down to Marlene Street, Lorraine Street, and to Talmage. These particular streets are already traffic calmed. Comment a. 13: Is there any documentation regarding striping of bicycle lanes having an affect on vehicular speed? Mr. Weinberger replied that depending upon the situation, striping of bicycle lanes may have some affect on vehicular speed, but there are no studies he is aware of which document this phenomenon. Comment a. 14: Not all the collector streets mentioned in the report were evaluated for missing links, and were not included in the Plan. Comment a. bo 15: On page 34, there is reference, as an alternative route, to the Talmage route using the Airport property to Hastings Road to circumvent the Talmage/State Street intersection. Does the plan include coming across the open space at the end of the airport and connecting to Hastings Road, which is a Class I17 Comment 16: a. $15,000 is greatly under estimating the cost of fixing the missing links in the City's sidewalk system. MINUTES OF THE PLANNING COMMISSION Page 9 Janua~ 27,1999 Commissioner Chiles inquired about the Rail Trail safety issues and safety processes. He also inquired on the safety issues confronting the City's streets, as well as other public safety matters. Mr. Weinberger replied that he could not comment in detail on the Rail Trail safety issues because he did not have the information with him. Mr. Stump replied that Staff has not received any concerns from the City of Ukiah's Public Safety Department regarding the Bicycle and Pedestrian Master Plan. Ms. Pruden commented on page 1 of the Plan, and advised that the reference to life in Ukiah has been historically centered around lumber and the timber industry. The reference to lumber should be changed to agricultural business. She further commented on the grammatical error on last paragraph of page 3, wherein the word in the phrase, Element of the General Plan, should not be capitalized. She further clarified that the word element as used in this text should be classified as a component and not as an element, since there is more than one element to the Plan. Ms. Pruden commented that the first sentence of page 39 of the Plan's concluding paragraph should be bold print and that key resources be changed to key resource. She also recommended to the Staff that a simplified flow chart be added to the Plan, which demonstrates how a lead agency receives and disburses funds. It was noted the Plan should also include deadline dates for the different grants that will fund the many projects. It was also noted that all modifications to the Plan may be included in the Plan as an Appendix. Ms. Puser suggested that all pedestrian improvements in the Plan be given the same priority as the other top five bicycle projects, with the first focus of improvements to begin on State Street. Mr. Stump reiterated that specific details regarding the Plan's individual bicycle and pedestrian projects can be worked out at the committee level. It was the consensus of the Commissioners that the suggestions and/or proposed modifications made above were approved unanimously. ON A MOTION by Commissioner Puser, seconded by Commissioner Larson, it was carried by the following roll call vote to recommend approval of the City of Ukiah Negative Declaration for the Bicycle and Pedestrian Master Plan, as submitted by the City of Ukiah Planning Department. AYES: NOES: ABSTAIN: ABSENT: Commissioners Larson, Puser, Chiles, Correll, and Chairman Pruden None None None MINUTES OF THE PLANNING COMMISSION Page 10 Janua~ 27,1999 ON A MOTION by Commissioner Puser, seconded by Commissioner Larson, it was carried by the following roll call vote to recommend approval for the Bicycle and Pedestrian Master Plan, as recommended in the staffs written report, and with modifications to the Plan, as outlined above. AYES: NOES: ABSTAIN: ABSENT: Commissioners Larson, Puser, Chiles, Correll, and Chairman Pruden None None None 8. PLAN~ING DIRECTOR REPORTS: 8A. City Codicil and Redevelopment Agency Action 8B. Future Planning Commission Agenda Items 8C. Status Rep~ Mr. Stump drew attentibn.~to the written reports included in the Commission's packet. 9. PLANNING COMMISSION REPORTS Mr. Stump commented on the~rogress of the Ukiah General Plan as it goes through the County for adoption as an Area Plan. He stated that Staff does intend to h~ve representatives from the Public Works and Community Services Department attend a Februa~ry or March Planning Commission meeting to continue discussion on the General Plan Impleme~l~ion. Mr. Stump commented on the discussion bf the Gobbi and Riverside Park, and stated that a consulting team has been chosen for the project. Funding for this project came from the State Coastal Conservancy. He also commented that Staff is currently in the process of interviewing consultants for the Historical Resources Survey. He stated that Staff has received an Application for a Use Permit from the Mendocino Transit Authority for the transit center project located at the old railroad depot site. He added that the Air Quality District has prepared an Air Quality Plan which is currently at the Mendocino County Board of Supervisors for review. Discussion followed regarding future Planning Commission seminars, Discussion also followed regarding the budget for Planning Commissioners to attend conferences as continuous educational training for them in lieu of receiving financial cOmpensation. \, , It was concluded that a copy of the City's Resolution regarding the Planning Cb~mission's policies and procedures be reviewed by both the Planning Commissioners and Staff, prioi'~to the next regular meeting. MINUTES OF THE PLANNING COMMISSION Page 11 January 27, 1999 . . . . . , . , . 10. 11. 12. 13. 14. 15. 16. 17. 18. PLANNING COMMISSION RECOMMENDATIONS Jan 27, 1999 BICYCLE/ PEDESTRIAN MASTER PLAN Pedestrian loop around Todd Grove Park Class II bike lane along Gobbi Street all the way to Gobbi Street Riverside Park. Lighted walkways in key areas of the downtown Rubber cushions on railroad tracks Emphasize State Street as a high priority for pedestrian improvements and/or list the top five pedestrian projects. Walnut Avenue is shown on the maps as having a class II bike lane. This is an error...it is Grove Avenue to the north that has the class II lanes. The Betty, Marlene, Lorraine Street neighborhood should have a class 3 designation. Pg 1 and 19: delete the term "ranch and farm" land and replace with "open space." Pg 21: delete the term "younger" Pg 33: Orchard Avenue is described as eventually having 10-foot wide travel lanes, bikes lanes, etc. (confirm with City Engineer as to appropriateness). Clara Avenue should be targeted for class II bike lanes Pg 1: change "lumber and timber" to "agriculture" Pg 3: Decapitalize or eliminate the term, "Element" Pg 39: Bold the first sentence in Section 3.7, and rewrite it to read: "Without community support, a bicycle and pedestrian plan lacks the key resources that are i!~ needed to ensure implementation over time" Provide a flow chart exhibit detailing how the grant securement process works. Also list traditional grant application deadlines, and key contacts. Include the PC/CC minutes and adopting Resolution in the appendix Emphasize the need for bicycle parking facilities in the downtown Suggest a proactive safety program ATTACHMENT #5 AGENDA SUMMARY ITEM NO, 1 ob DATE: February. 17, 1999 REPORT SUBJECT: CONSIDERATION OF COMPENSATION FOR CITY CLERK, INTRODUCTION OF ORDINANCE MODIFYING CLERK COMPENSATION, AND APPROVAL OF BUDGET AMENDMENT The City Council entertained a staff report in August 1997, regarding the issue of remuneration for the City Clerk. At that time, compensation for the City Clerk had not increased for seven years. Much of the concern surrounding this matter related to the amount of time the City Clerk was in the office and available to the public, the fact that it was an elected position and what criteria would be used to determine a salary increase. The Council approved the City Manager and City Clerk's joint recommendation for the City Manager to come before the City Council annually and discuss a cost of living increase and associated criteria for the City Clerk. Colleen Henderson had left the City Clerk office before our annual discussion was due. Marie Ulvila has been City Clerk since June 17, 1998. During that time she has proven to have excellent skills and has demonstrated considerable professionalism with the public. We have received many comments regarding her quality of service and how helpful she has been to the public members who have come in contact with her for City (Continued on Page 2) RECOMMENDED ACTION: After Council discussion, introduce Ordinance Amending Chapter 3, Article 5, Section 350 of the Ukiah Municipal Code Regarding City Clerk Compensation, and approve amendment to the 1998/99 Budget increasing Accounts 100.1001.110/156 by $434 ALTERNATIVE COUNCIL POLICY OPTIONS: 1. Determine revisions are necessary before introducing the ordinance. Citizen Advised: N/A Requested by: City Manager Prepared by: Candace Horsley, City Manager Attachments: 1. Draft Ordinance 2. Budget Amendment Worksheets APPROVED' ',.~'~ Candace Horsley~ y Manager 4/Can.ASRClerk.99 services. Marie works extremely well with staff and meets with Karen Yoast on a regular basis to coordinate the City Manager and City Council activities. Staff has found Marie to be flexible, understanding, timely in responding to their requests, and extremely efficient. She communicates well with staff and the public in both her memoranda and reports. Marie is also extremely innovative in her organizational skills. She has prepared several manuals on operational procedures within the City Clerk's office and continues to log activities and make checklists so that at any time of the day when Marie is unavailable, we can retrieve the information we need on the status of any project. Overall, Marie is doing a very effective job and has accomplished many tasks in the short time she has been in the City Clerk's position. The City Clerk currently receives a compensation of $1,607 per month. Based on the considerable length of time that the salary has remained level, Marie's extensive skills and accomplishments, and the December 1998 3% cost of living index increase, I would recommend to the Council a 4% increase to the City Clerk's salary, effective the first pay period in January 1999, for a monthly salary of $1,671. This would keep her compensation in line, on an equivalent hourly basis, with the positions of Administrative Secretary and Customer Service Representative lin the City's classification hierarchy, which have comparable duties and responsibilities. The 1998/99 adopted budget reflects no change in the current salary and adoption of a budget amendment is necessary if this modification is approved. The City Clerk's compensation is prescribed in the Municipal Code by adoption of an ordinance. Staff is submitting for Council's consideration an ordinance implementing the recommended change in salary and stating that future compensation changes are approved by resolution so that a 60-day waiting period will not be necessary before the increase becomes effective. ORDINANCE NO. ORDINANCE OF THE CITY COUNCIL OF THE CITY OF UKIAH AMENDING CHAPTER 3, ARTICLE 5, SECTION 350 OF THE UKIAH MUNICIPAL CODE REGARDING CITY CLERK COMPENSATION The City Council of the City of Ukiah hereby ordains as follows: SECTION ONE Section 350 of the Ukiah Municipal Code is hereby amended to read as follows: §350: COMPENSATION; BOND: The Clerk of the City shall receive as total compensation the sum of twenty thousand and sixty dollars ($20,060.00) per year payable biweekly. This increase in compensation shall be retroactive to January 1, 1999. Subsequent modifications to City Clerk compensation shall be determined by the City Council and established by resolution as adopted from time to time by the City Council. The City Clerk shall be bonded in the sum of twenty five thousand dollars ($25,000.00) or such other sum as the City Council shall determine by resolution. The bond fee shall be a proper charge against such funds of the City as the City Council shall designate. SECTION TVVO This Ordinance shall be published as required by law and shall become effective thirty (30) days after it is adopted. Introduced by title only on February 17, 1999, by the following roll call vote: AYES: NOES: ABSENT: Adopted on ,1999, by the following roll call vote: AYES: NOES: ABSENT: Jim Mastin, Mayor ATTEST: Marie Ulvila, City Clerk mfh:resord ,,I 0 o 0 m AGENDA SUMMARY ITEM NO. 1 ce DATE: FEBRUARY 17, 1999 REPORT SUBJECT: APPROVE STIPULATED ORDER OF COMPLIANCE AND AGREEMENT NO. 99-01 FOR THE COMPLETION OF FINAL CLOSURE AND POST- CLOSURE MAINTENANCE PLANS FOR THE UKIAH'S SOLID WASTE LANDFILL Submitted for the City Council's action is a Stipulated Order of Compliance and Agreement No. 99-01 which sets forth completion dates for the submittal of Final Closure and Post- Closure Maintenance Plans for Ukiah's Solid Waste Landfill. As required by Solid Waste regulations promulgated by the California Integrated Waste Management Board (CIWMB), final plan documents for closure and post-closure maintenance are to be submitted to the CIWMB two years prior to the anticipated closure date for the Landfill. The closure date for Ukiah's Landfill will most likely move to November 2000 from the established date of May 2000 because of potential delays to the completion of the pending Solid Waste Transfer Facility. Given the new closure date, the final plans were due to the CIWMB by November 1998; this deadline was missed due to Staff workload and other higher priority projects. At the request of the Local Enforcement Agency (LEA), Staff submitted a schedule outlining NEW time frames for the submittal of the required plan documents. The Stipulated Order incorporates three of the critical dates: . Award of consultant agreement for preparation of plans May 5, 1999 . Submittal of Administrative Drafts to the City for review August 20, 1999 . Submittal of the Adopted Plans to CIWMB, North Coast Regional Water Quality Control Board (NCRWQCB), LEA, and Mendocino County Air Quality Management District (MCAQMD) September 13, 1999 CONTINUED ON PAGE 2 RECOMMENDED ACTION: Approve the Stipulated Order of Compliance and Agreement No. 99-01 for the Ukiah Solid Waste Disposal Site #23-AA-0019; and authorize the Mayor and City Manager to execute the document. ALTERNATIVE COUNCIL POLICY OPTIONS: N/A Citizen Advised: Requested by: Prepared §Y: Coordinated with: Attachments: . N/A Rick H. Kennedy, Director of Public Works/City Engineer ~~ Rick H. Kennedy, Director of Public Works/City Engineer Candace Horsley, City Manager 1. Stipulated Order of Compliance and Agreement No. 99-01. 2. Correspondence and Schedule submitted to LEA. RHK:kk Candace Horsley, City I~lanager R:I~ANDFILL APOSTCLOSURE Approve Stipulated Order of Compliance and Agreement No. 99-01 for the Completion of Final Closure and Post-Closure Maintenance Plans for the Ukiah's Solid Waste Landfill February 17, 1999 Page 2 Failure to comply with the deadlines contained in the Stipulated Order may lead to the imposition of a civil penalty not to exceed $10,000 for each day a violation occurs pursuant to the provisions of Section 45023 of the Public Resources Code. The Closure and Post-Closure Maintenance Plans are planning documents and their purpose is to provide a basis for the Landfill Operator to establish a detailed estimate of closure and post-closure maintenance costs which are certified by a registered engineer or engineering geologist. The planning documents will enable the CIWMB to assess the reasonableness of the cost estimate for closure and maintenance activities, and they provide a detailed plan description and schedule for the operator to implement closure and post-closure maintenance. The documents are not construction drawings by which the actual work is accomplished. The City's Preliminary Closure and Post-Closure Plans were accepted by the CIWMB on May 2, 1994. Closure and post-closure maintenance costs were originally estimated at $1,460,000 and $1,105,300 respectively, in 1994 dollars. At the time these estimates were completed, the post-closure maintenance period was 15 years. Today, the maintenance period is a 30 year commitment. These estimates are adjusted annually to reflect inflation. Our current estimates are $1,586,200 and $2,402,230 in 1998 dollars, for closure and a 30 year post-closure maintenance respectively. During the preparation of the Final Plans, the type of closure cap and the cost estimate to complete closure will be revisited. The anticipated topographic features of the Landfill at the time of closure will be modified to reflect changes which have been implemented since the 1994 Preliminary Plans were prepared. A seismic analyses of the completed landfill slopes will also have to be performed. Staff believes the schedule included in the Stipulated Order can be met and the requirements of the State agencies complied with. RHK:kk R:I~J..ANDFILL APOSTCLOSURE UKIAH OFFICE 880 NORTH BUSH STREET UKIAH, CA 95482 (707)463-4466 FAX (707)463-4038 COUNTY OF MENDOCINO DEPARTMENT OF PUBLIC HEALTH DIVISION OF ENVIRONMENTAL HEALTH FORT BRAGG OFFICE 120 WEST FIR STREET FORT BRAGG, CA 95437 (707) 964-4713 STIPULATED ORDER OF COMPLIANCE AND AGREEMENT #99-01 UKIAH SOLID WASTE DISPOSAL SITE #23-AA-0019 February 5, 1999 TO: Jim Mastin MAYOR CITY OF UKIAH 300 SEMINARY AVENUE UKIAH, CA 95482-5400 CANDACE HORSLEY UKIAH CITY MANAGER 300 SEMINARY AVENUE UKIAH, CA 95482-5400 FROM: JOHN D. ROGERS, DIRECTOR MENDOCINO COUNTY DEPARTMENT OF PUBLIC HEALTH DIVISION OF ENVIRONMENTAL HEALTH LOCAL ENFORCEMENT AGENCY 501 LOW GAP ROAD #1326 UKIAH, CA 95482 RE: CITY OF UKIAH SOLID WASTE DISPOSAL SITE 23-AA-0019 SE 1/4 SECTION 10, T15N, R12W, MDB&M Located the end of VICHY SPRINGS RD UKIAH, CA 95482 A) CLOSURE 1. California Code of Regulations Title 27 Section 21780(3) Anticipated date of closure for the Ukiah Solid Waste Disposal Site is November, 2000. Pursuant to 27CCR Section 21780(3) final closure and post closure maintenance plans shall be submitted two years prior to the anticipated closure date. B) SPECIFIC ACTION On April 18, 1994, staff at the California Integrated Waste Management Board approved the Financial Assurance Mechanism for closure and postclosure maintenance costs for the Ukiah Solid Waste Disposal Site. On May 2, 1994, staff at the California Integrated Waste Management Board accepted for filing the Preliminary Closure and Postclosure Maintenance Plans for the Ukiah Solid Waste Disposal Site. On January 27, 1999, the City of Ukiah proposed a schedule for submitting the final closure and postclosure maintenance plans. C) CONDITIONS: The City of Ukiah will meet the following conditions: 1. Obtain City Council approval for awarding contract to prepare final closure and postclosure maintenance plans by ~ay 5~ 1999. 2. The administrative draft of the final closure and postclosure maintenance plans will be submitted to the City of Ukiah for review by August_?~. 3. The final closure and postclosure maintenance plans will be submitted to the Local Enforcement Agency, California Integrated Waste Management Board, the North Coast Regional Water Quality Control Board, and the Mendocino County Air Quality Management District by S~pJl~3~. Failure to comply with the conditions and deadlines contained in this Stipulated Order of Compliance and Agreement may lead to action being taken pursuant to Public Resources Code Section(s) 45023. The parties agree that as long as Owner/Operator complies with the interim operating conditions set forth herein, the Mendocino County Division of Environmental Health shall take no other or further enforcement action against the Owner/Operator or its officers, agents, or employees with respect to the violations described in this Stipulated Agreement. OWNER/OPERATOR: City of Ukiah Date: Jim Mastin Mayor City of Ukiah Date: Candace Horsley Ukiah City Manager LOCAL ENFORCEMENT AGENCY: MENDOCINO COUNTY DEPT. OF PUBLIC HEALTH DIVISION OF ENVIRONMENTAL HEALTH /~ohn D. RogerS, Director Division of Environmental Health Local Enforcement Agency Date: ~'/~~ ? DECLARATION The allegations contained in this document are based on research of existing documents, inspections, or personal knowledge of John P. Morley, REHS III: I am duly employed as an Environmental Health Specialist with The Mendocino County Department of Public Health. John P. Morley, REHS III. 300 SEMINARY AVE., UKIAH, ~ 95482-5400 - ~MIN. 707/463-6200 · PU~IC ~ 463-6242/6274 · F~ ~ 707/463-6204 · January 27, 1999 John Morley Local Enforcement Agency MENDOCINO COUNTY DIVISION OF ENVIRONMENTAL HEALTH 501 Low Gap Road, Room 1326 Ukiah, California 95482 RE: PROPOSED SCHEDULE FOR THE SUBMITTAL OF THE FINAL CLOSURE AND POST-CLOSURE PLANS, UKIAH SOLID WASTE DISPOSAL SITE 23-AA-0019 Dear Mr. Morley: It is acknowledged that we have missed the deadline for submitting Final Closure and Post- Closure Maintenance Plans based on the current established, self-imposed closure date of May 1, 2000. As I shared with you the other day, there is a good possibility that the closure date will be extended to November 2000, in light of the current schedule slip for the construction of the proposed transfer station on Taylor Drive. Although we have not conducted an Air Space Utilization Study since 1995, I feel confident, given our operational improvements and today's disposal rate, that we can continue to landfill waste until the new closure date of November 2000. Concerning our Closure Enterprise Fund, the balance in the fund as of November 30, 1998 was $1,711,161. An additional $230,000 will be deposited to the fund prior to the close of 1998/99 fiscal year creating an anticipated balance of $1,941,161 excluding accrued interest. The current closure estimate in 1998 dollars is $1,586,207. Although the estimated closure cost may change subsequent to the preparation of the Final Closure Plan, I feel confident that closure will be fully funded by the close of this fiscal year. '~/e Are i-lere To Sorve" Mr. John Morley January 27, 1999 Page 2 I propose the following schedule for the completion and submission of a Draft Final Closure and Post-C, Iosure Maintenance Plan to the appropriate reviewing agencies: . . . 4~ o . o . Task Complete and circulate RFP to consultants Proposal due date (proposal period of 5 weeks) Review Proposals Conduct consultant interviews Award consultant agreement (City Council) Completion Date or Period of Time February 12, 1999 March 19, 1999 March 29 - April 10, 1999 April 19 - April 24, 1999 May 5, 1999 Enter into consultant agreement 7. Begin work of agreement (consultant) May 24, 1999 Work period (13 weeks) Administrative Draft of Plan submitted to City for review May 10 - May 21, 1999 May 24 to August 20, 1999 August 20, 1999 10. City completes review of Administrative Draft of Plan August 27, 1999 11. Consultant publishes and delivers Final Draft of Plan to City September 10, 1999 12. City transmits Final Draft of Plans to LEA, CIWMB, and RWQCB September 13, 1999 The above schedule does not include the CEQA review process. Subsequent to receiving comments from the reviewing agencies and the completion of needed revisions to the Plan, if necessary, the CEQA review of the Plan will begin. Upon completion of the CEQA process, the Plan will be submitted to the City Council for their adoption. It is my Mr. John Morley January 27, 1999 Page 3 understanding that in most instances, a mitigated negative declaration is the appropriate CEQA vehicle for the implementation landfill closure and post-closure plans. If this holds true for our Plan, I would suspect that the Plan can be submitted to the City Council within three to four months after comments to the Draft Plan from the reviewing agencies have been incorporated. Please call me at 463-6280, if clarifications are needed. Sincerely, ~~--~'~Direct~r of Public Works/City E~g'~eer cc: Candace Horsley, City Manager RHK:kk R:I~LANDFILL LMORLEY ITEM NO, 10c] DATE' February 17.1999 AGENDA SUMMARY 'REPORT SUBJECT: APPROVAL OF AGREEMENT WITH MENDOCINO COUNTY FOR JUROR PARKING AUTHORIZATION OF THE CITY MANAGER TO EXECUTE THE AGREEMENTS Based upon prior direction by City COuncil, staff has pursued negotiations with the County of Mendocino and Mendocino County Courts to complete an agreement for the provision of juror parking within the Downtown. Obtaining an agreement with the County to provide parking for individuals visiting Ukiah in order to perform their jury duty obligation has been a long term goal of both agencies. Enhancing the public's experience and encouraging them to visit and stay downtown while completing their civic duty will benefit both the City and County through better public relations and further contribute to the Downtown's revitalization. Over a series of several meetings with representatives of the Superior Courts, Jury Commissioner's office, and County Administrative staff, a proposed agreement has been developed and attached to this report for the Council's consideration. The specific number of jurors requiring parking will vary from day to day and from trial to trial, however, the County has tracked jury participation through 1998 and estimated that the average weekly number of jurors should be approximately 42. This is based upon the total number of jurors in 1998 which was 2,230 divided by 52 weeks. The actual daily numbers will vary from a maximum of 145 on Monday down to 15 as the week progresses, depending the number of trials being held and jurors retained. In accordance with the agreement the County will provide the City with monthly reports of the actual number of jurors called and the City shall bill the County quarterly at the rate of $.50 per day per juror. Based upon last year's total attendance of 2,230 the City would have received $1,115 for all of 1998. (Continued on Page 2) RECOMMENDED ACTION: Approve agreement with County of Mendocino for juror parking within Ukiah Parking District #1 and authorize City Manager to execute agreement ALTERNATIVE COUNCIL POLICY OPTIONS: 1. Determine Agreement requires revision and approve as revised. 2. Determine approval of Agreement is inappropriate at this time and move to deny. Citizen Advised: N/A Requested by: County of Mendocino Prepared by: Larry W. DeKnoblough, Community Services Director Coordinated with: Candace Horsley, City Manager Patsy Archibald, Customer Service Supervisor Attachments: 1. Proposed Agreement APPROVEd: ~ -'~/'~-~~ Candace horsley, City I~lanager Daily jurors will be provided with instructions and a directional map indicating the appropriate locations to park. The instructions and map (provided as Exhibit "A" of the Agreement) have excluded the commercial core bounded by Clay, Henry, Oak, and Main Streets. This area is the 90 minute parking zone which is intended for retail and service customer parking. The proposed agreement should improve availability of parking in this area as the jurors are now parking without any assistance or direction and are often cited for infractions in the short term parking zones. The agreement will not increase the demand for parking within the overall downtown as the jurors are already utilizing the same number of spaces. In fact the agreement should improve utilization and reduce the number of conflicts which currently result in juror citations. The proposed agreement also provides for a maximum of 19 spaces to be provided to the County on a monthly, permit basis at a cost of $7.00 each, per month for use by the Grand Jury. These permits will be located in Parking Lot C, between Smith, Standley, Main, and Mason Streets in spaces currently allocated for permits, but which remain unused. Should the Council approve the agreement the effective date would be March 1, 1999 through January 31, 2001. As stated previously in this report, staff believes the agreement will be of significant benefit to both the City and County relations with the public while providing an important public service to our citizens. For these reasons staff is recommending approval and authorization of the City Manager to execute the proposed agreement. LD2 JUROR.ASR AGREEMENT BETWEEN THE CITY OF UKIAH AND COUNTY OF MENDOCINO FOR JUROR PARKING WITHIN UKIAH PARKING DISTRICT # 1 THIS AGREEMENT is made and entered into effective March 1, 1999, by and between the CITY OF UKIAH, a municipal corporation, hereinafter referred to as "City"; and the County of Mendocino, hereinafter referred to as "County" RECITALS; A. City operates Municipal Parking District # 1 for the purpose of providing off-street public parking within its downtown commercial district. B. County has requested of City the monthly permitted use of nineteen (19) parking spaces within Parking Lot C, bounded by Main, Smith, Mason, and Standley Streets, within City of Ukiah Parking District #1, in order to provide parking for Grand Jurors to the Mendocino County Courts. County is further requesting the day use of available spaces on an as needed basis within the Parking District in order to provide parking for jurors called to duty by the Mendocino County Courts (Courts). C. City desires to provide said spaces pursuant to the terms of this agreement. AGREEMENT: NOW, THEREFORE, IN CONSIDERATION of the terms, covenants, and conditions herein expressed, to be kept and performed by the parties hereto, IT IS MUTUALLY AGREI:~D BY THE PARTIES AS FOLLOWS: 1. Permitted Parking, City does hereby agree, and County does hereby hire from City the parking spaces necessary to provide parking as described in Paragraph B, of Recitals, in this agreement within the areas of Parking District #1 designated on the diagram attached hereto as Exhibit "A", incorporated herein by this reference. County, at County's expense agrees to furnish permits to jurors which shall be displayed in prominent view from the front window of any vehicle utilizing said pemit. At any time a juror falls to display such permit as provided by County City may issue a citation to said juror for violation of applicable parking regulations. 2. Term. The term of this agreement shall be two (2) years commencing on the date above and ending February 28, 2001. This agreement may be extended for additional terms if mutually agreed to by both parties. A. The County shall pay for the spaces provided to its Grand Jurors under the terms of this Agreement the semi-annual rate of $798. The County shall pay City fees in advance as follows: by March 1, 1999, for the fa'st six months of the Agreement to and including August 31, 1999; by September 1, 1999, for the next six months; and by March 1 and September 1 for each succeeding six month period thereafter. B. The County shall furnish to City, on a monthly basis, printed repons of the number of Jurors called and City shall bill County on a quarterly basis at the rate of $.50 per day per juror. 4. Termination. This agreement may be terminated upon one hundred (180) days written notice by either party for any reason. 5. Use. County or its permitted assignees, shall comply with all applicable local codes and ordinances in connection with the use of the permitted parking spaces during the term of this agreement. County and City shall take all necessary steps to assure that County's jurors utilize the designated parking provided by this agreement. 6. Waiver. No waiver by any party hereto of any breach of any term or condition of this agreement is to be construed as a waiver of any subsequent breach or as a modification of any term of this agreement. 7. Remedy for Breach, In the event that County should fail, refuse, or neglect to pay when due any installment of fees, or fail or refuse to keep, perform, or observe any covenant, agreement, or condition of this agreement, City shall have the right to terminate this agreement immediately. 8. Notices. Whenever notice is permitted or required under this agreement, it shall be deemed given when personally served or when deposited in the United States mail with proper first class postage affixed thereto and addressed as follows: City of Ukiah Attn: City Manager 300 Seminary Avenue Ukiah, CA 95482 County of Mendocino Attn: County Administrator Low Gap Road Ukiah, CA 95482 9. Legal Proceedings. Any legal action between the parties concerning this agreement shall be filed in the State Court in Mendocino County with subject matter jurisdiction, each party waiving any objections they may have to venue in Mendocino County 10. Binding Effect. This agreement benefits and is binding upon both parties, their successors, legal representatives, and assigns of. 11. ~ This agreement may be executed in any number of counterparts which taken together shall constitute the same agreement. IN WITNESS THEREOF, the parties hereto have executed this agreement at the date and place indicated below. CITY OF UKIAH COUNTY OF MENDOCINO By City Manager By County Administrator LD2 JUROR. AGR AGENDA SUMMARY ITEM NO. 10e DATE: FEBRUARY 17, 1999 REPORT SUBJECT: APPROVAL OF ISSUANCE OF A REQUEST FOR QUOTATIONS FOR A CITYVVIDE COMPUTER HARDWARE/TECHNOLOGY NEEDS ASSESSMENT AND PLAN The City of Ukiah is desperately behind in computer and communications technology with most of the equipment and software unable to meet the current industry standards. There are minimal E-mail capabilities to both send and receive, Windows applications are almost non existent, use of the Internet by administrative staff is limited to a single machine, and many of the personal computers are still 386s. These handicaps severely impact our abilities to interact with residents, businesses, and other governmental entities as many will not use the postal service any more, requiring electronic mail for communication instead. Customer service is not what it should be without the appropriate tools to meet the community's demands. Discussions of improving the billing and collection function have all included substantial improvements to our technology. The Y2K issue is also pushing for a suitable solution. A comprehensive analysis of the City's technological needs is necessary. Development of an overall picture of the requirements and desires of the various departments and incorporation of these components into an implementation plan will provide the most efficient resolution to this situation and eliminate misdirection and redundancy. Improvements will entail significant expenses and every aspect of the system wide must be evaluated prior to new purchases. The services of an independent party to complete the analysis, match desires and needs to available technology, identify ancillary equipment for security and growth, and prepare a thorough implementation plan is essential. Current City staff cannot expend the considerable time required for this task and still meet daily operational demands. A study at this time will allow us to be appropriately informed regarding the financial requirements prior to this year's budget discussions in June. (continued on page 2) RECOMMENDED ACTION: Approve Issuance of a Request for Quotations for a Citywide Computer Hardwar/technology Needs Assessment and Plan. ALTERNATIVE COUNCIL POLICY OPTIONS: 1. Determine computer system is not to be evaluated and take no action. 2. Determine City Staff is to complete evaluation and authorize City Manager to take necessary steps to execute tasks. Citizen Advised: Requested by: Prepared by: Coordinated with: Attachments: N/A N/A Paulette Klingbeil, MIS Coordinator Gordon Elton, Director of Finance, Mike Harris, Risk Manager/Budget Officer, and Candace Horsley, City Manager None Candace Horsley, Cit~Manager APPROVAL Of ISSUANCE Of a REQUEST FOR QUOTATIONS FOR A CITYWIDE COMPUTER HARDWARE/TECHNOLOGY NEEDS ASSESSMENT AND PLAN FEBRUARY 17, 1999 PAGE 2 The expected consultant services would include: meeting with each department and identifying its technology needs; developing a written plan discussing the purpose and benefits as well as the hardware necessary for each department; and preparing an overall plan for establishing a technology based system of information sharing and business activity. This plan is to carry the City into the 21st century at a level that meets citizen expectations for expedient/effective responses, and increases the efficiency of general City operations. Staff requests Council approval for the issuance of a Request for Quotations (RFQ) to provide a Citywide needs assessment of computer technology improvements. Costs for this study are unknown at this time and will be presented to the Council prior to any authorization by the Council to award a contract. mfh:asrcc99 0217SVVD ITEM NO. DATE: lOf FEBRUARY 17, 1999 AGENDA SUMMARY REPORT SUBJECT: Discussion of Citywide Y2K Planning Report Introduction The purpose of this report is to update the City Council on the progress of staff's Year 2000 (Y2K) compliance efforts. In preparing for the potential impact of Y2K, staff has prepared a comprehensive Y2K Program. This Y2K Program is based largely on the compliance guidelines provided by the State of California Office of Emergency Services (OES), and the State of California Department of Information Technology (DOIT), and is divided into six action items: Training, Assignment of a Y2K Coordinator, Compliance Plan Development, Compliance Plan Implementation, Collaboration with External Service Providers, and Awareness and Communication. The recommendations of OES and DOIT were combined, adapted and in some cases simplified to meet the specific needs of the City of Ukiah. CONTINUED ON PAGE 2 RECOMMENDED ACTION: Review and approve the attached Y2K Compliance Plan. ALTERNATIVE COUNCIL POLICY OPTIONS: Review and remand to staff with instructions. Citizen Advised: Requested by: Prepared by: Coordinated with: Attachments: N/A Michael S. Flad, Assistant City Manager Michael S. Flad, Assistant City Manager Candace Horsley, City Manager . , Y2K Training Material. Y2K Implications and Issues. Memorandum from Darryl Barnes, Director of Public Utilities dated February 4, 1999. Flyer on Y2K Community Forum dated January 12, 1999. Standard Y2K Response Letter. Y2K Press Release dated February 10, 1999. APPROVED: '~~, Cand~ce Horsley, C~y~Manager R:COUNCIL Y2KCNCL Discussion of Citywide Y2K Planning Report February 17, 1999 Page 2 Training In addition to the Y2K information everyone has been exposed to in the newspapers, on television, and on the Internet, staff has received specific training on the potential problems associated with Y2K. It is the recommendation of OES that all senior management in government receive Y2K training. Executive level staff employees received training from Rick Paige of the Mendocino Emergency Services Authority in December 1998. Training included an explanation of the problem with 2 digit date fields, embedded chips, software, hardware and data based systems. Rick also discussed areas of potential Y2K vulnerability, the need for comprehensive contingency planning and preparation. Attached is a copy of the training materials provided during that training. In addition to the executives, the City Manager has formed an internal Y2K Task Force comprised of representatives from each department. Each of these representatives has also received Y2K training from MESA. Assign a Y2K Coordinator The City Manager has assigned Michael Flad, Assistant City Manager, as the City of Ukiah Y2K Coordinator. The role of the Coordinator is to facilitate the implementation of the Task Force developed Y2K Compliance Plan, coordinate internal and external communication, increase Y2K awareness, and coordinate collaboration with other agencies. Each department has also designated a Y2K compliance person and Task Force member. It is up to these Task Force members to insure the compliance of their respective departments. As part of the Y2K Task Force, Michael Harris, Risk Manager/Budget Officer, is also in charge of contingency planning, and the Y2K Operations Center in addition to citywide telecommunications. Paulette Klingbeil, MIS Coordinator, is responsible for city-wide computer compliance. While a lot of work has already been done, a considerable amount remains to be completed in addition to the regular work assignments of the Task Force members. Develop a Y2K Compliance Plan The City Y2K Task Force has developed the following Y2K Planning Calendar which includes the following components: Assessment, Inventory, Compliance Evaluation, Prioritization of Critical Systems, Vendor Certification, Compliance Testing, and Contingency Planning. This Compliance Plan serves as the City's implementation calendar for Y2K and was adapted from the recommendations of OES and DOIT. The following is an outline of the planning calendar. Discussion of Citywide Y2K Planning Report February 17, 1999 Page 3 Y2K- PLANNING CALENDAR: Planned Action Assessment Inventory Initial Compliance Evaluation Prioritization Vendor Certification Secondary Compliance Evaluation Compliance Testing Final Compliance Evaluation Contingency Planning Y2K Operations Center Plan Post Y2K Evaluations Date of Completion January 29, 1999 February 15, 1999 March 1, 1999 March 15, 1999 April 15, 1999 May 1,1999 May 15, 1999 June 1,1999 June 1,1999 July 1,1999 January 30,2000 Description of Activity Each City Department will take a look at all potential Y2K impacted systems. Included in the assessment is a review of all systems that include imbedded chips. After each Department has compiled a detailed accounting of Y2K affected systems (compliant or not) a master Inventory will be established. Many systems have already been identified as Y2K compliant by manufacturers or tests. This step serves to recognize that which we already know is compliant, is not compliant and those instances where we are not sure. The Y2K Committee will prioritize all Y2K systems from those that are critical to those systems that are expendable. All primary services Police, Fire, Water, Electricity, Sewer, etc. will be evaluated first. Written documentation will be requested from vendors that provide the City with services and or goods in order of priority. After receiving documentation from the vendors, a secondary compliance review will again show us the items that are compliant, non-compliant and unknown. As part of the vendor verification process, vendors will be asked to provide the City with a practical Y2K compliance testing procedure. Staff will then perform testing. It is expected that at a minimum, all critical City functions will be Y2K compliant by June 1, 1999. All systems should be compliant by this date. If the system in question does not work in the Y2K, what process is in place to continue that function. Will the system be fixed, replaced, or worked around. Perhaps the most important component of the Y2K plan is the emergency planning component. Not all systems are under the direct control of the City and we must plan accordingly. This plan should assume no utilities. Systems that have not yet been tested in the Y2K should be evaluated. This is the final stage of Y2K compliance planning. Discussion of Citywide Y2K Planning Report February 17, 1999 Page 4 Implementation of Y2K Compliance Plan In general, staff has completed phase one of the implementation calendar or the Assessment of potentially impacted Y2K systems. The City fixed assets listing was used as a starting point for the review of all systems that include either a date function or imbedded chips. It should be noted, however, that many systems throughout the City have already been assessed, evaluated, certified, or tested and found to be Y2K compliant. The Planning Calendar is designed as a "deadline" for completing each phase of implementation and making sure all systems are properly evaluated. The City's emergency dispatch system, radios, police vehicles, ambulances, fire engines, fuel trucks, emergency medical equipment, and most Civic Center computers for example have already been assessed and determined to be Y2K compliant. Of the many different systems assessed to date, most were compliant or the problem was easily eliminated. In many cases, the Planning Calendar is merely being used as a method to track which systems have already been determined to be compliant so nothing falls through the cracks. Some systems have been proven to be non-compliant and required replacement, modification, or upgrades. The Finance Department's Accounts Receivable program for example recently "froze" when it encountered a 00 date. Remediation of this problem will require the upgrade of the software system and hours of staff time. According to schedule, staff is currently in the process of completing phase two or the departmental inventory of affected systems. This step requires staff to inventory all potentially affected systems for future evaluation, prioritization, certification, testing and contingency planning. Staff will then prioritize systems for compliance evaluation. As part of the prioritization process, staff is ranking systems by utilizing risk factors. These factors are based on the projected outcome associated with the non-compliance or failure of the particular system in question. The risk factors are 1) Catastrophic, 2) Critical 3) Marginal, and 4) Negligible. Any system that has a risk factor of 1 or 2 requires the development of a contingency plan regardless of the perceived level of Y2K compliance. In other words, even if staff feels that the system is Y2K compliant, a backup plan will be in place just in case the system fails to perform. This applies mainly to our mission critical services like electricity, water, sewer, police and fire services. In most cases, detailed contingency plans are already in place should systems fail to perform in the year 2000. The Public Utilities Department for example has the ability to convert to a manual system should the unanticipated need arise. Attached is a copy of a memo dated February 4, 1999 from Darryl Barnes, Director of the Public Utilities which outlines his department's ability to switch over to a manual system should they fail to perform in Y2K. In recognizing that comprehensive contingency planning is possibly the most important component of the City's Y2K strategy, staff has formed a contingency planning sub- committee, will setup a Y2K Operations Center on December 31, 1999, and is coordinating with other agencies. The contingency planning sub-committee is comprised of the Fire Discussion of Citywide Y2K Planning Report February 17, 1999 Page 5 Chief, Police Chief, City Manager, Assistant City Manager, Risk Manager, MIS Coordinator, the Director of Public Utilities and these departments respective Y2K Task Force members. While the Police, Fire and Utility Departments are developing or have already developed backup plans for their respective functions, the purpose of this sub-committee is inter- departmental coordination. At their first meeting, the group focused discussions on ¥2K Operations Center staffing, fuel accessibility, the availability of generators, emergency vehicles, radios, and Utility Department contingency planning. The cooperative planning of this sub-committee will be especially valuable in the event of any unexpected service interruptions that may be caused by not only Y2K but any other source. With the goal of providing safe and reliable service, the City will staff a Y2K Operations Center on New Years Eve and New Years Day. While staff is working diligently to prevent any interruptions in service, personnel and contingency plans will be ready to implement rapidly should a problem occur. Police, Fire, Water, Electric and Sewer Department crews will be at work and ready to implement any backup plans that might be needed. Staff vacations in all Departments are not being approved during this period. Collaboration Both OES and DOIT recommend both internal and external coordination of resources. As discussed above, internal coordination includes Y2K training, the Task Force, contingency planning sub-committee, and the Y2K Operations Center. Externally, staff is coordinating with the Chamber of Commerce Y2K Task Force, MESA and major service providers. The goal of these external meetings is to work with the many other agencies that provide services to Ukiah citizens, in an effort to increase awareness, develop contingency plans and develop collaborative solutions to any problems. The Chamber Task Force has been meeting monthly for the past several months with the goal of increasing awareness and preparedness. This Task Force hosted the Y2K Community Forum at the Civic Center last month. Members include representatives from Mendo Lake Credit Union, the City of Ukiah, Mendocino Community College, Pacific Bell, PG&E, the Ukiah Valley Medical Center, Ukiah Daily Journal, Savings Bank, MESA and the public. This group has proven to be a valuable source of information concerning each employers Y2K readiness. Rick Paige at MESA is coordinating Y2K efforts on a county-wide basis. Through Y2K notices, MESA meetings, public meetings and training sessions, Rick has done an outstanding job of keeping everyone informed. MESA's focus has also been on awareness and preparedness. In addition to training City staff, Rick has been training local businesses and community groups and is continuously updating his presentation. Staff is working with MESA to coordinate the efforts of the County Emergency Operations Center with our local Y2K Operations Center on New Years Eve. Discussion of Citywide Y2K Planning Report February 17, 1999 Page 6 In addition to the efforts of MESA and the Chamber of Commerce, City staff is also coordinating and hosting meetings with primary service providers. Representatives from PG&E, Ukiah Valley Medical Center, Pacific Bell, Mendocino County, MESA, the City Manger and Mayor of Ukiah are scheduled to meet quarterly. The purpose of these meetings are to discuss each agency's overall Y2K compliance plans, explore any regional contingency plans that are necessary, and maintain active communication with our partners in service delivery. Awareness and Communication In an effort to keep the public informed and assist in the preparation for the Y2K, the City is making a concerted effort to circulate information through letters, public forums, press releases, and articles in the Ukiah Daily Journal "Y2K Watch" Section. Staff is also coordinating with MESA to avoid duplication of effort. The vast majority of Y2K information currently available in the media, exclusively discusses the potential negative impacts of Y2K. Staff is focusing efforts on the dissemination of information that advises the public regarding the City of Ukiah's preparedness and the need for personal preparedness. Staff has received several letters from businesses requesting information and guarantees of service in the Year 2000. While staff is not able to provide blanket statements concerning performance in the Year 2000, the Assistant City Manager has responded in writing to all requests to date. A copy of the standard response letter is attached. As mentioned earlier, the City hosted a Y2K public forum on January 12, 1999, flyer attached. The program featured presentations by Rick Paige from MESA and Dave Edmonds from Pacific Bell. Afterwards, a panel of local services providers, including the City of Ukiah, answered questions from the audience. Over 100 people attended the event and the feedback was very positive. Additional forums are being planned for later this year. On a periodic basis, staff will prepare press releases for the Ukiah Daily Journal. Staff recently met with K.C. Meadows, Editor of the Journal to discuss the most effective format and content. A copy of the first press release is attached. Subsequent press releases are expected to be shorter and detail the City's systems that have been assessed, evaluated, certified, tested and found compliant. Other articles will include the City's contingency and Y2K Operations Center Planning. Again, the goal of the press releases is more to keep everyone informed of the City's Y2K compliance progress, than to inform the public of the global effects of Y2K. Staff will also continue to work with MESA, the Chamber of Commerce, Mendocino County and local service providers to keep everyone informed. Discussion of Citywide Y2K Planning Report February 17, 1999 Page 7 Summary As recommended by the OES and DOIT, the City of Ukiah has implemented Y2K training, assigned a Y2K Coordinator, Developed a Y2K Compliance Plan, is in the process of implementing that Plan, is collaborating with community partners and continues to increase Y2K awareness, communication and preparedness. According to schedule, staff has inventoried systems in each department and is currently conducting assessments of these systems to evaluate if they are Year 2000 compliant. Staff is also in the process of repairing, replacing and testing any mission critical systems that are affected by the Year 2000 problem. Regardless of Y2K compliance, staff is developing contingency or back up plans for critical systems, just in case these systems fail to perform in the Year 2000. Staff anticipates completion of the action items listed in the Y2K Planning Calendar by July 1, 1999. I/4/99 Y2K AND YOU The Year 2000 Problem Mendocino Emergency Services Authority WHAT IS THE "PROBLEM"? A TECHNICAL PROBLEM OLD COMPUTER PROGRAMS 2 DIGIT DATE FIELDS ORIGINATES CONSTRAINTS AFFECTS SOFTWARE, HARDWAR~~, C.:,2E~ATING ~'~"~T~MS, APPLICATiO~:~5. [~7 ~. ETC. The Problem _.,: '~ Seftware · t'~o di§ils 103 = 1~t~3] · mainframes an~ FCs Hardware * embedded chips (~ -5% failure rate] , VCRs, radios, alarms, HVAC, etc Data FACTS AND OPINIONS LIKEY: DOOMSDAY PREDICTIONS WiLL IqOT OCCUR LOTS OF AhlNOYANCES SOME VERY SERIOUS IMPACTS Hote: Too much ~nformation' Fact vs. Speculation vs. Prophecy vs. HVpe Y2K for profit Y2X - El fll~o2 FACT OR FANTASY? IT IS ALL A BIG PLOT TO MAKE ' CONSULTANTS AND PROGRAMMEI~ RiCHI IT WILL PLUNGE TIlE WORLD IN'TO ECONOMIC AND SOCIAL DEATH SPIRAL NOT VERY I~! K !~1 i~Y 1 174/99 WHAT HAS HAPPENED SO FAR? Y2KThreats Technical Operational Social Predictions Business as usual or Death by a thousand paper cuts or Cyber Winter or Global recession or End of Civilization President's Council: - Impact on small & medium-sized organizations - no major nationwide catastrophic dlsruPtiOOS Y2K Impacts SYSTEM BEST CASE WORST CASE Utilities Isolated & Minor Large. extended outages I failures Telecommunications Isolated & Minor Large. extended outages Transportation Isolated & Moderate Cars. planes, trains won't run Government Moderate & Severe Weeks to repair Finance Prepared Run on banks Inaccurate calcs Y2K Impacts [conL] ~ SYSTEM BEST CASE WORST CASE Business Impact from other 1-7% fail countries Recession. etc. Legal Already starting Liability Impact on reporting Medical Isolated and Equipment failures moderate Medical records Food distribution Isolated and minor Victory gardens i Hoarding Social El NitToz Panic buying, cdme. Emergenc]/Management Issues Interdependence Emergency systems may be affected Jan 1't, 2000 = New Year's In Winter Public & Media reaction No help from 'outside' 2 · . . . 1/4/99 Who's doing what now ... Feds ' Presidential Cemmlsslnn findings TBP · FEMA planning TBP State OES · Threat scenario TBP · Web site TBP · Power distribution conference Mendoclno County · Interlal Information Systems fixes Community Groups · Education, outreach, meeting, web sites Possible Courses of Action for Businesses ~ ..... Internal evaluation of risk ~:~ Contingency Plans Emergency Planning Presentations General preparedness efforts Employee preparedness STEPS NEEDED FOR BUSINESS o · · · · APPOINT PROJECT OFFICER/GROUP IDENTIFY POSSIBILITIES PRIORITIZE POTENTIAL PROBLEMS DEVELOP A PLAN FIX AS MUCH AS POSSIBLE RESPOND TO EMERGENCY NEEDS WILL IT AFFECT ME? YES BUT I DON'T HAVE A COMPUTER - WILL IT AFFECT ME? YES STEP 1: ASSESSMENT YOUR HOME APPLIANCES, EQUIPMENT. SERVICES ANO UTILITIES PERSONAL NEEDS..~:'~'!!i~ A LIST FOR EVERYONE AT HOME 0~ PRIORITIZE IMPO~TAHCE COURTESY: THE CASSANORA PROJECT 3 i/4/9~ STEP 2: EVALUATE RISK 1. WHAT IS MOST CRITICAL WHAT Wt[.L HAPPEN CAN I DO WITHO. 'l. WHAT CAN BE FIXED 2. ALTERNATIVE $ 3. WHAT TO 4. EMERGENCY STEI 4: U_XF_CUTU 1. START DOING IT NOW 2. ADJUST THE PLAN 3. FOLLOW-UP ~ 4. CHECK AGAIN THINGS TO CONSIDER' t. FOOD AND BASIC SUPPLIES 2. WATER 3. SANITATION AND REFUSE 4. HEALTH 5. COMMUNICATIONS + ENTERTAINMENT 6. FINANCIAL 7. POWER, HEAT + LIGHT 8. SAFETY AND SECURITY 9. TRANSPORTATION 10. NEIGHBORHOOD + COMMUNITY Y2K Anniversary dates ~1/1199 3/1/99 7/1/69 8/2119g 919199 10/1196 1/112000 2/29/2000 10/10/2000 12/31/2000 2000 + New Year rollovor New York state Fiscal year County fiscal year GPS rollover date Old Programming code Federal/CA fiscal year High Ude Leap year First Ume date field uses max length 366" date [Julian calendar] Ongoing as problems are discovered 0" Tt4/kT% t-tOOJ U flY, ¥O(JR "YEAR 000" PKOOLF_.I'4, 4 MEMORANDUM Date: February 4, 1999 To: Michael Flad, Assistant City Manager From' Darryl L. Barnes, Director of Public Utility ,~. ~~'-~ Subject: Year 2000 Compliance The Public Utilities Department has been reviewing and investigating this problem since the first quarter of 1998. All divisions of the Public Utilities Department have reviewed plant and system operating requirements relative to any year 2000 impacts. In addition, manufacturers of all primary systems, were possible, have been contacted to determine year 2000 compliance of their equipment. Operation of all critical processes such as water production, wastewater treatment and electric distribution have been evaluated relative to their operating ability should any component fail due to a year 2000 defect. This review has determined that all systems relative to the production of water, wastewater treatment and the distribution of electricity can be operated manually. Thus, should any system fail due to a software or hardware problem, the system can be switched to manual operation with only a short interruption of services while the switch is being facilitated. Attached for your review are copies of memorandums from the Wastewater Plant and the Water Plant relative to actions taken concerning the year 2000 impact of the facilities. The Electric Division's substation has been reviewed by a maintenance consultant and it has been determined that all functions within the substation should not be affected by year 2000. In addition, all switches within the station can be operated manually should the need occur. The manufacturer of our system reclosers within the distribution system has indicated that the controller within the recloser which operates automatic system control might have a year 2000 problem. However, since our reclosers do not utilize this function, they should not be affected. Also, the manufacturer of our electronic meters have indicated that their equipment is year 2000 compliant and has a issued a letter with their confirmation, which is attached. The Lake Mendocino Project is a totally manual operation and all electronics within the plant are utilized for plant monitoring only. Therefore, it's operation will not be affected by the year 2000. Although we believe that all primary systems have been investigated, the Public Utilities Department will continue to monitor all relative year 2000 information and investigate any potential impacts on our operation. We have committed to staff all primary operations during the calendar change over to January 1,2000. Should you have any questions or if I can be of any further assistance regarding the matter please let me know. To: Darryl Barnes, Public Utilities Director From: Jerry Gall Subject: Y2K Date: January 2_8, 1999 This Memo, per your request will bring you up to date as to how Y2K will affect the Wastewater Treatment Facility. We started looking at this issue early in 1998.The lion's share of our equipment is now controlled through five Allen - Bradley Programmable Logic Controllers or PLC's. They are interfaced with a Windows based industrial computer program called WonderWare. This allows for monitoring and process change capabilities. We added several thousand dollars to the 98 - 99 budget to upgrade the Windows NT and Wonderware programs to the latest 2000 compliant editions for the three plant computers. These upgrades along with necessary programing modifications were completed in September of 1998. We will also from now until the end of the year contact Microsoft and WonderWare on a periodic basis to see if there are any patches or service packs needed for staying Y2K compliant. As far as the Allen - Bradley PLCs are concerned, Allen - Bradley has a web site that states our particular model is compliant. The next issue for Y2K we are addressing is the possibility that some equipment may have date sensitive embedded chips that may affect operations. We have, and are still in the process of contacting vendors and manufacturers of equipment we identified as falling into this category. Items of major concern such as Influent Pump Adjustable Frequency Drives or The Backup Controller have been given a clean bill of health. I expect to have all information on hand by early April. ' Once all the information is gathered, a plan will be formulated to repair, replace, or take steps to operate around any non - compliant equipment. Equipment critical to operating within our discharge permit will of course receive the highest priority. To play Devil's advocate a plan will be in place to work around or manually operate all essential equipment even if it has been declared compliant. As we have discussed on more than one occasion the plant will be staffed on Dec. 3 I, 1999 through January I, 2000 or as long as necessary to ensure proper operations. The Plant will be put on stand-by power prior to midnight until we are reasonably sure a continuous and stable power supply is available. CC: Frank Noyd CC: George Borrecky CC: Scott Gergus RWQCB Memorandum To: George Borecky, Water and Sewer Operations Superintendent From: Terry R. Eib, Water Treatment Plant Supervisor ~ Date: September, 22/1998 Subject: Impact of the year 2000 problems on water systems computers At this time I don't see any problems with m~y of the water treatment plant process computer's and/or Programlnable Logic Controller (P.L.C.). I confirmed this with Arnold D. Martin, PE U.S. Filter CPC. There is a calender in the P.L.C. but it has no control over any of the processes, and it will read zero's in the year 2000. As for the two office PC, they will compute the year 2000. File YEAR 2000 READINESS DISCLOSURE ABB Information Systems Division Electdc Metedng Products and the Year 2000 TU210-50/01.04 November 30, 1998 ABB l~ormation Sy~ems Division ABB Power T&D Comply Inc. 208 South Roge~ ~ Raleigh, NC 27610 USA Pboa=: 91~-212-4700 Pax: 919-212-4717 ABB Information Systems Division 'obi ABB §~/, ]Ilfl 09SI9N¥~{ NV$ ODS~MIAIcI~O'~ 666I '[ Copyright © 1998 by ABB Power T&D Company Inc. Ail rights reserved. This clocument may not be reproduced by any means without t~e expmesed, written permission of ~ copyright hokler. %88L 'iIift O~)SIONV~Id NVS O3S~{~A ~dSO'~ 666t '[ 'qod Oontents CONTENTS 2.2 TOU Scheclules ........................................................ 2.3 Load Profite ..................................................... 2 2.4 Software Support .................. _ mt Revised: November 30. 1998 TU210-50/01.04 ABEl Power T&D Company Inc.- §88/, ~IIJ, fl O3$IDNV~Id NV$ ODS~[~ IAIcI60'E 666I '[ NOTES Contents ABB Powe~ T&D Company Inc. TU210-50/01.04 Last Revised: November. 30. 1998 § 'd §EI6'oN 666[ YEAR 2000 READINESS DISCLOSURE A ~eat deal of concern has been raised in the media concenting th~ "Year 2000" problem in regard to computers and compute~-bused products. The coece~ az~e.~ from two is.~ues: 1. The rollover Ir'om the year 1999 to the year 2000 in which the two digit year 99 is "smaller" thaxt the two di~t yea' 00. 2. The yea~- 2000 has special l~ap y~r conside, ralion.,~. Nalu~rall),, ABB custoracrs a~¢ conceme4 that tt~e issues are appmprialely ha~lled in ABB producr, s. The followin~ di,scu.ssioa ~ill pu[ to rcs~ fl~esc coOcerns a~l csplaJn bow ~e design and implernen[ation oi' ABB producis will succcssfully accommoda[¢ the transition to ~be )'ear 2000. Wbilc o~or indu.~try prod~cr~ ma~ be ~£ecr~:l, the lrollowia~ ARB produc~ will no[ be affected by these issues: · EMP (l) & EMF IA · EMP2& I~lvlP23~ · ~ 24x~, F_.MF 25z.~ ~nd EM1~ EMF 2460 & EMp 3a~x ALPHA · PowerPl~.~ ALPHA AIN ALPHA AJphaPtus ~hwa~c version 1.00 and higher Note ~a[ t. he~ considerations are only potential problems in time-of-use registers and load profile Jccotdcrs using re. al-time clocks. Demand meters do not ~c real--time clock.(. Last Revised: November 30. 1998 TU210-50/01,04 ABB Power T&D Company Inc. 9 'cI §al6'oN §88L llJ, fl ODSI9NVH~t NVS OOS:Hf6 lalcI60'E 666I YEAR 2000 READINESS DISCLOSURE "I ^BB Power T&D Company Inc. TU210-50/01.04 Last Revised: November 30, 1998 §88], 'Ilifl 0D$IONVad NV$ OOSa,~ lalcI0l'Z ml666I '1 'qad~ DEC 02 'c:~9 15:18 FR I:::IBB RO~ Ll::llx~ ~1~ 212 4717 YEAR 2000 READINESS DISCLOSURE 2.1 TIME AND DATE DETERMINATION ABB produces in=ease mai-time, rolling seconds into miou~,~, minutes into hours, ho~rs into Julian days, ,fuUan days into years, a~d yea~s into leap years. The years are counted in a two-- digit year counter. (The ~tian calendar sequentiaUy numbers dny$ from I to :365 or 366 and adds the two-digit year as a preFut.) A leap year flag detenllJncs thc number of J'ulian days in the year. Months and days ate determined from the J'ulian date and the leap year flag. For example.' · SuUan day 96060 is 29 February ! 996 · Julian day 97060 is 0J March 1997 Alt counters roll over at the appropriate t/me.s: 60 seconds, 60 minutes, 24 hou~ 365 ar 366 days, 4 years, and 99 yeats. 2.2 TOU SCHEDULES Dates can be u.~-d in the TOU rnte schedule definition. The exact year is not a concern; however, the concern is whether thc year is a leap year. In metering products bcfme the EM1=- 2460, special da~ within the. meter simply had to occur [n sequence. With tl~ EMP-2,160 and thor produ~ that foUow (including t~e ALPHA meters), special dates are included in a 20= year ca~ertdar, imicxed to the creadon date of the special date schedule. For example, if the schedule is created in 1997. 1997 is year 0 in thc 20--year calendar. Thus, this lrcaturc does not know about century bou~:larie~. It obtains its leap ycar indication for the simple, four count lcap year counter. 2.3 LOAD PRORLE 2.4 Dates are also u.~.d/n load pmf'fle registers. AU ABB load profile registers beforc the PowcrPlus ALPHA mete~ stamped the i~st interval ot'a xeading with the date and dmc obtained from thc reglster's clock date and dme. The PowerPl~ ALPHA mek-r stamps each day's worth of load profile intetva/s. Thc nctual date and time of a specific interval is demmined by the translation system software working from the date and t/me suppUed by the meter. The meter therefore only need to keep accurate time. It is not using the date and time in calculations and thus avoids thc year 2000 transition issue. SOFTWARE SUPPORT Thc ABB AlphePlus software provides meter program development, meter downloading, data retrieval, and mpon generation support for n wide variety of ABB metering products. Datc formau and processing for data entry and smragc a~e lailored to meter's storage requirements and processing algorithms, Where appropriate, AlphaLPltts requests year ena-y in a four-.digit format. When AlphePlus must interpret a two-digit year, a con,~istent approach is applied: · years 80 m 99 are assigned a pre1% of 19. · ycar~ 00 m 79 are assigned a prefix of 20. Hence the year 00 is determined to be the year 2000, AB8 PowerT&D Company Inc. TU210-50/01.04 Last Revised: November 30, 1998 '~ §~16 '0~ §8~£ ]Iil] 09SIgN¥~t~I NVS O3Sa~ ~cI60'~ 666I '1 DEC 02 YEAR 2000 READINESS DISCLOSURE 3 Thc Jeal~ rule slates r. hac years eveaZ), divisible by 4 ~F¢ le~ years. Those yeaxs ending in "00" r~at are overly divisible by 400 are leap years. Thu.~ the year 1900 was not a Jeap year. The year 1900 is ~visible by 4 bu[ is no[ divisible by 400. The year 2000 Ls evenly cL[visible by 400, and tb~ it is a leap year. As previously sr,~l, ~e leap yea~ cour~er ia AtlB products is a sbapie, four count couut~.r. Therefore. them is noting speeiaJ abou[ [cap year p~oc~sing in [he year 2000. Last Revised: November 30, 1998 TU210-50/01.04 ABI3 Power T&D Company Inc. §Sl~L 'IIJA 03SI3NV~Id NVS 03S~lha ~d0I'E 666[ 'I 'qad Y2K IMPLICATIONS AND ISSUES (Adapted presentation) OVERVIEW A Technical Problem: The Y2K problem is a technical matter that has been recognized since the early 1980's. It stems from the use of two-digit or otherwise limited date fields in older (Legacy) computer programs - many of which are still in use. The most affected areas are Finance, Transportation and Local Government. . The problem originates from memory constraints of early computers and poor or unrealistic strategic planning by program designers and writers. . There are about 500 different ways to represent dates in US programs and about 1500 date variations world wide. , Early programmers often used cryptic methods to write their programs in "machine language". They have left the scene and current program writers have to try and find the mistakes in millions of lines of information. 4. Approximately 84% of businesses and government are affected by the problem. Documentation/Integration: Documentation of the earlier programs is either inaccurate, or missing altogether. Recurring changes or modifications to these programs has only exacerbated the problem. It is difficult to identify which systems are at risk, what interfaces are affected, and the pervasiveness of the problem. Although some programs and systems are Y2K compliant, they may interact with systems that are not. As a result, the shared data and programs become affected. Date Problem Manifestation' The problem has spread through many areas - some of which have probably not been identified and will manifest themselves as the year 2000 approaches. They include: Software and Hardware Operating Systems, Applications, Databases Data Calculations and presentations on screen Embedded routines in chips for thousands of devices PROBLEMS ALREADY ENCOUNTERED EXPIRATION DATES FINANCIAL CALCULATIONS (terns, maturity, etc.) DEPRECIATION WARRANTY PERIODS PENSION CALCULATIONS Disagreement Over Actual Impact: There are many theories and opinions about the impact of the Y2K problem. There is a problem. There will be an impact - no dispute. The degree is all that is in real debate. :3 Opinion 1' It's all a big plot to make consultants and programmers rich! Opinion 2: It will plunge the world into an economic and social death spiral! Likely: The popular doomsday predictions won't occur There will be lots of annoyances There will be some very serious impacts Facts and Popular Opinion: There is an increasing awareness and concern throughout the population (There are some very active survivealist groups touting many actions and predicting mass panic. Government and regulatory mandates have already been issued for many industries and programs. More are likely to appear. It is too late to make a "clean" transition to the year 2000, if you have ignored it so far. Everyone will be affected in some way. The viability of entire organizations is riding on being able to successfully assess and avert serious impact. Note: Some businesses have already elected to not go through the time and expense of preparation and have made plans to close. The problem cannot be ignored. Many managers have not been appropriately informed. Between 20% to 30% of companies will fail and close their doors. Liability claims are already surfacing. The problem has been known for over 20 years; now there are less than 70 weekends remaining! There is no defense for negligence (what happens if your agency did not try and something adverse occurs) There are no "Silver Bullets" to fix the problem. Potential Impacts: No one person, no one business, no one jurisdiction or agency is immune. Direct Impacts: · Reduction in efficiency or effectiveness Indirect Impacts: · Financial · Long term threats · National and International economies Organizations most susceptible (data processing) -F Down-sized organizations will not have either the manpower nor the historical "corporate knowledge" available to reconstruct information or procedures. Inconsistent application development strategies that have not taken Y2K into account over the years will have a difficult, if not impossible task trying to get existing programs/applications running together. -F Ineffective back-up procedures by departments, or the organization as a whole will make it difficult to reconstruct data and files, if they are lost or corrupted during the change-over. Jobs 5 - 7% of US businesses will go bankrupt Long term unemployment -,Depletion of savings accounts -+Withdrawal of mutual fund investments, 401K Drop in the Stock Market Reduction of Government revenues Economic recession? Utilities Service failures/interruptions (Gas, electric, others) Computer controlled power grids, pipeline networks, maintenance and monitoring systems Billing, Human Resources, Finances Transportation Automobiles Micro-processor controlled systems Typical car has 50 such devices Food Airlines -*-- Air Traffic Control -*- Maintenance -~ Reservation and Scheduling Systems Trucking and Rail - scheduling, loading, delivery, routing Global Positioning System (GPS) The system is on an older date systems. They are scheduled to be set back to 1980 in the near future. There is no guarantee the attempt will be successful. Delivery Inventory Management Forecasting Systems dependent in markets Expiration dates (Marks and Spencer) Banking and Finance First industry to automate - many OLD programs and systems Lost transaction records (keep manual files for yourself) Funds made suddenly inaccessible Miscalculated interest Incorrect statements Credit card expiration dates (already a problem with newer cards) Failure of some banks Panic Factor (Old fashioned runs?) WHAT THIS I EANS Year 2000 plans are essential Don't wait for a "Magical" solution A Typical Y2K Program Phase 1: Awareness of the problem by all Phase 2: Discovery and Analysis of problems Component Inventory Risks? Fail Dates? Phase 3: Planning and Costing What? How? Who? How much? Phase 4: Conversion/Remediation "Fixing" the code Replacing the non-compliant inventory Phase 5: Testing Integrated testing (make sure everything works together) Due diligence (if you didn't try, are you liable for damages?) Phase 6: Contingency Planning (What,are you going to do when it happens?) Project slippages Just in case things don't run Addressing the Issues: Y2K contingency planning should be completed to mitigate the impacts and risks associated with: -k-Failure to complete remediation efforts prior to the first perceived fail date ~System outages or anomalies at critical dates due to remediation or interface failures ~Do you have a manual system that will keep things running until systems are restored? Contingency Planning Process: There are many different ways an agency/jurisdiction can approach developing a contingency plan. What is important is that there is one and that it fits in with any other agency/jurisdiction or business contact. PricewaterhouseCoopers LLP developed an outline for Y2K contingency planning which might prove helpful and accelerate the process. Although some of the terminology is based on computer/data systems, you should substitute "equipment" or "facilities" as appropriate. CONTINGENCY PLANNING PROCESS Phase 1 - Business Process Analysis a. Collect information and define the process f~ows. (Basic Contingency Plan, Audit Records, Interviews) 0 Establish project objecti~;es and define deliverables review or create a process workflow diagram b. Analyze Process and Identify Risk Areas Pinpoint critical process components Identify systems and interface dependencies Ce Define Relative Impacts Determine relative impacts if the process component cannot be performed d. Select Candidate Process List components according to relative criticality Identify components requiring contingency plans e. Confirm Critical Process Components Confirm findings with responsible managers Review findings With Management Phase 2 - Evaluate and Select Contingency Strategies a. Review Process Analysis Findings Gain consensus on process analysis findings and need for plans Adjust findings to reflect changes or new requirements b. Identify All Possible Strategy Alternatives Brainstorm all possible strategy alternatives Address manual, semi-automated; outsourcing; delay; other Co Eliminate Infeasible Alternatives eliminate infeasible or overly costly or complex alternatives d. e. Define Likely Alternatives and Develop Action Plan o Select workable alternatives Create Action Plan for implementation of altemative(s) Define Plan Activation Triggers Define Plan activation triggers Who declares an Emergency? What Level? Who responds? Phase 3 - Document a.. Define and Implement Contingency Plans Resource Requirements Determine what resources and information the agency needs to successfully invoke the plan Document resource requirements b. Draft Work-around Procedure Checklists Draft work-around procedure checklists for each process component strategy C. Collect Required Resources and Information Items o Collect the resource and information defined in Step 1 d. Submit Draft Procedures to Managers and CEO for Review and Approval o Complete Draft of the Plan o Each department/unit reviews, edits and approves e. Schedule and Conduct Plan Exercise Schedule tabletop exercise Complete a team functional exercise CP~ITICAL SUCCESS FACTOP~S ~ Complete and well documented Y2K risk assessment: Component criticalities defined Potential fail dates documented Interfaces assessed Remediation and testing efforts tracking reasonably well Documented business process workflows Dedicated involvement from each department/unit Senior Management sponsorship Y2K Program Office participation and oversight l0 300 SEMINARY AVE., UKIAH, CA 95482-5400 · ADMIN. 707/463-6200 · PUBLIC SAF~ 463-6242/6274 · FAX # 707/463-6204 Dear The City of Ukiah is taking the Year 2000 issue very seriously and has already made a commitment of resources so that our operations will continue to perform well in the next century. Internally we have established a Year 2000 Task Force with representatives from each department. This Task Force and each of our departments have developed a comprehensive Year 2000 compliance plan and are following a strategic process to identify, evaluate, remediate, and test systems. First, we are focusing our Year 2000 efforts on systems that are critical to our citizens and businesses. Specifically, we are concentrating on the services provided by our Police, Fire and Public Utilities Departments. This prioritization allows us to direct our efforts on the critical systems that we depend upon to provide water, electricity, sewer, police and fire services. According to our schedule, we have inventoried systems in each department and are currently conducting an assessment of these systems to evaluate if they are "Year 2000 Compliant." We are in the process of repairing, replacing, and testing critical systems that are affected by the Year 2000 problems. Our emergency dispatch system, radios, and emergency vehicles for example have already been assessed and determined to be Y2K compliant. In today's collaborative environment, we work together with other organizations to deliver services. We are also meeting regularly with these entities to prepare for the Year 2000 and to have contingency plans that are ready to be implemented if a problem occurs. Since we cannot be assured of any external agency's performance, we are preparing a contingency plan for each of our critical services, in case these agency's are not ready for the Year 2000. Because of the complexity of this issue and our operating systems, we are not able to make any blanket guarantees regarding year 2000 compliance. The City of Ukiah already has contingency plans and backup systems to protect our citizens during an emergency. The problems potentially caused by the Year 2000 doesn't change that. Continuing to provide service in the event of crisis is an important function of city government. The City of Ukiah remains dedicated to provide quality customer service, emergency preparedness and crisis management. All of this is being applied to the Year 2000 challenge in an effort to minimize any impact to our community. I hope this information has been beneficial. Additional information regarding contingency planning and the progress of our system compliance schedule will be announced periodically in the "Y2K Watch" section of the Ukiah Daily Journal, at public forums, and City Council meetings. Should you have any other questions or concerns, please don't hesitate to contact me at 463-6269. Sincerely, Michael S. Flad Assistant City Manager 'We Are Here To Serve" Ukiah Daily Journal Y2K PRESS RELEASE # 1 February 10, 1999 If you have been wondering what the City of Ukiah is doing to prepare for the Year 2000, this article is for you. This is the first in a series of articles from the City of Ukiah, in an effort to keep you up to date on your local governments Y2K efforts. According to Ukiah City Manager, Candace Horsley, "The City of Ukiah is taking the Year 2000 issue very seriously and has committed resources so that our operations will continue to perform well in the next century. In the event of interruptions however, we have contingency plans in place and are ready to respond." Executive level staff received Year 2000 training and, according to Horsley, "we are making compliance efforts a priority." Inside the Civic Center, the City Manager has established a Year 2000 Task Force with representatives from each department. This Task Force and each of the departments have developed a comprehensive Year 2000 compliance plan and are following a strategic process to identify, evaluate, remediate and test systems. Outside City Hall, staff is meeting with PG&E, Pacific Bell, Century Cable, Ukiah Valley Medical Center, Chamber of Commerce, banking representatives, the Mendocino Emergency Services Authority and other agencies to better coordinate compliance efforts. The City is initially focusing Year 2000 efforts on systems that are critical to Ukiah's citizens and businesses. Specifically, the City is concentrating on the services provided by Police, Fire and Public Utilities Departments. This prioritization allows staff to direct efforts on the critical systems that we depend upon to provide water, electricity, sewer, police and fire services. According to the City's Year 2000 schedule, staff has inventoried systems in each department and is currently conducting an assessment of these systems to evaluate if they are "Year 2000 Compliant." Staff is currently in the process of repairing, replacing and testing critical systems that are affected by Year 2000 problems. For some systems this has been relatively easy. The City of Ukiah emergency dispatch system, radios, and emergency vehicles for example have already been assessed and determined to be Y2K compliant. Of the many different systems assessed to date, most were Y2K compliant or the problem was easily eliminated. However, some systems have proven to be much trickier. A few of the City's financial systems for example have had to be completely replaced. In today's collaborative environment, the City works together with other organizations to deliver services. City officials are also meeting regularly with these entities to prepare for the Year 2000 and to have backup plans that are ready to be implemented if a problem occurs. Since the City cannot be assured of any external agency's performance, staff is preparing a backup plan for each of the City's critical services, in case these agency's are not ready for the Year 2000. Contingency planning or preparedness is an important element of not just the City's plan, but your personal Year 2000 planning. The City of Ukiah already has contingency plans and backup systems to protect you during an emergency. Continuing to provide service in the event of a crisis is an important function of city government. The City of Ukiah remains dedicated to provide quality customer service, emergency preparedness and crisis management. With this in mind, City staff will have a "Y2K Operations Center" up and running on December 31, 1999 and January 1, 2000. Unfortunately for City staff, that means working instead of celebrating New Years this year. What it means for the community however is that staff will be at work and ready to respond should any service interruptions occur. Look for future City of Ukiah Y2K updates in the "Y2K Watch" section as we continue to close in on the Year 2000. For any additional information please contact Michael Flad, Assistant City Manager, City of Ukiah at 463-6269.