HomeMy WebLinkAbout1999-02-03 PacketITEM NO. '~a
MEETING DATE February 3,1999
AGENDA $1,1MMARY REPORT
SUBJECT: INTRODUCTION OF NEW EMPLOYEE
MICHAEL TODD, FIREFIGHTER/PARAMEDIC
The Fire Department is pleased to introduce to the City Council and the community
Michael Todd who has recently been appointed to the position of Firefighter/
Paramedic. Mike lives in Santa Rosa. He has been a firefighter for six years, and a
paramedic for two years. He most recently came from Rincon Valley Fire Department.
Mike became interested in firefighting as a career after visiting a friend at Bodega Bay
Fire Department. Mike considers firefighting a "lifestyle, not a job". He also brings
experience in construction which can be very valuable fighting fires.
Mike was recently married to Heather and has two children: Michael (little dude) who
is 7 and McKenna, 2. His hobbies include surfing, weightlifting and baseball.
RECOMMENDED ACTION: Warmly welcome Michael Todd as a new employee of
the City of Ukiah.
ALTERNATIVE COUNCIL POLICY OPTIONS: N/A
Requested by: Roe M. Sandelin, Fire Chief ~
Prepared by: Roger A. Sprehn, Fire Captain
Coordinated with: Candace Horsley, City Manager
Attachments: None
Candace Horsley, City M nager
richness, and diversity of African American achievement; and
I47tEREA$, during the 1920s, African American Carter G. Woodson created and
promoted Negro History Week in February because it included the birthdays of Frederick
Douglass and Abraham Lincoln; and
WHEREAS, in 1976 the month-long celebration was implemented as a time for
Americans to reflect on both the history and teaching of African Americans whose
contributions are still too little known; and
WttEREA& Black History Month within our community will include a display at
the UMah Civic Center titled "Africa the Continent - Through the Eyes of Children" and
a play reading at the UMah Players Theatre on February 10 and 11, 1999 titled "Having
our Say"featuring two African Atnerican women whose lives spanned I00 years of
American history.
NOW, THEREFORE, I, Jim Mastin, Mayor of the City of UMah, on behalf of my
fellow City Councilmembers, Kristy Kelly, Phillip Ashiku, Phil Baldwin, and Kathy Libby,
do hereby officially recognize
FEBR UAR Y AS BLACK HISTORY MONTH
and urge all citizens to actively participate in the scheduled activities and progratns to
increase awareness about Africa and the contributions of African Americans to our
society. ,
PROCLAMATION
WHEREAS, February is the month in which we bear witness to the progress,
Jim Mastin, Mayor
MINUTES OF THE UKIAH CITY COUNCIL
Regular Meeting
Wednesday, January 20, 1999
The Ukiah City Council met at a Regular Meeting on January 20, 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. Councilmembers absent: Mayor Mastin. Staff present: Public U.t..~lii~es Director
Barnes, Community Services Director DeKnoblough, Finance Direc.t:~. EIt0~iii!~ssistant City
Manager Flad, Risk Manager/Budget Officer Harris, City~. Uanag.~ii~[~i~/, City Attorney
Rapport, and City Clerk Ulvila
Vice-Mayor Kelly read the proclamation reco~i::~:in~:~::ii~iiiiiiii~!i~b. Anniversary of the
Vete~a.s o~ Foreign W~rs of th~ Unitea
^mos Moss, Pete S zzon , and Hen p o;i! i a ior on b
ry ........ ::ii:::.. ~ ....... ::i.i ................ ~..~i.!: ehalf of the
Veterans of Foreign Wars and thanke~i-~'he
4. AP P ROVALICO RRECTI.~.Nii!."O F
a. Regular Meeting of
City Clerk Ulvila recommend~!ii~"correcti~ to a. ~i!~', chart in "Jud Prudent" to" ud
.~:~ ........ ~i~- . ............... :: ...... .P......:.:g::.~-' g g Y J y
MIS AS~i~i!6~Y. to a'~i~ili~i::~inute;::::~'~'"the Regular Meeting of January 6, 1999, with
the noted'::~~{!b..n.., car/~!ii~iii~iiiiu.n, animous Voice Vote of the City Councilmembers
...... ~:~i~i~i~::~i~i~i~::~i;i~?:~::~::~i~::i::~::~i~?:~i~::~i~::~::;!i::i::~ ..... :::i~::~i;::~i!::;::~i~?.~i ....
5.
RIGFIT ii~ECI~IONTO
Vice.-::~i~,or Kelly re~i~:....~.i~ appeal process
6...~i::::iiii::ii"' CONSENT CALENDAR
..:: ::::::::::::;:
~]i~i~shiku/Libby.~ovi~g ~ter~s a-e o~ the Consent Calenda~ as ~ol~ows:
~i?iiii~: Approved D..i~)ursements for the Month of December 1998;
::::::::::::::::::::::::::::::::::: .... ::::::::::::::.:
E!ii!??~ii!i???~iiii~e:c..t~!i!~ims for Damages Received From Margaret Bennett, KWNE Radio, and
:~iiiii!iii!ii!i!ii!iiiiiiiii~:~i~i~'ng, and Referred to Joint Powers Authority, Redwood Empire Municipal
'::~::?:!~::?~i~i6~nce Fund;
c. Adopted Ordinance No. 1015 Amending Division 1, Chapter 2, Article 2, Section
62 of the Ukiah City Code Regarding Councilmembers' Salaries;
d. Accepted Notification of Required Maintenance Performed by ALTEC Industries to
Lift On Line Truck in the Amount of $6,305.68;
e. Adopted Resolution No. 99-30 Approving 1999 Qualified Contractor's List.
January 20, 1999
Page 1
Councilmember Baldwin inquired if the City investigates the wage rates of contractors,
under the term "qualified", referring to Item 6e.
City Attorney Rapport advised that the term "qualified" refers to the contractor being
licensed. If a contractor works on a City contract, they would have to pay comparable
wages under state law.
The motion carried by the following roll call vote: AYES: Councilmembers Libby, Baldwin,
Ashiku, and Vice-Mayor Kelly· NOES: None· ABSTAIN: None· ABSENT:..:.~yor Mastin.
7. AUDIENCE COMMENTS ON NON-AGENDA ITEMS
No one came forward to address the Council ..... ~i::i{iiii~iiiiiii~:~.
Sa. Adoption of Resolution Approving AcquiSition of::ii~':al
Parcel No. 003-330-66, and Authorize ~i~iii~ill/l~uer to
A g re e m e n t s
....
Community Services Director DeKnoblough advi..s;.~i~ii~{ii~{~.requested and received
authorization from Council, during a previous close~ii::~ess'i~ii~!ii~eed with an appraisal
of the property and negotiate a tentative a.g.:[~m..ent. T'~iiii~~isal of $170,000 is
completed and is consistent with the selle.r.:i~i~ii~i!!~i.ce and'::'":~ii~,....':~tive agreement has
been reached. The subject property, ..0....~:::~":~ili~i~!i~yan, .i:~?'i~cated outside the City
Limits and adjacent to the southwes,t:~' boun..~:~ii~iii~!ii~':~i3rt, directly south of Oak
Valley Nursery. The property is id::~i~i'ified i.~!i!~e ~¥~iii!i~'~ter Plan for acquisition to
support future airport developm..:..~i?~and w:..~id be id.~l for that purpose. The property
includes approximately 84,500 ~~ feet...~ii~?which 7.:~0 square feet is a shared driveway
with the Airport. The prope~ii~ii~ curre~i~ vaca~t::i?iocated outside the City Limits with
access to ..S:..tate Street a..~i::::....w. ~i?as fro~~i~ii~ii:~/adjacent to the Airport taxiway. He
noted tha.t.."ii~e prope~ii~i~ need ~?~?~exed into the City. Current zoning is
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determi~i~::~i~he Co~::i~:::~i~i~::i::~.....,t Comrfi-~'i~cial
.... ~ ...... ~::::. ~ ............ :.!~iii::.:.:.i.:~:.iii~::!i~.~:.i,::.·
He has con~;i:~i~!~?:~.eni0'?ii~ii~i~ii~harley Stump that the Airport Master Plan places
· ...-:-:'-:-:.:.:.',:-:-:. '-:-'-:-:-:-:-:,. "::i:;;i:i:i::":i:i:i:i:!:!:!:!'"' .
the property:.:::~!::Di!ii~i?:i~ii!i.:.z:-.'..e..:De W~::i~ii~'i'i0ws for several types of commercial development.
He disc.,.~~::::::'~:~i~ii!ii.~A:..in ~'~e El zone for the property such as future hangar
develo~'ent, mainte~~i~ations for aircraft, and other uses which expand upon the
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Airp..~':~ uses. He adv..i~iiii~'at Assistant City Manager Fled has discussed the potential
a~!~ition with Mr. Ab~ii!:T~i~ia of the Federal Aviation Administration (FAA), and although
~i~i?~?~i~apia ............ could nq:~iiii~:'uarantee funding at this preliminary stage, he did indicate that
~~:...rty purchas..e....~ii~i~f this nature are regularly funded by the FAA at the rate of 90%
~~[,S..:..e....~?.:t...,:?:iiii~ caveats to the FAA funding are that the acquisition must be eligible
~iii~i~:.~ii~i~" development, although no specific time line is required, and that the
fL~:~!i~iii~ii~'~ grant request would likely take up to two years. Because of this time line
for funding, it will be necessary for the Airport to temporarily fund the acquisition through
internal financing with City resources. A three year loan from the Special General Fund,
Fund 110, of $175,000 to the Airport Fund is recommended.
City Manager Horsley noted that there has been an explosion of interest at the Airport
January 20, 1999
Page 2
and a waiting list for hangar space. As the businesses at the Airport expand, there is a
need for additional services to assist and serve the operations.
Councilmember Ashiku reiterated the City Manager's comments concerning increased
activity at the Airport. As an enterprise, the additional land would generate money for the
Airport and allow the Airport to serve the existing businesses with air related services. He
discussed the Airport Master Plan and stressed the need for additional hangar space as
well as services to meet the needs of Airport activity.
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Councilmember Libby expressed her concern that Mr. Tapia wouldi~n, ot g~:~tee funding
to the City for acquisition of the property. ;:~iiii~ililiiiii~i::i~ ........ ~ii~?:;? ....
Councilmember Baldwin noted that the Airport Ma~?~=ian, W'~ii~!!~!!i~opted by t~;
City Council in 1996, contradicts Councilmem~?Ashiku.:=~i!i~::d'"':~':"~iiiiiii~servat~'s
concerning expansion. The Master Plan also doe~iii~..o, t proj...e..'~=:"a
in the next 20 years. He questioned how the Mas~ii~i!~ii~...~uld be so w~=~iiiiiiiiiii~? ....
Community Services Director DeKnoblough exp!~!~i!ii~'..e...=.:was a closure of another
airport in the region and consolidation of services.?;i~'ch'=~!~iii~~.n..ics, have relocated to
the Ukiah area since the Ukiah Airport has bec..o..~=...more C~ii~ii~[~i?=..of aircraft activities.
The Master Plan did not see a need for e~~=;.howev'~iiii~='"there has been an
increased interest in commercial develog~?~ii!~?;!..c, ommu:i~;'planes and charter air
Assistant City Manager Fled dis~;sed th~?~'eficie~i~[~i~'f the Airport Master Plan and
noted that it is desirable to con=!~i!i!!~b, ces~=!=~' the ruq~ay and to own property adjacent to
the taxiway and runway. At .~[.."~' ends.~i~i=='the ru...n.~'y there are protection zones which
control the .~oning and de~el&~ent in;~i~iilo~~ for safety reasons.
Discus~i~i~iii~wed '~~i~ the ,~i?~;~aster Plan, Mendocino Count's land
plan, and::~~!~::busin'~i~i~ili~.o..r the subject property. It was noted the County has
adopted the::~::~ii~iii~iii~kiah's"~i!~i!~ster Plan.
City Ma~'~:~:~!~iii~!~=..sse~i!ii~ommunity Air's commuter flights anticipated starting
date i~i~'ril and the i~i~ii~f, an air freight business wanting to relocated to the Airport.
fur~[ihg opportunities ~r ~iSnstruction of a new terminal.
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...,,.....,..,....=....
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~~issioner As.l~'i~;U discussed loading planes at the Airport and the need for cleanup
~~ii~s for..s....e.~i~::businesses. He noted a business that is interested in locating their
m'~i~!~ii~=::'Federal Express and it would be convenient to have their business located
there. The business also has the potential of attracting additional jobs to Ukiah. He also
reported that an existing business at the Airport would like to focus on rentals as well as
instruction.
Vice-Mayor Kelly reported speaking to Mendocino County Supervisor Richard Shoemaker
January 20, 1999
Page 3
about the matter. He expressed his concern with the property being located in an
unincorporated area. She advised that the County is very interested in the City's plans for
the Airport. The area will be generating more activity in the near future and she felt it is
important for the City to have control over property adjacent to the airport.
Warren Sawyers, 1081 Helen Avenue, Ukiah, objected to the City purchasing the property
and felt the City should pay off its debts and focus on more important things such as street
repair. He discussed his experiences as a pilot and felt safety is a major concern at the
Airport
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Councilmember Libby recommended the City prioritiz~ land a~iS.'-~.t.~"Purchases.
Councilmember Ashiku addressed safety issues at t~?~i~Port..~ii~i~.'.s..ed signific~
damage to aircraft from kids throwing rocks. Acquiri.~?ihe
situations from occurring and felt it is appropriate ii~ili...h..ave ~tures
occupying that space. He felt the funding opportu~i~i~o..~ili~AA is very e~!~~::i~g and
":::""'::i:i:!:!;i::'::i:i:i:~:~:i:i:~:~:i::..
that with the City's minimum investment of $17,00~::-':::::~::~.o...u..'~l.d make the Airport a viable
business. He stressed the importance of planni~ii~i~iii~i~iii~ture of the Airport and
acquiring more land to make the Airport economics!ii":~' fea§i~i~i~i~i~ii~!i~..as his opinion that the
purchase of this property is essential to the eco. a'°'mic pla~ii~.~ii~?~i~i~r..port.
· ================================= =================================================
City Manager Hors ey advised that, in the red because
there had not been enough revenue..::~[?~uppo..~iii~i~iiii!~i ~::~::i~rtion of the revenue the
Airport receives is from the leasing ..o.:~iii:~nd, i..e.."i?~oui~ii~{~?~ii~'treet Nursery. The subject
property would be available for us.e:~:hin a s~ perio~i~ii:~e. In a discussion with Vice-
Mayor Kelly, she advised that th...~?~i~i~ wou.!~iiiii~an the..~ney to the Airport for the purchase
of the land and the Airport woul~i~'ake p~'ents t.o...~ General Fund. When funding from
FAA is recei.ved by the Air~rtili!i~ey will ~i~i~it.'..."~i~burse the City 90% and begin paying
.... ::::::::::::::::::::::::::::::::::::::::::::::::::::::: .... -:.:..-::?:?:~ii?::;:::i;i;::;::;i;i;'::i;i;::;::;ii;i;::;~;~; ..............
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Financ;~":~'"::i6i~~::..Elto~i::iiii~i~::i~::that the $17,000 loan would be paid back by the
Enterprise F:~i~t....-~ ~:a
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· ..::::iiiii!ii~iiiiii~iiii!iiiiii~iii!iiii~!~!~i~i!!i~i!!!i!i .....
· .::~.:.!:!:!:i:!:!.~.::....i:i:i:i:i:i:i:i:i:!:~:!:!~i:!:!:!:!!!!!!!!!:.:~:.:~;..:.~
Ass,sta .n....~!i~""~'~~..~!g~. dis~'ssed the potential for the Airport to generate revenues
in the ..f:..:g~"i~e. With a~J~i~!iii~ngars and their leasing revenues, an additional fixed base
oPe.~hr, and the start '~!~~unity Air, he was very optimistic of the Airport's future. He
ad:~iii'.':S:'ed ........ ........ that there isiiiii~........... .... waiting list for hangar space. Many customers would like to
u..:..~de to a full siz.~i?ii~angar. He discussed the expansion of businesses at the Airport
~?~i!,hey are est~!i§hed, citing Federal Express as a good example.
~a~iil~b~:i' Baldwin recommended that staff provide Council with a map of the
I~i:i~.i~ii~:i;'port area, including vacant land nearby. He discussed development in the
Ukiah Valley and recommended a postponement of the matter until Council has an
opportunity to review maps of the area. Additionally, since the Airport Master Plan is
wrong in many areas, he suggested a public forum be held to allow for more significant
discussion of development of the Airport.
January 20, 1999
Page 4
City Manager Horsley advised that Assistant City Manager Fled is currently involved in
developing an Action Plan for the Airport. This Action Plan will look at existing and
potential development of the area in order to develop a long term planning strategy. His
project will be presented to the City Council for their review in the near future upon
completion.
Councilmember Ashiku discussed the portion of the Airport property which will be
occupied by Community Air and other development of the Airport. He explained height
restrictions, particularly on the east side close to the runway. He felt that if..:t.-~:e City helps
a small business at the Airport, it will greatly benefit the Airport as w:.'eJI by p.?~iding skilled
labor jobs to the community. He discussed settling some safety:i::i~i~;~e¢!~!~i' the Airport.
Councilmember Baldwin concurred with Councilrn~6'~r
~.:.i::!:.:.:.. .......... ~:..-':
new jobs to the community, however, he expressed h.:;i~?:~,oncern.:~'
Airport facility. He inquired if there is a noise poli~:i!i~.t the.::~rt.
Efren Lopez, South Main Street, Ukiah, spoke in ~!ii~!{i!i'.[.'h.e property pur~:;::;e, noting
that the purchase of the property by the City wo..u.J::~iii!~i~!ii~:..~i?:::.generate revenue for the
Airport. The purchase would also attract other aircr:...'~i' rei:~{~ii~inesses to the area and
would generate more jobs. ..::::~?.i~[?:!ii!iiiiiiii!iii!i~ ....
MIS Ashiku/Kelly to approve Resolution ~ii!i!~i!iii~iiii~uisitio.~?~' A. P. No. 003-330-66
and authorizing the City Manager to ~~te A~~~i?.i~i~iiiii?:?''
.......... '..::iiiiii~:"
Councilmember Libby express.e..~;:~i~'r con .c..~i~h with t~ii::i~i?~:~ ...... "land banking" and inquired
as to the anticipated date of de~ment:~i~;~he probity should the City go forward with
.:!?:?:::!?:i?.i? .... ..:~[iii::i[iiiii"
the purchase. .,~ .... . ................
.;:i:: :i:i:!:!:i:i:' ============================ .........
Assistant:~;~:..Manage..~ii~:i:~dvised"::' '"":~::' ~-:-"':':~ ~{~i~i~n.~:~:~.::~.~:~.~.~::~::~.~::~:.~:~:~:~ plan for the Airport development is
currentf¢iii~!~iiii'p...:ursu~iii~iii~iii~ity re~:~i~:i~es the limitation of the Airport Master Plan.
In comp~:~iii~ii!A..c..tion be looking at such matters as who owns property
in the area ~i~i~..ort, re:~i~~.t, ed now and potential rent generated in the future,
noise abate..:.~iiiiiiii!?!i~::,.use?~~tional issues, pilot courtesy enforcement and
encourage~i~:~:(:i:~!~~?~ii~lls, e'{~i' He estimated the anticipated development of the
subjec.....t:'ii~f'operty wod:i!~iii~~iiii~ithin 10 years.
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..:i!!iiiiiii!" :':':':':': ":':':':':':':':"
Ci:~iiiiManager Uorslei~?~p~:~ted out that the property owner gave the City the first option
t¢iiiii~Srchase the property. The property could have been used as an extension of the
· i:::i:~:~:i..:::!:!:!:i · :':':':"
~i!~:. park or for s...~:e other use instead.
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~i~~ii~i:iii.i..~elopment Director DeKnoblough advised that airport related
bdi~i::~~lfi'ave to be located at the airport. This creates a problem when there is a lack
of space available at the Airport.
Motion carried by the following roll call vote: AYES: Councilmembers Libby (with
reservations), Baldwin, Ashiku, and Vice-Mayor Kelly. NOES: None. ABSTAIN: None.
ABSENT: Mayor Mastin.
January 20, 1999
Page 5
City Attorney Rapport noted that there may be a need to make some minor changes to
the agreement, which Council reviewed in their packet. He requested Council direction
to authorize the City Manager and City Attorney to make such changes without returning
to Council for approval.
Consensus of Council directed the City Manager and City Attorney to make the
necessary changes to the final agreement and that the agreement should be brought back
to Council for approval only if substantial changes are made to the agree~t.
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8b. Discussion and Possible Action Concerning~.?illits ~i~iii..C..-~cil Action on
Foreclosure of North Coast Railroad Auth.0."i~¥ Lo~!i!!~iiiEffect on Ukiah
Da. Receive and File the Audited Financial $1~:~~ for Fiscal Year 1997198
Finance Director Elton introduced Steve Herr, ..l~~i~.g:..the CPA firm of Davis
Hammon & Co., who conducted the audit of the Cit~i~ statements for the
year ended June 30, 1998. Davis Hamm~:~::::?:ii~iiiiii~o. ha~;~i~~i!i~i~the City's financial
statements for a number of years. He ..~ii~iiiii~:..Indep~~"Auditor's Report is
unqualified, which means the overall fiD~"'~:i:~'~:~::~.'.[~.ts pr.e...~ht fairly, in all material
respects, the financial position of the..:~!i~ as
Steve Herr, representing the C.~!ii~rm of..~i~vis Ha~i~'~n & Co., advised that his firm
reports on the City's internal.,~!i~~ls. ,:~ii!~!?the 19~[:97 audit, there were a couple of
findings, however, since that ti~:i City ~i. has t..a.E~ steps to correct the items, and the
matters ar.e....., now resolv..:~.., i~ repo~':.~iiiii~b.'.a.'~ii~ili~ firm conducts random samples of
transact..i~i?~.~,e, view 1.9~.iii~....eement~ii.i.i~.~ii':i~:'ure payments are charged to the proper
funds, ~!~ii~i~ a g~i~i~i~tivities t'~::::":~"ake sure the numbers reported are correct.
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Finance Dir~i~i~i~.n.. gav~i!~?~!~iii~?~resentation of the Audit Report and discussed the
various fund.cl~'"~~{i~hs. H(~;:~~ed that, as a whole, the City is fiscally sound. The
audited ..:~ii~i~:i:~:i:~:~~i~..s.... pre'~'ent a summary level for the General Fund, Special
Reven..~::"Funds, De~ii~i~:.Funds, Capital Project Funds, Enterprise Funds, Internal
Ser..~!~' Funds, and ~i~iiii.~::~d Agency Funds as well as a listing of the totals for the
G.e.:~i.~ral................ Fixed Asset~?ad~! General Long-term Debt Account Groups. The "Notes to
i i hcial Statemen~t..'~? ...... provide important additional information about the financial
~i~.ion of the Ci..t.~ii~d the manner in which business is conducted. The Enterprise Fund
~~i!.'.n.~i..n.g S.t...a..t~nts provide asset, liability, equity, revenue, expense and cash flow
i~~i!i~ii~:ii~'ach of the nine enterprises in the City: Electric, Street Lighting, Water,
D':i~~iiiii~i§!i~i~', sewer, Airport, Parking District, Golf, and Conference Center. The
Compliance and Internal Control section is the area where the auditors report on
compliance in accordance with government auditing standards, compliance with general
federal requirements, and on internal control structure. He reported that the Ukiah
Redevelopment Agency financial records are included in the statements labeled "City of
Ukiah" as well as presented separately at the end of the audit report. He also discussed
January 20, 1999
Page 6
the Schedule of Combining Funds which was included in his staff report to Council.
He discussed revenues compared to expenditures as well as deficiencies of revenue
sources for the year 1997-98. He reported that the General Fund had excess funds of
$279,000 which is better than expected. During the budget process, he will present fund
balances to Council and they may look somewhat different than the audited fund balances
since they will represent unrestricted amounts.
City Manager Horsley advised that staff has worked hard over the ye~:. to resolve
financial accounting issues. .:~i~:?:i~ ...... ~ii~iii:!i:."ii~i~ ....
Finance Director Elton advised that any entity that the....~::i¢!~y Co~iiiiii~:.~.r.:pls, such as the
Ukiah Redevelopment Agency, will be included in th~ii~i!~:~ncial ~~~i!i~i::~the City. A1.¢8:
included in the reports are Special Revenue Fu~?:and
Independent Auditor's Report on page 36 which ref~i~:,to the:~¢~it of
of the Ukiah Redevelopment Agency, and stated
Steve Herr advised that the Ukiah Redevelopment Ag~!~lied with laws, regulations
and administrative requirements of the State of Cali~:~ni,~!ii?~iiii~i~iii~..u..ssed the time limit for
establishing Agency debt and noted that ~i~ii!~l..th and Safety Code
of the State of California requires redevelD~~i!i~ject a~iiii~i~!~' set a time limit on
establishing loans, advances, and indebte.~~::i:-'~i~ii~ceed 2~i~ars from the adoption
,.:.:::.:.:,;.r-- '.-.-.-:-.'.-.-~.-:-.-~:-:.:....-:.~ ...-,-.-.-. .;-::.:::.
of the plan, or January 1, 2004, whicb~:~r is la..~ililiiii:'~l~g~..,..~Oject area plans had un!il
December 31, 1994 to comply with th.i~ii~quire~t. ':~!iii~i~' Redevelopment Agency s
current project area plan sets a 4t~:~ar lim.i~t'i?ii~nd is ~i~:"compliance with this section.
City Attorney Rapport advis~ii::~hat thei!ii~i~an has::~'en changed to "20 years" since the
::~:!:~:i:!:i.?.' ..i~!::~i~ii:ii::.-'..:i:?::. .................
last audit was completed,.::~:. ~iliiiiii??'
· '-'-'-'---'-'-'-','.'.-.'.'. ==============================================
Conse~i~i~ounc~iiii~ii~ii~.ceive ~i~":~i~iiiili~'~:'the City of Ukiah Financial Statements for
===================================================== .... , ...... ....
the year'~~iiii~D~qe 301'::~i~iiii~i.ted by Davis Hammon & Company, CPA's.
"':::i:iii:i:i!!i!:i:!:'.-'i!!!:!Ji!i:!!ii!:!:!:!i!::.. '-:-:-:-:-:-:-:-.-:-:,:-:,:-:.:-:-:-:-:-:::-:::::::-.
====================================================
Db. Appro.~ii~ii~ia!i~¥ear ~~' Amendment
Risk Ma...,p~~~iii.~i.~er '~rris advised that since the adoption of the 1998/99
budge.,t..~iiii~veral item~==~!~i.~e about necessitating a mid year budget amendment. He
revi~d the 1998/99 ~i.~;~: Budget Amendment-Summary of Transactions which was
in~!~ed in Council's ~c~t.
.:.:.:.:..-.:..-.:,: .....
..,....,,.......,.. ..:.:.:.:.;.
.:.:.:.:.:.:.;.:,:.: ..:.:.:.:,.-
.......... · '""""'
~!~ii~anager Ho~ explained that this is the time of year when errors are found in the
~~=,..a. nd w...e..~i~g them to the City Council for correction. She discussed the MOD
~~&~.~..~i'ransfer of $50,000 to Fund 100 for the Assistant City Manager position.
S'~i?~ii~~ii?=~at the money was already budgeted and now needs to be transferred.
Additionally, at the time of the budget hearings, a computer was requested for the
Assistant City Manager and the $4,841 includes the computer and other supplies
associated with it.
Vice-Mayor Kelly discussed the need for obtaining a more detailed explanation of items
January 20, 1999
Page 7
during the budget process. She inquired about the budget transfers from Fund 250
reserves in the amounts of $50,000 and $100,000.
Risk Manager/Budget Officer Harris explained that the two transfers are for the Assistant
City Manager and a portion of the MOU's.
City Manager Horsley noted that, at the time of the budget hearings, the City Council
approved the Assistant City Manager position and a certain amount of money be set aside
for that position .......
,.:.:.:.:.:,.
·
.....:.:.:.:o:.:,.
Councilmember Libby inquired of the computer, softwar,.e, and _p.~i~[.=~i. ~ignated for the
Planning Department. ..::~ii!iiiii ii~ii~..~. :~iili ii!i!i! iiiiiii iiiii iiiiiiiii!i!i~....: ....
Risk Manager/Budget Officer Harris explained t .h"~!~?:~he Pla..n.~i~ "~~~9.t cur.r.....e...'~i~i"y
has the oldest computers in the computer bank· Th~ii!i~i:.ty's M....~.!.~?:i~oordin~!ii~iii~~ted
that the hardware for these computers is failing ~iiii~::i::~est has bee~::':!~~iii~r new
computers for the Planning Director, Senior Plann~i!ii~iii~.S..:..sociate Planne~:"~0sitions.
Finance Director Fitch advised that, with the a~:~o~:~ii~!!~[.:..2000, it is prudent to
purchase the computers at this time to verify t..hat.~::~t, bey ar~::~ii~.p, liant. It was noted
that some companies are not purchasing ..~~":'~..~:..f. ora f~¥iiii~iiii~ecause of the Y2K
Councilmember Libby requested thei!ii~ogres.~iii~f Y"~!~~i¥~ncy be placed on the next
agenda ....
City Manager Horsley advise~!i!~t staffiiii~ii~nds toi::i~esent a status report on this matter
to Council in February .....
Vice-M~ili~i.'.iy inq~i~iii~::~:.t, he utili':'"'~?~i0mer system, noting that she has observed
the slow~!~!ii~i~.'e..com~:~i~i?~r....ovide customer information·
Finance Dire.~!i~iiii~xplai~iii~:i staff has been working with First Point to improve
the existin~iii~:~i~~ii~i!i~hti~ue'~ii?i'n the process of tying it into electric deregulation· He
advisedili~at the cas':~i~ii~,~on is a one person operation and at times customers may
get..~i::~i~'ated........., when the~iiii~::!~'o wait their turn. He noted that the response times on the
ca~i!br's.............. ........ computer co.~i!~l improve. Due to the complexity of the system, it would be very
q~!y to replace the::~'stem at this time·
:.:.:.:.:.:.:...........,
::::::::::::::::::::::::::: .:::::::::::-
:::::::::::::::::::::::::::::: ..:::::::;:::'
~iii~.o...age.r.....H..~ii~y explained that Ukiah is a full service City with all utilities and that
~ii~iiiii~iii~" expensive computer programs would not be able to handle the large
n~~i~ii~ractive transactions. She discussed booking fees for the Police Department
and noted that a consultant did an assessment of the costs and arrived at $185 per
booking, which is the highest in the state. An agreement was made of $100 per booking,
which is an average of the total bookings per year. She has been advised of the process
if the City wishes to change the booking fees in the future. Basically, the County could
charge the City as much as $185, but it currently charges only $100. The County does not
January 20, 1999
Page 8
release individuals who would jeopardize public safety. She reported that last year there
were 642 bookings.
MIS Libby/Baldwin approving Mid-Year Amendment to the 1998/99 Budget as specified
in "1998/99 Mid-Year Budget Amendment-Summary of Transactions", carried by the
following roll call vote: AYES: Councilmembers Libby, Baldwin, Ashiku, and Vice-Mayor
Kelly. NOES: None. ABSTAIN: None. ABSENT: Mayor Mastin.
9c. Approval of Settlement Agreement in Citizens for Responsive ~:~rnment v.
City of Ukiah et al
.:!:i:i:!:!:i.. ....... -':*:*:':':*:"
The matter was discussed in Closed Session later in th.~ meeti..n...~iiiiii
Councilmember Libby reported attending the Y2Ki!~eting
informative. Doth her and her husband toured the ~&i~ce D~ment
and she encouraged other Councilmembers to t~ii!i~::iii~'"'~r. Today sl~i!~!~'ed the
grand opening and ribbon cutting for the Porter St~iiii~'..e...:...que on Perkins Street.
Councilmember Baldwin reported attending th~iii!~'ian'~ii~~:. :~...~ii~9.d Power Commission
meeting but no action was taken. Interesting.:.::9~::.has b~ii!i~~!~d, that an attorney
filed suit on behalf of the Friends of the Eel..::~..t.;~!ii~~i~!y dec0'~~'0n the Potter Valley
Power Plant. He discussed new changes:~ii!~:6'"':~~ith the a.~ition of the Mendocino
County Water Agency. The new Oirec.t~?~:"goal ~Jii~!i~i~i~::i~ sources of water for this
area. He advised that he will be attending the.~i~ssi~=:~ii!~ii~ii~atershed Council meeting
in Cloverdale this week ..... ~iii?:~ii!i? .,~i::iiii!? .i!i!?:':::":: ........
Councilmember Ashiku than.~:"Coun .c..'iiiii~6r thei.r.¥:¢~:pport in acquiring the property near
the Airport a...D, d felt that th..e..i!i~.e. ~{0pment..'i~{!!!~ili~~rty will be an asset to the Airport and
enhanc.e..~ij~::.jn the a~i!iiiii~ has b~iiiii~!ii~i~tact with a business that is considering
Iocating!ii~i~i~i~.p, ort. ":"~!i~ide rep~:~'~rvice for aircraft and have sales all over the
world. H'~i::!~ii~t it is ~:~ii~i~Q industry. He will be happy to assist in a tour of the
Airport faci I i'i~i.i~~sted"::~~i.ii~ m be rs.
...... ;iii::i::~iii~::i::i!iiiii::ililili::ilili::i::i::iiiiii~ .... "::i!i~i~i~i!i~i!i!ii~:i:i:i:i
· =====================================================================
He has b~ii::~!~i~i~i!ii!i~i~!i::~Assi;~i~'nt City Manager Flad regarding obtaining fill for the
Langley?property. R~iiiii~t-:iiiii~ith Public Utilities Director Barnes regarding the Sewer
.-J:i:i:J:.,
Tre.9~'ent Plant. He ~~'d having the opportunity to work with the developers of the
S!.t...i~ili~ry's Church on.i~r~i'ns ..... Street and it was satisfying to facilitate an agreement with
t~. Councilmemb~'Kelly was also involved in the project and he is very proud of the
:!:i:i:i:!:i:i:i:i:!:i:i.
~9~.g.¥ they put in.t-~i.-the project.
:::::::::::::::::::::::::::::::::::::::::::::
~~~iii~i~ advised that both she and Councilmember Ashiku received the blessing
of'::~?~iiii~i~i~'ouncil regarding facilitating support for alternative uses of the St. Mary's
Church. She is very pleased with the performance of City Attorney Rapport and noted
that, without the City's participation, the project may not have occurred.
She advised that Mary Ann Villwock, Board member of S.P.A.C.E., who submitted the offer
to purchase St. Mary's from Mr. Shapiro, has expressed her delight in working with city
January 20, 1999
Page 9
staff, namely Senior Planner Charley Stump, Associate Planner Dave Lohse, Building
Inspector Carl Tuliback, and Fire Marshal Bruce Evans. Ms. Villwock has indicated they
have verbal approval from the Bishop for S.P.A.C.E. to use the building and they expect
a structural engineer to examine the church this week. The structural engineer has a
history of working with unreinforced masonry projects.
She noted that she has information on the California Endowment, which she will give to
Assistant City Manager Fled. She reported meeting with Susan Keegan regarding the
Mentoring Alliance. Ms. Keegan will be coming before the City Council i.n!i?February to
request support from the City Council. .~!iiiii?=~, ..:~?:i:?~ ....
She advised that MCOG received notice from Mary Hya:.:.~ii~t sh~iii~iiii!ii~il.be renewing her
contract as Executive Secretary, as of June 30, 199....~!i? .......
Councilmember Ashiku advised that at the Janu~i?, 199:~i!~FCO
indicated otherwise. Discussion followed regardingli~i~ii~.e..g~St for propo~i?:~i~::~3ut for
that position. He advised that he will be attendin~iiiii~iiii~....wood Empire Division of the
League of California Cities meeting on Saturday in..~i~~i~.
City Manager Horsley advised that over the~:y~!ii~i~:Sonom'~ii~i~ Water Agency has
provided information and recommendatio~S."~i~iii~ii~i~ii~ater a~i:;'Power Agency. It has
been felt their advice benefits the ..~:~ent~?~~~ County area and that
Uendocino County's interests have~::~en la~g."=:~:=~~'g of the Inland Water and
Power Agency is scheduled for Jagu~ 25. ~S~ advis~:{~'~ she plans to attend and give
suppod to the position that Me~'no Ce~ty's inte~'sts need more consideration.
She repod~d receiving ~.~f~:tion e~;~:~:~:-::"Kuns case. A memo was sent to the
C ty s Utd~y~?:~padme~?:~[~ el~c~ted~::~e~e?range of emotions and relief. It is a relief
to have::~{~~::..put t~~[. a thre:~:~ period.
She atten~:~~:[n St~~~m's reception and was pleased with the spirit and
anticipated C~~[~f wo~:~i~~ether. The Main Street Program is please at how
things a re:~~i~ ~?~ ~::. '~:?:::~ ....
8:47:~. - Adjourne'~~:ah Redevelopment Agency
..........
.......
.::::::::::::::r
:::::::::::::::r .-.-,-....
8~ p.m.- Recon~ned.
............
.....,......
~.~.~~~ity Council Adjourned to Closed Session.
9:42 p.m. - The City Council Reconvened.
a. G.C. §54956.8 - Conference with Real Property Negotiator
Property: A.P. No. 002-232-01 and 002-282-01
Owner: North Coast Railroad Authority (NCR. A)
January 20, 1999
Page 10
Negotiator: Candace Horsley
Under Negotiation' Price and Terms of Payment
No action taken.
12b. G.C. §54956.9 - Conference with Legal Council
Citizens for Responsive Government v. City of Ukiah, Mendocino Superior Court
//79997
MIS Ashiku/Baldwin to (1) Authorize payment of $1,250 to petitioners in Citizens for
Responsive Government v. City of Ukiah, Superior Court No. 79997, as att0~s fees and
cost; and (2) Extend the term of the demolition permit issued f~ii~;..the ..d~olition of St.
Mary's Church by 42 days, carried by the following roll q..a...ll vote:.::~~i~iii~':°uncilmembers
Libby, Baldwin, Ashiku, and Vice-Mayor Kelly. NOES: ...N.~.e. AB~~!iiii~..o. ne."'"'""'i~i ABSENT.....-.
Mayor Uastin.
8b. Discussion and Possible Action Conce~i!hg ,.Will~i~City
Foreclosure of North Coast Railroad A'"~~i~::~'Loan and Ef~!ii!~i~~' Okiah
Depot Site
There being no further business the meeti:n~ii~i?i~"j'.burned ~:ili!i~::"p.m.--------!~'"--'
Marie U Ivila, City C lark
..::i:i:i:i:::-. ..::i! i!::..
:::::::::::::::::::::
:::::::::::::::::::::::::::::::: ..:::;:;::::::.'
!!iii!i!i~!iii~i!ii!!i!!!!!!i!!!!::....:-:-:-:-:.:-:-'.' '~':':':':':':" ..... :.'.::!:i:i:i:i:i:~:"
January 20, 1999
Page 11
MINUTES OF THE UKIAH CITY COUNCIL
Special Meeting
Friday, January 22, 1999
The Ukiah City Council met at a Special Meeting on January 22, 1999, the notice for which
had been legally noticed and posted, at 9:02 a.m. in the Civic Center Council Chambers,
300 Seminary Avenue, Ukiah, California. Roll was taken and the following
Councilmembers were present: Councilmembers Libby, Baldwin, Ashi~!i~;and Mayor
Mastin, with Councilmember Kelly arriving at 9:05 a.m. Staff .:~eser~t.'?~ii~Assistant City
Manager Fled, City Manager Horsley, City Attorney Rapp:....o..rt, and?:~!i~'ity Clerk Yoast.
a. Discussion and Possible Action Concer~?
Foreclosure of North Coast Railroad Authorit~iii~an a.~ii~ffe(~t on
Council went into Closed Session at 9:03 a.m. to di:'~~iis, item.
a. G.C. _~54956.8- Conference With Re~?:i~..13ertv
Property: A.P. No. 002-232-01 and~iii~~::::~::.. '
Owner: North Coast Railroad Au~t..'~ii~'""i:~~iiiiiiiili~
Negotiator: Candace Horsley .A? .....
Under Negotiation: Price andli~rms
Council reconvened at 9:57 a;:~.!~ii~!~;d th~iii~ilowing..:~ion was taken on
M/S Ke!!~[.k...u that.:~..i.'~i~iiii~:..n...docin~ii~~iii~uthority (MTA)Board fails to provide up
to $70 ;:~iii~iiii~i?:iJ..oan i:~~ii~:.e..:..assist"i~"in repaying the City of Willits on two loans to
NCRA bY'~ii~iii~...f.:~Willit~'i~::::~!i~!~i.ty has a high expectation that they will do that, then
the City of Ul~ii~iii~!i~::i~!oan ~i~i~iiii~i!000 to NCRA to add to the Cai Western purchase
money for t.b.e.'.:iii~i!iiiiii~ii~t Sit~i!ii~i'Ch is $300,000, for the purpose of retaining the two
Willits Ioa~i?"~'l~'":~iii~~.o. nly"~eposit that money into escrow when the Cai Western
escro..~iii~"ready to cl~i!~ii~S deposit would be subject to the following conditions:
1..:~iiiiiiiiiiiii? That NCRA apPii s'::¥ )r~ California Transportation Commission funds in February to
~ii!i~. repay the Cityii~'f Ukiah in March;
~iii~?~iiiiiiiii~:. That NCR,...A.:~nts the City of Ukiah the same surface easement to the east parcel
iiiiiiiiiiiiiiiiiiiii!iiiiiiiiii!iiii~:~:.t..b..e..:::;~!~i~'"Depot Site that NCRA has now from Union Pacific;
~iiiiii?~?~ii!iii~?~ii!i!iii~?~i~~ assigns it rights under the Environmental Indemnity Agreement to the
"::~?:?:~iiiiiiiiii~i!ii~?~'f Ukiah that it has with Union Pacific so the City has the same right to
~ndemnification from Union Pacific against liability for contamination on the west
parcel;
January 22, 1999
Page I
,
,
That the City receives interest on the loan at the City's average rate of return on the
City's invested funds;
That the City of Ukiah approves the condition of title on the west parcel and is able
to assure itself that it would have a first Deed of Trust to secure its loan on that
property.
The motion carried by the following roll call vote: AYES: Councilmembers Baldwin, Ashiku,
Kelly, and Mayor Mastin. NOES: Councilmember Libby. ABSENT: No.:n....~ii?-~'-ABSTAIN
None
~-:-:-:- .-::!:!:!:i:i::'
·
Councilmember Ashiku noted that his vote was based..~iiiiiihis beiii~i~iii~ii::.i,s significant
the City to try to maintain the Ukiah depot parce!iiii~"'that th.e;iiii~.~ii!ii~:::not beco.~
compromised, which would adversely affect indu~s
reason he approved the motion was his reliance th~{iii~TA w:.iliiii~:~me thr0:: ii ii iiii ?ioan
to secure their interest in the property.
MIS Kelly/Baldwin to adjourn the meeting at...:]~i~::.a.m.
Karen Yoast, Deputy City Cler~E..:iiiiiiiii? ::~iii~iiii?
:.:.:.:.:.:.:.:.- ..::::::::::,':':':' ..::!:!:i:i:i::'
.::;:::::::::::. .-.-.-.-.-.-.-.v.-. .v.v.-.-.-
.::::::::::
..::i:M:'
January 22, 1999
Page 2
ITEM NO. R~
_
DATE: FEBRUARY 3, 1999
AGENDA SUMMARY REPORT
SUBJECT:
DENIAL OF CLAIM FOR DAMAGES RECEIVED FROM NORMA NOBLE AND
REFERRAL TO THE JOINT POWERS AUTHORITY, REDWOOD EMPIRE
MUNICIPAL INSURANCE FUND "
The claim from Norma Noble was received by the City of Ukiah on January 15, 1999 and
alleges damages related to wrongful death on July 16, 1998 at 707 South State Street.
Pursuant to City policy, it is recommended the City Council deny the claim as stated and
refer it to Redwood Empire Municipal Insurance Fund (REMIF).
RECOMMENDED ACTION:
Deny Claim for Damages received from Norma Noble; and
Refer It 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 Norma Noble, pages 1-3.
Candace Horsle anager
mfh:asrcc99
0203CLAIM
NORMA NOBLE
claimant
V.
CITY OF UKIAH, UKIAH POLICE DEPT
SEAN KAESER, TRENT TAYLOR, CEDRIC
CROOK, AND JOHN WILLIAMS; DOES 1-20
TO;
City of Ukiah
Clerk of City Council
Ukiah Civic Center
300 Seminary Avenue
Ukiah, California
',lAN 1,5 REC'D
CITY OF UKIAH
CLAIM FOR WRONGFUL DEATH
(Govt Code §§ 910, 950 et seq )
CITY OF UKIAH
CITY CLERK'S DEPARTMENT
Norma Noble hereby makes claim against the City of Ukiah and Police Officer Sean Kaeser,
Police Officer Trent Taylor, Police Officer Cedric Crook, 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 3146 Bay Avenue, Ocean City, New Jersey,
08226
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 July 16, 1998
B. The incident occurred at 707 South State Street as well as 749 South
State Street.
5. The circumstances giving rise to this claim are as follows;
A. Norma Noble is the natural mother of Marvin Noble.
B. Police Officers Sean Kaeser, Trent Taylor, Cedric Crook were at all times
mentioned in this claim employed as police officers of the City of Ukiah and were
acting within the course and scope of their duties.
C. On or about July 16, 1998, the three aforementioned police officers as well
as other unidentified police officers referred to as Does 1-10 undertook to detain,
arrest, and imprison Marvin Noble without probable cause or any other legal authority
or justification.
D. During the course of their encounter with Mr. Noble, the aforementioned
police officers used excessive force upon Mr. Noble which included but is not limited
to the use of a police baton and attack dog. Finally, Officer Sean Kaeser shot and
killed Mr. Noble with a .45 caliber police handgun without legal justification and with
excessive force.
E. The aforementioned police officers were negligent and/or grossly negligent
in the manner and methods used to secure Mr. Noble's arrest and detention including
but ,not limited to the following particulars:
(1) Failing to adopt protocols and procedures appropriate for
someone suffering from mental illness
(2) The indiscriminate use of a police attack dog and baton.
(3) Failing to secure Mr. Noble's detention while he was in an open
parking lot area only to shoot and kill him in the stairway of his
apartment building
F. The City of Ukiah, Police Chief John Williams and other unidentified
members of the Ukiah Police Department referred to as Does 11-20 acted with
negligence and/or gross negiligence and in reckless disregard of the safety of the
general public and Marvin Noble in failing to adequately train and supervise the
officers listed above in the performance of their duties.
6. As the direct and proximate result of the acts alleged above, Marvin Noble was
shot and killed on July 16, 1998, and as a direct consequence thereof, claimant,
Norma Noble was deprived of the financial support, emotional support, care and
companionship of her now deceased son, Marvin Noble.
7. 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: January 15, 1999
ITEM NO. 6b
DATE: February 3. 1999
AGENDA SUMMARY REPORT
SUBJECT:
AWARD BID FOR SUPPLY AND CONSTRUCTION OF TWO PRE-
ENGINEERED METAL BUILDINGS TO RAINBOW CONSTRUCTION FOR THE
SUM OF $66,000
REPORT: Included in the 1998/99 Budget account number 820.3908.800 is $25,000
to construct a workshop at the water treatment plant and $40,000 in account number
612.3580.800 to construct a workshop and storage area at the wastewater treatment
plant. In an effort to obtain the best price, the two structures were combined into one
project. Notice to Bidders was sent to 59 contractors and 3 builders exchanges. Eight
bids were received and opened by the City Clerk on January 26, 1999. The Iow
bidder is Rainbow Construction for the sum of $66,000. Although this bid is $3,000
over the budgeted amount for the wastewater treatment plant portion of the project,
reductions in purchases within 612.3580.800, specifically the used dump truck, will
allow this project to be funded without any budget transfers.
RECOMMENDED ACTION: Award bid for the supply and construction of two pre-
engineered metal buildings to Rainbow Construction for the sum of $66,000.
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 Superintenden~_,,~-)
Coordinated with- Candace Horsley, City Manager
Attachments:
1. Bid Tabulation
APPROVED.~:.~~
C~ce H~rsley,"~it~ Manag
er
0
0
0
t-
o
C
LU
0
1TEM NO. 6~
MEETING DATE February 3,1999
AGENDA SUMMARY REPORT
SUBJECT:
AWARD CONTRACT FOR CONSTRUCTION OF FIRE DEPARTMENT TRAINING
TOWER, FD 98-1, TO CRANE OF UKIAH, INC., IN THE AMOUNT OF $37,880
For several years the Ukiah Fire Department has recognized the need for a training
tower. This addition to our facility would provide cost effective training in fire control at
the basic and advanced level. A training tower will provide the required facility for
advanced, specialized training in Emergency Medical Services, Urban Search and Rescue
and will attract training programs that can be brought to the City of Ukiah.
By previous action, City Council has approved funding, Planning Commission has issued
a Use Permit, and a foundation has been poured for the construction of the tower.
To date, in addition to materials purchased by the City, Fire Department personnel and
local businesses have donated many hours of labor and hundreds of dollars worth of
materials towards the construction of the drill tower.
Erection of the tower is the next step. Bid invitations for tower construction were sent
to three Builders Exchanges, and eight firms took out plans and specifications. On
January 26th, the City Clerk opened the three bids submitted by the deadline. Crane of
Ukiah is the lowest responsible bidder at $37,880. The bid amount is well within the
approved budget and staff recommends the contract be awarded to Crane of Ukiah.
RECOMMENDED ACTION: Award contract for construction of Fire Department training
tower to Crane of Ukiah, Inc., for the sum of $37,880.00 per Plans and Specifications
FD 98-1.
ALTERNATIVE COUNCIL POLICY OPTIONS: N/A
Citizen Advised: N/A
Requested by' Roe M. Sandelin, Fire Chief ~
Prepared by: Bill Woodworth, Captain
Coordinated with: Candace Horsley, City Manager
Attachments: Bid Tabulations
Candace Horsley, City Manager
ITEM NO. 6c]
DATE: February. 3. 1999
AGENDA SUMMARY REPORT
SUBJECT:
APPROVAL OF AGREEMENT WITH ORNBAUN ENTERPRISES FOR APPRAISAL OF
A PORTION OF ASSESSOR'S PARCEL No. OO1-020-09, UKIAH PLAYERS THEATER
The City of Ukiah, through Mayor Mastin, has been approached by the Ukiah Players Theater (UPT)
regarding the possible purchase of the property they have leased from the City since 1981. The
property is located on Low Gap Road, directly across from the High School. At the time the lease was
originated the property was vacant and all improvements, including buildings, parking, landscape, and
utilities have been installed by the UPT. In order to proceed with any discussions regarding sale or
transfer of the property from the City to the UPT, an appraisal is necessary.
Staff conducted telephone bids from several local appraisers including Ornbaun Enterprises, Ware
Appraisals, Mike Snyder Appraisals, and Dean Strupp, MAI. Of the firms contacted the only two
available to complete the job were Ornbaun and Dean Strupp. Mr. Strupp's quote was in excess of
$2,000 as compared to Ornbaun Enterprises at $750. The reason for the disparity between the two
bids is that Mr. Strupp is certified through the Members of the Appraisers Institute (MAI). This
certification is not necessary for an appraisal such as the one being requested for the UPT.
In this instance, staff would not recommend the use of an MAI appraiser as that level of detail and
expertise would be unnecessarily costly. Staff has attached the proposed agreement with Ornbaun
Enterprises and is recommending approval and authorization of the City Manager to execute the
agreement.
RECOMMENDED ACTION-ApPrOve agreement with Ornbaun EnterpriSes for property apPraisal and
authorize City Manager to execute agreement.
,
ALTERNATIVE COUNCIL POLICY OPTIONS'
1. Determine agreement requires revision and remand to staff with direction.
2. Determine approval of agreement is inappropriate and move to not approve.
Citizen Advised: N/A
Requested by' Mayor Mastin
Prepared by' Larry W. DeKnoblough, Community Services Director
Coordinated with: Candace Horsley, City Manager
AttachmentS: 1. Proposed agreement
c ...... '
LD2
UPTAPP.ASR
JAN--2?--99 12:~6 PM G~O MORTGAG~ ?~? 485 54~ P.82
P.O. Box 671
Uk~ah, Cllitorni~ e.~2
FINANCE · INVESTMENT * APPRAISAL · REAL ESTATE
G & O Mo011 C~nt~ Club (CluO House)
APPRAISAL CONTRACT
UKIAH, CAI,IFORNIA
JANUARY 27, 1999
APPRAISER, CARROLL. ORNBAUN HEREBY AGREES TO INVESTIGATE
AND PREPARE A RESTRICTED I.ETTER APPRAISAL REPORT ON PORTIONS OF
ASSESSOR'S PARCEL NUMBER 001-020-09, WITH ADDRESS OF 1041 LOW GAP
ROAD, IJKIAH, CALIFORNIA.
THE APPRAISAL IS TO BE BASED ON A SMALL PORTION OF THE ABOVE
PARCEl,, ESTIMATING .54 ACRES, OR APPROXIMATELY 23,522,40 SQ. FT,
THE FEE FOR THE ABOVE WILL BE $750.00, (SEVEN HUNDRED AND FIFTY
DOLLARS), 'FO BE PAID UPON RECEIPT OF REPORT.
TIME IS OF THE ESSENCE OF THIS CONTRACT, AND EVERY ATTEMPT
WILL BE MADE TO DELIVER THE COMPLETED REPORT ON OR BEFORE
FEBRUARY 1999.
A PPRA IS E R,._~~~lksld~
Mr. Carrol L. Ornbaun
PRINCIPAL
Candace Horseley,
City Manager,
City Of Ukiah
ITEM NO. 8a
DATE:
February 3, 1999
AGENDA SUMMARY REPORT
SUBdECT: PROCUREMENT OF INDEPENDENT AUDITOR SERVICES BEGINNING WITH
FISCAL YEAR 1998/99 AND SUBSEQUENT YEARS
An independent audit of the City's financial statements is necessary
on an annual basis. The firm of Davis Hammon & Co. has performed
audit services for the City of Ukiah for a number of years. The most
recent contract was for the five years ending with fiscal year
1997/98. It is now time to secure audit services for the next
several years. The Council has two options: 1) extend the existing
contract with Davis Hammon & Co., who is interested in continuing as
the City's auditor; or 2) Request proposals from firms interested in
providing audit services to the City of Ukiah.
The contract for audit services, in addition to the audited financial
statements that are presented to the City Council and the
Redevelopment Board of Directors, includes the State Controller's
Report for both entities, the Ukiah Valley Sanitation District audit,
the Annual Streets/Transit report, the M.E.S.A. audit, and the REMIF
Insurance audit report.
When an audit firm undertakes a new audit, there is significant
startup time necessary to create what are referred to as the "client
permanent files." These contain basic information about the City,
including such things as ongoing contracts and Joint Powers Authority
participations. In addition the firm must become familiar with all
of the accounting procedures followed, which City staff perform what
functions, and how records are created and maintained. This takes
substantial time for both City staff and the contractor. Because of
the investment in startup time, multiple year contracts are typical
(Continued on page 2)
RECOMMENDED ACTION:
Extend the audit services contract with Davis Hammon & Co. for
fiscal year 1998/99 and the four subsequent years
ALTERNATE COUNCIL POLICY OPTIONS:
Appoint a Council Committee to work with staff to solicit and
review proposals and present a recommendation for audit services
to the City Council.
Requested by:
Prepared by:
Coordinated with:
Citizens advised:
Attachments:
APPROVED:
~-D~.'
GE:AUDSERVC.AGN
N/A ,. ,..~ ,.~
Gordon Elton, Finance Director
Candace Horsley, City Manager "'~'
N/A
none
' '* z./ / ' '/ "
Ca~da~ae 'Hors-Iey, ~ity~a~ager
for audit services. The audit services provided by Davis Hammon &
Co. have proven very beneficial to the City and are of the highest
quality and relevance to the City and its related entities. Their
guidance has helped the City improve the quality of the accounting
records. They are readily available for consultation on accounting
questions when recording unique transactions or implementing new
accounting rules.
There are other impacts to consider in making this decision. The
pending challenges facing the Finance Department staff (Year 2000,
Electric de-regulation, software/hardware replacements, etc.) will
require additional work during the next several fiscal years. The
substantial burden of orienting and training a new audit firm will
further reduce our resources without providing any substantive
benefit. Therefore it is the recommendation of staff that changing
auditors, at this time, is not in the best interests of the City of
Ukiah.
In private business, the same audit firm is typically retained for
extended periods of time. This is similar to legal services, as
attorneys are seldom rotated on a regular basis.
The independent auditors, even though they work directly with staff,
report to the governing body. Essentially the auditor functions as
an extension of the Council to verify that the appropriate accounting
procedures are followed in preparing the financial statements. If
the Council chooses to request proposals for audit services, the
selection process would usually involve the Council in a manner
unlike that followed in securing other consulting type services. A
typical procedure would combine the efforts of the Council and key
staff in reviewing the proposals and selecting the audit firm.
Either the full Council would participate in this review or a Council
Committee would be appointed to work with staff to bring a
recommendation to the full Council.
When considering the qualifications of the potential auditors,
experience and knowledge of governmental auditing are the most
important criteria. Other criteria include having sufficient staff
to perform the work in a timely manner; availability during the year
to discuss accounting procedures with staff; the results of peer
reviews; and price. Price would be considered only after determining
that a firm is otherwise well qualified to perform the needed
services. Costs of audit services for other cities in the area range
from about the same in Fort Bragg to 50% more in Healdsburg.
If the Council chooses to request proposals from audit firms, the
following procedure is proposed: 1) Establish the target period for
the services to be five years, with an annual cancellation clause and
an option to extend the contract for additional periods. 2) Appoint
a committee of two Council members to work with staff to develop the
request for qualifications/proposals (RFQ), review the submittals and
present a recommendation to the Council. 3) Set the first meeting in
May as the latest date by which a recommendation is to be presented
to the Council for consideration and the award of a contract.
GE:AUDSERVC.AGN
Page 2
ITEM NO. 8b
DATE: FEBRUARY 3, 1999
AGENDA ~UMMARY REPORT
SUBJECT: CONSIDERATION OF REIMBURSEMENT OF EXPENSES FOR PLANNING
COMMISSIONERS
At its January 6 meeting the City Council requested that the issue of expense
reimbursement for Planning Commissioners be agendized and that information regarding the
practices of other cities be researched.
Currently the City provides reimbursement for specifically approved Commissioner
expenditures and pays the expenses for Commissioners' attendance at the annual League of
Cities Planning Commissioners Institute and other training sessions. All copying a Commissioner
desires is handled by staff; long distance telephone inquiries for Commission cases can be
arranged by staff as requested by Commissioners; any other valid expenses may be turned into
City staff for payment.
Staff surveyed 63 cities in Northern California with 38 (60.3%) indicating no payments to
Planning Commissioners and 25 (39.7%) providing compensation ranging from $25 to $100 per
month. The cities include those in the Redwood Empire and North Bay Divisions of the California
League of Cities, those utilized for surveys by our Personnel Department, some members of the
Northern California Power Agency (NCPA), and others having general similarities to Ukiah.
The City of Ukiah maintains several other citizen volunteer advisory bodies (e.g., Parks
and Recreation Commission, Airport Commission, Traffic Engineering Committee, Golf Course
Committee). If remuneration is deemed appropriate for the Planning Commission, the Council
may wish to discuss possible criteria that could be used to determine when and why
compensation could be given to any volunteer body appointed by the City Council.
RECOMMENDED ACTION:
Discuss the Issue of Expense Reimbursement for the Planning
Commission and Provide Direction to Staff.
ALTERNATIVE COUNCIL POLICY OPTIONS:
Determine this matter is not to be considered and delete item from the agenda.
Citizen Advised:
Requested by:
Prepared by:
Coordinated with:
Attachments:
N/A
City Council ~
Michael F. Harris, Risk Manager/Budget Officer ~
Candace Horsley, City Manager
1. Survey of Cities Regarding Planning Commissioners Compensation,
pages 1-3.
~-or; Candace Horsley, City Manager
mfh:asrcc99
0203PCSA
SURVEY OF CITIES REGARDING PLANNING COMMISSIONERS COMPENSATION - January 22-26, 1999
Redwood Empire Division
Crescent City 8,805 $25/mon "Reimbursement for expanses"
Arcata 16,382 $0 All Commissions are volunteer
Blue Lake 1,303 $0 Council receives $10/mtg
Eureka 28,606 $0 No Commissions paid
Femdale 1,402 $0 No Commissions paid
Fortuna 10,063 $20/mtg, max $40/mon No other Commissions are paid
Rio Dell 3,052 $0 No Commissions paid
Trinidad 377 $0 No Commissions paid
Clearlake 12,598 $25/mon "Miscellaneous Expense Deferment''
Lakeport 4,744 $50/mon No other Commissions are paid
Fort Bragg 6,345 $0 No Commissions paid
Point Arena 434 $0 Council is PC
iU ~ i:.ii~ S;~iiiii:.:::.:: i:: ii::ii ii:: !::i::::i ~ ~i i~i~::i.i~::~i~::~...:~:ii:i::::~i ~::'::'
Willits 5,234 $0 Council is PC ($150/mon Council, $300/mon Mayor)
Cloverdale 5,596 $30/mon No other Commissions are paid
North Bay Division
Belvedere 2 297 $0 No commissions paid; Council not paid
Corte Madera 8 745 $50/mtg No other Commissions are paid
Fairfax 7 1 77 $0 All Commissions are volunteer
Larkspur 11 976 $0 All Commissions are volunteer
Mill Valley 14 000 $0 No other Commissions are paid
Novato 49 072 $80/mon No other Commissions are paid
Ross 2 281 $0 Town Counci is PC
San Anselmo 12 405 $0 No other Commissions are paid; Council gets $99/mon
San Rafael 53 427 $0 No Commissions paid
Sausalito 7 789 $25/mtg No Commissions paid
Tiburon 8 545 $0 No commissions paid; Council not paid
American Canyon 13,122 $100/mon No other Commissions are paid
Calistoga 4,800 $0 All Commissions are volunteer
Napa 67,999 $50/mtg No other Commissions are paid
St. Helena 5,732 $90/mon No other Commissions are paid
Yountville 3,506 $0 No Commissions paid
Benicia 27,817 $0 No Commissions paid
Dixon 13,663 $35/mtg Park/Rec $35/mtg
Fairfield 89,049 $35/mtg No other Commissions are paid
Rio Vista 3,745 $0 No Commissions paid
Suisun City 25,823 $30/mtg Park/Rec $30/mtg
Vacaville 85,124 $80/mon Com Ser $40/mon, Hous/Red $25/mon "Travel reimbursement"
Vallejo 116,148 $40/mtg Civil Service $25/mtg
Cotati 6,715 $0 All Commissions are volunteer
Healdsburg 9,799 $0 All Commissions are volunteer
Petaluma 48,994 $0 All Commissions are volunteer
Rohnert Park 39,214 $0 All Commissions are volunteer
Santa Rosa 132,966 $0 All Commissions are volunteer
Sebastopol 7,744 $0 No Commissions paid
Sonoma 8,937 $0 All Commissions are volunteer; Council gets $0
Windsor 19,181 $0 All Commissions are volunteer
Miscellaneous (NCPA, Personnel referrals, similar size)
Capitola 10,839 $50/mom No other Commissions paid
Fremont 192,160 $25/mtg No other Commissions paid
Gait 15,950 $25/mtg Parks/Rec Comm $25/mtg (usually 1/mon)
Grass Valley 9,642 $35/mtg Design Review & Personnel Comms $35/mtg
Gridley 5,000 $25/mtg, max $50/mon No other Commissions paid
Lompoc 41,641 $0 No other Commissions paid
Oakdale 14,423 $20/mtg, max $40/mon No other Commissions paid
Oroville 12,768 $0 ParldReo Comm is $0
Paradise 27,060 $35/mon "Milage reimbursement"
Red Bluff 13,497 $0 No other Commissions paid
Redding 78,490 $0 No other Commissions paid
Redwood City 73,225 $0 All Commissions are volunteer
Riverbank 13,748 $25/mon No other Commissions paid
Roseville 62,671 $0 No other Commissions paid
Shasta Lake 13,677 $0 No other Commissions paid
Sunnyvale 129,250 $0 All Commissions are volunteer
Williams 3,052 $0 All Commissions are volunteer
Yuba City 34,342 $40/mtg No other Commissions paid
Trinidad
SURVEY OF CITIES REGARDING PLANNING COMMISSIONERS COMPENSATION - Sorted by population
377 $0 No Commissions paid
Point Arena 434 $0 Council is PC
Blue Lake 1,303 ,fO Council receives $10/mtg
Ferndale 1 402 $0 No Commissions paid
Ross 2 281 $0 Town Counci is PC
Belvedere 2 297 $0 No commissions paid; Council not paid
Rio Dell 3 052 $0 No Commissions paid
Williams 3 052 $0 All Commissions are volunteer
Yountville 3 506 $0 No Commissions paid
Rio Vista 3 745 $0 No Commissions paid
Lakeport 4 744 $50/mon No other Commissions are paid
Calistoga 4 800 $0 All Commissions are volunteer
Gridley 5 000 $25/mtg, max $50/mon No other Commissions paid
Willits 5 234 $0 Council is PC ($150/mon Council, $300/mon Mayor)
Cloverdale 5 596 $30/mon No other Commissions are paid
St. Helena 5 732 $90/mon No other Commissions are paid
Fort Bragg 6 345 $0 No Commissions paid
Cotati 6 715 $0 All Commissions are volunteer
Fairfax 7 177 $0 All Commissions are volunteer
Sebastopol 7 744 $0 No Commissions paid
Sausalito 7 789 $25/mtg No Commissions paid
Tiburon 8 545 $0 No commissions paid; Council not paid
Corte Madera 8 745 $50/mtg No other Commissions are paid
Crescent City 8 805 $25/mon "Reimbursement for expenses"
Sonoma 8 937 $0 All Commissions are volunteer; Council gets $0
Grass Valley 9 642 $35/mtg Design Review & Personnel Comms $35/mtg
Healdsburg 9 799 $0 All Commissions are volunteer
Fortuna 10.063 $20/mtg, max $40/mon No other Commissions are paid
Capitola 10.839 $50/mon~ No other Commissions paid
Larkspur 11.976 $0 All Commissions are volunteer
San Anselmo 12 405 $0 No other Commissions are paid; Council gets $99/mon
Clearlake 12 598 $25/mon "Miscellaneous Expense Deferment"
Oroville 12 768 $0 Park/Rec Comm is $0
American Canyon 13,122 $100/mon No other Commissions are paid
Red Bluff 13,497 $0 No other Commissions paid
Dixon 13,663 $35/mtg ParldRsc $35/mtg
Shasta Lake 13,677 $0 No other Commissions paid
Riverbank 13,745 $25/mon No other Commissions paid
Mill Valley 14,000 $0 No other Commissions are paid
Oakdale 14,423 $20/mtg, max $40/mon No other Commissions paid
i U kiahi?:i :i i i iii ii ii?ii i i il :::::::::: ::::::::::: ?:ii :.i ii ii::i! il i:. !il i:.i:: i:. i::ili i i~!i~iiii ii i:. ::i::i ::il i i i!ii::i:~i i?:ii !ii::!!i::i!i ::ii:::: ::iii: ?i::!:: i i!?:i::?. :: i i!::iii i i?i ::i::il ?:i iii !:~! i il iii i?::::, i?. :: i !ii:i i ii::i i:~ ~:i ? ii i?i:~! ??:?: ?i~i~: !i i il ? ?.i:~ i i i il ~:??~i i?ii?~i i i~ ii iii i!il ~:iili i i::iii?:il ?:iiiii~:i~. ??:iiiii~:iiiii!ili~i!iii! ?:i i li ii i i?~i ~?: ~.ili:~ i:: i~: ?:ii?:ii ?~i ~iii!iii iiiii!i ~?:ii ii~i:~ i??:?~i:~
Gait 15,950 $25/mtg Parks/Rec Comm $25/mtg (usually l/mon)
Arcata 16,382 $0 All Commissions are volunteer
Windsor 19,181 $0 All Commissions are volunteer
Suisun City 25,823 $30/mtg Park/Rec $30/mtg
Paradise 27,060 $35/mon "Milage reimbursement"
Benicia 27 817 $0 No Commissions paid
Eureka 28 606 $0 No Commissions paid
Yuba City 34 342 $40/mtg No other Commissions paid
Rohnert Park 39 214 $0 All Commissions are volunteer
Lompoc 41 641 $0 No other Commissions paid
Petaluma 48 994 $0 All Commissions are volunteer
Novato 49 072 $80/mon No other Commissions are paid
San Rafael 53 427 $0 No Commissions paid
Roseville 62 671 $0 No other Commissions paid
Napa 67,999 $50/mtg No other Commissions are paid
Redwood City 73,225 $0 All Commissions are volunteer
Redding 78,490 $0 No other Commissions paid
Vacaville 85,124 $80/mon Com Ser $40/mon, Hous/Red $25/mon "Travel reimbursement"
Fairfield 89,049 $35/mtg No other Commissions are paid
Vallejo 116,148 $40/mtg Civil Service $25/mtg
Sunnyvale 129,250 $0 All Commissions are volunteer
Santa Rosa 132,966 $0 All Commissions are volunteer
Fremont 192,160 $25/mtg No other Commissions paid
SURVEY OF CITIES REGARDING PLANNING COMMISSIONERS COMPENSATION -Sorted by amount
Trinidad 377 $0 No Commissions paid
Point Arena 434 $0 Council is PC
Blue Lake 1,303 $0 Council receives $10/mtg
Ferndale 1,402 $0 No Commissions paid
Ross 2,281 $0 Town Counci is PC
Belvedere 2,297 $0 No commissions paid; Council not paid
Williams 3,052 ,fO All Commissions are volunteer
Rio Dell 3,052 $0 No Commissions paid
Yountville 3,506 $0 No Commissions paid
Rio Vista 3,745 $0 No Commissions paid
Calistoga 4,800 $0 All Commissions are volunteer
Willits 5,234 $0 Council is PC ($150/mon Council, $300/mon Mayor)
Fort Bragg 6,345 $0 No Commissions paid
Cotati 6,715 $0 All Commissions are volunteer
Fairfax 7,177 $0 All Commissions are volunteer
Sebastopol 7,744 $0 No Commissions paid
Tiburon 8,545 $0 No commissions paid; Council not paid
Sonoma 8 937 $0 All Commissions are volunteer; Council gets $0
Healdsburg 9 799 $0 All Commissions are volunteer
Larkspur 11 976 $0 All Commissions are volunteer
San Anselmo 12 405 $0 No other Commissions are paid; Council gets $99/mon
Oroville 12 768 $0 ParldRec Comm is $0
Red Bluff 13 497 $0 No other Commissions paid
Shasta Lake 13 ~// $0 No other Commissions paid
Mill Valley 14 000 $0 No other Commissions are paid
Arcata 16,382 $0 All Commissions are volunteer
Windsor 19,181 $0 All Commissions are volunteer
Benicia 27,817 $0 No Commissions paid
Eureka 28,606 $0 No Commissions paid
Rohnert Park 39,214 $0 All Commissions are volunteer
Lompoc 41,641 $0 No other Commissions paid
Petaluma 48,994 $0 All Commissions are volunteer
San Rafael 53,427 $0 No Commissions paid
Roseville 62,671 $0 No other Commissions paid
Redwood City 73,225 $0 All Commissions are volunteer
Redding 78,490 $0 No other Commissions paid
Sunnyvale 129,250 $0 All Commissions are volunteer
Santa Rosa 132,966 $0 All Commissions are volunteer
Fortuna 10,063 $20/mtg, max $40/mon No other Commissions are paid
Oakdale 14,423 $20/mtg, max $40/mon No other Commissions paid
Crescent City 8,805 $25/mon "Reimbursement for expenses"
Clearlake 12,598 $25/mon "Miscellaneous Expense Deferment"
Riverbank 13,746 $25/mon No other Commissions paid
Sausalito 7,789 $25/mtg No Commissions paid
Gait 15,950 $25/mtg Parks/Reo Comm $25/mtg (usually l/mon)
Fremont 192,160 $25/mtg No other Commissions paid
Gridley 5,000 $25/mtg, max $50/mon No other Commissions paid
Cloverdale 5,596 $30/mon No other Commissions are paid
Suisun City 25,823 $30/mtg Park/Rec $30/mtg
Paradise 27,050 $35/mon "Milage reimbursement"
Grass Valley 9,642 $35/mtg Design Review & Personnel Comms $35/mtg
Dixon 13,663 $35/mtg Park/Reo $35/mtg
Fairfield 89,049 $35/mtg No other Commissions are paid
Yuba City 34,342 $40/mtg No other Commissions paid
Vallejo 116,1 48 $40/mtg Civil Service $25/mtg
Lakeport 4,744 $50/mon No other Commissions are paid
Capitola 10,839 $50/mon No other Commissions paid
Corte Madera 8,745 $50/mtg No other Commissions are paid
Napa 67,999 $50/mtg No other Commissions are paid
Novato 49,072 $80/mon No other Commissions are paid
Vacaville 85,124 $80/mon Com Ser $40/mon, Hous/Red $25/mon "Travel reimbursement"
St. Helena 5,732 $90/mon No other Commissions are paid
American Canyon 13,122 $100/mon No other Commissions are paid
AGENDA
ITEM NO, 8c
DATE: February. 3, 1999
SUMMARY REPORT
SUBJECT: DISCUSSION REGARDING AMENDING CITY OF UKIAH PURCHASING POLICY
Councilmember Kathy Libby has requested that a discussion take place regarding amending the
City's Purchasing Policy to allow a preference for qualified local vendors in our Purchasing
Policy. She has submitted written comments and documents for your review from other cities
and counties that currently have this policy in place.
The current City of Ukiah Purchasing Procedures are included in the packet for your
convenience. City Attorney Rapport will also be providing additional information at the City
Council meeting for the Council's consideration relative to pertinent legal issues surrounding this
matter.
RECOMMENDED ACTION: After Council discussion, direct staff relative to drafting an
Ordinance Revising the City of Ukiah's Purchasing Policy.
ALTERNATIVE COUNCIL POLICY OPTIONS:
1. Determine that no changes are required at this time to City Purchasing Policy.
Citizen Advised:
Requested by:
Prepared by:
Attachments:
N/A
Kathy Libby, Councilmember
Candace Horsley, City Manager
1. Councilmember Libby's
Documentation, as follows:
a.
b.
Memorandum and Background
,
Lake County's Purchasing Ordinance No. 2406
Section of Shasta County's Municipal Code relating to its
local preference policy
c. City of Redding information regarding its local preference
policy
City of Ukiah Purchasing Procedures
4/Can:ASRPurch. Pol Candace Horsley, City'?anager
ATTACHMENT I
AGENDA ITEM
Subject:
Give a 5% preference not to exceed five thousand dollars to
qualified local vendors in Mendocino County on all City
bids.
The City of Ukiah's present purchasing rules do not allow a
preference for local vendors. Other counties and cities in
California allow this preference. The purpose of a
preference is to benefit local businesses and the citizens
of Ukiah.
Any revenue lost due to a preference rule will be small when
compared to the many thousands of extra dollars kept in the
community. Keeping as much money at home as possible
decreases the need to increase rates and fees to finance
government.
Money kept in the City increases employment, increases tax
revenue, and increases the circulation of money throughout
the community.
Under the current system, when an out of county bidder gets
the bid, the money leaves the area and is gone for good.
This money benefits the area of the winning bidder, which
may be Santa Rosa, the Southern part of the state, or even
out of state.
A 5% preference will encourage local vendors to better
support the City. It will ultimately increase revenue for
the city and will ease the financial burden for Ukiah
citizens.
Options
Accept as is
Accept with alterations
Deny
Enclosed : Local preference ordinance for Lake and Shasta
County and local preference policy from City of
Redding for reference.
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~OARD OF SUPERVISORS, COU~Y- OF LAKE, STATE OF CALIFORRIA
ORDI.~A.~C E NO. 2606
A~!.,ORDiN_ANCE .AM_E~D,ING k~T!CLE X OF C_F~..:TE~ ~,
QF TME .~AKE _C. OtDi'~'Y CODE (-=C~C~_ Si..'PG ORD" ....... ,
The Board of Supe_~iscrs cf uhe County of Lake ordazns
~ollows:
SecZion !: Article E of Chapter 2 cf ~_he Lake County Code is
hereby amended =o read as follows:
"A~T I CLEM. ~ D-R C~L~S i.NG
Section 2.33. De¢lara~-ion and Purpose.
33.1 Pursuant =0 Article 7 cf Chapter 5 of Par% 2 of Division
2 cf Title 3 cf the Government Code, =he pu.'?ose cf =his article is
~O esuablLsh 9o!icie~ and procedures governing the prccuremen~ of
supplies, ma=erla!s, e~aipmen=, and con=fac:ual se~ices.
Sec=ion 2-3%. Defi:itions.
3a i As used in this ar=ic~- the ~ ~' ' -
'' --, ~o-/ow~n~ words and phrases
shall have ~he following meanings.
(a) Agency and Using A_cency means any of the d'-partmen:s,
offices, or ocher organizauiona! uni:~ of County Gcv%rnmen~. and
any special district whose affairs and funds ar~ under the
supe~;Lsion and ccntrci of ~he ]car~ of Su~e~iscr$ and ~or which
the Board of Supervisors is ~he ex-cf~icic ~cverning ~ody.
(b) Agency head means ~he head ~-- a~.. ~s~ab'_ ~.~hed depar~men~
cf County_ governmen~ ~r any o = special dis~r~c~s =overne~. by
~he soard cf Supervisors whose i'a~ies ~nclud~ super-;~$icn c= %he
depar:men~'s cr ~sur/c-'s dav-~u-~av, o~er~uicns. ~nd wh~ has ~iuher.
~een appointed bV uke ~oard cf ~.2~er,."~r~ -~ bls or her pcs~u~cn
~ , .
P~ I r
?07 2~3 1912 P.02
(f) Bidders List means a current file of sources o~supply cf
articles for each cave,cry cf commodities repeci*~ive!y purchased
for County use.
(g) Responsible Bid means an o~fer, subm~-:[ed by a
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12
13
lA.
15
17
19
20
2L
22
23
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2~
2~
responsible bidder in ink or z.vpewricten form, Co furnish supplies,
materials, equi~.menr or --cntrac~'~al services in conformity with the
specifications, delivery terms and condi~.ions, and o~her
requirements included in the invitation for bids.
(h) Responsible Bidder means a bi~der who
r~spcnsihie bid; who has ~urnished, when req~esued, in,or,eau!on and
da~a Zo prove shau his ~inan¢ial resources, producuion cr
fa¢ii!~ie~, service repuCm~icn and experience are ade~.-ua.~e uo make
satisfactory delive_~v of ~he supplies, ,maZeria!s, or equ£pmen~
satisfy any provisicns of ~hJs arzicle.
(i) Irresponsible Bidder means a bidder or prospective bidder
who fails .~o furnish, u.~cn written reques~, prcc~ cf his
re~ponsibi!i~¥; who has, as a vendcr or con~rac-.or with ~he Coun'~y,
repeatedly made slow' or unsa~isfac;ory de!iveri~s; or whc has
vicla~ed, or a~tempced to violate, the con~rac~ terms, conditions
of a bid, a con,fac:, or the provisions of ~his article.
(j) r.o__c_al Vendor means a firm or indiv~dua! who
-- L
maintains a place cf built, ess and transacus business in, and
malt. tails an inver, toF.; cr merchandise for sale in, or is Licensed
--
_
--
by, or pa,is business ~axe$ t~, ~he Coun[y cf Lake.
(k) Emergency means wk_~n a ~reakdcwn ~- machine.-,/ cr in
=$$enuqa] service cc=uts; ~.- wn~n ' '~" =
~ - - ur._~r_se_., clrcums:ances arise,
1 (c) In keeping wi~n ~ne County's in=crest in prcmc~ing local
2 businesses, an RFQ shall be sen= tc at least one local vendor, if
3 =here is one who can provide the re~ired goods or so,ices.
4 ~.3 ~urcha~e orders or contracts shall be awarded by ~he
5 Purchasing Agen=, cr -~ssls~ant Purchasing Agent, =~ ~he lowest
6 responsible bidder~ as determlned be!ow.
7 (a) In de=ermining =ne bidder to whom the bid will be awarded,
8 =he Purchasing Agen=, or Assistant Purchasing Agent, shall consider
9 the b~dder's price, =he ~lali=y of 9roduc= offered and its
10 conformity wi~h the County's needs, the delive~ and discuun~
.
11 and conditions cf the bid, ~he so--ice reputation o~ ~he bidder and
12 o~ner informa=ion and da~a r~T~ired =o prove responsibility..When
13 the County is re~ired to pay shipping charges for an i~em or
14 i~ems, said charges slnaii be considered a part c~ :he bld price in
15 de~e~ining ~he lowest respcnsib!e bid.
16 (b) In addition to ~ne foregoing criteria [~ ~he bid
17 submit=ed by a respons~ie icca! -vendor is ntt grea=er than !05% of
, ,,
18 ~he apparent Iow bid and all o=h, rcrit be~nc e~al ference
20~ case shall ~he amcunu cf the preference exceed $'
,, ,, _ ~ ~ ·
21
22
24
2~
27
(C) If more chart one bid is for Che same octal a:nounc or unit
price {a.~-~ considerlnc cke 5% :~--'erence here inabowe ', and ~= uno
public interest will ,~- -
n-. ~e~i= the delay
bids the ~urchasing Agenc o~ Assisuant ;uruhasin= . may
awar~ the con~rac~ :o one o= ~2~.~ ~idders bv draw~nc ions ~n-'" ' .
i //
,/ /'
12
conform, i~y with the specifications, the deiive~ and discount terms
and conditions cf the bid, eke service re_uucation of the bidder,
and o~ker ±nformation and data re?/ired tc prove his
responsibility. When :he Coun'.y is re.c/uir~d to pay ship.u, ing char_ces
for an item cr items, said char~es shall be considered a par~ of
the bid price in determ, ining .the lowes~ responsible bid.
(b) In addition ~o the foreqcing criteria, if the b~d
submitted by a responsible local vendor is not ~reater than !05% of
,,,
the apparent low bid and al~ o~her criteria beinq equal, ~.reference
1
3
4
5
6
7
10
11
12
13
14
15
16
17
18
19
ska!l be ,civen cc the responsible local vendor. Kowever, in no c~se
shall the amount cf ~he preference exceed S! 000
; ·
(c) If more than one bid is for the same total amount or uni=
price (al=er considering the 5% preference hereinabove) , and if the
public interest will not permit cue delay of readver=ising for
bids, the Board cf Supervisors may award the contract co one of CUe
bidders by drawing Ices in pubilc.
41.4 If ~he successful bidder does nco enter in~o a contract
within fifteen (15) days after mailing of Notice of 'Award cf
ccn~ract, he shall forfeit in cash, an amount equiva!enz to the
20 amount cf any sur-_ty which accompanied his bid, unless the County
2111 is responsible for the delay·
22
23
24
25
26
27
41.5 A copy ug =~ach si~ed contract shall be filed wi~h =he
County Auditor.
Section 2-42, F~mergency Purchases,
42.~ if ~he need for an emergenc~F purchase occurs during
regular ~us~ness hour~ o- a= any n-%~ -~-
- . ....... = ..... :he using agency may
purchase di"'~,-'-l-,,, the
15
TOTA~ m. 04
d.,.~;,-25' 99',,~ION) 12 07 SHASTA CO. PURGH,,SiN TEL 530 225 5344 0 P. O02
3.04.0~
(Ord. 96-1 § I, 1996: Ord. 93-12 (part),
1993; Ord. 91-11 § 1, 1991: Ord. 91-9
(part), 1991: Ord. 494.34;5 § 2, 1989: prior
code § 1701)
3.04.030 Requirement for formal
sealed bids.
A. If ~he cost of a purchase of related
items commonly sold by a class of vendors
would or could e~¢eecl twenty-five thousmd
dollars, a formal sealed bid shall be sohcit-
ed by marling a writlen invitation Io known
vendors, or by posting the invitation on
public, bulletin board in the office of
purchasing agent, or by publishing the invi..
ration or a summary of it m a newspal:er of
general circulation in the count. Thc award
of formal sea/ed bids which exceed fifty
thousand dollars requires axlvance approval
by the hoard of supervisors.
B. IJ' derailed specifications are required
for any bid, the invitation shall include
those specifications or indicate white they
may be obtained. F. ach invitation shall spec-
ify the time and place where the bids will
be opened. Each invitation shall include the
following statement:
A bidder who attempts to influence the
bid pro, ess by mterfenng or colluclmg
with other bidders, or with any County
officer, employee or agent, or who devi-
ates from the bid process as set forth in
this invitation may be disqualifiec~ at a~Jy
time from further paniraparion in mis
bict.
C. Bid or performance bonds may be
required at the discretion of the purchasing
agent. (Ord. 96-! § 2, 1996; Ord. 93-12
(pan), 1993; Ord. 91-9 (p~), 1991: Ord.
494-345 § 3, 1989: prior code § 13'02)
56
3.04.040 Exclusion et' bids and
bidders.
A. If any bidder fails or refuses to fur-
nish thc pu~ha~ing agent with any informa-
tion required to de~ermine the bidder's re-
sponsibility as a bidder, ~e bid shall not be
considered by the pu=chasing agent
B. A bid that is no{ responsive to an
invitation, or any specifications made a part
of an invitalion, shall not be considered by
the purchasing agent
C. The pun;basing agent ma), remove
from the lis! of prospective bidders the
name of any person who fails ot refuses to
submit bids in re-~ponse to a least two con-
secutive requests for bids on commodities
of a class furnisI~ed by the person.
D. The purchasing agent may ex¢lucle
from bidding an), person who has failed to
meet prior eontraetua/requirements related
to purchases made by the county. (Ord.
49~-34~ § 4, 1989: prior code § 1703)
3.04.04~ Local preference.
A. A five-percent preference not to
exceed ten thousand dollars shall be grained
to qualif~cl local bidders on all formal
scaled bids, cxcep~ as to those contracts
which state law requires lo be granted to the
lowest responsible bidder.
B. To qualify for local bidder prefer-
ante, a local bidder must either submit a
copy of a current city business license,
issued by a city within the geographical
boundaries of the county of Shasta, or eom-
plate and slgn a declaration under penalty
of perjury, stating that as of the date the
request for bids was issued, the business as
listed on the bid was physically maintained
and operated at a fixed office or other busi-
ness p~emises located within the geograph-
ical limits of the county, and providing such
dAN. -25' 991MON) I2 0,' SHAST,'~ GO. PI..R(JH^SI~4 TEL'530 2~$ 5344 0 P. 003
3.04.0~5
issued by a city within me g¢ograplfic',fl
bt)undaries oftl~e county of Shasta, ar com-
plete and sign a declaration under penalty
of perjury, s~ating ~at as of the cla~e the
request for bids was issued, he business as
listed on the bid was physically maintained
and opnrated ax a fixed old ce or diner busi-
ness premises located within the geograph-
ical lirn.its of he county, and providing such
56.1
JaN,-25'991151()N/ ;208 SHASTA (;0 PURC~,q$1N TEL'S30 225 5344 0 P, 004
other information as may be requested.
(Ord. 96-1 § 3, 1996: Ord. 91-10 § 1, 19911)
3.04.050 Deposition o1' bids.
A. Formal sealed bids sh~l be opened
and awarded by or under the direction of
the purchasing agent, unless the invitation
to bid or the board of supervisors directg
otherwise.
B. Except as provided for i~, Section
3.04.0~5, formal sealed bids shall be award-
ed to the lowest responsibie bidder meeting
all bid specifications. Bids shall be opened
at the time and place specif'u~d in the invita.
tion or as soon thereafter as is reasonably
possible. The purchasing agent may reject
any bid for failure of ~ bid to respond to
the invitation, including any specifications,,
for which the bid is submitted. The purchas-
ing agent may provide a written explanation
to any bidder whose bid has been rejected,
upon written request from the bidder for
such an explanation. The purchasing agent
may reject all bids submitted in response to
a particular invitation. The pu:chasing agent
may waive any minor deviation from the
specifications applicable m any bid or any
minor technical error in any bid and may
award the bid in spite of such a deviation or
error, if the purchasing agent determines the
award of the bid to be in the best interests
of the county.
C. Each bid or the full details of each bid
shah be kept on file by the purchasing agent
and available for public inspection, together
with the name of the successful bidder, for
thirty days after a bid is awm. ded. (Ord. 91-
10 § 2, 1991: prior code § 1704)
3.04.060 Cooperative purchases.
The purchasing agent may purchase any
3.04,0~$
materials, equipment or supplies available
under a General Services Administration
contract, a state of California contract, or
any other cooperative contract available to
the county, if the purchase can be made at
lower cost than the purchasing agent can
secure through competitive procurement.
(Prior code § 1705)
3,04.070 Cost avoidance.
The purchasing agent shall consolidate
and schedule orders whenever possible to
rake advantage of savings from discounts
for quantity purchases, favorable market
conditions, bulk shipment or any other cdr-
cumstance which may avoid unnecessary
expenditure of public funds. However, a
purchase ma5' not be divided into smaller
units to evade the competitive procurement
requirements of this chapter. (Prior code {}
1706)
3.04,080 Multi-year purchases.
No purchase shall be made if the. pur-
chase agreement, by its terms, requires the
expenditure of funds not appropriated when
the agreement is made, unless the approval
of the board of supervisors is first obtained.
This section does not apply to any multi-
year purchase agreement when: (A) the
county may terminate its obligations under
the agreemem if the board of supervisors,
in its sole discretion, determines not to
appropriate funds for the purchase 'for any
fiscal year during the term of the agree-
ment: or (B) the county does not guarantee
in the agreement to purchase any minimum
quantity of the matter subject to the con-
tract. (Prior code § 170'/)
57
§1500
CHAPTER 6
PURCHASING AUTHORITY
ARTICLE 1. GENERAL
§1501
SECTION:
§1500:
§1501:
§1502:
§1503:
§ 1504:
§1505:
§ 1506:
§1507:
§1508:
§1509:
§1510:
Adoption of Purchasing System
Centralized Purchasing Department
Purchasing Officer
Exemptions from Centralized Purchasing
Estimates of Requirements
Requisitions
Purchase Orders
Encumbrance of Funds
Unauthorized Purchases
Prohibition of Interest
Gifts and Rebates
§1500: ADOPTION OF PURCHASING SYSTEM: In order to establish efficient
procedures for the purchase of supplies and equipment, to secure for the
City supplies and equipment at the lowest possible cost commensurate with quality
needed, to exercise positive financial control over purchases, to clearly define authority
for the purchasing function and to assure the quality of purchases, a purchasing
system is hereby adopted. (Ord. 667~, §2, adopted 1975)
§1501:
CENTRALIZED PURCHASING DEPARTMENT: There is hereby created a
centralized Purchasing Department in which is vested authority for the
purchase of supplies and equipment. (Ord. 667, §2, adopted 1975)
1. Ord. 514 repealed in its entirety by Ord. 667, adopted 1975.
1051
§1502
§1502
§1502: PURCHASING OFFICER: The City Manager shall be the City Purchasing
Officer unless by action of the City Council a new classified position is
created and an appointment is made to such position in compliance with City Ord. 508.
The duties of Purchasing Officer may be combined with or assigned to any other office
or position. The Purchasing Officer shall have the authority to:
A.
Purchase or contract for supplies and equipment required by any using agency
in accordance with purchasing procedures prescribed by this ordinance, such
administrative regulations as the Purchasing Officer shall adopt for the internal
management and operation of the Purchasing Department and such other rules
and regulations as shall be prescribed by the City Council.
Be
Negotiate and recommend execution of contracts for the purchase of supplies
and equipment.
Gl
Act to procure for the City the needed quality in supplies and equipment at least
expense to the City.
De
Discourage uniform bidding and endeavor to obtain as full and open competition
as possible on all purchases.
Ee
Prepare and recommend to the City Council rules governing the purchase of
supplies and equipment for the City.
F.
Prepare and recommend to the City Council revisions and amendments to the
purchasing rules.
G.
Keep informed of current developments in the field of purchasing, prices, market
conditions and new products.
He
Prescribe and maintain such forms as reasonably necessary to the operation of
this ordinance and other rules and regulations.
Supervise the inspection of all supplies and equipment purchased to insure
conformance with specifications.
Ue
Recommend the transfer of surplus or unused supplies and equipment between
departments as needed.
K.
Maintain a Bidders' List, vendors' catalog file and records needed for the
efficient operation of the Purchasing Department. (Ord. 667, {}2, adopted 1975)
1052
§1503
§1508
§1503: EXEMPTIONS FROM CENTRALIZED PURCHASING: The Purchasing
Officer, with approval of the City Council, may authorize in writing, any
department to purchase specified supplies and equipment independently of the
Purchasing Department; but he shall require that such purchases shall be made in
conformity with the procedures established by this ordinance, and shall further require
periodic reports from the departments on the purchases made under such written
authorization. (Ord. 667, §2, adopted 1975)
§1504: ESTIMATES OF REQUIREMENTS: Ail departments shall file detailed
estimates of their requirements in supplies and equipment in such manner,
at such time, and for such future periods as the Purchasing Officer shall prescribe.
(Ord. 667, §2, adopted 1975)
§1505: REQUISITIONS: Departments shall submit requests for supplies and
equipment to the Purchasing Officer by standard requisition forms, or by
other means as may be established by the Purchasing Rules and Regulations. (Ord.
667, §2, adopted 1975)
§1506: PURCHASE ORDERS: Purchases of supplies and equipment shall be made
only by purchase orders. Except as otherwise provided herein, no purchase
order shall be issued unless the prior approval of the Purchasing Officer or his
designated representative has been obtained. (Ord. 667, §2, adopted 1975)
§1507: ENCUMBRANCE OF FUNDS: Except in cases of emergency or in cases
where specific authority has been first obtained from the City Manager, the
Purchasing Officer shall not issue any purchase order for the supplies or equipment
unless there exists an unencumbered appropriation in the fund account against which
said purchase is to be charged. (Ord. 667, §2, adopted 1975)
§1508: UNAUTHORIZED PURCHASES: Except as herein provided, it shall be
unlawful for any City officer or officers to order the purchase of any
supplies or make any contract within the purview of this ordinance other than through
the Purchasing Department, and any purchase ordered or contract made contrary to
the provisions hereof shall not be approved by the City Council, and the City shall not
be bound thereby. (Ord. 667, §2, adopted 1975)
1 O53
§1509
§1510
§1509: PROHIBITION OF INTEREST: No purchase order or contract within the
purview of this Chapter in which the Council, Purchasing Officer or any
other officer or employee of the City, in which to their knowledge they are financially
interested, directly or indirectly, shall be issued, except the Council shall have the
authority to waive compliance with this Section when it finds such action to be in the
best interests of the City. (Ord. 667, §2, adopted 1975)
§1510: GIFTS AND REBATES: The agent and every officer and employee of the
City are expressly prohibited from accepting, directly or indirectly, from any
person, company, firm or corporation to which any purchase order or contract is, or
might be awarded, any rebate, gift, money or anything of value whatsoever, except
where given for the use and benefit of the City. (Ord. 667, §2, adopted 1975)
1054
§1520 §1521
CHAPTER 6
PURCHASING AUTHORITY
ARTICLE 2. BIDDING PROCEDURES
SECTION:
§1520:
§1521:
§1522:
Competitive Bidding Required
Formal Contract Procedure
Open Market and Contractual Services Procedure
§1520: COMPETITIVE BIDDING REQUIRED: All purchases of, and contracts for
supplies, and all sales of personal property which has become obsolete and
unusable shall, except as specifically provided herein, be based wherever possible on
competitive bids. (Ord. 667, §2, adopted 1975)
§1521: FORMAL CONTRACT PROCEDURE: Except as otherwise provided herein,
purchases of supplies and equipment of an estimated value greater than
five thousand dollars ($5,000.00), or such greater figure as may be from time to time
set by the legislature by amendment to Section 37902 of the Government Code of
California, or by other applicable provisions, shall be by written contract with the lowest
responsible bidder pursuant to the procedure hereinafter prescribed. (Ord. 667, §2,
adopted 1975; amd. by Ord. 766, §1, adopted 1981)
A,
Notice Inviting Bids: Notices inviting bids shall include a general description of
the articles to be purchased, shall state where bid blanks and specifications
may be secured, and the time and place for opening bids.
1. Published Notice: Notices inviting bids shall be published at least (10) days
before the date of opening of the bids. Notices shall be published at least once
1 O55
C.
De
E.
§1521
Al)
Be
§1521
in a newspaper of general circulation, printed and published in the City, or if
there is none, it shall be posted in at least three (3) public places in the City
that have been designated by ordinance as the places for posting public notices.
2. Bidders' List: The Purchasing Officer shall also solicit sealed bids from all
responsible prospective suppliers whose names are on the Bidders' List or who
have made written request that their names be added thereto.
Bidder's Security: When deemed necessary by the Purchasing Officer, bidder's
security may be prescribed in the public notices inviting bids. Bidders shall be
entitled to return of bid security; provided, however, that a successful bidder
shall forfeit his bid security upon his refusal or failure to execute the contract
within ten (10) days after the notice of award of contract has been mailed,
unless in the latter event the City is solely responsible for the delay in executing
the contract. The City Council may, on refusal or failure of the successful bidder
to execute the contract, award it to the next lowest responsible bidder. If the
City Council awards the contract to the next lowest bidder, the amount of the
lowest bidder's security shall be applied by the City to the contract price
differential between the lowest bid and the second lowest bid, and the surplus, if
any, shall be returned to the lowest bidder. If the City Council rejects all bids
presented and re-advertises, due to a refusal of the lowest bidder to enter into a
contract, the amount of the lowest bidder's security may be used to offset the
cost of receiving new bids with the surplus, if any, being returned to the lowest
bidder.
Bid Opening Procedure: Sealed bids shall be submitted to the City Clerk and
shall be identified as "bids" on the envelope. Bids shall be opened in public at
the time and place stated in the public notices. A tabulation of all bids received
shall be open for public inspection during regular business hours for a period of
not less than thirty (30) calendar days after the bid opening.
Rejection of Bids' In its discretion, the City Council may reject any and all bids
presented and re-advertise for 'bids pursuant to the procedure hereinabove
prescribed.
Lowest Responsible Bidder: Contracts shall be awarded to the lowest
responsible bidder. In determining "lowest responsible bidder", in addition to
price, the City Council shall consider:
1. The ability, capacity and skill of the bidder to perform the contract or provide
the service required;
1056
§1521 §1521
E)
F.
G,
He
2. Whether the bidder can perform the contract, or provide the service promptly
or within the time specified, without delay or interference;
3. The character, integrity, reputation, judgment, experience and efficiency of the
bidder;
4. The previous and existing compliance by the bidder with laws and ordinance
relating to the contract of service;
5. The quality of performance of previous contracts of service;
6. The sufficiency of financial resources and ability of bidder to pedorm the
contract or provide the service;
7. The quality, availability and adaptability of' the supplies, or contractual
services to the particular use required;
8. The ability of the bidder to provide future maintenance and service for the
use of the subject of the contract;
9. The number and scope of conditions attached to the bid.
Award to Other Than Low Bidder: When the award is not given to the lowest
bidder, a full and complete statement of the reasons for placing the order
elsewhere shall be prepared by the agent and filed with the other papers
relating to the transaction.
Tie Bids: if two (2) or more bids received are for the same total amount or unit
price, quality and service being equal, and if the public interest will not permit
the delay of re-advertising for bids, the City Council may in its discretion accept
the one it chooses or accept the lowest bid made by and after negotiation with
the tie bidders at the time of the bid opening.
Performance Bonds: The City Council shall have authority to require a
performance bond before entering a contract in such amount as it shall find
reasonably necessary to protect the best interests of the City. If the City Council
requires a performance bond, the form and amount of the bond shall be
described in the notice inviting bids.
Bidders in Default to City: The agent shall not accept the bid of a contractor or
supplier who is in default on the payment of taxes, licenses or other monies due
the City. (Ord. 667, §2, adopted 1975)
1057
§1522
§1522
§1522:
A.
OPEN MARKET AND CONTRACTUAL SERVICES PROCEDURE-
Purchases Within the Authority of the Purchasing Officer: Rentals or purchases
of supplies, equipment or contractual services of an estimated value of ten
thousand dollars ($10,000.00) or less may be made by the Purchasing Officer in
the open market by using the procedure set forth in this Section.
1. Rental or Purchases of One Thousand Dollars or Less: The Purchasing
Officer shall have authority to issue a purchase order or enter a contract,
including a rental agreement for supplies, equipment or contractual services
costing one thousand dollars ($1,000.00) or less without a written solicitation of
formal bids, if the purchase is included within an approved fund account and an
unencumbered appropriation exists in the fund against which the purchase may
be charged. Whenever possible, the Purchasing Officer shall solicit at least
three (3) quotes by telephone. Supplies and equipment shall be rented or
purchased and contractual services shall be purchased from the least expensive
source, if the Purchasing Officer is satisfied that all sources are equally qualified
and suited to the City's needs. The Purchasing Officer shall maintain a
permanent public record for a period of one year of the quotes sought and
received, the bid selected and the reason for the selection.
2. Rental or Purchase of Supplies and Equipment Costing More Than One
Thousand Dollars But Less Than Five Thousand Dollars' The Purchasing Officer
may rent or purchase supplies and equipment costing more than one thousand
dollars ($1,000.00) but less than five thousand dollars ($5,000.00), if the
purchase is included within an approved fund account and an unencumbered
appropriation exists in the fund against which the purchase may be charged,
using the following procedures:
a. Minimum Number of Bids: Open market purchases shall, wherever
possible, be based on at least three (3) bids.
b. Notice Inviting Bids' The Purchasing Officer shall solicit bids by written
requests to prospective vendors and/or by telephone.
c. Written or Telephonic Bids: Written bids shall be submitted to the
Purchasing Officer by personal delivery, telefacimile ("FAX"), by mail or other
means. The Purchasing Officer shall not disclose the contents of any bid,
whether submitted by phone, FAX, mail or other means, until the time appointed
to open or consider all submitted bids.
d. Award of Bid: Supplies and equipment shall be rented or purchased from
the least expensive source, if the Purchasing Officer is satisfied that all sources
are equally qualified and suited to the City's needs. The PurChasing Officer shall
1058
§1522 §1522
A2d) maintain a permanent public record for a period of one year of the quotes
sought and received, the bid selected and the reason for the selection.
a.
Ce
3. Rental or Purchase of Supplies and Equipment Costing Between Five
Thousand Dollars and Ten Thousand Dollars: The Purchasing Officer may rent
or purchase supplies and equipment costing between five thousand dollars
($5,000.00) and ten thousand dollars ($10,000.00) in accordance with the
provisions of subsection A2; provided, that by the close of the City Council
agenda for the next regularly scheduled City Council meeting, the Purchasing
Officer shall file a report with the City Council setting forth a description of the
items purchased, the bids received, and the reason for the selection made.
Rental or Purchase of Supplies and Equipment Requiring Prior City Council
Approval: The rental or purchase of supplies and equipment costing more than
ten thousand dollars ($10,000.00) must be approved in advance by the City
Council. Purchases of supplies and equipment costing more than ten thousand
dollars ($10,000.00) shall be awarded in accordance with the procedures
specified in subsection A2 or as authorized in sections 1521, 1540 and Public
Contracts Code section 22032, as amended, or any successor provision of State
law.
Contracts for Service: Contracts for services shall be classified as public works
contracts and personal services contracts.
"Public works contract" means a contract for maintenance, repair, construction
or improvement of real or personal property, involving the use of labor a. nd
skilled trades, and which may, but need not, include the cost of materials and
equipment in the contract price. Public works contract does not include
construction project management services provided by a licensed architect,
registered engineer, or licensed general contractor provided to the City under a
separate agreement pertaining solely to the provision of such services.
"Personal services contract" means a contract for professional services, such as
accounting, architectural, engineering, legal, personnel, administrative,
environmental, construction management, computer programming or similar
services, and in which the provision of materials is incidental to the provision of
professional services and comprises less than ten percent (10%) of the contract
price.
1. Public Works Contracts:
a. Contracts Within the Authority of the Purchasing Officer: The Purchasing
Officer shall have authority to enter a public works contract costing more than
one thousand dollars ($1,000.00) but no more than ten thousand dollars
($10,000.00), including labor, equipment, materials, overhead and profit, if the
1059
§1522
§1522
C la) work is included within an approved fund account and an unencumbered
appropriation exists in the fund against which the purchase may be charged.
The Purchasing Officer may only enter such contracts using the following
procedures-
(1) Minimum Number of Bids: Whenever possible, the Purchasing Officer
will award the contract based on at least three (3) bids.
(2) Notice Inviting Bids: The Purchasing Officer shall solicit bids by written
request and/or by telephone with written confirmation to follow within three
(3) working days, which notice shall include such specifications and bidding
requirements as .the Purchasing Officer determines are appropriate to the
work and as are required by law.
(3) Written Bids' Sealed written bids or bids submitted by FAX shall be
submitted to the Purchasing Officer. The Purchasing Officer shall not
disclose the contents of any bids submitted by sealed bid, FAX or solicited
by telephone until the time appointed to open or consider all submitted
bids.
(4) Award of Bids: Supplies and equipment shall be rented or purchased
from the least expensive source, if the Purchasing Officer is satisfied that
all sources are equally qualified and suited to the City's needs. The
Purchasing Officer shall maintain a permanent record for a period of one
year of the quotes sought and received, the bid selected and the reason for
the selection.
(5) Public Works Contracts Over Five Thousand Dollars: By the close of the
agenda for the next regularly scheduled City Council meeting, occurring
after the Purchasing Officer enters a public works contract costing more
than five thousand dollars ($5,000.00), the Purchasing Officer shall file a
report with the City Council setting forth a description of the contract, the
bids received, and the reason for the selection.
b. Public works contracts requiring prior approval of the City Council. The
City Council must approve all public works contracts costing more than ten
thousand dollars ($10,000.00). All such contracts shall be awarded in
accordance with the procedures authorized in subsection C1 or as authorized in
sections 1521, 1540 and Public Contracts Code section 22032, as amended, or
any successor provision of State law.
2. Personal Service Contracts-
1060
§ 1522
c2)
§1522
a. Personal services contracts within the authority of the Purchasing Officer:
The Purchasing Officer shall have authority to enter a personal services contract
costing more 'than one thousand dollars ($1,000.00) but no more than ten
thousand dollars ($10,000.00), if the work is included within an approved fund
account and an unencumbered appropriation exists in the fund against which the
purchase may be charged. The Purchasing Officer may only enter such
contracts using the following procedures.
(1) Minimum Number of Bids: Whenever possible, the Purchasing Officer
will award the contract based on at least three (3) proposals, and shall
award the contract on the basis of demonstrated competence and on the
professional qualifications necessary for the satisfactory performance of the
services required. To the extent permitted by law, including, but not limited
to, Government Code section 4526, the Purchasing Officer shall consider
cost as one factor in awarding the contract.
(2) Notice Inviting Bids: The Purchasing Officer shall solicit proposals by
written request for proposal (RFP), which shall include such specifications
and requirements as the Purchasing Officer determines are appropriate to
the work and as are required by law. Announcements of RFPs may, but
need not, be placed in appropriate professional 'publications. RFPs shall be
sent to the largest number of qualified professionals practical in the
judgment of the Purchasing Officer. The Purchasing Officer shall include as
many small business firms as identified by the Director of General Services
of the State of California pursuant to Government Code section 14837 as
the Purchasing Officer determines is practical. The Purchasing Officer and
his or her designees shall not engage in any practice which might result in
unlawful or unfair treatment in processing proposals and awarding contracts,
including, but not limited to, rebates, kickbacks, bribes or other unlawful
consideration. No City officer or employee shall participate in the selection
process when those officers or employees have a relationship with a person
or business entity seeking a contract under this subsection which would
subject those officers or employees to the prohibition of Government Code
section 87100.
(3) Written Proposals: Written proposals shall be submitted to the
Purchasing Officer who shall keep a public record of all such proposals for
a period of one year after their submission. The contract shall be awarded
based on the proposal, such personal interviews as the Purchasing Officer
deems appropriate, and the criteria set forth in subsection (2).
(4) Personal Services Contracts Over Five Thousand Dollars: By the close
of the agenda for the next regularly scheduled City Council meeting,
1061
§ 1522
§1522
C2a4)
occurring after the Purchasing Officer enters a personal services contract
costing more than five thousand dollars ($5,000.00), the Purchasing Officer
shall file"a report with the City Council setting forth a description of the
contract, the proposals received, and the reason for the selection.
b. Personal Services Contracts Requiring Prior City Council Approval: The
City Council must approve all personal services contracts costing more than ten
thousand dollars ($10,000.00). All such contracts shall be awarded in
accordance with the procedures set forth in subsection Clb.
De
Procedure if Bids Exceed Estimate: Except as may be otherwise required by
law, if all bids received for particular items of supplies, equipment or contractual
services are in excess of the dollar limits specified herein for the procedures
used to solicit those bids, the Purchasing Officer may nevertheless issue a
purchase order or enter a contract if the invoice or contract does not exceed the
prescribed limit by more than ten percent (10%). (Ord. 918, §2, adopted 1991)
1 O62
{}1530 {}1530
CHAPTER 6
PURCHASING AUTHORITY
ARTICLE 3. SPECIAL PROCEDURES
SECTION:
{}1530:
{}1531:
{}1532:
{}1533:
{}1534:
Emergency Purchases
Cooperative Purchasing
Inspection and Testing
Surplus Supplies and Equipment
Severability
{}1530: EMERGENCY PURCHASES:
Ae
By Agent: In case of an apparent emergency which requires immediate
purchase of supplies or contractual services, the City Manager shall be
empowered to authorize the Purchasing Officer to secure by open market
procedure as herein set forth, at the lowest obtainable price, any supplies or
contractual services regardless of the amount of the expenditure.
1. Recorded Explanation: A full report of the circumstances of an emergency
purchase shall be filed by the Purchasing Officer with the City Council and shall
be entered in the minutes of the Council and shall be open to public inspection.
a.
By Head of Departments: In case of actual emergency and with the consent of
the Purchasing Officer, and the approval of the City Manager, the department
head may purchase directly any supplies whose immediate procurement is
essential to prevent delays in the work of such department which may vitally
affect the life, health or convenience of citizens.
1063
§ 1530
B)
§1534
1. Recorded Explanation: The head of such department shall send to the
Purchasing Officer a requisition and a copy of the delivery record together with
a full written" report of the circumstances of the emergency. The report shall be
filed with the Council as provided in subsection A1 above.
2. Emergency Procedure: The Purchasing Officer shall prescribe by rules and
regulations the procedure under which emergency purchases by heads of
departments may be made. (Ord. 667, §2, adopted 1975)
§1531'
COOPERATIVE PURCHASING: The Purchasing Officer shall have the
authority to join with other units of government in cooperative purchasing
plans when the best interests of the City would be served thereby. (Ord.
667, §2, adopted 1975)
{}1532: INSPECTION AND TESTING: The Purchasing Officer shall inspect supplies
and equipment delivered to determine their conformance with the
specifications set forth in the order. The Purchasing Officer shall have authority to
require chemical and physical tests of samples submitted with bids and samples of
deliveries which are necessary to determine their quality and conformance with
specifications. (Ord. 667, §2, adopted 1975)
§1533: SURPLUS SUPPLIES AND EQUIPMENT: All departments shall submit to
the Purchasing Officer, at such times and in such forms as he shall
prescribe, reports showing all supplies and equipment which are no longer used or
which have become obsolete or worn out. The Purchasing Officer shall have authority
to exchange for or trade in on new supplies and equipment all supplies and equipment
which cannot be used by any agency or which have become unsuitable for City use.
The Purchasing Officer shall have the authority to dispose of surplus property by
solicitation of bids or by public auction. (Ord. 667, §2, adopted 1975)
§1534: SEVERABILITY: If any section, subsection, subdivision, sentence, clause
or phrase of this ordinance is for any reason held to be unconstitutional or
otherwise invalid, such invalidity shall not affect the validity of the entire ordinance or
any of the remaining portions thereof. The City Council hereby declares that it would
have passed this ordinance, and each section, subsection, subdivision, sentence,
clause and phrase hereof, irrespective of the fact that any one or more sections,
subsections, subdivisions, sentences, clauses or phrases be declared unconstitutional
or otherwise invalid. (Ord. 667, §2, adopted 1975)
1 O64
§ 1540
CHAPTER 6
PURCHASING AUTHORITY
ARTICLE 4. INFORMAL BIDDING
§1541
SECTION:
§1540:
§1541:
§1542:
§1543:
§1544:
Purpose
Maintenance of Contractors' List
Revision of Contractors' List
Informal Bidding Procedures
Awarding of Contract
§1540' PURPOSE: The purpose of this Article is to establish an informal bidding
ordinance to govern the selection of contractors to perform public projects
pursuant to subdivision (b) of Section 22032 of the Public Contracts Code, or any
successor provision of State law. (Ord. 892, §2, adopted 1989)
§1541' MAINTENANCE OF CONTRACTORS' LIST: In November of each year,
the City Clerk shall cause a written notice to be mailed to all construction
trade journals designated in Public Contracts Code Section 22036, inviting all licensed
contractors to submit the name of their firm to the City for inclusion on the City's list of
qualified bidders for the following calendar year. The notice shall require that the
contractor provide the name and address to which a Notice to Contractors or Proposal
should be mailed a phone number at which the contractor may be reached, the type of
work in which the contractor is interested and for which the contractor is currently
licensed (i.e., electrical, painting, general building, etc.) together with the class of
contractor's license or licenses held and the contractor's license number(s). (Ord. 892,
§2, adopted 1989)
1 O65
§1542
§1544
§1542: REVISION OF CONTRACTORS' LIST: On January 1 of each year the City
Council may create a new Contractors' List by adding any contractor's
name they so desire to the existing Contractors' List. At a minimum, the Contractors'
List must include all contractors who have properly provided the City with the
information required under Section 1541, during the calendar year in which the list is
valid. The City Clerk shall also include on the Contractors' List the names of all
contractors who have submitted a valid bid to the City during the preceding calendar
year. ^ contractor may have his/her firm added to the City's Contractors' List at any
time by providing the information required under Section 1541, to the City Clerk and by
making a request in writing to the Clerk that the contractor's firm be added to the list.
(Ord. 892, §2, adopted 1989)
§1543: INFORMAL BIDDING PROCEDURES: Public projects of fifty thousand
dollars ($50,000.00), or such greater sum as is authorized by Public
Contracts Code section 22032 (b) or any laws that amend said section, or less may be
let by the City to contract by the informal bidding procedures provided in this Section.
The City clerk shall mail a notice to all contractors on the City's Contractors' List for
the category of work being bid. All notices shall be mailed by the Clerk not less than
ten (10) calendar days before bids are due. The notice inviting informal bids shall
describe the project in general terms, how to obtain more detailed information about
the project, and state the time and place for the submission of bids. All bids received
shall be filed with the City Clerk and opened by the Clerk at the time and place
specified in the notice inviting bids. Any bidder may be present during said bid opening
and may inspect any such bid. (Ord. 892, §2, adopted 1989)
§1544: AWARDING OF CONTRACT: The awarding of all contracts advertised
under this Article shall be made by the City Council to the lowest
responsible bidder, provided the bidder is competent. The Council may delegate the
authority to award informal contracts to the City Manager or his or her designee. At
such time as it is authorized by Public Contracts Code section 22034 (f) or any laws
that amend said section, if all bids received are in excess of seventy five thousand
dollars ($75,000.00), the City Council may by passage of a resolution by a four-fifths
(4/5) vote, award the contract, at eighty thousand dollars ($80,000.00), or less, to the
lowest responsible bidder, if it determines the cost estimate of the City was
reasonable. (Ord. 892, §2, adopted 1989)
1066
ITEM NO.
DATE: February 3, 1999
AGENDA SUMMARY REPORT
SUBJECT:
APPROVE 1997 ANNUAL REPORT TO THE CALIFORNIA INTEGRATED
WASTE MANAGEMENT BOARD ON PROGRESS IN REDUCING SOLID
WASTE
SUMMARY: Submitted for the City Council's review and approval is the 1997 Annual Report
to the California Integrated Waste Management Board (CIWMB) on Progress in Reducing
Solid Waste. Mike Sweeney of the Mendocino Solid Waste Management Authority (MSWMA),
prepared this report as well as all of the City's AB 939 reports since AB 939, the recycling act,
was adopted in 1989. This report is submitted each year to CIWMB as required by AB 939.
At a previous City Council meeting, the City Council requested MSWMA to update the Waste
Generation Study. This study, included as an appendix to the annual report, indicates that the
City's 1997 diversion rate was 37.8%. This rate increased substantially from the diversion
rate of 26.9% reported for 1996. For comparison, the City of Fort Bragg has a
Continued on Page 2
RECOMMENDED ACTION: Approve the 1997 Annual Report to the CIWMB on Progress in
Reducing Solid Waste and request MSWMA to forward the report to the CIWMB
ALTERNATIVE COUNCIL POLICY OPTIONS: 1. Determine report must be modified, define
changes, and approve revised report. 2. Not approve the report and direct staff to revise the
report and return to the Council for review at a future date.
Citizen Advised:
Requested by:
Prepared by:
Coordinated with:
Attachments:
N/A
Rick Kennedy, Director of Public Works/City Engineer
Rick Seanor, Deputy Director of Public Works
Candace Horsley, City Manager ' '~-
Rick Kennedy, Director of Public Works/City Engineer
1. 1997 Annual Report To The California Integrated Waste Management
Board On Progress In Reducing Solid Waste
2. MSWMA Agenda Report- AB 939 Recycling Mandate
3. Mendocino Solid Waste Local Task Force statement on recycling in
multifamily complexes
APPROVED: ~--~ ~
Candace Horsley, City Manager
AGLF1997AnnRepW97.SUM
Page 2
February 3, 1999
APPROVE 1997 ANNUAL REPORT TO THE CALIFORNIA INTEGRATED WASTE MANAGEMENT BOARD
ON PROGRESS IN REDUCING SOLID WASTE
diversion rate of 46.4%, the diversion rate for the City of Willits is 38.5%, and the County of
Mendocino diversion rate is 34.4%. The diversion rate for Fort Bragg includes a large quantity
of Georgia Pacific boiler ash that is diverted from the waste stream. Mike Sweeney estimates
that the boiler ash may account for approximately 11 percentage points of the City of Fort
Bragg's diversion rate of 46.4%. Taking into consideration the diversion of boiler ash, the
three Cities and the County have similar diversion rates.
Under AB 939 Cities and Counties are required to meet a 50% diversion rate for the year
2000. Should it become necessary, the City may apply for a time extension to meet this
requirement. MSWMA addressed this topic at its January 27, 1999 meeting. Please note
Attachment #2, which identifies the procedure for relief from the year 2000 AB 939 diversion
mandate.
During the previous year, staff has prepared several press releases regarding recycling
issues, which have been published by the Ukiah Daily Journal. Staff distributed recycling
information sheets with the City's residential utility bills. Staff will continue toward providing
the best information available for residents regarding recycling issues.
The Mendocino Solid Waste Local Task Force has recently issued a statement (Attachment
3) regarding a focused attempt to increase recycling for multifamily complexes. The MSWMA
is currently working to identify issues surrounding multifamily recycling. Most of the issues
involve contamination of recycling bins. MSWMA is working with the waste haulers and the
managers of the multifamily complexes to encourage recycling.
Staff is requesting that the City Council approve the attached Annual Report and authorize
submittal of this report to the CIWMB.
1997
Annual Report to the California Integrated
Waste Management Board on
Progress in Reducing Solid Waste
Public Resources Code Section 41821
CITY OF UKIAH
County: Mendocino
January 13, 1999
Prepared by
Michael E. Sweeney, Manager
Mendocino Solid Waste Management Authority
P.O. Box 123
Ukiah, CA 95482
(707) 468-9710
Fax: (707) 468-3877
City of Ukiah representative:
Rick Kennedy
City of Ukiah
300 Seminary Avenue
Ukiah, CA 95482
(707) 463-6280
Fax: (707) 463-6204
Note: This is a jurisdiction-specific annual report, not the report of a regional agency. The
Mendocino Solid Waste Management Authority is a joint powers agency that provides services to
its members, among which is preparation of certain plans and reports.
Ukiah 1997 annual report- Page I
State of California
Public Resources Code Section 41821
41821(a) Each year following the board's approval of a city,
county or regional agency's source reduction and recycling
element, household hazardous waste element, and nondisposal
facility element, the city, county, or regional agency shall submit a
report to the board summarizing its progress in reducing solid
waste as required by Section 41780. The annual report shall be
due on or before August I of the year following board approval of
the source reduction and recycling element, the household
hazardous waste element, and the nondisposal facility element,
and on or before August 1 in each subsequent year. The
information in the report shall encompass the previous calendar
year, January 1 to December 31, inclusive.
(b) Each jurisdiction's annual report to the board shall, at a
minimum, include the following:
(1) Calculations of annual disposal reduction.
(2) Information on the changes in waste generated or
disposed of due to increases or decreases in population,
economics, or other factors complying with subdivision (c) of
Section 41780.1.
(3) A summary of progress made in implementing the
source reduction and recycling element and the household
hazardous waste element.
(4) Other information relevant to compliance with Section
41780.
(c) The board shall, by January 31, 1997, prepare an
optional model annual report to assist jurisdictions in submitting
the required annual reporting information and provide the model
to each jurisdiction for their consideration.
(d) The board shall use, but is not limited to the use of, the
annual report in the determination of whether the jurisdiction's
source reduction and recycling element needs to be revised.
As added by AB 939 (Sher), Stats. 1989, c. 1095, and amended by AB 2494
(Sher), Stats. 1992, c. 1292 and AB 440 (Sher) Stats. 1993, c. 1169, and
repealed and added by AB 626 (Sher), Stats. 1996, c. 1038.
Ukiah 1997 annual report - Page 2
Contents
Page
A. Measurement of Disposal Reduction
B. SRRE Program Implementation Assessment
4
6
C. Household Hazardous Waste Implementation Assessment
D. Summary Plan Assessment
10
E. Siting Element Assessment
10
Appendix
A. Waste Generation Study
Ukiah 1997 annual report · Page 3
SECTION A: MEASUREMENT OF DISPOSAL REDUCTION
A new Waste Generation Study was prepared for 199 7. It appears an an
appendix to the annual report.
1. Name/Location
City of Ukiah (Mendocino County)
2. Base-year, base-year generation tonnage and residential tonnage
Base year equals: 1997
Base-year generation tonnage = 22,897 tons
Residential percentage of base-year generation = 53.3%
Residential tonnage = 12,211 tons
Non-residential tonnage: 9,493 tons
3. Reporting-year and reporting-year disposal tonnage
Reporting year - 1997
Reporting-year disposal tonnage - 14,247 tons
.
[For detail, see chart on page 4 of Waste Generation Study]
Board-approved diversion goal percentages
25%
5. Disposal correction amounts
Not applicable.
6. Adjustment method factors
Not applicable. 1997 was established as new base year.
7. Calculate adjustment to correct base-year generation
Not applicable.
8. Compute maximum allowable disposal tonnage
Reporting-year maximum allowable disposal percentage: 100% - 25%
= 75%
Reporting-year maximum allowable disposal tonnage = 22,897 x .75 =
17,173
9. Determination of goal achievement
Ukiah 1997 annual report - Page 4
Reporting-year disposal tonnage = 14,247
Tonnage over or under goal = 17,173 - 14,247 = 2,926
10. Calculate diversion rate
Reporting-year disposal rate- 14,247/22,897 = .622
Reporting-year diversion rate = 1.000- .622 -.378
A-2 Does the Board-approved base-year generation amount accurately
represent your jurisdiction's base-year generation?
Yes.
A-3 Does the disposal amount, as reported from the disposal reporting system,
accurately represent your jurisdicition's reporting-year disposal amount?
Yes.
Ukiah 1997 annual report · Page 5
SECTION B' SRRE PROGRAM IMPLEMENTATION ASSESSMENT
B.1 Progress in implementing Planned programs
The chart below lists new programs set forth in the SRRE in 1992. At that time,
there already existed a curbside and commercial recycling program, yard waste
collection, backyard composting promotion and public information activities by
the City of Ukiah and the Mendocino Solid Waste Management Authority. ·
SRRE
Program Implement. Status
Date
Add HDPE plastic to curbSide 4/1/92 FullY implemented.
recycling
Provide additional recycling bins at 7/1/92 Fully implemented.
landfill. Begin educational campaign
for self-haulers.
'Evaluate need' for additional Icad- 7/1/92 Additional staff added for several
checking staff and add if necessary, years. Expanded responsibilities
of Icad checkers to include other
operational duties. In Sept., 1995,
Icad checking HHW exclusion
procedure "formalized" using
existing staff. Random Icad
checking occurs four times per
month.
Expand commercial'& industrial i0/31/92 Generally implemented by 1995.
recycling services from garbage Apartment recycling services not
hauler & provide commercial yard fully implemented, efforts
waste pickup. Hauler outreach to continuing.
commercial customers.
Require recycling of self-'haul loads at 1/1/93 Penalty surcharge adopted for
landfill & separation of yard waste, non-separated loads. Gate
attendant directs customer to
separate, if significant quantity of
recy¢iables seen in Icad.
Adopt planning requirements that new 2/1/93 Ordinance adopted to be
commercial developments provide implemented by community
sufficient space for recycling, development staff.
Pending feasibility study, begin pilot 5/1/93 Pilot activities conducted but
resale activity at landfill discontinued. Not feasible due to
traffic concerns and insufficient
space.
Adopt source reduction procurement 6/1/93 Fully implemented.
policy.
Adopt ordinance prohibiting disposal 4/1/94 Not implemented. High
of yard waste with garbage, participation in voluntary program.
Ordinance not necessary at this
time.
Ukiah 1997 annual report · Page 6
B.2 Tonnages for recycling/composting programs funded or operated by
jurisdiction.
See Appendix A the Waste Generation Study for collections by franchised
hauler. Aisc, the City of Ukiah conitnues to fund a Community Pride Program
which allows residents and small businesses free disposal of recyclable
materials only, which normally have associated tipping fees. This program also
includes a city-wide garage sale encouraging constituents to reuse rather than
dispose.
B.3 Programs from Board-approved SRRE which have not been implemented.
SRRE
Program or portion of program Implement. Reasons
not implemented Date
,,,
Apartment recyCling with specialized 10/31/92 Goal has been met by use of toters~
bins at all apartment complexes in lieu of more expensive
specialized bins. Although not all
apartments are participating, the
City and the hauler are continuing
their efforts to further expand these
services.
Resale activity at landfill 5/1/93 Determined infeasible due to
limited space and increased traffic
conditions.
Adopt ordinance prohibiting disposal 4/1/94 Reevaluated as not being
of yard waste with garbage necessary due to high participation
- in voluntary program
....
B-4 Have any implemented programs been unsuccessful?
NO.
B-5 If applicable, discuss contingency programs or other measures that will be
implemented to increase efforts or effectiveness to achieve the disposal
reduCtion goals.
None have been adopted. Generally, it is believed that more waste
diversion can be achieved by an overall intensification of outreach in
public education efforts through the existing programs.
B-6 Please describe the efforts made to inform the public of selected programs
and facilities, and efforts to increase public participation in selected programs.
An extensive recycling information program is conducted by the
Mendocino Solid Waste Management Authority, including a 24-hour
recycling hotline, an annual recycling guide, canvassing by recycling
outreach specialists, press releases, and other media activity. In
Ukiah 1997 annual report · Page 7
addition, the City provides recycling information in occasional utility
mailings, and the franchise hauler provides recycling information.
B-7 Do you anticipate any other revisions to programs, implementation
schedules or funding sources of Board-approved, final SRRE? Include any
other new program(s) not yet discussed.
The City expects to remove the mandatory yard waste diversion
ordinance from its plan, and will delay implementation of an ordinance
requiring landlords to provide space for recycling services to tenants.
B-8 Have there been any changes in waste types or amounts generated or in
overall waste management system that may affect achievement of the goals for
disposal reduction?
None have occurred.
B-9 List all potential barriers that may realistically prevent achievement of the
disposal reduction goal and attach a discussion.
1. Problems with markets for recyclable materials.
The continued Iow prices for recyclables has dampened efforts by
public and recyclers to increase diversion.
2. Funding issues
Ukiah has high garbage rates due to landfill closure costs. This
has made it difficult to increase the subsidy for recycling in the
garbage rates because it would raise those rates even higher.
B-10
Adequacy of the Solid Waste Generation Study.
A new Waste Generation Study was prepared for the 1997 calendar
year.
B-11 Adequacy of Source Reduction & Recycling Element and need for
revision
The SRRE sets forth a source-separation strategy for steadily increasing
effort by residents, businesses and institutions to recycle at the point of
waste generation. This strategy has been successfully implemented in
order to achieve the 1995 diversion goal. However, progress has
generally slowed. The continued Iow prices for recyclables have limited
the incentives to the public and haulers to make greater efforts and
investments in recycling. The City's ability to increase the subsidy for
recycling is limited by its general financial condition. Achievement of the
year 2000 goal may depend on the recycling markets.
B-12 Changes in non-disposal facilities from the Non-disposal Facility Element.
None have occurred.
Ukiah 1997 annual report · Page 8
B-13
goal?
Has jurisdiction received a Board-approved reduction in the diversion
NO.
SECTION C - HOUSEHOLD HAZARDOUS WASTE
IMPLEMENTATION ASSESSMENT
C-1 Summarize the progress made in implementing planned programs for this
reporting period.
Mobile HHW collection has been provided, beginning in 1996, through
the HazMobile serving Mendocino and Lake Counties.
C-2 Were there any programs planned to be implemented this reporting period
in your Board-approved final HHWE, which have not been implemented?
NO.
C-3 Have any implemented programs been unsuccessful?
NO.
C-4 Do you anticipate any other revisions to the programs, implementation
schedules or funding sources of the Board-approved, final HHWE?
NO.
C-5 Disucss the efforts that have been made to inform the public of household
hazardous waste collection events or facilities.
Through MSWMA, extensive outreach has been carried out for HHW
collection. Samples of the outreach materials have been previously
provided to the CIWMB in the 1994 HHW grant application of MSWMA
and the 1996 final report for the Used Oil Opportunity Grant.
C-6 Discuss the expenditures (including any CIWMB grant monies) that have
been devoted to the collection, treatment, recycling and disposal of household
hazardous waste.
In the 1997-98 fiscal year, MSWMA spent $270,000 to provide mobile
HHW collection in Mendocino and Lake Counties.
C-7 If applicable, attach a discussion on potential barriers that may realistically
affect the implementation of successful household hazardous waste programs.
Not applicable.
Ukiah 1997 annual report- Page 9 -.¢-,.~ ~,, ~
C-8 If applicable, discuss contingency program or other measures that will be
implemented to increase efforts or effectiveness to achieve disposal reduction.
Not applicable.
C-9 Examine the adequacy of the HHWE. Does the HHWE need to be revised?
No.
SECTION D -- SUMMARY PLAN ASSESSMENT
D-1 Have there been any changes in the financing of county-wide or regional
programs and/or facilities?
No.
D-2 Are there any new cities within your county/regional agency that have
incorporated since the adoption of your Summary Plan or the date of your last
annual report?
NO.
D-3 Examine the adequacy of the Summary Plan. Does it need revision?
NO.
SECTION E -- SITING ELEMENT ASSESSMENT
E-1 Describe the changes in remaining disposal capacity facility description,
pursuant to CCR Section 18755.5, since the Siting Element adoption.
As of January 1, 1999, Mendocino County had approximately 16 months
of landfill capacity remaining (at the Ukiah Landfill). Out-of-county
transfer of solid waste projected to begin upon closure of the Ukiah
Landfill.
E-2 Has the county or regional agency maintained, or provided a strategy that
provides for the maintenance of, 15 years of disposal capacity?
No. Waste export is planned.
E-3 Examine the adequacy of the Siting Element. Has the county or regional
agency maintained 15 years of disposal capacity, as described in E-2 above?
The Siting Element will have to be updated to identify the transfer
stations that will be used for out-of-county waste export.
Ukiah 1997 annual report · Page 10
Appendix
Waste Generation Study for City of Ukiah
1997 Calendar Year
Mendocino Solid Waste Management Authority
December 15, 1998
City of Ukiah Waste Generation Study · Page 1
1. Summary
In 1997, the City of Ukiah waste generation was 22,897 tons. Disposal was
14,247 tons and diversion was 8,650 tons, for a diversion rate of 37.8%.
2. Purpose of Study
This is the second Waste Generation Study prepared for the City of Ukiah by the
Mendocino Solid Waste Management Authority (MSWMA). An initial Waste
Generation Study was prepared for the year ending April 30, 1991, and
submitted as part of the Ukiah Source Reduction & Recycling Element in 1992.
From 1990 through 1997, Ukiah implemented signficant source separation
recycling programs for residential, commercial, industrial and self-haul
generators. Recycling tonnage increased steadily. With the economic upturn in
the mid-1990's, disposal tonnage also rose.
Applying the CIWMB's adjustment factors to estimate the Ukiah diversion rate
produced the figure of 26.9% for 1996. There were reasons to believe that this
estimate was not accurate, possibly due to demographic changes, changes in
the commercial activity, inaccuracies in the original disposal data, or even
limitations in the adjustment model itself. Therefore the City of Ukiah authorized
a new Waste Generation Study for the 1997 calendar year with the specific
purpose of measuring the true diversion rate.
3. Methodology
Disposal data was obtained from the City of Ukiah for the Ukiah Landfill, and
also reports from Contra Costa County for Keller Canyon Landfill and Solano
County for B&J Drop Box Landfill, both of which recorded small shipments of
solid waste from Ukiah. At the Ukiah landfill, hauler compacted waste was
weighed in tons. Hauler loose waste and self-haul waste was measured in
cubic yards and converted to weight by the landfill using a conversion factor of
300 lbs./cubic yard. All waste was continuously allocated between incorporated
and unincorporated sources.
Diversion was measured by a comprehensive survey conducted by the
Mendocino Solid Waste Management Authority(MSWMA). The different
sources of diversion data were:
· Recycling weights reported by the city's franchised hauler, Solid Wastes
Systems(SWS) for curbside recycling at residences and commercial
businesses inside the city limits. SWS has compiled and reported this
data annually since 1990. SWS's data summary appears as Appendix
A. (Note that several columns from these reports had to be allocated
between city and unincorporated sources.)
· Recycling weights reported by SWS for its buy-back and drop-off
recycling center at 3151 Taylor Drive, Ukiah. A cross-check was made
with the records of the California Department of Conservation for this
redemption facility. This facility serves both the incorporated and
City of Ukiah Waste Generation Study · Page 2
unincorporated areas. In order to allocate the recycling tonnage
between these jurisdictions, a survey was made on April 21-25 and May
13, 1998, of all recycling customers, asking the jurisdictions of orgin of
the recyclables. 34% stated that the recycling materials came from inside
the City of Ukiah.
· Recycling weights reported by SWS for recycling bins maintained at the
Ukiah Landfill. These bins served both the incorporated and
unincorporated areas. In order to allocate the recycling tonnage
between these jurisdictions, a survey was made on April 28-30 of all
recycling customers, asking the jurisdiction of origin of the recyclables.
52.6% stated their recyclables came from inside the City of Ukiah.
· Recycling weights reported by Ukiah Recycling Center, a private buy-
back facility.
· A telephone survey of residents by MSWMA to estimate source
reduction activity through backyard composting of food and yard waste.
Fifty-three (53) responses of city residents were obtained by random calls
of numbers from the local telephone directory. Respondents estimated
the quantity (if any) of compostable materials. The total diversion of this
sample was projected for all 5,913 occupied housing units estimated for
Ukiah by the California Department of Finance for January 1, 1997~ The
survey results appear as Appendix B.
· Business and organizations were canvassed by MSWMA recycling
specialist Karen Gridley to quantify any diversion they carried out which
was not included in the recycling tonnages reported by SWS. An
example is corrugated cardboard which is backhauled in a company's
own trucks. A total of 30 of them reported recycling or source reduction
which was quantifiable. A list of these businesses appears as Appendix
C.
· "Grasscycling" diversion was calculated for the following institutions that
leave grass clippings on lawn areas rather than collecting them for
disposal: Ukiah Unified School District (city area), 45.5 acres; and City of
Ukiah golf course and parks, 111 acres. The CIWMB's figure of 7.623
tons/acre/year of grasscycling diversion was applied to estimate annual
"grasscycling" diversion.
4. Criteria for inclusion in study
Public Resources Code Section 41781(b) excludes from consideration for AB
939 complaince "any solid waste which would not normally be disposed of at a
disposal facility," with "disposal facility" meaning a facility permitted to accept
municipal solid wastes. Tires were excluded pursuant to a memorandum from
Catherine Cardozo of the ClWMB dated April 3, 1998, which stated, "a material
is only counted as disposed if it is disposed or transformed in a facility that has a
solid waste facility permit." No tires from Mendocino County are known to go to
such a facility.
City of Ukiah Waste Generation Study- Page 3 _1:t.~.. ~). I~
Only scrap metal and white goods that were diverted as a direct result of "an
action by the city, county, or regional agency which specifically resulted in the
diversion" were counted, pursuant to Public Resources Code Section
41781.2(c)(1). In practice, this meant that all scrap metal collected by auto
wreckers was excluded.
5. Disposal Characterization
City of Ukiah 1997 Disposal (tons)
' ' 1st 2nd' 3;'d 4th Total
quarter quarter quarter quarter
Ukiah Landfill 446 1220 663 427 2756'
self-haul
, · ,
Ukiah Landfill 237 49'3 570 745 2045
hauler loose
Ukiah Landfill 229~ 2233 2298 2556 9379
hauler
compacted
B&J Drop Box 0 1 6 0 7
Landfill
Keller Canyon i'5 28 7 10 60
Landfill
Totals 2990 3975 3544 3738 1 4 2 4 7
Notes:
1. Ukiah Landfill SWlS# is 23-AA-0019.
2. B&d Drop Box Landfill SWlS# is 48 AA 0002
.3. Keller Canyon Landfill SWlS# is 07 AA 0032
4. Ukiah Landfill converts loose and self-haul waste to tons using a conversion factor of 300
lbs./cubic yard.
No characterization of the disposal wastestream has been performed to date as
part of this Waste Generation Study. A "default" characterization projected by
the CIWMB on the basis of demographic factors for the City of Ukiah is available
and can be consulted.
Some analysis of the disposal wastestream will be carried out in the future to
assist in identifying materials which can be targeted for increased diversion
efforts.
6. Diversion Characterization
Waste diversion from all sources described in Section 3 above is summarized
on the chart below.
City of Ukiah Waste Generation Study · Page 4
City of Ukiah 1997 waste diversion (tons)
Residential Commercial- Self-haul Total -
Industrial
Co r rug at ed 147.7 1302.9 149.4 1600.0
Mixed paper 14.2 71.2 85.4
Newspaper 187.6 101.0 170.32 458.9
High grade ledger 7.16 7.16
Other paper 312.5 312.5
HDPE plastic 2.04 2.04
PETE plastic 6.12 6.12
Mixed plastics 24.1 33.4 2316 81.1
Film plastics 20.1 '20.1
Glass 251.2 130.95 184.8 567.0
Aluminum cans 1.2 .5 58.6 60.3
Ferrous metals, tin cans 33.8 15.5 91.4 140.7
Non-ferrous metals 20.4 20.4
Yard waste 2,766.5 1646.8 515.6 4928.9
Food waste 92.6 103.73 196.3
Tires, rubber
WoOd wastes 79.92 47.0 126.9
Textiles
Diapers 36.4 36.4
TOTALS I 3518.9 3790.86 1340.5 8650.2
Notes'
1. ,Self-haul" includes recycling center buy-back & drop-off
2. Glass includes estimated 284 tons redemption glass.
7. Waste Generation by Sector
For future use of the CIWMB's adjustment factors, it is necessary to estimate the
residential and non-residential waste generation.
Sources for this calculation are (1) SWS's data for allocation of disposal
tonnage by commercial, industrial and residential sectors, (2) Ukiah landfill self-
haul tonnage report, and (3) the diversion table in Section 6 above. Self-haul is
counted as residential.
City of Ukiah 1997 Waste Generation b~! Sectors
Disposal DiversiOn ¢ .......
Total % of total
Residential 7,351.5 4,859.4 12,210.9 53.3
Non-residential 6,895.5 3,790.9 10,686.4 46.7
City of Ukiah Waste Generation Study · Page 5
Appendix A
Ukiah Solid Waste
Monthly Diversion
BI-METAL
Report
BUY-BACK COMMERCIAL
TRANSFER NON
CURBSIDE LANDFILL AFFILIATED
TOTAL
11,979 2, 614 6,098 4, ~49 16, 100 41, 340
ALUMINUM
-.~ 12 '--,.22'=~ ' 102 28, 790 39, 104
660 0 0 0 0 660
26,562 119,537 13,:282 18, 135 149,400 326,916
BATTERIES
CARDBOARD
GLASS
26 930 17, 391 40, 57q 10, ?. ,~ ~
' - ~Ot~ 8, 2;20 10J, 620
MIXED PAPER
~, 761 5~, '="31 ':' ~-- : .......... -~ ........................................................
~, 7~.0 7, 71~_ 0 96, 460
MOTOR Oil_ 2,917 0 0 0 0 2, 917
~WSPAPER 37,840 20,816 19,264 16,860
PLASTIC 14,067
':' 206 5, 146 4, 161 4, 539 30, 119
SCRAP METAL 0 0 0 33, 860 0 33,860
TIRES 1, 191 21, 817 0 0 0 23,008
YARDWASTE 0 37,000 130,600 0 0 167,600
WOOD WASTE 0 0 0 0 0 0
RECYCLE TOTAL 165,885 273,624 217,941 95, 885 207,049 960, 384
COMMERCIAL 0 1, 163, 560 0 0 0 1, 163,560
DROP BOXES 0 1;'? 064 0 0 0 1;'3,
~ 064
COMPACTORS 0 54, 240 0 0 0 54, 240
RESIDENTIAL 0 0 557, 460 0 0 557, 460
ANDFILL TOTAL 0 1, .... 0, 864 557, 460 0 0 1, 908, 324
Ukiah Solid Waste
Monthly Diversion Report
BUY-BACK
TRANSFER NON
COMMERCIAL CURBSIDE LANDFILL AFFILIATED TOTAL
BI-METAL 7,997 1, 745 4,071 4, 180 15,950 33,943
ALUM INUM .~ 27 248 107 28,500 36,079
6,3 ~o
BATTERIES 660 0 0 0 0 660
CARDBOARD 29, 443 132~ 480 14, 720 19,625 161, 100 357, 368
GLASS 14, 350 10, 599 24, 731 12, 460 8, 550 70, 690
MIXED PAPER 22,477 34,776 1,830 5, 137 0 64,220
MOTOR OIL 3, 000 0 0 0 0 3, 000
---WSPAPER 72, 479 17,938 41,854 21,289 0 1 ~';3, 560
PLASTIC 5, 194 1 485 3 465 ;' 976 4,781 18 901
__
SCRAP METAL 0 0 0 18,000 0 18,000
__
TI RES 928 38, 120 0 0 0 39,048
YARDWASTE 0 .47,500 150, 120 0 0 197,620
WOOD WASTE 0 0 0 0 0 0
RECYCLE TOTAL 163,725 284,670 241,039 84,774 218,881 993,089
COMMERCIAL 0 0 0 0 0 0
DROP BOXES 0 0 0 0 0 0
COMPACTORS 0 0 0 0 0 0
~i~?~":i:"~:~-f"~:-;~'Z ............................... -~ ................ -~ ................. ~ ................... -,~ ............................ '~ ................................... ~
ANDFILL TOTAL 0 0 0 0 0 0
Ukiah Solid Waste
Monthly Diversion Repo~t
BUY-BACK COMMERCIAL
TRANSFER NON
CURBSIDE LANDFILL AFFILIATED
TOTAL
ALUMINUM
BATTERIES
£ARDBOARD
1,782
~0 ~5 78 ~9,700 38,035
..................... ..~.__..~.~.~._~~.~ ...... ~ ........... ~.... ............. . ............... ... ...... ~ ......
0 0 0 0 1 , 782
56,715 155,~16
~28,357 37,810 167~ 880 44~5,978
GLASS
2~-, 519 10, 8kb6
25, ~15 30, 800 8, 880 98, 22~
MIXED PAF'ER
MOTOR OIL
NEWSPAPEA
41,~03
7,644
0 0 0 0 7,644
89, ~76 19, 478 45, 450 25, ~6
179,440
PLASTIC 9, ?57 2, 395 5,588 4,680 4, 954 27,374-
scn.p o
TIRES 368 7, 384 0 5, 124 0 12,876
YARDWASTE 0
WOOD WAST~
23,750 170,320 ...................................
0 0 194,070
0 0 0 0
0 0
RECYCLE TOTAL 248, 9~J4 ............................................ 285,751 284, 3~'~ ........ '~"~-~+'~ ~-5~ ......................................... 227,524 -'~';-~'~'"~,-~--~-
COMMERCIAL
DROP, BO×E~ 0 190, 100
100
COMPACTORS ....................................................................................................................................................................... 0 40,860 0 0 0 40, 860
RffSIDffNTIAL 0 0 452, 900 0 0 452, 900
LANDFILL
TOTAL
0
~._ ............... _ ........ ~ .............. ~ ...........................
I, 209,060 452,900 ...............................................
0 0 1,661,960
~ ..... ~ ..................................... ~ ................. ~ .....
.................... . .....
~...-. ............ ... ................ ........
Ukiah Sol id Waste
Monthly Diversion Report
BUY-BACK COMMERC I AL
BI-METAL 10,816 2, 655
TRANSFER NON
CURBSIDE LANDFILl_ AFFILIATED
TOTAL
6 194 '~ 175 15, 900 ='7, 740
AI_UM I NUM ~ 46
127 80 28,500 38,433
BATTERIES 1, 650 0 0 0 0 1,650
CARDBOARD 28,912 132, 332 12,228 1'z' 080 169, 960 355 512
GLASS 18,8~z'1 12 914 30. 134 43 440 7,-~ ~ 59
"- ' · , ~. 113, 1
__
MIXED PAPER 26, 434 36, 183 1,904 2.299 0 66,820
MOTOR OIL 5,928 0 0 0 0 ~ 928
~2WSPAPER 34,861 557 19,966 14, 436 0 69,820
C'LASTIC 74640 833 1,942 ~ 475 4,857 18.747
-- --
SCRAP METAL 0 0 0 29,520 0 29,520
-IRES 358 13. 422 0 3, 378 0 17, 158
YARDWASTE 0 40,080 21'--' 080 0 0 d5d, 160
WOOD WASTE 0 0 0 0 0 0
RECYCLE TOTAL 145. 100 d , , ,
. -39 022 284 575 110,883 227,067 1,006 647
~]OMMERCIAL 0 1,021, 980 0 0 0 1,021~-
DROP BOXES 0 184, 220 0 0 0 184, 220
]OMPACTORS 0 51, 460 0 0 0 51, 460
ANDFILL TOTAL 0 1,257, 660 526,680 0 0 1, 784, 340
Ukiah Solid Waste
Monthly Diversion Report
BUY-BACK
COMMERCIAL
TRANSFER NON
CURBSIDE LANDFILL AFFILIATED TOTAL
ALUMINUM ~ 61 147 99 29. 800
BATTERIES 1,650 0 0 0 0
40,133
1,6_.0
CARDBOARD 20, 180 145,855 15,045 40, 120
GLASS 30,872 27, 708 24,552 29,068
176,660 397,860
MIXED PAPER 44, 394 68,684 3,615 10, 147 0 126, 840
MOTOR OIL 3,510 0 0 0 0 3, 510
EWSPAPER 67 045 14,628 34 1
, , 4= .-5. 035 0 140,840
PLASTIC 7, 332 1,922 4, 468 4,000 4,913 22,635
SCRAP METAL 0 0 0 ~.~'z' 260 0 32,260
TI RES 1,008 47. 500 0 0 0 48, ~0~
YARDWASTE 0 25. 000 251,240 0 0 276,240
WOOD WASTE 0 0 0 0 0 0
RECYCLE TOTAL 196,885 333,729 338,732 145, 117 ~'-~ 433 1,249,896
--
COMMERCIAL 0 1,015,680 0 0 0 1,015,680
DROP BOXES 0 150, 500 0 0 0 150, 500
COMPACTORS 0 49,980 0 0 0 49, 980
RESIDENTIAL 0 0 -~.1'~'~ ~, 040 0 0 512, 040
ANDFILL TOTAL 0 1, 216, 160 512, 040 0 0 1, 728,200
P. Zo
Ukiah Solid Wast~
Monthly Diversion Report
BUY--BACK COMMERCIAL
TRANSFER NON
I~LIRB..S. I DE LANOF I I..L. AFF ! L I ATED
TOTAL
Bi--METAL 11,02~: i::, 405 5, 611 2, 322 16,700 $8,060
ALUM I NUM ~ 140 220 170
O[eOo ~8,900 5?, ~63
BATTERIE~ 825 0 0 0 0 825
CARDBOARD 57, 5'75 173, 482. 14, 394 38,384 174,800 458,635
GLASS 21,854 28, 112 65,594 26,700 9, 8~-0 152,
MIXED PAPER 42,455 65,684 3,457 9,704 0 121,300
MOTOR OIL 4,368 0 0 0 0 4,368
NEWSPAPER 80,795 13, 81~ 32,228 20,065 0 146,900
PLASTIC 8, 129 1,774 4, 138 2,079 5,047 '21, 167
SCRAP METAL 0 0 0 34,600 0 34,600
TIRES 0 19,566 0 0 0 19,566
~-~RDWASTE 0 ~5,500 198,600 0 0 234, 100
WOOD WASTE 0 0 0 0 0 0
RECYCLE TOTAL ~5, 156 340,475 324~ 242 134,024 ~_35, ~67 1, ~69, 164
COMMERCIAL 0 927,800 0 0 0 927,800
~ROP' BOXES 0 ! 50,500 0 --0 0 150,500
COMPACTORS 0 45,881 0 0 0 45,881
RESIDENTIAL 0 0 4~6, 140 0 0 486, 140
LANDFILL TOTAL 0 1, I;:'4, 181 486, 140 0 0 1,610,
I(] 39~/d
HVIMA qISVM (II-105
~I I~]~9DL~L ~ :80 G66[/ZS/90
Ukiah Solid Waste
Monthly Diversion Report
BUY-BACK COMMERCIAL
TRANSFER NON
CURBSIDE LANDFILL AFFILIATED
TOTAL
BI-METAL 10,329 ;-', 254 ~., .-~.~ 3,979 16,600 38,420
ALUMINUM
166 289 178 29,900 40,663
BATTERIES 726 0 0 0 0 726
CARDBOARD 1'2, 322 1224 030 9,580 10,548 174,
GLASS 26, 985 32, 729 76, 366 11, 240 8,900 156 220
MIXED PAPER 20, 510 31, 732 1,670-- 4, 688 0 58 600
MOTOR OIL 7,917 0 0 0 0 7 917
EWSPAPER ?'~' 582 16,269 16 587 11 982
~, , , 0 77, 420
PLASTIC ~ 709 1 ~°46 '~906 '-' 93q 4~89.-_'~- 17 692
SCRAP METAL 0 0 0 24, 180 0 24 180
TIRES 96 ~-'--'~ 294 0 0 0 d~L-_'~'- 390
YARDWASTE 0 50,750 183, 180 0 0 233. 930
WOOD WASTE 0 19, 480 0 0 0 19, 480
RECYCLE TOTAL 127,306 308,950 295,836 69, 734 ;~4'-~ ,89~'--' 1,036, 718
COMMERCIAL 0 1,042,600 0 0 0 1,04'--'~ 600
DROP BOXES 0 256, 191 0 0 0 256, 191
COMPACTORS 0 53, 240 0 0 0 53, 240
RESIDENTIAL 0 0 605, 980 0 0 605, 980
ANDFILL TOTAL 0 1,352,031 605,980 0 0 1,958,011
Ukiah Solid Waste
Monthly Diversion Report
BUY-BACK COMMERCIAL
BI-METAL
T RANSFE R NON
CURBSIDE I_ANDFILL AFFILIATED
TOTAL
12, 404 4, 060 6, 089 3, 667 17, 100 43, 320
ALUM I NUM
~ 80 121 165 29,870 43 360
1,650 0 0 0 0 1,650
BATTERIES
CARDBOARD 20,701 123, 152 30,350 40,467 186~ 780 401, 450
GLASS 21,656 45, 162 67,742 10,380 10,900 155,840
MIXED PAPER 17, 115 26, 479 1,394 3,912 ...............................
__
MOTOR OIL 6,669 0 0 0 0 6,669
EWSPAPER 105,259 44,308 51,673 12~ 560 0 213, 800
PLASTIC 5,214 1,517 2,275 2,454 5,316 16,776
SCRAP METAL 0 0 0 27, 980 0 27, 980
TIRES 1,947 24,368 0 0 0 26,315
YARDWASTE 0 20,000 148,720 0 0 168,720
WOOD WASTE 0 78600 0 0 0 78600
RECYCLE TOTAL 205,739 367,726 308,364 101,585 249,966 1,233,380
COMMERCIAL 0 1,042, 600 0 0 0 1,042,600
DROP BOXES 0 256, 191 0 0 0 256, 191
]OMPACTORS 0 53, 240 0 0 0 53, 240
~ESIDENTIAL 0 0 605, 980 0 0 605, 980
ANDFILL TOTAL 0 1, 352, 031 605, 980 0 0 1, 958, 01
Ukiah Solid Waste
Monthly Diversion Report
BUY-BACK
TRANSFER NON
COMMERCIAL CURBSIDF LANDFILL AFFILIATED TOTAL
BI-METAL 12,059 3,947 5,920 3,554 17, 4~= ~ 42,- 930
ALUMINUM 129 191 30,000 41,882
~ 86
BATTER!ES 2 574 0 0 0 0 -z. 574
CARDBOARD 15, 990 106,955 12,995 30, 660 187,820 ~.4,v~ 420
GLASS 42,595 37,050 55,575 21,060 10,410 166,690
MIXED PAPER 10, 122 15,660 824 2,314 0 28,920
MOTOR OIL 1, 911 0 0 0 0 1, 911
EWSPAPER 75, 427 14,830 22, 246 24,637 0 137, 140
PLASTIC 8,998 '~.', 945 4, 417 2, 780 5,657 24,797
SCRAP METAL 0 0 0 37,840 0 37, 840
TIRES 3,908 30, 304 0 0 0 34,212
YARDWASTE 0 12,500 170, 160 0 0 182,660
WOOD WASTE 0 -z,. l'Z. '40 0 0 0 '21240
RECYCLE TOTAL 185,060 245,517 272,266 123,036 251,337 1,077,'216
COMMERCIAL 0 977, 484 0 0 0 977, 484
DROP BOXES 0 397, 434 0 0 0 397, 434
COMPACTORS 0 44, 920 0 0 0 44, 920
RESIDENTIAL 0 0 734,060 0 0 734, 060
· ANDFILL TOTAL 0 1, 419,838 734,060 0 0 ~, 15~,
'- ~' 898
Ukiah Solid Waste
Monthly Diversion Repot-t
BUY-BACK COMMERCIAL
BI-METAL 10,483 2,287
Da t e .......... .~ .........
TRANSFER NON
CURBSIDE LANDFILL AFFILIATED
5, 33'7 3, 713
TOTAL
16,700 38,520
ALUMINUM ~ 150 I ~"? 84 27, li{~0 57,450
BATTERIES 546 0 0 0 0 546
CARDBOARD 35~ 999 125,996 55,999 e3, 999 199, 700 4~9,693
GLASS 18, ~5~ 12, ~65 30,017 9, 7~0 12~ 510 84,030
MIXED PAPER 34,979 54, I18 2,848 7,995 0 99,940
MOTOR OIL 6~591 0 0 0 0 6
NEWSPAPER 41,514 9~058 21~ 134 12,034~ 0 83,740
PLASTIC 5~ 49~ 1,349 3, 148 ~, 726 6, 100
0 58,760
TIRES
0 58,760
~521 17,920 0 0 0 18, 44---i-
YARDWASTE 0 52,800 192,340
0 0 245, 140
WOOD WASTE 0 19,510 0 0 0 19,510
RECYCLE TOTAL 164,962
2-96,053 308,945 119,091
262, 130 1, 151, 181
COMPACTORS
0 53,240 0 0
0 310,930
0 53,240
0 605,980
LANDFILL TOTAL 0 1,406,'~70 605,980
0 0 605, 98----'~
0 0 ~-~, 012, 75~
~IIO~9DLOL g~ :£0 §GGI/LO/9Q
Ukiah Solid Waste
Monthly Diveesion RQpo~t
BUY-BACE COMMERCIAL
BI-METAL 8,558 1,868
TRANSFF_R NON
CURB.SIDE LANDFILL AFFILIATED
TOTAL
376 ~, 438 15, 2_10 35,450
9 690 180 ~-'9,700 39,389
BATTERIES 1,320 0 0 0 0 1, 320
CARDBOARD
GLASS
MIXED PAPER
14,108
31, 136 48, 172 ~,535 7, 117 0 88,960
MOTOR OIL
2, 730 0
0 0 0
2,730
NEWSPAPER 45,330 12,072 ......... ~ ........................................ '
~8, 168 1~,~5~
0 97,923
.......................................................... ~ ......................... ~ .......................................................... ~ 6,100 27,840
PLASTIC 10,~44 ~,546 5,945 3,00
SCRAP M~TAL 0 0 0 36,140 0 36,140
TIRES 0 18, 700 .................... 0 0 0 18,700
YARDWASTE 0 215,500 17,500 0 ........................................
0
WOOD WAST~ 0
RECYCLE TOTAL 178,?~1
0 233,000
0 ~ 1,040
475,832 143,076 111,070 298,650 1,207,359
DROP BOXES 0 273,080 0 0 ........................ ' .........
0 P-73~ 0~0
COMPACTORS 0 ................................................
59, 700 0 0 0 59· 700
RE~ I DENT I AL ..... -0-- ........................... -~ ........ ~"~'5"~'"~'~"~' .................... -~ .................................. ~. ............ S~'~-~-~
~~--'q~'-~'£' ......................... '~ ............. 'i,""~'~,"9~"~' .... ~0'~"~'3~'~ .............................................................. ~ ~, ~94. ~
E0 39Vd
HVI;dA 3±S~M (II90S CIISE9PZ_0Z §8:E8 q66I//0/98
Ukiah Solid Waste
Monthly Diversion Report
BE-METAL
TRANSFER NON
BUY-BACK COMMERCIAL CURBSIDE LANDFILL AFFILIATED
450 2, e80 5, 320 3,550 15,210
67 244 179
221 0 0 0
TOTAL
36,810
ALUMINUM
BATT£RIES
29,700 59, 140
CARDBOARD
59,083 151,713 48,358 34,542--
229,800 5~3~ 496
GLASS
MIXED PAPER
22, 0~:1 9,360 ~1,839 51,040
13, 7'76
20,191 2,24~ 3,149
17j 840 102, 100
0 39,560
MOTOR OIL
3, 900
0 0
0 3~ 900
NEWSPAPER
83, 578
18, i~35 42, 549
PLAST I C ................ 5'-~-~ 48
SCRAP NETAL 0
2,086 4,868
0 48,920
0 48, 92-~
TIRES
,--,.--__.._
YARDWAST~
WOOD WASTE
1,696
19,200
46,800
0 34, F~80
0 0 0 2_0,896
184, 760 ..........................
0 0
0 34,280
R~CYCLE TOTAL
'~12 310~ 182
0 304, ~
145~,,996
298,650
1,05~,~40
c ................................................................................................................
0 I, 092, 100
DROP BOXES--
COMPACTORS
RES I DENT I AL
0 ~60,670
0 I, 092,
0
0 0
260,670
0
0 613,020 0 ...............................................
0 6I~,020
0 I i 3,000
0 2, 078, 790
Ig 39~/d
Ht~I)~f] 3±St~M (]I90S
Appendix B
MSWMA Backyard Composting Survey
53 residents of the City of Ukiah were randomly contacted using the telephone
directory. They were asked questions as set forth on the attached questionnaire
Out of the total sample, 10 respondents stated that they did some composting
and 43 did not.
The 10 positive respondents diverted a total of 18 gallons per week of food
waste, year around, and 180 gallons per week of yard waste seasonally for six
months only. '
This translated to .83 tons/year of food waste and 5.01 tons/year of yard waste.
The California Department of Finance estimated that there were 5,913
households in the City of Ukiah on January 1, 1997. Therefore each amount
was multipied by the factor 5913/53 to project total backyard composting of all
unincorporated area households, and the total backyard composting diversion
for the unincorporated area was 558.9 tons yard waste and 92.6 tons food
waste.
Appendix C
Businesses & organizations contributing
The following businesses and organizations in the City of Ukiah reported waste
diversion which was not included in the recycling tonnages recorded by the
franchised haulers or any of the recycling centers surveyed. Their activities
included backhaul recycling of materials like cardboard and office paper, and a
wide variety of source reduction measures such as reuse of boxes, food
donations, and grasscycling.
Specific types and tonnages are not listed for each business due tO
confidentiality concerns.
AIbertsons
Safeway
Rite-Aid (formerly Payless)
Mervyn's
K-Mart
Staples
Ukiah Natural Foods Co-op
Friedman Brothers
Ukiah Food Bank
Bank of America
Wildberger's market
Plowshares
Main Street Wine & Cheese
State Farm Insurance
Washington Mutual Bank
Pacific Coast Farm Credit
Tech Support
Wells Fargo Bank
California Federal
Maverick Enterprises
Westamerica Bank
Oak Manor School
Pacific Bell
Valley View Nursery
Ukiah Convalescent Hospital
Earthenware Potters
Oak Valley Nursery
Real Goods
Ukiah Library
Bottoms Up Diaper Service
Ukiah Unified School District
City of Ukiah Community Services Department
Aaend._ Summary Re0ort ~
Meeting date: January 27, 1999
Topic: AB 939 recycling mandate of 50% by year 2000
By: Mike Sweeney
The Waste Generation Studies are now completed. They showed the following
diversion rates in 1997:
Unincorporated County of Mendocino 34.4%
City of Ukiah 37.8%
City of W111its 38.5%
The City of Fort Bragg, which did not participate in the Waste Generation Study,
is projected to have a diversion rate for 1997 of 46.4%.
AB 939 requires that each city and county attain a 50% diversion rate for the
year 2000. Various fines and sanctions are possible as a penalty for
noncompliance.
There are several possible avenues of relief from the mandate, which can be
granted at the discretion of the CIWMB upon certain conditions. For example, a
time extension of one or more years may be granted to any city or county if:
"The [CIWMB] board adopts written findings, based on substantial
evidence in the record as follows:
"A. The city county or regional agency is making a pood., faith ,effort to
implement the.source reduction, recycling and composting programs
identified in its source reduction and recycling element.
"B. The city, county or regional agency submits a _~ian .of correction
Ithat demonstrates that the city, county, or regional agency will meet the
requirements of paragraph (2) of subdivision (a) of the Section 41780
[the 50% mandate] before the time extension expires, includes the
source reduction, recycling or composting steps the city, county or
regional agency will implement, a date prior to the expiration of the time
extension when the requirements of paragraph (2) of subdivision (a) of
Section 41780 will be met, existing programs it will modify, any new
programs that will be implemented to meet those requirements, and the
means by which these programs will be funded.
"When considering a request for an extension, the board may make
specific recommendations for the implementation of alternative
programs, 0
Page I of 2
*Nothing in this section shall preclude the board from disapproving any
request for an extension.'
[Public ReI~OUI'CeS Code Section 41820]
I have highlighted the phrases that give an indication of what the ClVVlVlB will be
looking for when it considers a request for relief.
My recommendation to the jurisdictions is that they carefully consider both the
successes and failures that have been experienced in implementing their AB
939 plans. There is a wide variation in the amount of effort that has been put
into waste diversion by different entities and in different situations.
With the al3proach of the year 2000, some sort of reckoning seems likely where
each jurisdiction will have to judge whether the standard of "good faitl~ effort"
will be recognized,
OOO042
Page 2 of 2
Mendocino Solid Waste Local Task Force (AB 939)
c/o Anne Crowder, Secretary
P.O. Box 1413
Willits, CA 95490
November 3, 1998
To~
Mendocino Solid Waste Manage~nent Authority
County of Mendocino
City of Ukiah
City of Willits
City of Fort Bragg
The Local Task Force ~net on October 29, 1998 and considered the challenge of
multifamily recycling in Mendocino County. The following plan of action was
approved:
· The Mendocino Solid Waste Management Authority, in consultation
with the franchised haulers,' will identify multifamily complexes which are
~nost prmnising for increased recycling errors, and initially focus on
approxin~ately 2556 of ~nultifamily complexes in each jurisdiction.
· Factors for identifying most promising multifamily co~nplexes will
include a cooperative manager or owner and sufficient room for recycling
containers.
· Haulers will provide the optimal recycling container for each
multifmnily location, together with clear and effective labeling.
· The Mendocino Solid Waste Manage~nent Authority will assist the
franchise haulers in pro,noting recycling at the multifamily complexes
included in this initial effort.
The Local Task Force also noted that the jurisdictions should recognize that
multifamily recycling, under present market cot~.ditions, is an activity that needs
to be subsidized by other revenues of the franchised haulers.
The motion I[o send this com~nunication was made by Crowder, seconded by
Beebe, and approved by the following vote:.
AYES: Galli, Crowder, Beebe, Cayler, Seanor, Ward, Gridley.
NOES: None.
Anne CroWder, Secretary
Mendocino Solid Waste Local Task Force (AB 939)